HomeMy WebLinkAbout07-05-2016 CITY COUNCIL AGENDACity Council Meeting
July 5, 2016 - 7:00 PM
Auburn City Hall
AGENDA
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I. CALL TO ORDER
A. Pledge of Allegiance
B. Roll Call
II. ANNOUNCEMENTS, PROCLAMATIONS, AND PRESENTATIONS
III. APPOINTMENTS
IV. AGENDA MODIFICATIONS
V. 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.
VI. COUNCIL AD HOC COMMITTEE REPORTS
Council Ad Hoc Committee Chairs may report on the status of their ad hoc
Council Committees' progress on assigned tasks and may give their
recommendation to the City Council, if any.
VII. 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 June 20, 2016 City Council Meeting*
B. Claims Vouchers (Coleman)
Claims voucher numbers 439208 through 439398 in the amount of
$2,052,208.79 and four wire transfers in the amount of $167,533.20 and dated
June 5, 2016.
Page 1 of 81
C. Payroll Vouchers (Coleman)
Payroll check numbers 536524 through 536563 in the amount of $701,851.70
and electronic deposit transmissions in the amount of $1,444,884.89 for a grand
total of $2,146,736.59 for the period covering June 16, 2016 to June 29, 2016.
D. Public Works Project No. CP1507* (Snyder)
City Council reject all bids for Contract No. 16-10 for Project No. CP1507,
Auburn Way North Preservation.
(RECOMMENDED ACTION: City Council approve the Consent Agenda.)
VIII. UNFINISHED BUSINESS
IX. NEW BUSINESS
X. ORDINANCES
A. Ordinance No. 6607* (Lee)
An Ordinance of the City Council of the City of Auburn, Washington, creating a
new Chapter 10.10 of the Auburn City Code establishing a traffic safety school to
promote traffic safety within the City of Auburn
(RECOMMENDED ACTION: City Council adopt Ordinance No. 6607.)
B. Ordinance No. 6608* (Coleman)
An Ordinance of the City Council of the City of Auburn, Washington,
amending Ordinance No. 6533, the 2015-2016 Biennial Budget Ordinance, as
amended by Ordinance No. 6558, Ordinance No. 6563, Ordinance
No. 6570, Ordinance No. 6571, Ordinance No. 6580, and Ordinance No. 6592,
authorizing amendment to the City of Auburn 2015-2016 Budget as set forth in
Schedule "A" and Schedule "B"
(RECOMMENDED ACTION: City Council adopt Ordinance No. 6608.)
XI. RESOLUTIONS
A. Resolution No. 5238* (Snyder)
A Resolution of the City Council of the City of Auburn, Washington approving a
logo for the Auburn Municipal Airport
(RECOMMENDED ACTION: City Council adopt Resolution No. 5238.)
B. Resolution No. 5240* (Heid)
A Resolution of the City Council of the City of Auburn, Washington, amending
the City Council Rules of Procedure as adopted by Ordinance No. 5802 and
amended by Resolution Numbers 4282, 4429, 4467, 4615, 4686, 4740, 4813,
4909, 5105, 5112, 5115 and 5217
(RECOMMENDED ACTION: City Council adopt Resolution No. 5240.)
XII. MAYOR AND COUNCILMEMBER REPORTS
Page 2 of 81
At this time the Mayor and City Council may report on their significant City-related
activities since the last regular Council meeting.
A. From the Council
B. From the Mayor
XIII. ADJOURNMENT
Agendas and minutes are available to the public at the City Clerk's Office, on the City
website (http://www.auburnwa.gov), and via e-mail. Complete agenda packets are
available for review at the City Clerk's Office.
*Denotes attachments included in the agenda packet.
Page 3 of 81
AGENDA BILL APPROVAL FORM
Agenda Subject:
Minutes of the June 20, 2016 City Council Meeting
Date:
June 24, 2016
Department:
Administration
Attachments:
6-20-2016 Minutes
Budget Impact:
$0
Administrative Recommendation:
Background Summary:
Reviewed by Council Committees:
Councilmember:Staff:
Meeting Date:July 5, 2016 Item Number:CA.A
AUBURN * MORE THAN YOU IMAGINEDCA.A Page 4 of 81
City Council Meeting
June 20, 2016 - 7:00 PM
Auburn City Hall
MINUTES
I. CALL TO ORDER
A. Pledge of Allegiance
Mayor Nancy Backus called the meeting to order at 7:00 p.m. and led those in
attendance in the Pledge of Allegiance.
B. Roll Call
Councilmembers present: Deputy Mayor Largo Wales, Bob Baggett, Claude
DaCorsi, John Holman, Bill Peloza, Yolanda Trout-Manuel and Councilmember
Rich Wagner. Councilmember Wagner arrived at 7:03
Department directors and staff members present included: Innovation and
Technology Director Paul Haugan, City Attorney Daniel B. Heid, Police Chief
Bob Lee, Finance Director Shelley Coleman, Parks, Arts and Recreation
Director Daryl Faber, Community Development and Public Works Director
Kevin Snyder, Human Resources and Risk Management Director Rob Roscoe,
Director of Administration Dana Hinman, Assistant Director of Engineering
Services/City Engineer Ingrid Gaub, Utilities Engineering Manager Lisa Tobin,
Traffic Engineer James Webb, Assistant Director of Community Development
Services Jeff Tate, and Deputy City Clerk Shawn Campbell.
II. ANNOUNCEMENTS, PROCLAMATIONS, AND PRESENTATIONS
There was no announcement, proclamation or presentation.
III. APPOINTMENTS
A. Human Services Committee
City Council to confirm the appointment of Leticia Ostos and Dana Reil to serve
on the Human Services Committee for a three year term to expire December
31, 2018.
Deputy Mayor Wales moved and Councilmember Peloza seconded to approve
the appointments to the Human Services Committee.
Deputy Mayor Wales stated the City is fortunate to have such active and
informed members of the community as the new members of the Human
Services Committee.
MOTION CARRIED UNANIMOUSLY. 7-0
IV. AGENDA MODIFICATIONS
There was no agenda modification.
V. CITIZEN INPUT, PUBLIC HEARINGS & CORRESPONDENCE
A. Public Hearings
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CA.A Page 5 of 81
1. Public Hearing for Bert Warm Sewer Payback Agreement (Snyder)
City Council conduct a public hearing to receive public comments and
suggestions with regard to the proposed Ordinance No. 6602.
Utilities Engineering Manager Tobin explained the payback agreement
allows the developer to be reimbursed for upgrades to the sewer system
from future property owners connections.
Mayor Backus opened the public hearing at 7:03 p.m. No one in
attendance spoke regarding the Bert Warm Sewer Payback Agreement,
and the hearing was closed.
2. Public Hearing 2017-2022 Transportation Improvement Plan (Snyder)
City Council conduct a public hearing to receive public comments and
suggestions with regard to Resolution No. 5237 amending the Six Year
Transportation Improvement Program.
Traffic Engineer Webb explained the City is required to update the
Transportation Improvement Plan annually. The City uses the Plan as a
tool to identify short term projects and funding. Completed projects have
been removed from the list, new projects added and some projects have
been reprioritized.
Councilmember Trout-Manuel asked why the A Street item had been
reprioritized. Traffic Engineer Webb explained the A Street project requires
coordination with BNSF Railroad. The City is working with BNSF to move
the project ahead.
Mayor Backus opened the public hearing at 7:08 p.m.
John Carrado, 15727 NE 144th Place, Woodinville WA
Mr. Carrado stated he owns two lots on B Street. He is disappointed the B
Street NW project has been delayed. He asked if the project could be
moved back up on the list. Traffic Engineer Webb explained the project
was delayed so the City could complete updates to the underground
utilities at the same time as the road improvements. The underground
utilities are in the planning process at this time. The project is scheduled to
be completed summer of 2017.
No further audience members requested to speak during the public
hearing, and the hearing was closed at 7:12 p.m.
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.
Shayne Mack, 1430 22nd Street SE, Auburn
Ms. Mack stated she has had chickens at her home prior to Ordinance No.
6600 being considered. If the City approves Ordinance No. 6600 she asked for
her property to be grandfathered in to allow her chickens to remain where they
are. She suggested the Council return this item to the Planning Commission for
further review.
Michael Potter, 29725 45th Ave S, Auburn
Mr. Potter is a president of a local model airplane club. The club has had
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CA.A Page 6 of 81
a MOU with the Auburn Municipal Airport to be able to fly tethered model
airplanes at the airport. They recently received notice the City is cancelling their
MOU. He asked the City to reconsider allowing the club to continue using the
Airport until the original end of the lease.
Shirley Chittenden, 1440 22nd Street SE, Auburn
Ms. Chittenden stated she sent photos and a video of her neighbors chicken
coup for Council to review. Her neighbor has her coup 10 feet from her home. It
is very noisy, dirty and smelly. She asked Council to approve Ordinance No
6600 and not offer any accommodations for existing coups.
Elam Anderson, 301 21st St SE, Auburn
Mr. Anderson stated the quality of life in Auburn is diminished by the fireworks
from the Muckleshoot Indian Reservation. The fireworks are very noisy and
greatly disrupt the quality of life for residents that live in southeast Auburn.
Leticia Ostos, 506 21st Street SE, Auburn
Ms. Ostos thanked Mayor and Council for the opportunity to serve the City of
Auburn.
C. Correspondence
There was no correspondence for Council review.
VI. COUNCIL AD HOC COMMITTEE REPORTS
Council Ad Hoc Committee Chairs may report on the status of their ad hoc
Council Committees' progress on assigned tasks and may give their
recommendations to the City Council, if any.
Councilmember DaCorsi reported on behalf of the Finance ad hoc committee that
reviews claims and payroll vouchers. Councilmember DaCorsi reported he and
Councilmember Baggett reviewed the claims and payroll vouchers as presented and
described on this evening's agenda and recommend their approval by Council.
VII. 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 June 6, 2016 Regular Meeting
B. Claims Vouchers (Coleman)
Claims voucher numbers 438940 through 439207 in the amount of
$5,449,636.56 and three wire transfers in the amount of $587,518.57 and dated
June20, 2016.
C. Payroll Vouchers (Coleman)
Payroll check numbers 536489 through 536523 in the amount of $574,957.47,
electronic deposit transmissions in the amount of $1,496,745.75 for a grand
total of $2,071,703.22 for the period covering June 02, 2016 to June 15, 2016.
D. Public Works Project No. CP1515 (Snyder)
City Council to award Contract No. 16-18, to Miles Resources, LLC on their low
bid of $2,375,119.75 plus Washington State sales tax of $45,831.71 for a total
contract price of $2,420,951.46 for Project No. CP1515 – 2016 Local Street
Reconstruction and Preservation Project
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CA.A Page 7 of 81
E. Public Works Project No. CP1324 (Snyder)
City Council to approve Final Pay Estimate No. 2 to Contract No. 14-03 in the
amount of $15,733.54 and accept construction of Project No. CP1324, Airport
Asphalt Rehabilitation and Seal Coat
F. Public Works Project No. CP1605 (Snyder)
City Council to award Small Works Contract No. 16-16, to Groat Brothers, Inc.
on their low bid of $164,643.00 plus Washington State sales tax of $15,641.09
for a total contract price of $180,284.09 for Project No. CP1605, Herr
Properties Demolition
G. Public Works Project No. CP1411 (Snyder)
City Council to award Contract No. 16-14, to ‘A’ Advanced Septic Services, Inc.
on their low bid of $362,096.80 plus Washington State sales tax of $34,399.20
for a total contract price of $396,496.00 for Project No. CP1411, Muckleshoot
Indian Tribe Master Meters
H. Public Works Project No. C222a0 (Snyder)
City Council to award Contract No. 16-06, to Scarsella Bros., Inc. on their low
bid of $5,478,125.53 plus Washington State sales tax of $13,974.02 for a total
contract price of $5,492,099.55 for Project No. C222a – S 277th St Corridor
Capacity & Non-Motorized Trail Improvements
Deputy Mayor Wales moved and Councilmember Trout-Manuel seconded to
approve the Consent Agenda.
Deputy Mayor Wales stated the Consent agenda consists of minutes, claims
and payroll vouchers and public works projects.
MOTION CARRIED UNANIMOUSLY. 7-0
VIII. UNFINISHED BUSINESS
There was no unfinished business.
IX. NEW BUSINESS
There was no new business.
X. ORDINANCES
A. Ordinance No. 6600 (Snyder)
An Ordinance of the City Council of the City of Auburn, Washington, creating
new Sections 18.04.115, 18.04.237, 18.04.238, 18.04.523, and 18.04.617, of
the City Code, amending Sections 18.04.325, 18.04.622, 18.04.823 (formerly
section 18.04.495), 18.07.020, 18.07.030 and 18.31.220 of the City Code and
repealing Section 18.31.230 of the Auburn City Code, and providing for the
amortization of setback requirements, relating to zoning and land use code
provisions for animals
Deputy Mayor Wales moved and Councilmember Peloza seconded to
adopt Ordinance No. 6600.
City Attorney Heid confirmed the Ordinance had been updated per Councils
request from the last study session.
Councilmember Peloza expressed his concern around the portions of the
ordinance regarding chickens. He stated there may be ways to address the
problem without these additional regulations. He requested Council remove the Page 4 of 7
CA.A Page 8 of 81
portions of the ordinance referring to chickens.
Director Snyder explained the ordinance has references to domestic fowl
throughout. If the Council is uncomfortable with the ordinance as written they
could send it back to the Planning Commission with instructions.
Councilmember Wagner stated the issue of setbacks has not been reviewed
thoroughly enough. He would like more details as to why there are various
setbacks for different animals. He requested Council send the ordinance back
to the Planning Commission for further review.
Councilmember Peloza moved and Councilmember Wagner seconded to send
Ordinance No. 6600 back to the Planning Commission for further review.
MOTION CARRIED . 5-2 Deputy Mayor Wales and Councilmember Holman
voted no.
B. Ordinance No. 6601 (Snyder)
An Ordinance of the City Council of the City of Auburn, Washington, creating
new Sections 15.36A.025, and 15.36A.063, of the City Code, amending
Sections 15.04.080, 15.06.010, 15.06.020, 15.07.010, 15.07.030, 15.07.050,
15.07.060, 15.07.080, 15.07.090, 15.07.100, 15.08A.011, 15.08A.021,
15.08A.031, 15.32.010, 15.32.040, 15.36A.011, 15.36A.031, 15.36A.041,
15.36A.045, 15.36A.081, 15.36A.091, 15.38A.021, 15.38A.041, 15.48.010,
15.48.040, 15.48.090, 15.48.120, 15.48.130, 15.48.140, 15.52.030, 15.52.055,
15.52.060, 15.56.020, 15.74.030, And 15.74.050 of the City Code, amending
the Chapter Title of Chapter 15.56 (Security Alarm Systems) and repealing
Sections 15.08A.071 (Building Code), and 15.38A.031 (Fire Protection
Requirements) and Chapters 15.16 (Dangerous Buildings Code), 15.40
(Smoke Detectors), and 15.64 (Swimming Pools) of the Auburn City Code,
relating to Building Codes
Councilmember DaCorsi moved and Councilmember Baggett seconded to
adopt Ordinance No. 6601.
MOTION CARRIED UNANIMOUSLY. 7-0
C. Ordinance No. 6602 (Snyder)
An Ordinance of the City Council of the City of Auburn, Washington, authorizing
the Mayor and City Clerk to execute a payback agreement between the City of
Auburn and Warm Homes Inc. for utility extension
Deputy Mayor Wales moved and Councilmember Trout-Manuel seconded to
adopt Ordinance No. 6602.
MOTION CARRIED UNANIMOUSLY. 7-0
XI. RESOLUTIONS
A. Resolution No. 5235 (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 in the City of Auburn and authorizing the City's cost thereof
Councilmember Peloza moved and Deputy Mayor Wales seconded to adopt
Resolution No. 5235.
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CA.A Page 9 of 81
Councilmember Peloza explained this resolution will allow the City to clean
up ten (10) properties in the City that are attractive nuisances and lien the
property for the cost of the clean up.
MOTION CARRIED UNANIMOUSLY. 7-0
B. Resolution No. 5237 (Snyder)
A Resolution of the City Council of the City of Auburn, Washington, approving
the 2017-2022 Transportation Improvement Program of the City of Auburn
pursuant to R.C.W. Chapter 35.77 of the laws of the State of Washington
Councilmember DaCorsi moved and Councilmember Peloza seconded to
adopt Resolution No. 5237.
