HomeMy WebLinkAbout08-07-2017 CITY COUNCIL AGENDACity Council Meeting
August 7, 2017 - 7:00 PM
Auburn City Hall
AGENDA
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I. CALL TO ORDER
A. Pledge of Allegiance
B. Roll Call
II. ANNOUNCEMENTS, PROCLAMATIONS, AND PRESENTATIONS
III. APPOINTMENTS
IV. AGENDA MODIFICATIONS
V. CITIZEN INPUT, PUBLIC HEARINGS & CORRESPONDENCE
A. Public Hearings
No public hearing is scheduled for this evening.
B. Audience Participation
This is the place on the agenda where the public is invited to speak to the City
Council on any issue. Those wishing to speak are reminded to sign in on the
form provided.
C. Correspondence
There is no correspondence for Council review.
VI. COUNCIL AD HOC COMMITTEE REPORTS
Council Ad Hoc Committee Chairs may report on the status of their ad hoc
Council Committees' progress on assigned tasks and may give their
recommendation to the City Council, if any.
VII. CONSENT AGENDA
All matters listed on the Consent Agenda are considered by the City Council to be
routine and will be enacted by one motion in the form listed.
A. Minutes of the July 24, 2017 Special City Council Meeting*
B. Minutes of the July 17, 2017 Regular City Council Meeting*
C. Minutes of the June 13, 2017 Special City Council Meeting*
Page 1 of 154
D. Minutes of City Council study session meetings for: July 10, 2017; June 12,
2017; November 9, 2015; October 12, 2015 and September 28, 2015*
E. Claims Vouchers (Coleman)
Claims voucher numbers 444959 through 445237 in the amount
of $2,515,265.76 and eight wire transfers in the amount of $1,117,200.98 and
dated July 3, 2017.
F. Payroll Vouchers (Coleman)
Payroll check numbers 537433 through 537460 in the amount of $736,092.99
and electronic deposit transmissions in the amount of $1,633,203.00 for a grand
total of $2,369,295.99 for the period covering July 13, 2017 to August 2, 2017.
G. Public Works Project No. CP1513* (Snyder)
City Council approve award of Contract No. 17-11, to the lowest responsible
bidder for Project No. CP1513, 22nd Street NE and I Street NE Intersection
Improvements (Project)
(RECOMMENDED ACTION: City Council approve the Consent Agenda.)
VIII. UNFINISHED BUSINESS
IX. NEW BUSINESS
X. RESOLUTIONS
A. Resolution No. 5304* (Snyder)
A Resolution of the City Council of the City of Auburn, Washington, authorizing
the Mayor to execute an interlocal agreement with the Pierce County Flood
Control Zone District for the opportunity fund program
(RECOMMENDED ACTION: City Council adopt Resolution No. 5304.)
B. Resolution No. 5308* (Heid)
A Resolution of the City Council of the City of Auburn, Washington, amending
the City Council Rules of Procedure as adopted by Ordinance No. 5802 and
amended by Resolution Numbers 4282, 4429, 4467, 4615, 4686, 4740, 4813,
4909, 5105, 5112, 5115, 5217, 5240 and 5283
(RECOMMENDED ACTION: City Council adopt Resolution No. 5308.)
C. Resolution No. 5309* (Haugan)
A Resolution of the City Council of the City of Auburn, Washington, authorizing
the Mayor to execute Information Technology Contracts with Valley Regional
Fire Authority, and the cities of Algona an Pacific
(RECOMMENDED ACTION: City Council adopt Resolution No. 5309.)
XI. MAYOR AND COUNCILMEMBER REPORTS
Page 2 of 154
At this time the Mayor and City Council may report on their significant City-related
activities since the last regular Council meeting.
A. From the Council
B. From the Mayor
XII. ADJOURNMENT
Agendas and minutes are available to the public at the City Clerk's Office, on the City
website (http://www.auburnwa.gov), and via e-mail. Complete agenda packets are
available for review at the City Clerk's Office.
*Denotes attachments included in the agenda packet.
Page 3 of 154
AGENDA BILL APPROVAL FORM
Agenda Subject:
Minutes of the July 24, 2017 Special City Council Meeting
Date:
July 26, 2017
Department:
Administration
Attachments:
7-24-2017 Special
Budget Impact:
$0
Administrative Recommendation:
Background Summary:
Reviewed by Council Committees:
Councilmember: Staff:
Meeting Date:August 7, 2017 Item Number:CA.A
AUBURN * MORE THAN YOU IMAGINEDCA.A Page 4 of 154
Page 1
SPECIAL CITY COUNCIL
MEETING MINUTES
July 24, 2017 5:15 PM
I. CALL TO ORDER
A. Pledge of Allegiance
Mayor Nancy Backus called the meeting to order at 5:15 p.m. in the
Council Chambers of Auburn City Hall, 25 West Main Street.
B. Roll Call
City Councilmembers present: Deputy Mayor Largo Wales, Claude
DaCorsi, John Holman, Bill Peloza, Yolanda Trout-Manuel, and
Rich Wagner. Councilmember Bob Baggett was excused.
Mayor Nancy Backus was in attendance, and the following
department directors and staff members were also present Director
of Administration Dana Hinman, City Attorney Daniel B. Heid,
Police Chief Bob Lee, Assistant Director of Engineering
Services/City Engineer Ingrid Gaub, and Deputy City Clerk Shawn
Campbell.
II. RESOLUTIONS
A. Resolution No. 5307
A Resolution of the City Council of the City of Auburn, Washington,
authorizing the City to apply for and, if awarded, to accept grant
funds in the amount of $300,000, from the Federal Aviation
administration, To perform the design of the Auburn Municipal
Airport Runway Enhancement project, and authorizing the
execution of the grant agreement therefor
Assistant Director Gaub explained the grant process and the
matching fund options.
Deputy Mayor Wales asked how many additional feet the runway
would be extended. Assistant Director Gaub stated the runway will
be extended up to approximately 4,000 feet as allowed by
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City of Auburn Council Meeting Minutes July 24, 2017
Page 2
environmental assessment. The increased runway length will help
planes take off and land in adverse conditions.
Deputy Mayor Wales noted this grant is only for the design work.
She asked if the City will apply for grants for the actual work.
Assistant Director Gaub stated the City will apply for several more
grants in this process, the FAA has requirements on how and
when you can apply for the grants during the process.
Deputy Mayor Wales moved and Councilmember Peloza seconded
to approve Resolution No. 5307.
MOTION CARRIED UNANIMOUSLY. 6-0
III. ADJOURNMENT
There being no further business to come before the Council, the meeting
adjourned at 5:22 p.m.
APPROVED THE 7th DAY OF August, 2017.
NANCY BACKUS, MAYOR Shawn Campbell, Deputy City Clerk
City Council agendas and minutes are available to the public at the City Clerk’s
Office, on the City website, and via e-mail. Complete agenda packets are
available for review at the City Clerk’s Office.
Internet: http://www.auburnwa.gov
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City of Auburn Council Meeting Minutes July 24, 2017
Page 3
CA.A Page 7 of 154
AGENDA BILL APPROVAL FORM
Agenda Subject:
Minutes of the July 17, 2017 Regular City Council Meeting
Date:
July 27, 2017
Department:
Administration
Attachments:
7/17/2017 minutes
Budget Impact:
$0
Administrative Recommendation:
Background Summary:
Reviewed by Council Committees:
Councilmember: Staff:
Meeting Date:August 7, 2017 Item Number:CA.B
AUBURN * MORE THAN YOU IMAGINEDCA.B Page 8 of 154
Page 1
CITY COUNCIL
MEETING MINUTES
July 17, 2017 7:00 PM
I. CALL TO ORDER
A. Pledge of Allegiance
Mayor Nancy Backus called the meeting to order at 7:00 p.m. in the
Council Chambers of Auburn City Hall, 25 West Main Street, and
led those in attendance in the Pledge of Allegiance.
B. Roll Call
City Councilmembers present: Deputy Mayor Largo Wales, Claude
DaCorsi, John Holman, Bill Peloza, Yolanda Trout-Manuel, and
Rich Wagner. Councilmember Bob Baggett was excused.
Mayor Nancy Backus was in attendance, and the following
department directors and staff members were also present: City
Attorney Dan Heid, Director of Administration Dana Hinman,
Assistant Finance Director Kevin Fuhrer, Police Commander Steve
Stocker, Innovation and Technology Director Paul Haugan,
Assistant Director of Engineering Services/City Engineer Ingrid
Gaub, Assistant Director of Community Development Services Jeff
Tate, and Deputy City Clerk Shawn Campbell.
II. ANNOUNCEMENTS, PROCLAMATIONS AND PRESENTATIONS
A. Mayor Backus recognized Deputy City Clerk Campbell for earning her
Master Municipal Clerk designation.
III. APPOINTMENTS
There was no appointment for Council consideration.
IV. AGENDA MODIFICATIONS
There was no change to the agenda.
V. CITIZEN INPUT, PUBLIC HEARINGS & CORRESPONDENCE
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City of Auburn Council Meeting Minutes July 17, 2017
Page 2
A. Public Hearings
No public hearing was scheduled for this evening.
B. Audience Participation
This is the place on the agenda where the public is invited to speak
to the City Council on any issue. Those wishing to speak are
reminded to sign in on the form provided
Carl Johnson, 3206 Pike Street SE, Auburn
Mr. Johnson expressed concern about Councilmembers absences
from important meetings. He requested Council do the job they
were elected to do.
Eric Quarnstrom, 1401 12th Street NE, Auburn
Mr. Quarnstrom expressed opposition to having a safe injection
site in Auburn.
Marie-Anne Harkness, 29780 53rd Avenue S, Auburn
Ms. Harkness stated King County can override a City on placement
of facilities within the city limits. She requested Council pass a
resolution opposing placement of a safe injection site in Auburn.
Nick Wilson, 33010 17th Place S, Federal way
Mr. Wilson invited Council to International Friendship Day on
August 6, 2017 in Federal Way.
Len Englund, 457 S 282nd Street, Auburn
Mr. Englund described his personal experience with a family
member being addicted to heroin. He spoke against safe injection
sites.
Angela Dabb, 304 Thomas Road SE, Auburn
Ms. Dabb stated she appreciates the Auburn Police Department
and their hard work. She spoke against safe injection sites in
Auburn.
Carol Smith, 1320 22nd ST SE, Auburn
Ms. Smith stated her neighborhood does not have as much police
presence as she would like. She shared her frustration with a
problem house in her neighborhood.
Annette Hinze, 1310 22nd ST SE, Auburn
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Ms. Hinze stated she is concerned about her neighborhood. She
would like additional police response at a problem house in her
neighborhood.
Mary Miller, 1802 I Street NE, Auburn
Ms. Miller stated there needs to be more education in the
community regarding service pets.
Bryan Rivera, 123 C Street NW, Auburn
Mr. Rivera read a quote regarding people being disenfranchised.
He spoke about concerns he has regarding the Puyallup Tribe. He
also spoke about concerns for the Muckleshoot Tribe.
