HomeMy WebLinkAbout5059 RESOLUTION NO. 5 0 5 9
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF AUBURN,
WASHINGTON, AUTHORIZING THE ACCEPTANCE OF A GRANT
FROM KING CONSERVATION DISTRICT AND AUTHORIZING THE
MAYOR TO EXECUTE THE NECESSARY AGREEMENTS TO ACCEPT
SAID FUNDS
WHEREAS, the City of Auburn International Farmer's Market, on behalf of the
City of Auburn, submitted an application to King Conservation District; and
WHEREAS, the City has been advised that it has been approved to receive a
grant from said program in the amount of Fifteen Thousand and No/100s Dollars
($15,000.00); and
WHEREAS, acceptance of the grant will benefit the citizens of Auburn.
NOW, THEREFORE, THE CITY COUNCIL OF AUBURN, WASHINGTON,
HEREBY RESOLVES as follows:
Section 1. Acceptance of Grant and Authorization of Agreement. The City
Council hereby accepts the King Conservation District grant, in the amount of Fifteen
Thousand and No/100s Dollars ($15,000.00), and authorizes the Mayor to execute the
Agreement with King Conservation District in substantial conformity with the Agreement
marked as Exhibit "A" attached hereto and incorporated herein by this reference.
Section 2. Implementation. The Mayor is further authorized to implement
such administrative procedures as may be necessary to carry out the directions of this
legislation, including assuring that the grant fund appropriation is included in the
appropriate budget documents of the City.
Resolution No. 5059
April 30, 2014
Page 1
Section 3. Effective Date. That this Resolution shall take effect and be in full
force upon passage and signatures hereon.
SIGNED and DATED this .�a' day of , 2014.
CITY OF AUBURN
�C,10
NAN CKUS, MAYOR
ATTEST:
Da ielle E. Daskam, City Clerk
AP OVE S TO FOR
aniel B. He-N-,--City Attor
Resolution No. 5059
April 30, 2014
Page-2
Exhibit A '
AGREEMENT FOR AWARD
OF KING CONSERVATION DISTRICT MEMBER JURISDICTION GRANT
City of Auburn
This Agreement is made between the King Conservation District Number 9, a municipal
corporation in King County, Washington, located at 1107 SW Grady Way, Suite 130, Renton,
WA 98057 (referred to herein as "District"), and the City of Auburn, a municipal agency in King
County, Washington, located at 910-9"' Street SE, Auburn, WA 98002-6200 (referred to herein
as"Recipient"), for the purposes set forth herein.
SECTION 1. RECITALS
1.1 Whereas, the District is a special purpose district organized and existing under
authority of Chapter 89.08 RCW which engages in certain activities and programs to conserve
natural resources, including soil and water, which activities are declared to be of special benefit j
to lands; and
1.2 Whereas, pursuant to RCW 89.08.400, King County has authorized and imposed
a system of assessments to finance the activities and programs of the District; and
1.3 Whereas, pursuant to RCW 89.08.220, RCW 89.08.341 and/or Chapter 39.34
RCW, the District is authorized to enter into agreements with municipal entities and agencies
(governmental or otherwise), or their designees, in order to carry out and facilitate the activities
and programs of the District to conserve natural resources; and
1.4 Whereas, the District has reviewed the grant application submitted by Recipient
and has determined that the application meets the requirements of Chapter 89.08 RCW and the
District's policies and procedures for awarding grants; and
1.5 Whereas, the District and Recipient desire to enter into this Agreement for the
purpose of establishing the terms and conditions relating to the District's award of a grant to
Recipient.
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SECTION 2. AGREEMENT
2.1 The District agrees to award Recipient a grant in the total amount of Fifteen
Thousand Dollars ($15,000.00) from KCD-Auburn Member Jurisdiction Collections. Grant
funds shall be used by Recipient solely for the performance of the work described in Exhibit A
which is attached hereto and incorporated herein by this reference. The District shall pay the
grant funds to Recipient in accordance with the District's policies and procedures, including but
not'limited to, the policies and procedures contained in the Member Jurisdiction& WRIA Forum
Grant Application Instructions and Policies, provided that such funds have been collected and
received by the District. j
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Page I of 4
Exhibit A
2.2 Recipient represents and warrants that it will only use the grant funds for the work
described in Exhibit A, which may be amended by the parties pursuant to Paragraph 3.3 of the
Agreement. Recipient shall be required to refund to the District that portion of any grant funds
which are used for unauthorized work. Further, Recipient agrees to return to the District any
grant funds that are not expended or remain after completion of the work covered by this
Agreement.