MOTION CARRIED UNANIMOUSLY. 7-0
C. Resolution No. 5241 (Faber)
A Resolution of the City Council of the City of Auburn, Washington, authorizing
submitting application(s) for grant funding assistance for Youth Athletic
Facilities (YAF) project(s) to the Recreation and Conservation Funding Board
as provided in 79A.25 RCW, WAC 286, and other applicable authorities
Deputy Mayor Wales moved and Councilmember Trout-Manuel seconded to
adopt Resolution No. 5241.
Deputy Mayor Wales explained this will allow the City to apply for grant funds to
put in a synthetic turf at Brennan Park.
Councilmember Baggett asked what the estimated cost is for this project.
Director Faber stated the estimated cost is $375,000.00. The City will be
looking for additional grant funds.
MOTION CARRIED UNANIMOUSLY. 7-0
D. Resolution No. 5242 (Heid)
A Resolution of the City Council of the City of Auburn, Washington, expressing
its concerns relating to the recent oil train derailment and fire in Mosier, Oregon
Councilmember Peloza moved and Deputy Mayor Wales seconded to adopt
Resolution No. 5242.
Councilmember Peloza stated this resolution shows the City's support for
Mosier, Oregon where an oil train derailment occurred recently and resulted in
a fire that affected the environment. Councilmember Peloza suggested the
federal government mandate slower speeds, improved tanker specifications
and improved track integrity inspections.
MOTION CARRIED UNANIMOUSLY. 7-0
XII. MAYOR AND COUNCILMEMBER REPORTS
At this time the Mayor and City Council may report on their significant City-related
activities since the last regular Council meeting.
A. From the Council
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CA.A Page 10 of 81
Deputy Mayor Wales reported she represented the City at the Celebration of
Success event at the Boeing Aviation Museum and where the Auburn School
District was recognized for their advanced placement program. She also
attended the King County Board of Health meeting where they are preparing to
implement a suicide prevention program.
Councilmember Trout-Manuel reported she attended the Gildo Rey Cultural
Diversity Program.
Councilmember Baggett reported he attended the Eagle Scout Court of Honor
ceremony for Tyler Scheff. He noted Troup 401 has seven (7) Eagle Scouts.
Councilmember Peloza reported that King County Solid Waste has a new
program called LINK UP. The program is for the recycling of food waste for
compost recycling. They also recycle textiles, mattresses, steal, wood, carpet
and asphalt shingles for road construction. He also attended the Airport
Advisory Board meeting where the members discussed adding an additional
fuel type at the Airport.
Councilmember Wagner reported the attended the Regional Transportation
Policy Board meeting where they discussed the distribution of Federal
Transportation funds. He also attended the Piece County Regional Council
meeting.
Councilmember Holman reported he and former Mayor Booth presented four
scholarships, one to a senior from each of the four Auburn High Schools. He
also represented Association of Washington Cities at the Washington State
Forensic Council meeting.
Councilmember DaCorsi reported he attended the Senior Center Coffee hour
and the King County Regional Transit Committee meeting where they
discussed the overall ridership satisfaction survey.
B. From the Mayor
Mayor Backus noted the Auburn Community Center & the REC Teen Center
will have its grand opening this Wednesday at the Les Gove campus. Also this
Friday, June 24th is the City's annual Kids Day celebration at Les Gove Park.
XIII. ADJOURNMENT
There being no further business to come before the Council, the meeting adjourned at
8:12 p.m.
APPROVED this 5th day of July, 2016.
_________________________________ _______________________________
NANCY BACKUS, MAYOR Shawn Campbell, Deputy City Clerk
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CA.A Page 11 of 81
AGENDA BILL APPROVAL FORM
Agenda Subject:
Claims Vouchers
Date:
June 29, 2016
Department:
Finance
Attachments:
No Attachments Available
Budget Impact:
$0
Administrative Recommendation:
City Council approve claims vouchers.
Background Summary:
Claims voucher numbers 439208 through 439398 in the amount of $2,052,208.79
and four wire transfers in the amount of $167,533.20 and dated June 5, 2016.
Reviewed by Council Committees:
Councilmember:Staff:Coleman
Meeting Date:July 5, 2016 Item Number:CA.B
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AGENDA BILL APPROVAL FORM
Agenda Subject:
Payroll Vouchers
Date:
June 29, 2016
Department:
Administration
Attachments:
No Attachments Available
Budget Impact:
$0
Administrative Recommendation:
City Council approve payroll vouchers.
Background Summary:
Payroll check numbers 536524 through 536563 in the amount of $701,851.70
and electronic deposit transmissions in the amount of $1,444,884.89 for a grand total
of $2,146,736.59 for the period covering June 16, 2016 to June 29, 2016.
Reviewed by Council Committees:
Councilmember:Staff:Coleman
Meeting Date:July 5, 2016 Item Number:CA.C
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AGENDA BILL APPROVAL FORM
Agenda Subject:
Public Works Project No. CP1507
Date:
June 27, 2016
Department:
CD & PW
Attachments:
Budget Status Sheet
Bid Tab Summary
Vicinity Map
Budget Impact:
$0
Administrative Recommendation:
City Council reject all bids to Contract No. 16-10 for Project No. CP1507, Auburn Way
North Preservation.
Background Summary:
The project consists of rehabilitating and preserving the existing pavement on Auburn
Way North between 22nd Street NE and 45th Street NE by performing a thick asphalt
grind and overlay, restoring 7.3 lane miles of pavement. The project will also upgrade
33 curb ramps to meet current ADA standards, replace unused driveways with
sidewalks, replace pedestrian signal infrastructure at four intersections to comply with
current ADA standards, remove and replace one signal pole, replace detection loops,
install a small section of storm pipe to address drainage issues, and complete
roadway re-striping.
Bids were opened on June 21, 2016, two bids were received with the bid range of
$2,076,516.53 to $2,150,465.91 (tax included). The lowest responsive bid was
approximately 23% ($381,027.59) above the Engineer’s Estimate, which exceeds the
available funds for the project. Therefore, City Staff recommends rejecting all bids in
the best interest of the City. This project will be re-evaluated for potential costs
reduction opportunities and repackaged and re-advertised at a later date.
The total Arterial Street Preservation Fund and Federal Grant budget for this project is
$1,935,000.00. If this contract was to be awarded, it would require a budget
adjustment of approximately $362,963.80 within the 105 Street Preservation Fund.
The total Water Fund budget for this project is $28,000.00. If this contract was to be
awarded, it would require a budget adjustment of approximately $18,375.36.
AUBURN * MORE THAN YOU IMAGINEDCA.D Page 14 of 81
The total Sewer Fund budget for this project is $60,000.00. If this contract was to be
awarded, it would require a budget adjustment of approximately $15,974.11.
The total Storm Fund budget for this project is $88,000.00. If this contract was to be
awarded, it would require a budget adjustment of approximately $43,860.17.
Reviewed by Council Committees:
Councilmember:Staff:Snyder
Meeting Date:July 5, 2016 Item Number:CA.D
AUBURN * MORE THAN YOU IMAGINEDCA.D Page 15 of 81
Project No: CP1507 Project Title:
Project Manager: Joel Chalmers
90% Design Cost Estimate
Initiation Date: __2/25/15_______ Reject All Bids
Advertisement Date: __5/31/16___ Contract Award
Award Date: ___________ Change Order Approval
Contract Final Acceptance
Funding Prior Years 2015 (Actuals)2016 Future Years Total
105 Fund - Unrestricted 45,437922,063967,500
105 Fund - Federal Grant 80,000887,500967,500
460 Fund - Water 028,00028,000
461 Fund - Sewer 060,00060,000
462 Fund - Storm 088,00088,000
Total 0125,4371,985,56302,111,000
Activity Prior Years 2015 (Actuals)2016 Future Years Total
Design Engineering - City Costs 88,66775,000163,667
Design Engineering - City Costs (Utilities)1,86012,00013,860
Design Engineering - Survey Consultant 36,770 36,770
Construction Contract Bid 2,076,5172,076,517
Authorized Project Contingency 100,000100,000
Construction Engineering - City Costs 135,000135,000
Construction Engineering - Consultant Costs (Testing)20,00020,000
Total 0127,2972,418,51702,545,813
Prior Years 2015 (Actuals)2016 Future Years Total
*105 Funds Budgeted ( )0(125,437)(1,809,563)0(1,935,000)
105 Funds Needed 0125,4372,172,52702,297,964
*105 Fund Project Contingency ( )00000
105 Funds Required 00362,9640362,964
Prior Years 2015 (Actuals)2016 Future Years Total
*460 Funds Budgeted ( )00(28,000)0(28,000)
460 Funds Needed 0046,375046,375
*460 Fund Project Contingency ( )00000
460 Funds Required 0 0 18,375 0 18,375
Prior Years 2015 (Actuals)2016 Future Years Total
*461 Funds Budgeted ( )00(60,000)0(60,000)
461 Funds Needed 01,86074,114075,974
*461 Fund Project Contingency ( )00000
461 Funds Required 0 1,860 14,114 0 15,974
Prior Years 2015 (Actuals)2016 Future Years Total
*462 Funds Budgeted ( )00(88,000)0(88,000)
462 Funds Needed 00131,8600131,860
*462 Fund Project Contingency ( )00000
462 Funds Required 0 0 43,860 0 43,860
* ( # ) in the Budget Status Sections indicates Money the City has available.
BUDGET STATUS SHEET
Auburn Way North Preservation Project
Date: June 22, 2016
The "Future Years" column indicates the projected amount to be requested in future budgets.
Funds Budgeted (Funds Available)
Estimated Cost (Funds Needed)
105 Arterial Street Budget Status
460 Water Budget Status
461 Sewer Budget Status
462 Storm Budget Status
H:\PROJ\CP1507-AWN Preservation Project\3.00 Project Management\3.20 Budget\CP1507 BudgetStatusSheet.xls1 of 1CA.D Page 16 of 81
BID TABULATION
BID TOTALS SUMMARY
Project Name: CP1507, Auburn Way North Preservation, Contract 16-10
Prepared by: City of Auburn
Bid Date:
ENGINEER'S ESTIMATE:1,683,753.30$
AVERAGE BASIC BID AMOUNT:2,093,863.65$
BASIC BID SPREAD AMOUNT:71,237.70$ Basic BID Amount Spread $Spread %
LOW BIDDER:Miles Resources, LLC 2,058,244.80$ $374,491.50 22.24%
Second Bidder:Lakeridge Paving, LLC 2,129,482.50$ $445,729.20 26.47%
Basic BID (Tax not Included)Total BID (Tax Included)
Miles Resources, LLC 2,058,244.80$ 2,076,516.53$
Lakeridge Paving, LLC 2,129,482.50$ 2,150,465.91$
6/21/16
6/22/2016 (9:28 AM)
h:\proj\bidtabs\CP1507 BT.xls 1CA.D Page 17 of 81
Auburn Way North Preservation
Printed Date:
Information shown is for general reference
purposes only and does not necessarily
represent exact geographic or cartographic
data as mapped. The City of Auburn makes no
warranty as to its accuracy.
Map Created by City of Auburn eGIS
5/6/2014
Auburn Way North
Preservation Project
CA.D Page 18 of 81
AGENDA BILL APPROVAL FORM
Agenda Subject:
Ordinance No. 6607
Date:
June 28, 2016
Department:
Police
Attachments:
Ordinance No. 6607
Budget Impact:
$0
Administrative Recommendation:
City Council adopt Ordinance No. 6607.
Background Summary:
The Auburn Police Department recognizes the need to provide education to the
general public on the lawful and safe operation of motor vehicles. With the creation of
a traffic school in Auburn, all citizens who have been issued a traffic citation will have
the opportunity to attend the traffic school at a reduced cost and have one violation
removed from their driving record. This school is another tool that will be used to
promote goodwill and communication with our citizens and bring in revenue that will
be used for officer training and additional traffic equipment.
Reviewed by Council Committees:
Councilmember:Staff:Lee
Meeting Date:July 5, 2016 Item Number:ORD.A
AUBURN * MORE THAN YOU IMAGINEDORD.A Page 19 of 81
ORDINANCE NO. 6 6 0 7
AN ORDINANCE OF THE CITY COUNCIL OF THE
CITY OF AUBURN, WASHINGTON, CREATING A
NEW CHAPTER 1010 OF THE AUBURN CITY
CODE ESTABLISHING A TRAFFIC SAFETY
SCHOOL TO PROMOTE TRAFFIC SAFETY WITHIN
THE CITY OF AUBURN
WHEREAS, the Police Department of the City of Aubum enforces the
traffic laws within the incorporated boundary; and
WHEREAS, the City of Auburn recognizes the importance of traffic safety
for the health, safety and welfare of its citizens; and
WHEREAS, a Traffic Safety School can provide the instruction, education
and information for the proper, lawful and safe operation of motor vehicles; and
WHEREAS, the City Council finds that the establishment of a Traffic
Safety School is in the best interest of its citizens; and
WHEREAS, the City is authorized, through its broad municipal powers
found in Title 35A of the Revised Code of Washington, to maintain and operate a
traffic safety school.
NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF AUBURN,
WASHINGTON, DO ORDAIN as follows:
Section 1. Creatinq New Chapter to Citv Code. That a new chapter
10 10 of the Auburn City Code is hereby created to read as follows:
Chapter 10 10
Traffic Safety School
Sections
10 10.010 Traffic Safety School Authorized.
10 10 020 Purpose.
Ordinance No. 6607
January 25, 2016
Page 1 of 3ORD.A Page 20 of 81
10 10 030 Fee.
10 10 010 Traffic Safety School Authorized.
The Traffic Safety School is hereby authorized The Traffic Safety School
shall be administered and operated by the Police Department.
1010.020 Purpose
The purpose of the Traffic Safety School is to create a foundation for safe driving
habits by educating participants in the proper, lawful, and safe operation of motor
vehicles upon the roadway, the rules of the road, and the challenges of driving
safely among bicyclists and pedestrians, and the consequences of unsafe driving
practices.
10 10.030 Fee
The Police Department shall charge a fee to attend the Traffic Safety
School. The amount of the fee shall be established or amended by the City
Council by resolution. Fees collected to attend the Traffic Safety School may be
used to
A. Reimburse the City for the costs of administering the Traffic Safety
School;
B Provide for safe driver education materials, programs, promotions
and advertising;
C. Pay ongoing law enforcement operating costs, including, but not
limited to, the training of law enforcement o cers; or
D Pay the costs related to the investigation and enforcement of traffic
related offenses and criminal laws.
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. Severabilitv. 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.
Ordinance No. 6607
Y
January 25, 2016
Page 2 of 3ORD.A Page 21 of 81
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
CITY OF AUBURN
NANCY BACKUS, MAYOR
ATTEST
Danielle E. Daskam, City Clerk
APPR D AS TO FORM:
iel B. Hei , ity A rn y
Published
Ordinance No. 6607
January 25, 2016
Page 3 of 3ORD.A Page 22 of 81
AGENDA BILL APPROVAL FORM
Agenda Subject:
Ordinance No. 6608
Date:
June 29, 2016
Department:
Finance
Attachments:
Memo
Ordinance No. 6608
Schedule A
Schedule B
Budget Impact:
$16,522,425
Administrative Recommendation:
City Council adopt Ordinance No. 6608.
Background Summary:
Ordinance No. 6608 (Budget Amendment #6) represents the sixth budget amendment
for the 2015-2016 biennium and the third budget amendment for 2016. For details,
see the attached transmittal memorandum and supporting materials.
Reviewed by Council Committees:
Councilmember:Staff:Coleman
Meeting Date:July 5, 2016 Item Number:ORD.B
AUBURN * MORE THAN YOU IMAGINEDORD.B Page 23 of 81
Interoffice Memorandum
To: City Council
From: Shelley Coleman, Finance Director
CC: Nancy Backus, Mayor
Date: June 27, 2016
Re: Ordinance #6608 – 2015-2016 Budget Amendment #6
The City’s biennial 2015-2016 budget is approved by Council as two one-year appropriations. Budget
Amendments #1 through #3 amended the budget for calendar year 2015. Budget Amendments #4 and #5
amended the budget for calendar year 2016.
Budget Amendment #6 is the third budget amendment for calendar year 2016. The main purpose of this
budget amendment is to adjust budgeted 2016 beginning fund balances to match actual 2016 beginning fund
balances per accounting records. Additional items included in this amendment represent requests for
additional budget authority for projects. Requested changes to each fund are provided in the accompanying
Schedule A, Summary of 2016 Budget Adjustments by Fund.
Proposed amendments to the 2016 budget include:
Fund Balance Adjustments: This amendment adjusts City-wide 2016 budgeted beginning fund
balances to reflect actual ending balances as of the end of 2015. City-wide beginning fund balances
are adjusted by a net increase of $14.6 million.