Ronnie Roberts, 116 C Street NW
Mr. Roberts stated the City has a good relationship with the
Muckleshoot Tribe. He stated there are not bad dogs just bad
owners. He stated all exept one Councilmember returned his call
regarding the $20 car tab fee and he thanked Council. He also
urged Council to start acting as a team.
C. Correspondence
There was no correspondence for Council review.
VI. COUNCIL AD HOC COMMITTEE REPORTS
Councilmember Wagner, vice chair of the Finance ad hoc committee that
reviews claims and payroll vouchers, reported he and Councilmember
DaCorsi reviewed the payroll vouchers and electronic deposits in the
approximate amount of $2.2 million and claims vouchers and wire
transfers in the amount of approximately $5.6 million for the periods June
29 through July 12, 2017. The ad hoc committee recommends approval
of the claims and payroll vouchers as described on the Consent Agenda.
Councilmember DaCorsi, chair of the ad hoc committee on the selection
of the Deputy Mayor, reported the committee, consisting of himself and
Councilmembers Trout-Manuel and Peloza, will meet next Monday, July
24, 2017. The Committee will be presenting a revised version of the
Committee’s recommendations at the July 24, 2017 study session.
Deputy Mayor Wales, chair of the ad hoc committee on the $20.00 car
license fee, reported the ad hoc committee has not met since the last
update. The next meeting of the committee is scheduled for August 7,
2017 at 6:00 p.m.
VII. CONSENT AGENDA
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Page 4
All matters listed on the Consent Agenda are considered by the City
Council to be routine and will be enacted by one motion in the form listed.
A. Minutes of the July 3, 2017 Regular City Council Meeting
B. Minutes of the May 11, June 8, June 29 and September 14, 2015
City Council Study Session
C. Claims Vouchers
Claims voucher numbers 444546 through 444958 in the amount
of $5,655,969.63 and one wire transfer in the amount of $2,978.62
and dated July 17, 2017.
D. Payroll Vouchers
A Resolution of the City Council of the City of Auburn, Washington,
adopting the 2017 Community Development Block Grant Action
Plan for the Consolidated Plan Years 2015-2019
E. Public Works Project No. CP1710* (Snyder)
City Council award Small Works Contract No. 17-17, to K&A
Communications, LLC on their low bid of $117,789.98 for Project
No. CP1710, Citywide Sidewalk Repair and Improvement
F. Facilities Contract No. 17-16* (Hinman)
City Council approve Final Pay Estimate No. 1 to Contract No. 17-
16 (Smoke/Soot Remediation, Auburn Golf Course) in the amount
of $58,642.50 and accept this project as complete.
G. Public Works Project No. CP1617* (Snyder)
City Council award Contract No. 17-21 to NOVA Contracting, Inc.
on their low bid of $624,030.00 plus Washington State sales tax of
$62,403.00 for a total contract price of $686,433.00 for Project No.
CP1617, Lea Hill Pressure Reducing Valve Stations project
Deputy Mayor Wales moved and Councilmember Trout-Manual seconded
to approve the Consent Agenda.
Councilmember Peloza asked to pull Items “B”, “F” and “G” from the
consent agenda for further discussion.
MOTION TO APPROVE ITEMS “A”, “C”, “D”, AND “E” CARRIED
UNANIMOUSLY. 6-0
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VIII. UNFINISHED BUSINESS
B. Minutes of the May 11, June 8, June 29 and September 14, 2015
City Council Study Session
Councilmember Holman moved and Councilmember DaCorsi
seconded to approve the minutes.
Councilmember Peloza expressed concern that the minutes are
from 2015.
Councilmember Peloza requested a list of all minutes that have not
been approved.
MOTION CARRIED UNANIMOUSLY. 6-0
F. Facilities Contract No. 17-16* (Hinman)
City Council approve Final Pay Estimate No. 1 to Contract No. 17-
16 (Smoke/Soot Remediation, Auburn Golf Course) in the amount
of $58,642.50 and accept this project as complete.
Councilmember Wagner moved and Councilmember Holman
seconded to approved Facilities Contract No. 17-16.
Councilmember Wagner stated he is surprised this happened and
wanted to ensure there was operating procedures in place to
ensure it does not happen again.
Director of Administration Hinman explained it was discovered the
fireplace logs had been moved. They have now been locked down
so this cannot happen again. All of the expenses will be covered by
insurance.
MOTION CARRIED UNANIMOUSLY. 6-0
G. Public Works Project No. CP1617* (Snyder)
City Council award Contract No. 17-21 to NOVA Contracting, Inc.
on their low bid of $624,030.00 plus Washington State sales tax of
$62,403.00 for a total contract price of $686,433.00 for Project No.
CP1617, Lea Hill Pressure Reducing Valve Stations project
Councilmember Wagner moved and Councilmember DaCorsi
seconded to approve the award of Public Works Project CP1617.
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Councilmember Wagner stated the project includes equipment that
is part of our water system that needs to be replaced.
Councilmember Peloza stated there was a large amount of water
with algae on Lea Hill Road. After he reported it using the Your Gov
app the area was cleaned up. He asked if this repair will fix that
problem.
Assistant Director Gaub explained that was most likely storm
drainage runoff and not potable water. There would not be algae in
potable water.
Councilmember Peloza asked for details on what services the
consultant provides.
Assistant Director Gaub explained the consultant performs design
work and prepares bid plans and specifications.
MOTION CARRIED UNANIMOUSLY. 6-0
IX. NEW BUSINESS
Councilmember Holman moved to add Resolution No. 5306 opposing
safe injection sites in the City of Auburn as agenda item XI.B
Councilmember Wagner seconded.
X. ORDINANCES
A. Ordinance No. 6657
An Ordinance of the City Council of the City of Auburn,
Washington, amending Sections 18.52.050, of the Auburn City
Code relating to the procedures utilized for considering modification
of the commercial driveway throat depth standard
Councilmember Wagner moved and Councilmember Peloza
seconded to approve Ordinance No. 6657.
Councilmember Wagner stated the engineering standards will be
adjusted to allow staff discretion in throat depth modifications.
Assistant Director Tate explained it does not change the 40 foot
standard that is in City Code. This only changes the process for the
developer that requests a variance in the throat depth. Currently if
there is a request to change the throat depth it has to go before the
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Page 7
Hearing Examiner. This process is time consuming and costly. This
process will allow staff to review the throat depth and make the
accommodation.
Councilmember Wagner asked if Valley Regional Fire Authority
needed to approve the variance also. Assistant Director Tate stated
they do not have influence on this issue. He explained their input is
regarding access to the building for the fire trucks.
Councilmember Wagner stated this could be a two-step process.
Council can pass the proposed ordinance tonight, then send throat
depth standards back to the Planning Commission for
consideration on the overall requirement.
Councilmember DaCorsi stated he would like to allow engineering
staff the ability to cut the red tape. Council should review the item
as a whole in the future.
MOTION CARRIED UNANIMOUSLY. 6-0
XI. RESOLUTIONS
A. Resolution No. 5305
A Resolution of the City Council of the City of Auburn, Washington,
adopting the 2017 Community Development Block Grant Action
Plan for the Consolidated Plan Years 2015-2019
Deputy Mayor Wales moved and Councilmember Peloza seconded
to approve Resolution No. 5305.
Deputy Mayor Wales explained the Council received a detailed
presentation at the last Study Session.
Councilmember Peloza confirmed the residential rehabilitation is
the housing repair program.
Councilmember DaCorsi stated the Council will receive the Annual
Action Report with all of the updated numbers March of 2018.
MOTION CARRIED UNANIMOUSLY. 6-0
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B. Resolution No. 5306
A Resolution of the City Council of the City of Auburn, Washington,
Opposing the Siting of Illegal Substance Injection Facilities within
Auburn City Limits
Councilmember Holman moved and Councilmember DaCorsi
seconded to approve Resolution No. 5306.
Councilmember Holman explained he added this to the agenda
today for Council consideration because of citizen input.
Deputy Mayor Wales moved and Councilmember Trout-Manual
seconded to amend section 1 as follows
Section 1. Distribution. The Mayor is hereby
directed to disseminate this Resolution to the King County
Council, Pierce County Council, Seattle King County Public
Health, Pierce County Public Health, and other relevant
representatives of federal, state, and local governments as
appropriate.
MOTION CARRIED UNANIMOUSLY. 6-0
Councilmember DaCorsi stated this issue is a health crisis issue
and a disease issue. The topic needs to be brought before the
state representatives.
Mayor Backus stated there needs to be additional resources for
behavioral health. The Heroin and Opioid Task Force developed
the eight recommendations for the South Sound area. The City of
Auburn voted against the safe injection sites recommendation.
MOTION CARRIED UNANIMOUSLY. 6-0
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XII. MAYOR AND COUNCILMEMBER REPORTS
A. From the Council
Councilmember Peloza reported he attended the Regional Policy
Committee for King County meeting where they discussed the
veterans, seniors and human services levy.
Councilmember Trout-Manual reported she attended the 4th of July
Parade and festivities.
Councilmember Holman reported the Cities of Auburn and Bellevue
will be hosting the National League of Cities 1st Tier Suburb Cities
meeting.
Councilmember Wagner reported he attended the Regional
Transportation Policy Board meeting where they discussed
revenue sources for roads in the region.
Councilmember DaCorsi reported on an conversation he had with a
gentleman that lives in Merrill Gardens.
B. From the Mayor
Mayor Backus stated she appreciated all of the City staff that works
holidays such as the 4th of July festival. She reported she went to
Auburn Kinder Care to discuss community involvement with the
children. Mayor Backus reported on a visit from students from Lin
Ping No. 3 Middle School form Yuhang, China, they are the sister
school to Rainier Middle School. She attended the City of Pacific
and the City of Algona’s parades. She reported she attended a
memorial services for Roger Thordarson and a celebration of life
for Dave Clark.
XIII. ADJOURNMENT
There being no further business to come before the Council, the meeting
adjourned at 8:43 p.m.
APPROVED THE 7th DAY OF August, 2017.
NANCY BACKUS, MAYOR Shawn Campbell, Deputy City Clerk
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Page 10
City Council agendas and minutes are available to the public at the City Clerk’s
Office, on the City website, and via e-mail. Complete agenda packets are
available for review at the City Clerk’s Office.
Internet: http://www.auburnwa.gov
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City of Auburn Council Meeting Minutes July 17, 2017
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CA.B Page 19 of 154
AGENDA BILL APPROVAL FORM
Agenda Subject:
Minutes of the June 13, 2017 Special City Council Meeting
Date:
August 2, 2017
Department:
Administration
Attachments:
6-13-2017 minutes
Budget Impact:
$0
Administrative Recommendation:
Background Summary:
Reviewed by Council Committees:
Councilmember: Staff:
Meeting Date:August 7, 2017 Item Number:CA.C
AUBURN * MORE THAN YOU IMAGINEDCA.C Page 20 of 154
Page 1
CITY COUNCIL
SPECIAL MEETING
June 13, 2017 3:00 PM
Auburn City Hall – Executive Conference
Rm
MINUTES
A special meeting of the City Council was convened at 3:00 p.m. on Tuesday,
June 13, 2017 in the Auburn City Hall executive conference room located at 25
West Main Street in Auburn. The meeting was a Washington State Auditor’s
Office Entrance Conference.
