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02-13-2017 STUDY SESSION AGENDA
City Council Study Session February 13, 2017 - 5:30 PM Auburn City Hall AGENDA Watch the meeting LIVE! Watch the meeting video Meeting videos are not available until 72 hours after the meeting has concluded. I. CALL TO ORDER A. Roll Call II. ANNOUNCEMENTS, REPORTS, AND PRESENTATIONS III. AGENDA ITEMS FOR COUNCIL DISCUSSION A. 2016 NPDES Annual Report and 2017 Stormwater Management Program Plan (10 Minutes)* (Snyder) B. Ordinance No. 6636 (10 Minutes)* (Coleman) An Ordinance of the City Council of the City of Auburn, Washington, establishing the Local Sales and Use Tax rate for local revitalization financing for 2017 C. Resolution No. 5278 (10 Minutes)* (Coleman) A Resolution of the City Council of the City of Auburn, Washington, authorizing the City of Auburn to impose a Sales and Use Tax as authorized by RCW 82.14.415 as a credit against State Sales and Use Tax, relating to annexations D. Ordinance No. 6638 (5 Minutes)* (Snyder) An Ordinance of the City Council of the City of Auburn, Washington, amending the City of Auburn Downtown Urban Center Design Standards Pedestrian Street Map adopted by Section 18.29.070 of the City Code E. Resolution No. 5270 (5 Minutes)* (Snyder) A Resolution of the City Council of the City of Auburn, Washington, authorizing the Mayor and City Clerk to execute a contract between the City of Auburn and the City of Algona for decant facilities usage and street sweeping services F. Council Rules of Procedure (30 Minutes)* (Heid) G. Council Involvement in Regional, State and Local Committees (20 Minutes) * H. Council Harassment Training (15 Minutes) IV. ADJOURNMENT Page 1 of 249 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 2 of 249 AGENDA BILL APPROVAL FORM Agenda Subject: 2016 NPDES Annual Report and 2017 Stormwater Management Program Plan (10 Minutes) Date: February 7, 2017 Department: CD & PW Attachments: NPDES Report & Plan 2016 NPDES Annual Report Budget Impact: $0 Administrative Recommendation: For discussion only. Background Summary: The material to be presented at this study session initiates a 3-week public review and comment period associated with the City of Auburn’s National Pollutant Discharge Elimination System (NPDES) Phase II Municipal Stormwater Permit (Permit). Background Summary: The City’s NPDES Permit was issued by the Washington State Department of Ecology for the period 2013-2018. Conditions of the Permit include submittal of an Annual Report describing the NPDES activities completed during the previous year (2016), and development of a Stormwater Management Program Plan (SWMP Plan) for NPDES activities planned for the current year (2017). The study session will include a discussion of the City’s 2016 NPDES activities and its proposed 2017 NPDES activities to supplement the attached PowerPoint presentation. The Permit requires that the City allow public input on the SWMP Plan as part of the Public Involvement and Participation requirements in the City’s Permit. After the Study Session, the SWMP Plan will be posted on Auburn’s website for public review and comment. A Public Hearing is being scheduled for the Council’s March 6, 2017 meeting to receive public input on the SWMP Plan, and notice of the public hearing has been published in the newspaper. A resolution for adoption of the SWMP Plan will be presented for the City Council’s consideration at the March 20, 2017 meeting. The annual report and the SWMP Plan must be submitted to Ecology by March 31, 2017. Reviewed by Council Committees: AUBURN * MORE THAN YOU IMAGINEDDI.A Page 3 of 249 Councilmember: Staff:Snyder Meeting Date:February 13, 2017 Item Number:DI.A AUBURN * MORE THAN YOU IMAGINEDDI.A Page 4 of 249 AUBURN VALUES SERVICE ENVIRONMENT ECONOMY CHARACTER SUSTAINABILITY WELLNESS CELEBRATION UTILITIES SERVICES NPDES REPORT & PLAN CHRIS THORN CITY COUNCIL STUDY SESSION FEBRUARY 13, 2017 Community Development and Public Works Department Engineering Services Administrative Services Environmental Services Community Development Services Maintenance & Operations ServicesDI.A Page 5 of 249 SERVICE ENVIRONMENT ECONOMY CHARACTER SUSTAINABILITY WELLNESS CELEBRATION National Pollutant Discharge Elimination System (NPDES) Western Washington Phase II Municipal Stormwater Permit Five year permit issued by the State Department of Ecology Authorizes discharges of stormwater to surface waters and ground waters of the state MUNICIPAL STORMWATER PERMIT SUMMARY SERVICE ENVIRONMENT ECONOMY CHARACTER SUSTAINABILITY WELLNESS CELEBRATIONDI.A Page 6 of 249 SERVICE ENVIRONMENT ECONOMY CHARACTER SUSTAINABILITY WELLNESS CELEBRATION Updated code and adopted the 2012 Ecology storm water management manual to implement Low Impact Development storm drainage management Hired two full time GIS Inventory Technicians to work on storm asset inventory Implemented new inspection software to streamline private system inspections 2016 ANNUAL REPORT HIGHLIGHTS SERVICE ENVIRONMENT ECONOMY CHARACTER SUSTAINABILITY WELLNESS CELEBRATIONDI.A Page 7 of 249 SERVICE ENVIRONMENT ECONOMY CHARACTER SUSTAINABILITY WELLNESS CELEBRATION Low Impact Development storm water management outreach and education to the public and staff Complete inspection of all public catch basins by August 1st Implement Low Impact Development maintenance standards, levels of service and inspection 2017 STORMWATER MANAGEMENT PROGRAM PLAN SIGNIFICANT ACTIONS SERVICE ENVIRONMENT ECONOMY CHARACTER SUSTAINABILITY WELLNESS CELEBRATIONDI.A Page 8 of 249 SERVICE ENVIRONMENT ECONOMY CHARACTER SUSTAINABILITY WELLNESS CELEBRATION SCHEDULE FOR SWMP APPROVAL PROCESS SERVICE ENVIRONMENT ECONOMY CHARACTER SUSTAINABILITY WELLNESS CELEBRATION Tonight Study session and begin public comment process March 6, 2017 City Council 2017 Stormwater Management Program Plan (SWMP) Public Hearing March 20, 2017 Resolution to adopt 2017 Stormwater Management Program Plan March 31, 2017 Deadline to submit approved 2017 Stormwater Management Program Plan to Ecology with the 2016 Annual Report DI.A Page 9 of 249 Submittals WQWebSubmittal WQWebSubmittal Home WQWebPortal Home Help FAQs Annual Report Number Permit Section Question 1 S5.A.2 Attach updated annual Stormwater Management Program Plan (SWMP Plan). (S5.A.2) Saved Document Name: 2017 SWMP Plan Draft 20170103_1_02022017080107 2 S9.D.5 Attach a copy of any annexations, incorporations or boundary changes resulting in an increase or decrease in the Permittee’s geographic area of permit coverage during the reporting period per S9.D.5. Not Applicable 3 S5.A.3 Implemented an ongoing program to gather, track, and maintain information per S5.A.3, including costs or estimated costs of implementing the SWMP. Yes 4 S5.A.5.b Coordinated among departments within the jurisdiction to eliminate barriers to permit compliance. (S5.A.5.b) Yes 5 S5.C.1.a.i and ii Attach description of public education and outreach efforts conducted per S5.C.1.a.i and ii. Saved Document Name: Auburn Question 5_5_01302017082708 6 S5.C.1.b Created stewardship opportunities (or partnered with others) to encourage resident participation in activities such as those described in S5.C.1.b. Yes 7 S5.C.1.b Used results of measuring the understanding and adoption of targeted behaviors among at least one audience in at least one subject area to direct education and outreach resources and evaluate changes in adoption of targeted behaviors. (Required no later than February 2, 2016, S5.C.1.b) Yes 7b S5.C.1.b Attach description of how this requirement was met. Saved Document Name: Auburn Question 7B_7b_02022017080044 8 S5.C.2.a Describe the opportunities created for the public to participate in the decision making processes involving the development, implementation and updates of the Permittee’s SWMP. (S5.C.2.a) Public comment is requested through advertisement in teh newspaper and on the City's website. A public hearing is held at a City Council Meeting. 9 S5.C.2.b Posted the updated SWMP Plan and latest annual report on your website no later than May 31. (S5.C.2.b) Yes 9b S5.C.2.b List the website address. www.auburnwa.gov DI.A Page 10 of 249 Number Permit Section Question10S5.C.3.a.i - vi Maintained a map of the MS4 including the requirements listed in S5.C.3.a.i.-vi. Yes 11 S5.C.3.b.v Implemented a compliance strategy, including informal compliance actions as well as enforcement provisions of the regulatory mechanism described in S5.C.3.b. (S5.C.3.b.v) Yes 12 S5.C.3.b.vi Updated, if necessary, the regulatory mechanism to effectively prohibit illicit discharges into the MS4 per S5.C.3.b.vi. (Required no later than February 2, 2018) Not Applicable 12b Cite the Prohibited Discharges code reference 13 S5.C.3.c.i Implemented procedures for conducting illicit discharge investigations in accordance with S5.C.3.c.i. Yes 13b S5.C.3.c.i Cite methodology Illicit Connection and Illicit Discharge Field Screening and Source Tracking Guidance Manual 14 S5.C.3.c.i Percentage of MS4 coverage area screened in reporting year per S5.C.3.c.i. (Required to screen 40% of MS4 no later than December 31, 2017 (except no later than June 30, 2018 for the City of Aberdeen) and 12% on average each year thereafter. (S5.C.3) 40 15 S5.C.3.c.ii List the hotline telephone number for public reporting of spills and other illicit discharges. (S5.C.3.c.ii) (253) 931-3048 15b S5.C.3.c.ii Number of hotline calls received. 9 16 S5.C.3.c.iii Implemented an ongoing illicit discharge training program for all municipal field staff per S5.C.3.c.iii. Yes 17 S5.C.3.c.iv Informed public employees, businesses, and the general public of hazards associated with illicit discharges and improper disposal of waste. (S5.C.3.c.iv) Yes 17b S5.C.3.c.iv Describe the information sharing actions. (S5.C.3.c.iv) Contracted with ECOSS to conduct Pollution Prevention Outreach to 50 businesses. Mailed "Rain Drain" postcards to 288 residences in a neighborhood where there was evidence of illicit discharge. Participated in the STORM regional effort. Provided information on the City website. 18 S5.C.3.d Implemented an ongoing program to characterize, trace, and eliminate illicit discharges into the MS4 per S5.C.3.d. Yes 19 S5.C.3.d.iv Number of illicit discharges, including illicit connections, eliminated during the reporting year. (S5.C.3.d.iv) DI.A Page 11 of 249 Number Permit Section Question29 20 S5.C.3.d.iv Attach a summary of actions taken to characterize, trace and eliminate each illicit discharge found by or reported to the permittee. For each illicit discharge, include a description of actions according to required timeline per S5.C.3.d.iv Saved Document Name: Auburn Question 20_20_01302017085311 21 S5.C.3.e Municipal illicit discharge detection staff are trained to conduct illicit discharge detection and elimination activities as described in S5.C.3.e. Yes 22 S5.C.4.a Implemented an ordinance or other enforceable mechanism to address runoff from new development, redevelopment and construction sites per the requirements of S5.C.4.a. Yes 23 S5.C.4.a.i-iii Revised ordinance or other enforceable mechanism to effectively address runoff from new development, redevelopment and construction sites per the requirements of S5.C.4.a.i-iii. (Required no later than December 31, 2016, except no later than June 30, 2017 for Permittees in Lewis and Cowlitz counties, and no later than June 30, 2018 for the City of Aberdeen) Yes 23b S5.C.4.a.i-iii Cite code reference for revised ordinance or other enforceable mechanism to address runoff from new development, redevelopment and construction sites. Ordinance 6617 24 S5.C.4.a.i Number of exceptions granted to the minimum requirements in Appendix 1. (S5.C.4.a.i., and Section 6 of Appendix 1) 0 25 S5.C.4.a.i Number of variances granted to the minimum requirements in Appendix 1. (S5.C.4.a.i., and Section 6 of Appendix 1) 0 26 S5.C.4.b.i Reviewed Stormwater Site Plans for all proposed development activities that meet the thresholds adopted pursuant to S5.C.4.a.i. (S5.C.4.b.i) Yes 26b S5.C.4.b.i Number of site plans reviewed during the reporting period. 344 27 S5.C.4.b.ii Inspected, prior to clearing and construction, permitted development sites that have a high potential for sediment transport as determined through plan review based on definitions and requirements in Appendix 7 Determining Construction Site Sediment Damage Potential, or alternatively, inspected all construction sites meeting the minimum thresholds adopted pursuant to S5.C.4.a.i. (S5.C.4.b.ii) Yes 27b S5.C.4.b.ii Number of construction sites inspected per S5.C.4.b.ii. 74 28 S5.C.4.b.iii Inspected permitted development sites during construction to verify proper installation and maintenance of required erosion and sediment controls. (S5.C.4.b.iii) Yes DI.A Page 12 of 249 Number Permit Section Question 28b S5.C.4.b.iii Number of construction sites inspected per S5.C.4.b.iii. 140 29 S5.C.4.b.ii, iii and Number of enforcement actions taken during the reporting period (based on construction phase inspections at new development and redevelopment projects). (S5.C.4.b.ii, iii and v) 8 30 S5.C.4.b.iv Inspected all permitted development sites that meet the thresholds in S5.C.4.a.i upon completion of construction and prior to final approval or occupancy to ensure proper installation of permanent stormwater facilities. (S5.C.4.b.iv) Yes 31 S5.C.4.b.ii-iv Achieved at least 80% of scheduled construction-related inspections. (S5.C.4.b.ii-iv) Yes 32 S5.C.4.b.iv Verified a maintenance plan is completed and responsibility for maintenance is assigned for projects. (S5.C.4.b.iv) Yes 33 S5.C.4.c Implemented provisions to verify adequate long-term operation and maintenance (O&M) of stormwater treatment and flow control BMPs/facilities that are permitted and constructed pursuant to S5.C.4. a and b. (S5.C.4.c) Yes 34 S5.C.4.c.i and ii Updated provisions to verify long-term operation and maintenance of stormwater treatment and flow control BMPs/facilities that are permitted pursuant to S5.C.4.a and b. (Required no later than December 31, 2016, except no later than June 30, 2017 for Permittees in Lewis and Cowlitz counties, and no later than June 30 2018 for the City of Aberdeen, S5.C.4.c.i and ii Yes 35 S5.C.4.c.iii Annually inspected stormwater treatment and flow control BMPs/facilities per S5.C.4.c.iii. Yes 35b S5.C.4.c.iii If using reduced inspection frequency for the first time during this permit cycle, attach documentation per S5.C.4.c.iii Not Applicable 36 S5.C.4.c.iv Inspected new residential stormwater treatment and flow control BMPs/facilities and catch basins every 6 months per S5.C.4.c.iv to identify maintenance needs and enforce compliance with maintenance standards. Yes 37 S5.C.4.c.v Achieved at least 80% of scheduled inspections to verify adequate long-term O&M. (S5.C4.c.v) Yes 38 S4.C.4.c.vi Verified that maintenance was performed per the schedule in S5.C.4.c.vi when an inspection identified an exceedance of the maintenance standard. Yes 38b S5.C.4.c.vi Attach documentation of any maintenance delays. (S5.C.4.c.vi) DI.A Page 13 of 249 Number Permit Section QuestionNot Applicable 39 S5.C.4.d Provided copies of the Notice of Intent for Construction Activity and Notice of Intent for Industrial Activity to representatives of proposed new development and redevelopment. (S5.C.4.d) Yes 40 S5.C.4.e All staff responsible for implementing the program to control stormwater runoff from new development, redevelopment, and construction sites, including permitting, plan review, construction site inspections, and enforcement are trained to conduct these activities. (S5.C.4.e) Yes 41 S5.C.4.f.i Reviewed, revised and made effective the low impact development-related enforceable documents per S5.C.4.f.i. (Required by December 31, 2016, except by June 30, 2017 for Permittees in Lewis and Cowlitz counties, and by June 30, 2018 for the City of Aberdeen) Yes 41b S5.C.4.f.ii Attach a summary of the LID review and revision process that includes the requirements listed in S5.C.4.f.ii. (Required with annual report due no later than March 31, 2017, except no later than March 31, 2018 for Permittees in Lewis and Cowlitz counties, and with the Fifth Year annual report for the City of Aberdeen) Saved Document Name: Auburn Question 41b_41b_02022017080413 42 S5.C.4.g Participated and cooperated with the watershed-scale stormwater planning process led by a Phase I county. (S5.C.4.g) Not Applicable 43 S5.C.5.a Updated and implemented maintenance standards as protective, or more protective, of facility function as those specified in Chapter 4 of Volume V of the Stormwater Management Manual for Western Washington (as amended 2014). (Required no later than December 31, 2016, except no later than June 30, 2017 for Permittees in Lewis and Cowlitz counties, and no later than June 30, 2018 for the City of Aberdeen, S5.C.5.a). Yes 44 S5.C.5.a Applied a maintenance standard that is not specified in the Stormwater Management Manual for Western Washington. Not Applicable 44b S5.C.5.a Please note what kinds of facilities are covered by this alternative maintenance standard. (S5.C.5.a) 45 S5.C.5.a.ii Performed timely maintenance per S5.C.5.a.ii. Yes 46 S5.C.5.b Annually inspected all municipally owned or operated permanent stormwater treatment and flow control BMPs/facilities. (S5.C.5.b) Yes 46b S5.C.5.b Number of known municipally owned or operated stormwater treatment and flow control BMPs/facilities. (S5.C.5.b) 554 46c S5.C.5.b Number of facilities inspected during the reporting period. (S5.C.5.b) 544 DI.A Page 14 of 249 Number Permit Section Question 46d S5.C.5.b Number of facilities for which maintenance was performed during the reporting period. (S5.C.5.b) 52 47 S5.C.5.b If using reduced inspection frequency for the first time during this permit cycle, attach documentation per S5.C.5.b. Not Applicable 48 S5.C.5.c Conducted spot checks and inspections (if necessary) of potentially damaged stormwater facilities after major storms as per S5.C.5.c. Yes 49 S5.C.5.d Inspected all municipally owned or operated catch basins and inlets as per S5.C.5.d, or used an alternative approach. (Required once no later than August 1, 2017 and every two years thereafter, except once no later than June 30, 2018 and every two years thereafter for the City of Aberdeen) Not Applicable 49b S5.C.5.d Number of known catch basins. 9784 49c S5.C.5.d Number of catch basins inspected during the reporting period. 2739 49d S5.C.5.d Number of catch basins cleaned during the reporting period. 614 50 S5.C.5.d.i-ii Attach documentation of alternative catch basin cleaning approach, if used. (S5.C.5.d.i or ii) Not Applicable 51 S5.C.5.f Implemented practices, policies and procedures to reduce stormwater impacts associated with runoff from all lands owned or maintained by the Permittee, and road maintenance activities under the functional control of the Permittee. (S5.C.5.f) Yes 52 S5.C.5.g Implemented an ongoing training program for Permittee employees whose primary construction, operations or maintenance job functions may impact stormwater quality. (S5.C.5.g.) Yes 53 S5.C.5.h Implemented a Stormwater Pollution Prevention Plan for all heavy equipment maintenance or storage yards, and material storage facilities owned or operated by the Permittee in areas subject to this Permit that are not required to have coverage under an NPDES permit that covers stormwater discharges associated with the activity. (S5.C.5.h) Yes 54 S7.A Complied with the Total Maximum Daily Load (TMDL)-specific requirements identified in Appendix 2. (S7.A) Yes 55 S7.A For TMDLs listed in Appendix 2: Attach a summary of relevant SWMP and Appendix 2 activities to address the applicable TMDL parameter(s). (S7.A) DI.A Page 15 of 249 Number Permit Section QuestionSaved Document Name: Auburn Question 55_55_01302017031733 56 S8.A Attach a description of any stormwater monitoring or stormwater-related studies as described in S8.A. Not Applicable 57 S8.B.1 Participated in cost-sharing for the regional stormwater monitoring program (RSMP) for status and trends monitoring. (S8.B.1) Yes 57B S8.B.2 If choosing to conduct individual status and trends monitoring, attach an annual stormwater monitoring report in accordance with S8.B.2. (Required to submit reports beginning March 31, 2016) Saved Document Name: 58 S8.C.1 Participated in cost-sharing for the regional stormwater monitoring program (RSMP) for effectiveness studies. (S8.C.1) (Required to begin no later than August 15, 2014) Yes 58b S8.C.2 If choosing to conduct discharge monitoring, attach an annual stormwater monitoring report in accordance with S8.C.2 and Appendix 9. (Required to submit reports beginning March 31, 2016) Saved Document Name: 59 S8.D.1 Contributed to the RSMP for source identification and diagnostic monitoring information repository in accordance with S8.D.1. (Required to begin no later than August 15, 2014) Yes 60 G3 Notified Ecology in accordance with G3 of any discharge into or from the Permittees MS4 which could constitute a threat to human health, welfare or the environment. (G3) Yes 61 G3 Number of G3 notifications provided to Ecology. 16 62 G3.A Took appropriate action to correct or minimize the threat to human health, welfare, and/or the environment per G3.A. Yes 63 S4.F.1 Notified Ecology within 30 days of becoming aware that a discharge from the Permittee’s MS4 caused or contributed to a known or likely violation of water quality standards in the receiving water. (S4.F.1) Not Applicable 64 S4.F.3.a If requested, submitted an Adaptive Management Response report in accordance with S4.F.3.a. Not Applicable 65 S4.F.3.d Attach a summary of the status of implementation of any actions taken pursuant to S4.F.3 and the status of any monitoring, assessment, or evaluation efforts conducted during the reporting period. (S4.F.3.d) Not Applicable DI.A Page 16 of 249 Number Permit Section Question66G20Notified Ecology of the failure to comply with the permit terms and conditions within 30 days of becoming aware of the non-compliance. (G20) Not Applicable 67 G20 Number of non-compliance notifications (G20) provided in reporting year. 0 67b G20 List the permit conditions described in non-compliance notification(s). Not Applicable Attachments: View Files Attached to Submission DocDescr DocName DocExt DocID SubID AppName View WAR045502_1_02022017080107 2017 SWMP Plan Draft 20170103_1_02022017080107 .docx 528432 1565554 wqwebportal View WAR045502_20_01302017085311 Auburn Question 20_20_01302017085311 .pdf 527312 1565554 wqwebportal View WAR045502_41b_02022017080413 Auburn Question 41b_41b_02022017080413 .pdf 528435 1565554 wqwebportal View WAR045502_5_01302017082708 Auburn Question 5_5_01302017082708 .doc 527300 1565554 wqwebportal View WAR045502_55_01302017031733 Auburn Question 55_55_01302017031733 .docx 527556 1565554 wqwebportal View WAR045502_7b_02022017080044 Auburn Question 7B_7b_02022017080044 .pdf 528431 1565554 wqwebportal Close Ecology Home |WQWebPortal Home |WQWebSubmittal Home |Help |Release Notes |Contact Us Submittals (WQWebSubmittal) Version 1.4.0 |Data Disclaimer |Privacy PolicyCopyright © Washington State Department of Ecology 2017. All Rights Reserved. DI.A Page 17 of 249 Resolution No. 5277 Exhibit “A” CITY OF AUBURN 2017 STORMWATER MANAGEMENT PROGRAM PLAN City of Auburn, WA March 2017 DI.A Page 18 of 249 Table of Contents City of Auburn 2016 SWMP Plan ii \\Coa.Auburn.Local\Dept\Building\PUB_WRKS\Utilities\Storm\NPDES II\Administration\Annual Reports\2016 Annual Report\Feb 13 Presentation Documents\Auburn Question 1 2017 SWMP Plan Draft 20170103.Docx TABLE OF CONTENTS 1. INTRODUCTION........................................................................................................................................................ 1 1.1 Overview .......................................................................................................................................................... 1 1.2 Regulatory Background ................................................................................................................................... 1 1.3 City of Auburn Regulated Area ........................................................................................................................ 2 1.4 SWMP Implementation Responsibilities .......................................................................................................... 2 1.5 Document Organization ................................................................................................................................... 2 2. STORMWATER MANAGEMENT PROGRAM ADMINISTRATION ........................................................................... 3 2.1 Permit Requirements ....................................................................................................................................... 3 2.2 Planned 2017 Compliance Activities ................................................................................................................ 3 3. PUBLIC EDUCATION AND OUTREACH .................................................................................................................. 4 3.1 Permit Requirements ....................................................................................................................................... 4 3.2 Planned 2017 Compliance Activities ................................................................................................................ 4 4. PUBLIC INVOLVEMENT AND PARTICIPATION ...................................................................................................... 6 4.1 Permit Requirements ....................................................................................................................................... 6 4.2 Planned 2017 Compliance Activities ................................................................................................................ 6 5. ILLICIT DISCHARGE DETECTION AND ELIMINATION ........................................................................................... 7 5.1 Permit Requirements ....................................................................................................................................... 7 5.2 Planned 2017 Compliance Activities ................................................................................................................ 7 6. CONTROLLING RUNOFF FROM NEW DEVELOPMENT, REDEVELOPMENT, AND CONSTRUCTION SITES .... 9 6.1 Permit Requirements ....................................................................................................................................... 9 6.2 Planned 2017 Compliance Activities .............................................................................................................. 10 7. MUNICIPAL OPERATIONS AND MAINTENANCE ................................................................................................. 11 7.1 Permit Requirements ..................................................................................................................................... 11 7.2 Planned 2017 Compliance Activities .............................................................................................................. 12 8. COMPLIANCE WITH TOTAL MAXIMUM DAILY LOAD REQUIREMENTS ............................................................ 13 8.1 Planned 2017 Compliance Activities .............................................................................................................. 14 9. MONITORING .......................................................................................................................................................... 15 9.1 Permit Requirements ..................................................................................................................................... 15 9.2 Planned 2017 Compliance Activities .............................................................................................................. 15 APPENDIX A ............................................................................................................................................................... 16 DI.A Page 19 of 249 iii \\coa.auburn.local\dept\Building\PUB_WRKS\Utilities\Storm\NPDES II\Administration\Annual Reports\2016 Annual Report\Feb 13 Presentation Documents\Auburn Question 1 2017 SWMP Plan Draft 20170103.docx LIST OF TABLES Table 2-1. 2017 Stormwater Management Administration Program Work Plan ...................................................... 3 Table 3-1. 2017 Public Education and Outreach Work Plan .................................................................................. 5 Table 4-1. 2017 Public Involvement and Participation Work Plan ........................................................................... 6 Table 5-1. 2017 Illicit Discharge Detection and Elimination Work Plan ................................................................... 7 Table 6-1. 2017 Controlling Runoff from Development, Redevelopment, and Construction Sites Work Plan....... 10 Table 7-1. 2017 Municipal Operations and Maintenance Work Plan .................................................................... 13 Table 8-1. 2017 Compliance with TMDL Load Requirements Work Plan ............................................................. 15 Table 9-1. 2017 Water Quality Monitoring Work Plan ........................................................................................... 