Project Funding Adjustments: Project funding requests included in this budget amendment transfer
spending authority between projects or establish additional or reduced spending authority for existing
projects. Total project expenditure requests net to $801,000, which is partially offset by grant revenues and
contributions totaling $698,500.
Significant project funding requests include:
• Auburn Way South Improvements (CP 1118 and CP 1119): This amendment adjusts 2016
estimated revenues upward by $189,000, recognizing the expected receipt of reimbursements
from WSDOT, TIB, and the Muckleshoot Indian Tribe for higher than expected reimbursable
project costs.
• Funding for Council Chamber Remodel (CP 1518): This amendment increases the
appropriation for the Council Chamber Remodel by $480,000, including $350,000 for
audio/visual upgrades that would be fully funded by capital-related cable TV franchise fees.
This amendment also increases non-technology infrastructure costs by $130,000 for design
and construction.
ORD.B Page 24 of 81
• Arterial Street Preservation Projects: This amendment would:
o Reduce budgeted funding from three projects - $150,000 from the West Main Street
Corridor Improvements Project (cp1415), $200,000 from the South 277th Street
Corridor Improvements Project (c222a0), and $90,000 from the B Street
Reconstruction Project (cp1520); and
o Transfer $150,000 from the annual City Sidewalk Repair and Replacement Program
(gcbd01) to the M St SE Storm Improvements Project (cp1511) in the Arterial Streets
Preservation Fund. (The project is a partnership between City utilities and the Arterial
Streets Preservation program).
• Increase Budget for M Street SE Storm Improvements Project: This amendment would
increase expenditures for this project (cp1511) in the Water Fund by $171,000 to replace
galvanized service connections.
• Les Gove Master Plan Implementation (CP 1605): This amendment adjusts the 2016 budgeted
revenue for Fund 321 upward by $547,000 to reflect the award of a grant from King County
Conservation Futures, to be used for the acquisition and park development of the Herr
Properties located adjacent to Les Gove Park. The expenditure of the funds is anticipated in
2016-2017 as part of the Les Gove Master Plan implementation.
Other Requests:
• Allocate funds to the Livable City Year Program – pilot year 75,000
• Funding for downtown façade improvements 61,600
• Purchase of twelve replacement police vehicles 85,000
• Carry forward budget for human services programs 245,000
• Adjust Tourism budget (net impact) 16,200
• Funding for design phase of 2017 Local Street Preservation Program 300,000
• Replace City Hall generator 80,000
TOTAL $ 862,800
The following table summarizes the current and revised budget as a result of this amendment.
Table 1: 2016 Budget as Amended
2016 Budget as Previously Amended $ 285,280,495
Budget Amendment #6 (Ord #6608) 16,522,425
Revised Budget as Amended $ 301,802,920
Attachments:
1. Proposed Ordinance #6608 (Budget Adjustment #6)
2. Summary of proposed 2016 budget adjustments by fund and department (Schedule A)
3. Summary of proposed changes to adopted 2016 budget by fund (Schedule B)
ORD.B Page 25 of 81
ORDINANCE NO. 6 6 0 8
AN ORDINANCE OF THE CITY COUNCIL OF THE CITY OF
AUBURN, WASHINGTON, AMENDING ORDINANCE NO
6533, THE 2015-2016 BIENNIAL BUDGET ORDINANCE, AS
AMENDED BY ORDINANCE NO 6558, ORDINANCE NO
6563, ORDINANCE NO 6570, ORDINANCE NO 6571,
ORDINANCE NO 6580, AND ORDINANCE NO 6592,
AUTHORIZING AMENDMENT TO THE CITY OF AUBURN
2015-2016 BUDGET AS SET FORTH IN SCHEDULE "A" AND
SCHEDULE "B"
WHEREAS, the Auburn City Council at its regular meeting of December 1,
2014, adopted Ordinance No. 6533 which adopted the City of Auburn 2015-2016
Biennial budget; and
WHEREAS, the Auburn City Council at its regular meeting of April 6, 2015,
adopted Ordinance No. 6558 (BA#1) which amended Ordinance No. 6533 which
adopted the City of Auburn 2015-2016 Biennial budget; and
WHEREAS, the Auburn City Council at its regular meeting of July 6, 2015,
adopted Ordinance No. 6563 (BA#2) which amended Ordinance No. 6558 which
amended the City of Auburn 2015-2016 Biennial budget; and
WHEREAS, the Auburn City Council at its regular meeting of December 7,
2015, adopted Ordinance No. 6570 (BA#3) which amended Ordinance No. 6563
which amended the City of Auburn 2015-2016 Biennial budget; and
WHEREAS, the Aubum City Council at its regular meeting of December 7,
2015, adopted Ordinance No. 6571 (BA#4) which amended Ordinance No. 6570
which amended the City of Auburn 2015-2016 Biennial budget; and
Ordinance No. 6608
June 21, 2016
Page 1 of 1ORD.B Page 26 of 81
WHEREAS, the Auburn City Council at its regular meeting of January 19,
2016, adopted Ordinance No. 6580 (Comprehensive Plan) which amended
Ordinance No. 6571 which amended the City of Auburn 2015-2016 Biennial
budget; and
WHEREAS, the Aubum City Council at its regular meeting of April 4, 2016,
adopted Ordinance No. 6592 (BA#5) which amended Ordinance No. 6580 which
amended the City of Auburn 2015-2016 Biennial budget; and
WHEREAS, the City of Auburn deems it necessary to appropriate additional
funds to the various funds of the 2016 budget as outlined in this Ordinance (BA#6);
and
WHEREAS, this Ordinance has been approved by one more than the
majority of all councilpersons in accordance with RCW 35A.34.200.
NOW THEREFORE, THE CITY COUNCIL OF THE CITY OF AUBURN,
WASHINGTON DO ORDAIN AS FOLLOWS:
Section 1. Amendment of the 2015-2016 Biennial Budget. The 2015-
2016 Biennial Budget of the City of Auburn is amended pursuant to Chapter 35A.34
RCW, to reflect the revenues and expenditures as shown on Schedule "A" attached
hereto and incorporated herein by reference. The Mayor of the City of Auburn,
Washington is hereby authorized to utilize revenue and expenditure amounts
shown on said Schedule "A" and Schedule "B" A copy of said Schedule "A" and
Schedule "B" is on file with the City Clerk and available for public inspection.
Ordinance No. 6608
June 21, 2016
Page 2 of 2ORD.B Page 27 of 81
Section 2. Severability If any provision of this Ordinance or the
application thereof to any person or circumstance is held to be invalid, the
remainder of such code, ordinance or regulation or the application thereof to other
person or circumstance shall not be affected.
Section 3. Implementation. The Mayor is hereby authorized to
implement such administrative procedures as may be necessary to carry out the
directives of this legislation.
Section 4. Effective Date. This Ordinance shall take effect and be in
force five (5) days from and after its passage, approval and publication as provided
by law
INTRODUCED•
PASSED•
APPROVED•
CITY OF AUBURN
NANCY BACKUS, MAYOR
ATTEST
Danielle E. Daskam, City Clerk
Ordinance No 6608
June 21, 2016
Page 3 of 3ORD.B Page 28 of 81
APPROVED AS TO FORM:
D el B. Heid, Ci -Attorney
PUBLISHED•
Ordinance No. 6608
June 21 2016
Page 4 of 4ORD.B Page 29 of 81
Schedule A
Summary of 2016 Budget Adjustments by Fund
Budget Amendment #6 (Ordinance #6608)
A 2,532,790
Beg. Fund
Balance
2016
Revenues
2016
Expenditures
Ending Fund
Balance
General Fund (#001)
2016 Adopted Budget 10,547,126 59,354,240 64,735,515 5,165,851
Previous Budget Amendments 5,270,527 742,613 3,043,400 2,969,739
2016 Amended Budget 15,817,653 60,096,853 67,778,915 8,135,590
BA#6 (Ordinance #6608, Proposed):3,749,113 61,626 754,958 3,055,781
Administration Department:
Carry Forward Budget for Human Services Programs 245,000 - 245,000 -
Community Development:
Allocate Funds to Livable City Year Program - Pilot Year - - 75,000 (75,000)
Non-Departmental:
Adjust Beginning Fund Balance 3,504,113 - - 3,504,113
Transfer In from Fund 124 for Downtown Façade Improvements - 61,626 - 61,626
Purchase of Twelve Replacement Vehicles for Police (Transfer to F560)- - 84,958 (84,958)
Transfer Cable Fees for Council Chamber A/V Upgrades (cp1518) (T/F to F568)- - 350,000 (350,000)
Revised 2016 Budget - Fund 001 19,566,766 60,158,479 68,533,873 11,191,371
Arterial Street Fund (#102)
2016 Adopted Budget 1,108,704 12,088,787 12,320,712 876,779
Previous Budget Amendments 1,216,354 5,674,977 6,484,926 406,405
2016 Amended Budget 2,325,058 17,763,764 18,805,638 1,283,185
BA#6 (Ordinance #6608, Proposed):80,763 188,762 - 269,525
In-Fund Adjustment for Traffic Signal Safety Improvements Project (cp1501)- - - -
Adjustment to cp1501 102.00.594.420.65 CONSTRUCTION PROJECTS 10,000
Adjustment to asbd07 102.00.594.420.65 CONSTRUCTION PROJECTS (10,000)
In-Fund Adjustment for 22nd & I St. NE Intersection Improvements Project (cp1513)- - - -
Adjustment to cp1513 102.00.594.420.65 CONSTRUCTION PROJECTS 25,000
Adjustment to asbd08 102.00.594.420.65 CONSTRUCTION PROJECTS (25,000)
Adjust Auburn Way S. (Fir to Hemlock) Budget for Reimbursable Work (cp1119)- 106,154 - 106,154
Adjust Auburn Way S. (Dogwood to Fir) Budget for Reimbursable Work (cp1118)- 82,607 - 82,607
Adjust Beginning Fund Balance 80,763 - - 80,763
Revised 2016 Budget - Fund 102 2,405,821 17,952,526 18,805,638 1,552,709
ERROR: Detail ≠ Schedule A
Page 1 of 12 6/28/2016 7:34 AMORD.B Page 30 of 81
Schedule A
Summary of 2016 Budget Adjustments by Fund
Budget Amendment #6 (Ordinance #6608)
A 2,532,790
Beg. Fund
Balance
2016
Revenues
2016
Expenditures
Ending Fund
Balance
ERROR: Detail ≠ Schedule A
Local Street Fund (#103)
2016 Adopted Budget 348,568 1,602,500 1,600,000 351,068
Previous Budget Amendments 1,001,201 160,000 964,398 196,803
2016 Amended Budget 1,349,769 1,762,500 2,564,398 547,871
BA#6 (Ordinance #6608, Proposed):730,921 - 300,000 430,921
Use Fund Balance for Design Phase of 2017 Local Street Preservation Program - - 300,000 (300,000)
Adjust Beginning Fund Balance 730,921 - - 730,921
Revised 2016 Budget - Fund 103 2,080,691 1,762,500 2,864,398 978,793
Hotel/Motel Tax Fund (#104)
2016 Adopted Budget 148,031 94,940 86,000 156,971
Previous Budget Amendments 6,905 - 110,000 (103,095)
2016 Amended Budget 154,936 94,940 196,000 53,876
BA#6 (Ordinance #6608, Proposed):46,358 15,310 31,500 30,168
Adjust Beginning Fund Balance 46,358 - - 46,358
Revise Budget per Adopted Tourism Board Request - 15,310 31,500 (16,190)
Revised 2016 Budget - Fund 104 201,293 110,250 227,500 84,043
Arterial Street Preservation Fund (#105)
2016 Adopted Budget 461,200 3,127,300 3,351,388 237,112
Previous Budget Amendments 1,845,728 (129,274) 1,935,183 (218,729)
2016 Amended Budget 2,306,928 2,998,026 5,286,571 18,382
BA#6 (Ordinance #6608, Proposed):(363,063) 150,000 (290,000) 76,937
In-Fund Adjustment & Transfer Budget for M St. SE Storm Improvements (cp1511)- 150,000 150,000 -
Decrease Budget for South 277th Street Corridor Improvements Project (c222a0)- - (200,000) 200,000
Decrease Budget for West Main Street Corridor Improvements Project (cp1415)- - (150,000) 150,000
Adjust Beginning Fund Balance (363,063) - - (363,063)
Decrease Budget for B Street Reconstruction Project (cp1520)- - (90,000) 90,000
Revised 2016 Budget - Fund 105 1,943,864 3,148,026 4,996,571 95,319
Page 2 of 12 6/28/2016 7:34 AMORD.B Page 31 of 81
Schedule A
Summary of 2016 Budget Adjustments by Fund
Budget Amendment #6 (Ordinance #6608)
A 2,532,790
Beg. Fund
Balance
2016
Revenues
2016
Expenditures
Ending Fund
Balance
ERROR: Detail ≠ Schedule A
Drug Forfeiture Fund (#117)
2016 Adopted Budget 298,057 97,100 273,027 122,130
Previous Budget Amendments 34,416 - - 34,416
2016 Amended Budget 332,473 97,100 273,027 156,546
BA#6 (Ordinance #6608, Proposed):111,351 - - 111,351
Adjust Beginning Fund Balance 111,351 - - 111,351
Housing & Comm Develop Fund (#119)
2016 Adopted Budget 37,371 450,000 440,000 47,371
Previous Budget Amendments 17,533 715,398 715,398 17,533
2016 Amended Budget 54,904 1,165,398 1,155,398 64,904
BA#6 (Ordinance #6608, Proposed):(10,000) - - (10,000)
Adjust Beginning Fund Balance (10,000) - - (10,000)
Revised 2016 Budget - Fund 119 44,904 1,165,398 1,155,398 54,905
Recreation Trails Fund (#120)
2016 Adopted Budget 43,847 7,130 - 50,977
Previous Budget Amendments (761) - - (761)
2016 Amended Budget 43,086 7,130 - 50,216
BA#6 (Ordinance #6608, Proposed):(558) - - (558)
Adjust Beginning Fund Balance (558) - - (558)
Revised 2016 Budget - Fund 120 42,529 7,130 - 49,659
BIA Fund (#121)
2016 Adopted Budget 41,272 55,060 55,000 41,332
Previous Budget Amendments (9,841) - - (9,841)
2016 Amended Budget 31,431 55,060 55,000 31,491
BA#6 (Ordinance #6608, Proposed):17,025 - - 17,025
Adjust Beginning Fund Balance 17,025 - - 17,025
Revised 2016 Budget - Fund 121 48,456 55,060 55,000 48,516
Page 3 of 12 6/28/2016 7:34 AMORD.B Page 32 of 81
Schedule A
Summary of 2016 Budget Adjustments by Fund
Budget Amendment #6 (Ordinance #6608)
A 2,532,790
Beg. Fund
Balance
2016
Revenues
2016
Expenditures
Ending Fund
Balance
ERROR: Detail ≠ Schedule A
Cumulative Reserve Fund (#122)
2016 Adopted Budget 6,238,304 14,200 1,917,084 4,335,420
Previous Budget Amendments 1,537,696 1,500,000 36,214 3,001,482
2016 Amended Budget 7,776,000 1,514,200 1,953,298 7,336,902
BA#6 (Ordinance #6608, Proposed):209,297 - - 209,297
Adjust Beginning Fund Balance 209,297 - - 209,297
Revised 2016 Budget - Fund 122 7,985,297 1,514,200 1,953,298 7,546,199
Mitigation Fees Fund (#124)
2016 Adopted Budget 2,614,431 994,890 1,221,827 2,387,494
Previous Budget Amendments 1,654,746 400,000 2,307,392 (252,646)
2016 Amended Budget 4,269,177 1,394,890 3,529,219 2,134,848
BA#6 (Ordinance #6608, Proposed):1,585,192 - 61,626 1,523,566
Transfer Out School Impact Fees (Downtown Façade Improvement)- - 61,626 (61,626)
Adjust Beginning Fund Balance 1,585,192 - - 1,585,192
Revised 2016 Budget - Fund 124 5,854,370 1,394,890 3,590,845 3,658,415
Parks Construction Fund (#321)
2016 Adopted Budget 507,236 9,016,000 9,155,000 368,236
Previous Budget Amendments 182,493 (1,816,282) (1,661,955) 28,166