Councilmembers present: Bob Baggett, Claude DaCorsi, John Holman, Bill
Peloza and Yolanda Trout-Manuel. Deputy Mayor Largo Wales, Councilmember
Rich Wagner and Councilmember Claude DaCorsi were excused.
Mayor Nancy Backus and the following staff members were present: Finance
Director Shelley Coleman, Assistant Finance Director Kevin Fuhrer, Accounting
Manager Janice Davies and Deputy City Clerk Shawn Campbell.
Director Coleman introduced Christopher Ruiz, Assistant Audit Manager and
Linda Mastin, Assistant Audit Manager from the Washington State Auditor’s
Office.
II. DISCUSSION ITEMS
A. Washington State Auditor’s Office Entrance Conference
Mr. Ruiz reviewed the scope of the full audit. The Washington State Auditor’s
Office will be performing an Accountability Audit, a Financial Statement Audit
and a Federal grant compliance audit for the fiscal year 2016.
Mr. Ruiz reviewed the process the Washington State Auditor’s Office will go
through for the audits. The process starts with an engagement letter that
documents the responsibilities for the audit of both the City and the State
Auditor’s Office. Once the audit is complete the Auditor’s Office will issue an
Audit Report with any findings from the audit. If there are deficiencies, non-
compliance or abuse the Auditor’s Office will issue a Management Letter.
Once the audit is complete the Auditor’s Office will schedule an Exit
Conference for Council to attend to hear the final report.
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City of Auburn Special Council Meeting June 13, 2017
Page 2
III. ADJOURNMENT
There being no further discussion, the meeting adjourned at 3:27 p.m.
APPROVED this 7th day of August, 2017.
NANCY BACKUS, MAYOR Shawn Campbell, Deputy City Clerk
CA.C Page 22 of 154
AGENDA BILL APPROVAL FORM
Agenda Subject:
Minutes of City Council study session meetings for: July 10,
2017; June 12, 2017; November 9, 2015; October 12, 2015 and
September 28, 2015
Date:
August 2, 2017
Department:
Administration
Attachments:
July 10, 2017 Minutes
June 12, 2017 Minutes
November 9, 2015
October 12, 2015 Minutes
September 28, 2015 Minutes
Budget Impact:
$0
Administrative Recommendation:
Background Summary:
Reviewed by Council Committees:
Councilmember: Staff:
Meeting Date:August 7, 2017 Item Number:CA.D
AUBURN * MORE THAN YOU IMAGINEDCA.D Page 23 of 154
Page 1
CITY COUNCIL STUDY SESSION AND
SPECIAL FOCUS AREA
July 10, 2017 – 5:30 PM
Auburn City Hall
MINUTES
I. CALL TO ORDER
Deputy Mayor Largo Wales called the meeting to order at 5:33 p.m. in the
Council Chambers of Auburn City Hall, 25 West Main Street in Auburn.
A. Roll Call
Councilmembers present: Deputy Mayor Wales, Claude DaCorsi,
John Holman, Bill Peloza, and Yolanda Trout-Manuel.
Councilmember Rich Wagner arrived at 5:34. Councilmember Bob
Baggett was excused.
City officials and staff members present included: Mayor Nancy
Backus, City Attorney Daniel B. Heid, Assistant Chief of Police
William Pierson, Parks, Arts and Recreation Director Daryl Faber,
Assistant Director of Community Development Services Jeff Tate,
Director of Administration Dana Hinman, Economic Development
Manager Doug Lein, Innovation and Technology Director Paul
Haugan, Assistant Director of Engineering Services/City Engineer
Ingrid Gaub, Transportation Manager Jeff Herb, Human Services
Manager Erica Azcueta, and City Clerk Danielle Daskam.
II. ANNOUNCEMENTS, REPORTS AND PRESENTATIONS
Revised pages substituting page 27 of the agenda packet relating to
Human Services Grant Parameters and Comparative Human Services
Funding in South King County were distributed.
III. AGENDA ITEMS FOR COUNCIL DISCUSSION
A. Deputy Mayor Selection Ad Hoc Committee Report
Councilmember DaCorsi, Chair of the Deputy Mayor Selection Ad
Hoc Committee, distributed the latest proposed modifications to the
Council rules of procedures as they relate to the selection, role and
duties of the Deputy Mayor.
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City of Auburn Council Study Session Minutes July 10, 2017
Page 2
Ad hoc committee members include Councilmembers Peloza,
Trout-Manuel, and DaCorsi.
Councilmember DaCorsi read through the proposed revised
Section 12 of the Council Rules of Procedure:
Section 12 – Deputy Mayor
12.1 At the first regular meeting in January, the members of the
City Council shall designate of their members as Deputy
Mayor in accordance with the below selection process. It is
provided, however, that if the circumstances hereafter exist
that a quorum of the members of the City Council have not
previously voted for or affirmed the below selection process,
the process for selection of the Deputy Mayor shall be
reconsidered by the City Council.
A. The Deputy Mayor for the upcoming year shall be
selected from among the current members of the City
council based on seniority among the members of the
City council who have not previously served as Deputy
Mayor, or, if all members of the City Council have
previously served as Deputy Mayor, then selection of the
Deputy Mayor shall be based upon the member whose
service as Deputy Mayor was most distant in time.
Selection of Deputy Mayor shall thereafter rotate on an
annual basis in accordance herewith.
B. Selection of Deputy Mayor shall thereafter rotate on an
annual basis in accordance herewith.
C. Seniority shall be determined by:
1. the number of consecutive years, months, and
days served;
2. If the number of consecutive years, months and
days served by two or more members of the City
Council are equal, the member of the City Council
who received the greater/greatest number of votes
in the most recent general election in which such
members were elected to the City Council shall be
deemed most senior.
D. If a Councilmember has previously served as Deputy
Mayor, the Councilmember shall be ineligible to be
designated as Deputy Mayor until all other members
have been designated in seniority order to serve as
Deputy Mayor.
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Page 3
E. If a Councilmember declines the designation, the next
senior Councilmember shall be appointed as Deputy
Mayor. The process shall continue until the selection
process is completed.
F. If a Councilmember chooses to decline the appointment
of Deputy Mayor, the Councilmember shall notify the
current Deputy Mayor of that decision in writing prior to
the first regular meeting that is held in January of each
year.
G. If all eligible Councilmembers decline the designation,
the Councilmember(s) serving previously as Deputy
Mayor shall be eligible to be appointed, consistent
herewith.
H. The Deputy Mayor shall serve at the pleasure of the
Council.
I. In the event of the absence or unavailability of the
Deputy Mayor, the longest serving member of the City
Council, other than the Deputy Mayor, shall serve as
interim Deputy Mayor until the return of the regular
Deputy Mayor.
J. If the designated Deputy Mayor is unable to serve the
full term of the appointment, the Council shall designate
the next senior member of the City Council as Deputy
Mayor. If the appointment is declined, the process
shall continue until a Deputy Mayor is designated.
K. In the event that the Deputy Mayor rotation and
selection process results in the assigned Deputy
Mayor’s failure to perform the duties of the position, or
a failure to act in accordance with the City Council
Rules of Procedures, the City Council shall take the
necessary and appropriate actions to remove the
Deputy Mayor and assign the next senior
Councilmember, in rotation, as Deputy Mayor.
Pro Tempore Appointments. RCW 35A.12.065 (for
reference only)
The Deputy Mayor shall perform the following duties:
A. Deputy Mayor
1. In the event of a prolonged absence or
incapacitation (a state of disability that prohibits
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the function of duties) of the Mayor, the Deputy
Mayor shall perform the duties of the Mayor.
a) A prolonged absence is defined as requiring
a leave of absence that prohibits the
performance of the duties of the office.
Vacation leave for periods up to two weeks,
illnesses not requiring an absence of more
than two weeks, out of state or out of country
travel lasting not more than two weeks, or
other similar short-term absences are not
considered prolonged absences.
b) In the event of a disaster, emergency, or
other similar circumstance, where the Mayor
is not physically present in the city, the
Deputy Mayor in consultation with the Mayor
shall act as Mayor until the return of the
Mayor.
c) Other situations requiring a designation of
such duties shall be determined by the
Mayor.
2. In performance of the duties of the Mayor, the
Deputy Mayor shall not have authority to appoint,
remove, replace or take other similar action on
any director and/or employee of the City.
3. The Deputy Mayor shall not have veto authority
for actions that may be taken by the Council.
4. Be aware of City, regional and intergovernmental
policies and activities in order to properly execute
the role of the Mayor.
B. Deputy Mayor Duties
1. The Deputy Mayor shall serve as the head of the
legislative branch of City government, provided
that the Mayor shall preside over regular meetings
of the City Council.
2. In cooperation with the Mayor and Special Focus
Area group’s chairpersons and with assistance
from Administration, create and establish agendas
for all study sessions.
3. Serve as the chair and presiding officer for all
Council study sessions.
4. Preserve the decorum and order at all Council
study sessions.
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5. Serve as the ex-officio member of Council ad hoc
committees.
6. Serve as the Councilmember overseeing the
activities of and providing guidance to the Junior
City Council.
7. Assist in new Councilmember training.
8. Serve as the liaison between the City Council and
the Mayor and be a conduit between the City
Council and the Mayor on issues or concerns of
the Council.
9. Facilitate any issue related to Councilmembers
conduct and/or actions that may be inappropriate
or that may be in violation of the Council Rules of
Procedure (Section 20.1).
10. Conduct regular and periodic meetings with
individual Councilmembers to address
Councilmember issues, concerns, legislative
processes, Councilmember proposals,
Councilmember training, and other similar related
items. Deputy Mayor group meetings with
Councilmembers shall not have more than two
Councilmembers at such meetings. All such
meetings at which a quorum of the City Council is
in attendance shall be in compliance with the
Open Public Meetings Act (RCW 42.30), unless
expressly exempted.
Councilmember DaCorsi noted the designation of Mayor Pro Tem
and Council President was removed.
Councilmember DaCorsi reviewed the provisions related to
prolonged absences of the Mayor and Deputy Mayor duties.
Deputy Mayor Wales agreed with the concept of Section A.1.a
relating to prolonged absences of the Mayor, but suggested
rewording it.
Deputy Mayor Wales also questioned the purpose of Section B.1
relating to the Deputy Mayor’s duties. City Attorney Heid stated the
purpose of the provision is to identify the Deputy Mayor as the
head of the legislative branch of government but to provide
additional clarification that the Mayor presides over the regular City
Council meetings. City Attorney Heid will provide further clarifying
language.
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Councilmember Holman noted the ad hoc committee met just prior
to tonight’s study session meeting. He suggested additional time to
review the proposed amendments to the Council rules.