16 DI.A Page 20 of 249 1 \\coa.auburn.local\dept\Building\PUB_WRKS\Utilities\Storm\NPDES II\Administration\Annual Reports\2016 Annual Report\Feb 13 Presentation Documents\Auburn Question 1 2017 SWMP Plan Draft 20170103.docx CITY OF AUBURN 2017 STORMWATER MANAGEMENT PROGRAM PLAN 1. INTRODUCTION 1.1 Overview This document presents the City of Auburn’s Stormwater Management Program (SWMP). Preparation and maintenance of this SWMP Plan is required by the Washington State Department of Ecology (Ecology) as a condition of the Western Washington Phase II Municipal Stormwater Permit (the Phase II Permit). The Phase II permit covers discharges from regulated small municipal separate storm sewer systems (MS4s). The SWMP Plan is intended to inform the public of the planned SWMP activities for the upcoming year. The permit to discharge stormwater is designed to reduce the discharge of pollutants, protect water quality, and meet the requirements of the federal Clean Water Act. Appendix A includes acronyms and definitions from the Permit to help the reader understand the City’s Stormwater Management Program. 1.2 Regulatory Background The National Pollutant Discharge Elimination System (NPDES) permit program is a requirement of the federal Clean Water Act, which is intended to protect and restore waters for “fishable, swimmable” uses. The federal Environmental Protection Agency (EPA) has delegated permit authority to state environmental agencies, and these agencies can set permit conditions in accordance with and in addition to the minimum federal requirements. In Washington, the NPDES-delegated permit authority is the Washington State Department of Ecology (Ecology). In Washington, municipalities with a population of over 100,000 are designated as Phase I communities and must comply with Ecology’s Phase I NPDES Municipal Stormwater Permit. Auburn’s population is below the 100,000 threshold, so the City must comply with the Phase II Municipal Stormwater Permit. About 100 other municipalities in Washington must also comply with the Phase II Permit, as operators of small municipal separate storm sewer systems (MS4s). Ecology’s Phase II Municipal Stormwater Permit is available on Ecology’s website at http://www.ecy.wa.gov/programs/wq/stormwater/municipal/phaseIIww/wwphiipermit.html The Permit allows municipalities to discharge stormwater runoff from municipal drainage systems into the state’s water bodies (e.g., streams, rivers, lakes, wetlands, and aquifers) as long as municipalities implement programs to protect water quality by reducing the discharge of “non-point source” pollutants to the “maximum extent practicable” (MEP) through application of Permit-specified “best management practices” (BMPs). The BMPs specified in the Permit are collectively referred to as the Stormwater Management Program (SWMP) and grouped under the following Program components: Public Education and Outreach Public Involvement and Participation Illicit Discharge Detection and Elimination Controlling Runoff from New Development, Redevelopment, and Construction Sites DI.A Page 21 of 249 1: Introduction City of Auburn 2016 SWMP Plan 2 \\coa.auburn.local\dept\Building\PUB_WRKS\Utilities\Storm\NPDES II\Administration\Annual Reports\2016 Annual Report\Feb 13 Presentation Documents\Auburn Question 1 2017 SWMP Plan Draft 20170103.docx Municipal Operations and Maintenance In addition to the SWMP components the Permit contains special conditions covering: Compliance with Total Maximum Daily Load requirements Monitoring and Assessment Reporting Requirements The Permit issued by Ecology became effective on August 1, 2013, was modified January 16, 2014 and expires on July 31, 2018. The Permit requires the City to submit an annual report no later than March 31st of each year beginning in 2015, on progress in SWMP implementation. The Permit also requires submittal of a SWMP Plan which describes proposed SWMP activities for the current calendar year. The SWMP Plan is to be updated annually and be included in the submittal of the previous year’s annual report. 1.3 City of Auburn Regulated Area The Western Washington Phase II Permit applies to operators of regulated small MS4s that discharge stormwater to waters of Washington State located west of the crest of the Cascade Range (west of the eastern boundaries of Whatcom, Skagit, Snohomish, King, Pierce, Lewis and Skamania counties). For cities, the Permit requirements extend to those areas of each City that drain to MS4s. Most of Auburn drains to MS4s that ultimately discharge into the Green River, the White River, or Mill Creek. In addition, some portions of the City drain to public infiltration facilities where the stormwater soaks into the ground. 1.4 SWMP Implementation Responsibilities The Utilities Engineering Division in the Community Development and Public Works Department coordinates the overall administration of efforts to comply with Permit requirements. The work plan tables in each Chapter provide the lead departments for the associated task. Other major departments/divisions included in the 2017 SWMP implementation are Maintenance and Operations (M&O), Human Resources (HR), Development Engineering, Permit Center, Innovation and Technology (IT), and Parks. 1.5 Document Organization The contents of this document are based upon Permit requirements and Ecology’s “Guidance for City and County Annual Reports for Western Washington, Phase II Municipal Stormwater General Permits.” The program components of this SWMP are organized as listed in the Permit: Section 2.0 addresses administering the City’s Stormwater Management Program. Section 3.0 addresses public education and outreach. Section 4.0 addresses public involvement and participation. Section 5.0 addresses illicit discharge detection and elimination. Section 6.0 addresses controlling runoff from new development, redevelopment, and construction sites. Section 7.0 addresses municipal operations and maintenance. Section 8.0 addresses compliance with TMDL requirements. Section 9.0 addresses monitoring. Each section includes a summary of the relevant Permit requirements and a table showing the planned activities for 2017. This document also includes acronyms and definitions in Appendix A for easy reference. DI.A Page 22 of 249 3 \\coa.auburn.local\dept\Building\PUB_WRKS\Utilities\Storm\NPDES II\Administration\Annual Reports\2016 Annual Report\Feb 13 Presentation Documents\Auburn Question 1 2017 SWMP Plan Draft 20170103.docx CITY OF AUBURN 2017 STORMWATER MANAGEMENT PROGRAM PLAN 2. STORMWATER MANAGEMENT PROGRAM ADMINISTRATION This section of the SWMP describes Permit requirements related to overall Stormwater Management Program administration, and planned compliance activities for 2017. 2.1 Permit Requirements The Permit (Section S5.A) requires the City to fulfill the following actions during the 5-year Permit cycle: Develop and implement a Stormwater Management Program (SWMP) and prepare written documentation (SWMP Plan) for submittal to Ecology by March 31 of each year. The purpose of the SWMP is to reduce the discharge of pollutants from the municipal stormwater system to the maximum extent practicable and thereby protect water quality. The SWMP Plan is intended to inform the public of the planned SWMP activities for the upcoming calendar year, including any actions to meet the requirements of S7 Compliance with Total Maximum Daily Load Requirements, and S8 Monitoring. Implement a program for gathering, tracking, maintaining, and using information to evaluate SWMP development, implementation and permit compliance and to set priorities. Coordinate with other permittees on stormwater related policies programs, and projects within adjacent or shared areas. Coordinate between City departments to eliminate barriers to compliance with the terms of the permit. 2.2 Planned 2017 Compliance Activities Auburn has positioned itself to maintain compliance. Table 2-1 presents the proposed work plan for the 2017 SWMP administration activities. Table 2-1. 2017 Stormwater Management Administration Program Work Plan Task ID Task Description Lead Compliance Timeframe SWMP-1 Revise and update the City’s Stormwater Management Program Plan (SWMP Plan) to identify planned SWMP activities for 2017. Utilities Engineering The SWMP submittal is due by March 31st of each year. SWMP-2 Track program element implementation. Utilities Engineering Annual Reporting is due by March 31st of each year. DI.A Page 23 of 249 4 \\coa.auburn.local\dept\Building\PUB_WRKS\Utilities\Storm\NPDES II\Administration\Annual Reports\2016 Annual Report\Feb 13 Presentation Documents\Auburn Question 1 2017 SWMP Plan Draft 20170103.docx CITY OF AUBURN 2017 STORMWATER MANAGEMENT PROGRAM PLAN 3. PUBLIC EDUCATION AND OUTREACH This section describes the Permit requirements related to public education and outreach, and planned compliance activities for 2017. 3.1 Permit Requirements The Permit (Section S5.C.1) requires the City to fulfill the following actions during the 5-year Permit cycle: Prioritize and target education and outreach activities to specified audiences, including the general public, businesses, residents/homeowners, landscapers, property managers, engineers, contractors, developers, and land use planners to build general awareness and to effect behavior change with the intent to reduce or eliminate behaviors and practices that cause or contribute to adverse stormwater impacts. Have an outreach program that is designed to improve the target audience’s understanding of the problem and what they can do to solve it. Create and/or partner with existing organizations to encourage residents to participate in stewardship opportunities. Measure the understanding and adoption of the targeted behaviors for at least one target audience in at least one subject area. Use the resulting measurements to direct education and outreach resources most effectively. Track and maintain records of public education and outreach activities. 3.2 Planned 2017 Compliance Activities The City plans to continue the program that has been developed over the last permit cycle. The target audiences include: The general public Businesses (including home-based and mobile businesses) Residents/homeowners Landscapers Property managers Engineers, contractors, developers and land use planners DI.A Page 24 of 249 3: Public Education and Outreach City of Auburn 2016 SWMP Plan 5 \\coa.auburn.local\dept\Building\PUB_WRKS\Utilities\Storm\NPDES II\Administration\Annual Reports\2016 Annual Report\Feb 13 Presentation Documents\Auburn Question 1 2017 SWMP Plan Draft 20170103.docx Table 3-1 presents the work plan for the 2017 SWMP public education and outreach activities. Table 3-1. 2017 Public Education and Outreach Work Plan Task ID Task Description Lead Compliance Timeframe EDUC-1 Continue collaboration with other NPDES municipalities through Stormwater Outreach for Regional Municipalities (STORM) and Puget Sound Starts Here efforts to promote regional education and outreach programs. Utilities Engineering Refinements to existing public education and outreach activities are on- going. EDUC-2 Refine education and outreach strategy to supplement existing education activities. An example would be evaluating the current pet waste cleanup education strategy to determine whether more frequent outreach is required. Utilities Engineering EDUC-3 Implement new or modify existing education and outreach activities. An example would be adding new business types or revisiting businesses as part of the ECOSS Pollution Prevention Outreach program. Utilities Engineering EDUC-4 Staff training related to Surface Water Management Manual Implementation/Technical Standards: • Permitting • Plan Review • Site Inspections • Maintenance Standards. Community Development and Public Works Department EDUC-4a Educate select city staff and elected officials to develop a common level of knowledge related to Low Impact Development stormwater management techniques. Community Development and Public Works Department Ongoing EDUC-4b Educate the general public and developers to develop a common level of knowledge related to Low Impact Development stormwater management principles and techniques. Community Development and Public Works Department Ongoing EDUC-5 Inform public employees, businesses and the general public of the hazards associated with illegal discharges and improper disposal of waste. Utilities Engineering Ongoing EDUC-6 Provide stewardship opportunities such as planting native plants and invasive species removal at the Auburn Environmental park. Environmental Services Ongoing DI.A Page 25 of 249 6 \\coa.auburn.local\dept\Building\PUB_WRKS\Utilities\Storm\NPDES II\Administration\Annual Reports\2016 Annual Report\Feb 13 Presentation Documents\Auburn Question 1 2017 SWMP Plan Draft 20170103.docx CITY OF AUBURN 2017 STORMWATER MANAGEMENT PROGRAM PLAN 4. PUBLIC INVOLVEMENT AND PARTICIPATION This section describes the Permit requirements related to public involvement and participation, and planned compliance activities for 2017. 4.1 Permit Requirements The Permit (Section S5.C.2) requires the City to fulfill the following actions during the 5-year Permit cycle: Provide ongoing opportunities for public involvement and participation through advisory boards or commissions, public hearings, watershed committees, public participation in developing rate structures and budgets, or other similar activities. The public must be able to participate in the decision-making processes, including development, implementation, and update of the SWMP. Make the SWMP Plan and Annual Compliance Report available to the public, by posting on the City’s website. Make any other documents required to be submitted to Ecology in response to Permit conditions available to the public. 4.2 Planned 2017 Compliance Activities The City of Auburn has a history of including the public in decision making. Table 4-1 below presents the work plan for the 2017 SWMP public involvement and participation activities. Table 4-1. 2017 Public Involvement and Participation Work Plan Task ID Task Description Lead Compliance Timeframe PI-1 Provide public involvement opportunities for annual SWMP update. Utilities Engineering Public involvement opportunities will be available before the March 31, 2017 submittal. PI-2 Make SWMP document Report available to public by posting on the City website. Utilities Engineering DI.A Page 26 of 249 7 \\coa.auburn.local\dept\Building\PUB_WRKS\Utilities\Storm\NPDES II\Administration\Annual Reports\2016 Annual Report\Feb 13 Presentation Documents\Auburn Question 1 2017 SWMP Plan Draft 20170103.docx CITY OF AUBURN 2017 STORMWATER MANAGEMENT PROGRAM PLAN 5. ILLICIT DISCHARGE DETECTION AND ELIMINATION This section describes the Permit requirements related to illicit discharge detection and elimination (IDDE), and planned compliance activities for 2017. 5.1 Permit Requirements The Permit (Section S5.C.3) requires the City to fulfill the following actions during the 5-year Permit cycle: Implement an ongoing program to detect and remove illicit discharges, connections, and improper disposal, including any spills into the municipal separate storm sewers owned or operated by the City. Maintain a storm sewer system map, have ordinances that prohibit illicit discharges, and implement an ongoing program to detect and address illicit discharges. Publicly list and publicize a hotline or other local telephone number for public reporting of spills and other illicit discharges. Track illicit discharge reports and actions taken in response through close-out, including enforcement actions. Inform public employees, businesses and the general public of hazards associated with illegal discharges and improper disposal of waste. Train staff on proper IDDE response SOPs and train municipal field staff to recognize and report illicit discharges. Summarize all illicit discharges and connections reported to the City and response actions taken, including enforcement actions, in the Annual Compliance Report; identify any updates to the SWMP. 5.2 Planned 2017 Compliance Activities Table 5-1 presents the work plan for 2017 SWMP illicit discharge detection and elimination activities. Table 5-1. 2017 Illicit Discharge Detection and Elimination Work Plan Task ID Task Description Lead Compliance Timeframe IDDE-1 Continue to implement City-wide IDDE Program and develop any necessary supplemental IDDE activities. Enforce ACC 13.48.210 using education and technical support as a first action and escalating code enforcement as needed. Publicize a phone number for public reporting of spills and illicit discharges. Utilities Engineering Ongoing IDDE-2 Continue to review and update storm system map to address data gaps and Permit requirements. Utilities Engineering/IT Ongoing DI.A Page 27 of 249 5: Illicit Discharge Detection and Elimination City of Auburn 2016 SWMP Plan 8 \\coa.auburn.local\dept\Building\PUB_WRKS\Utilities\Storm\NPDES II\Administration\Annual Reports\2016 Annual Report\Feb 13 Presentation Documents\Auburn Question 1 2017 SWMP Plan Draft 20170103.docx IDDE-3 Provide IDDE training to new hires in Utility Engineering and Maintenance & Operations. Utilities Engineering Ongoing IDDE-4 Perform IDDE field screening of at least 10% of MS4 to meet the requirement to screen at least 40% of the MS4 by 12/31/17 and 12% annually thereafter. Utilities Engineering and M&O Ongoing DI.A Page 28 of 249 9 \\coa.auburn.local\dept\Building\PUB_WRKS\Utilities\Storm\NPDES II\Administration\Annual Reports\2016 Annual Report\Feb 13 Presentation Documents\Auburn Question 1 2017 SWMP Plan Draft 20170103.docx CITY OF AUBURN 2017 STORMWATER MANAGEMENT PROGRAM PLAN 6. CONTROLLING RUNOFF FROM NEW DEVELOPMENT, REDEVELOPMENT, AND CONSTRUCTION SITES This section describes the Permit requirements related to controlling runoff from new development, redevelopment, and construction sites, and planned compliance activities for 2017. 6.1 Permit Requirements The Permit (Section S5.C.4) requires the City to fulfill the following actions during the 5-year Permit cycle: Implement, and enforce a program to reduce pollutants in stormwater runoff (i.e., illicit discharges) to the municipal separate storm sewer system from new development, redevelopment, and construction site activities. The program must apply to both private and public projects, including roads, and address all construction/development-associated pollutant sources. Have adopted regulations (codes and standards), plan review, inspection, and escalating enforcement SOPs necessary to implement the program in accordance with Permit conditions, including the minimum technical requirements in Appendix 1 of the Permit by December 31, 2016. Review, revise and make effective local development-related codes, rules, standards, or other enforceable documents to incorporate and require Low Impact Development (LID) principles and LID best management practices (BMPs) with the intent of making LID the preferred and commonly- used approach to site development by December 31, 2016. Participate in watershed-scale stormwater planning under condition S5.C.4.c of the Phase I Municipal Stormwater General Permit if required. Have adopted regulations (codes and standards) and processes to verify adequate long-term operations and maintenance of new post-construction permanent stormwater facilities and BMPs in accordance with Permit conditions, including an annual inspection frequency and/or approved alternative inspection frequency and maintenance standards for private drainage systems as protective as those in Chapter 4 of Volume V of the 2012 Ecology Stormwater Management Manual for Western Washington by December 31, 2016. Provide copies of the Notice of Intent (NOI) for construction or industrial activities to representatives of the proposed new development and redevelopment. Provide training to staff on the new codes, standards, and SOPs and create public education and outreach materials. Record and maintain records of all inspections and enforcement actions by staff. Summarize annual activities for the “Controlling Runoff” component of the Annual Compliance Report; identify any updates to the SWMP. DI.A Page 29 of 249 6: Controlling Runoff from New Development, Redevelopment and Construction Sites City of Auburn 2016 SWMP Plan 10 \\coa.auburn.local\dept\Building\PUB_WRKS\Utilities\Storm\NPDES II\Administration\Annual Reports\2016 Annual Report\Feb 13 Presentation Documents\Auburn Question 1 2017 SWMP Plan Draft 20170103.docx 6.2 Planned 2017 Compliance Activities The City has a program to help reduce stormwater runoff from new development and construction sites. Table 6-1 presents the work plan for 2017 SWMP activities related to runoff control for new development, redevelopment, and construction sites. Table 6-1. 2017 Controlling Runoff from Development, Redevelopment, and Construction Sites Work Plan Task ID Task Description Lead Compliance Timeframe CTRL-1 Track and report construction, new development, and redevelopment permits, inspections and enforcement actions. Planning/ Permit Center On-going CTRL-1a Prior to clearing and construction, inspect all permitted development sites that have a high potential for sediment transport. Construction On-going CTRL-1b Inspect all permitted development sites during construction. Construction On going CTRL-1c Inspect all permitted development sites upon completion of construction and prior to final approval or occupancy. Construction Ongoing CTRL-1d Inspect all permanent stormwater treatment and flow control BMPs/facilities and catch basins in new residential developments every six months until 90% of the lots are constructed or construction has stopped and site is fully stabilized. Construction Ongoing CTRL-2 Conduct annual inspection of all treatment and flow control BMPs/facilities (other than catch basins) – i.e., private systems. Utilities Engineering On-going CTRL-6 Provide copies of the “Notice of Intent for Construction Activity” and copies of the “Notice of Intent for Industrial Activity” to representatives of proposed new development and redevelopment. Permit Center Ongoing CTRL-7 Enforce local ordinances controlling runoff from sites that are also covered by stormwater permits issued by Ecology. Construction and Code Enforcement Ongoing DI.A Page 30 of 249 11 \\coa.auburn.local\dept\Building\PUB_WRKS\Utilities\Storm\NPDES II\Administration\Annual Reports\2016 Annual Report\Feb 13 Presentation Documents\Auburn Question 1 2017 SWMP Plan Draft 20170103.docx CITY OF AUBURN 2017 STORMWATER MANAGEMENT PROGRAM PLAN 7. MUNICIPAL OPERATIONS AND MAINTENANCE This section describes the Permit requirements related to municipal operations and maintenance, and planned compliance activities for 2017. 7.1 Permit Requirements The Permit (Section S5.C.5) requires the City to fulfill the following actions during the 5-year Permit cycle: Implement an O&M program, with the ultimate goal of preventing or reducing pollutant runoff from municipal separate stormwater system and municipal O&M activities. Implement maintenance standards for the municipal separate stormwater system that are at least as protective as those specified in the 2012 Stormwater Management Manual for Western Washington as amended in 2014. Conduct annual inspection of all municipally owned or operated permanent stormwater treatment and flow control BMPs/facilities and perform maintenance as needed to comply with maintenance standards. Inspect all catch basins and inlets owned or operated by the City at least once no later than August 1, 2017 and every two years thereafter. Clean the catch basins if inspections indicate cleaning is needed to comply with maintenance standards. Check treatment and flow control facilities after major storms and perform repairs as needed in accordance with adopted maintenance standards. Have SOPs in place to reduce stormwater impacts associated with runoff from municipal O&M activities, including but not limited to streets, parking lots, roads, or highways owned or maintained by the City, and to reduce pollutants in discharges from all lands owned or maintained by the City. Train staff to implement the SOPs and document the training. Prepare Stormwater Pollution Prevention Plans (SWPPPs) for all heavy equipment maintenance or storage yards identified for year-round facilities or yards, and material storage facilities owned or operated by the City. Summarize annual activities for the “Pollution Prevention and Operations and Maintenance for Municipal Operations” component of the Annual Compliance Report; identify any updates to the SWMP. DI.A Page 31 of 249 7. Pollution Prevention and O&M for Municipal Operations City of Auburn 2016 SWMP Plan 12 \\coa.auburn.local\dept\Building\PUB_WRKS\Utilities\Storm\NPDES II\Administration\Annual Reports\2016 Annual Report\Feb 13 Presentation Documents\Auburn Question 1 2017 SWMP Plan Draft 20170103.docx 7.2 Planned 2017 Compliance Activities Table 7-1 presents the work plan for 2017 SWMP activities related to municipal operations and maintenance. Table 7-1. 2017 Municipal Operations and Maintenance Work Plan Task ID Task Description Responsible Schedule Notes MOM-1 Conduct annual inspection of all treatment and flow control (other than catch basins) in the public system and perform maintenance as triggered by the maintenance standards. Community Development and Public Works Department On-going MOM-2 Complete inspection of 100% of the catch basins between August 1, 2013 and August 1, 2017. M&O On-going MOM-3 Perform street sweeping to reduce the amount of street waste that enters the storm drainage conveyance system. M&O Ongoing MOM-4 Implement Low Impact Development maintenance standards, levels of service and inspection procedures adopted in 2016. Community Development and Public Works, and Parks Departments Ongoing MOM-5 Update SWPPP for City maintenance facilities. Community Development and Public Works, and Parks Departments June 2017 DI.A Page 32 of 249 13 \\coa.auburn.local\dept\Building\PUB_WRKS\Utilities\Storm\NPDES II\Administration\Annual Reports\2016 Annual Report\Feb 13 Presentation Documents\Auburn Question 1 2017 SWMP Plan Draft 20170103.docx CITY OF AUBURN 2017 STORMWATER MANAGEMENT PROGRAM PLAN 8. COMPLIANCE WITH TOTAL MAXIMUM DAILY LOAD REQUIREMENTS The federal Clean Water Act requires that Ecology establish “Total Maximum Daily Loads” (TMDL) for rivers, streams, lakes, and marine waters that don’t meet water quality standards. A TMDL is a calculation of the maximum amount of a pollutant that a water body can receive and still meet water quality standards. After the TMDL has been calculated for a given water body, Ecology determines how much each source must reduce its discharges of the pollutant in order bring the water body back into compliance with the water quality standards. TMDL requirements are included in the stormwater NPDES permits for discharges into affected water bodies. Stormwater discharges covered under this Permit are required to implement actions necessary to achieve the pollutant reductions called for in applicable TMDLs. Applicable TMDLs are those approved by the EPA before the issuance date of the Permit or which have been approved by the EPA prior to the issue date of the Permit or the date Ecology issues coverage under the Permit, whichever is later. Information on Ecology’s TMDL program is available on Ecology’s website at www.ecy.wa.gov/programs/wq/tmdl. In accordance with Permit condition S7 Compliance with Total Maximum Daily Load Requirements the City must comply with the following TMDL. Name of TMDL Puyallup Watershed Water Quality Improvement Project Document(s) for TMDL Puyallup River Watershed Fecal Coliform Total Maximum Daily Load – Water Quality Improvement Report and Implementation Plan, June 2011, Ecology Publication No. 11-10- 040. https://fortress.wa.gov/ecy/publications/SummaryPages/1110040.html Location of Original 303(d) Listings Puyallup River 16712, 7498, White River 16711, 16708, 16709, Clear Creek 7501, Swan Creek 7514, Boise Creek 16706 Area Where TMDL Requirements Apply Requirements apply in all areas regulated under the Permittee’s municipal stormwater permit and discharging to water bodies listed within the specific requirement in this TMDL section. Parameter Fecal Coliform EPA Approval Date September 2011 MS4 Permittee Phase I Permit: King County, Pierce County Phase II Permit: Auburn, Edgewood, Enumclaw, Puyallup, Sumner DI.A Page 33 of 249 8. Compliance with Total Maximum Daily Load Requirements City of Auburn 2016 SWMP Plan 14 \\coa.auburn.local\dept\Building\PUB_WRKS\Utilities\Storm\NPDES II\Administration\Annual Reports\2016 Annual Report\Feb 13 Presentation Documents\Auburn Question 1 2017 SWMP Plan Draft 20170103.docx Actions required of the City under this TMDL include: • Beginning no later than October 1, 2013, conduct twice monthly wet weather sampling of stormwater discharges to the White River at Auburn Riverside High School to determine if specific discharges from Auburn’s MS4 exceed the water quality criteria for fecal coliform bacteria. o Data shall be collected for one wet season. o Data shall be collected in accordance with an Ecology-approved QAPP. o Data collected since EPA TMDL approval can be used to meet this requirement. These actions have been completed. • For any of the outfalls monitored, showing discharges that exceed water quality criteria for primary contact recreation: designate those areas discharging via the MS4 of concern as high priority areas for illicit discharge detection and elimination efforts and implement the schedules and activities identified in S5.C.3 of the Western Washington Phase II permit for response to any illicit discharges found beginning no later than August 1, 2014. This action has been completed. • Install and maintain pet waste education and collection stations at municipal parks and other Permittee owned and operated lands adjacent to streams. Focus on locations where people commonly walk their dogs. 8.1 Planned 2017 Compliance Activities Table 8-1 presents the work plan for 2017 SWMP activities related to TMDL requirement compliance. Table 8-1. 