2016 Amended Budget 689,729 7,199,718 7,493,045 396,402
BA#6 (Ordinance #6608, Proposed):(25,789) 546,906 546,906 (25,789)
New Grant From KC Conservation Futures for Les Gove Master Plan - 546,906 546,906 -
Adjust Beginning Fund Balance (25,789) - - (25,789)
Revised 2016 Budget - Fund 321 663,940 7,746,624 8,039,951 370,613
Page 4 of 12 6/28/2016 7:34 AMORD.B Page 33 of 81
Schedule A
Summary of 2016 Budget Adjustments by Fund
Budget Amendment #6 (Ordinance #6608)
A 2,532,790
Beg. Fund
Balance
2016
Revenues
2016
Expenditures
Ending Fund
Balance
ERROR: Detail ≠ Schedule A
Capital Improvements Fund (#328)
2016 Adopted Budget 8,627,868 1,756,036 5,561,324 4,822,580
Previous Budget Amendments 1,618,256 2,351,710 3,578,602 391,364
2016 Amended Budget 10,246,124 4,107,746 9,139,926 5,213,944
BA#6 (Ordinance #6608, Proposed):1,567,358 80,000 210,000 1,437,358
Adjust Beginning Fund Balance 1,567,358 - - 1,567,358
Transfer In to Replace City Hall Generator (T/F from F505)- 80,000 80,000 -
T/F Budget from Sidewalk Repair Program for M St SE Storm Imprvmnts (to F105)- - - -
Transfer to F105 (cp1511)328.00.597.102.55 OPERATING TRANSFER OUT REET 2 150,000
Adjustment to gcbd01 328.00.532.202.65 CONSTRUCTION PROJECTS (150,000)
Increase Budget for Council Chamber Remodel excl. Tech Infrastructure (cp1518)- - 130,000 (130,000)
Revised 2016 Budget - Fund 328 11,813,482 4,187,746 9,349,926 6,651,302
Local Revitalization Fund (#330)
2016 Adopted Budget - - - -
Previous Budget Amendments 464,551 - 464,551 -
2016 Amended Budget 464,551 - 464,551 -
BA#6 (Ordinance #6608, Proposed):0 - - 0
Adjust Beginning Fund Balance 0 - - 0
Revised 2016 Budget - Fund 330 464,551 - 464,551 0
Water Fund (#430)
2016 Adopted Budget 5,374,953 14,264,636 15,748,910 3,890,679
Previous Budget Amendments 523,296 (1,864,490) (2,283,411) 942,217
2016 Amended Budget 5,898,249 12,400,146 13,465,499 4,832,897
BA#6 (Ordinance #6608, Proposed):(193,823) - - (193,823)
Adjust Beginning Fund Balance (193,823) - - (193,823)
Revised 2016 Budget - Fund 430 5,704,426 12,400,146 13,465,499 4,639,074
Page 5 of 12 6/28/2016 7:34 AMORD.B Page 34 of 81
Schedule A
Summary of 2016 Budget Adjustments by Fund
Budget Amendment #6 (Ordinance #6608)
A 2,532,790
Beg. Fund
Balance
2016
Revenues
2016
Expenditures
Ending Fund
Balance
ERROR: Detail ≠ Schedule A
Sewer Fund (#431)
2016 Adopted Budget 8,825,703 8,171,011 9,793,074 7,203,640
Previous Budget Amendments 739,711 (2,402,000) (2,367,120) 704,831
2016 Amended Budget 9,565,414 5,769,011 7,425,954 7,908,471
BA#6 (Ordinance #6608, Proposed):(3,142,858) - - (3,142,858)
Adjust Beginning Fund Balance (3,142,858) - - (3,142,858)
Revised 2016 Budget - Fund 431 6,422,556 5,769,011 7,425,954 4,765,613
Storm Drainage Fund (#432)
2016 Adopted Budget 7,781,286 9,576,161 9,784,729 7,572,718
Previous Budget Amendments 440,514 (1,152,158) (1,896,560) 1,184,916
2016 Amended Budget 8,221,800 8,424,003 7,888,169 8,757,634
BA#6 (Ordinance #6608, Proposed):(4,680,395) - - (4,680,395)
Adjust Beginning Fund Balance (4,680,395) - - (4,680,395)
Revised 2016 Budget - Fund 432 3,541,405 8,424,003 7,888,169 4,077,239
Sewer Metro Sub Fund (#433)
2016 Adopted Budget 2,492,148 16,333,387 16,317,200 2,508,335
Previous Budget Amendments (346,911) - - (346,911)
2016 Amended Budget 2,145,237 16,333,387 16,317,200 2,161,424
BA#6 (Ordinance #6608, Proposed):213,281 - - 213,281
Adjust Beginning Fund Balance 213,281 - - 213,281
Revised 2016 Budget - Fund 433 2,358,518 16,333,387 16,317,200 2,374,705
Page 6 of 12 6/28/2016 7:34 AMORD.B Page 35 of 81
Schedule A
Summary of 2016 Budget Adjustments by Fund
Budget Amendment #6 (Ordinance #6608)
A 2,532,790
Beg. Fund
Balance
2016
Revenues
2016
Expenditures
Ending Fund
Balance
ERROR: Detail ≠ Schedule A
Solid Waste Fund (#434)
2016 Adopted Budget 2,858,461 13,427,400 13,040,599 3,245,262
Previous Budget Amendments 223,816 - 164,310 59,506
2016 Amended Budget 3,082,277 13,427,400 13,204,910 3,304,767
BA#6 (Ordinance #6608, Proposed):395,110 150,000 - 545,110
Adjust Beginning Fund Balance 395,110 - - 395,110
Increase Rolloff Revenues to Offset Increased Expenditures in BA#5 - 150,000 - 150,000
Revised 2016 Budget - Fund 434 3,477,387 13,577,400 13,204,910 3,849,877
Airport Fund (#435)
2016 Adopted Budget 292,109 881,900 826,807 347,202
Previous Budget Amendments (18,274) (133,031) (99,898) (51,406)
2016 Amended Budget 273,835 748,869 726,908 295,796
BA#6 (Ordinance #6608, Proposed):42,769 - - 42,769
Adjust Beginning Fund Balance 42,769 - - 42,769
Revised 2016 Budget - Fund 435 316,605 748,869 726,908 338,565
Cemetery Fund (#436)
2016 Adopted Budget 156,448 1,178,300 1,098,228 236,520
Previous Budget Amendments 196,963 (12,726) 8,132 176,105
2016 Amended Budget 353,411 1,165,574 1,106,360 412,625
BA#6 (Ordinance #6608, Proposed):(235,039) - - (235,039)
Adjust Beginning Fund Balance (235,039) - - (235,039)
Revised 2016 Budget - Fund 436 118,372 1,165,574 1,106,360 177,587
Water Capital Fund (#460)
2016 Adopted Budget - - - -
Previous Budget Amendments 3,586,381 5,734,527 9,316,541 4,367
2016 Amended Budget 3,586,381 5,734,527 9,316,541 4,367
BA#6 (Ordinance #6608, Proposed):170,394 - 171,000 (606)
Adjust Beginning Fund Balance 170,394 - - 170,394
Page 7 of 12 6/28/2016 7:34 AMORD.B Page 36 of 81
Schedule A
Summary of 2016 Budget Adjustments by Fund
Budget Amendment #6 (Ordinance #6608)
A 2,532,790
Beg. Fund
Balance
2016
Revenues
2016
Expenditures
Ending Fund
Balance
ERROR: Detail ≠ Schedule A
In-Fund Adjustment for AWS - Muckleshoot Plaza to Dogwood Project (cp1218)- - - -
Adjustment to cp1218 460.00.590.100.65 CONSTRUCTION PROJECTS 200,000
Adjustment to cp0915 460.00.590.100.65 CONSTRUCTION PROJECTS (200,000)
In-Fund Adjustment for 2016 Local Street Reconstruction (cp1515)- - - -
Adjustment to cp1515 460.00.590.100.65 CONSTRUCTION PROJECTS 95,000
Adjustment to cp 0915 460.00.590.100.65 CONSTRUCTION PROJECTS (95,000)
In-Fund Adjustment for Muckleshoot Indian Tribe Master Meters Project (cp1411)- - - -
Adjustment to cp1411 460.00.590.100.65 CONSTRUCTION PROJECTS 66,000
Adjustment to cp0915 460.00.590.100.65 CONSTRUCTION PROJECTS (50,000)
Adjustment to cp1202 460.00.590.100.65 CONSTRUCTION PROJECTS (16,000)
In-Fund Adjustment for 22nd Street NE & I Street NE Intersection Project (cp1513)- - - -
Adjustment to cp1513 460.00.590.100.65 CONSTRUCTION PROJECTS 40,000
Adjustment to cp0915 460.00.590.100.65 CONSTRUCTION PROJECTS (40,000)
In-Fund Adjustment to Auburn Way North Preservation Project (cp1507)- - - -
Adjustment to cp1507 460.00.590.100.65 CONSTRUCTION PROJECTS 28,000
Adjustment to cp0915 460.00.590.100.65 CONSTRUCTION PROJECTS (20,000)
Adjustment to cp1118 460.00.590.100.65 CONSTRUCTION PROJECTS (8,000)
In-Fund Adjustment to S. 277th Street Corridor Improvements Project (c222a0)- - - -
Adjustment to c222a0 460.00.590.100.65 CONSTRUCTION PROJECTS 135,000
Adjustment to cp0915 460.00.590.100.65 CONSTRUCTION PROJECTS (135,000)
Increase in Budget for CP1511 (M Street SE Storm Improvements) (cp1511)- - 171,000 (171,000)
Revised 2016 Budget - Fund 460 3,756,775 5,734,527 9,487,541 3,761
Sewer Capital Fund (#461)
2016 Adopted Budget - - - -
Previous Budget Amendments 590,823 3,552,000 4,138,460 4,363
2016 Amended Budget 590,823 3,552,000 4,138,460 4,363
BA#6 (Ordinance #6608, Proposed):4,699,480 - - 4,699,480
Adjust Beginning Fund Balance 4,699,480 - - 4,699,480
Revised 2016 Budget - Fund 461 5,290,303 3,552,000 4,138,460 4,703,843
Page 8 of 12 6/28/2016 7:34 AMORD.B Page 37 of 81
Schedule A
Summary of 2016 Budget Adjustments by Fund
Budget Amendment #6 (Ordinance #6608)
A 2,532,790
Beg. Fund
Balance
2016
Revenues
2016
Expenditures
Ending Fund
Balance
ERROR: Detail ≠ Schedule A
Storm Drainage Capital Fund (#462)
2016 Adopted Budget - - - -
Previous Budget Amendments 1,630,362 3,158,424 4,783,512 5,274
2016 Amended Budget 1,630,362 3,158,424 4,783,512 5,274
BA#6 (Ordinance #6608, Proposed):7,771,155 - - 7,771,155
Adjust Beginning Fund Balance 7,771,155 - - 7,771,155
Revised 2016 Budget - Fund 462 9,401,517 3,158,424 4,783,512 7,776,429
Airport Capital Fund (#465)
2016 Adopted Budget - - - -
Previous Budget Amendments 184,621 278,321 469,911 (6,969)
2016 Amended Budget 184,621 278,321 469,911 (6,969)
BA#6 (Ordinance #6608, Proposed):15,379 - - 15,379
Adjust Beginning Fund Balance 15,379 - - 15,379
Revised 2016 Budget - Fund 465 200,000 278,321 469,911 8,410
Cemetery Capital Fund (#466)
2016 Adopted Budget - - - -
Previous Budget Amendments - 12,699 12,699 -
2016 Amended Budget - 12,699 12,699 -
BA#6 (Ordinance #6608, Proposed):257,301 - - 257,301
Adjust Beginning Fund Balance 257,301 - - 257,301
Revised 2016 Budget - Fund 466 257,301 12,699 12,699 257,301
Page 9 of 12 6/28/2016 7:34 AMORD.B Page 38 of 81
Schedule A
Summary of 2016 Budget Adjustments by Fund
Budget Amendment #6 (Ordinance #6608)
A 2,532,790
Beg. Fund
Balance
2016
Revenues
2016
Expenditures
Ending Fund
Balance
ERROR: Detail ≠ Schedule A
Insurance Fund (#501)
2016 Adopted Budget 1,395,231 1,000 218,900 1,177,331
Previous Budget Amendments 40,926 - - 40,926
2016 Amended Budget 1,436,157 1,000 218,900 1,218,257
BA#6 (Ordinance #6608, Proposed):94,432 - - 94,432
Adjust Beginning Fund Balance 94,432 - - 94,432
Revised 2016 Budget - Fund 501 1,530,588 1,000 218,900 1,312,688
Workers' Comp Fund (#503)
2016 Adopted Budget 166,499 863,100 854,310 175,289
Previous Budget Amendments 317,004 - - 317,004
2016 Amended Budget 483,503 863,100 854,310 492,292
BA#6 (Ordinance #6608, Proposed):294,730 - - 294,730
Adjust Beginning Fund Balance 294,730 - - 294,730
Revised 2016 Budget - Fund 503 778,233 863,100 854,310 787,023
Facilities Fund (#505)
2016 Adopted Budget 1,346,478 3,598,400 3,797,528 1,147,350
Previous Budget Amendments 1,023,385 113,800 701,520 435,665
2016 Amended Budget 2,369,863 3,712,200 4,499,048 1,583,014
BA#6 (Ordinance #6608, Proposed):(172,909) - 80,000 (252,909)
Transfer Out to Replace City Hall Generator (T/F to F328)- - 80,000 (80,000)
Adjust Beginning Fund Balance (172,909) - - (172,909)
Revised 2016 Budget - Fund 505 2,196,954 3,712,200 4,579,048 1,330,105
Page 10 of 12 6/28/2016 7:34 AMORD.B Page 39 of 81
Schedule A
Summary of 2016 Budget Adjustments by Fund
Budget Amendment #6 (Ordinance #6608)
A 2,532,790
Beg. Fund
Balance
2016
Revenues
2016
Expenditures
Ending Fund
Balance
ERROR: Detail ≠ Schedule A
Innovation & Technology Fund (#518)
2016 Adopted Budget 1,828,866 5,639,465 5,582,582 1,885,749
Previous Budget Amendments 1,694,538 (1,103,479) 166,200 424,859
2016 Amended Budget 3,523,404 4,535,986 5,748,782 2,310,608
BA#6 (Ordinance #6608, Proposed):(81,192) - - (81,192)
Adjust Beginning Fund Balance (81,192) - - (81,192)
Revised 2016 Budget - Fund 518 3,442,212 4,535,986 5,748,782 2,229,416
Equipment Rental Fund (#550)
2016 Adopted Budget 3,184,883 3,669,480 4,638,010 2,216,353
Previous Budget Amendments 1,257,847 (2,212,300) (1,127,562) 173,109
2016 Amended Budget 4,442,730 1,457,180 3,510,449 2,389,461
BA#6 (Ordinance #6608, Proposed):879,034 - - 879,034
Adjust Beginning Fund Balance 879,034 - - 879,034
Revised 2016 Budget - Fund 550 5,321,764 1,457,180 3,510,449 3,268,496
Equipment Rental Capital Fund (#560)
2016 Adopted Budget - - - -
Previous Budget Amendments - 3,313,265 3,313,265 -
2016 Amended Budget - 3,313,265 3,313,265 -
BA#6 (Ordinance #6608, Proposed):597,355 84,958 316,800 365,513
Adjust Beginning Fund Balance 597,355 - - 597,355
Purchase of Twelve Replacement Vehicles for Police - 84,958 316,800 (231,842)
Revised 2016 Budget - Fund 560 597,355 3,398,223 3,630,065 365,513
Page 11 of 12 6/28/2016 7:34 AMORD.B Page 40 of 81
Schedule A
Summary of 2016 Budget Adjustments by Fund
Budget Amendment #6 (Ordinance #6608)
A 2,532,790
Beg. Fund
Balance
2016
Revenues
2016
Expenditures
Ending Fund
Balance
ERROR: Detail ≠ Schedule A
IT Capital Fund (#568)
2016 Adopted Budget - - - -
Previous Budget Amendments - 1,229,579 1,229,579 -
2016 Amended Budget - 1,229,579 1,229,579 -
BA#6 (Ordinance #6608, Proposed):262,983 350,000 350,000 262,983
Adjust Beginning Fund Balance 262,983 - - 262,983
Increase Budget for Council Chamber Remodel to Include A/V Upgrades (cp1518)- 350,000 350,000 -
Revised 2016 Budget - Fund 568 262,983 1,579,579 1,579,579 262,983
Fire Pension Fund (#611)
2016 Adopted Budget 2,486,300 76,000 170,658 2,391,642
Previous Budget Amendments 28,981 - - 28,981
2016 Amended Budget 2,515,281 76,000 170,658 2,420,623
BA#6 (Ordinance #6608, Proposed):(2,724) - - (2,724)
Adjust Beginning Fund Balance (2,724) - - (2,724)
Revised 2016 Budget - Fund 611 2,512,557 76,000 170,658 2,417,899
Cemetery Endowment Fund (#701)
2016 Adopted Budget 1,697,864 34,200 - 1,732,064
Previous Budget Amendments (24,016) - - (24,016)
2016 Amended Budget 1,673,848 34,200 - 1,708,048
BA#6 (Ordinance #6608, Proposed):12,432 - - 12,432
Adjust Beginning Fund Balance 12,432 - - 12,432
Revised 2016 Budget - Fund 701 1,686,280 34,200 - 1,720,480
Grand Total - All Funds
2016 Adopted Budget 70,939,707 169,297,448 185,515,188 54,721,967
Previous Budget Amendments 26,931,767 18,111,573 34,507,687 10,535,653
2016 Amended Budget 97,871,474 187,409,021 220,022,875 65,257,620
TOTAL BA#6 (Ordinance #6608, Proposed)14,894,863 1,627,562 2,532,790 13,989,635
Revised 2016 Budget 112,766,337 189,036,583 222,555,665 79,247,255
301,802,920 - 301,802,920
Page 12 of 12 6/28/2016 7:34 AMORD.B Page 41 of 81
Schedule B
2016 Appropriations by Fund
Fund
2016
Adopted
Budget
BA#4
(Ord #6571)
CFP
(Ord #6580)
and Set Up of
Capital Funds
BA#5
(Ord #6592)
BA#6
(Ord #6608)
Total
Amendments
Revised
Budget
General Fund (#001)69,901,366 2,993,307 - 3,019,833 3,810,739 9,823,879 79,725,245
Arterial Street Fund (#102)13,197,491 3,701,861 - 3,189,470 269,525 7,160,856 20,358,347
Local Street Fund (#103)1,951,068 236,856 - 924,345 730,921 1,892,123 3,843,191
Hotel Motel Fund (#104)242,971 6,905 - - 61,668 68,572 311,543