Councilmember Holman expressed concern with proposed
selection process for Deputy Mayor. Councilmember Holman
stated he believes the proposed seniority system is un-democratic.
He stated the proposed selection process is far more complex than
it needs to be; and he spoke in favor of the nomination process.
Councilmember Peloza spoke in favor of the proposed changes
and encouraged Council to move the proposal forward for Council
action.
Deputy Mayor Wales questioned whether proposed section 12.1(D)
is illegal. City Attorney Heid stated the section is not; it is a process
that would be implemented by the Council for a future Deputy
Mayor. City Attorney Heid stated the proposed process is not the
most common way for City Councils to select their Deputy Mayor.
City Attorney Heid stated that if the process, if adopted, has not
been approved by a majority of a future City Council, it will need to
come back to the City Council for consideration.
Mayor Backus reminded that Councilmember Baggett will be
absent from the next regular City Council meeting.
Councilmember Trout-Manuel stated she believes the past Deputy
Mayor selection processes, while she has been on the Council,
have been a popularity contest. Councilmember Trout-Manuel
stated Councilmembers already knew before-hand who would
serve as Deputy Mayor. Councilmember Trout-Manuel spoke in
favor of the seniority selection process. Councilmember Trout-
Manuel suggested the proposed amendments to the Council rules
move forward for Council action.
Councilmember DaCorsi questioned whether proposed section
12.1 (D) is in conflict with RCW 35A12.065. City Attorney Heid
stated the seniority selection process is not the most common way
to select the Deputy Mayor. The most common way to select a
Deputy Mayor is by a vote. There are some cities that have chosen
alternative ways to select a Deputy Mayor, and as long as it is done
by majority vote, they are not problematic.
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Councilmember DaCorsi questioned whether the proposed rule
would require a vote on the Councilmember who is automatically
nominated due to seniority. City Attorney Heid stated the proposed
rules do not call for an automatic vote. City Attorney Heid asked
whether Council would be comfortable with a proposition that there
shall be an automatic nomination of the most senior
Councilmember and a vote.
Deputy Mayor Wales stated that her original concern was that
campaigning for deputy mayor votes among the Council is wasted
time. Deputy Mayor Wales stated she is in favor of a streamlined
process that provides some predictability.
Councilmember DaCorsi proposed adding language that the senior
most Councilmember shall be nominated as Deputy Mayor and
shall be voted on.
Councilmember Holman stated he prefers ability for multiple
nominations.
Councilmember Wagner spoke in favor of the automatic
nomination for the most senior member and a Council vote on the
nominations. He agreed with the proposal suggested by City
Attorney Heid.
Councilmember DaCorsi stated the ad hoc committee will review
the matter further and report back at the next study session.
B. Ordinance No. 6657 – Amendments to Auburn City Code 18.52
as it relates to the procedure for modifying commercial
driveway throat depth
Assistant Director of Community Development Services Jeff Tate
presented Council with handouts of visuals to illustrate the concept
of commercial driveway and throat distances. Currently, the city
code allows a 40-foot setback for commercial drive aisle throat
depth. The 40-foot setback allows for ample queuing length for two
vehicles so that traffic does not back up on to the street. Generally,
this is an appropriate design consideration for commercial parking
lots and driveways. However, for commercial lots that are small or
lack much depth, the 40-foot commercial throat depth becomes a
design challenge. In these cases, staff believes that an alternative
design can be developed that incorporates adequate queuing
space within the commercial parking lots.
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Currently, the city codes allows modification to the 40-foot setback,
but it must be achieved through a variance application to the
Hearing Examiner. The timeline associated with the Hearing
Examiner process can be three to four months. Staff recommends
changing the process to allow administrative review of any
reduction in throat depth and grant the City Engineer with the
authority to make the decision. It would be a simplified method for
considering a different approach.
Councilmember Wagner stated the variance process is too
cumbersome to address this type of issue.
In response to questions from Deputy Mayor Wales, Assistant
Director Tate stated a customer can appeal the administrative
decision to the Hearing Examiner. Also, structural alterations
would not trigger the 40-foot throat depth standard on current uses.
If a business alters the layout of their parking lot, the standard
would be triggered then. Deputy Mayor Wales stated she believes
that none of the Starbucks Stores in Auburn meet the 40-foot throat
depth standard.
Councilmember Peloza spoke in favor of the ordinance as it
reduces costs and streamlines the process.
C. Tourism Update
Economic Development Manager Doug Lein updated the Council
on work that is being done by the Auburn Tourism Board.
Manager Lein presented the new tourism web site:
ExploreAuburn.com and explored the web page on line.
In response to questions from Councilmember Trout-Manuel,
Manager Lein stated there are currently 624 hotel rooms in Auburn,
and three additional hotels will be in construction to bring total hotel
rooms up to 945 next year.
Manager Lein played a new tourism video released on Friday.
Councilmember Peloza noted the Auburn Farmers Market is not
highlighted on the tourism web page.
Manager Lein reported the web page is available in seven
languages.
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Manager Lein reported the cost of the web site development was
$25,000.00 and the video production and the filming was
$15,000.00. The amounts were approved in the tourism budget
last year.
IV. HEALTH AND HUMAN SERVICES DISCUSSION ITEMS
Councilmember Trout-Manuel, Chair of the Health and Human Services
Special Focus Area, presided over the discussion of the Special Focus
Area Items.
A. Staff Resources for Regional Domestic Violence Committee
City Attorney Heid thanked the Council for funding an additional
prosecutor beginning in the year 2017. The prosecutor position
was recently filled, and the vacant Domestic Violence Victim
Advocate position was recently filled as well. City Attorney Heid
assured the Council that now that the department has a full
complement of staffing, at least one person will be attending
regional domestic violence advocacy meetings in the future.
B. Assistance for Undocumented Residents
Director of Administration Hinman and Human Services Manager
Azcueta presented PowerPoint slides as part of their presentation
on assistance for undocumented residents.
Currently, the City of Auburn provides human services funding to
two organizations that directly provide services for immigrant and
refugee populations: Eastside Legal Assistance Programs and
Ukrainian Community Center of Washington. The City also refers
those in need to area organizations that specialize in that area.
Examples of other immigrant resources in Auburn include: Healthy
Auburn Task Force, Auburn School District, and Jubilee Center/
The Episcopal Church of St. Matthew.
Councilmember Wagner inquired whether there are any job
seeking services. Manager Azcueta stated job training services are
open to the general public and are not targeted to immigrant and
refugee residents. Councilmember Wagner stated job seeking
services appear to be an unmet need.
Deputy Mayor Wales suggested identifying the population groups
targeted by each human services provider.
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Deputy Mayor Wales stated that services, where possible, should
be locally provided and easily accessible.
C. Human Services Grant Parameters for 2019-2020
Director of Administration Hinman and Human Services Manager
Azcueta presented PowerPoint slides as part of their presentation
on Human Services Grant Parameters for 2019-2010.
As the City enters into a new funding cycle in the next year, City
Council requested a review of the funding priorities for future
grants. The current priorities are: poverty reduction, child abuse
and neglect, domestic violence and sexual assault prevention and
services, and health care. These priorities were set many years
ago by previous City Council action.
Director Hinman stated that the Council, and previous Councils,
have allocated one percent of the actual prior year’s General Fund
expenses for human services funding. For example, in budgeting
for 2017 human services, one percent was calculated on actual
2015 General Fund expenditures, which was $58 million. Funds
are allocated via a biennial, competitive application cycle and are
awarded to programs of nonprofit organizations that serve Auburn
residents.
Councilmember Wagner suggested consideration for adding “food”
as a human services priority.
Deputy Mayor Wales recommended the Council revisit the human
services funding priorities. She suggested homelessness and food
as additional priorities.
Director Hinman reviewed the human services per capita spending
estimate of Auburn to other cities in the region. Auburn spends
approximately $7.47 per capita.
Councilmember DaCorsi suggested expanding the list of priorities
and increase funding.
Deputy Mayor Wales recommended including mental health and
dental care to the human services priority list.
Deputy Mayor Largo proposed keeping the senior center open
seven days a week.
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In response to questions from Councilmember Peloza, Manager
Azcueta stated agencies apply for funding and report on program
results for each individual program under their purview. The City
monitors and audits their programs throughout the year for
compliance.
Director Hinman noted the 2017 human services funding is
$590,000.00. Director Hinman suggested Council set a formula or
funding level as a policy.
Deputy Mayor Wales inquired regarding property the City owns that
was to be used for domestic violence victim transitional housing.
Director Hinman stated the property was empty for quite a few
years until the City renovated it last year. The City is currently
working with Mary’s Place to find a family for the residence.
Manager Azcueta stated the property was acquired many years
ago with the use of Community Development Block Grant funds.
Mary’s Place will be responsible for the utilities when the family is
placed.
Deputy Mayor Wales recommended setting an amount or formula
for funding dedicated to human services funding each year.
Councilmember Wagner suggested the funding priority
classification of poverty reduction is too broad.
Deputy Mayor Wales stated she and Councilmember Trout-Manuel
meet with Director Hinman and her staff next week. She
suggested human services priorities and funding should come back
to a future study session.
Director Hinman urged the Council to review the priorities but to
also consider a policy on the level of human services funding and
the formula for determining the funding level.
Councilmember Wagner spoke regarding the contribution of the
faith community and the need to ensure the City does not duplicate
their efforts.
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D. Proposed Community Development Block Grant (CDBG)
Funding Action Plan
Director of Administration Hinman and Human Services Manager
Azcueta presented PowerPoint slides as part of their presentation
on the CDBG Action Plan.
The Annual Action Plan is a requirement of all CDBG entitlements
to receive their annual funding allocation. The 2017 Action Plan
details the projects that will be completed using CDBG funds by the
end of the program year. The anticipated funding level is
$428,000.00.
City of Auburn 2017 Action Plan recommendations include:
$228,000.00 Housing Repair
$ 54,000.00 Healthpoint
$ 10,000.00 Multiservice Center Employment Training Program
$ 20,000.00 GRC Small Business Assistance
$ 40,000.00 Sidewalk Improvement Project
$ 75,000.00 Administration
Director Hinman reviewed Housing and Urban Development’s
national objectives and eligibility criteria.
Deputy Mayor Wales spoke in favor of the housing repair program
as it can prevent homelessness. Deputy Mayor Wales noted the
new president of the Lions Club has been able to receive a waiver
of permit fees for the Lions Club program to install ramps. Deputy
Mayor Wales inquired whether the City’s housing repair program is
able to mitigate the permit costs. Mayor Backus indicated
Assistant Director of Community Development Services Tate
implemented a policy for waiving permit fees for all non-profit
organizations.
Councilmember Peloza noted that veterans who obtain a
prescription from their physician for a home ramp can have a ramp
installed at no cost to the veteran.
Director Hinman questioned whether the Council would prefer to
focus CDBG funds on community development projects rather than
human services projects. She stated that past practice has been
focused too heavily on human services and has caused issues with
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timeliness of spending funds. Refocusing on spending the federal
dollars in a more efficient way can create more capacity of other
funding streams.