2.3 Recipient acknowledges and agrees that the grant funds may only be expended on
work which shall be entirely within the District's jurisdictional boundaries. The following
municipal entities are not within the District's jurisdictional boundaries: Enumclaw, Federal
Way, Milton, Pacific, and Skykomish. Recipient shall be required to refund to the District that
portion of any grant funds which are used for work performed outside the District's jurisdictional
boundaries.
2.4 In the event the scope of work authorized by this Agreement includes the use of
grant funds to purchase houses located on real property within a flood hazard area, Recipient
acknowledges and agrees that grant funds may only be used for such purposes if the houses to be
purchased were constructed before floodplain mapping or sensitive areas regulations were in
place for that area. Recipient shall be required to refund to the District that portion of any grant
funds which are used for unauthorized purposes.
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2.5 Recipient shall be required to provide the District with biannual financial and
project progress reports, along with an annual summary report. Financial and project reports
shall be due June 30 and November 30 each year. The Recipient shall also be required to submit
to the District a final report which documents the Recipient's completion of the work in
conformance with this Agreement within thirty(30) days after the completion of the work. The
final report shall, among other things, summarize the project's successes and shall address the
regional benefits accomplished by the work. The final report shall also identify any obstacles or
challenges which were encountered during the work, along with general recommendations
regarding ways to avoid such obstacles or challenges in the future. If requested, Recipient agrees j
to provide the District with additional financial or progress reports from time to time, at
reasonable intervals.
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2.6 Recipient's expenditures of grant funds shall be separately identified in the
Recipient's accounting records. If requested, Recipient shall comply with other reasonable
requests made by the District with respect to the manner in which project expenditures are
tracked and accounted for in Recipient's accounting books and records. Recipient shall maintain
such records of expenditures as may be necessary to conform to generally accepted accounting
principals and to meet the requirements of all applicable state and federal laws.
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Page 2 of 4
Exhibit A �
2.7 If the Recipient is a Washington municipal agency, Recipient shall be required to
track project expenses using the Budget Accounting and Reporting System for the State of
Washington ("BARS").
2.8 The District or its representative shall have the right from time to time, at
reasonable intervals, to audit the Recipient's books and records in order to verify compliance
with the terms of this Agreement. Recipient shall cooperate with the District in any such audit.
2.9 Recipient shall retain all accounting records and project files relating to this
Agreement in accordance with criteria established in the Revised Code of Washington and the
Washington State Archivist.
2.10 Recipient shall ensure that all work performed by Recipient or its employees,
agents, contractors or subcontractors is performed in a manner which protects and safeguards the
environment and natural resources and which is in compliance with local, state and federal laws
and regulations. Recipient shall implement an appropriate monitoring system or program to
ensure compliance with this provision.
2.11 Recipient agrees to indemnify, defend and hold harmless the District, its elected
or appointed officials, employees and agents, fi-om all claims, alleged liability, damages, losses
to or death of person or damage to property allegedly resulting from the negligent or intentional
acts of the Recipient or any of its employees, agents, contractors or subcontractors in connection
with this Agreement.
2.12 Recipient agrees to acknowledge the District as a source of funding for this
project on all literature, signage or press releases related to said project. j
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SECTION 3. GENERAL PROVISIONS
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3.1 This Agreement shall be binding upon and inure to the benefit of the parties j
hereto and their respective successors and assigns.
3.2 This Agreement constitutes the entire agreement between the parties with respect
to the subject matter hereof No prior or contemporaneous representation, inducement, promise
or agreement between or among the parties which relate to the subject matter hereof which are
not embodied in this Agreement shall be of any force or effect.
3.3 No amendment to this Agreement shall be binding on any of the parties to this
Agreement unless such amendment is in writing and is executed by the parties. The parties
contemplate that this Agreement may from time to time be modified by written amendment
which shall be executed by duly authorized representatives of the parties and attached to this
Agreement.
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3.4 Each party warrants and represents that such party has full and complete authority
to enter into this Agreement and each person executing this Agreement on behalf of a party r
warrants and represents that he/she has been fully authorized to execute this Agreement on
behalf of such party and that such party is bound by the signature of such representative.