2017 Compliance with TMDL Load Requirements Task ID Task Description Responsible Schedule Notes TMDL - 1 Include summary of activities conducted in TMDL area to address TMDL parameter (fecal coliform) with annual report to Ecology. Utilities Engineering March 31, 2017 TMDL-2 Maintain pet waste education and collection stations at municipal parks and other public lands adjacent to the White River and its tributaries. Parks Department On-going DI.A Page 34 of 249 15 \\coa.auburn.local\dept\Building\PUB_WRKS\Utilities\Storm\NPDES II\Administration\Annual Reports\2016 Annual Report\Feb 13 Presentation Documents\Auburn Question 1 2017 SWMP Plan Draft 20170103.docx CITY OF AUBURN 2017 STORMWATER MANAGEMENT PROGRAM PLAN 9. MONITORING This section describes the Permit requirements related to water quality monitoring, and planned compliance activities for 2017. 9.1 Permit Requirements The Permit (Section S8) requires the City to either conduct Status and Trends Monitoring, and Effectiveness Studies, or pay annually into a collective fund to implement monitoring through the Regional Stormwater Monitoring Program (RSMP). The City committed in 2013 to pay $45,096.00 annually into the collective RSMP monitoring fund for both Status and Trends Monitoring and Effectiveness Studies. All permittees are required to pay into the RSMP to implement the RSMP Source Identification Information Repository (SIDIR). Auburn’s annual payment will be $2,614.00. Payments are due to the Department of Ecology by August 15th each year. The City is required to provide the following monitoring and/or assessment data in each annual report: A description of any stormwater monitoring or studies conducted by the City during the reporting period. If stormwater monitoring was conducted on behalf of the City, or if studies or investigations conducted by other entities were reported to the City, a brief description of the type of information gathered or received shall be included in the annual report. 9.2 Planned 2017 Compliance Activities Table 9-1 presents the work plan for 2017 SWMP monitoring activities. Table 9-1. 2017 Water Quality Monitoring Work Plan Task ID Task Description Lead Compliance Timeframe MNTR -1 Pay $47,710.00 annually into the RSMP collective fund for implementation of Status and Trends Monitoring, Effectiveness Studies, and the Source Identification Information Repository. Utilities Engineering Annual payment due by August 15th. DI.A Page 35 of 249 16 \\coa.auburn.local\dept\Building\PUB_WRKS\Utilities\Storm\NPDES II\Administration\Annual Reports\2016 Annual Report\Feb 13 Presentation Documents\Auburn Question 1 2017 SWMP Plan Draft 20170103.docx APPENDIX A Acronyms and Definitions The following definitions and acronyms are taken directly from the Phase II Permit and are reproduced here for the reader’s convenience. 40 CFR means Title 40 of the Code of Federal Regulations, which is the codification of the general and permanent rules published in the Federal Register by the executive departments and agencies of the federal government. AKART means all known, available, and reasonable methods of prevention, control and treatment. See also State Water Pollution Control Act, chapter 90.48.010 RCW and chapter 90.48.520 RCW. All known, available and reasonable methods of prevention, control and treatment refers to the State Water Pollution Control Act, chapter 90.48.010 RCW and chapter 90.48.520 RCW. Applicable TMDL means a TMDL which has been approved by EPA on or before the issuance date of this Permit, or prior to the date that Ecology issues coverage under this Permit, whichever is later. Beneficial Uses means uses of waters of the state which include but are not limited to use for domestic, stock watering, industrial, commercial, agricultural, irrigation, mining, fish and wildlife maintenance and enhancement, recreation, generation of electric power and preservation of environmental and aesthetic values, and all other uses compatible with the enjoyment of the public waters of the state. Best Management Practices are the schedules of activities, prohibitions of practices, maintenance procedures, and structural and/or managerial practices approved by Ecology that, when used singly or in combination, prevent or reduce the release of pollutants and other adverse impacts to waters of Washington State. BMP means Best Management Practice. Bypass means the diversion of stormwater from any portion of a stormwater treatment facilit y. Census defined urban area means Urbanized Area. DI.A Page 36 of 249 17 \\coa.auburn.local\dept\Building\PUB_WRKS\Utilities\Storm\NPDES II\Administration\Annual Reports\2016 Annual Report\Feb 13 Presentation Documents\Auburn Question 1 2017 SWMP Plan Draft 20170103.docx Circuit means a portion of a MS4 discharging to a single point or serving a discrete area determined b y traffic volumes, land use, topography or the configuration of the MS4. Component or Program Component means an element of the Stormwater Management Program listed in S5 Stormwater Management Program for Cities, Towns, and Counties or S6 Stormwater Management Program for Secondary Permittees, S7 Compliance with Total Maximum Daily Load Requirements, or S8 Monitoring of this permit. Conveyance system means that portion of the municipal separate storm sewer system designed or used for conveying stormwater. Co-Permittee means an owner or operator of an MS4 which is in a cooperative agreement with at least one other applicant for coverage under this permit. A Co-Permittee is an owner or operator of a regulated MS4 located within or in proximity to another regulated MS4. A Co- Permittee is only responsible for permit conditions relating to discharges from the MS4 the Co- Permittee owns or operates. See also 40 CFR 122.26(b)(1) CWA means Clean Water Act (formerly referred to as the Federal Water Pollution Control Act or Federal Water Pollution Control Act Amendments of 1972) Pub.L. 92-500, as amended Pub. L. 95-217, Pub. L. 95-576, Pub. L. (6-483 and Pub. L. 97-117, 33 U.S.C. 1251 et.seq). Director means the Director of the Washington State Department of Ecology, or an authorized representative. Discharge Point means the location where a discharge leaves the Permittee’s MS4 through the Permittee’s MS4 facilities/BMPs designed to infiltrate. Entity means a governmental body, or a public or private organization. EPA means the U.S. Environmental Protection Agency. General Permit means a permit which covers multiple dischargers of a point source categor y within a designated geographical area, in lieu of individual permits being issued to each discharger. Ground water means water in a saturated zone or stratum beneath the surface of the land or below a surface water body. Refer to chapter 173-200 WAC. Hazardous substance means any liquid, solid, gas, or sludge, including any material, substance, product, commodity, or waste, regardless of quantity, that exhibits any of the physical, chemical, or biological properties described in WAC 173-303-090 or WAC 173-303-100. Heavy equipment maintenance or storage yard means an uncovered area where any heavy equipment, such as mowing equipment, excavators, dump trucks, backhoes, or bulldozers are washed or maintained, or where at least five pieces of heavy equipment are stored on a long- term basis. Highway means a main public road connecting towns and cities. Hydraulically near means runoff from the site discharges to the sensitive feature without significant natural attenuation of flows that allows for suspended solids removal. See Appendix 7 Determining Construction Site Sediment Damage Potential for a more detailed definition. Hyperchlorinated means water that contains more than 10 mg/Liter chlorine. Illicit connection means any infrastructure connection to the MS4 that is not intended, permitted or used for collecting and conveying stormwater or non-stormwater discharges allowed as specified in this DI.A Page 37 of 249 18 \\coa.auburn.local\dept\Building\PUB_WRKS\Utilities\Storm\NPDES II\Administration\Annual Reports\2016 Annual Report\Feb 13 Presentation Documents\Auburn Question 1 2017 SWMP Plan Draft 20170103.docx permit (S5.C.3 and S6.D.3). Examples include sanitary sewer connections, floor drains, channels, pipelines, conduits, inlets, or outlets that are connected directl y to the MS4. Illicit discharge means any discharge to a MS4 that is not composed entirely of stormwater or of non- stormwater discharges allowed as specified in this permit (S5.C.3 and S6.D.3). Impervious surface means a non-vegetated surface area that either prevents or retards the entry of water into the soil mantle as under natural conditions prior to development. A non- vegetated surface area which causes water to run off the surface in greater quantities or at an increased rate of flow from the flow present under natural conditions prior to development. Common impervious surfaces include, but are not limited to, roof tops, walkways, patios, driveways, parking lots or stormwater areas, concrete or asphalt paving, gravel roads, packed earthen materials, and oiled, macadam or other surfaces which similarly impede the natural infiltration of stormwater. Land disturbing activity means any activity that results in a change in the existing soil cover (both vegetative and non-vegetative) and/or the existing soil topography. Land disturbing activities include, but are not limited to clearing, grading, filling and excavation. Compaction that is associated with stabilization of structures and road construction shall also be considered land disturbing activity. Vegetation maintenance practices, including landscape maintenance and gardening, are not considered land disturbing activity. Stormwater facility maintenance is not considered land disturbing activity if conducted according to established standards and procedures. LID means Low Impact Development. LID BMP means low impact development best management practices. LID Principles means land use management strategies that emphasize conservation, use of on- site natural features, and site planning to minimize impervious surfaces, native vegetation loss, and stormwater runoff. Low Impact Development means a stormwater and land use management strategy that strives to mimic pre-disturbance hydrologic processes of infiltration, filtration, storage, evaporation and transpiration by emphasizing conservation, use of on-site natural features, site planning, and distributed stormwater management practices that are integrated into a project design. Low impact development best management practices means distributed stormwater management practices, integrated into a project design, that emphasize pre-disturbance hydrologic processes of infiltration, filtration, storage, evaporation and transpiration. LID BMPs include, but are not limited to, bioretention, rain gardens, permeable pavements, roof downspout controls, dispersion, soil quality and depth, vegetated roofs, minimum excavation foundations, and water re-use. Material Storage Facilities means an uncovered area where bulk materials (liquid, solid, granular, etc.) are stored in piles, barrels, tanks, bins, crates, or other means. Maximum Extent Practicable refers to paragraph 402(p)(3)(B)(iii) of the federal Clean Water Act which reads as follows: Permits for discharges from municipal storm sewers shall require controls to reduce the discharge of pollutants to the maximum extent practicable, including management practices, control techniques, and system, design, and engineering methods, and other such provisions as the Administrator or the State determines appropriate for the control of such pollutants. MEP means Maximum Extent Practicable. MS4 means municipal separate storm sewer system. DI.A Page 38 of 249 19 \\coa.auburn.local\dept\Building\PUB_WRKS\Utilities\Storm\NPDES II\Administration\Annual Reports\2016 Annual Report\Feb 13 Presentation Documents\Auburn Question 1 2017 SWMP Plan Draft 20170103.docx Municipal Separate Storm Sewer System means a conveyance, or system of conveyances (including roads with drainage systems, municipal streets, catch basins, curbs, gutters, ditches, manmade channels, or storm drains): (i) Owned or operated by a state, city, town, borough, county, parish, district, association, or other public body (created by or pursuant to state law) having jurisdiction over disposal of wastes, stormwater, or other wastes, including special districts under State law such as a sewer district, flood control district or drainage district, or similar entity, or an Indian tribe or an authorized Indian tribal organization, or a designated and approved management agency under section 208 of the CWA that discharges to waters of Washington State. (ii) Designed or used for collecting or conveying stormwater. (iii) Which is not a combined sewer; (iv) Which is not part of a Publicly Owned Treatment Works (POTW) as defined at 40 CFR 122.2.; and (v) Which is defined as “large” or “medium” or “small” or otherwise designated by Ecology pursuant to 40 CFR 122.26. National Pollutant Discharge Elimination System means the national program for issuing, modifying, revoking, and reissuing, terminating, monitoring and enforcing permits, and imposing and enforcing pretreatment requirements, under sections 307, 402, 318, and 405 of the Federal Clean Water Act, for the discharge of pollutants to surface waters of the state from point sources. These permits are referred to as NPDES permits and, in W ashington State, are administered by the Washington State Department of Ecology. Native vegetation means vegetation comprised of plant species, other than noxious weeds, that are indigenous to the coastal region of the Pacific Northwest and which reasonably could have been expected to naturally occur on the site. Examples include trees such as Douglas Fir, western hemlock, western red cedar, alder, big-leaf maple; shrubs such as willow, elderberry, salmonberry, and salal; and herbaceous plants such as sword fern, foam flower, and fireweed. New development means land disturbing activities, including Class IV General Forest Practices that are conversions from timber land to other uses; structural development, including construction or installation of a building or other structure; creation of hard surfaces; and subdivision, short subdivision and binding site plans, as defined and applied in chapter 58.17 RCW. Projects meeting the definition of redevelopment shall not be considered new development. Refer to Appendix 1 for a definition of hard surfaces. New Permittee means a city, town, or county that is subject to the Western Washington Municipal Stormwater General Permit and was not subject to the permit prior to August 1, 2013. New Secondary Permittee means a Secondary Permittee that is covered under a municipal stormwater general permit and was not covered by the permit prior to August 1, 2013. NOI means Notice of Intent. Notice of Intent means the application for, or a request for coverage under a General Permit pursuant to WAC 173-226-200. Notice of Intent for Construction Activity means the application form for coverage under the DI.A Page 39 of 249 20 \\coa.auburn.local\dept\Building\PUB_WRKS\Utilities\Storm\NPDES II\Administration\Annual Reports\2016 Annual Report\Feb 13 Presentation Documents\Auburn Question 1 2017 SWMP Plan Draft 20170103.docx Construction Stormwater General Permit. Notice of Intent for Industrial Activity means the application form for coverage under the General Permit for Stormwater Discharges Associated with Industrial Activities. NPDES means National Pollutant Discharge Elimination System. Outfall means a point source as defined by 40 CFR 122.2 at the point where a discharge leaves the Permittee’s MS4 and enters a surface receiving waterbody or surface receiving waters. Outfall does not include pipes, tunnels, or other conveyances which connect segments of the same stream or other surface waters and are used to convey primarily surface waters (i.e., culverts). Permeable pavement means pervious concrete, porous asphalt, permeable pavers or other forms of pervious or porous paving material intended to allow passage of water through the pavement section. It often includes an aggregate base that provides structural support and acts as a stormwater reservoir. Permittee unless otherwise noted, the term “Permittee” includes city, town, or county Permittee, Co- Permittee, New Permittee, Secondary Permittee, and New Secondary Permittee. Physically Interconnected means that one MS4 is connected to another storm sewer system in such a way that it allows for direct discharges to the second system. For example, the roads with drainage systems and municipal streets of one entity are physically connected directly to a storm sewer s ystem belonging to another entity. Project site means that portion of a property, properties, or right-of-ways subject to land disturbing activities, new hard surfaces, or replaced hard surfaces. Refer to Appendix 1 for a definition of hard surfaces. QAPP means Quality Assurance Project Plan. Qualified Personnel means someone who has had professional training in the aspects of stormwater management for which they are responsible and are under the functional control of the Permittee. Qualified Personnel may be staff members, contractors, or volunteers. Quality Assurance Project Plan means a document that describes the objectives of an environmental study and the procedures to be followed to achieve those objectives. RCW means the Revised Code of Washington State. Receiving waterbody or receiving waters means naturally and/or reconstructed naturally occurring surface water bodies, such as creeks, streams, rivers, lakes, wetlands, estuaries, and marine waters, or ground water, to which infiltration MS4 discharges. Redevelopment means, on a site that is already substantially developed (i.e., has 35% or more of existing hard surface coverage), the creation or addition of hard surfaces; the expansion of a building footprint or addition or replacement of a structure; structural development including construction, installation or expansion of a building or other structure; replacement of hard surface that is not part of a routine maintenance activity; and land disturbing activities. Refer to Appendix 1 for a definition of hard surfaces. Regional Stormwater Monitoring Program means, for all of western Washington, a stormwater- focused monitoring and assessment program consisting of these components: status and trends monitoring in small streams and marine nearshore areas, stormwater management program effectiveness studies, and a source identification information repository (SIDIR). The priorities and DI.A Page 40 of 249 21 \\coa.auburn.local\dept\Building\PUB_WRKS\Utilities\Storm\NPDES II\Administration\Annual Reports\2016 Annual Report\Feb 13 Presentation Documents\Auburn Question 1 2017 SWMP Plan Draft 20170103.docx scope for the RSMP are set by a formal stakeholder group. For this permit term, RSMP status and trends monitoring will be conducted in the Puget Sound basin only. Regulated Small Municipal Separate Storm Sewer System means a Municipal Separate Storm Sewer System which is automatically designated for inclusion in the Phase II stormwater permitting program by its location within an Urbanized Area, or by designation by Ecology and is not eligible for a waiver or exemption under S1.C. RSMP means Regional Stormwater Monitoring Program. Runoff is water that travels across the land surface and discharges to water bodies either directly or through a collection and conveyance s ystem. See also “Stormwater.” Secondary Permittee is an operator of a regulated small MS4 which is not a city, town or county. Secondar y Permittees include special purpose districts and other public entities that meet the criteria in S1.B. Sediment/Erosion-Sensitive Feature means an area subject to significant degradation due to the effect of construction runoff, or areas requiring special protection to prevent erosion. See Appendix 7 Determining Construction Site Sediment Transport Potential for a more detailed definition. Shared water bodies means water bodies, including downstream segments, lakes and estuaries that receive discharges from more than one Permittee. SIDIR means Source Identification Information Repository. Significant contributor means a discharge that contributes a loading of pollutants considered to be sufficient to cause or exacerbate the deterioration of receiving water quality or instream habitat conditions. Small Municipal Separate Storm Sewer System means an MS4 that is not defined as “large” or “medium” pursuant to 40 CFR 122.26(b)(4) & (7) or designated under 40 CFR 122.26 (a)(1)(v). Source control BMP means a structure or operation that is intended to prevent pollutants from coming into contact with stormwater through physical separation of areas or careful management of activities that are sources of pollutants. The SWMMWW separates source control BMPs into two types. Structural Source Control BMPs are physical, structural, or mechanical devices, or facilities that are intended to prevent pollutants from entering stormwater. Operational BMPs are non-structural practices that prevent or reduce pollutants from entering stormwater. See Volume IV of the SWMMWW (2012) for details. Stormwater means runoff during and following precipitation and snowmelt events, including surface runoff, drainage or interflow. Stormwater Associated with Industrial and Construction Activity means the discharge from any conveyance which is used for collecting and conveying stormwater, which is directly related to manufacturing, processing or raw materials storage areas at an industrial plant, or associated with clearing, grading and/or excavation, and is required to have an NPDES permit in accordance with 40 CFR 122.26. Stormwater Management Program means a set of actions and activities designed to reduce the discharge of pollutants from the MS4 to the MEP and to protect water quality, and comprising the components listed in S5 (for cities, towns and counties) or S6 (for Secondary Permittees) of this Permit and any DI.A Page 41 of 249 22 \\coa.auburn.local\dept\Building\PUB_WRKS\Utilities\Storm\NPDES II\Administration\Annual Reports\2016 Annual Report\Feb 13 Presentation Documents\Auburn Question 1 2017 SWMP Plan Draft 20170103.docx additional actions necessary to meet the requirements of applicable TMDLs pursuant to S7 Compliance with TMDL Requirements, and S8 Monitoring and Assessment. Stormwater Treatment and Flow Control BMPs/Facilities means detention facilities, treatment BMPs/facilities, bioretention, vegetated roofs, and permeable pavements that help meet Appendix 1 Minimum Requirements #6 (treatment), #7 (flow control), or both. SWMMWW or Stormwater Management Manual for Western Washington means Stormwater Management Manual for Western Washington (as amended in 2014). SWMP means Stormwater Management Program. TMDL means Total Maximum Daily Load. Total Maximum Daily Load means a water cleanup plan. A TMDL is a calculation of the maximum amount of a pollutant that a water body can receive and still meet water quality standards, and an allocation of that amount to the pollutant’s sources. A TMDL is the sum of the allowable loads of a single pollutant from all contributing point and nonpoint sources. The calculation must include a margin of safety to ensure that the water body can be used for the purposes the state has designated. The calculation must also account for seasonable variation in water quality. Water quality standards are set b y states, territories, and tribes. They identify the uses for each water body, for example, drinking water supply, contact recreation (swimming), and aquatic life support (fishing), and the scientific criteria to support that use. The Clean Water Act, section 303, establishes the water quality standards and TMDL programs. Tributary conveyance means pipes, ditches, catch basins, and inlets owned or operated b y the Permittee and designed or used for collecting and conveying stormwater. UGA means Urban Growth Area. Urban Growth Area means those areas designated by a county pursuant to RCW 36.70A.110. Urbanized Area is a federall y-designated land area comprising one or more places and the adjacent densely settled surrounding area that together have a residential population of at least 50,000 and an overall population density of at least 1,000 people per square mile. Urbanized Areas are designated by the U.S. Census Bureau based on the most recent decennial census. Vehicle Maintenance or Storage Facility means an uncovered area where any vehicles are regularly washed or maintained, or where at least 10 vehicles are stored. Water Quality Standards means Surface Water Quality Standards, chapter 173-201A WAC, Ground Water Quality Standards, chapter 173-200 WAC, and Sediment Management Standards, chapter 173-204 WAC. Waters of the State includes those waters as defined as "waters of the United States" in 40 CFR Subpart 122.2 within the geographic boundaries of Washington State and "waters of the state" as defined in chapter 90.48 RCW which includes lakes, rivers, ponds, streams, inland waters, underground waters, salt waters and all other surface waters and water courses within the jurisdiction of the State of Washington. Waters of the United States refers to the definition in 40 CFR 122.2. DI.A Page 42 of 249 1 Response to Question 5 City of Auburn 2016 Public Education and Outreach Summary Public Education / Outreach Activity Target Audience Comments City Storm Drainage Web Site General public City website provides general information on the City’s storm drainage program, links to the City’s SWMP and annual reports and lists the Spill Reporting phone number. City Storm Drainage Web Site Private Storm Facility Owners and Managers City website provides information on maintenance standards for private storm drainage systems. City Environmental Services Web Site General public City website provides information on floodplain and natural area restoration. Stormwater Outreach for Regional Municipalities (STORM) General public Auburn participates in this regional public education program. Auburn brands its stormwater outreach material with the Puget Sound Starts Here (PSSH) logo to promote the regional effort. ECOSS Spill Kit Program Business types included automotive, food service, manufacturing, property maintenance, and retail Outreach and educational training on spill prevention and cleanup, and stormwater pollution prevention was provided to 50 businesses in 2016. 18% of the businesses contacted spoke English as a second language. Water Festival Fourth and fifth grade students 328 Auburn students attended Water Festival 2016 where they learned about stormwater, pollution prevention, wetlands, salmon, drinking water and sanitary sewer issues through hands on activities and presentations. Natural Yard Care Workshops Homeowners Three workshops were attended by between 49 and 68 people per session (61 unique households) from the Lea Hill area of Auburn. Attendees learned that they could have beautiful, healthy yards while reducing their dependence on pesticides and fertilizer. Kid’s Day School children and their parents One-day fair where approximately 1,500 children visited the Auburn Utilities booth where they could learn about stormwater pollution prevention and other water resource information. Approximately 175 kids visited the Environmental Services booth for face painting and to learn about “green” elements that they could incorporate into their lives. Carwash Kit Program / IDDE Property owners / managers Kit checkout procedures continued to include a process were the City verifies that a kit will function at a site prior to it being checked out for use. Auburn Adventist Academy Day of Service High school students The City organized and led native plant planting, clean-up, and ramp building at the Auburn Environmental Park. Approximately 25 students participated. Terminal Park Elementary School Earth Day Assembly Elementary students Approximately 350 students were taught about the origins of Earth Day and brainstormed “green” things that they could do to “give the earth a hand”. Boeing Earth Day Event General public The City manned a booth at the event where Boeing employees learned about environmentally friendly practices to prevent pollution at home and about actions taken by the City to preserve our natural resources. DI.A Page 43 of 249 2 Public Education / Outreach Activity Target Audience Comments Clean Sweep General public Approximately 50 volunteers helped with City led planting, cleaning, and invasive plant removal at the Auburn Environmental Park. Presentations to City Council on Low Impact Development City Council City staff conducted three tours for the Councilmembers of local LID facilities to introduce LID theory and application, staff conducted three meetings (including a public hearing) with the Planning Commission outlining LID policy changes and code updates, two meetings with Council were held to outline LID policies, code updates and SWMMM adoption recommendations, and code revision/SWMMM adoption was completed over two City Council work sessions and one City Council meeting. Doo The Right Thing Pet Owners Article promoting proper disposal of pet waste was included in the summer Auburn Magazine that was mailed to residences and businesses in Auburn. Scoop it, Bag it and Put it in the Trash article Pet owners Infographic promoting proper disposal of pet waste was included in the fall Auburn Magazine that was mailed to residences and businesses in Auburn. Make Your Fundraiser Clean and Green article Fundraising groups Article on fundraising car wash ticket sales was included in the summer Auburn Magazine that was mailed to residences and businesses in Auburn. Rain Gardens, Pervious Concrete & Green Roofs article Homeowners Article on rain gardens, pervious concrete and green roofs was included in the spring Auburn Magazine that was mailed to residences and businesses in Auburn. Creating a Fall Rain Garden article Homeowners Article on constructing a rain garden was included in the summer Auburn Magazine that was mailed to residences and businesses in Auburn. Maintaining Your Rain Garden article Homeowners Article on maintaining rain gardens was included in the fall Auburn Magazine that was mailed to residences and businesses in Auburn. Rainwater Harvesting article Homeowners Article on rainwater harvesting was included in the winter Auburn Magazine that was mailed to residences and businesses in Auburn. Rain Drain Postcard Homeowners in areas where illicit discharges are suspected Postcard was mailed to 288 residences in 1 neighborhood where illicit discharges had been identified. Illicit Discharge Recognition and Reporting video City staff MS PowerPoint training presentation was updated and converted to video. The video was distributed using Human Resources automated training program. 