Councilmember Holman suggested using CDBG funds for
economic development such as the façade improvement program.
In response to questions from Councilmember DaCorsi, Manager
Azcueta reported human services staff, under the housing repair
program, work closely with code enforcement and other community
partners to ensure low to moderate income residents have a safe
home to reside in.
In response to a question from Councilmember Trout-Manuel,
Manager Azcueta advised the Les Gove Park restroom project is
currently going through its environmental review comment period.
V. OTHER DICUSSION
There was no other discussion.
VI. NEW BUSINESS
There was no new business.
VII. MATRIX
Councilmembers reviewed the matrix and confirmed the following: the
follow-up on the shopping cart discussion will be on August 28th, the
airport briefing was completed and can be removed from the matrix, the
district court briefing will be on August 28th, a new item regarding the
City’s properties where houses were removed on 104th and 102nd should
be added to an upcoming Public Works special focus area, and
assistance/legal rights for undocumented residents should remain on the
Human Services special focus area.
VIII. ADJOURNMENT
There being no further discussion, the meeting adjourned at 7:58 p.m.
APPROVED this _______ day of __________________, 2017.
___________________________ ______________________
LARGO WALES, DEPUTY MAYOR Danielle Daskam, City Clerk
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Page 1
CITY COUNCIL STUDY SESSION AND
SPECIAL FOCUS AREA
JUNE 12, 2017 – 5:30 PM
Auburn City Hall
MINUTES
I. CALL TO ORDER
Deputy Mayor Largo Wales called the study session meeting to order at
5:30 p.m. in the Council Chambers of Auburn City Hall, 25 West Main
Street in Auburn.
A. Roll Call
Councilmembers present: Deputy Mayor Wales, Bob Baggett,
Claude DaCorsi, John Holman, Bill Peloza, Yolanda Trout-Manuel,
and Rich Wagner.
City officials and staff members present included: Mayor Nancy
Backus, Assistant Director of Community Development Services
Jeff Tate, Finance Director Shelley Coleman, Assistant Director of
Engineering Services/City Engineer Ingrid Gaub, Assistant Director
of Innovation and Technology Ashley Riggs, Police Commander
Mike Hirman, Assistant City Attorney Jessica Leiser, Traffic
Engineer James Webb, Director of Administration Dana Hinman,
Economic Development Manager Doug Lein, Street Systems
Engineer Jai Carter, and City Clerk Danielle Daskam.
II. ANNOUNCEMENTS, REPORTS AND PRESENTATIONS
A. SR 164 East Auburn Access Project Briefing
Jerry Henke, Chief Investment Officer for the Muckleshoot Indian
Tribe, Jeanne Acutanza representing the Transpo Group, and
Hung Huynh of the Washington State Department of
Transportation presented an update of the SR 164 East Auburn
Access Project.
Ms. Acutanza, Transportation Planner/Traffic Engineer with the
Transpo Group, reviewed the scope of the presentation and gave a
brief background.
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The purpose of the SR 18/SR 164 East Auburn Access project is to
develop a sustainable and long-term solution that:
· Improves travel reliability for people and goods
· Accommodates current travel demand for freight trucks,
transit and passenger vehicles
· Accommodates future travel demand for freight trucks,
transit and passenger vehicles associated with regional
and local growth
· Supports the population growth, well-being, and economic
development of south King County populations, including
Muckleshoot Indian Tribal members and the communities
of Auburn and Enumclaw
· Enhances safety
· Improves emergency response
Three related processes for selecting the best project alternative:
· Practical Solutions:
o Looking at improvements to the existing roadway network
before considering new roadways
o This step is a required part of Connecting Washington
Partnership grant funding
· Environmental Documentation:
o Environmental Impact Statement
· Interchange Justification Report
o If a new bypass roadway is selected
Representative steps for the related processes are:
· Assemble a Multi-agency Interdisciplinary and Stakeholder
Advisory (MAISA) Team including MIT, WSDOT, Auburn,
Enumclaw, King County, PSRC and FHWA
· Identify baseline/contextual need
· Initial FHWA/WSDOT Coordination
· Draft Purpose and Need and Stakeholder/Public
Communications Plan
· Select design controls compatible with the context
· Preliminary range of solutions defined
· Select design elements employed and/or changed by the
selected alternative(s)
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· Determine design element dimensions consistent with the
alternatives’ performance needs, context, and design
controls
· Complete NEPA EIS and Interchange Report
The project is in the midst of the stakeholder/public
communications plan.
The general project evaluation criteria for potential solutions will
include:
· Accommodates Future Growth
· Reduces Congestion/Improves Mobility
· Improves Safety
· Provides Redundancy and Reliability
Councilmember Wagner questioned whether subjective criteria,
such as impact to others, should be considered. Ms. Acutanza
indicated the scenario would likely be reviewed under
environmental and other reviews.
Ms. Acutanza explained that part of the requirements of an
interchange justification report process is to look at local street
system improvements for potential solutions. Some of the potential
improvements come from the City’s Comprehensive Plan, and
include:
· R Street Underpass to M Street
· New East/West connections in large undeveloped areas
· Intersection Improvements at M Street and Auburn W ay
South (SR 164)
· R Street connections that create new east west connections
from R Street to M Street at 12th and 6th Streets SE
Ms. Acutanza also reviewed potential mid-point access on SR 18
as well as a full interchange from SR 18.
Next steps include:
· Continued coordination with partners
· Initial outreach to public and stakeholders
· Alternatives development and evaluation, public outreach
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· Documentation of preferred alternative
· Finalize design and permitting, public outreach
· Pursue full funding
· Acquire right-of-way
· Construction public outreach and construction
III. AGENDA ITEMS FOR COUNCIL DISCUSSION
A. Update on the Day/Night Shelter Operations
Director of Administration Dana Hinman, along with Valley Cities
Counseling and Consultation Executive Director Ken Taylor,
Auburn Food Bank Director Debbie Christian, and Police
Commander Mike Hirman, provided the Council with an update on
the homeless day and night shelter operations.
Mr. Taylor recalled the City of Auburn convened a Homeless Task
Force in 2016, and the highest priority from the Task Force was to
increase shelter options. Mr. Taylor stated he believes about 95
percent of the homeless in Auburn are Auburn residents, and he
estimated 200 children in Auburn are homeless on any given night.
Mr. Taylor proposed creating a day shelter, open business hours
Monday-Friday, 9:00 a.m. to 5:00 p.m., with the hope that sufficient
funds would be available in the future to make it a seven day
operation.
Currently, Valley Cities Counseling and Consultation has 49
residential units—25 at Valley Cities Landing (divided between
veterans and the mentally ill) and 24 units of homeless housing for
youth and young adults. Mr. Taylor also reported that the Valley
Cities Outpatient Clinic on I Street NE serves at least several
hundred people each month that are homeless from the city of
Auburn.
Mr. Taylor stated the I Street NE location is a good location for a
shelter because of the number of social service agencies and other
services located nearby. Mr. Taylor stated he has worked with the
Police Department regarding establishing permits for the site and
worked with Cascade School to create a safety plan.
Debbie Christian, Director of the Auburn Food Bank, spoke in favor
of the shelter where hygiene and laundry services will be available.
Ms. Christian spoke about the need to return self-esteem and hope
back to the homeless.
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Commander Hirman reported the Police Department is assisting in
putting a code of conduct together and establishing a presence.
Councilmember Wagner inquired whether there are any plans for
security staff. Mr. Taylor responded that Valley Cities currently has
professional security on site 16 hours a day, and he indicated a
willingness to expand the security detail.
Deputy Mayor Wales requested a copy of the Task Force
proposals and price estimates.
Mr. Taylor stated if the shelter program is expanded to a night time
shelter, he proposed the shelter be hosted by Valley Cities at their
office community rooms on I Street NE with Catholic Community
Services providing the night shelter services including screening
and monitoring. The three community rooms at the I Street NE
location have a private entrance on the north side of the building
and have private restrooms and a small kitchen facility.
In response to comments by Deputy Mayor Wales, Mr. Taylor
stated he anticipates the involvement of many churches and many
civic organizations.
Mr. Taylor stated that Valley Cities has 375 employees locally, and
he anticipates the level of staffing to increase over the next year to
approximately 600 full and part-time professional staff. Valley
Cities is opening an additional 100 beds—68 detox beds in Beacon
Hill and 32 psychiatric hospital beds in Kent.
Ms. Christian described the screening processes for the day and
night shelter. She envisioned the shelter to have low barrier
screening much like the emergency shelter.
Deputy Mayor Wales stated that many parents she has spoken to
have expressed concern that the shelter would be located near
Cascade Middle School. She encouraged Mr. Taylor to reach out
to the school as soon as possible.
Mr. Taylor reported the shelter is waiting for the final on a Puget
Sound Energy permit and anticipates a possible soft opening of the
shelter in about a month.
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B. Deputy Mayor Selection Ad Hoc Committee Report
Councilmember DaCorsi, chair of the ad hoc committee, presented
proposed revised amendments to Section 12 of the Council Rules
of Procedure, and briefly reviewed the most recent revisions (dated
6/7/17).
In relation to the Mayor Pro Tem duties in the event of the absence
or incapacitation of the Mayor, Mayor Backus advised that the
Mayor is working during out of state travel or out of country travel.
Assistant City Attorney Leiser stated that by statute the Mayor Pro
Tem is a different function than the Council President or the Deputy
Mayor. Mayor Pro Tem, by statute, has to be voted on by a
majority of the Council. In the proposed scenario, it is possible that
a sitting Councilmember could never have had an opportunity to
vote on the Mayor Pro Tem.
Councilmember DaCorsi acknowledged Assistant City Attorney
Leiser’s comments and stated that the proposed revisions could
stand if the term “Mayor Pro Tem” was removed from the duties of
Council President, and when the need for a Mayor Pro Tem arises,
the Council would vote on who that would be.
Councilmember Holman thanked the ad hoc committee for its work
on the proposed revisions to the Council rules. He expressed
concern that of the cities compared, only one city uses a seniority
system for selecting its Deputy Mayor. Councilmember Holman
spoke in favor of retaining the current selection process.
Councilmember Trout-Manuel stated the Deputy Mayor has not
been used as Deputy Mayor while other Councilmembers have
been used to fill in for the Mayor.
Councilmember DaCorsi stated the proposed seniority selection
system would eliminate the competition for the position of Deputy
Mayor and would provide stability.
Councilmember DaCorsi recommended the ad hoc committee re-
draft the language for discussion at a later study session.
Deputy Mayor Wales stated that as Deputy Mayor she is not
notified or included in the things she should be as Deputy Mayor,
the schedule is gerrymandered so she cannot be included, and
some of the Deputy Mayor functions are given to other
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Councilmembers. Deputy Mayor Wales spoke in favor of the ad
hoc committee’s proposal for selecting a Deputy Mayor.
Councilmember DaCorsi encouraged all Councilmembers to review
the duties of Council President. Councilmember DaCorsi
anticipates discussion at one more study session in July and then
to the full Council for action.