Arterial Street Preservation Fund (#105)3,588,500 (203,936) - 1,920,390 (213,063) 1,503,390 5,091,890
Drug Forfeiture Fund (#117)395,157 34,416 - - 111,351 145,767 540,924
Housing and Community Development Grant Fund (#119)487,371 17,533 - 715,398 (10,000) 722,931 1,210,302
Recreation Trails Fund (#120)50,977 (761) - - (558) (1,318) 49,659
Business Improvement Area Fund (#121)96,332 (9,841) - - 17,025 7,184 103,516
Cumulative Reserve Fund (#122)6,252,504 3,017,482 - 20,214 209,297 3,246,993 9,499,497
Mitigation Fees Fund (#124)3,609,321 801,664 - 1,253,082 1,585,192 3,639,939 7,249,260
1998 Library Fund (#229)285,100 - - - - - 285,100
2010 Annex A&B Bond Debt Fund (#230)1,688,444 - - - - - 1,688,444
2010 C&D Local Revitalization Debt Fund (#231)592,472 - - - - - 592,472
Golf Course Debt Service Fund (#237)351,553 - - - - - 351,553
LID Guarantee Fund (#249)22,589 - - - - - 22,589
LID #350 (#275)15,130 1,995 - - - 1,995 17,125
Municipal Park Construction Fund (#321)9,523,236 (2,971,834) - 1,338,045 521,117 (1,112,672) 8,410,564
Capital Improvements Fund (#328)10,383,904 (763,636) 156,710 4,576,892 1,647,358 5,617,324 16,001,228
Local Revitalization Fund (#330)- 329,450 - 135,101 0 464,551 464,551
Water Fund (#430)19,639,589 3,560,046 (4,887,989) (13,251) (193,823) (1,535,017) 18,104,572
Sewer Fund (#431)16,996,714 726,461 (2,371,137) (17,613) (3,142,858) (4,805,147) 12,191,567
Storm Drainage Fund (#432)17,357,447 477,264 (1,175,657) (13,251) (4,680,395) (5,392,039) 11,965,408
Sewer Metro Fund (#433)18,825,535 (346,911) - - 213,281 (133,630) 18,691,905
Solid Waste Fund (#434)16,285,861 223,816 - - 545,110 768,926 17,054,787
Airport Fund (#435)1,174,009 (18,274) - (133,031) 42,769 (108,535) 1,065,474
Cemetery Fund (#436)1,334,748 184,237 - - (235,039) (50,801) 1,283,947
Water Capital Fund (#460)- - 4,905,785 4,415,123 170,394 9,491,302 9,491,302
Sewer Capital Fund (#461)- - 3,552,000 590,823 4,699,480 8,842,303 8,842,303
Storm Drainage Capital Fund (#462)- - 2,850,618 1,938,168 7,771,155 12,559,941 12,559,941
Airport Capital Fund (#465)- - 351,237 111,705 15,379 478,321 478,321
Cemetery Capital Fund (#466)- - - 12,699 257,301 270,000 270,000
Insurance Fund (#501)1,396,231 40,926 - - 94,432 135,357 1,531,588
Workers Compensation Self Insurance Fund (#503)1,029,599 317,004 - - 294,730 611,734 1,641,333
Facilities Fund (#505)4,944,878 618,685 - 518,500 (172,909) 964,276 5,909,154
Innovation and Technology Fund (#518)7,468,331 404,683 (480,000) 666,376 (81,192) 509,867 7,978,198
Equipment Rental Fund (#550)6,854,363 528,598 (1,169,254) (313,797) 879,034 (75,419) 6,778,944
Equipment Rental Capital Fund (#560)- - 1,738,048 1,575,217 682,313 3,995,578 3,995,578
IT Capital Fund (#568)- - 480,000 749,579 612,983 1,842,562 1,842,562
Fire Pension Fund (#611)2,562,300 28,981 - - (2,724) 26,257 2,588,557
Cemetery Endowment Fund (#701)1,732,064 (24,016) - - 12,432 (11,584) 1,720,480
Total 240,237,155 13,912,960 3,950,362 27,180,018 16,522,425 61,565,765 301,802,920
6/21/2016 10:33 AMORD.B Page 42 of 81
AGENDA BILL APPROVAL FORM
Agenda Subject:
Resolution No. 5238
Date:
June 28, 2016
Department:
Community Development &
Public Works
Attachments:
Resolution No. 5238
Budget Impact:
$0
Administrative Recommendation:
City Council adopt Resolution No. 5238.
Background Summary:
The Auburn Municipal Airport has been in existence as a public general aviation
airport since 1969. The City of Auburn is the airport owner (sponsor) of record of the
Auburn Municipal Airport. The Auburn Municipal Airport accommodates a wide variety
of aeronautical activity, including small single and multi-engine aircraft, civilian
helicopters, and occasional business class turbine aircraft. The Auburn Municipal
Airport has several commercial tenants providing aircraft maintenance and other
services.
The Airport Advisory Board is a volunteer advisory body to the Auburn City Council
whose members are appointed by the Mayor of Auburn and confirmed by the City
Council. The Airport Advisory Board provides advisory input and information to the
Mayor of Auburn and Auburn City Council on a variety of airport related issues and
concerns. Recently, the Airport Advisory Board has investigated the development of a
logo for the Auburn Municipal Airport. The Airport Advisory Board held several duly
advertised meetings between the months of February 2016 and May 2016 to discuss
and review different logo design options developed by City staff. On May 25, 2016, the
Airport Advisory Board reached consensus on the preferred airport logo design for the
Auburn Municipal Airport. On June 14, 2016, the Airport Advisory Board voted to
recommend to the City Council its acceptance and approval of the preferred airport
logo design.
Reviewed by Council Committees:
Councilmember:Staff:Snyder
AUBURN * MORE THAN YOU IMAGINEDRES.A Page 43 of 81
Meeting Date:July 5, 2016 Item Number:RES.A
AUBURN * MORE THAN YOU IMAGINEDRES.A Page 44 of 81
RES.A Page 45 of 81
RES.A Page 46 of 81
RES.A Page 47 of 81
AGENDA BILL APPROVAL FORM
Agenda Subject:
Resolution No. 5240
Date:
June 29, 2016
Department:
City Attorney
Attachments:
Resolution No. 5240
Budget Impact:
$0
Administrative Recommendation:
City Council adopt Resolution No. 5240.
Background Summary:
The current language of the Rules of Procedure of the City Council of the City of
Auburn provides that meetings of the City Council may be canceled by a majority vote
of the City Council. However, there is a long-standing past practice of meetings that
need to be canceled being canceled by the Mayor, who is responsible for assembling
the agenda and distributing the meeting packets.
Meetings may need to be canceled either because there are no agenda items that are
ready to be acted upon at a meeting or because there is no quorum of City
Councilmembers who would be available to attend a meeting.
If a meeting needed to be canceled and there was no intervening City Council meeting
(at which members of the City Council could vote to cancel the meeting), it may be
difficult to cancel the meeting if to do so required a vote of the City Council.
It would, therefore, be appropriate to amend the City Council Rules of Procedure to
allow meetings to be canceled either by (1) the Mayor, with the concurrence of the
Deputy Mayor - or in the absence of the Mayor or Deputy Mayor - by the Mayor or
Deputy Mayor, whosoever is available; or (2) by a majority vote of the City Council.
Not only would such a change to the rules accommodate the circumstances where the
City Council meeting is not scheduled in time to allow a vote by the City Council, it is
also consistent with the long-standing past practice of allowing the Mayor [or Deputy
Mayor] to cancel such meeting.
Reviewed by Council Committees:
Councilmember:Staff:Heid
AUBURN * MORE THAN YOU IMAGINEDRES.B Page 48 of 81
Meeting Date:July 5, 2016 Item Number:RES.B
AUBURN * MORE THAN YOU IMAGINEDRES.B Page 49 of 81
RESOLUTION NO. 5 2 4 0
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
AUBURN, WASHINGTON, AMENDING THE CITY COUNCIL
RULES OF PROCEDURE AS ADOPTED BY ORDINANCE NO
5802 AND AMENDED BY RESOLUTION NUMBERS. 4282,
4429, 4467, 4615, 4686, 4740, 4813, 4909, 5105, 5112, 5115
AND 5217
WHEREAS, on February 2, 2004, the Auburn City Council adopted Ordinance
No. 5802 approving the Rules of Procedure of the City Council; and
WHEREAS, Ordinance No. 5802 also provided that future amendments or
modifications to the City Council Rules of Procedure could be accomplished by
Resolution properly introduced and passed by the City Council; and
WHEREAS, since Ordinance No. 5802, the City Council passed Resolution
Numbers 4282, 4429, 4467, 4615, 4686, 4740, 4813, 4909, 5105, 5112, 5115 and
5217, which Resolutions adopted certain modifications to the City Council Rules of
Procedure; and
WHEREAS, it was recently necessary for a regularly scheduled meeting of the
Auburn City Council to be canceled; and
WHEREAS, in the past, when City Council meetings needed to be canceled, that
was consistently done by the Mayor, who is responsible for setting the agendas for
such meetings; and
WHEREAS, after this most recent City Council meeting cancellation, it was
noted that according to the City Council Rules of Procedures, cancellation such
meetings would require a vote of the city Council, notwithstanding tong-standing past
practice; and
WHEREAS, particularly where it may be prudent to cancel a City Council
meeting for which there are no agenda items or when a quorum of the City Council
would not be available, if there is no City Council meeting in advance of the meeting
Resolution No. 5240
June 3, 2016
Page 1 of 3
RES.B Page 50 of 81
sought to be canceled - at which the City Council could vote to cancel the meeting -
there is the disconnect between the language of the City Councii Rules of Procedure
and the cancellation of the meeting; and
WHEREAS, it would, therefore, be appropriate to amend the City Council Rules
of Procedure to allow meetings to be canceled by the Mayor and or Deputy Mayor,
consistent with the long-standing past practice.
NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF AUBURN,
WASHINGTON, IN A REGULAR MEETING DULY ASSEMBLED, HEREWITH
RESOLVES AS FOLLOWS:
Section 1 The Rules of Procedure of the City Council, as adopted by
Ordinance No. 5802 on February 2, 2004, amended by Resolution No 4282 on
December 12, 2007, Resolution No. 4429 on December 15, 2008, Resolution No. 4467
on April 6, 2009, Resolution No. 4615 on July 6, 2010, Resolution No. 4686 on
February 22, 2011, Resolution No 4740 on August 15, 2011, Resolution No 4813 on
May 21, 2012, Resolution No. 4909 on February 19, 2013, Resolution No. 5105 on
November 3, 2014, Resolution No. 5112 on December 1, 2014, Resolution No. 5115 on
December 15, 2014, and Resolution No. 5217 on May 2, 2016, are hereby amended as
set forth in Exhibit "A", attached hereto and incorporated herein.
Section 2. The Mayor is hereby authorized to implement such administrative
procedures as may be necessary to carry out the directives of this legislation.
Section 3. This Resolution shall take effect and be in full force and effect upon
passage and signature hereon.
DATED and SIGNED this _ day of 2016.
CITY OF AUBURN
NANCY BACKUS, MAYOR
Resolution No. 5240
June 3, 2016
Page 2 of 3
RES.B Page 51 of 81
ATTEST
Danielle E. Daskam, City Clerk
APPR D A FORM:
iel B Heid, ity A orney
Resolution No. 5240
June 3, 2016
Page 3 of 3
RES.B Page 52 of 81
RULES OF PROCEDURE OF THE CITY COUNCIL OF
THE CITY OF AIIBURN, WASHINGTON
TABLE OF CONTENTS
SECTION 1 AUTHORITY 1
SECTION 2 COUNCIL MEETINGS 1
SECTION 3 ORDER OF BUSINESS OF REGULAR COUNCIL MEETING
AGENDA 4
SECTION 4 COUNCILMEMBER ATTENDANCE AT MEETINGS 9
SECTION 5 PRESIDING OFFICEFt - DUTIES 10 3
SECTION 6 COUNCILMEMBERS 11a-4
SECTION 7 DEBATES 12a-5
SECTION 8 PARLIAMENTARY PROCEDURES AND MOTIONS 13
SECTION 9 VOTING 15
SECTION 10 COMMENTS, CONCERNS AND TESTIMONY TO COUNCIL 15
SECTION 11 PUBLIC HEARINGS AND APPEALS 16a-8
SECTION 12 DEPUTY MAYOR SELECTION PROCESS 1Z 9
SECTION 13 COUNCIL POSITION VACANCY 19
SECTION 14 COUNCIL MEETING STAFFING 192-
SECTION 15 COUNCIL RELATIONS WITH STAFF 192-
SECTION 16 COUNCIL STUDY SESSIONS, COMMITTEES AND CITIZEN
ADVISORY BOARDS 2023
SECTION 17 COUNCIL REPRESENTATION 8 INTERNAL COMMUNICATION 242
SECTION 18 TRAVEL AUTHORIZATION 273A
SECTION 19 CONFIDENTIALITY 283
SECTION 20 ENFORCEMENT OF RULES OF PROCEDURE 283
RULES OF PROCEDURE OF THE CITY COUNCIL OF
THE CITY OF AUBURN, WASHINGTON
SECTION 1 - AUTHORITY
The Auburn City Council hereby establishes the following rules for the conduct of
Council meetings, proceedings and business. These rules shall be in effect upon
adoption by resolution of Council and until such time as they are amended or new rules
are adopted in the manner provided by these rules.
SECTION 2 - COUNCIL MEETINGS
All meetings of the City Council shall be open to the public and all persons shall be
permitted to attend any meeting of this body, except as provided in RCW Chapter
42.30.
Page 1RES.B Page 53 of 81
The City Clerk shall be responsible for preparing agendas for all City Council meetings
pursuant to the authority of Section 2.03.100 of the City Code'
The City Clerk shall cause to be prepared action minutes of all of the Council meetings,
which minutes shali contain an account of all official actions of the Council. Council
meetings shall be electronically recorded and retained for the period of time as provided
by State law
2.1 Regular Meetings - In accordance with Sections 2.06.010(A) and 2.06.020 of
the City Code, the regular meetings of the City Council shall held on the first and
third Mondays of every month in the City Hall Council Chambers located at 25
West Main Street, Auburn, Washington. The regular meeting location may be
changed by a majority vote of the City Council.
Regular Council meetings will begin at the hour of 7•00 p.m.
A quorum shall constitute four or more Councilmembers for the transaction of
business.
In the event that a scheduled Regular Council meeting falis on a legal holiday,
the meeting shall be held at 7 00 p.m. on the first business day following the
holiday
The Presiding Officer shall be as set forth in Section 5.1 herein.
The Presiding Officer shall be seated at the center of the dais, and the Deputy
Mayor shall be seated to the Presiding Officer's immediate left. When the
Deputy Mayor is acting as the Presiding Officer, in the absence of the Mayor, the
Deputy Mayor shall be seated in the center of the dais. The seating arrangement
for the other members of the Council shall be as directed by the City Council
pursuant to a motion duly made and seconded and approved by a majority of the
City Council, following the recommendation of an ad hoc committee of three
Counciimembers called for that purpose.