301 staff members were trained on identification and reporting of illicit discharges. Updated and revised Development Materials and Handouts to Comply with the new LID Requirements Developers, city staff Development materials including Development Checklists (Residential, Commercial, Civil Site Improvement), Minimum Requirements Table (for Engineers and Public) update/revised and made available on the City website. DOE 2014 Stormwater Management Manual, Auburn Supplemental Manual, Auburn Design and Construction Standards Developers, city staff Newly adopted, created and revised documents made available on the City website. 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In the review and revision process Permittees were to review, revise and make effective their local development-related codes, rules, standards, or other enforceable documents to incorporate and require LID principles and LID Best Management Practices (BMPs). Section S5.C.4.f.ii states: Except for Permittees in Lewis and Cowlitz Counties and the City of Aberdeen, each permittee shall submit a summary of the results of the review and revision process in (i) above with the annual report due no later than March 31, 2017. Permittees in Lewis and Cowlitz Counties shall submit the summary with the annual report due no later than March 31, 2018. The City of Aberdeen shall submit the summary with the Fifth Year annual report. This summary shall include, at a minimum, a list of the participants (job title, brief job description, and department represented), the codes, rules, standards, and other enforceable documents reviewed, and the revisions made to those documents which incorporate and require LID principles and LID BMPs. The summary shall include existing requirements for LID principles and LID BMPs in development-related codes. The summary shall be organized as follows: (a) Measures to minimize impervious surfaces (b) Measures to minimize loss of native vegetation; and (c) Other measures to minimize stormwater runoff. The City of Auburn began the process in the fall 2014 by reviewing the document Integrating LID into Local Codes: A Guidebook for Local Governments (Puget Sound Partnership, 2012). This guidebook describes a systematic approach for integrating LID into existing and new codes. In November of 2014 a group of six staff members were chosen from the Community Development and Public Works Department to attend the Low Impact Development Code Update and Integration Training presented by the Washington State Department of Ecology. These employees formed the initial core group tasked with implementing LID in Auburn. The City followed the process outlined in Integrating LID into Local Codes: A Guidebook for Local Governments which includes the following six steps: Step 1 Assemble the Project Team Step 2 Understand General Topics to Address Step 3 Review Existing Codes and Standards Step 4 Amend Existing Codes and Develop New Codes Step 5 Public Review and Adoption Process Step 6 Ensure Successful Implementation DI.A Page 75 of 249 Step 1. The City assembled the Core Group, made up of staff from the Community Development and Public Works Department. A list of the Core Group members, their titles, department and a brief description of their jobs within the City are included in Appendix A. The Core Group members met and discussed issues with many other staff during the review and revision process, so the total number of staff participating in the LID integration process is much larger than those shown in Appendix A. Step 2. The Core Group utilized Integrating LID into Local Codes: A Guidebook for Local Governments and created spreadsheets to replicate those hard copies provided at the Department of Ecology Low Impact Development Code Update and Integration Training to develop an understanding of the general topics that would need to be addressed. The purpose of the spreadsheets (forms) were to act as a template for tracking the review process as we integrated low impact development into our codes, rules, standards, and other enforceable documents. Step 3. The Core Group conducted and documented a gap analysis of existing codes and standards. The spreadsheets contained all the recommended major topic categories and subtopics, and were utilized to step through the process and document the results. The completed spreadsheets are included as Appendix B. Step 4. Based on the gap analysis conducted in Step 3, the Core Group filled the gaps and removed barriers by amending existing codes/standards and developed new language through an iterative process of integration. An essential part of this task was working out how the City will implement the LID project review and approval process. Major topic categories from the spreadsheets documenting our review and revision process (see Appendix B) address LID principles designed to minimize impervious surfaces, loss of native vegetation, and stormwater runoff as shown in the following table. Minimize Impervious Surfaces Minimize Loss of Native Vegetation Minimize Stormwater Runoff Site Planning and Assessment X X X Healthy Soils X Landscaping, Native Vegetation, and Street Landscaping X Hard and Impervious Surfaces X X Bulk and Dimensional Considerations X Clearing and Grading X X Streets and Roads X X Parking X X Design Guidelines and Standards X Stormwater Management and Maintenance X Subdivision and Planned Unit Development X Critical Areas and Shoreline Management X DI.A Page 76 of 249 Step 5. The recommended code changes were adopted by Ordinance 6617 on October 17, 2016 to become effective on December 31, 2016 (Appendix C). Step 6. The Core Group continued, after adoption of the code, to update our Engineering Design and Construction Standards and development review process documents to ensure successful implementation of LID in Auburn. DI.A Page 77 of 249 Appendix A LID Review and Revision Participants (The Core Group) Name Job Title Department Brief Job Description Shannon Howard Civil Engineer - Utilities Community Development and Public Works Core Group Lead. Performs civil engineering work for the Storm Drainage Utility Ingrid Gaub Assistant Director of Engineering Services / City Engineer Community Development and Public Works Manages the Engineering Services Area of the Community Development and Public Works Department Jeff Tate Assistant Director of Community Development Services Community Development and Public Works Manages the Community Development Services Area of the Community Development and Public Works Department Randy Bailey Assistant Director of Public Works Services Community Development and Public Works Manages the Maintenance & Operation Services Area of the Community Development and Public Works Department Jacob Sweeting Assistant City Engineer Community Development and Public Works Assists with managing the Engineering Services Area Lisa Tobin Utilities Engineering Manager Community Development and Public Works Manages the Utilities Engineering Division Tim Carlaw Storm Drainage Engineer Community Development and Public Works Manages the Storm Drainage Utility Tom Ushing Building Official Community Development and Public Works Manages the Building Inspection Group Monty Bakken Development Engineer Community Development and Public Works Performs development review engineering for DI.A Page 78 of 249 the Development Services Area Steven Sturza Development Review Engineer Community Development and Public Works Performs development review engineering for the Development Services Area Pablo Para Transportation Manager Community Development and Public Works Manages the Transportation Division Courtney Pompa Assistant Traffic Engineer Community Development and Public Works Performs transportation engineering for the Transportation Division Chris Anderson Environmental Services Manager Community Development and Public Works Manages the Environmental Services Area Mike Kamenzind Construction Manager Community Development and Public Works Manages the Construction Inspection Group Debra Alverez Storm Water Management Inspector Community Development and Public Works Performs construction site review and inspection for erosion and sediment control Diane Gamlem Storm Water Management Inspector Community Development and Public Works Performs construction site review and inspection for erosion and sediment control Chris Thorn Water Quality Programs Coordinator Community Development and Public Works Performs regulatory compliance coordination for the Utilities Engineering Division DI.A Page 79 of 249 Appendix B Review and Revision Documentation Forms DI.A Page 80 of 249 Team Member: Date Reviewed: 12-1-2015, 8-9-2016 Topic/Sub Topics Change to Standard or Code Topic Reviewed Conflict/Gap Identified Section/Page Reference Summary of Existing Text Summary of Conflict/Gap Steps Taken Addressed in Auburn City Code and Other Enforceable Documents If you decided not to incorporate any changes, explain why below. 12.04 (New Revisions) 13.48.225.D.1 (New Revisions) 13.48.225.D.5 (New Revisions) City of Auburn SWMM (New - conforms to DOE City's existing critical area ordinance requires building setbacks from critical areas. Code change to 12.04 adopts the DOE SWMMWW as the City's SWMM, thus implementing it as an enforceable document. Code revisions to 13.48.225 requires use of DOE SWMMWW and implementation of the Minimum Requirements for all new development and redevelopment. The use of the SWMMWW will protect healthy soils through development of Stormwater Site Plans in accordance with Chapter 3, Vol I, which requires the use of LID priniciples and BMPs where feasible. If you decided not to incorporate any changes, explain why below. 12.04 (New Revisions) 13.48.225.D.1 (New Revisions) 13.48.225.D.5 (New Revisions) City of Auburn SWMM (New - conforms to DOE SWMMWW) Code change to 12.04 adopts the DOE SWMMWW as the City's SWMM, thus implementing it as an enforceable document. Code revisions to 13.48.225 requires use of DOE SWMMWW and implementation of the Minimum Requirements for all new development and redevelopment. The use of the SWMMWW will minimize grading and disturbance of native soils, vegetation, and watercourses in the development of parking areas through development of Stormwater Site Plans in accordance with Chapter 3, Vol I, which requires the use of LID priniciples and BMPs where feasible. If you decided not to incorporate any changes, explain why below. 13.48.225.D.1 (New Revisions) City of Auburn SWMM (New - conforms to DOE SWMMWW) Code revised to specifically apply SWMMWW Volume 1, Chapter 3 to site design and BMP locations. The Stormwater Site Plan process includes siting storm facilities in areas with good soil permeablitiy, and takes into consideration pre-existing drainage patterns. Decision to rely on SWMMWW for facility locating was made so that administrative changes and updates could be made periodically, without requiring extensive code change process. Use of the SWMMWW meets NPDES requirements because it is an "enforceable document" Additional Comments: Need provision to site storm facilities in areas with good soil permeability and in locations of pre-existing drainage patterns. Stormwater Treatment/Flow Control BMP Facility Locations ACC 13.48.225 City code establishes standards but do not prioritize the need to preserve soils and do not prioritize the need to locate stormwater management facilities within natural drainage path to reduce site grading. 1. SITE PLANNING AND ASSESSMENT Purpose of Review Form: The purpose of this review form is to provide a template for tracking the review process for integrating low impact Development (LID) into local codes, rules, standards, and other enforceable documents. Recommended subtopics for review are identified under each of the major topic categories. Refer to the Subtopic Focus Sheets for more information on the importance of each subtopic and questions to consider during the review process. A similar form was successfully used by the City of Seattle and the City of Arlington during their review processes. This form is not required to be used for permit compliance and can be modified, as needed, to incorporate additional review topics or tracking items. The city's critical area standards require that buildings be setback from environmental features. While the critical areas ordinance already establishes setbacks, City code does not require that soil conditions be evaluated through the development review process irrespective of whether the proposed disturbance is in or near a critical area or not. Look at adding provisions for preserving healthy soil areas for LID BMPs instead of building locations. Parking Area Locations ACC 18.52 Parking standards are established but do not address siting criteria that supports LID techniques, however existing parking standards include a number of incentives for reducing parking footprint. These incentives include shared parking, reduced parking requirements near transit, exemptions in downtown core, and trip reduction plans. Current code does not require parking lot locations to consider soil conditions, reduction or disconnection of impervious surfaces, preservation of native vegetation and watercourses, or other LID principles. Building Locations ACC 16.10 LID Core Group You created this PDF from an application that is not licensed to print to novaPDF printer (http://www.novapdf.com) DI.A Page 81 of 249 Team Member: Date Reviewed: 2-17-15, 8-16-2016 Topic/Sub Topics Change to Standard or Code Topic Reviewed Conflict/Gap Identified Section/Page Reference Summary of Existing Text Summary of Conflict/Gap Steps Taken Addressed in Auburn City Code and Other Enforceable Documents If you decided not to incorporate any changes, explain why below. 12.04 (New Revisions) 13.48.225.D.1 (New Revisions) 13.48.225.D.5 (New Revisions) City of Auburn SWMM (New - conforms to DOE SWMMWW) Code change to 12.04 adopts the DOE SWMMWW as the City's SWMM, thus implementing it as an enforceable document. Code revisions to 13.48.225 requires use of DOE SWMMWW and implementation of the Minimum Requirements for all new development and redevelopment. The use of the SWMMWW will require identification and protection of healthy native soils through development of Stormwater Site Plans in accordance with Chapter 3, Vol I, and Construction Stormwater Pollution Prevention plans in accordance with Volume II, which both require the use of LID priniciples and BMPs where feasible. Implementation of BMP T 5.13 as required in the SWMM will address restoring healthy soils through the addition of compost amendments. If you decided not to incorporate any changes, explain why below. 12.04 (New Revisions) 13.48.225.D (New Revisions) City of Auburn SWMM (New - conforms to DOE SWMMWW) Code change to 12.04 adopts the DOE SWMMWW as the City's SWMM, thus implementing it as an enforceable document. Code revisions to 13.48.225 requires use of DOE SWMMWW and implementation of the Minimum Requirements for all new development and redevelopment. Implementation of BMP T 5.13 as required in the SWMM will address restoring healthy soils through the addition of compost amendments to disturbed soils. City of Auburn does not currently have a compost program to incentivize small projects, although local suppliers and other regional sources of compost are readily available. If you decided not to incorporate any changes, explain why below. 13.48.225.D (New Revisions) City of Auburn SWMM (New - conforms to DOE SWMMWW) Code revisions make implementation of BMP T5.13 mandatory, requiring contractors to reestablish soil quality and depth after compaction from construction activities. The City does not have the authority to specify means and methods of construction. It is in the developer's best interest to minimize the disturbed and compacted areas to reduce restoration costs, while recognizing that sufficient area must be provided for safe and efficient construction. Additional Comments: Current code does not require the implementation of BMP T5.13. Compost Amendments SWMM Vol II Sec 3.1.13 BMP C125 Compost, Vol VI Sec 2.2.1.4 BMP L613 Post- Construction Soil Quality and Depth. Retain existing soils on site. If not possible then amend soils as noted in BMP L613 and DOE BMP T5.13. Current code does not require the implementation of BMP T5.13. Compaction DOE BMP T5.13 Subsoil loose or fractured, covered by loose layer of amended soils. Protect from compaction. 2. HEALTHY SOILS Purpose of Review Form: The purpose of this review form is to provide a template for tracking the review process for integrating low impact Development (LID) into local codes, rules, standards, and other enforceable documents. Recommended subtopics for review are identified under each of the major topic categories. Refer to the Subtopic Focus Sheets for more information on the importance of each subtopic and questions to consider during the review process. A similar form was successfully used by the City of Seattle and the City of Arlington during their review processes. This form is not required to be used for permit compliance and can be modified, as needed, to incorporate additional review topics or tracking items. Protecting and Restoring Healthy Soil Sec 12.36.020 Street Trees, Sec13.48.030/210 Storm Drainage, Sec 14. SWMM Sec Vol VI Sec2.2.1.4 BMP L613 ACC 13.48.225 requires compliance with BMP L613 Provides authority for all land disturbing activities but does not require compliance with LID principles where feasible. Code and current SWMM do not adequately require LID principles and BMPs to protect or restore healthy soils. Monty, LID Core Group You created this PDF from an application that is not licensed to print to novaPDF printer (http://www.novapdf.com) DI.A Page 82 of 249 Team Member: Date Reviewed: 10-20-2015, 8-16-2016 Topic/Sub Topics Change to Standard or Code Topic Reviewed Conflict/Gap Identified Section/Page Reference Summary of Existing Text Summary of Conflict/Gap Steps Taken Addressed in Auburn City Code and Other Enforceable Documents If you decided not to incorporate any changes, explain why below. 18.50.040.A Table Note 1 (New Revisions) 18.50.045 (Existing Code) Emphasis on retaining coniferious vegetation added to code. Adoption of SWMMWW provides direction to apply flow credit for retained and new trees when modeling in WWHM. Flow credit can be applied to meeting LID Performance Standard. If you decided not to incorporate any changes, explain why below. 18.50 (Existing Code) Screening already addressed in code; nothing in code precludes using existing vegetation or LID facility plantings for screening. 18.50.040.A.5 Landscaping with LID (New Revisions) New Design Standards (Chapter 10.08) ACC 18.50.040.A.5 allows private LID facilities that have plantings to be used to meet landscaping requirements on private property. Additional changes to Design Standards Chapter 10 allow for use of LID facilities in street frontages. If you decided not to incorporate any changes, explain why below. 18.50.040 (Existing Code) Parking lots are required to have at least 7-10% landscaping, with landscape areas located within 50 feet of any parking stall. This spacing and coverage helps interrupt expanses of impervious surfaces. Additional Comments: Screening Chapter 18.50 establishes the landscaping and screening requirements, and does not have a conflict for implementing LID Screening is required in a variety of different scenarios (e.g. screening between incompatible uses, screening of parking areas, etc.). Landscaping Requirements for Street Frontages Chapter 18.50.040.A.1 Requirements for Street Frontages Chapter 10 of the design standards. Minimum requirements for street trees, grass, ground cover, and shrubs are established in Chp 10 of the Design Standards. The code and design standards do not include requirements or provisions for how to address LID used in street frontage improvements. Consider impact of street trees on maintenance requirements for LID BMPs. Landscaping with LID can count towards landscaping requirements. Landscaping Requirements for Parking Lots Chapter 18.50 establishes the landscaping and screening requirements Minimum percentages for parking lot landscaping are established. 3. LANDSCAPING, NATIVE VEGETATION, AND STREET LANDSCAPING Purpose of Review Form: The purpose of this review form is to provide a template for tracking the review process for integrating low impact Development (LID) into local codes, rules, standards, and other enforceable documents. Recommended subtopics for review are identified under each of the major topic categories. Refer to the Subtopic Focus Sheets for more information on the importance of each subtopic and questions to consider during the review process. A similar form was successfully used by the City of Seattle and the City of Arlington during their review processes. This form is not required to be used for permit compliance and can be modified, as needed, to incorporate additional review topics or tracking items. Tree Preservation Chapter 18.50 establishes the landscaping and screening requirements Minimum percentages are established for most zoning designations. Chapter 18.50.045 requires preservation of significant trees based on evergreen and deciduous trees of certain minimum diameter within the required perimeter area, and requires measures to protect and preserve them during construction. Add provisions to retain areas with existing native coniferous vegetation. Current SWMM does not offer tree credits for flow control modeling/LID performance standard modeling. Jeff T., Monty, LID Core Group You created this PDF from an application that is not licensed to print to novaPDF printer (http://www.novapdf.com) DI.A Page 83 of 249 Team Member: Date Reviewed: 10-13-2015, 8-30-2016 Topic/Sub Topics Change to Standard or Code Topic Reviewed Conflict/Gap Identified Section/Page Reference Summary of Existing Text Summary of Conflict/Gap Steps Taken Addressed in Auburn City Code and Other Enforceable Documents If you decided not to incorporate any changes, explain why below. Existing code already establishes maximum impervious surface limits for different land use types, and that portions of the impervious surfacing are non-pollution generating surfaces. If you decided not to incorporate any changes, explain why below. Joint driveways and access tracts to serve up to 6 residential lots are already included in Chapter 10 of Design Standards. If you decided not to incorporate any changes, explain why below. The City Standards do have a minimum driveway width to accommodate safe turns into and out of the right of way. Modify Design Standards Chapter 10 to reduce maximum driveway width for residential driveways. If you decided not to incorporate any changes, explain why below. Already accounted for in SWMM (Update) Minimum Requirement 5 Vol 1 If you decided not to incorporate any changes, explain why below. Already accounted for in SWMM (Update) Minimum Requirement 5 Vol 1 4. HARD AND IMPERVIOUS SURFACES Purpose of Review Form: The purpose of this review form is to provide a template for tracking the review process for integrating low impact Development (LID) into local codes, rules, standards, and other enforceable documents. Recommended subtopics for review are identified under each of the major topic categories. Refer to the Subtopic Focus Sheets for more information on the importance of each subtopic and questions to consider during the review process. A similar form was successfully used by the City of Seattle and the City of Arlington during their review processes. This form is not required to be used for permit compliance and can be modified, as needed, to incorporate additional review topics or tracking items. Maximum Impervious Surface Allowances ACC 18.07.030 for residential and ACC 18.23.040 for non- residential. Maximum Impervious Surface Allowances are provided in 18 ACC based on zoning. Monty, Pablo, LID Core Group No minimum width for residential driveways. Shared Driveways Sec 10.04.4.2 Driveway layout DS If the minimum spacing of 10 feet for residential and 50 feet for commercial/industrial cannot be met then a single driveway centered on the lot line may be required. Minimum Driveway Width Information on minimum widths is shown in the standard detail. Minimum driveway widths are provided for certain types of driveways in Standard Detail Traffic-11 Additional Comments: There is no conflict or gap as there is no reference to this type of driveway. Use of Permeable Pavement for Driveways & Driveway Encroachments DOE SWMMWW Alternate paving surfaces include porous asphalt, porous concrete, grid and lattice rigid plastic or paving blocks. Designed to accommodate pedestrian, bicycle, and auto traffic while allowing infiltration of storm runoff. There is no discussion of driveways. Anticipate adding driveways to the existing list of uses for permeable paving. Two-Track Driveway Design No section found N/A You created this PDF from an application that is not licensed to print to novaPDF printer (http://www.novapdf.com) DI.A Page 84 of 249 Team Member: Date Reviewed: 10-6-2015, 8-23-2016 Topic/Sub Topics Change to Standard or Code Topic Reviewed Conflict/Gap Identified Section/Page Reference Summary of Existing Text Summary of Conflict/Gap Steps Taken Addressed in Auburn City Code and Other Enforceable Documents If you decided not to incorporate any changes, explain why below. 18.07.030 (Existing Code) 18.23.040 (Existing Code) Note that setbacks not critical to meeting minimum standard Chapter 18.50.040.A.2 requires that unused areas (which would include setbacks) shall be landscaped with existing natural vegetation, native grasses or similar, which promotes LID principles. If you decided not to incorporate any changes, explain why below. 18.07.030 (Existing Code) 18.23.040 (Existing Code) Chapter 18.23.050.A.1 limits height of building to width of adjacent right of way. Due to the location of the airport in the center of downtown, height greater than 60 feet is infeasible. If you decided not to incorporate any changes, explain why below. 18.07.030 (Existing Code) 18.23.040 (Existing Code) DOE SWMMWW Minimum Requirement #5 Storm Minimum Requirement #5 will drive site development layout, which will therefore minimize building coverage. If you decided not to incorporate any changes, explain why below. 17.26 (Existing Code) Clustering code exists and is considered an acceptable LID strategy for reducing impervious areas and native vegetation loss. 5. BULK AND DIMENSIONAL CONSIDERATIONS Purpose of Review Form: The purpose of this review form is to provide a template for tracking the review process for integrating low impact Development (LID) into local codes, rules, standards, and other enforceable documents. Recommended subtopics for review are identified under each of the major topic categories. Refer to the Subtopic Focus Sheets for more information on the importance of each subtopic and questions to consider during the review process. A similar form was successfully used by the City of Seattle and the City of Arlington during their review processes. This form is not required to be used for permit compliance and can be modified, as needed, to incorporate additional review topics or tracking items. Building Setbacks ACC 18.07.030 Residential ACC 18.23.040 Commercial In all residential zones there are established minimum setbacks for front, side, and rear. In the commercial zones there is a mix of minimum and maximum setbacks and some zones do not have a maximum or minimum. There are no maximum front residential setbacks; this could help reduce driveway lengths and the amount of impervious surfaces. In the commercial zones,ensure that setbacks can be used for landscaping. Jeff T, LID Core Group Height Limits ACC 18.07.030 Residential ACC 18.23.040 Commercial All residential and commercial zones establish a height limit. The height limit in the residential zones is generous and not likely to affect building footprints. In the commercial zones, the height limits are established to make the land use compatible with the adjacent uses. Maximum Square Footage ACC 18.07.030 Residential ACC 18.23.040 Commercial Title 18 establishes building coverage ratios. Additional Comments: Clustering Chapter 17.26 The "Cluster Subdivisions" code allows for clustering to preserve environmentally sensitive areas without loss of allowable density. You created this PDF from an application that is not licensed to print to novaPDF printer (http://www.novapdf.com) DI.A Page 85 of 249 Team Member: Date Reviewed: 02-24-15, 8-23-2016 Topic/Sub Topics Change to Standard or Code Topic Reviewed Conflict/Gap Identified Section/Page Reference Summary of Existing Text Summary of Conflict/Gap Steps Taken Addressed in Auburn City Code and Other Enforceable Documents If you decided not to incorporate any changes, explain why below. 