At 7:19 p.m., Deputy Mayor Wales recessed the meeting for a ten
minute intermission.
Deputy Mayor Wales reconvened the meeting at 7:26 p.m.
C. Ordinance No. 6654 – Procedures Used for Processing Final
Plat Approvals
Assistant Director of Community Development Services Jeff Tate
presented Ordinance No. 6654, relating to procedures for
processing final plat approvals. He reminded that the Council
discussed the concept at a prior meeting.
Senate Bill 5674 was passed into law earlier this year and
establishes an option for local governments to change final plat
approval from a City Council action to an administrative action.
Ordinance No. 6654 implements the change and also includes
some housekeeping changes.
D. Ordinance No. 6655 – Rezones to be Reviewed and
Considered Concurrently with Comprehensive Plan Map
Amendments
Assistant Director of Community Development Services Jeff Tate
presented Ordinance No. 6655, relating to rezones to be reviewed
and considered concurrently with Comprehensive Plan map
amendments. He reminded the Council discussed the concept
about six weeks ago. The proposed change simplifies the process
and improves efficiency.
E. 2018-2023 Transportation Improvement Plan Update
Assistant Director of Engineering Services/City Engineer Gaub and
Traffic Engineer James Webb reviewed the 2018-2023
Transportation Improvement Plan update.
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Council previously discussed the update to the six year
Transportation Improvement Program (TIP) on May 22nd.
Traffic Engineer Webb reviewed the memorandum in the agenda
packet including a summary of proposed amendments to the TIP.
The public hearing on the TIP is scheduled for June 19, 2017.
F. Feature Project Presentation, CP1520 – B Street NW
Reconstruction Project
Assistant Director of Engineering Services/City Engineer Gaub and
Street Systems Engineer Jai Carter presented information on the B
Street NW Reconstruction Project, including the project
background, construction techniques utilized for the project, and
traffic impacts.
Bids for the project will be opened on Thursday.
The B Street NW Reconstruction Project includes rebuilding B
Street NW between 37th Street NW and 49th Street NW, replacing
sanitary sewer main along 49th Street NW and installing new
sanitary sewer main along B Street NW. The project will also
repair damaged sidewalk, curb and gutter, upgrade several
driveways to be compliant with ADA requirements, replace curb
ramps to be compliant with ADA requirements, and address
drainage issues along the corridor.
B Street NW currently has a pavement condition index rating of
less than 1, and is effectively the worst street in Auburn. The
project construction estimate is $3.3 million, and staff anticipates
bid award on June 19th with construction beginning mid to late July.
The roadway will be reconstructed using the full depth reclamation
(FDR) process. The FDR process reduces the cost of the project
by $1 million and saves construction time of approximately two
months. The FDR process is a “green” construction process and
recycles a lot of the material in place and uses a lot less fuel in
production and hauling materials. Engineer Carter displayed a
PowerPoint of the FDR process.
During the project, traffic will need to be re-routed and detoured
throughout the project. During sewer main, driveways and curb
ramp construction, traffic will be routed in both directions, in a
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single lane with alternating traffic pattern for approximately five to
six weeks. During full depth reclamation construction, full closure
of the roadway will be needed up to five weekends. During cure of
cement treated base, traffic will be routed one-way in the
southbound direction while northbound traffic is detoured.
IV. FINANCE AND ECONOMIC DEVELOPMEDNT DISCUSSION ITEMS
Councilmember Baggett, Chair of the Finance and Economic Special
Focus Area, presided over the discussion of the Special Focus Area
items.
A. 1ST Quarter 2017 Financial Report
Finance Director Coleman reviewed the first quarter 2017 financial
report based on financial data available as of April 26, 2017 for the
period ending March 31, 2017 and sales tax information
representing business activity that occurred through January 2017.
Through March 2017, General Fund revenues totaled $12.0 million
compared to a budget of $11.8 million and were $408,000.00
higher than the revenues collected during the same period last
year.
General Fund expenditures through the first quarter of 2017 totaled
$15.1 million compared to a budget of $16.2 million, representing
6.7% less than year-to-date budget. The Street Department
exceeded their first quarter budget due to higher than average
maintenance and repair activity, including patching and traffic
control on 15th Street SW, guardrail repair on Lake Tapps Parkway,
and the replacement of several light poles.
Director Coleman pointed out that sales tax revenue on
construction, which is transferred to the Local Street Fund (Fund
103) for local street repair and maintenance, totaled $629,000.00,
which is $104,000.00 more than what was collected in first quarter
2016 and is $231,000.00 higher than budgeted.
Director Coleman noted a correction needed to the report related to
impact fees and that much of what appears in fire impact fees
should be in transportation impact fees.
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B. Resolution No. 5302 – Lodging Tax Advisory Committee Grant
Funding Disbursements Recommendations
Economic Development Manager Lein presented the annual
recommendation from the Lodging Tax Advisory Committee
(LTAC) for lodging tax grants.
The 2017 Budget included $10,000.00 in grants to be awarded to
qualified activities. The recommendations are as follows:
Veterans Day Parade: $2,500
Petpalooza: $2,500
Tough Mudder: $5,000
V. OTHER DICUSSION
Councilmember Holman reminded that tomorrow is the 126th birthday of
the City of Auburn.
VI. NEW BUSINESS
There was no new business.
VII. MATRIX
Councilmember Peloza requested the addition of “Pet Licensing” to the
August 28th Municipal Services Special Focus Area or to an earlier
meeting under the general study session.
VIII. ADJOURNMENT
There being no further discussion, the meeting adjourned at 9:00 p.m.
APPROVED THIS ______ DAY OF _________________, 2017.
_________________________________ _________________________
LARGO WALES, DEPUTY MAYOR Danielle Daskam, City Clerk
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City Council Study Session
November 9, 2015 - 4:30 PM
Auburn City Hall
MINUTES
I. CALL TO ORDER
Deputy Mayor Holman called the meeting to order at 4:34 p.m. in the
Council Chambers at Auburn City Hall, 25 West Main Street in Auburn.
A. Roll Call
City Councilmembers present: Deputy Mayor John Holman, Rich
Wagner, Bill Peloza, Largo Wales, Wayne Osborne, Claude DaCorsi
and Yolanda Trout.
City officials and staff members present included: Mayor Nancy
Backus, Human Resources and Risk Management Director Rob
Roscoe, Chief of Police Bob Lee, Assistant Director of Community
Development Services Jeff Tate, Parks, Arts and Recreation
Director Daryl Faber, City Attorney Daniel B. Heid, Director of
Administration Dana Hinman, Arts Coordinator Maija McKnight,
Community Development and Public Works Director Kevin Snyder,
Assistant Director of Engineering Services/City Engineer Ingrid
Gaub, Assistant City Engineer Jacob Sweeting, Economic
Development Manager Doug Lein, Finance Director Shelley
Coleman, Arts and Events Manager Julie Krueger, Parks Planning
and Development Manager Jamie Kelly, Innovation and Technology
Director Paul Haugan, Financial Planning Manager Bob Brooks, and
City Clerk Danielle Daskam.
II. AGENDA ITEMS FOR COUNCIL DISCUSSION
A. Draft Comprehensive Plan - Land Use Element (30 Minute
Presentation / 30 Minute Q&A) (Snyder)
Assistant Director of Community Development Services
Tate reviewed the draft Comprehensive Plan Land Use
Element. He briefly reviewed the schedule for the Comprehensive
Plan review and the framework of the Comprehensive Plan
document. The Land Use Element was presented to the Planning
Commission previously for their review.
The Land Use Element has two primary goals: connecting land use
policies to values and aligning community input with City Vision.
The Land Use Element establishes all land use designations within Page 1 of 5
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the City of Auburn and provides general descriptions and policies
that are intended to serve as the basis for mapped zoning
designations and codified development regulations. The Land Use
Element establishes broad land use categories for residential,
commercial, industrial, institutional/open space, and overlays.
Within each land use designations are value statements, general
land use policies, characteristics, and sub-designations.
Assistant Director Tate stated there are emphasis areas throughout
the Land Use Element. Themes that run throughout the land use
designations include: connectivity, quality, creativity, diversity,
sustainability, efficiency, environment, interactive, economy, safety,
healthy, and preservation. The Land Use Element and its themes
seek better outcomes for land use activities and development.
Assistant Director Tate displayed the "Future Land Use Map" from
the Core Plan. He noted minimal changes are proposed to the
map. There are proposed changes to the Environmental Park
(EP) Zone, C-2 Zone, and Institutional designation. The element
includes several emphasis areas (overlay designations), impression
corridors and important gateways.
Assistant Director Tate reported the City has received several
comment letters regarding the draft Comprehensive Plan, including
a comment letter from the Puget Sound Regional Council (PSRC).
Councilmember Wagner questioned the residential transition zone.
Assistant Director of Community Development Services Tate
explained the land use designation for residential transition does not
exist currently. It is a hybrid zone that allows a good transition
between two land use designations.
Councilmember Osborne questioned the current schedule for review
of the Comprehensive Plan. Councilmember Osborne suggested
the Planning Commission move its hearing date to a date before the
scheduled first reading of the ordinance by the City Council.
Councilmember DaCorsi questioned the financial institutions'
support of preservation of the building stock. Director Snyder stated
the City has a regional obligation to focus on housing preservation.
The City has met its affordable housing requirements and is now
focusing on housing preservation. Financial institutional support will
need to be developed.
B. Draft Comprehensive Plan - Housing Element (10 Minute
Presentation / 20 Minute Q&A) (Snyder)
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Assistant Director Tate explained the Housing Element is a Growth
Management Act mandated element of the Comprehensive Plan.
The City used an outside consultant to develop the Housing Element
for the Comprehensive Plan. The Consultant did an extensive
outreach process that included broad surveys and targeted
approach. The City of Auburn is a diverse, affordable community,
with a significant amount of older housing stock and a variety of
housing types that are necessary for the community. The priorities
for the plan include healthy homes and neighborhoods, variety of
housing options, quality housing, attainability, special needs
housing, supportive services, partnerships within the community and
monitoring.
Councilmember Wales asked if the Council goal of a healthy Auburn
was incorporated into this element. Assistant Director Tate stated it
is one of the seven values that the City used to develop the
element.
Councilmember DaCorsi stated there will be a future need for
additional low income housing and transitional housing.
C. Resolution No. 5173 (15 Minute Presentation / 15 Minute Q&A)
(Faber)
A Resolution of the City Council of the City of Auburn, Washington
authorizing the Mayor and City Clerk to execute an agreement
between the City of Auburn and the Auburn Symphony Orchestra for
tourism promotion services
Director Faber introduced Lee Valenta, Nancy Colson, and Linda
Bielejec from the Auburn Symphony.
Ms. Colson shared the history of Auburn Symphony. She explained
the symphony provides symphony concerts and chamber concerts
in the community. The Auburn Symphony attracts visitors to the
community and encourages economic development.
Ms. Valenta, General Manager of Auburn Symphony, reviewed
the Auburn Syphony budget.