DISTRICT: RECIPIENT:
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By
Nance
William Knutsen Name RJA
Board Chair, King Conservation
Title District Title �Ylf2-
Date Z Date MAY 5 2014
Approved d to Fo n: Approved as to Form:
• DISTRICT.LEGAL COUNSEL: RECIPIENT'S ATTORNEY:
n i L—+� WS'elpf as-4�
By ✓L^-t . � A1 Vth B
fi I
Name yv16 f Name
Date "III Date MAY 5 2014
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Page 4 of 4
Exhibit A to Agreement
•
Not avant: A���u��Co®�
JA
King Conservation D10fiid Promoting sustainable uses of natural resources through
responsible stewardship
Project`title: Auburn International Partners Markel:(AIEM)—Marketing and PY01110tion
201.4 Season
Applicant: City of Auburn,WA Contact: Joanne Macnab
Principal Partners(if any): Title:
Auburn international barters Market Manager
Amount of KCD Address:
Funding Requested: $15,000.00 City of Auburn, Parks 84 Recreation �
Total Match(optional); 910— 901 St.SE
Auburn,WA 98002-6200
• Total Project Cost: $60- 00.00
Project Start Date: January 201.4 Phone: 253 266-2726
Project End Date: Decetnber 2014 Fax: 253 931-4005
Project Location:(Address, Parcel 0,1.,8'al.. E-mail:
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Pointa, if site specific) jrnacnab @auburnwa.gov
Auburn St atloii Plaza,23 A Street SW
Auburn,WA 9000:3,
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Ming County Council District##: 7 State Legislative District#k 47
Eligible projects:
a Must be within the boundaries of the King Conservation District or meet certain partnering requirements
a Must be with,or through,a member jurisdiction of the District,or an assigned partner such as a nonprofit
organization or business
a Must be consistent with purposes and requirements of RCW Chapter 89.08,encouraging voluntary
stewardship
a Leveraging other funding opportunities is encouraged
Ineligible projects include:
a Maintenance of existing facilities
a Improvements to non-natural areas of parks or existing recreational facilities
•
Member Jurisdiction Grant Program-Pilot Grant Application —vsnl9clec13,
Page 1 of 9
Exhibit A to Agreement
Application must
• Articulate specific goals and outcomes of the project
• Have an appropriate and reasonable budget meeting state auditor guidelines
• Specify milestones and timelines
• Identify the Project Lead and contact information
• Present clear roles for project partners
J.. Criteria Checklist
Please check all boxes next to criteria below that your project addresses
Natural Resource Improvement Action: Education and Outreach—to raise
awareness,deepen knowledge,and change behaviors(examples include fulfillment of
municipal NPDE'S MS4 permit requirements;education about value of farmland,local farms and
food systems,shorelines,salmon habitat,forests and other ecosystems)
Natural Resource Improvement Action: Capacity Building—to enhance the ability of
organizations,agencies,residential landowners and other land owners and managers to ❑
implement best management practices and deliver natural resource management
actions on the ground(examples include urban agriculture development,assistance to private
• property owners to address challenging regulatory situations,preservation and/ar expansion of
urban and/or rural agricultural lands,rural and urban forest lands,riparian restoration and
stewardship on private and public lands)
Natural Resource Improvement Action: Pilot and Demonstration Projects—to test
and/or improve concepts and/or approaches in natural resource management that can
be replicated by others(examples include LID or green infrastructure demonstration projects, l
development of new best management practices, distribution of local farm products,urban
.agriculture e.g.farmers markets and backyard food production to promote or support social
economic independence and'healthy living)
Natural Resource Improvement Action: Direct Improvement of Natural Resource
Conditions--to improve landscape and natural resource conditions as a result of direct ❑
action(examples include supporting private property owners with land stewardship,water
quality and aquatic and wildlife habitat resources,removal of invasive weeds,stewardship on
public land)
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As part of the education and demonstrations incorporated into the 2014 market season, the j.
AIFM will work with King County Health Department,Washington State University Extension
Programs,Washington State Farmers Market Association and other agencies to raise J
awareness, improve knowledge and work to change behavioral patterns through educational
sessions and demonstrations. These conditions will showcase that buying local farm fresh
products helps improve the economy, improves health and sustaining our environment.
In addition, the AIFM will help educate and demonstrate that these purchasing practices can
• help reduce energy and transportation costs while providing a.needed market place for local
farmers.
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Member Jurisdiction Grant Program - Pilot Grant Application -vsn:19dec13 Page 2 of
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• Exhibit A to Agreement
Local farmers consider their business a primary livelihood. Typically, small local family
farmers(as opposed to"factory"farmers) are more invested in the land, more concerned
with conserving water,wasting less, reducing packaging, and depleting less topsoil through
proper crop rotation and management. Small family farms are less likely to use large
amounts of pesticides, hormones, or antibiotics,whose residues impact our water supply
and environment, i.e., pesticides in fish and subsequently in humans. In addition, local
sustainable farming conserves topsoil mineral wealth to a much greater extent than "factory"
farming.
Farmers from around the state depend on farmers markets to maintain business and
provide a return on their investment. This keeps local agriculture lands in production and
strengthens the local economy.According to research conducted by Sustainable-Seattle, for
every dollar spent at farmers markets, 132 cents is re-spent locally! In the AIFM 2013 season,_
vendor gross sales increased by 9%. I
�. Project Description—provide a brief description of the project that summarizes what you
will do,how you will do it,and why you will do it. Describe target audience,outcomes,
objectives and timelines,
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• The Auburn International Farmers Market(AIFM)was organized to provide a venue where
local farmers could supply local buyers with farm fresh produce and opportunities to learn
more about sustainable agriculture.The market is open on Sundays from mid-June through
the end of September and serves as a weekend destination for Auburn's downtown core.