2.03.100 Meeting coordination duties.
The mayor or the mayor's designee shall be responsible tor the preparation of agendas for the
meetings of the council and of the various boards, commissions and committees of the city, and for
including in those agendas the items and issues forwarded by the city council and/or or by the ad hoc
committees designated to act on behalf of the city council, and for including in those agendas the items
and issues proposed by the mayor and city administration, for consideration by the council. The mayor or
the mayor's designee shall also be responsible for publishing notices for meetings and for public hearings
for the meetings of the council and the various boards, commissions and committees of the city, and for
setting the dates and times for said public hearings, except in those instances when setting dates and
times for public hearings is required by statute to be done through council resolution. (Ord. 6405 § 1,
2012; Ord. 5761 § 1, 2003.)
Page 2RES.B Page 54 of 81
See ACC 2.06.010 (Ord. 3916 § 1, 1983, 1957 code § 1 04 010), ACC 2.06.020 (Ord.
3759 § 1, 1982; 1957 code § 1 04 020); ACC 2.06.030 (1957 code § 1 04.060); ACC
2.06.080 (1957 code § 1.04 090).]
2.2 Study Sessions - In accordance with Sections 2.06.010(B) and 2.06 020 of the
City Code, Study Sessions of the City Council shall held on the second, fourth
and fifth Mondays of every month in the City Hall Council Chambers located at
25 West Main Street, Auburn, Washington. The regular meeting location of
Study Sessions may be changed by a majority vote of the City Council. Study
Sessions shall be subject to the following:
A. The Deputy Mayor shall preside over Study Sessions.
B Study Sessions will begin at the hour of 5 30 p.m.
C A quorum shall constitute four or more Councilmembers for the
transaction of business.
D In the event that a scheduled Study Session falls on a legal holiday, the
meeting shall be held at 5:30 p.m. on the first business day following the
hoiiday
E. No particular seating arrangement shall be required for the Deputy Mayor
or other members of the Council, or for the Mayor or any other persons
invited to sit at the table of Study Sessions.
2.3 Regular Meeting Times:Z
The regularly scheduled meetings of the City Council shall be held at the
following times, unless re-scheduled and/or reset to different times.
A. First Monday of the month - Regular Council Meeting - - 7•00 PM
B. Second Monday of the month - Council Study Session - - 5:30 PM
C Third Monday of the month - Regular Council Meeting - - 7•00 PM.
D Fourth Monday of the month - Council Study Session - - 5 30 PM
E. Fifth Monday of the month - Council Study Session_ - 5:30 PM.
2.4 Special Meetings - In accordance with Section 2.06.040 of the City Code and
Section 35A.12.110 RCW, a special meeting of the City Council may be called by
the Mayor or any three members of the Council by written notice delivered to
each member of the Council at least 24 hours before the time specified for the
Z Any of these regularly scheduled meetings may be cancelled if not needed.
Page 3RES.B Page 55 of 81
proposed meeting; provided, however, that no ordinance or resolution shall be
passed, or contract let or entered into, or bill for the payment of money allowed,
at any special meeting unless public notice of such meeting has been given by
such notice to the local press, radio and television as will be reasonably
calculated to inform the city's inhabitants of the meeting.
See ACC 2.06.040 (1957 code § 1 04 070).]
2.5 Emergency Meetings - Emergency meetings may be called by the Mayor, in
accordance with Section 42.30.070 RCW, when by reason of fire, flood,
earthquake, or other emergency, there is a need for expedited action by the City
Council to meet the emergency, in which case, the meeting site notice
requirements otherwise applicable shall not apply
2.6 Executive Sessions - A Council meeting that is closed except to the Council,
the Mayor, City Attomey and authorized staff members and/or consultants
authorized by the Mayor The public is restricted from attendance.
Executive sessions may be held during Regular and Speciai meetings of the City
Council, and will be announced by the Presiding Officer Executive session
subjects are limited to considering such matters as permitted by State law
See former ACC 2.06 070 (1957 code § 1 04.080).]
2.7 Cancellation of Meetings - Meetings may be canceled by the Mavor with the
concurrence of the DeauN Mavor or, in the absence of either, bv the Mavor or
the Deautv Mavor, or bv a majority vote of the Ci Council, and proper notice
given by the City Clerk.
SECTION 3 - ORDER OF BUSINESS OF REGULAR COUNCIL MEETING AGENDA
All items to be included on the Council's agenda for consideration should be submitted
to the City Clerk, in full by 12:00 Noon on the Tuesday preceding each regular Council
meeting. The City Clerk shall then prepare a proposed agenda according to the order of
business, for approval by the Mayor, or his/her designee. A final agenda will then be
prepared by the City Clerk and distributed to Councilmembers as the official agenda for
the meeting.
3 1 The agenda format of the Regular City Council meeting shall be as follows:
A. Call to order
The Presiding O cer shall call the meeting to order
Page 4
RES.B Page 56 of 81
B. Pledge of Allegiance.
The Presiding O cer, Councilmembers and, at times, invited guests will
lead the Pledge of Allegiance.
C Roll call.
The City Clerk will call the roll. Councilmembers may request to be
excused from a meeting by requesting the same of the Mayor in advance
of the meeting. The reason for the request shall be given at the time of
the request.
D Announcements, Proclamations and Presentations
A proclamation is defined as an official announcement made by the
Presiding Officer or the City Council regarding a non-controversial event,
activity or special interest group which has a major city-wide impact.
E. Appointments
Appointing individuals to various committees, boards and commissions.
Confirmation of appointments, where confirmation is called for, may be
preceded by discussion in executive session, where appropriate.
F Agenda modifications
Changes to the Council's published agenda are announced at this time.
G. Public Hearings and Appeals
Individuals may comment on public hearing and appeal items, provided
that when an appeal is a closed record appeal, the matter shall be
considered based on information, evidence and documents in the record.
Argument on the appeal shall refer only to matters, information,
documents and evidence presented at the underlying hearing from which
the appeal is taken, and no new information, evidence or documents may
be added, and argument on the appeal may only deal with information,
evidence and documents in the record. The Presiding Officer will state the
public hearing and/or appeal prbcedures before each hearing.
H. Audience Participation
Members of the audience may comment on items relating to any matter
related to City business under the Audience Participation period.
Comments are limited to three (3) minutes per person, and a total of
fifteen (15) minutes per topic. Groups who have a designated speaker
Page 5RES.B Page 57 of 81
may haye a total of ten (10) minutes to speak. Public cbinment§ sign=up
forms will 6e available at the City Clerk's desk at each meeting for use of
those citizens wishing to address the Council. The City Clerk sh_a__II serve
as timekeeper The P esiding Offce. may make exceptions to `tfie
audience pa ticipation time est ictions when wa ranted, in the iiiscretion
of the Presiding Officer
Citizens may also speak_on ind,iv_idual agenda items on the printed,agenda
at the time they are consitle ed by the Council as requesteii by the
Presiding Offcer
I.Correspondence
J Council Ad Hoc Committee Reports
Council ad hoc Com_mittee Chairs may report on the status.of their ad_ hoc
Council Committees' prog gss on assigned tasks and may give thei
recommendation"s to the City Council, if any
K. Consent Agenda
Approval of the Consent Agenda, including items considered to be routine
and non-controversial, may be appro'ved by one mo#ion. Items on the
Consent Agenda include 'but_ are not, lim_ited, to t_he following. Any
Councilmemtier rriay emoye. any item f om the Consenf Agenda fo
separate-discussion and "action.
1 Approval of minutes:
2. Fixing dates for putilic fiearings and appeals.
3. Approval of claims an_d youchers, bid awards and contracts.
4 Approval of surplus property
5. Other items designated.by the City Council.
L. Unfinished Business
Unfnished business of;a geng al.nature.and that it•was removed from the
Con§ent Agenda fo sepa ate.discus§ion and action.
M. New Business
B_usiness, other than ordinances and., resolutions, that has not been
previously before the City-Council.
Page 6RES.B Page 58 of 81
N. Ordinances
1 All ordinances shall be in writing, and the titles thereof shall be read
aloud by the City Attorney prior to a vote being called on their
adoption, provided that any councilmember may upon request,
have a full reading of the text of a proposed ordinance prior to the
vote on its adoption. It shall not require a second to the request for
a full reading of an ordinance. It is further provided, however, that
the requirement for a reading of the title of the proposed ordinance,
or a full reading of the text of the proposed ordinance may be
waived upon a motion duly made, seconded and approved by a
majority of the councilmembers in attendance at the council
meeting.
2. Prior to any ordinance being considered for adoption by the City
Council, the ordinance shall be included on a Study Session
agenda, for review and discussion as provided in Section 16.1
C)(5); Provided, however, that if the Mayor believes that special,
emergency or exigent circumstances exist regarding the to need
consider adoption of an ordinance without the ordinance having
been placed on a Study Session agenda, the Mayor may place the
ordinance on a Regular or Special City Council Meeting agenda
with a request that the City Council consider adoption of the
ordinance at such Regular or Special Meeting of the City Council. If
there is not agreement among members of the City Council as to
whether the ordinance should be considered for adoption at the
Regular or Special Meeting of the City Council, the matter shall be
presented for a separate vote at the Regular or Special City Council
Meeting, and decided by majority vote of the members of the City
Council at said meeting.
a.If a majority of the City Council members vote in favor of
considering adoption of the ordinance, the consideration of
the adoption of the ordinance shall be the next matter before
the City Council.
b If a majority of the City Council votes in favor of reviewing
and discussing the ordinance at a Study Session prior to
voting on its adoption, the ordinance shall be placed on an
upcoming Study Session agenda for review and discussion.
After a motion to adopt an ordinance has been made and seconded, the
Councilmember making the motion is encouraged to give a very brief
description of the issues involved with the ordinance, without simply
repeating the ordinance title as read by the City Attorney and may choose
Page 7RES.B Page 59 of 81
to comment on any results of Council discussion or action regarding the
issue.
Discussion and debate by the City Council on ordinances will be held prior
to the vote on an ordinance. Councilmembers shall decide whether or not
to amend the ordinance, or direct staff to further review the proposed
ordinance.
An ordinance shall be adopted by a majority vote of a quorum of the City
Council, provided that adoption of any ordinance that grants or revokes a
franchise or license shall require the affirmative vote of at least a majority
of the whole membership of the Council, and provided that public
emergency ordinances require a vote of a majority plus one of the whole
Council membership. A public emergency ordinance is one designated to
protect public health and safety, public property, or public peace.
O Resolutions
All resolutions shall be in writing, and the titles thereof shall be read aloud
by the City Attorney prior to a vote being called on their passage, provided
that any councilmember may upon request, have a full reading of the text
of a proposed resolution prior to the vote on its passage. It shall not
require a second to the request for a full reading of a resolution. It is
further provided, however, that the requirement for a reading of the title of
the proposed resolution, or a full reading of the text of the proposed
resolution may be waived upon a motion duly made, seconded and
approved by a majority of the councilmembers in attendance at the council
meeting.
After a motion to pass a resolution has been made and seconded, the
Councilmember making the motion is encouraged to give a very brief
description of the issues involved with the resolution without simply
repeating the resolution title as read by the City Attorney, and the
councilmember may choose to comment on any results of Council
discussion or action regarding the issue.
Discussion and debate by the City Council on resolutions will be held prior
to the vote on a resolution. Councilmembers shall decide whether or not to
amend the resolution, or direct staff to further review the proposed
resolution.
A resolution shall be passed by a majority vote of a quorum of the Council,
Provided that passage of any resolution for the payment of money shall
require the affirmative vote of at least a majority of the whote membership
of the Council.
Page 8RES.B Page 60 of 81
P Mayor and Councilmember Reports
The Mayor and Councilmembers may report on their significant City-
related activities since the last regular meeting. The Mayor and
Councilmembers shall limit their reports to not more than three (3)
minutes, with sensitivity to avoiding duplicate reporting.
Q. Adjournment
3.3. Recess - The foregoing agenda may be interrupted for a stated time as called by
the Presiding Officer to recess for any reason, including executive sessions.
3 4 Amendment to Agenda - The sequence of handling items on the agenda of a
particular Regular Council Meeting may be amended from order listed on the
printed/approved agenda as follows:
A. Motion to Suspend the Rules. Any member of the City Council may move
to suspend the rules so as to provide that an item on the agenda may be
taken out of order - considered at a different order or placement in the
agenda. Such motion shall require a second, and upon approval by a
majority of Councilmembers in attendance at the meeting, the item shall
be considered at the point in the agenda as indicated in the approved
motion.
B. Adjustment of Agenda by Mayor If the Mayor, as the presiding official,
determines that an item on the agenda of a Regular Council Meeting
should be taken out of order - considered at a different order or placement
in the agenda.as set forth in the agenda - to accommodate members of
the City Council or others at the Council Meeting, the Mayor may call for
the amendment of the agenda to accomplish such adjustment. Such
action by the Mayor does not require a motion or vote by the City Council;
provided that if the City Council does not wish to have the item moved -
agenda adjusted - as directed by the Mayor, the City Council may, by
motion duly made, seconded and approved by a majority of
Councilmembers in attendance at the meeting keep the agenda
unchanged.
See former ACC 2.06.110(Ord. 5687 § 1, 2002; Ord. 4166 § 2, 1986); ACC 2.06.120
1957 code § 1 04 120 ); ACC 2.06.140 (1957 code § 1 04 140 ); ACC 2.06.170 (1957
code § 1 04 190 ); ACC 2.06 180 (Ord. 5635 § 2, 2002; 1957 code § 1 04.200).]
SECTION 4 - COUNCILMEMBER ATTENDANCE AT MEETINGS
4 1 Councilmembers shall attend Regular Council meetings and Study Sessions.
Councilmembers shall inform the Mayor or the City Clerk if they are unable to
attend any Regular Council meeting or Study Session, or if they knowingly will be
Page 9RES.B Page 61 of 81
late to any such meetings. If a Councilmember has informed the Mayor or City
Clerk that he or she is unable to attend such meeting, the minutes for that
meeting will show the Councilmember as having an excused absence for that
meeting. Provided that excessive, continued or prolonged absences may be
addressed by the City Council on a case by case basis.
See ACC 2.06.050 and RCW 35A.12.060]
4.2 Councilmembers are expected to attend the meetings of the Ad Hoc Council
Committees to which they are assigned. Councilmembers should inform the
Chair of such Ad Hoc Council Committees or the Ciry Clerk if they are unable to
attend any meetings of such Ad Hoc Council Committees, and should inform the
Chair or City Clerk if they expect to be late to any such Ad Hoc Council
Committee meeting. If a Councilmember has informed the Chair or City Clerk
that he or she is unable to attend such Ad Hoc Committee meeting, the minutes
for that meeting, 'rf minutes are required and/or taken, shall show the
Councilmember as having an excused absence for that meeting. Provided that
excessive, continued or prolonged absences may be addressed by the City
Council on a case by case basis.
4.3 Councilmembers shall attend the Special Meetings of the City Council.
Councilmembers, shall inform the Mayor or the City Clerk if they are unable to
attend any such meetings, or shall so inform the Mayor or City Clerk if they
expect to be late to any such Special meeting. If a Councilmember has informed
the Mayor or City Clerk that he or she is unable to attend such Special meeting,
the minutes for that meeting shall show the Councilmember as having an
excused absence for that meeting. Provided that excessive, continued or
prolonged absences may be addressed by the City Council on a case by case
basis.
4 4 Attendance at Ad Hoc Council Committee meetings and Special meetings will not
be considered "regular meetings" for the purposes of RCW 35A.12.060,
applicable to Regular City Council meetings. However, in addition to the
application of RCW 35A.12.060 to Regular City Council meetings, unexcused
absences from any Regular or Special meetings, or Ad Hoc Committee
meetings, shall constitute a violation of these Rules of Procedure.
SECTION 5 - PRESIDING OFFICER - DUTIES
5.1 Conduct of Meetings
The Presiding Officer at all Regular Meetings of the Council shall be the Mayor
and in the absence of the Mayor, the Deputy Mayor will act in that capacity If
both the Mayor and Deputy Mayor are absent and a quorum is present, the
Council shall elect one of its members to serve as Presiding Officer until the
return of the Mayor or Deputy Mayor Additionally, the Deputy Mayor shall serve
Page 30RES.B Page 62 of 81
as the presiding officer for Council Study Sessions. It is further provided that,
fHough not the Presiding Offcer ofStuiiy Sessions, the Mayor is encouraged to
attend Study Sessions.
See former ACC 2.06.090 (1957 code §1.04 100).]