Ms. Bielejec, President of the Board of the Orchestra, reviewed
the process for selecting a new music director and conductor. She
explained guest conductors will be utilized, for early season events,
the musicians will have significant input on selection of new music
director.
Councilmember Wales requested a more prominent display of City
of Auburn's sponsorship in the symphony's advertisements.
Councilmember Osborne asked how much is spent for marketing.
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Director Faber explained under the new contract for this coming
year, funding will be for organizational support and will not be
restricted to certain expenses.
D. Les Gove Community Campus Master Plan and Excess Community
Center Budget Projects Discussion (45 Minute Presentation / 15
Minute Q&A) (Faber)
Director Faber introduced Guy McMichaelson, principal for the
Berger Partnership, the consultants for the Les Gove Park Master
Plan.
Mr. McMichaelson presented Council with the Les Gove Park Draft
Master Plan.
Assistant City Engineer Sweeting presented Council with information
regarding the Community Center Contingency funding. These funds
are available because the Community Center bids came in below
engineer estimates. One of the projects the City is considering
to undertake with the contingency funding is the extension of H
Street SE. This would support the Community Center and
the Master Plan.
E. Economic Development Update – End of 3rd Qtr. 2015 (10 Minute
Presentation / 10 Minute Q&A) (Hinman)
Deputy Mayor Holman recessed the Study Session for a five minute
intermission at 7:15 p.m. Deputy Mayor Holman reconvened the
Study Session at 7:20 p.m.
Economic Development Manager Lein presented the third quarter
statistics for 2015 compared to 2014. He reviewed the single family
housing and commercial permits and permit values, the number of
new business licenses, the real estate excise tax revenue and the
sales tax revenue. He reviewed the updates on various
developments within the City and expected expansions within the
downtown area. He stated the Economic Development 10 Year
Strategic Plan is underway, the General Services Administration's
RFP is anticipated to be out in 2016 and the 2016 Business
Development Workshop schedule will be finalized and released by
December 1, 2015.
F. Mid Term Budget Amendment Presentation (20 Minute
Presentation / 20 Minute Q&A) (Coleman)
Director Coleman and Assistant Director Brooks reviewed the mid-
term budget amendment. The mid-term budget amendment (BA #4)
is scheduled to be presented to Council on November 16,
2015. Director Coleman provided Council with an overview of the
major elements of the mid-term adjustment, including changes that
occurred in 2015 for which there is an ongoing fiscal impact, the Page 4 of 5
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carry forward of capital projects that are not anticipated to be
completed in 2015, establishing budget authority for new programs
in 2016, and other changes in 2016.
Councilmember Osborne stated the City needs to ensure the King
County Health building is purchased with a free title.
Councilmember Wagner asked about the increase in transit costs.
Assistant Director Gaub explained the 910 and 497 routes are to be
added back.
III. OTHER DISCUSSION ITEMS
There was no other discussion.
IV. ADJOURNMENT
There being no further business to come before the Council, the meeting
adjourned at 8:10 p.m.
APPROVED THIS _______ DAY OF ____________________, 2017.
________________________ ________________________
LARGO WALES, DEPUTY MAYOR Danielle Daskam, City Clerk
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City Council Study Session
October 12, 2015 - 5:30 PM
Auburn City Hall
MINUTES
I. CALL TO ORDER
Deputy Mayor Holman called the meeting to order at 5:30 p.m. in the
Council Chambers at Auburn City Hall, 25 West Main Street in Auburn.
A. Roll Call
City Councilmembers present: Deputy Mayor John Holman, Rich
Wagner, Bill Peloza, Largo Wales, Claude DaCorsi and Yolanda
Trout. Councilmember Wayne Osborne was excused.
City officials and staff members present included: Mayor Nancy
Backus, City Attorney Daniel B. Heid, Police Chief Bob Lee, IT
Director Paul Haugan, Community Development and Public Works
Director Kevin Snyder, Assistant Director of Engineering and City
Engineer Ingrid Gaub, Assistant Engineer Jacob Sweeting, Director
of Administration Dana Hinman, and City Clerk Danielle Daskam.
II. AGENDA ITEMS FOR COUNCIL DISCUSSION
A. King County Tax Assessor’s Valuations for the City of Auburn (10
Minute Presentation) (Hinman)
Phillip Sit, King County Assessor’s Office
Philip Sit from the King County Assessors Office presented a
PowerPoint showing the Localscape program. The program allows
residents to view property values, sales in the area, foreclosures,
and economic changes.
B. Affordable Housing Guidelines (20 Minute Presentation/ 20 Minute
Q&A) (Hinman)
Kelly Rider, Policy Director for the Seattle/King County Housing
Consortium, Mark Ellerbrook Regional Housing Manager, Rich
Swicker, Senior Policy Analyst for the Washington State Housing
Finance Commission and Megan Hyla, Director of Policy of
Intergovernmental Affairs for the King County Housing Authority
presented information on affordable housing.
Ms. Rider explained the housing needs in South King County. The
types of people who need housing are the homeless, single parents,
older adults, people with disabilities and large families. The type of
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help varies from a hotel room for a short time to assistance with
homeownership.
Ms. Rider said the definition of affordable housing varies by entity.
The King County Housing Consortium defines affordable housing as
30% or less of your income, more then 30% of your income is
considered a cost burden and over 50% of your income is
considered severely cost burdened by housing costs.
Mr. Ellerbrook reviewed the programs offered by the King County
Department of Community and Human Services Housing Program.
They provide a capital grant for affordable housing projects,
a housing repair program, and a Credit Enhancement Program. New
funding resources include the Lodging Tax Bonding Program and
the Regional Equitable Development Initiative Fund.
Mr. Zwicker reviewed what is causing the lack of affordable housing
and how affordable housing is funded and why affordable housing
is important to each city. He explained what can be done at the local
level to preserve the housing stock. He explained what
the Washington State Housing Finance Commission (WSHFC)
program offers homebuyers. They also offer assistance to non-profit
facilities for bonding, and data and policy review.
Ms. Hyla reviewed the Section 8 Program, public housing and
the work force housing. The Housing Authority opened up the
Section 8 Housing Voucher waitlist for two weeks. They received
over 22,000 applications for 2,500 spots. Of those application 871
were residents from Auburn, 89 were seniors, 334 were people with
disabilities and the rest were families with children. Only 98 of the
871 applicants were added to the waitlist. She reviewed the pilot
program for the Student and Family Stability Program.
Councilmember Peloza noted that this is a serious problem in King
County. He is concerned about the number of Auburn residents that
did not make Section 8 waitlist.
Councilmember Trout asked if there is any tracking of the families
that do not meet the requirements to be added to the waitlist. Ms.
Hyla stated there is no tracking of applicants that have not been
added to the waitlist.
Councilmember DaCorsi noted the Green River Homes project
took seven years to get to construction. He said the issue the City of
Auburn has is the need. The King County Housing Authority cannot
increase the number public housing assistance vouchers. People
can be on the waiting list for many years. He asked the panel what
cities can do to help the legislature understand what needs to be
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done to help. Ms. Rider stated working with other cities and
legislators in the region to help the Federal Government know
that the region is committed to working on affordable housing and
that the Federal Government needs to be committed also.
C. Job Order Contracting (15 Minute Presentation/ 15 Minute Q&A)
(Snyder)
Assistant Director Gaub and Assistant City
Engineer Sweeting presented the job order contracting process.
Assistant City Engineer Sweeting explained the City uses three
different procurement processes depending on the projected cost of
the project. Informal quotes are for a single trade up to $40,000.00,
the small works roster is used for projects up to $300,000.00 and the
formal competitive bid process for the larger projects. The City is not
currently using job order contracting. By RCW job order contracting
can be used for work up to $350,000.00 per task. He reviewed other
cities using job order contracting and the requirements set by the
state for using job order contracting. He reviewed the difference
between job order contracting and the small works roster and the
competitive bid process.
Councilmember Wagner asked if this process would reduce the
availability of grants if the City uses job order contracts. Assistant
City Engineer Sweeting stated most grants have limitations.
Currently staff is only looking to use this process for projects that are
paid for by the City. Councilmember Wagner asked if this would
require additional work with the State audit process. Assistant
Director Gaub stated the process would be similar to the other
processes and would not change the audit process. The benefit
would be to staff time and internal costs.
Councilmember DaCorsi asked how the prices are set in the Job
Order Contracting. Assistant City Engineer Sweeting stated staff
would use the pricing from the Gordian Group that has a catalog of
unit prices that are updated three times a year.
III. OTHER DISCUSSION ITEMS
Councilmember Peloza requested the addition of the topic of "shopping
carts" at a future Study Session. Mayor Backus offered to provide
Council with a written update on the status of the program before it is
presented at a Study Session.
Councilmember Peloza also requested that a presentation on the Civil
Air Patrol Program be included at a future Study Session.
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IV. ADJOURNMENT
There being no further business to come before the Council, the meeting
adjourned at 7:00 p.m.
APPROVED THIS _______ DAY OF ____________________, 2017.
_____________________________ _______________________
LARGO WALES, DEPUTY MAYOR Danielle Daskam, City Clerk
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CA.D Page 58 of 154
City Council Study Session
September 28, 2015 - 5:30 PM
Auburn City Hall
MINUTES
I. CALL TO ORDER
Deputy Mayor Holman called the meeting to order at 5:30 p.m. in the
Council Chambers at Auburn City Hall, 25 West Main Street in Auburn.
A. Roll Call
City Councilmembers present: Deputy Mayor John Holman, Rich
Wagner, Bill Peloza, Largo Wales, Wayne Osborne, Claude DaCorsi
and Yolanda Trout.
City officials and staff members present included: Mayor Nancy
Backus, City Attorney Daniel B. Heid, Police Chief Bob Lee,
Assistant Chief of Police Bill Pierson, Innovation and Technology
(IT) Director Paul Haugan, IT Operations Manager Ashley Riggs, IT
Customer Support Manager Reba Stowe, Network Engineer Brian
Garbarino, Community Development and Public Works Director
Kevin Snyder, Assistant Director of Engineering Services/City
Engineer Ingrid Gaub, Director of Administration Dana Hinman,
Parks, Arts and Recreation Director Daryl Faber and City Clerk
Danielle Daskam.
II. AGENDA MODIFICATIONS
Amendments to City Code related to charitable solicitations was added
to the agenda.
III. AGENDA ITEMS FOR COUNCIL DISCUSSION
A. Security Assessment Overview (15 Minute Presentation/10 Minute
Q&A) (Haugan)
Director Haugan reviewed the security assessment the City plans to
conduct in October 2015. The security assessment is only for
information security not the physical security of staff or
infrastructure. He reviewed the security threats and areas that the
City needs to focus on.
Councilmember Wales asked how long the assessment will take and
if it is currently budgeted. Director Haugan stated if they are able to
start in October 2015 it should be completed by the end of the year.
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Councilmember Peloza asked how the City can be better about
security and if staff has looked at the firms that provide cyber
security. Director Haugan stated the City is in a good place with
security but could be better because the hackers are always
evolving, and the City needs to stay ahead of the hackers. Staff
intends to have cyber security experts assist in the development
of the new security platform for the City.