The market is located on the Sound Transit station plaza that serves both commuter rail and
the Metro taus Hub.The market began its planning in 2007 and opened its 15`season in
June 2009. '
To assist the market the first year, a volunteer group was formed and a market manager
was hired by the City of Auburn, Parks Department to oversee market activities. Start-up
supplies were purchased and vendor recruitment and training commenced. The market
established a brand identity. It also invested in general advertising, including newspaper
ads, banners, a-frame signage, postcards, posters and other media to promote the market !
to both customers and other vendors.The City of Auburn and the community embraced this
opportunity to re-vitalize the city identity as a viable farming community.
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The 1st season(2009)of the Auburn International Farmers Market attracted 50 Washington
farmers; 75%of them were full time farmers. The farm vendors provided 20,000 market
shoppers an opportunity to learn where their food was produced,thereby, attaining the
Auburn International Farmers Market first year goals.The market proved to be a valuable
contribution to the downtown revitalization and local economy.
In the 2nd season(2010),the AIFM partnered with the Puget Sound Fresh Organization,
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which is a program of the Cascade Harvest Coalition, to educate the public on the variety of i
apples grown in Washington State.
The market developed a coalition of local agencies that brought about awareness of farming
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and included the following:Women, Infant and Children (WIC);Auburn Food Bank;
• Auburn Community Garden; Auburn School District; City of Auburn;Washington State
University Extension; City of Auburn 4-H; Service Clubs (Kiwanis, Soroptimists, Optimists,
Lions, Rotary)YMCA; King County Library; Readers to Eaters and local churches.
Member Jurisdiction Grant Program -- Pilot Grant Application-vsnl9decl3 Page 3 of 9
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Exhibit A to Agreement
In the 3rd season (2011), the AIFM expanded the focus to improve community service and
community outreach by providing complementary market booths to service
agencies/organizations that include:
• The Valley Regional Fire Authority which serves the communities of Algona, Auburn
and Pacific
• The Susan G. Komen Foundation
The Seattle Humane Society
The Auburn,Algona-Pacific and Muckleshoot Libraries
In the 2011 season, the AIFM had 24 farmer/producer vendors.These are full time farmers
that are dependant on farmers markets to keep their businesses going and do as much as
80%of their sales at a farmers market.The King County Agriculture Program is researching
the produce/product actually grown in King County through market surveys.At the AIFM, the
Counties of Douglas, Island, Pierce, Skagit and Yakima made up 42% of those
farmer/producer vendors,while 58%were from King County.
In the A�'season (2012), as the result of a 2012 King Conservation District Grant of
$20,000.00,the AIFM expanded its marketing and promotion plan and reached a broad
community of market shoppers with paid advertisements, two separate postcard mailings to
customers surrounding the market, a sponsorship with the Auburn Reporter to run
consistent ads and a series of social media ads through Facebook.
This plan brought over 23,000 shoppers to the Market. The Market also expanded the
education and demonstration component. Celebrity gardening experts Ciscoe Morris
"Gardening with Ciscoe"and Marianne Binetti brought devoted followers to the Market and
their workshop/question and answer sessions were well received.
Furthermore, demonstrations were conducted that taught customers the importance of
healthy eating and the impact of local firms to the regional economy.The Market also
provided educational sessions which demonstrated ways to preserve the locally rg own
foods for use throughout the year. This education and demonstration component and
expanded marketing and promotion plan resulted in a 20% increase in attendance over the
3d season (2011).
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In the 5t—"season(2013), as a result of a 2013 King Conservation District Grant of
$20,000.00, the AIFM continued the marketing and promotion plan with paid advertisements I
and mailings, marketing materials, social media ads through Facebook and a continued
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relationship with the Auburn Reporter to run ads at a reduced rate. The Market also
continued the education and demonstration component with demonstrations that featured
home food preservation and focused on best practices for food quality and preservation.
Celebrity gardening experts Ciscoe Morris and Marianne Binetti returned to the Market and
presented gardening seminars with emphasis on growing "natural'without pesticides, extra j
water or excess fertilizer.
In 2014,the market is seeking funds to continue the highly successful marketing and
promotion plan, continue the education and demonstration component and uphold the
partnerships with the King County Department of Health,Washington State University
Extension Programs, Community Gardening and NW chefs.
Member Jurisdiction Grant Program - Pilot Grant Application -vsnl9dec13 Pige 4 of9
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•, Exhibit A to Agreement
Providing informational sessions and demonstrations is essential for consumers to learn
about the importance of healthy, nutritional fresh foods, sustainability and the impact local
farms have on the regional economy. !