12.04 (new requirement) 13.48.225.D (new requirement) 15.74 (new requirement) Add code to adopt DOE SWMMWW which requires LID facilities in areas with good infiltration potential, including those within critical area buffers and shorelines, but not in geotechnically hazardous areas unless supported by geotechnical engineering. Require all land disturbing activities meet Minimum Requirements and requirements of DOE SWMMWW. Adoption of Element #13 for construction SWPP will protect existing areas of infiltration and LID facilities during the construction process as well. 13.48.225.D.5 (new requirement) Amend code to require use of LID principles and practices per the DOE SWMMWW, including minimizing loss of native soils and vegetation. If you decided not to incorporate any changes, explain why below. 12.04 (new requirement) 13.48.225.D.2 (new requirement) Amend code to adopt DOE SWMMWW, which requires implementation of Element 13 (Protect LID Facilities) of Minimum Requirement #2 during construction. Additional Comments: Construction Sequencing 2009 COA SWMM, 13.48.225.D.2 Existing text in 13.48 establishes 12 elements for Construction SWPPP Gap in Design Standards and current SWMM; no protection of LID facilities during construction. Monty, LID Core Group LID is not the required method of stormwater management. 6. CLEARING AND GRADING Purpose of Review Form: The purpose of this review form is to provide a template for tracking the review process for integrating low impact Development (LID) into local codes, rules, standards, and other enforceable documents. Recommended subtopics for review are identified under each of the major topic categories. Refer to the Subtopic Focus Sheets for more information on the importance of each subtopic and questions to consider during the review process. A similar form was successfully used by the City of Seattle and the City of Arlington during their review processes. This form is not required to be used for permit compliance and can be modified, as needed, to incorporate additional review topics or tracking items. Protecting Existing Infiltration ACC Ch 15.74 Clearing, Grading and Filling, DS Ch5- TESC, Clearing and Grading, 2009 SWMM Basic code addresses definitions, exemptions, and permitting requirements. Design Standards address TESC, Land Clearing, Site Grading, and Retaining Walls Current code does not require protection of areas of good infiltration. Conserving Native Vegetation/Soils 2009 COA SWMM, 13.48.225.D.5 Currently LID is an allowable option, and conserving native vegetation and soils is encouraged and allowed. You created this PDF from an application that is not licensed to print to novaPDF printer (http://www.novapdf.com) DI.A Page 86 of 249 Team Member: Date Reviewed: 11-17-2015. 8-30-2016 Topic/Sub Topics Change to Standard or Code Topic Reviewed Conflict/Gap Identified Section/Page Reference Summary of Existing Text Summary of Conflict/Gap Steps Taken Addressed in Auburn City Code and Other Enforceable Documents If you decided not to incorporate any changes, explain why below. Existing City standard minimum widths are already narrower than industry standards. Further reduction in lane widths would be detrimental to public safety. If you decided not to incorporate any changes, explain why below. Existing Design Standards Table 10-1 LID facilities, such as bioretention, are allowed in right of way. ROW widths are controlled by required roadway driving lane and sidewalk zone widths. Existing street cross sections include alternative pedestrian networks and landscape strips which can be used for LID facilities. If you decided not to incorporate any changes, explain why below. If you decided not to incorporate any changes, explain why below. Public and private utilities are required to be located under the paved sections where feasible. If you decided not to incorporate any changes, explain why below. Current standards are the minimum for required turn around area as discussed with VRFA, and are less than those desired by the VRFA. 7. STREETS AND ROADS Purpose of Review Form: The purpose of this review form is to provide a template for tracking the review process for integrating low impact Development (LID) into local codes, rules, standards, and other enforceable documents. Recommended subtopics for review are identified under each of the major topic categories. Refer to the Subtopic Focus Sheets for more information on the importance of each subtopic and questions to consider during the review process. A similar form was successfully used by the City of Seattle and the City of Arlington during their review processes. This form is not required to be used for permit compliance and can be modified, as needed, to incorporate additional review topics or tracking items. Travel Lane Widths Design Standards Sections 10.02.9.1 thorugh .3. Pg. 10- 10. Table 10-1. Pg. 10-61 Defines minimum lane widths for driving lanes as 11' for through and left turn lanes. 14' for arterial curb lanes. Although permeable pavement is not precluded from standards explicitly it is also not discussed as an alternative. Right-of-Way (ROW) Widths Design Standards Table 10-1. Pg. 10-61. Pablo, Courtney, LID Core Group ROW widths are controlled by required roadway driving lane and sidewalk zone widths. Use of Permeable Pavement for Streets & Roads Design Standards Section 10- 07. Pg. 10-33. Only prescribes pavement specifications and standards for impermeable pavement. Minimum radii for temporary and permanent cul-de-sacs are defined. Placement of Utilities Under Paved Areas in the ROW Public Utilities: Design Standard Section 6.01 for storm; 7.01 for water; 8.01 for sewer. Private Utilities: Design Standard Section 9.01. Current rules require that utilities be placed under the paved areas of the ROW. Required Turn Around Area Design Standards Section 10.02.10.3.1 & .2 Revised Design Standards Ch. 10 to allow permeable surfacing where feasible per DOE SWMMWW, with restrictions in areas where the pavement would be unable to handle traffic loads or create safety issues by hindering maintenance safety protocols. You created this PDF from an application that is not licensed to print to novaPDF printer (http://www.novapdf.com) DI.A Page 87 of 249 Team Member: Date Reviewed: 11-17-2015. 8-30-2016 Topic/Sub Topics Change to Standard or Code Topic Reviewed Conflict/Gap Identified Section/Page Reference Summary of Existing Text Summary of Conflict/Gap Steps Taken Addressed in Auburn City Code and Other Enforceable Documents 7. STREETS AND ROADS Purpose of Review Form: The purpose of this review form is to provide a template for tracking the review process for integrating low impact Development (LID) into local codes, rules, standards, and other enforceable documents. Recommended subtopics for review are identified under each of the major topic categories. Refer to the Subtopic Focus Sheets for more information on the importance of each subtopic and questions to consider during the review process. A similar form was successfully used by the City of Seattle and the City of Arlington during their review processes. This form is not required to be used for permit compliance and can be modified, as needed, to incorporate additional review topics or tracking items. Pablo, Courtney, LID Core Group If you decided not to incorporate any changes, explain why below. In residential and low use areas the 5' minimum width is the minimum allowed by ADA standards. In higher volume areas, such as downtown, the 10' width provides adequate level of service and safety for non-motorized road uses. If you decided not to incorporate any changes, explain why below. Revised Design Standards Section 10.05.5 Added section in Design Standards Chp 10.05 to require sidewalks to slope to LID facilities and landscape areas where feasible. If you decided not to incorporate any changes, explain why below. Update Standard Details Traffic-23 and 24 to include use of permeable pavements for sidewalks. If you decided not to incorporate any changes, explain why below. VRFA apparatus requires a minimum of 75' diameter, which is lower than the International Fire Code minimum of 90'. Current standards are at minimum for VRFA, and are below the radius desired by the VRFA. If you decided not to incorporate any changes, explain why below. Alternatives to cul-de-sacs, including loop roads, are allowed and encouraged by current City Design Standards to promote access and circulation. Current Design Standards have sidewalks slope toward road. Only concrete is specified for use on sidewalks, permeable pavements are not specified. Additional Comments: Minimum Cul-De-Sac Radius Design Standards Section 10.02.10.3.1 & .2 65' Diameter for temporary and 75' Diameter for permanent. Alternatives to Cul-De- Sacs Design Standards Section 10.02.10.3 and 10.01.5 Hammerheads are allowed as an alternative for applicable private roads, but not allowed in public roads due to long term maintenance challenges. Use of Permeable Pavement for Sidewalks Standard Details Traffic-23 and Traffic-24 Concrete is specified for use on sidewalks. Sidewalk Slope Design Standards Section 10.05.4 Maximum 2% cross slope. Running slope not to exceed adjacent roadway centerline grade. Sidewalk Widths Design Standards Section 10.05 Pg. 10-29. Table 10-1. Pg. 10-61 Design Standards currently have a minimum 5' width for residential and 10' for arterials and non- residential sidewalks. You created this PDF from an application that is not licensed to print to novaPDF printer (http://www.novapdf.com) DI.A Page 88 of 249 Team Member: Date Reviewed: 11-10-2015, 8-30-2016 Topic/Sub Topics Change to Standard or Code Topic Reviewed Conflict/Gap Identified Section/Page Reference Summary of Existing Text Summary of Conflict/Gap Steps Taken Addressed in Auburn City Code and Other Enforceable Documents If you decided not to incorporate any changes, explain why below. 18.52.020.A and B Current City Code already establishes minimum and maximum parking ratios. If you decided not to incorporate any changes, explain why below. 18.52.050.E Current City Code already authorizes permeable surfaces. If you decided not to incorporate any changes, explain why below. 18.52.050.D Current City Code already reduces parking stall dimensions. If you decided not to incorporate any changes, explain why below. 18.52.050.D Current City Code already includes minimized driving aisles. If you decided not to incorporate any changes, explain why below. 18.52.030 Current City Code supports reductions in parking areas. 8. PARKING Purpose of Review Form: The purpose of this review form is to provide a template for tracking the review process for integrating low impact Development (LID) into local codes, rules, standards, and other enforceable documents. Recommended subtopics for review are identified under each of the major topic categories. Refer to the Subtopic Focus Sheets for more information on the importance of each subtopic and questions to consider during the review process. A similar form was successfully used by the City of Seattle and the City of Arlington during their review processes. This form is not required to be used for permit compliance and can be modified, as needed, to incorporate additional review topics or tracking items. Minimum/Maximum Parking Ratios ACC 18.52.020.A and B Section A establishes the authority for the minimum number of parking spaces by land use. Section B establishes a maximum parking limit of 125% of what is required. Reductions allowed for shared parking, proximity to transit, trip reduction plans, proximity to available on- street parking, and valet service. N/A Pablo, Courtney, LID Core Group N/A Use of Permeable Pavement for Parking Lots ACC 18.52.050.E This section of code specifically authorizes permeable surfaces for parking areas. N/A Parking Stall Dimensions ACC 18.52.050.D Compact parking allowed for up to 50% of the required parking. Stall dimensions are already at 9 feet width for standard stall and 8 feet for compact. The parking standards do not preclude alternative surfaces for overhangs and for permeable drive aisle surfaces. Additional Comments: N/A Driving Aisle Dimensions ACC 18.52.050.D Drive aisle widths are established and allow one way and two way circulation. Widths do not exceed required fire standards. N/A Off-Street Parking Regulations ACC 18.52.030 This section of code allows parking reductions in a number of scenarios including joint use, low parking demand uses, mixed uses, proximity to transit, trip reduction plans, proximity to available on-street parking, valet service. You created this PDF from an application that is not licensed to print to novaPDF printer (http://www.novapdf.com) DI.A Page 89 of 249 Team Member: Date Reviewed: 2-3-2015, 8-23-2016 Topic/Sub Topics Change to Standard or Code Topic Reviewed Conflict/Gap Identified Section/Page Reference Summary of Existing Text Summary of Conflict/Gap Steps Taken Addressed in Auburn City Code and Other Enforceable Documents If you decided not to incorporate any changes, explain why below. Design Standard 10.08.7 Plant Selection Tables 10- 5A and 10-5B DS 10.08.7 and Tables 10-5A and 5B provide flexibility for alternative tree species compatible with bioretention. Water requirements are indicated. New Standard Detail for curb cuts along traveled ways. Revise to allow curb cuts for runoff into biorention cells If you decided not to incorporate any changes, explain why below. Table 10.1 in DS Chp 10 revised to allow smaller radii for higher classification roadways and multi- lane roadways. Revise Design Standards to allow for smaller radii for higher classification roadways and multi-lane roadways. Additional Comments: All urban roads require concrete curb and gutter per WSDOT Plan F-1. (Not Alleys per 10.01.4) Current standards do not allow for curb cuts into bioretention facilities. Curb Radii Design Standards, 10.04.1.4 Curb and Right-of-Way Radius, and Table 10-1 Use the highest applicable classification of curb radius to promote safe turning, auxiliary lanes, sidewalks and landscaping, or future traffic or street light facilities. Some curb radii can be reduced for LID considerations. Continuous Curb Requirements Design Standards, 10.02.9.4 Road Edge 9. DESIGN GUIDELINES AND STANDARDS Purpose of Review Form: The purpose of this review form is to provide a template for tracking the review process for integrating low impact Development (LID) into local codes, rules, standards, and other enforceable documents. Recommended subtopics for review are identified under each of the major topic categories. Refer to the Subtopic Focus Sheets for more information on the importance of each subtopic and questions to consider during the review process. A similar form was successfully used by the City of Seattle and the City of Arlington during their review processes. This form is not required to be used for permit compliance and can be modified, as needed, to incorporate additional review topics or tracking items. Trees and Bioretention Design Standards, 10.08.7 Plant Selection Table Code allows "a variety of flowering or standard street trees. Many other plants are appropriate; alternative selections may be proposed if desired." Lisa, LID Core Group You created this PDF from an application that is not licensed to print to novaPDF printer (http://www.novapdf.com) DI.A Page 90 of 249 Team Member: Date Reviewed: 2/24/15, 9-7-2016 Topic/Sub Topics Change to Standard or Code Topic Reviewed Conflict/Gap Identified Section/Page Reference Summary of Existing Text Summary of Conflict/Gap Steps Taken Addressed in Auburn City Code and Other Enforceable Documents If you decided not to incorporate any changes, explain why below. The SWMM requires preparation of a maintenance plan and assignment of responsibility. City code is clear that maintenance of private stormwater facilities is the responsibility of the property owner.DOE SWMMWW contains maintenance requirements for all storm facilities in Volume V. If you decided not to incorporate any changes, explain why below. 13.48.180.A (New Requirement) Revise Stormwater Easement and Maintenance Agreement (SWEMA) to include LID facilities. If you decided not to incorporate any changes, explain why below. 13.48.440 (Existing Code) 13.48.450 (Existing Code) City code (ACC 13.48.440 Maintenance Responsibility and 13.48.450 Violation Penalty) adequately provides enforcement authority. 10. STORMWATER MANAGEMENT AND MAINTENANCE Purpose of Review Form: The purpose of this review form is to provide a template for tracking the review process for integrating low impact Development (LID) into local codes, rules, standards, and other enforceable documents. Recommended subtopics for review are identified under each of the major topic categories. Refer to the Subtopic Focus Sheets for more information on the importance of each subtopic and questions to consider during the review process. A similar form was successfully used by the City of Seattle and the City of Arlington during their review processes. This form is not required to be used for permit compliance and can be modified, as needed, to incorporate additional review topics or tracking items. Maintenance Provisions 13.48.440 Maintenance responsibility. DOE SWMMWW A. Private Maintenance Responsibility. The maintenance and operation of private storm drainage systems shall be the responsibility of the property owner. B. Public Maintenance Responsibility. The city shall be responsible for the maintenance and operation of all public storm drainage facilities located within the public easements and rights-of- way... Tim,Chris, LID Core Group Additional Comments: ACC 13.48.180 Inspection and compliance with storm drainage requirements. Duly authorized personnel of the city shall have free access to private property…for inspecting private storm drainage systems…. Note: Need to ensure that individual lots receive maintenance manuals for their LID BMPs. Need to be clear that LID BMPs are storm drainage systems. Need residential LID maintenance plan template or guidebook. Need authority to record instruments that identify BMPs, location, and maintenance obligations Enforcement ACC 13.48.440 Maintenance Responsibility, ACC 1.25 Failure to maintain the facilities in accordance with the maintenance standards listed in Volume V of the SWMMWW shall be considered a violation, enforceable in accordance with Chapter 1.25 ACC. Any violation of this chapter may be enforced pursuant to the provisions of Chapter 1.25 ACC. ACC 1.25: It is the purpose of this chapter to generally provide civil penalties for non-fire code violations of ACC Titles 5, 8, 10, 12, 13, 15, 16, 17 and 18, all standards, regulations and procedures adopted pursuant to those titles, and the terms and conditions of any permit or approval issued pursuant to those titles... Inspection Access (Covenants, Easements) You created this PDF from an application that is not licensed to print to novaPDF printer (http://www.novapdf.com) DI.A Page 91 of 249 Team Member: Date Reviewed: 9-22-2015, 9-7-2016 Topic/Sub Topics Change to Standard or Code Topic Reviewed Conflict/Gap Identified Section/Page Reference Summary of Existing Text Summary of Conflict/Gap Steps Taken Addressed in Auburn City Code and Other Enforceable Documents If you decided not to incorporate any changes, explain why below. 17.26 (Existing Code) Existing Clustering Subdivision Code requires a minimum of 50 percent open space; the purpose of this is to preserve native vegetation and soils for LID. The dedication of open space is one option that is available under the City's other subdivision code to meet the requirements to use LID principles in layout development. Using both code sections gives developers flexibility in using open space dedication for meeting LID requirements. If you decided not to incorporate any changes, explain why below. 18.50 (New Revisions) Amended Landscaping Code to retain native vegetation areas and for landscaping to count toward and support LID. If you decided not to incorporate any changes, explain why below. 17.26 (Existing Code) Clustering Subdivision Code requires preserving native vegetation and soils as an LID strategy. Additional Comments: Opportunities for Performance Based Designs Chapter 17.26 establishes provisions for clustering within subdivisions. Planned Unit Development (PUD's) are not allowed although Chapter 17.26 allows clustering and requires a minimum of 50% open space. Lack of clarity about whether LID BMPs count toward passive open space requirements and whether native vegetation areas are allowed as passive recreation areas. Passive vs. Active Open Space Requirements Chapter 17.14 establishes the subdivision layout requirements; Chapter 17.26 establishes the clustering allowances. City code does not distinguish between active and passive requirements. Parks are allowed but there is not much direction on park development standards. 11. SUBDIVISION AND PLANNED UNIT DEVELOPMENT Purpose of Review Form: The purpose of this review form is to provide a template for tracking the review process for integrating low impact Development (LID) into local codes, rules, standards, and other enforceable documents. Recommended subtopics for review are identified under each of the major topic categories. Refer to the Subtopic Focus Sheets for more information on the importance of each subtopic and questions to consider during the review process. A similar form was successfully used by the City of Seattle and the City of Arlington during their review processes. This form is not required to be used for permit compliance and can be modified, as needed, to incorporate additional review topics or tracking items. Jeff T, LID Core Group Individual Open Space Requirements Chapter 17.14 establishes the subdivision layout requirements; Chapter 17.26 establishes the clustering allowances. Open space, parks, and clustering are all allowed. Standards that require dedication of open space are found in ACC 17.26, the City's cluster subdivision code. You created this PDF from an application that is not licensed to print to novaPDF printer (http://www.novapdf.com) DI.A Page 92 of 249 Team Member: Date Reviewed: 12-0-8-2015, 9-7-2016 Topic/Sub Topics Change to Standard or Code Topic Reviewed Conflict/Gap Identified Section/Page Reference Summary of Existing Text Summary of Conflict/Gap Steps Taken Addressed in Auburn City Code and Other Enforceable Documents If you decided not to incorporate any changes, explain why below. DOE SWMMWW LID BMPs are allowed adjacent to critical areas when all feasibility criteria have been met. Additional Comments: 12. CRITICAL AREAS AND SHORELINE MANAGEMENT Purpose of Review Form: The purpose of this review form is to provide a template for tracking the review process for integrating low impact Development (LID) into local codes, rules, standards, and other enforceable documents. Recommended subtopics for review are identified under each of the major topic categories. Refer to the Subtopic Focus Sheets for more information on the importance of each subtopic and questions to consider during the review process. A similar form was successfully used by the City of Seattle and the City of Arlington during their review processes. This form is not required to be used for permit compliance and can be modified, as needed, to incorporate additional review topics or tracking items. Allowance of LID Best Management Practices in Critical Areas/Shorelines When Compatible Chapter 16.08 is the Shoreline Management Master Program and 16.10 is the Critical Areas Ordinance Neither chapter of code references LID. However, generally speaking buffers and critical areas are to remain undisturbed irrespective of whether LID is proposed or not. Jeff T, LID Core Group You created this PDF from an application that is not licensed to print to novaPDF printer (http://www.novapdf.com) DI.A Page 93 of 249 Appendix C Ordinance No. 6617 DI.A Page 94 of 249 DI.A Page 95 of 249 DI.A Page 96 of 249 DI.A Page 97 of 249 DI.A Page 98 of 249 DI.A Page 99 of 249 DI.A Page 100 of 249 DI.A Page 101 of 249 DI.A Page 102 of 249 DI.A Page 103 of 249 DI.A Page 104 of 249 DI.A Page 105 of 249 DI.A Page 106 of 249 DI.A Page 107 of 249 DI.A Page 108 of 249 DI.A Page 109 of 249 DI.A Page 110 of 249 DI.A Page 111 of 249 DI.A Page 112 of 249 DI.A Page 113 of 249 DI.A Page 114 of 249 DI.A Page 115 of 249 DI.A Page 116 of 249 DI.A Page 117 of 249 DI.A Page 118 of 249 DI.A Page 119 of 249 DI.A Page 120 of 249 DI.A Page 121 of 249 DI.A Page 122 of 249 DI.A Page 123 of 249 DI.A Page 124 of 249 DI.A Page 125 of 249 DI.A Page 126 of 249 DI.A Page 127 of 249 DI.A Page 128 of 249 DI.A Page 129 of 249 DI.A Page 130 of 249 DI.A Page 131 of 249 DI.A Page 132 of 249 DI.A Page 133 of 249 DI.A Page 134 of 249 Response to Annual Report Question 55 TMDL: Puyallup Watershed Water Quality Improvement Project City of Auburn 2016 TMDL Activities 1. The City maintained existing pet waste collection stations. 2. An Article promoting proper disposal of pet waste was included in the summer Auburn Magazine that was mailed to residences and businesses in Auburn. 3. An infographic promoting proper disposal of pet waste was included in the fall Auburn Magazine that was mailed to residences and businesses in Auburn. 4. An infographic promoting proper disposal of pet waste was provided to the Lakeland Hills HOA for inclusion in their newsletter. DI.A Page 135 of 249 AGENDA BILL APPROVAL FORM Agenda Subject: Ordinance No. 6636 (10 Minutes) Date: February 7, 2017 Department: Finance Attachments: Ordinance No. 6636 Budget Impact: $0 Administrative Recommendation: City Council to adopt Ordinance No. 6636 Background Summary: Ordinance No. 6636 levies a .0207% sales tax credit against the state sales tax for local revitalization financing. SB 5045 authorizing the tax credit was passed by the state legislature during the 2009 regular session. The intent of the legislation was to provide financial assistance to cities to assist with financing public improvements in an identified revitalization area to promote community and economic development. The City first applied for the use of local revitalization financing on August 11, 2009 and the Department of Revenue approved the City’s application on September 16, 2009, authorizing up to $250,000 per year for the local revitalization program (Promenade capital improvements). In 2010, the City issued $7.24 million in 2010 C/D Bonds for the purpose of funding capital improvements for the Promenade. Annual debt service payments for these bonds continue through the year 2035. Funds from EDA grants, combined with REET2 funds and interest earnings, are used to pay for the annual debt service costs of the local revitalization project. As of the end of 2015, the remaining principal balance is $6.1 million. The tax credit is available to the City for up to 25 years. 2017 will be the eighth year that the City has asked the State for the tax credit. As provided by the State, in order for the City to continue receiving the tax credit, the City must request this each year by ordinance. Based upon historical taxable retail sales, the above rate of .0207% is estimated to generate $250,000 for local revitalization funding during the State’s fiscal year, July 1, 2017 to June 30, 2018. AUBURN * MORE THAN YOU IMAGINEDDI.B Page 136 of 249 Reviewed by Council Committees: Councilmember: Staff:Coleman Meeting Date:February 13, 2017 Item Number:DI.B AUBURN * MORE THAN YOU IMAGINEDDI.B Page 137 of 249 ------------------------------ Ordinance No. 6636 February 7, 2017 Page 1 of 2 ORDINANCE NO. 6 6 3 6 AN ORDINANCE OF THE CITY COUNCIL OF THE CITY OF AUBURN, WASHINGTON, ESTABLISHING THE LOCAL SALES AND USE TAX RATE FOR LOCAL REVITALIZATION FINANCING FOR 2017 WHEREAS, The City of Auburn (“City”) enacted Ordinance No. 6301 on April 19, 2010, which established a local sales and use tax as provided for in Section 39.14.510 of the Revised Code of Washington (“RCW”); and, WHEREAS, this tax is imposed in order to pay the debt service on Local Revitalization Financing bonds in accordance with Chapter 39.104 RCW; and, WHEREAS, Chapter 39.104 RCW provides that the City shall, from time to time, adjust the tax rate so that it is set at the rate reasonably necessary to receive the state contribution over 10 months, in accordance with RCW 82.14.510(3); and WHEREAS, the Local Sales and Use Tax Rate is set at a rate to generate approximately $250,000.00 between July 1, 2017 through June 30, 2018, for Local Revitalization Financing. NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF AUBURN, WASHINGTON, DO ORDAIN as follows: Section 1. The sales and use tax rate initially established in Section 3.2 of Ordinance No. 6301, and most recently amended by Ordinance No. 6588, is hereby amended to .0207%, effective July 1, 2017. 