5.2 The Presiding Officer•
A. Shall preserve o der and decorum at all meetings of tFie Council and
cause the removal of any person from any meeting for disorderly conduct;
B. Shall observe and enforce alf rul_es adopt_ed by th_e Council;
C. Shall decide all questions on o der,• in accordance with tfiese Yules,
subject to appeal by any Councilmember;
D Shall recognize Councilmembers in the order in which they reguest the.
floor, giving every councilmembe who wisfies an oppoituniry to speak,
provided tfiat the mover of a motion shall be permitted to debate•it frst;
and provided that the Fresidirig Officer may also allow discussion of an
issug pnor to the stating of a motion when such discussion would facilitate
wo ding of a motion; -
E. May affix approximafe time limit for each agenda item;
F When matters on the aggnda,are placed, or are able to be placed under
more th"an one classification or= category, as defined by tFie Ortler of
Business, and the matters,involve or are closely related to other subjecf
matter, then the Fresiiiing Officer may; in the Presiding Officers
disc etion, present such _matters before the Council, for discussion,
consideY and vote, at a different place in tfie agenda without the necessity
of any vote thereon, notwithstanding their initial different placement on fhe
written agenda.
See former ACC 2.06.100 (1957 code § 1 04170.); ACC 2.06.190 (1957 code §
1 04.210):]
SECTION 6 - COUNCILMEMBERS
6.1 Remarks. - Councilmembers desiring to speak shall address fhe presiding
off_icer; and when recognized, shall_ confne:himself/herself to the question under
iiebate.
6.2 Questionina. - Any member of the Council, including the Presiding Offcer, sFiall
have the right to question any individual, including members of the staff, on
matters germane to the issue properly before the Council for discussion. Under
Page 11RES.B Page 63 of 81
no circumstances shall such questioning be conducted in a manner to the extent
that such would constitute a cross-examination of or an attempt to ridicule or
degrade the individual being interrogated.
6 3 Obliqation to the Public AQencv. - Notwithstanding the right of Councilmembers
to express their independent opinions and exercise their freedom of speech,
Councilmembers should act in a way that reflects positively on the reputation of
the City and of the community Councilmembers shall also interact with other
members of the City Council and City staff in ways that promote effective local
government.
6.4 Council Traininq. - Councilmembers are expected to participate in training offered
by individuals, agencies, entities and organizations including but not limited to the
Association of Washington Cities and the State of Washington, so as to afford
the Councilmembers the opportunity to better understand their roles as City
Councilmembers.
6 5 Participation in Committees. Aqencies and Orqanizations. - To better represent
the interests of the City of Auburn, Councilmembers are encouraged to
participate in assignments to local, regional, state and national committees,
agencies and organizations.
See former ACC 2.06 130 (1957 code § 1 04 130).]
SECTION 7 - DEBATES
7 1 S eakinq to the Motion. - No member of the Council, including the Presiding
Officer, shall speak more than twice on the same motion except by consent of
the Presiding Officer or a majority of the Councilmembers present at the time the
motion is before the Council.
7.2 Interruption. - No member of the Council, including the Presiding Officer, shall
interrupt or argue with any other member while such member has the floor, other
than the Presiding Officer's duty to preserve order during meetings as provided in
Section 5.2.A of these rules.
7 3 Courtesv - All speakers, including members of the Council, which includes the
Presiding O cer, in the discussion, comments, or debate of any matter or issue
shall address their remarks to the Presiding Officer, be courteous in their
language and deportment, and shall not engage in or discuss or comment on
personalities, or indulge in derogatory remarks or insinuations in respect to any
other member of the Council, or any member of the staff or the pubic, but shall at
all times confine their remarks to those facts which are germane and relevant to
the question or matter under discussion.
Page 12RES.B Page 64 of 81
7 4 Transaression. - If a member of the Council shall transgress these rules on
debates, the Presiding O cer shall call such member to order, in which case
such member shall be silent except to explain or continue in order If the
Presiding Officer shall transgress these rules on debate or fail to call such
member to order, any other member of the Council may, under a point of order,
call the Presiding Officer or such other member to order, in which case the
Presiding Officer or such member, as the case may be, shall be silent except to
expiain or continue in order
7.5 Challen4e to Rulinq. - Any member of the Council, including the Presiding
Officer, shall have the right to challenge any action or ruling of the Presiding
Officer, or member, as the case may be, in which case the decision of the
majority of the members of the Council present, including the Presiding Officer,
shall govern.
See former ACC 2.06.130 (1957 code § 1 04 130).]
SECTION 8 - PARLIAMENTARY PROCEDURES AND MOTIONS
8.1 All Ciry Council meeting discussions shall be governed by ROBERTS RULES OF
ORDER, NEWLY REV/SED (latest edition).
8.2 If a motion does not receive a second, it dies. Matters that do not constitute a
motion include nominations, withdrawal of motion by the person making the
motion, request for a roll call vote, and point of order or privilege; therefore a
second is not needed.
8.3 A motion that receives a tie vote is deemed to have failed, provided that except
where prohibited by law, the Mayor, as Presiding Official, shall be allowed to vote
to break a tie vote.
8.4 When making motions, Councilmembers shall be clear and concise and not
include arguments for the motion within the motion.
8.5 After a motion has been made and seconded, the Councilmembers may discuss
their opinions on the issue prior to the vote.
8.6 If any Councilmember wishes to abstain, from a vote on the motion pursuant to
the provisions of Section 9 hereof, that Councilmember shall so advise the City
Council, and shall remove and absent himself/herself from the deliberations and
considerations of the motion, and shall have no further participation in the matter
Such advice shall be given prior to any discussion or participation on the subject
matter or as soon thereafter as the Councilmember perceives a need to abstain,
provided that, prior to the time that a Councilmember gives advice of an intent to
abstain from an issue, the Councilmember shall confer with the City Attorney to
determine if the basis for the Councilmember's intended abstention conforms to
Page 13RES.B Page 65 of 81
the requirements of Section 9 If the intended abstention can be anticipated in
advance, the conference with the City Attorney should occur prior to the meeting
at which the subject matter would be coming before the City Council. If that
cannot be done, the Councilmember should advise the City Council that he/she
has an "abstention question" that he/she would want to review with the City
Attorney, in which case, a brief recess would be afforded the Councilmember for
that purpose.
8 7 A motion may be withdrawn by the maker of the motion at any time without the
consent of the Council.
8.8 A motion to table is nondebatable and shall preclude all amendments or debates
of the issue under consideration. A motion to table is to be used in instances
where circumstances or situations arise which necessitate the interruption of the
Councilmembers' consideration of the matter then before them. A motion to table,
if passed, shall cause the subject matter to be tabled until the interrupting
circumstances or situations have been resolved, or until a time certain, if
specified in the motion to table. To remove an item from the table in advance of
the time certain requires a two-thirds' majority vote.
8.9 A motion to postpone to a certain time is debatable, is amendable and may be
reconsidered at the same meeting. The question being postponed must be
considered at a later time at the same meeting, or to a time certain at a future
Regular or Special City Council meeting.
8.10 A motion to postpone indefinitely is debatable, is not amendable, and may be
reconsidered at the same meeting only if it received an affirmative vote.
8 11 A motion to call for the question shall close debate on the main motion and is not
debatable. This motion must receive a second and fails without a two-thirds' vote;
debate is reopened if the motion fails.
8 12 A motion to amend is defined as amending a motion that is on the floor and has
been seconded, by inserting or adding, striking out, striking out and inserting, or
substituting.
8.13 Motions that cannot be amended include: Motion to adjourn, lay on the table
table), roll call vote, point of order, reconsideration and take from the table.
8.14 Amendments are voted on first, then the main motion as amended (if the
amendment received an affirmative vote).
8.15 Debate of the motion only occurs after the motion has been moved and
seconded.
Page 14
RES.B Page 66 of 81
8.16 The Presiding Officer, City Attorney or City Clerk should repeat the motion prior
to voting.
8 17 The City Clerk will take a roll call vote, if requested by the Presiding Officer, a
Councilmember, or as required by law
8.18 When a question has been decided, any Councilmember who voted in the
majority may move for reconsideration. In order to afford Councilmembers who
voted in the majority the potential basis for a motion for reconsideration,
Councilmembers who voted in the majority may inquire of Councilmembers who
voted with the minority as to the reasons for their minority vote, if not stated
during debate prior to the vote.
8.19 The City Attorney shall act as the Council's parliamentarian and shall decide all
questions of interpretations of these rules which may arise at a Council meeting.
8.20 These rules may be amended, or new rutes adopted, by a majority vote of the full
Council.
See former ACC 2.06.160 (1957 code § 1 04 180 ); ACC 2.06.170 (1957 code §
1 04 190.); ACC 2.06.200 (1957 code § 1 04.220 ); ACC 2.06.210 (1957 code §
1 04.230).]
SECTION 9 - VOTING
9 1 Voice vote - A generalized verbal indication by the Council as a whole of "yea or
nay" vote on a matter, the outcome of which vote shall be recorded in the official
minutes of the Council. Silence of a Councilmember during a voice vote shall be
recorded as a vote with the prevailing side, except where such a Councilmember
abstains because of a stated conflict of interest or appearance of fairness.
9.2 Roll call vote - A roll call vote may be requested by the Presiding Officer or by
any Councilmember
9.3 Abstentions - It is the responsibility of each Councilmember to vote when
requested on a matter before the full Council. However, a Councilmember may
abstain from discussion and voting on a question because of a stated conflict of
interest or appearance of fairness.
9 4 Votes bv Mavor - Except where prohibited by law, the Mayor, as Presiding
Official, shall be allowed to vote to break a tie vote.
See former ACC 2.06 150 (1957 code § 1 04 150) ]
SECTION 10 - COMMENTS, CONCERNS AND TESTIMONY TO COUNCIL
Page 15RES.B Page 67 of 81
101 Persons addressing the Council, who are not specifically scheduled on the
agenda, will be requested to step up to the podium, give their name and address
for the record, and limit their remarks to three (3) minutes, in addition to filling out
the speaker sign-in sheet available at the City Clerk's desk. All remarks will be
addressed to the Council as a whole. The City Clerk shall serve as timekeeper
The Presiding Officer may make exceptions to the time restrictions of persons
addressing the Council when warranted, in the discretion of the Presiding Officer
10.2 Any person making personal, impertinent or slanderous remarks while
addressing the Council shall be barred from further audience participation by the
Presiding Officer, unless permission to continue is granted by a majority vote of
the Council.
See former ACC 2.06 130 (1957 code § 1.04 130).]
SECTION 11 - PUBLIC HEARINGS AND APPEALS
11 1 Quasi-judicial hearings require a decision be made by the Council using a certain
process, which may include a record of evidence considered and specific
findings made. The following procedure shall apply
A. The Department Director of the department (most) affected by the subject
matter of the hearing, or said Director's designee, will present the City's
position and findings. Staff will be available to respond to Council
questions.
B. The proponent spokesperson shall speak first and be allowed (10)
minutes. Council may ask questions.
C. The opponent spokesperson shall be allowed ten (10) minutes for
presentation and Council may ask questions.
D Each side shall then be allowed five (5) minutes for rebuttal, with the
proponent spokesperson speaking first, followed by the opponent
spokesperson.
E. The City Clerk shall serve as timekeeper during these hearings.
F After each proponent and opponent spokesperson have used their
speaking time, Council may ask further questions of the speakers, who
shall be entitled to respond but limit their response to the question asked.
Page 16RES.B Page 68 of 81
11.2 Public hearings where a general audience is in attendance to present arguments
for or against a public issue:
A. The Department Director or designee shall present the issue to the
Council and respond to questions.
B. A person may speak for three (3) minutes. No one may speak for a
second time until everyone who wishes to speak has had an opportunity to
speak. The Presiding Officer may make exceptions to the time restrictions
of persons speaking at a public hearing when warranted, in the discretion
of the Presiding Officer
C The City Clerk shall serve as timekeeper during these hearings.
D After the speaker has used their allotted time, Council may ask questions
of the speaker and the speaker may respond, but may not engage in
further debate.
E. The hearing will then be closed to public participation and open for
discussion among Councilmembers.
F The Presiding O cer may exercise changes in the procedures at a
particular meeting or hearing, but the decision to do so may be overruled
by a majority vote of the Council.
SECTION 12 - DEPUTY MAYOR
12.1 Annually or more often as deemed appropriate, the members of the City Council,
by majority vote, shall designate one of their members as Deputy Mayor for such
period as the Council may specify
A. Any member of the City Council may be nominated for the position of
Deputy Mayor by having that Councilmember's name placed in nomination
by a Councilmember [fhe nomination of a councilmember for this position
does not require a second, and a councilmember may nominate him or
herself]
B. The Councilmember receiving a majority of the votes cast by the members
of the City Council shall be elected Deputy Mayor A Councilmember may
vote for him or herself
C The names of all nominees for the position of Deputy Mayor shall be
included in the vote.
D If no single Councilmember received a majority of the votes cast, a second
vote/ballot, between the two nominees who received the largest number of votes,
Page 17RES.B Page 69 of 81
would be needed. In the second vote/ballot, whichever of these two nominees
received the larger number of votes would be elected to the position of Deputy
Mayor 3
See RCW 35A.12.065.]
12.2 The Deputy Mayor shall perform the following duties:
A. Intra-Council Relations
1 Serve as the Chair of the Council Study Sessions
2. Serve as an ex-officio member of all other ad hoc committees of the
City Council
3. Assist in new councilmember training
4 Support cooperative and interactive relationships among council
members
5. Work with Administration to prepare agendas for Council Study
Sessions
B. Mayor-Council Relations
1 Help maintain a positive and cooperative relationship between the
Mayor and the City Council
2. Act as conduit between the Mayor and the City Council on issues or
concerns relating to their duties
C. Intergovernmental and Community Relations
1 Act in absence of Mayor as requested and/or as required
2. Be aware of all City regional and intergovernmental policies and
activities in order to be prepared to step into the role of Mayor if
necessary
3. Serve as the Chair of the City's Emergency Management
Compensation Board
it may be that if there were a larger number of nominees in the initial election, there would no[ be (only) two
co6ncilmembers who received the largest number of vores. For instance, if one nominee received three votes a
second nominee received[wo vores and a th'vd nominee also received nvo votes, it might be appropriate to have an
initial nin off between the second and the third nominees to determine who would be included in the final ydn-off
against the first nominee.
Page 18RES.B Page 70 of 81
See former ACC 2.06.090 (1957 code § 1 04 100).]
SECTION 13 - COUNCIL POSITION VACANCY OR ABSENCE
13 1 In the event that an unexpired Council position becomes vacant, the City Council
has ninety (90) days from the occurrence of the vacancy to appoint, by majority
vote of a quorum of the Council, a cjualified person to fill the vacancy pursuant to
State law The Council may make such appointment at its next regular meeting,
or at a special meeting cailed for that purpose. If the Councii does not appoint a
person within the ninety (90) day period, the Mayor may make the appointment
from among the persons nominated by members of the Council.
13.2 In the event of extended excused absences or disability of a Councilmember, the
remaining members by majority vote may appoint a Councilmember Pro
Tempore to serve during the absence or disability
SECTION 14 - COUNCIL MEETING STAFFING
14 1 Department Directors shall attend all meetings of the Council unless excused.
14.2 The City Attorney shall attend all meetings of the Council unless excused, and
shall upon request, give an opinion, either written or oral, on legal questions. The
City Attomey shall act as the Council's parliamentarian. The Assistant City
Attorney shall attend meetings when the City Attorney has been excused.
See former ACC 2.06.060 (1957 code § 1 04 160).]
SECTION 15 - COUNCIL RELATIONS WITH STAFF
15.1 There will be mutual courtesy and respect from both City staff and
Councilmembers toward each other and of their respective roles and
responsibilities.
15.2 City staff will acknowledge the Council as policy makers, and the
Councilmembers will acknowledge City staff as administering the Council's
policies.
15 3 It is the intent of Council that all pertinent information asked for by individual
Council members shall be made available to the full Council.
15.4 Individual Councilmembers shall not attempt to coerce or influence City staff in
the selection of personnel, the awarding of contracts, the selection of
consultants, the processing of development applications or the granting of City
licenses or permits. Councilmembers may, at the request of the Mayor,
participate in discussions and decisions related to these matters.
Page 19
RES.B Page 71 of 81
15 5 Other than through legislative action taken by the Council as a whole, individual
Councilmembers shall not interfere with the operating rules and practices of any
City department.
15 6 No individual Councilmember shall direct the Mayor to initiate any action or
prepare any report that is significant in nature, or initiate any project or study
without the consent of a majority of the Council. This provision, however, does
not prohibit individual Councilmembers from discussing issues with the Mayor or
making individual requests or suggestions to the Mayor The Mayor shall
endeavor to advise and update the Councilmember(s) on the status or follow-up
of such issues.