Many partnerships have been formed since the inaugural year(2009)to assist in the
success of the Auburn International Farmers Market. Sound Transit, a regional rail and bus
authority provides the location and site for the Market on an in-kind basis. The Cities of
Algona and Pacific provide in-kind resources to assist with market logistics and local service
clubs, churches and area businesses have been supportive by spreading the word about the
market. In the past five seasons, the AIFM farmers have donated over 19,000 pounds of
food to the Auburn Food Bank that serves Algona and Pacific cities as well.
The AIFM would be pleased to have KCD at the Market as a part of this grant.A booth
would be made available for KCD each Sunday for the sixteen week season, from June 8
through September 21, 2014. Please advise what dates would work best for KCD.
In addition,the Muckleshoot Indian Tribe(MIT) may participate in the AIFM as a vendor of j
American Indian Crafts.This addition will encourage the MIT to become a significant
shopper of the AIFM farm fresh foods. 1
3. Project Activities and Measurable Results—using the table below, list specific project
activities to be completed,the timetable for the activities, and the deliverables associated j
with those activities. Consider the following in your answer to this question: What actions,
interventions, programs,services will be deployed? NOTE: If you want to attach Item 3 as a
separate page,fee!free to do so.
Activity Description Outcomes/Deliverables/Measur Timeline
able Results(tangible and
Intangible)
1. Beginning of season postcard 0 Create season-opening June 2014
mailing postcard
® Mail to carrier routes
surrounding market
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Member Jurisdiction Grant Program - Pilot Grant Application -vsn19dec13 Page 5 of 9
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Exhibit A to Agreement
2. Advertising through Auburn U Create a series of weekly June 2014—
Reporter advertisements in the September
local newspaper that 2014
showcase market events,
demonstrations and
educational sessions
throughout the season
O Promote the market
weekly to gain
attendance and shoppers
3. Facebook Advertising e Create a series of June 2014-
Facebook ads that September
promote different market 2014
events and track social
media responses; market i
. attendance patterns and
vendor revenue in I
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relation to ads run
4. Other paid advertising Investigate other paid June 2014—
opportunities advertising opportunities September
(Muckleshoot monthly 2014
that may help bring
newspaper, NW Coffee News) shoppers to the market j
during the season I�
Member Jurisdiction Grant Program - Pilot Grant Application -vsnl9decl3 Page 6 of9
Exhibit A to Agreement
5. Educational and a Coordinate with the King June 2014—
Demonstrational Sessions County Health September
Department,Washington 2014
State University
Extension Programs,
Washington State
Farmers Market Assoc.
and others to provide
educational sessions and
demonstrations to
showcase how buying
local helps improve the
economy, health,our
environment and
improves local farmers
opportunity to sell their
farm fresh foods
a Farming Presentations
• a Master Gardeners
O Monthly and Weekly
themed celebrations of
farming
® Chef demonstrations
o Community Gardening !
d Chef Presentations
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Over the past five market seasons, the AIFM has established effective lines of
communication with farmers, other farmers markets, The Washington State Farmers Market
Association, Cascade Harvest Coalition and will continue to build the markets weekly
shopper base.
In 2014,the AIFM plans to continue increasing the market customer base via the use of the
KCD Marketing and Promotional Grant request,thereby establishing a self-sustaining i
market for the community, buyers and farmers. The increase of shoppers will stem from an
aggressive marketing and promotion plan (see Attachment A-1 through A-3); as well as a
series of educational sessions and demonstrations that serve to inform shoppers about the
benefits of buying local, farm fresh produce, healthy eating, sustainability practices, !
environmental awareness and providing a market for farmers to sell their agriculture
products to improve their business base.
The AIFM is a member of the Washington State Farmers Market Association, whose policy
guidelines are that all farm products sold at state markets, must be grown in Washington 1
State.
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Farmers at the market sell quality,fresh produce and the market will ensure that local
farmers are selling fresh picked produce for the season. Vendors participating in the market
Member Jurisdiction Grant Program - Pilot Grant Application -vsn19dec13 Page 7 of
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Exhibit A to Agreement
must comply with limited pesticide/chemical use; adherence to organic growing if and when
possible; and water table conservation/protection farming practices.
In working with the agencies and associations that will provide educational sessions and
demonstrations,the market will create an environment that is fun and inviting for shoppers
to learn about the importance of community farmers markets, healthy eating, sustainability,
supporting local farmers and improving the economy by sustaining the agricultural
opportunities for local Washington State Farmers.The sessions will be presented in an easy
to understand, creative way that encourage customers to learn more, ask questions and
change behavior through educational awareness.
The 2014 AIFM Marketing and Promotion Plan targets families, adults, seniors and youth
within the region with the goal of building public awareness about the AIFM and attracting
shoppers to the Market each week during the market season.