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. DI.B Page 138 of 249 ------------------------------ Ordinance No. 6636 February 7, 2017 Page 2 of 2 Section 3. Severability. The provisions of this ordinance are declared to be separate and severable. The invalidity of any clause, sentence, paragraph, subdivision, section or portion of this ordinance, or the invalidity of the application thereof to any person or circumstance shall not affect the validity of the remainder of this ordinance, or the validity of its application to other persons or circumstances. Section 4. Effective date. This Ordinance shall take effect and be in force five days from and after its passage, approval and publication as provided by law. INTRODUCED: PASSED: ________________________ APPROVED: _____________________ ________________________________ NANCY BACKUS, MAYOR ATTEST: ___________________________ Danielle E. Daskam, City Clerk APPROVED AS TO FORM: __________________________ Daniel B. Heid, City Attorney Published: _________________ DI.B Page 139 of 249 AGENDA BILL APPROVAL FORM Agenda Subject: Resolution No. 5278 (10 Minutes) Date: February 8, 2017 Department: Finance Attachments: Resolution No. 5278 Budget Impact: $0 Administrative Recommendation: City Council to approve Resolution No. 5278 Background Summary: Resolution No. 5278 levies the 0.1% sales tax credit against the state sales tax for annexation of the Lea Hill Area. Washington State Senate Bill 6686 authorizing the tax credit was passed by the state legislature during the 2006 regular session. The intent of the legislation was to provide financial assistance to cities with Planned Annexation Area (PAA's) that did not produce revenues sufficient to cover the costs of urban levels of services. The tax credit will provide funding, along with the other revenues of the area, to provide those services. The City moved forward with the annexation of Lea Hill based upon the availability of this tax credit. Cities wishing to take advantage of this tax credit incentive had to commence annexation prior to January 1, 2010. The tax credit is available to the City for up to 10 years and is limited to the maximum of a 0.1% credit against the state tax or the difference between the City's cost to provide, maintain, and operate municipal services for the annexation areas and the general revenues that the City receives from the annexation area during a given year. The tax credit began July 1, 2008 and will sunset June 30, 2018. Reviewed by Council Committees: Councilmember: Staff:Coleman Meeting Date:February 13, 2017 Item Number:DI.C AUBURN * MORE THAN YOU IMAGINEDDI.C Page 140 of 249 AUBURN * MORE THAN YOU IMAGINEDDI.C Page 141 of 249 ------------------------ Resolution No. 5278 February 7, 2017 Page 1 of 3 RESOLUTION NO. 5 2 7 8 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF AUBURN, WASHINGTON, AUTHORIZING THE CITY OF AUBURN TO IMPOSE A SALES AND USE TAX AS AUTHORIZED BY RCW 82.14.415 AS A CREDIT AGAINST STATE SALES AND USE TAX, RELATING TO ANNEXATIONS WHEREAS, this is not a new tax but a reallocation of the sales tax already collected by the state which will then be remitted to the City to assist with funding the costs of the newly annexed area; and WHEREAS, in accordance with Chapter 35A.14 RCW, on the 16th day of January, 2007 and on the 16th day of April, 2007, the City Council of the City of Auburn, Washington, passed its Resolution Nos. 4138 and 4176, respectively, calling for special elections to be held in connection with the primary election on August 21, 2007, at which election the question of annexation was presented to the voters of the Lea Hill Annexation Area; and WHEREAS, the notice of intention to annex was filed with the King County Boundary Review Board and subsequently approved; and WHEREAS, in accordance with Chapter 35A.14 RCW the annexation was put to a vote of the people in the annexation area on August 21, 2007; and WHEREAS, the King County Records, Elections and Licensing Services Division, on September 5, 2007, certified that the referendum had been approved by the voters; and WHEREAS, following a favorable vote on the annexation proposition, the City Council of the City of Auburn, Washington, adopted its Ordinance No. DI.C Page 142 of 249 ------------------------ Resolution No. 5278 February 7, 2017 Page 2 of 3 6121, on September 17, 2007, annexing said Lea Hill Annexation Area, an annexation area that has a population of at least ten thousand people; and WHEREAS, the City Council of the City of Auburn, Washington, finds and determines that the projected cost of at least $7,406,976.00 to provide municipal services to the annexation area exceeds the projected general revenue estimated to be $3,673,397.00 that the City would otherwise receive from the annexation area on an annual basis; and WHEREAS, pursuant to RCW 82.14.415, the City is authorized, under the circumstances of this annexation, to impose a sales and use tax as authorized with that tax being a credit against the state tax. NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF AUBURN, WASHINGTON, HEREBY RESOLVES AS FOLLOWS: Section 1. Purpose. The Auburn City Council does hereby authorize the City’s Finance Director to set the threshold for imposing the sales and use tax credit at $3,733,500.00 for the Lea Hill annexation area. Section 2. Implementation. The Mayor of the City of Auburn is hereby authorized to implement such administrative procedures as may be necessary to carry out the directions of this Resolution. DI.C Page 143 of 249 ------------------------ Resolution No. 5278 February 7, 2017 Page 3 of 3 Section 3. Effective Date. This Resolution shall take effect and be in full force upon passage and signatures hereon. DATED and SIGNED THIS ______ DAY OF ______________, 2017. CITY OF AUBURN ___________________________ ATTEST: NANCY BACKUS, MAYOR ____________________________ Danielle E. Daskam, City Clerk APPROVED AS TO FORM: ____________________________ Daniel B. Heid, City Attorney DI.C Page 144 of 249 AGENDA BILL APPROVAL FORM Agenda Subject: Ordinance No. 6638 (5 Minutes) Date: February 7, 2017 Department: Community Development & Public Works Attachments: Ordinance No. 6638 Exhibit A to Ordinance No. 6638 Memorandun to Planning Commission Budget Impact: $0 Administrative Recommendation: Background Summary: On November 8, 2016 Zoning Amendment Application ZAA16-006 was submitted by Auburn Professional Plaza LLC. The application request was for the City to consider modifying the pedestrian street designation that is located on a portion of the west side of Auburn Avenue between Main Street and 1st Street NE. The existing designation is Pedestrian I. The requested designation is Pedestrian II. Ground floor commercial uses located along Pedestrian I streets are limited to retail, restaurant or personal service uses. Ground floor commercial uses located along Pedestrian II streets allow the same uses as Pedestrian I plus office and residential uses. The effect of granting the requested to change is to allow ground floor office uses on the property where the vacant Key Bank building is located across the street from Auburn Avenue Theater. Staff reviewed the proposed request and made a determination that the request does not compromise the intended goals of existing, adopted downtown Auburn plans and policies. Staff made a recommendation to the Planning Commission that the request be approved. The Planning Commission held a public hearing on the matter on February 8, 2017. After deliberation, the Planning Commission voted to transmit a recommendation to City Council that the requested map change be approved and adopted by ordinance. Scheduling of Actions A discussion of the Planning Commission recommendation on Ordinance No. 6638 is scheduled for Council Study Session on February 13, 2017. City Council consideration is tentatively planned for February 21, 2017. AUBURN * MORE THAN YOU IMAGINEDDI.D Page 145 of 249 Reviewed by Council Committees: Other: Planning & Legal Councilmember: Staff:Snyder Meeting Date:February 13, 2017 Item Number:DI.D AUBURN * MORE THAN YOU IMAGINEDDI.D Page 146 of 249 ---------------------------- Ordinance No. 6638 February 7, 2017 Page 1 of 4 ORDINANCE NO. 6 6 3 8 AN ORDINANCE OF THE CITY COUNCIL OF THE CITY OF AUBURN, WASHINGTON, AMENDING THE CITY OF AUBURN DOWNTOWN URBAN CENTER DESIGN STANDARDS PEDESTRIAN STREET MAP ADOPTED BY SECTION 18.29.070 OF THE CITY CODE WHEREAS, the City of Auburn maintains and publishes Design Standards for its Downtown Urban Center zone, which are intended to provide standardization of design elements for consistency and to assure public safety; and WHEREAS, Section 18.29.070 of the Auburn City Code (ACC) adopted by reference the Downtown Auburn Design Standards; and WHEREAS, the Downtown Auburn Design Standards include a map titled “Pedestrian Streets” which identifies specific streets in the Downtown Urban Center as Pedestrian I and Pedestrian II; and WHEREAS, on November 8, 2016, Zoning Amendment Application ZAA16-0006 was received which requests to modify the Pedestrian Street map contained within the Downtown Auburn Design Standards; and WHEREAS, the City of Auburn Planning Commission held a public hearing on February 7, 2017, and thereafter voted in favor of transmitting a recommendation to the City Council to change the pedestrian street designation on a portion of the west side of Auburn Avenue between Main Street and 1st Street NE from Pedestrian I to Pedestrian II subject to a condition of approval that establishes timelines for redevelopment or rehabilitation of the property; and DI.D Page 147 of 249 ---------------------------- Ordinance No. 6638 February 7, 2017 Page 2 of 4 WHEREAS, the Auburn Department of Community Development and Public Works has prepared revisions to the Pedestrian Streets Map contained within the Downtown Auburn Design Standards. NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF AUBURN, HEREBY RESOLVES as follows: Section 1. That the Downtown Urban Center Design Standards related to the pedestrian street designations shall be amended as provided in the proposed revision to Downtown Urban Center Design Standards attached hereto as Exhibit A. Section 2. That the Mayor or designee is authorized to implement such administrative procedures as may be necessary to promulgate and publish this revision to the Downtown Urban Center Design Standards. Section 3. That this Ordinance shall take effect and be in full force five (5) days after passage and signatures hereon. Dated and Signed this _____ day of _________________, 2017. CITY OF AUBURN ________________________________ NANCY BACKUS, MAYOR ATTEST: _________________________ Danielle E. Daskam, City Clerk APPROVED AS TO FORM: DI.D Page 148 of 249 ---------------------------- Ordinance No. 6638 February 7, 2017 Page 3 of 4 _________________________ Daniel B. Heid, City Attorney DI.D Page 149 of 249 Downtown Pedestrian Street Map DUC Zone Pedestrian I Pedestrian II DI.D Page 150 of 249 MEMORANDUM TO: Judi Roland, Chair, Planning Commission Ron Copple, Vice-Chair, Planning Commission Planning Commission Members FROM: Jeff Tate, Assistant Director, Community Development Services DATE: February 7, 2017 RE: Citizen Initiated Proposed Code Amendment – DUC Map Amendment ZOA16-0006 - Introductory Discussion Description of Request: On November 8, 2016 Jeffrey Oliphant, President of the Auburn Professional Plaza, LLC, submitted application ZOA16-0006 which is a request to the City of Auburn to amend the “Pedestrian Street” map that is incorporated into the City of Auburn Design Standards for the Downtown Urban Center zone (Application and Cover Letter attached as Exhibit A). Specifically, the request is to change a portion of the west side of Auburn Avenue between Main Street and 1st Street NE from a Pedestrian I classification to a Pedestrian II classification (the existing adopted map is attached as Exhibit B and highlights the area in question). Discussion: The City of Auburn Downtown Urban Design Standards were adopted into law on January 16, 2007 under Ordinance 6071. The Ordinance established new Chapter 18.29 of the Auburn City Code which includes ACC 18.29.070 that adopts, by reference, the Downtown Auburn Design Standards. The Standards are a standalone document that is not codified but has the effect of regulation due to the reference in ACC 18.29.070. Page 18 of the Downtown Auburn Design Standards displays a map that designates two types of streets – Pedestrian I and Pedestrian II. Only selected streets within the Downtown Urban Center Zone have one of these designations. Pages 14 thru 17 of the Standards establish use and development requirements for “Limitations on Driveways”, “Location of Parking”, “Location of Drive-Through Lanes”, “Land Use”, “Proximity to Sidewalk”, “Ground Level Transparency”, “Weather Protection”, and “Pedestrian Orientation” (Pages 14 thru 17 of the Standards are attached as Exhibit C). The applicant has indicated that the purpose of their request to change a portion of the west side of Auburn Avenue between Main Street and 1st Street NE is “to expand the range of possible uses for this segment of Auburn Avenue, including office use.” As noted in Exhibit C on page 15 of the Standards, section 1 sets forth a list of uses that may be established along Pedestrian I streets that is different than what may be established along Pedestrian II streets. DI.D Page 151 of 249 Page 2 of 18 Ground floor uses allowed along Pedestrian I streets are limited to retail, restaurant or personal service uses. Ground floor uses allowed along Pedestrian II streets also allow office and residential uses when facing the sidewalk. The applicant seeks to change this portion of Auburn Avenue to a Pedestrian II street so that he may occupy ground floor spaces with office uses. The following description is provided for current conditions of the subject area as well as adjacent areas: Subject Site: Currently, this portion of the western side of Auburn Avenue has two buildings that face the street. One building is the One Main Street Professional Plaza, formerly known as Auburn Professional Plaza, which has an existing operating bank (Key Bank) that occupies the ground floor space that fronts Auburn Avenue, as well as an existing, but vacant one story former bank building (An aerial and street view of these uses is provided in Exhibit D). A bank is considered a type of personal service which means that the existing Key Bank is consistent with the Pedestrian I street standard. The applicant seeks to utilize the vacant, former bank building site for office space which is not consistent with the current Pedestrian I street standards, thus the request for map amendment. Adjacent Site to the East: The eastern side of Auburn Avenue between Main Street and 1st Street NE is occupied with ground floor spaces such as a retail jewelry store, a theater, and a vacant former post office. Because the intent of the Pedestrian I street standard is to establish a range of uses that encourages both day and night time pedestrian activity, the jewelry store and theater are both consistent with the street designation. The applicant is not seeking to change the street designation on the east side of Auburn Avenue. Adjacent Site to the North: On the adjacent property to the north of 1st Street NE is a hospital. The hospital effectively serves as a terminus to the type of pedestrian activity that is desired for downtown ground floor commercial uses. In other words, pedestrians seeking retail, entertainment, eating, or service experiences are typically not going to cross the west side of 1st Street NE as they seek out those opportunities – they will see that it is a hospital, turn around and head back to Main Street. Additionally, the north side of the subject property has a street designation of Pedestrian II. Analysis: Main Street and Division Street have been determined to be emphasis areas for promoting activity that is pedestrian oriented and that encourages both daytime and nighttime pedestrian activity. These types of businesses include entertainment uses, restaurants, pubs, shops, gyms, salons, coffee shops, banks, and other similar types of establishments. The intention is to create, promote and retain a downtown experience where residents and visitors don’t just visit one merchant and leave, rather they are intrigued to stay and patron multiple businesses (e.g. have lunch, go to the spa, and stop in a shop or two). The Comprehensive Plan, Downtown Urban Center Plan, Downtown Design Guidelines, and City Code are consistent in their emphasis of this objective. Auburn Avenue is located north of Main Street. South of Main Street Auburn Avenue changes to A Street SE. All of A Street SE is designated as a Pedestrian II street. Auburn Avenue is DI.D Page 152 of 249 Page 3 of 18 designated as a Pedestrian I street from Main Street to 1st Street NE. North of 1st Street NE, Auburn Avenue does not have a pedestrian street designation. Other than Division Street, no other north/south bearing street that intersects Main Street has a street designation other than Pedestrian II. The existing uses located on the east side of Auburn Avenue (jewelry store and theater) are consistent with the Pedestrian I designation. In fact, the theater is considered by many to be one of the primary downtown destinations due to its history and the manner in which the City Parks Department programs events at the theater. The theater exemplifies the intent of the Pedestrian I designation. On the west side of this one block stretch of Auburn Avenue are two parcels that front this street. One parcel is developed with a newly constructed 3 story professional office center that already has ground floor occupants that comply with the Pedestrian I land use standards for both the portion of the building that faces Main Street to the south and the portion that faces Auburn Avenue to the east. The other parcel is developed with an older, vacant, former bank building. The applicant is not proposing to change the street designation for the 3 story professional office center. The vacant, former bank building (15 Auburn Avenue NE) was constructed in 1963 and was the previous location of Key Bank prior to their relocation into the newly constructed One Main Street Professional Plaza. This building has remained vacant for approximately 8 years. Despite attempts to reoccupy the building, numerous factors have kept it vacant. One of those factors is the Pedestrian I designation which significantly limits the types of potential tenants that are eligible to occupy the space. This building has frontage on two streets – Auburn Avenue to the east (a Pedestrian I street) and 1st Street NE to the north (a Pedestrian II street). This building already has Pedestrian II frontage on one side, however, the main entrance to this building and its physical address are all oriented towards Auburn Avenue. Additionally, the building is situated on the northeast corner of this city block and more than 100 feet from Main Street. As indicated previously, directly north of this site is the hospital which presents a distinct change from the pedestrian oriented type of businesses along Main Street to a more institutional type of use. The adjacent three story One Main Street Professional Plaza comprises most of this downtown block, with frontage on Main Street, Division Street, 1st Street and Auburn Avenue. The ground floor uses all comply with the Pedestrian I and Pedestrian II designations along its respective streets; this includes medical office use along 1st Street NE. The two upper floors are designed for and being fully utilized for office use, occupied for medical (clinical) purposes supporting the adjacent hospital and municipal services. Conclusion: Staff concurs with the applicant’s request to modify the map in a manner that changes the street designation from Pedestrian I to Pedestrian II along the west side of Auburn Avenue for the full frontage of the vacant, former bank property (King County Assessor Parcel Identification Number 0492000610). Given the adjacency to the hospital and the distance from Main Street, staff does not believe that the request detracts from the intent of the Downtown Urban Center Plan, the Downtown Design Guidelines, or any of the adopted Comprehensive Plan policies for downtown. Furthermore, staff believes that an office use that occupies this property is far better than its continued vacancy. DI.D Page 153 of 249 Page 4 of 18 Because this request does not conflict with adopted downtown urban center policies or objectives and the range of allowable uses will continue to ensure a harmonious transition from Main Street to the regional hospital facility, staff recommends that the Planning Commission approve the request and forward a recommendation to City Council to adopt the requested map amendment subject to the following condition: Not later than fourteen (14) days after adoption by the City Council of the requested map amendment, the applicant / property owner shall submit a strategy plan to the Department of Community Development and Public Works outlining alternative site plans and uses for the subject property. The strategy plan shall be consistent with the adopted City of Auburn Downtown Urban Design Standards. The strategy plan shall include these milestones: (a) building permit application submittal not later than December 31, 2017; and (b) property redevelopment or rehabilitation completion within nine (9) months after building permit issuance but in no event later than two (2) years after adoption of the map amendment. The strategy plan shall be subject to review by the Department of Community Development and Public Works for compliance with the foregoing. The redevelopment or rehabilitation of the subject property shall be consistent with all City codes, regulations and standards, including but not limited to City of Auburn Downtown Urban Design Standards, and shall be vested to the same upon application consistent with the RCW and City code. The timelines herein may hereafter be extended from time to time in the discretion of the Department of Community Development and Public Works for good cause upon the request of the then property owner, such extension(s) cumulatively not to exceed 180 days except in the event of casualty or other cause beyond the control of the then property owner. If the foregoing conditions are not met this segment of Auburn Avenue shall revert to Pedestrian II unless the Department of Community Development and Public Works approves an alternative redevelopment/rehabilitation plan. Exhibit E illustrates the existing map designation and the map designation change that is proposed by the applicant and recommended for approval by staff. On February 7, 2017 staff will provide a presentation on this request. Additionally, a Public Hearing before the Planning Commission is scheduled for the same evening. DI.D Page 154 of 249 Page 5 of 18 EXHIBIT A (Application ZOA16-0006) DI.D Page 155 of 249 DI.D Page 156 of 249 DI.D Page 157 of 249 DI.D Page 158 of 249 DI.D Page 159 of 249 DI.D Page 160 of 249 DI.D Page 161 of 249 DI.D Page 162 of 249 DI.D Page 163 of 249 DI.D Page 164 of 249 Page 6 of 18 EXHIBIT B (DUC PEDESTRIAN STREET MAP) DI.D Page 165 of 249 Page 7 of 18 DI.D Page 166 of 249 Page 8 of 18 EXHIBIT C (Downtown Design Standards Excerpts – Section in Red Text Highlights the Uses Allowed on Pedestrian I and II Streets) DI.D Page 167 of 249 Page 9 of 18 1. LIMITATIONS ON DRIVEWAYS Intent: maintain a continuous sidewalk by minimizing driveway access A. Curb cuts are prohibited on Main Street and also on other Pedestrian I Streets, unless access from no other street is available. 2. LOCATION OF PARKING Intent: reduce the visual impact of parking and enhance the pedestrian experience A. Parking shall be located under or behind buildings or within structures. B. On all Pedestrian Streets, surface parking lots are not permitted between the building and the right-of-way. 3. LOCATION OF DRIVE-THROUGH LANES Intent: preserve a safe and comfortable pedestrian experience A. Drive-through lanes are not allowed between the building and the public right- of-way on Pedestrian I Streets. DI.D Page 168 of 249 Page 10 of 18 1. LAND USE Intent: ensure a rich, uninterrupted mixture of lively activities aimed at people on foot A. Along Pedestrian I Streets, ground floor uses that face the sidewalk shall be retail, restaurant or personal service uses. B. Along Pedestrian II Streets, ground floor office and residential uses are also acceptable when facing the sidewalk. 2. PROXIMITY TO SIDEWALK Intent: reinforce an active pedestrian experience along Pedestrian Streets A. Buildings along Pedestrian Streets shall be set immediately at the back of the sidewalk, with the exception of providing open space for public use such as plazas, courtyards and seating areas. B. Water run-off from canopies/awnings should be controlled by gutter or other means. DI.D Page 169 of 249 Page 11 of 18 3. GROUND LEVEL TRANSPARENCY Intent: strongly encourage that structures provide a visual connection with pedestrians between activities inside and outside of buildings A. Along Pedestrian I Streets, a minimum of 80% of any ground floor façade (between two (2) feet and 12 feet above grade) facing a street or public space shall be comprised of clear, “vision” glass. Placement of office equipment or other similar items shall not be located along the clear vision glass façade that would completely inhibit the visibility into and out of the building space. B. Along Pedestrian II Streets, a minimum of 60% of any ground floor façade (between two (2) feet and 12 feet above grade) facing a street or public space shall be comprised of clear, “vision” glass. Placement of office equipment or other similar items shall not be located along the clear vision glass façade that would completely inhibit the visibility into and out of the building space. C. Along Main Street, doors and windows should reflect the historic Main Street rhythm of 25-foot wide storefronts. D. Frosting, tinting, or other similar glass affects that inhibit the visibility into and out of the building space is prohibited. DI.D Page 170 of 249 Page 12 of 18 4. WEATHER PROTECTION Intent: provide pedestrians with protection from the weather and engaging exterior space to sit, eat, and walk A. While canopies, awnings, and other types of overhangs are not required, canopies, awnings, and other types of overhangs may be included if they provide protection from the weather (including solar protection from radiant heating or fading), help create an inviting place for outdoor seating or dining area, or enhance the feeling of safety through integral lighting. B. The minimum depth of any canopy, awning, or other type of overhang must be in proportion to the use. The vertical dimension between the underside of the canopy, awning, or other type of overhang and the sidewalk shall be at least eight (8) feet and no more than twelve (12) feet. C. Canopies, awnings, and other types of overhangs shall be shed or marquee style, except that bowed awnings may be used over arched building entrances and/or windows. D. Weather protection can be combined with the method used to achieve visual prominence at building entrances. E. Canopies not made of a combined metal and glass assembly that allows transmission of light and that extends three feet side-to-side beyond a door or building opening must have integral lighting systems, sconce lighting, or some other additional lighting to prevent dark, shadow-filled spaces under the canopy, awning, or other type of overhang. DI.D Page 171 of 249 Page 13 of 18 1 . PEDESTRIAN ORIENTATION Intent: provide signs that activate and strengthen the pedestrian realm A.Signs shall be primarily oriented to pedestrians, rather than people in vehicles. The following are types of signs that are encouraged along Pedestrian Streets: 1.Blade signs (projecting over sidewalk) 2.Window signs (painted on glass or hung behind glass 3.Logo signs (symbols, shapes) 4.Wall signs over entrance. B.Monuments signs are permitted on pedestrian streets only if the following are met: 1.The sign is setback from the back of sidewalk; 2.Does not create a sight distance hazard; 3.Does not block pedestrian access; 4.The sign is providing pedestrian wayfinding and not oriented to vehicles; and 5.Does not conflict with requirements to meet the American with Disabilities Act. C.Signs shall be evaluated with respect to size, scale, and relationship to other signs, function, location and other factors. DI.D Page 172 of 249 Page 14 of 18 EXHIBIT D (Aerial and Street View Images) DI.D Page 173 of 249 Page 15 of 18 2015 Aerial Image: DI.D Page 174 of 249 Page 16 of 18 West Side of Auburn Avenue between Main and 1st Street NE East Side of Auburn Avenue between Main and 1st Street NE From Auburn Avenue looking west. Stone building is that which would be most affected by the change. If approved, this building or pad could be occupied with office uses. To the right of the stone building is 1st Street NE and the hospital property. DI.D Page 175 of 249 Page 17 of 18 EXHIBIT E (Map Comparison) DI.D Page 176 of 249 Page 18 of 18 Current Designation Street Designations (Red = Pedestrian I; Blue = Pedestrian II) Staff Recommendation (Red = Pedestrian I; Blue = Pedestrian II) DI.D Page 177 of 249 AGENDA BILL APPROVAL FORM Agenda Subject: Resolution No. 5270 (5 Minutes) Date: February 8, 2017 Department: Public Works Attachments: Res 5270 and Agreement Budget Impact: $0 Administrative Recommendation: City Council adopt Resolution No. 5270. Background Summary: The contract adopted by Resolution No. 5270 will allow City of Algona to continue to utilize the City of Auburn’s Decant Facility to dump Vactor waste material on a space limited basis. The City of Auburn will also supply street sweeping services for the City of Algona on an as needed basis. Algona also agrees to participate in long term decant facility improvements. Reviewed by Council Committees: Councilmember: Staff:Snyder Meeting Date:February 13, 2017 Item Number:DI.E AUBURN * MORE THAN YOU IMAGINEDDI.E Page 178 of 249 RESOLUTION NO. 5 2 7 0 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF AUBURN, WASHINGTON, AUTHORIZING THE MAYOR AND CITY CLERK TO EXECUTE A CONTRACT BETWEEN THE CITY OF AUBURN AND THE CITY OF ALGONA FOR DECANT FACILITIES USAGE AND STREET SWEEPING SERVICES WHEREAS, the City of Algona has inadequate facilities to handle the waste materials produced from their public works street sweeping and Vactor maintenance; and WHEREAS, the City of Auburn has sufficient capacity at their decant facility to handle the Algona waste materials and is willing to provide for the proper handling, processing and disposal of the City of Algona's street sweeper and Vactor truck materials at a cost that is acceptable to the City. NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF AUBURN, KING COUNTY, WASHINGTON, HEREBY RESOLVES as follows: Section 1. The Mayor of the City of Auburn is hereby authorized to execute an Interlocal Agreement between the City of Auburn and the City of Algona for Decant Facility Usage and Street Sweeping Services in substantial conformity with the Agreement attached hereto as Exhibit "A" and incorporated herein by this reference. Section 2. The Mayor is hereby authorized to implement such administrative procedures as may be necessary to carry out the directives of this legislation. Resolution No. 5270 January 3, 2017 Page 1 of 2DI.E Page 179 of 249 Section 3. This resolution shall be in full force and effect upon passage and signatures hereon. Dated and Signed this day of 2017. CITY OF AUBURN NANCY BACKUS, MAYOR ATTEST: Danielle E. Daskam, City Clerk A1313- ie EDA TO FORM: i'niel B. He •, City Attorney Resolution No. 5270 January 3, 2017 Page 2 of 2DI.E Page 180 of 249 CONTRACT FOR DECANT FACILITIES USAGE Page 1 of 6 CONTRACT FOR SERVICES BETWEEN THE CITY OF ALGONA AND THE CITY OF AUBURN FOR DECANT FACILITIES USAGE AND STREET SWEEPING SERVICES THIS AGREEMENT is made and executed by and between the City of Algona, a Washington municipal corporation, hereafter designated as "Algona," and the City of Auburn, a Washington municipal corporation, hereafter designated as "Auburn." WHEREAS, Algona has inadequate facilities to properly handle the Waste Materials produced as a result of their Public Works street sweeping and Vactor maintenance activities; and WHEREAS, Auburn has sufficient capacity at their decant facility to handle the Algona Waste Materials. NOW, THEREFORE, for the consideration stated in this Agreement, Algona and Auburn do agree as follows: 1. PURPOSE The purpose of this Agreement is to provide for proper handling, processing and disposal of Street Sweeper and Vactor truck materials, herein referred to as “Waste Materials” generated by Algona. 