15.7 All councilmember requests for information, other than requests for legal advice
from the City Attorney's Office, shall be directed through the Mayor in order to
assign the task to the proper staff. The Deputy Mayor may work with the Mayor's
designated staff to prepare Study Session agendas and facilitate Study Session
work.
15 8 Any written communication with staff shall also include the Mayor as a recipient.
SECTION 16 - COUNCIL STUDY SESSIONS, COMMITTEES
AND CITIZEN ADVISORY BOARDS
16.1 In addition to the regularly scheduled City Council meetings (Regular Council
Meetings) scheduled on the first and third Mondays of the month, City Council
shall regularly schedule Council Study Sessions on the second, fourth and fifth
Mondays of the month for review of matters that would come back before the City
Council at Regular Councit Meetings. Different than the format for Regular
Council Meetings (identified in Section 3 hereo, Study Sessions shall be less
formal than Regular Council Meetings and shall give the City Council the
opportunity to discuss and debate issues coming before it for action at Regular
Council meetings. The format for these meetings shall be as follows.
A. Meeting Times:
Study Sessions shall be scheduled as set forth in Section 2.3, above.
B Study Sessions should conform to the following:
1 Meeting facilitation - the Deputy Mayor shall preside over/conduct
Study Sessions.
2. Four or more Councilmembers shall constitute a quorum for Study
Sessions.
3. Two and one half hours maximum timeframe (goal)
Page 20RES.B Page 72 of 81
4 Maximum of five agenda items (goal)
5. Timeframe per agenda item - up to 30 to 40 minutes.
6. Agenda items should relate to future policy-making, strategic
planning or key state or federal issues affecting current or future
city operations.
7 Agenda items should be substantive only (e.g., traffic impact fee
increase proposals, comprehensive plan updates, rather than day-
to-day operational issues. [Non-substantive items (e.g., accepting a
grant, authorizing contract bidding, etc.) should go directly to the
Regular City Council meeting.
C Study Session Meeting Format°
1 Call to Order
The Presiding Officer shall call the meeting to order
2. Roll call
The City Clerk will call the roll. Councilmembers may request to be
excused from a meeting by requesting the same of the Mayor or
City Clerk in advance of the meeting. The reason for the request
shall be given at the time of the request.
3. Announcements, Reports and Presentations
The Presiding O cer shall provide any announcements, reports or
presentations that need to be shared with the City Council in
advance of the agenda discussion items. After that these
announcements, reports or presentations, City Council members
may have questions or wish to discuss the issues at this time or
request that they be put on a future Study Session agenda for
further discussion.
4 Agenda items for Council Discussion.
The Presiding Officer shall announce each of the various items that
are on the agenda for Council discussion, and, as warranted,
request a preliminary report from staff or a consultant or other
It is the intention of the City Council that Study Sessions shall be televised on the City's public access
channel if reasonably possible.
Page 21
RES.B Page 73 of 81
individual(s) involved in the issue. The Presiding O cer shall
endeavor to call upon the members of the City Council in the order
of their requests to discuss the Agenda Item.
After such report(s), if any, the Presiding Officer shall open the floor
for Council discussion on the agenda items in their order on the
agenda, unless a different order is approved by a majority of the
Councilmembers present.
Council discussion shall be in conformity with the provisions of
Section 7 of these rules, other than the requirement that there be a
motion before Council discussion.
At the conclusion of the discussion, or at the point the Council feels
its questions have been answered and discussion vetted, the
Presiding Officer shall move the attention of the Council to the next
discussion item on the agenda; provided that if, after a tengthy
discussion on a particular agenda item, the Presiding Officer
concludes that discussion shouid be continued to a later date, the
Presiding O cer may conclude discussion on that agenda item and
schedule the matter for a later Study Session.
With the support of a consensus of Councilmembers, the Deputy
Mayor shall call for Study Session agenda items requiring formal
Council action to be included in agendas for upcoming Regular
Council Meetings.
5 Ordinances
Prior to an ordinance being included for adoption on the agenda of
a Regular or Special Meeting of the City Council, the ordinance
shall be included on the agenda of a Study Session for Council
review and discussion.
a. The Study Session ordinance review requirement shall be
met even if the version to be considered at an upcoming City
Council Meeting is amended from the version included on
the Study session agenda following review and discussion at
the Study Session.
b If, after City Council review and discussion of an ordinance
at a Study Session, the City Council is not ready to vote on a
proposed ordinance, the ordinance may be included on
another Study session agenda for further review and
discussion. If there is not agreement among members of the
City Council as to whether the ordinance should next come
Page 22RES.B Page 74 of 81
before the City Council at a regular or Special Meeting of the
City Council for consideration of adoption or whether it
should return for further review and discussion at a Study
Session, the matter shall be presented for a vote at the
Study Session, and decided by majority vote of the members
of the City Council at the Study Session.
6. Other Discussion Items
The Presiding Officer and/or members of the City Council may
bring up other discussion items to be discussed at this time or to be
scheduled for discussion at a future Study Session; provided that if
the Presiding Officer concludes that there is not sufficient time to
discuss or continue discussing the topic, the Presiding Officer may
deferdiscussion or continued discussion to a future Study Session.
7 Adjournment
The Presiding Officer shall adjourn the Study Session after
conclusion of discussion on the agenda items.
16.2 The Mayor or a majority of the City Council may establish such ad hoc
committees as may be appropriate to consider special matters that require
special approach or emphasis. Such ad hoc committees may be established and
matters referred to them at study sessions, without the requirement that such
establishment or referral take place at a regular Ciry Council meeting. The Mayor
shall appoint Council representatives to intergovernmental councils, boards and
committees, provided that the Deputy Mayor shall appoint Councilmembers to
Council ad hoc committees. It is further provided that the Mayor shall appoint
members to Council ad hoc committees if the Deputy Mayor is disabled or
precluded from acting in that capacity Councilmember appointments to
intergovernmental councils, boards and committees, including ad hoc
committees, shall be periodically reviewed to determine which councilmembers
could best be able to represent the City on such councils, boards and
committees.
16.3 Ad hoc council committees shall consider all matters referred to them. The chair
of such ad hoc committee shall report to the City Council the findings of the
committee. Committees may refer items to the Council with a committee
recommendation or with no committee recommendation.
16.4 Advisory Boards, Committees and Commissions established by ordinance,
consisting of citizens appointed pursuant to the establishing Ordinance and
serving in the capacity and for the purposes indicated in the Ordinance, shall act
as an advisory committee to the City Council.
Page 23RES.B Page 75 of 81
16.5 Committee Chairpersons shall have broad discretion in conducting their
meetings. They will generally follow Roberts Rules of Order, Newly Revised.
16.6 Unless otherwise expressly provided for an ad hoc committee of the City Council,
such committees shall not receive public testimony or allow audience
participation in connection with or related to the agenda item being discussed by
the Committee,. Unless otherwise expressly provided for such ad hoc committee,
it is the intention of the City Council that such ad hoc committees function
informally and not in any way that takes action in lieu of or on behalf of the full
City Council. The purpose and function of such ad hoc committees shall be to
review matters in advance of their consideration by the full City Council, and
perhaps record and make recommendations to the full City Council. With that, it
is the intention that these committees operate informally, without the need for
compliance with the Open Public Meetings Act (Chapter 42.30 RCV.
16.7 Committee Chairpersons shall approve all agenda items and may, at their
discretion, remove or add agenda items during the course of the meeting.
SECTION 17 - COUNCIL REPRESENTATION & INTERNAL COMMUNICATION
17 1 If a Councilmember meets with, attends a meeting or otherwise appears ea
before individuals, another governmental agency, a community organization, or a
private entity or organization, including individuals, agencies, or organizations
with whom or with which the City has a business relationship, and makes
statements directly or through the media, commenting on an issue that does or
could affect the City, the Councilmember shall state the majority position of the
City Council, if known, on such issue. Personal opinions and comments which
differ from those of the Council majority may be expressed if the Councilmember
clarifies that these statements do not represent the City Council's position, and
the statements are those of the Councilmember as an individual. Additionally,
before a Councilmember discusses anything that does or could relate to City
liability, the Councilmember should talk to the City Attorney or the City's Risk
Manager, so that the Councilmember would have a better understanding of what
may be said or how the discussion should go to control or minimize the City's
liability risk and exposure.
17.2 Councilmembers need to have other Councilmember's concurrence before
representing another Councilmember's view or position with the media, another
government agency or community organization.
17.3 Councilmembers shall not knowingly communicate with an opposing party or with
an opposing attorney in connection with any pending or threatened litigation in
which the City is a party or in connection with any disputed claim involving the
City without the prior approval of the City Attorney, unless the Councilmember is
individually a party to the litigation or is involved in the disputed claim separate
from the Councilmember's role as a City official.
Page 24
RES.B Page 76 of 81
17 4 Communication among Councilmembers shall conform to the following
parameters:
A. Except in connection with Council members meeting, informally, in
committees not subject to the Open Public Meetings Act, to assu e that
communication on agenda items occurs to the greatest extent possible at
the public meetings, and to avoid even the perception that email is being
used in a way that couid constitute a public meeting, e.g., successive
communications on City Council topics that involve a quorum of the
Councilmembers. Councilmembers should refrain from emailing
Councilmembers about such agenda items. Councilmembers should be
prepared to communicate about matters that are on upcoming Council
agendas at the public meetings. If Councilmembers wish to share
information with other councilmembers about matters that are on
upcoming agendas, the councilmembers should forward that information
to the Mayor for distribution in the council meeting packets.
B. Councilmembers may communicate via email to other Councilmembers,
including to a quorum of the full City Council about matters within the
scope of the City Council's authority or related to City business, but not yet
scheduled on upcoming Council agendas, to indicate a desire that certain
items be included on upcoming meeting agendas; provided that
Councilmembers shall never ask for responses from the other
Councilmembers in that communication.
C Email communication among Councilmembers relating to City operations
should also include the Mayor as a recipienUaddressee.
D Councifinembers may email the Mayor about City business without
limitations or restrictions.
17.5 Internet & Electronic Resources/Equipment Use.
A. Policy It is the policy of the City Council that Internet and electronic
resources equipment use shall conform to and be consistent with the
requirements of City of Aubum Administrative Policy and Procedure 500-
03, "Internet 8 Electronic Resources/Equipment Use — Elected Officials"
adopted hereby and incorporated herein by this reference.
It is important to note that all letters, memoranda, and interactive computer
communication involving City Councilmembers and members of advisory
boards and commissions, the subject of which relates to the conduct of
government or the performance of any governmental function, with
exceptions stated by the Public Records Act (RCW 42.56), are public
records.
Page 25RES.B Page 77 of 81
B Electronic Communications.
1 Informal messages with no retention value and that do not relate to
the functional responsibility of the recipient or sender as a public
o ciai, such as meeting notices, reminders, telephone messages
and informal notes, do not constitute a public record. Users should
delete these messages once their administrative purpose is served.
2. All other messages that relate to the functional responsibility of the
recipient or sender as a public official constitute a public record.
Such records are subject to public inspection and copying.
3. Electronic communications that are intended to be shared among a
quorum of the City Council or of an ad hoc Council Committee,
whether concurrently or serially, must be considered in light of the
Open Public Meetings Act, if applicable. If the intended purpose of
the electronic communication is to have a discussion that should be
held at an open meeting, the electronic discussion shall not occur
Further, the use of electronic communication to form a collective
decision of the Council shall not occur
4 Electronic communication should be used cautiously when seeking
legal advice or to discuss matters of pending litigation or other
confidential City business. In general, electronic communication is
discoverable in litigation, and even deleted electronic
communication is not necessarily removed from the system.
Confidential electronic communications should not be shared with
individuals other than the intended recipients, or the attorney-client
privilege protecting the document from disclosure may be waived.
5 Electronic communication between Councilmembers and between
Councilmembers and staff shall not be transmitted to the public or
news media without the filing of a public disclosure request with the
City Clerk.
6 As a cautionary note, if an elected public official uses his or her
personal home computer to send electronic communications
dealing with City business, the electronic communications and
electronic records may be subject to discovery demands and public
disclosure requests. That possibility amplifies the need for caution
in how one uses electronic communication for City business.
17 6 Council Relations with City Boards and Commissions.
A Council Liaisons.
Page 26RES.B Page 78 of 81
Different than where a City Councilmember is appointed by the City
Council or the Mayor to serve as a member of a board, commission,
committee, task force or any other advisory body, the City Council may, on
limited occasions or under unusuat circumstances, appoint a
Councilmember to serve as a non-member Liaison to a board,
commission, committee, task force or any other advisory body Anytime a
Councilmember is appointed as such a Liaison, the position or role of
Liaison is subordinate to that of Councilmember, and the
Councilmember's responsibility is first and foremost to the City and to the
City Council. The role and responsibility of the Councilmember-Liaison is
to keep the City Council apprised of the activities, positions and actions of
the entity or organization to which the Councilmember has been appointed
Liaison, and not to corrimunicate to the board, commission, committee,
task force or other advisory body a statement as the position of the City
Council, except as authorized or directed by the City Council. Insofar as a
Council Liaison position does not give all councilmembers equal access to
the activities, functions and information of or about a board, commission,
committee, task force or any other advisory body, appointments to Council
Liaison positions should be reserved to those instances where a Report to
the Council by the board, commission, committee, task force or any other
advisory body would not be convenient or practical.
B. Reports to the Council.
Each board, commission, committee, task force or any other advisory
body of the City shall be requested to present a report to the City Council
at a Regular Meeting or a Study Session of the City Council, as scheduled
by the Mayor or Deputy Mayor Such reports shall be scheduled for a
Regular Council Meeting or a Council Study Session, and shall be
delivered by the chair of the board, commission, committee, task force or
any other advisory body or designee. The reports shall inform the City
Council of the activities, functions and information with which the board,
commission, committee, task force or any other advisory body has been
involved since the previous report, and shall include the opportunity for
questions by Councilmembers.
17 7 Whenever a member of the Ciry Council attends any meeting of any other entity
or organization, he or she should endeavor to be prudent in what he or she says
or does at such meeting. Further, the Councilmember should avoid attending
such meeting if that attendance would impose an interFerence with the meeting or
the operations of the other entity or organization, or of the operations of the City
SECTION 18 - TRAVEL AUTHORIZATION
18.1 In accordance with the City of Auburn travel policy, approvals or expenditure of
travel related costs and/or approval of specific travel events or activities by
Page 27
RES.B Page 79 of 81
Councilmembers beyond the authority provided in the travel policy and budget
shail be as follows: the requesting Councilmember shall submit his/her request to
expend travel related costs and/or request for authorization for specific travel
purposes to the Mayor to be included on an upcoming Council meeting agenda in
advance of the date(s) of such expenditure or travel. The City Council may
pursuant to a motion, approve the request by a majority vote of a quorum of the
City Council at the meeting in which the matter is considered.
SECTION 19 - CONFIDENTIALITY
191 Councilmembers shall keep confidential all written materials and verbal
information provided to them during Executive Sessions, to ensure that the City's
position is not compromised. Confidentiality also includes information provided to
Councilmembers outside of Executive Sessions when the information is
considered by the exempt from disclosure under exemptions set forth in the
Revised Code of Washington.
SECTION 20 — ENFORCEMENT OF RULES OF PROCEDURE
20 1 Councilmembers shall conform their conduct to the requirements, standards and
expectations set forth in these Rules of Procedure. In addition to and
notwithstanding whatever other enforcement mechanisms may exist for legal,
ethical or practical obligations on Councilmember perFormance or conduct,
violations of these Rules of Procedure by Councilmembers may be enforced by
action of the City Council through sanctions such as votes of censure or letters of
reprimand, and such other action as may be permitted by law
Page 28RES.B Page 80 of 81
City Council Rules of Procedure:
Adopted: Eebrua_ry 2, 2004
O dinance No.,5802
Amended by Resolution No._4282, D"ecem6er 17, 2007
Amended by Resolution No. 4429, December 15, 2008
Amended by Resolution;No. 4467; April 6, 2009
Amended by Resolution No. 4615, July 6, 2010
Ameniied bjr Resol_ution IVo.4686, Feliruary 22, 2011
Amencled by Resolution No: 4740, August 15, 2011
Amended by Resolufion;No. 4813, May 21, 2012
Amended by Resolution No 4909, Februa_ry 19,2013
Amended by Resolution No.:5105, Woygmber 3, 2014
Amended 'by Resolution'No. 5112, Decembe 1, 201_4
Amended by Resolution-IVo. 5115, December 15, 2014
Amended by Resolutiorn No. 5217, May 2, 2016
P,age 29RES.B Page 81 of 81