Messaging and marketing the AIFM will be created to support farmers and local agriculture;
promote access to fresh,vitamin-rich produce; showcase access to greater diversity of
produce and flowers;work to revitalize and support the community; promote the experience
of a community-wide social event; promote a unique shopping experience; and reflect how
customers enjoy music, entertainment and healthful demonstrations during the market
season.
Lastly,the AIFM provides a local market outlet for shoppers in South King County. A service
nearby without the vigors of travel and environmental waste.
The AIFM will submit regular program reports to King Conservation District,The Market will
use the following metrics to evaluate the performance of the advertising and i
educational/demonstration elements as they relate to shoppers at the AIFM:
1. Market Surveys: ongoing surveys of consumers to identify how they heard about the
Market and what economic effect the Market had on downtown Auburn.
2. Number of customers attending the Market.
3. Number of customers attending the demonstration sessions.
4. Number of vendors(farmers) supplying the Market.
5. Accounting of weekly vendor sales.
6. Number of non-profit and other complimentary stall spaces provided.
7. Number of pounds of food donated to local Food Bank.
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4. Project Budget& Expenses (Use attached worksheet)
A portion of the King Conservation Funding in 2014, or an estimated$12,500.00, will be used to
pay for a pre season postcard mailing, paid advertising in various media publications, on-line
sources and other marketing and promotional materials that promote the Auburn International
Farmers Market.
. The remaining $2,500,00 will be used for contract/professional services to contract different
demonstrations and educational programs that teach and educate the public.All expenses will
outline the above expenditure categories, provide a general description of the service provided,
the date of service, cost associated with service and the vendor. Using the City of Auburn
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Member Jurisdiction Grant Program -- Pilot Grant Application -vsn19dec13 Page 8 of 9
Exhibit A to Agreement
financial software, EDEN, we will be able to apply special coding to the KCD funded items
purchased/contracts that would be paid for from the grant and track those items separately from
.the Al FM non-funded KCD budget items.
5. KCD Acknowtedgernen't—By signing below,the applicant agrees to acknowledge King
Conservation District funding by placing the KCD logo on signs, materials, and documents
produced as part of the above proposal, In addition,the applicant will notify KCD of public
events and activities funded by the KCD.
KCD funding will continue to be acknowledged in the following ways:
1. Inclusion of the KCD logo or name on all Auburn International Fanners Market paid
advertisements; name or logo highlighted in other promotional material.
2. Acknowledged during Opening Day Ceremony and at each week during the market
through signage.
3. Press releases to area media.
4. Auburn International Farmers Market website: www auburnfarmersmarl<et.orci.
• 5. City of Auburn Government Access Channel 21.
6. Power point Presentations to area service clubs and other community groups.
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Authorized Signature Date
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Member Jurisdiction Grant Program -Pilot Grant Application --vsn19dec13 Page 9 or9
• Exhibit A to Agreement
Member Jurisdiction Grant Program
,g
Grant Application
PLoLe c t B t i(I
get Form
Moog Conservation ffistdd Promoting sustainable uses of natural resources through
Project—Name Auburn International Farmers Market(ATIF—MF Vlvla-r—iKe—tingand Promotion 2014 Season
Applicant City of Auburn, WA
Contact Joanne Macnab -
Mailing Address City of Aubt.irn,Parks & Recreation, 910-9th St. SE, Auburn, WA 98002-6200
E-mail lmag.aLD @-,,,q-b—Liram4--E-M-1 I Project Start Date: IJanuary 20,14
Phone 253 266-2726 Project End Date: December 2014
Budget Item KCD Funds Other Funds Other Funds Total
(City ofAuburn) (Potential Grants)
Salaries&Benefits $34.5001 $34.500.00
Travel/ Meals/Mileage $1,000 $1,000.00
Office Supplies $0.00
Field Supplies $2,150 $2,150.00
Contracted/ $2,000 $2,000 $4,000.00
Professional Services
Land Acquisition $0.00
Permits $0.00
Other;'(Marketing) $12,500 $2,500 ^$15,000.00
Other:(Education and $2,500 $1,250 $3,750.00
Demonstrations)
Other:(specify) $0.00
Other:(specify) $0.00
Other:(specify) $0.00
TOTAL $15,000 $43,400 $2,000 $60,400.00
Total Project Cost $60,400
Total Match $45,400
-Amount of KCD Funding
Requested $15,000
Match Percentage 75%]
If your KCD MeniberJurisdiction Grant Project is approved as a part of this process, this spreadsheet will also be used for project tracking.