2. RESPONSIBILITIES The City of Algona shall deliver Waste Materials to the decant area of the City of Auburn Maintenance & Operations facility (hereafter, the “Facility”), currently located at 1305 C Street SW, during the hours of 7:00 am and 3:00 pm. The unloading of the Waste Materials by Algona at the Facility is to be done under the supervision of an Auburn employee at the Facility. Algona will only send operators to use the decant facility that have been properly trained by Auburn on the safe and efficient use of the facility and dumping of Waste Materials. If conditions at the Auburn Facility require, Auburn reserves the right to request Algona to retain its Waste Materials until such time as the conditions at the Facility allow Auburn to accept the Waste Materials again. Auburn will give Algona as much advance notice of these conditions as is practicable. Auburn further reserves the right to reject any individual shipment of Waste Materials. DI.E Page 181 of 249 CONTRACT FOR DECANT FACILITIES USAGE Page 2 of 6 Auburn will provide for the dewatering and the disposal of the Waste Materials in compliance with all local, state, and federal permits pertaining to the dewatering and disposal of such Waste Materials. 3. VOLUME Auburn shall accept from Algona’s Waste Materials in the following volumes: not to exceed 20 tons per month or a total of 150 tons per year as measured at Auburn’s truck scale. Auburn may accept Waste Material from Algona that exceeds these volumes upon the review of a written request from Algona. All such requests shall be made to Auburn's Public Works Maintenance and Operations Manager thirty (30) days in advance of proposed delivery of such additional Waste Materials. 4. COST FOR SERVICES A. Waste Materials. Algona shall pay Auburn $30.00 per month base fee for administration costs and $75.00 per ton of Waste Materials for processing, testing and disposal fee (measured as scale weight). Auburn will bill Algona on a quarterly basis. B Sweeping Services. Auburn will provide street sweeping services on an as needed basis to Algona at the rate of $126.00 per hour for sweeper and operator; this does not include fees for the handling, processing and disposal of Waste Materials generated from sweeping. Auburn reserves the right to increase these fees in response to increases in labor, disposal, and regulatory costs. Auburn shall give Algona at least sixty (60) days’ advance written notification of any proposed fee increases. 5. DECANT FACILITY IMPROVEMENTS Algona recognizes that the capacity of Auburn’s Facility is limited and that additional capacity will need to be provided, as both Cities’ waste disposal needs continue to grow, in order to provide long-term service to Algona. If Auburn desires to investigate and plan for long-term capacity improvements to the decant process, including but not limited to improvements to the existing facility, Auburn shall endeavor to notify Algona and shall endeavor to include Algona in such investigation and planning, to the extent it is reasonably able to do, in keeping with Auburn’s intended investigation and planning. By way of example only, and not by way of limitation, Algona and Auburn contemplate that subsequent amendments or agreements might address the following types of issues: planning, design and construction costs for potential improvements to the existing Facility or construction of a new decant facility. The parties agree that Auburn will act as lead entity in the all DI.E Page 182 of 249 CONTRACT FOR DECANT FACILITIES USAGE Page 3 of 6 aspects of any proposed improvement project. Auburn will consult in advance of any final decisions with Algona for the purposes of determining Algona's future needs and Algona's desire to participate in funding for an improved facility or a new facility. 6. TERM The duration of this Agreement shall be for an initial term of three (3) years beginning January 1, 2017 through December 31, 2019, and may be extended thereafter for an optional, additional term of three (3) years beginning January 1, 2020 through December 31, 2022, by written amendment of the Parties, including but not limited to mutual agreement on proposed changes – increases or decreases – to the cost for services in Section 4 of this Agreement, not later than sixty (60) days prior to the end of the initial term. It is further provided, however, that either party may terminate this Agreement upon providing one hundred twenty (120) days’ advance written notice to the other party. 7. REOPENER Either party may request that any provision of this Agreement can be renegotiated by submitting a written request with fourteen (14) days’ advance notice. Any amendment of this Agreement shall be in writing and shall be signed by both parties consistent with Section 13 of this Agreement. 8. HOLD HARMLESS AND INDEMNIFICATION a. Algona shall indemnify and hold Auburn and its agents, employees, officers and/or volunteers, harmless from and shall process and defend at its own expense any and all claims, demands, suits, at law or equity, actions, penalties, losses, damages, or costs, of whatsoever kind or nature, brought against Auburn arising out of, in connection with, or incident to the execution of this Agreement and/or Algona’s performance or failure to perform any aspect of this Agreement; provided, however, that if such claims are caused by or result from the concurrent negligence of Auburn, its agents, employees, officers and/or volunteers, this indemnity provision shall be valid and enforceable only to the extent of the negligence of Algona; and provided further, that nothing herein shall require Algona to hold harmless or defend Auburn, its agents, employees officers and/or volunteers from any claims arising from the sole negligence of Auburn, its agents, employees, officers and/or volunteers. No liability shall attach to Auburn by reason of entering into this Agreement except as expressly provided herein. b. Auburn shall indemnify and hold Algona and its agents, employees, officers and/or volunteers, harmless from and shall process and defend at its own expense any and all claims, demands, suits, at law or equity, actions, penalties, losses, damages, or costs, of whatsoever kind or nature, brought against Algona arising out of, in connection with, or incident to the execution of this Agreement and/or Auburn’s performance or failure to perform any aspect of this Agreement; provided, however, that if such claims are caused by or result from the concurrent negligence of Algona, DI.E Page 183 of 249 CONTRACT FOR DECANT FACILITIES USAGE Page 4 of 6 its agents, employees, officers and/or volunteers, this indemnity provision shall be valid and enforceable only to the extent of the negligence of Auburn; and provided further, that nothing herein shall require Auburn to hold harmless or defend Algona, its agents, employees, officers and/or volunteers from any claims arising from the sole negligence of Algona, its agents, employees, officers and/or volunteers. No liability shall attach to Algona by reason of entering into this Agreement except as expressly provided herein. c. Should a court of competent jurisdiction determine that this Agreement is subject to RCW 4.24.115, then, in the event of liability for damages arising out of bodily injury to persons or damages to property caused by or resulting from the concurrent negligence of the Auburn and Algona, its officers, officials, employees, and volunteers, any damages allowed shall be levied in proportion to the percentage of negligence attributable to each party, and each party shall have the right to seek contribution from the other party in proportion to the percentage of negligence attributable to the other party. It is further specifically and expressly understood that the indemnification provided herein constitutes the Parties' waiver of immunity under Industrial Insurance, Title 51 RCW, solely for the purposes of this indemnification. This waiver has been mutually negotiated by the Parties. The provisions of this section shall survive the expiration or termination of this Agreement. d. AUBURN SHALL HAVE NO LIABILITY FOR, AND SHALL BE HELD HARMLESS FROM AND AGAINST, ALL CLAIMS, DAMAGES, LIABILITIES AND COSTS ARISING OUT OF OR RELATING TO THE PRESENCE, DISCOVERY, OR FAILURE TO DISCOVER, REMOVE, ADDRESS, REMEDIATE OR CLEANUP ENVIRONMENTAL OR BIOLOGICAL HAZARDS RESULTING FROM ALGONA DELIVERIES OR OTHERWISE ATTRIBUTABLE TO ALGONA, SPECIFICALLY INCLUDING, BUT NOT LIMITED TO, MOLD, FUNGUS, HAZARDOUS WASTE, SUBSTANCES OR MATERIALS. 9. RESOLUTION OF DISPUTES AND GOVERNING LAW a. Alternative Dispute Resolution If a dispute arises from or relates to this Agreement or the breach thereof and if the dispute cannot be resolved through direct discussions, the parties agree to endeavor first to settle the dispute in an amicable manner by mediation before resorting to arbitration. The mediator may be selected by agreement of the parties. Following mediation, or upon written agreement of the parties to waive mediation, any unresolved controversy or claim arising from or relating to this Agreement or breach thereof shall be settled through arbitration. The arbitrator may be selected by agreement of the parties or through King County court procedures. All fees and expenses for mediation or arbitration shall be borne by the parties equally. However, each party shall bear the expense of its own counsel, experts, witnesses and preparation and presentation of evidence. DI.E Page 184 of 249 CONTRACT FOR DECANT FACILITIES USAGE Page 5 of 6 b. Applicable Law and Jurisdiction This Agreement shall be governed by the laws of the State of Washington. Although the agreed to and designated primary dispute resolution method as set forth above, in the event any claim, dispute or action arising from or relating to this Agreement cannot be submitted to arbitration, then it shall be commenced exclusively in the King County Superior Court or the United States District Court, Western District of Washington as appropriate. The prevailing party in any such action before the courts shall be entitled to recover its costs of suit and reasonable attorneys' fees. 10. WRITTEN NOTICE All communications regarding this Agreement shall be sent to the parties at the addresses listed on the signature page of the Agreement, unless notified to the contrary. Any written notice hereunder shall become effective three (3) business days after the date of mailing by registered or certified mail, and shall be deemed sufficiently given if sent to the addressee at the address stated in this Agreement or such other address as may be hereafter specified in writing. If written notice is provided by electronic mail (e-mail), then such written notice shall become effective one (1) business day after it is successfully sent. 11. NON-DISCRIMINATION Parties shall not discriminate in any manner related to this Agreement on the basis of race, color, national origin, sex, religion, age, marital status or disability in employment or the provision of services. 12. SEVERABILITY If any provision of the Agreement shall be held invalid, the remainder of this Agreement shall not be affected thereby if such remainder would then continue to serve the purposes and objectives of both parties. 13. ENTIRE AGREEMENT This Agreement constitutes the entire agreement between the parties. Any modifications or amendments to this Agreement shall be in writing and shall be signed by each party. DATED this ___________day of ______________________ 2016. CITY OF ALGONA CITY OF AUBURN DI.E Page 185 of 249 CONTRACT FOR DECANT FACILITIES USAGE Page 6 of 6 David Hill Mayor Nancy Backus, Mayor 402 Warde Street 25 W. Main Street Algona, WA 98001 Auburn, WA 98001 ATTEST: ATTEST: Dianna Quinn, City Clerk Dani Daskam, City Clerk APPROVED AS TO FORM: APPROVED AS TO FORM: City Attorney Dan Heid, City Attorney DI.E Page 186 of 249 AGENDA BILL APPROVAL FORM Agenda Subject: Council Rules of Procedure (30 Minutes) Date: February 8, 2017 Department: Administration Attachments: Res 5283 rules of procedure Council Travel Policy Power Point Budget Impact: $0 Administrative Recommendation: Background Summary: Following a change several years ago from a Council Committee format for conducting City Council business to a Study Session approach whereby all Councilmembers attend the same meetings and receive the same information, Counsel expressed an interest in providing the opportunity for other Councilmembers to participate more fully in consideration of certain parts of City Council tasks and functions, including presiding over committee-type meetings. Initially, there was interest in reverting to the Council Committee structure, however, the downsides of this approach include an increase in the number of meetings at which Councilmembers and staff would be attending as well as the potential for different information to be included at different Council Committee meetings where questions or discussion may vary among the different Committees. As an alternative to the Committee approach, it was proposed that a Hybrid of Study Session and Committees be developed which would accommodate specific involvement in certain areas by interested Councilmembers (Special Focus Areas) and the opportunity for individual Councilmembers to chair or preside over the discussion with respect to these Special Focus Areas. Because this change would manifest itself in an amendment to the City Council Rules of Procedure, and because the City Council was also interested in considering Council Travel Policy changes (with both of these topics having been assigned to Council ad- hoc committees), both the Study Session Hybrid and the Council Travel Policy have been included in the amendments to the City Council Rules of Procedure set forth in the attachment (Exhibit “A”) to Resolution No. 5283. Reviewed by Council Committees: AUBURN * MORE THAN YOU IMAGINEDDI.F Page 187 of 249 Councilmember:Staff:Heid Meeting Date:February 13, 2017 Item Number:DI.F AUBURN * MORE THAN YOU IMAGINEDDI.F Page 188 of 249 -------------------------------- Resolution No. 5283 June 3, 2016 Page 1 of 3 RESOLUTION NO. 5 2 8 3 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 5217 AND 5240 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, 5217 and 5240, which Resolutions adopted certain modifications to the City Council Rules of Procedure; and WHEREAS, in accordance with Resolution No. 5105, passed on November 3, 2014, the City Council revised its approach to conducting its business and handling its public meetings by changing from a Council committee format to a study session format, giving all of the City Councilmembers equal access to the information relating to city business; and WHEREAS, since that time, the City Council has appreciated that there are advantages to allowing different councilmembers to chair different portions of meetings, something that was more available in the council committee structure; and WHEREAS, having considered the options and alternatives in terms of conducting city business, the City Council designated an ad hoc committee to study how increased opportunity for members to chair certain portions of meetings could dovetail in to a process that also assured that all councilmembers received access to the information necessary for Council decisions to be made; and DI.F Page 189 of 249 -------------------------------- Resolution No. 5283 June 3, 2016 Page 2 of 3 WHEREAS, a hybrid strategy was developed whereby study sessions, chaired by the deputy Mayor, would still exist but would have a portion focused more specifically on certain areas of city operations, as a part of the study sessions, but chaired by another member of the city Council, a strategy that provides the advantages sought by the city Council. 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, Resolution No. 5217 on May 2, 2016, and Resolution No. 5240 on July 5th, 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 _________________, 2017. CITY OF AUBURN ATTEST: ________________________________ NANCY BACKUS, MAYOR ____________________________ Danielle E. Daskam, City Clerk DI.F Page 190 of 249 -------------------------------- Resolution No. 5283 June 3, 2016 Page 3 of 3 APPROVED AS TO FORM: ____________________________ Daniel B. Heid, City Attorney DI.F Page 191 of 249 Page 1 RULES OF PROCEDURE OF THE CITY COUNCIL OF THE CITY OF AUBURN, 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 10 SECTION 5 PRESIDING OFFICER - DUTIES 11 SECTION 6 COUNCILMEMBERS 12 SECTION 7 DEBATES 12 SECTION 8 PARLIAMENTARY PROCEDURES AND MOTIONS 13 SECTION 9 VOTING 15 SECTION 10 COMMENTS, CONCERNS AND TESTIMONY TO COUNCIL 16 SECTION 11 PUBLIC HEARINGS AND APPEALS 16 SECTION 12 DEPUTY MAYOR SELECTION PROCESS 17 SECTION 13 COUNCIL POSITION VACANCY 19 SECTION 14 COUNCIL MEETING STAFFING 19 SECTION 15 COUNCIL RELATIONS WITH STAFF 19 SECTION 16 COUNCIL STUDY SESSIONS, COMMITTEES AND CITIZEN ADVISORY BOARDS 20 SECTION 17 COUNCIL REPRESENTATION & INTERNAL COMMUNICATION 27 SECTION 18 TRAVEL AUTHORIZATION 30 SECTION 19 CONFIDENTIALITY 31 SECTION 20 ENFORCEMENT OF RULES OF PROCEDURE 31 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. DI.F Page 192 of 249 Page 2 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 Code1. The City Clerk shall cause to be prepared action minutes of all of the Council meetings, which minutes shall 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 falls 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 Mayor, as Presiding presiding Officer officer shall be seated at the center of the dais, and the Deputy Mayor shall be seated to the Presiding presiding Officer’s officer’s immediate left. When the Deputy Mayor is acting as the Presiding presiding Officerofficer, 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 Councilmembers called for that purpose. 1 2.03.100 Meeting coordination duties. The mayor or the mayor's designee shall be responsible for 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.) DI.F Page 193 of 249 Page 3 [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, other than those portions thereof for which Special Focus Areas are scheduled (as described herein below). 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 holiday. 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:2 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 2 Any of these regularly scheduled meetings may be cancelled if not needed. DI.F Page 194 of 249 Page 4 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 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 Attorney 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 Special meetings of the City Council, and will be announced by the Presiding presiding Officerofficer. 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 Mayor with the concurrence of the Deputy Mayor or, in the absence of either, by the Mayor or the Deputy Mayor, or by a majority vote of the City 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 OfficerMayor shall call the meeting to order. DI.F Page 195 of 249 Page 5 B. Pledge of Allegiance. The Presiding OfficerMayor, 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 OfficerMayor 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 presiding Officer officer will state the public hearing and/or appeal procedures 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 DI.F Page 196 of 249 Page 6 are limited to three (3) minutes per person, and a total of fifteen (15) minutes per topic. Groups who have a designated speaker may have a total of ten (10) minutes to speak. Public comments sign-up forms will be available at the City Clerk’s desk at each meeting for use of those citizens wishing to address the Council. The City Clerk shall serve as timekeeper. The Presiding presiding Officer officer may make exceptions to the audience participation time restrictions when warranted, in the discretion of the Presiding presiding Officerofficer. Citizens may also speak on individual agenda items on the printed agenda at the time they are considered by the Council as requested by the Presiding presiding Officerofficer. I. Correspondence J 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. K. Consent Agenda Approval of the Consent Agenda, including items considered to be routine and non-controversial, may be approved by one motion. Items on the Consent Agenda include but are not limited to the following. Any Councilmember may remove any item from the Consent Agenda for separate discussion and action. 1. Approval of minutes. 2. Fixing dates for public hearings and appeals. 3. Approval of claims and vouchers, bid awards and contracts. 4. Approval of surplus property. 5. Other items designated by the City Council. L. Unfinished Business Unfinished business of a general nature and that it was removed from the Consent Agenda for separate discussion and action. M. New Business DI.F Page 197 of 249 Page 7 Business, other than ordinances and resolutions, that has not been previously before the City Council. 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 DI.F Page 198 of 249 Page 8 repeating the ordinance title as read by the City Attorney and may choose 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 whole membership of the Council. DI.F Page 199 of 249 Page 9 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 presiding Officer 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).] DI.F Page 200 of 249 Page 10 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 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 City 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, if 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. DI.F Page 201 of 249 Page 11 SECTION 5 - PRESIDING OFFICER - DUTIES 5.1 Conduct of Meetings The Presiding presiding Officer 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 the Presiding presiding Officer officer until the return of the Mayor or Deputy Mayor. Additionally, the Deputy Mayor shall serve as the presiding officer for Council Study Sessions, other than those portions thereof for which Special Focus Areas are scheduled (as described herein below). It is further provided that, though not the Presiding presiding Officer officer of Study Sessions, the Mayor is encouraged to attend Study Sessions. 3 [See former ACC 2.06.090 (1957 code § 1.04.100).] 5.2 The Presiding Officer: A. Shall preserve order and decorum at all meetings of the Council and cause the removal of any person from any meeting for disorderly conduct; B. Shall observe and enforce all rules adopted by the Council; C. Shall decide all questions on order, in accordance with these rules, subject to appeal by any Councilmember; D. Shall recognize Councilmembers in the order in which they request the floor, giving every councilmember who wishes an opportunity to speak, provided that the mover of a motion shall be permitted to debate it first, and provided that the Presiding presiding Officer officer may also allow discussion of an issue prior to the stating of a motion when such discussion would facilitate wording of a motion; E. May affix approximate time limit for each agenda item; F. When matters on the agenda are placed, or are able to be placed under more than one classification or category, as defined by the Order of Business, and the matters involve or are closely related to other subject matter, then the Presiding presiding Officer officer may, in the Presiding presiding Officer’s officer’s discretion, present such matters before the Council, for discussion, consider and vote, at a different place in the agenda 3 For the purposes hereof, whenever the term “Mayor” or “Deputy Mayor” is used, it shall also include the person who, in the absence thereof shall assume actions or responsibilities in place of the Mayor or Deputy Mayor. When the term “presiding officer” is used, it shall refer to the person responsible for presiding over the meeting in question. DI.F Page 202 of 249 Page 12 without the necessity of any vote thereon, notwithstanding their initial different placement on the written agenda. [See former ACC 2.06.100 (1957 code § 1.04.170.); ACC 2.06.190 (1957 code § 1.04.210).] SECTION 6 - COUNCILMEMBERS 6.1 Remarks. - Councilmembers desiring to speak shall address the presiding officer, and when recognized, shall confine himself/herself to the question under debate. 6.2 Questioning. - Any member of the Council, including the Presiding OfficerMayor, shall 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 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 Obligation to the Public Agency. - 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 Training. - 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, Agencies and Organizations. - 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 Speaking to the Motion. - No member of the Council, including the Presiding presiding Officerofficer, shall speak more than twice on the same motion except by consent of the Presiding presiding Officer officer or a majority of the Councilmembers present at the time the motion is before the Council. DI.F Page 203 of 249 Page 13 7.2 Interruption. - No member of the Council, including the Presiding presiding Officerofficer, shall interrupt or argue with any other member while such member has the floor, other than the Presiding presiding Officer’s officer’s duty to preserve order during meetings as provided in Section 5.2.A of these rules. 7.3 Courtesy. - All speakers, including members of the Council, which includes the Presiding presiding Officerofficer, in the discussion, comments, or debate of any matter or issue shall address their remarks to the Presiding presiding Officerofficer, 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. 7.4 Transgression. - If a member of the Council shall transgress these rules on debates, the Presiding presiding Officer officer shall call such member to order, in which case such member shall be silent except to explain or continue in order. If the Presiding presiding Officer 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 presiding Officer officer or such other member to order, in which case the Presiding presiding Officer officer or such member, as the case may be, shall be silent except to explain or continue in order. 7.5 Challenge to Ruling. - Any member of the Council, including the Presiding Officer, shall have the right to challenge any action or ruling of the Presiding presiding Officerofficer, 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 Unless specifically provided differently herein, All all City Council meeting discussions shall be governed by ROBERTS RULES OF ORDER, NEWLY REVISED (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 presiding Officialofficial, shall be allowed to vote to break a tie vote. DI.F Page 204 of 249 Page 14 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 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. DI.F Page 205 of 249 Page 15 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. 8.16 The Presiding presiding Officerofficer, 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 presiding Officerofficer, 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 rules 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 presiding Officer officer or by any Councilmember. DI.F Page 206 of 249 Page 16 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 by Mayor - Except where prohibited by law, the Mayor, as Presiding presiding Officialofficial, 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 10.1 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 presiding Officer officer may make exceptions to the time restrictions of persons addressing the Council when warranted, in the discretion of the Presiding presiding Officerofficer. 