Please don't forget to attach this tab to your anplkat!017. There are four Expense&Project Report forms in the following tabs that will
• Exhibit A to Agreement
automatically load your KCD project information and budgeted line items,as well as a blank form that can be copied for additional
submissions.There Is a Reimbursement Request form that will also load KCD budgeted line items,and a Budget Revision Request form
should it be needed;additional reimbursement requst forms are also provided to track your work in one project packet. We hope this
eases future project tracking.
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King Conservation District
1107 SW Grady Way,Suite 130 o Renton,WA 98057 C Phone(425)282-1897 e Fax(425)282-1898 o E-mail distrid@kingcd.org
May 13,2014
Joanne MacNab
City of Auburn
910 9th St SE
Auburn,WA 98002-6200
Dear Joanne,
Enclosed,for your records, is a fully signed copy of the Agreement for award of
a King Conservation District Member Jurisdiction Grant for the Auburn
International Farmer's Market-Marketing and Promotion project. This grant is
funded with King Conservation District Special Assessment funds allocated for
• projects in partnership with the City of Auburn.
You can find the forms to use when submitting progress and expense reports,
and forms for use when requesting a revision to your grant agreement on our
webpage,at kingcd.org/pro_gra.htnt. We have a new reimbursement request
form available on the webpage as well. You may submit the form along with
supporting documentation via email or regular mail.
The Board of Supervisors recently approved a resolution revising the Member
Jurisdiction grant program that states that"all existing and future grant payments
associated with approved grant agreements will be made on a reimbursement basis.
Grantees will provide adequate documentation demonstrating the completion of
stated deliverables in the grant application,including but not limited to invoices,in
order to request payment of approved grant project expenses as detailed in the
application budget. Request for payment must be submitted at least 30 days prior to
the day payment is needed by. Ten percent of the grant award will be held by the
District until all reporting and expense documentation is submitted and approved
and the close out process is complete." This is to replace the current process of
paying 90% of the grant award upfront.
This policy change was made by the Board of Supervisors as a result of the Supreme
Court ruling in the Mason/Carey case,pending legal challenges, the resulting
budget shortfall,as well as at the request of jurisdictions.
KCD Ref: 14-147-Joanne Macnab,Auburn,Auburn International Farmer's Market-Marketing and
Promotion final agreement letter
We look forward to the successful implementation of this project and are hopeful
that this policy change will enable our partners to continue implementing natural •
resource improvement projects in spite of the challenges we've faced this year.
I'd like to call attention to a number of paragraphs in the Agreement. Detailed
in paragraph 2.5 are guidelines on submitting biannual financial and progress
reports on the grant. Detailed in paragraphs 2.6 through 2.7 are instructions on
accounting for the expenditure of the grant funds. Detailed in paragraph 2.12
are guidelines on acknowledging the District as a source of funding for the
project. Upon request,you can receive by email several file formats for the KCD
logo to be used when recognizing the District as a contributor of funding to
your project.
I am available to answer any questions you may have about these requirements
and also any questions concerning accounting and financial reporting. Please
do not hesitate to contact me at any time.
Sincerely,
Michael S Jones
Admin&Program Assistant
Enclosures (1)
KCD Ref: 14-147-Joanne Macnab,Auburn,Auburn International Farmer's Market-Marketing and
Promotion final agreement letter
•
AGREEMENT FOR AWARD
OF KING CONSERVATION DISTRICT MEMBER JURISDICTION GRANT
City of Auburn
This Agreement is made between the King Conservation District Number 9, a municipal
corporation in King County, Washington, located at 1107 SW Grady Way, Suite 130, Renton,
WA 98057 (referred to herein as "District"), and the City of Auburn, a municipal agency in King
County, Washington, located at 910-9t" Street SE, Auburn, WA 98002-6200 (referred to herein
as "Recipient"), for the purposes set forth herein.
SECTION 1. RECITALS
1.1 Whereas, the District is a special purpose district organized and existing under
authority of Chapter 89.08 RCW which engages in certain activities and programs to conserve
natural resources, including soil and water, which activities are declared to be of special benefit
to lands; and
1.2 Whereas, pursuant to RCW 89.08.400, King County has authorized and imposed
a system of assessments to finance the activities and programs of the District; and
1.3 Whereas, pursuant to RCW 89.08.220, RCW 89.08.341 and/or Chapter 39.34
RCW, the District is authorized to enter into agreements with municipal entities and agencies
(governmental or otherwise), or their designees, in order to carry out and facilitate the activities
and programs of the District to conserve natural resources; and
1.4 Whereas, the District has reviewed the grant application submitted by Recipient
and has determined that the application meets the requirements of Chapter 89.08 RCW and the
District's policies and procedures for awarding grants; and
1.5 Whereas, the District and Recipient desire to enter into this Agreement for the
purpose of establishing the terns and conditions relating to the District's award of a grant to
Recipient.
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SECTION 2. AGREEMENT
2.1 The District agrees to award Recipient a grant in the total amount of Fifteen
Thousand Dollars ($15,000.00) from KCD-Auburn Member Jurisdiction Collections. Grant
fiends shall be used by Recipient solely for the performance of the work described in Exhibit A J
which is attached hereto and incorporated herein by this reference. The District shall pay the
grant funds to Recipient in accordance with the District's policies and procedures, including but
not limited to, the policies and procedures contained in the Member Jurisdiction&WRIA Forum
Grant Application Instructions and Policies, provided that such funds have been collected and
• received by the District. j
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2.2 Recipient represents and warrants that it will only use the grant funds for the work
described in Exhibit A, which may be amended by the parties pursuant to Paragraph 3.3 of the
Agreement. Recipient shall be required to refund to the District that portion of any grant funds
which are used for unauthorized work. Further, Recipient agrees to return to the District any
grant funds that are not expended or remain after- completion of the work covered by this
Agreement.
2.3 Recipient acknowledges and agrees that the grant funds may only be expended on
work which shall be entirely within the District's jurisdictional boundaries. The following
municipal entities are not within the District's jurisdictional boundaries; Enumclaw, Federal
Way, Milton, Pacific, and Skykomish. Recipient shall be required to refund to the District that
portion of any grant funds which are used for work performed outside the District's jurisdictional
boundaries.
2.4 In the event the scope of work authorized by this Agreement includes the use of
grant funds to purchase houses located on real property within a flood hazard area, Recipient
acknowledges and agrees that grant funds may only be used for such purposes if the houses to be
purchased were constructed before floodplain mapping or sensitive areas regulations were in
place for that area. Recipient shall be required to refund to the District that portion of any grant
funds which are used for unauthorized purposes.
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2.5 Recipient shall be required to provide the District with biannual financial and
project progress reports, along with an annual summary report. Financial and project reports
shall be due June 30 and November 30 each year. The Recipient shall also be required to submit
to the District a final report which documents the Recipient's completion of the work in
conformance with this Agreement within thirty (30) days after the completion of the work. The
final report shall, among other things, summarize the project's successes and shall address the
regional benefits accomplished by the work. The final report shall also identify any obstacles or
challenges which were encountered during the work, along with general recommendations
regarding ways to avoid such obstacles or challenges in the future. If requested,Recipient agrees
to provide the District with additional financial or progress reports from time to time, at
reasonable intervals.
2.6 Recipient's expenditures of grant funds shall be separately identified in the
Recipient's accounting records. If requested, Recipient shall comply with other reasonable
requests made by the District with respect to the manner in which project expenditures are i
tracked and accounted for in Recipient's accounting books and records. Recipient shall maintain
such records of expenditures as may be necessary to conform to generally accepted accounting
principals and to meet the requirements of all applicable state and federal laws.
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2.7 If the Recipient is a Washington municipal agency, Recipient shall be required to
track project expenses using the Budget Accounting and Reporting System for the State of
Washington ("BARS").
2.8 The District or its representative shall have the right from time to time, at
reasonable intervals, to audit the Recipient's books and records in order to verify compliance
with the terms of this Agreement. Recipient shall cooperate with the District in any such audit.
2.9 Recipient shall retain all accounting records and project files relating to this
Agreement in accordance with criteria established in the Revised Code of Washington and the
Washington State Archivist.
2.10 Recipient shall ensure that all work performed by Recipient or its employees,
agents, contractors or subcontractors is performed in a manner which protects and safeguards the
environment and natural resources and which is in compliance with local, state and federal laws
and regulations. Recipient shall implement an appropriate monitoring system or program to
ensure compliance with this provision.
2.11 Recipient agrees to indemnify, defend and hold harmless the District, its elected
• or appointed officials, employees and agents, fiom all claims, alleged liability, damages, losses
to or death of person or damage to property allegedly resulting from the negligent or intentional
acts of the Recipient or any of its employees, agents, contractors or subcontractors in connection
with this Agreement. ;
2.12 Recipient agrees to acknowledge the District as a source of funding for this
project on all literature, signage or press releases related to said project.
SEC +
'ION 3. GENERAL PROVISIONS
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3.1 This Agreement shall be binding upon and inure to the benefit of the parties
hereto and their respective successors and assigns.
3.2 This Agreement constitutes the entire agreement between the parties with respect
to the subject matter hereof. No prior or contemporaneous representation, inducement, promise l
or agreement between or among the parties which relate to the subject matter hereof which are
not embodied in this Agreement shall be of any force or effect.
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3.3 No amendment to this Agreement shall be binding on any of the parties to this
Agreement unless such amendment is in writing and is executed by the parties. The parties
contemplate that this Agreement may fiom time to time be modified by written amendment
which shall be executed by duly authorized representatives of the parties and attached to this
Agreement.
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