10.2 Any person making personal, impertinent or slanderous remarks while addressing the Council shall be barred from further audience participation by the Presiding presiding Officerofficer, 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. DI.F Page 207 of 249 Page 17 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. 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 presiding Officer officer may make exceptions to the time restrictions of persons speaking at a public hearing when warranted, in the discretion of the Presiding presiding Officerofficer. 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 presiding Officer officer 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. [The nomination of a councilmember for this position does not require a second, and a councilmember may nominate him or herself.] DI.F Page 208 of 249 Page 18 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, 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.4 [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 4 It may be that if there were a larger number of nominees in the initial election, there would not be (only) two councilmembers who received the largest number of votes. For instance, if one nominee received three votes a second nominee received two votes and a third nominee also received two votes, it might be appropriate to have an initial run off between the second and the third nominees to determine who would be included in the final run-off against the first nominee. DI.F Page 209 of 249 Page 19 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 [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 qualified 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 called for that purpose. If the Council 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 or designees 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 Attorney shall act as the Council’s parliamentarian. The An 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. DI.F Page 210 of 249 Page 20 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. 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 Council Meetings. Different than the format for Regular Council Meetings (identified in Section 3 hereof), 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. General Business Focus and Special Focus Areas DI.F Page 211 of 249 Page 21 Study Sessions shall consist of two (2) Focus divisions per meeting; (1) a General Business Focus and (2) a Special Focus Area. The General Business Focus shall be scheduled first, and shall include agenda items that relate to issues of general City concern, items that will be coming before the City Council at upcoming meetings and presentations and reports to the City Council. The Special Focus Area groups shall, on a rotating basis described below, commence their portion of the Study Session following the conclusion of the Study Session General Business Focus, The Special Focus Area groups shall review matters of Council concern related to their areas of oversight responsibility. The Special Focus Area groups shall consist of the following: (1) Public Works & Community Development; (2) Municipal Services; (3) Health & Human Services; and (4) Finance & Economic Development. These Special Focus Area groups shall be tasked with oversight of Council considerations as follows: 1. Public Works & Community Development; • Utilities • Zoning Codes & Permits • Innovation & Technology • Transportation • Streets • Engineering • Capital Projects • Sustainability • Environmental Protection • Cultural Arts and Public Arts • Planning 2. Municipal Services • Police • SCORE Jail • District Court • Parks & Recreation • Animal Control • Solid Waste • Emergency Planning • Airport • Airport Businesses • Sister Cities • Multi Media 3. Health & Human Services • Human Services Funding • Public Wellness • Domestic Violence Services DI.F Page 212 of 249 Page 22 • Homelessness Services • Affordable Housing • Community Services • Human Resources • Medical Community Relations 4. Finance & Economic Development • City Budget & Amendments • Risk Management • Equipment Rental • Facilities • City Real Property • Legal • Development Incentives • Business Development • Economic Development Strategies Aside from the above Special Focus Area topics, there shall be a Finance ad hoc Committee to review vouchers and payroll. B. Scheduling of Special Focus Area. 1. The Special Focus Areas shall conduct their portion of the Study Sessions on 2nd and 4th Mondays of the month on a rotating basis such as as follows: Public Works & Community Development, then Municipal Services, then Health & Human Services, then Finance & Economic Development, then Public Works & Community Development, then Municipal Services, and so on. 2. On 5th Mondays of the Month, Study Sessions will not typically include any of the above Special Focus Areas, but may include special topics and issues of general concern to the City Council, including Council operating arrangements and Council Rules of Procedure. It is provided, however, that in order for the City Council to address the matters coming before the City Council, the Mayor and Deputy Mayor may, as they deem appropriate, insert into any Study Session any matters calling for City Council consideration and discussion, regardless of Special Focus Areas. 3. Topics for Special Focus Area consideration (for inclusion in the Special Focus Area portion of the Study Session agenda) shall be determined by the Chair of each Special Focus Area along with the Mayor and the Deputy Mayor, taking into account matters within the topics of the Special Focus Area calling for action or consideration, and suggestions by other Councilmembers of such topics. DI.F Page 213 of 249 Page 23 C. Meeting Times: : Study Sessions shall be scheduled as set forth in Section 2.3, above. BD. Study Sessions should conform to the following: 1. Meeting facilitation - the Deputy Mayor shall preside over/conduct General Business Focus portions of Study Sessions. The Councilmember selected to chair the Special Focus Area for the study sessions for which his or her Special Focus Area is scheduled shall preside over/conduct the Special Focus Area of the Study Session. 2. Four or more Councilmembers shall constitute a quorum for Study Sessions. 3. Two and one half Three hours maximum timeframe (goal). 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. CE. Study Session Meeting Format 5 1. Call to Order The Presiding OfficerDeputy Mayor 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 5 It is the intention of the City Council that Study Sessions shall be televised on the City’s public access channel if reasonably possible. DI.F Page 214 of 249 Page 24 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 OfficerDeputy Mayor 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 OfficerDeputy Mayor 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 individual(s) involved in the issue. The Presiding OfficerDeputy Mayor 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 OfficerDeputy Mayor 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 OfficerDeputy Mayor shall move the attention of the Council to the next discussion item on the agenda; provided that if, after a lengthy discussion on a particular agenda item, the Presiding presiding Officer officer concludes that discussion should be continued to a later date, the Presiding OfficerDeputy Mayor 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. DI.F Page 215 of 249 Page 25 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 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 presiding Officer 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 presiding Officer officer concludes that there is not sufficient time to discuss or continue discussing the topic, the Presiding presiding Officer officer may defer discussion or continued discussion to a future Study Session. 7. Special Focus Area a. The Chair of the Special Focus Area scheduled for the Study Session, on a rotating basis as described above, shall preside over this portion of the study session. b. The Chair of the Special Focus Area shall call the various items included in the agenda for this portion of the Study Session DI.F Page 216 of 249 Page 26 8. Matrix Review (the Deputy Mayor shall preside over this portion of the Study Session) a. Following the conclusion of City Council consideration of the topics of the Special Focus Area, the City Council shall review the Matric of upcoming topics. b. The Matrix shall consist of topics from all areas of city concern, general concern as well as topics of each of the Special Focus Areas 7.9. Adjournment The Presiding OfficerDeputy mayor shall adjourn the Study Session after conclusion of discussion on the above 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 City 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. 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 DI.F Page 217 of 249 Page 27 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. RCW). 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 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. 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 assure that communication on agenda items occurs to the greatest extent possible at DI.F Page 218 of 249 Page 28 the public meetings, and to avoid even the perception that email is being used in a way that could 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 recipient/addressee. D. Councilmembers 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 Auburn Administrative Policy and Procedure 500- 03, “Internet & 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. 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 official, such as meeting notices, reminders, telephone messages DI.F Page 219 of 249 Page 29 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. 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 unusual circumstances, appoint a Councilmember to serve as a non-member Liaison to a board, commission, committee, task force or any DI.F Page 220 of 249 Page 30 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 communicate 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 City 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 Councilmembers beyond the authority provided in the travel policy and budget shall 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 DI.F Page 221 of 249 Page 31 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 A. Value of Council Travel. The Auburn City Council recognizes the need of its members to attend conferences, trainings, and meetings to broaden their knowledge of and familiarity with a diverse collection of City-related issues, including, but not limited to Public Works, Communications, Transportation, Economic Development, Public Safety and Energy. These conferences also provide valuable opportunities to network with other city elected officials. Comparing Auburn's specific issues with those of other cities often provides the City Council with established policies already in place in other cities that can be adapted to meet the specific needs of the City of Auburn, as well as expediently and efficiently acquainting Auburn City Councilmembers with ideas of how to address Auburn issues and solve Auburn problems. B. Annual Budget Amounts for Council Travel To accommodate Council travel, the Auburn City Council shall allocate an identified amount of money each year in the Cty budget process, whereby each Councilmember shall have an identified amount of money earmarked for his/her City related travel costs, including transportation, lodging, meals and registration costs. C. Adjustment of Council Travel Allocations. In the event that a councilmember needs more than the amount of travel related funds allocated for his or her use, the councilmember shall (1) see if there are unused funds available from any other councilmember(s) who are willing to transfer funds from their account to the councilmember needing additional travel funds, whereby, with the consent of the Deputy Mayor and the other transferring councilmember(s), funds will be transferred to the requesting councilmember’s allotment; or (2) shall request a net adjustments to the budget adding additional funds to his or her allotment, which adjustment shall be approved by a majority of the whole City Council. D. Receipts and Travel Documentation Each City Councilmember shall be responsible for providing to the Mayor or Finance Director, within ______ days of returning from City travel, any and all City travel related receipts and documentation, SECTION 19 - CONFIDENTIALITY 19.1 Councilmembers shall keep confidential all written materials and verbal information provided to them during Executive or Closed Sessions and as provided in RCW 42.23.070, 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 DI.F Page 222 of 249 Page 32 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. DI.F Page 223 of 249 Page 33 City Council Rules of Procedure: Adopted: February 2, 2004 Ordinance No. 5802 Amended by Resolution No. 4282, December 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 Amended by Resolution No. 4686, February 22, 2011 Amended by Resolution No. 4740, August 15, 2011 Amended by Resolution No. 4813, May 21, 2012 Amended by Resolution No 4909, February 19, 2013 Amended by Resolution No. 5105, November 3, 2014 Amended by Resolution No. 5112, December 1, 2014 Amended by Resolution No. 5115, December 15, 2014 Amended by Resolution No. 5217, May 2, 2016 Amended by Resolution No. 5240, July 5, 2016 DI.F Page 224 of 249 DI.F Page 225 of 249 DI.F Page 226 of 249 DI.F Page 227 of 249 Hybrid Study Sessions DI.F Page 228 of 249 Public Works & Community Development Municipal Services Health & Human Services Finance & Economic Development 1.Utilities 2.Zoning,Codes, Permits 3.Innovation & Technology 4.Transportation 5.Streets 6.Engineering 7.Capital Projects 8.Sustainability 9.Environmental Protection 10.Culture, Arts, Public Art 11.Planning 1.Police 2.SCORE Jail 3.District Court 4.Parks & Recreation 5.Animal Control 6.Solid Waste 7.Emergency Planning 8.Airport 9.Airport Business 10.Sister Cities 11.Multi Media 1.Human Services Funding 2.Public Wellness 3.Domestic Violence 4.Homeless Services 5.Affordable Housing 6.Community Services 7.Human Resources 8.Medical Community Relations 1.City Budget & Amendments 2.Risk Management 3.Equipment Rental 4.Facilities 5.City Real Property 6.Legal 7.Development Incentives 8.Business Development 9.Economic Development Strategies SPECIAL FOCUS AREAS 2DI.F Page 229 of 249 31 Public Works & Comm Devlp Municipal Services Health & Human Services Finance & Econ Devlp 30 2017 5th Monday 3 3DI.F Page 230 of 249 www.Yourcompany.co m4 1st Monday •No changes •Approximately 24 meetings per year •Mayor chairs the meeting Regular Council Meeting I.CALL TO ORDER I.Pledge of Allegiance II.Roll Call II.ANNOUNCEMENTS, PROCLAMATIONS AND PRESENTATIONS III.APPOINTMENTS IV.AGENDA MONDIFICATINS V.CITIZEN INPUT, PUBLIC HEARINGS & CORRESPONDENCE VI.COUNCIL AD HOC COMMITTEE REPORTS VII.CONSENT AGENDA I.Minutes II.Claims Vouchers III.Payroll Vouchers VIII.UNFINISHED BUSINESS IX.NEW BUSINESS X.ORDINANCES XI.RESOLUTIONS XII.MAYOR AND COUNCILMEMBER REPORTS I.From the Council II.From the Mayor XIII.ADJOURENMENT 4DI.F Page 231 of 249 www.Yourcompany.co m5 2nd Monday First part is identical to current practice (Includes General Topics) •Any topic may be placed on agenda •Chaired by Deputy Mayor Special Focus Area Discussion •Four Special Focus Areas •Each SFA chaired by appointed councilmember Matrix (Covers All Focus Areas &General Topics) •Chair re-assumed by Deputy Mayor •All items,projects,topics,etc.for future dates reviewed New Business •Primarily for the presentation and debate of future study Session Topics •With consensus,Mayor &Deputy Mayor meet to place topic on a future agenda Study Session w/ Special Focus Area I.CALL TO ORDER I.Roll Call II.ANNOUNCEMENTS, REPORTS AND PRESENTATIONS III.AGENDA ITEMS FOR DISCUSION I.Topic A II.Topic B III.Etcetera IV.PW & CD Discussion Items I.Topic A II.Topic B III.Etcetera V.MATRIX VI.NEW BUSINESS VII.ADJORNMENT 5DI.F Page 232 of 249 www.Yourcompany.co m6 3rd Monday •No changes •Approximately 24 meetings per year •Mayor chairs the meeting Regular Council Meeting I.CALL TO ORDER I.Pledge of Allegiance II.Roll Call II.ANNOUNCEMENTS, PROCLAMATIONS AND PRESENTATIONS III.APPOINTMENTS IV.AGENDA MONDIFICATINS V.CITIZEN INPUT, PUBLIC HEARINGS & CORRESPONDENCE VI.COUNCIL AD HOC COMMITTEE REPORTS VII.CONSENT AGENDA I.Minutes II.Claims Vouchers III.Payroll Vouchers VIII.UNFINISHED BUSINESS IX.NEW BUSINESS X.ORDINANCES XI.RESOLUTIONS XII.MAYOR AND COUNCILMEMBER REPORTS I.From the Council II.From the Mayor XIII.ADJOURENMENT 6DI.F Page 233 of 249 www.Yourcompany.co m7 4th Monday First part is identical to current practice (Includes General Topics) •Any topic may be placed on agenda •Chaired by Deputy Mayor Special Focus Area Discussion •Four Special Focus Areas •Each SFA chaired by appointed councilmember Matrix (Covers All Focus Areas &General Topics) •Chair re-assumed by Deputy Mayor •All items,projects,topics,etc.for future dates reviewed New Business •Primarily for the presentation and debate of future study Session Topics •With consensus,Mayor &Deputy Mayor meet to place topic on a future agenda Study Session w/ Special Focus Area I.CALL TO ORDER I.Roll Call II.ANNOUNCEMENTS, REPORTS AND PRESENTATIONS III.AGENDA ITEMS FOR DISCUSION I.Topic A II.Topic B III.Etcetera IV.MUNI SERVICES Discussion Items I.Topic A II.Topic B III.Etcetera V.MATRIX VI.NEW BUSINESS VII.ADJORNMENT 7DI.F Page 234 of 249 www.Yourcompany.co m8 5th Monday Study Session format •Chaired by Deputy Mayor •In 2017,January,May,July and October have five (5)Mondays •Optional:Up to four extra Study Sessions per year •Primary Focus Areas are Council Rules of Procedures and Operating Arrangements •However,any topic may be on the agenda Matrix (All Focus Areas &General Topics) •All items,projects,topics,etc.for future dates reviewed New Business •Primarily for the Presentation of Future Study Session Topics •After Consensus,Mayor &Deputy to place topic on future agenda Study Session (Extra and Optional) I.CALL TO ORDER I.Roll Call II.ANNOUNCEMENTS, REPORTS AND PRESENTATIONS III.AGENDA ITEMS FOR DISCUSION I.Operating Arrangements II.Council Rules of Procedures III.Other topics as needed IV.MATRIX V.NEW BUSINESS VI.ADJOURNMENT 8DI.F Page 235 of 249 www.Yourcompany.co m9 1st Monday •No changes •Approximately 24 meetings per year •Mayor chairs the meeting Regular Council Meeting I.CALL TO ORDER I.Pledge of Allegiance II.Roll Call II.ANNOUNCEMENTS, PROCLAMATIONS AND PRESENTATIONS III.APPOINTMENTS IV.AGENDA MONDIFICATINS V.CITIZEN INPUT, PUBLIC HEARINGS & CORRESPONDENCE VI.COUNCIL AD HOC COMMITTEE REPORTS VII.CONSENT AGENDA I.Minutes II.Claims Vouchers III.Payroll Vouchers VIII.UNFINISHED BUSINESS IX.NEW BUSINESS X.ORDINANCES XI.RESOLUTIONS XII.MAYOR AND COUNCILMEMBER REPORTS I.From the Council II.From the Mayor XIII.ADJOURENMENT 9 DI.F Page 236 of 249 www.Yourcompany.co m10 2nd Monday First part is identical to current practice (Includes General Topics) •Any topic may be placed on agenda •Chaired by Deputy Mayor Special Focus Area Discussion •Four Special Focus Areas •Each SFA chaired by appointed councilmember Matrix (Covers All Focus Areas &General Topics) •Chair re-assumed by Deputy Mayor •All items,projects,topics,etc.for future dates reviewed New Business •Primarily for the presentation and debate of future study Session Topics •With consensus,Mayor &Deputy Mayor meet to place topic on a future agenda Study Session w/ Special Focus Area I.CALL TO ORDER I.Roll Call II.ANNOUNCEMENTS, REPORTS AND PRESENTATIONS III.AGENDA ITEMS FOR DISCUSION I.Topic A II.Topic B III.Etcetera IV.HEALTH & HUMAN SERVICES Discussion Items I.Topic A II.Topic B III.Etcetera V.MATRIX VI.NEW BUSINESS VII.ADJORNMENT 10DI.F Page 237 of 249 www.Yourcompany.co m11 3rd Monday •No changes •Approximately 24 meetings per year •Mayor chairs the meeting Regular Council Meeting I.CALL TO ORDER I.Pledge of Allegiance II.Roll Call II.ANNOUNCEMENTS, PROCLAMATIONS AND PRESENTATIONS III.APPOINTMENTS IV.AGENDA MONDIFICATINS V.CITIZEN INPUT, PUBLIC HEARINGS & CORRESPONDENCE VI.COUNCIL AD HOC COMMITTEE REPORTS VII.CONSENT AGENDA I.Minutes II.Claims Vouchers III.Payroll Vouchers VIII.UNFINISHED BUSINESS IX.NEW BUSINESS X.ORDINANCES XI.RESOLUTIONS XII.MAYOR AND COUNCILMEMBER REPORTS I.From the Council II.From the Mayor XIII.ADJOURENMENT 11 DI.F Page 238 of 249 www.Yourcompany.co m12 4th Monday First part is identical to current practice (Includes General Topics) •Any topic may be placed on agenda •Chaired by Deputy Mayor Special Focus Area Discussion •Four Special Focus Areas •Each SFA chaired by appointed councilmember Matrix (Covers All Focus Areas &General Topics) •Chair re-assumed by Deputy Mayor •All items,projects,topics,etc.for future dates reviewed New Business •Primarily for the presentation and debate of future study Session Topics •With consensus,Mayor &Deputy Mayor meet to place topic on a future agenda Study Session w/ Special Focus Area I.CALL TO ORDER I.Roll Call II.ANNOUNCEMENTS, REPORTS AND PRESENTATIONS III.AGENDA ITEMS FOR DISCUSION I.Topic A II.Topic B III.Etcetera IV.FINANCE & ECON DEVLP Discussion Items I.Topic A II.Topic B III.Etcetera V.MATRIX VI.NEW BUSINESS VII.ADJORNMENT 12 DI.F Page 239 of 249 MATRIX NO.TOPIC STAFF LEAD(S) STUDY SESSION REVIEW DATE(S) COUNCIL DISSCUSION SUMMARY ACTION DATE (if applicable) 1 General N. Backus 11/12/2017 2 Zoning J. Tate 12/12/2018 This block can expand to as large as is needed. Not much detail is needed here just a few words to give an idea on council concearns. 3 SCORE Jail B. Lee 4 Human Resources R. Roscoe This block can expand to as large as is needed. Not much detail is needed here just a few words to give an idea on council concearns. 5 2nd Quarter Budget Amendment S. Coleman 6 General D Hinman Special Focus Area Color Coded PW & CD Muni Services Health & Human Services Finance & Econ Devlp 13DI.F Page 240 of 249 www.Yourcompany.co m14 NOTES 1.The Council does not vote on items during a Study Session.The Deputy Mayor or the Chair of a Focus Area will look for “consensus”before directing an agenda item be placed on the MATRIX. Consensus shall mean a collective position of the Council where a majority can support or “live with”the item or proposed discussion.Consensus of the body will be gauged by the Chair. No Voting At Study Session 2.Study Sessions should be held in Council Chambers and should be televised. In Chambers and Televised 3.The Deputy Mayor presides over the Study Session,except during times when a topic of a “Special Focus Area” is before the council.Such discussion will be lead by the chair of that Special Focus Area. Deputy Mayor Presides Except Special Focus Area Portions 14 DI.F Page 241 of 249 www.Yourcompany.co m15 NOTES 4.Again,the Council does not vote on items during a Study Session.The Chair of the Focus Area will look for “consensus” before directing an agenda item be placed on the MATRIX Chair of Focus Area Seeks Consensus 5.When the Chair of the Focus Area determines their agenda items have been sufficiently addressed,they will return control of the Study Session to the Deputy Mayor.The Deputy Mayor will then proceed with Matrix and New Business agenda Items. 11 Returning Control to Deputy Mayor 15 DI.F Page 242 of 249 www.Yourcompany.co m16 NOTES 6.Agenda topics for future Study Sessions may be proposed by any Council Member under New Business.If there is sufficient interest by the Council and/or Mayor,the Deputy Mayor and Mayor will meet to place that topic on the matrix for a future Study Session. 7.At Council discretion,production and delivery of a “white paper”in lieu of a future agenda item may be considered. New Businesses 8.The position of Deputy Mayor is determined by full Council in a regular scheduled Council Meeting.These positions will be for a one year term. Generally,terms shall run January through December. Determining Deputy Mayor 16DI.F Page 243 of 249 www.Yourcompany.co m17 NOTES 9.The positions of Focus Area Chair and Vice -Chair are determined by full Council in a Study Session.A member wishing to serve as a Focus Area Chair should volunteer.If more than one individual seeks the same position,consensus of the body will be gauged by the Deputy Mayor.Focus Area Chairs and Vice - Chairs will be for a one year term. Generally,terms shall run January through December. Determining Focus Area Chairs & Vice Chairs 17DI.F Page 244 of 249 NOTES Ad Hoc Committees 10.Ad Hoc Committees and its members, may be appointed at either a Scheduled Council meeting by vote or a Study Session by consensus. Ad Hoc committees shall serve for a stated period of time. No More Than Three 11.No more than three council Members may serve on an Ad Hoc Committee. Short Term Ad Hoc Committees 12.Short term Ad Hoc Committees may be formed for any stated purpose, issue or topic. For example: Focus Area Chairs may be delegated to form a short term Ad Hoc committee to determine topic responsibility on upcoming matters. 18DI.F Page 245 of 249 POSSIBLE IMPLEMENTATION DATES •January 9th Study Session –Review Ad Hoc Committee Recommendations & offer modifications. •January 23rd Study Session –Consent to adopt the proposed Hybrid Study Session Format. If consensus is reached, assign to LEGAL to prepare a Resolution. Then, seek volunteers for and adopt by consensus Focus Area Chairs & Vice-Chairs. •February 13th Study Session –Review resolution prepared by legal and reach a consensus to proceed to a vote at a Regular Council Meeting. •February 21st Regular Council Meeting –Vote to Approve or Disapprove. •March 13th Study Session –If approved on Feb. 21st, begin using the new Hybrid Study Session format. Begin with Health & Human Services Focus Area.19DI.F Page 246 of 249 AGENDA BILL APPROVAL FORM Agenda Subject: Council Involvement in Regional, State and Local Committees (20 Minutes) Date: February 6, 2017 Department: Administration Attachments: outside Council Committees Budget Impact: $0 Administrative Recommendation: Background Summary: Reviewed by Council Committees: Councilmember: Staff: Meeting Date:February 13, 2017 Item Number:DI.G AUBURN * MORE THAN YOU IMAGINEDDI.G Page 247 of 249 Region Compensated Committee,Board,Council or Council Term Subject Area Org. (Local, Regional, attendance Other External Group Representative (Yrs.) National) Yes, No) 23 Public Issues Committee Planning SCA Regional Legislative Sound Cities Association f-ti.A. 'y,}u"-' 24 Advocacy SCA Regional Networking Dinners Cti 25 Law,Safety&Justice Committee Public Safety KC(SCA) Regional SCORE(South Correctional Entity) 14OtYvi4r) 26 Public Safety SCORE Regional Operating Committee 27 Domestic Violence Initiative Public Safety SCA Regional Transportation& n ( J ) I )'zs Regional Transit Committee KC(SCA) Regional FLegislativey SCATBD Transportation& 29 KC Regional South County Area Transportation Board)Legislative 3. ._' - I 30 Transportation Policy Board Transportation& PSRC(SCA)Regional Legislative 31 Solid Waste Advisory Council Environment SCA Regional 32 RAMP Transportation& PC Regional Regional Access Mobility Partnership) Legislative 33 Growth Management Planning Council Planning KC(SCA) Regional kaiv r 1 1 ./fg 3a Governor's Affordable Housing Legislative AWC Regional 4- C 5 4 v Advisory Board Community&Economic Development Economic 35 NLC National Steering Committee Development Eh ` nvtanment&Natural 10 Environment NLC National i (p-eResoTirees_Cor'nmit_tee\, 1 37 Human Development Steering Health NLC National Committee Congressional City Conference, A L-L_ LA) 38 Washington DC Advocacy NLC Nat+ona4 1 I fC'C'P t.,1> Transportation and Infrastructure Transportation& 39 NLC National Services Committee Legislative 40 First Tier Suburban Cities Council Growth&Policy NLC National 11.-0.1%400e--e Ct- Tve DI.G Page 248 of 249 Committee,Board,Council or Region Council Term Compensated Subject Area Org. (Local,Regional, attendance Other External Group Representative (Yrs.) National) Yes, No) Auburn Area Chamber At wihc Advocacy COC Local1 of Commerce Luncheons t,,+y,, 4.1.—t— U34 2 Cities&Schools Forum Advocacy COA Local 01" LEOFF Board N-(o L0,)Q lQ 3 Law Enforcement Officers&Health COA Local rV ' Fire Fighters' 4 Muckleshoot Indian Tribe Council Planning MIT Local f d 4/*' VRFA Governance Board'"/ 5 Public Safety VRFA Local( Valley Regional Fire Authority) 5 l r; ,,..i___,, 6 Economic Development Council of Economic KC Regional Seattle&King County Development g Economic Development Board for Economic7PCRegional Tacoma-Pierce County Development g 8 Regional Water Quality Committee Environment KC Regional z)f..4tb,-Ctji+ , SWIF Advisory Council 9 (System Wide Improvement Framework) Environment KC Regional Green River Flood Control 10 Metropolitan Water Pollution Environment KC Regional Committee WRIA 9 Committee 11 Water Resource inventory Area) Environment KC Regionalt y_ 2 1 , Green River Watershed 12 Flood Control District Board Environment KC Regional Muftieitzoat 13 Solid Waste Management Environment KC Regional Advisory Committee I (I.e j* 14 Tacoma/Pierce County Board of Health Health PC(PCCT)Regional n q b-A 1s Seattle/King County Board of Health Health KC(SCA) Regional LU-y V e5 16 Federal Legislative Priorities Committee Legislative AWC Regional 6LDc'1—(_ 17 State Legislative Priorities Committee Legislative AWC Regional 18 City Action Days,Olympia Advocacy AWC Regional l.{ 4, y G J C 19 Growth Management Board Planning PSRC Regional Legislative SCA) Pierce County Cities&Towns Planning 20 PC Regional 0 G Association Legislative i G 2 1 J Planning 21 Pierce County Regional Council Land Use and PC Regional TransportationL 22 Regional Policy Committee Planning KC Regional 0V,."fieLegislative DI.G Page 249 of 249