Councilmember Trout asked what type of threat the City is trying to
prevent. Director Haugan stated there are security threats
called Advance Persistent Threats; which are complex viruses that
come into our system in several parts. The City needs to ensure the
security environment is able to handle those types of threats.
B. Bicycle Officer Deployment Presentation (15 Minute Presentation/
15 Min Q&A) (Lee)
Assistant Chief Pierson stated the first police bicycle unit started
in 1993. Theee is increased citizen contacts with bicycle officers and
bicycle officers act as surveillance for the downtown area. Assistant
Chief Pierson stated it is important to give business owners,
downtown citizens and the area parks a face to the police
department and the bicycle units provides this. He reviewed shift
schedules and staffing. There is a minimum of six patrol officers
and a sergeant on each shift. There is an overlap of staffing during
peak call times.
Councilmember Peloza asked if the bike patrol shifts can be
changed to address specific target areas. Assistant Chief
Pierson said the bike units are able to be used as a directed patrol.
The unit has been very effective when used in this manner.
Councilmember Wales stated she has called Valley
Communications and has been told they are too busy and to call
another time. Assistant Chief Pierson stated Valley Communications
typically offers the City excellent service. Councilmember Wales
asked if the bicycle officers are a part of the minimum staffing and if
the officers stay in the same local area. Assistant Chief Pierson
stated these officers are not a part of the minimum staffing and their
full time assignment is to the bicycle unit.
Council discussed the need to possibly redistrict the police districts
so the calls are more equal among the districts.
C. Amendments to City Code Relating to Charitable Solicitations
Director Snyder presented draft Ordinance No. 6573. Staff is
suggesting changes to the definition of a charitable organization. It is
difficult language to regulate. The suggested language change
would allow staff to balance public safety while supporting the Page 2 of 3
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charitable organizations.
Councilmember Wales stated having police monitor traffic is a good
solution for the public safety concerns. She asked if a person would
be able to use this amendment to the code to panhandle. Director
Snyder stated the aggressive panhandling is managed under a
separate portion of City Code and still would not be allowed.
IV. OTHER DISCUSSION ITEMS
Deputy Mayor Holman stated an inquiry has been made if the inmates in
SCORE are enrolled in the Affordable Care Act. He stated according to
SCORE, all inmates receive medical and psychiatric care. When
inmates are discharged, they leave with a health care plan that includes
enrollment into the Affordable Care Act, one week's worth of medications
and a referral for medical treatment.
Mayor Backus stated staff will be sending out the Committee on
Committees questionnaire again and asked each Councilmember to
answer promptly.
V. ADJOURNMENT
There being no further business to come before the Council, the meeting
adjourned at 6:35 p.m.
APPROVED THIS _______ DAY OF ____________________, 2017.
_____________________________ ________________________
LARGO WALES, DEPUTY MAYOR Danielle Daskam, City Clerk
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AGENDA BILL APPROVAL FORM
Agenda Subject:
Claims Vouchers
Date:
August 2, 2017
Department:
Finance
Attachments:
No Attachments Available
Budget Impact:
$0
Administrative Recommendation:
City Council approve the claims vouchers.
Background Summary:
Claims voucher numbers 444959 through 445237 in the amount of $2,515,265.76
and eight wire transfers in the amount of $1,117,200.98 and dated July 3, 2017.
Reviewed by Council Committees:
Councilmember: Staff:Coleman
Meeting Date:August 7, 2017 Item Number:CA.E
AUBURN * MORE THAN YOU IMAGINEDCA.E Page 62 of 154
AGENDA BILL APPROVAL FORM
Agenda Subject:
Payroll Vouchers
Date:
August 2, 2017
Department:
Finance
Attachments:
No Attachments Available
Budget Impact:
$0
Administrative Recommendation:
City Council approve payroll vouchers.
Background Summary:
Payroll check numbers 537433 through 537460 in the amount of $736,092.99
and electronic deposit transmissions in the amount of $1,633,203.00 for a grand total
of $2,369,295.99 for the period covering July 13, 2017 to August 2, 2017.
Reviewed by Council Committees:
Councilmember: Staff:Coleman
Meeting Date:August 7, 2017 Item Number:CA.F
AUBURN * MORE THAN YOU IMAGINEDCA.F Page 63 of 154
AGENDA BILL APPROVAL FORM
Agenda Subject:
Public Works Project No. CP1513
Date:
August 1, 2017
Department:
CD & PW
Attachments:
Budget Status Sheet
Vicinity Map
Budget Impact:
$0
Administrative Recommendation:
City Council approve award of Contract No. 17-11, to the lowest responsible bidder for
Project No. CP1513, 22nd Street NE and I Street NE Intersection Improvements
(Project).
Background Summary:
The 22nd Street NE and I Street NE Intersection Improvements (Project) will improve
the safety for drivers, pedestrians, and bicyclists crossing the intersection of 22nd
Street NE and I Street NE by constructing a single lane roundabout in place of the
existing all-way stop-control. The roundabout will reduce driver confusion and traffic
delays compared with the current multilane all-way stop control. Pedestrians and
cyclists will also be less exposed to traffic since crossing distances will be greatly
reduced and median islands will allow them to cross the road one lane at a time and
they will only have to look for vehicles coming from a single direction.
This Project will also reconfigure the existing storm drainage system in this
intersection to accommodate the new intersection configuration, upsize the existing
waterlines from 8-inches to 12-inches to accommodate future water demands, and
replace the sewer service line to 901 22nd Street NE to reduce maintenance issues.
Construction of this project is anticipated to start in September 2017 and be complete
by April 2018.
Because the bid opening will be held on August 3, 2017 there will not be adequate
time for staff to compile the bid tabulation. A revised agenda bill specifying the
contractor and contract amount will be distributed to the Council at their meeting
scheduled for August 7, 2017. Updated information regarding the budget status will
also be presented with the revised agenda bill.
Reviewed by Council Committees:
AUBURN * MORE THAN YOU IMAGINEDCA.G Page 64 of 154
Councilmember: Staff:Snyder
Meeting Date:August 7, 2017 Item Number:CA.G
AUBURN * MORE THAN YOU IMAGINEDCA.G Page 65 of 154
Project No: CP1513 Project Title:
Project Manager: Seth Wickstrom
PMP
Initiation Date: 9/21/15 Bidding Date: August 1, 2017
Advertisement Date: _7/13/17___ Contract Award
Award Date: ___________ Change Order Approval
Contract Final Acceptance
Funding 2015 2016
2017 2018 Total
102 Fund - Arterial Street 4,584 12,981 297,436 315,000
102 Fund - State Grant (for Design)116,333 83,667 200,000
102 Fund - Federal Grant (for Construction)940,000 940,000
460 Fund - Water 7,235 397,765 405,000
461 Fund - Sewer 4,890 25,000 29,890
Total 4,584 141,438 1,743,868 1,889,889
Activity 2015 (Actual) 2016 (Actual)
2017 2018 Total
Design Engineering - City Costs 4,584 45,975 24,941 75,500
Design Engineering - Consultant Costs 95,463 164,266 259,728
Design Engineering - State Costs 3,000 3,000
Construction Estimate 1,278,564 100,000 1,378,564
Authorized Contingency 78,461 6,137 84,597
Construction Engineering - City Costs 59,400 6,600 66,000
Construction Engineering - Consultant Costs 18,450 2,050 20,500
Construction Engineering - State Costs 1,800 200 2,000
Total 4,584 141,438 1,628,881 114,987 1,889,890
2015 (Actual) 2016 (Actual)
2017 2018 Total
*102 Funds Budgeted ( )(4,584) (129,314) (1,321,103) (1,455,000)
102 Funds Needed 4,584 129,314 1,206,116 114,987 1,455,000
*102 Fund Project Contingency ( )0 0 (114,987) 0 0
102 Funds Required 0 0 0 114,987 0
2015 (Actual) 2016 (Actual)
2017 2018 Total
*460 Funds Budgeted ( )0 (7,235) (397,765) (405,000)
460 Funds Needed 0 7,235 397,765 405,000
*460 Fund Project Contingency ( )0 0 0 0 0
460 Funds Required 0 0 0 0 0
2015 (Actual) 2016 (Actual)
2017 2018 Total
*461 Funds Budgeted ( )0 (4,890) (25,000) (29,890)
461 Funds Needed 0 4,890 25,000 29,890
*461 Fund Project Contingency ( )0 0 0 0 0
461 Funds Required 0 0 0 0 0
* ( # ) in the Budget Status Sections indicates Money the City has available.
102 Arterial Street Budget Status
461 Sewer Budget Status
460 Water Budget Status
BUDGET STATUS SHEET
The "Future Years" column indicates the projected amount to be requested in future budgets.
Funds Budgeted (Funds Available)
Estimated Cost (Funds Needed)
22nd St NE & I St NE Intersection Improvements
1 of 1CA.G Page 66 of 154
22nd St NE and I St NE Intersection Improvements Vicinity Map
Printed Date:
Information shown is for general reference
purposes only and does not necessarily
represent exact geographic or cartographic
data as mapped. The City of Auburn makes no
warranty as to its accuracy.
Map Created by City of Auburn eGIS
5/8/2014
CA.G Page 67 of 154
AGENDA BILL APPROVAL FORM
Agenda Subject:
Resolution No. 5304
Date:
July 31, 2017
Department:
CD & PW
Attachments:
Resolution No. 5304
Budget Impact:
$0
Administrative Recommendation:
City Council adopt Resolution No. 5304.
Background Summary:
Resolution No. 5304 authorizes the Mayor to execute an interlocal agreement with the
Pierce County Flood Control Zone District (District) for Opportunity Fund stormwater
and flood control projects. This interlocal agreement will enable Auburn to accrue its
share of the Opportunity Fund and/or to submit a project funding request to the District
for stormwater control improvements, studies and plans for watershed and habitat
protection, maintenance and operations of existing facilities, purchase of equipment
for maintenance and operations, and low impact development projects.
Reviewed by Council Committees:
Councilmember: Staff:Snyder
Meeting Date:August 7, 2017 Item Number:RES.A
AUBURN * MORE THAN YOU IMAGINEDRES.A Page 68 of 154
RESOLUTION NO. 5304
A RESOLUTION OF THE CITY COUNCIL OF THE
CITY OF AUBURN, WASHINGTON, AUTHORIZING
THE MAYOR TO EXECUTE AN INTERLOCAL
AGREEMENT WITH THE PIERCE COUNTY FLOOD
CONTROL ZONE DISTRICT FOR THE
OPPORTUNITY FUND PROGRAM
WHEREAS, the Pierce County Council pursuant to Ordinance 2011-95s,
executed on April 3, 2012, formed the Pierce County Flood Control Zone District
District") as authorized by Chapter 86.15 RCW to address flood control needs
throughout Pierce County; and
WHEREAS, funding for the District is provided by property tax levies based on a
percentage of the assessed valuation of properties within the District; and
WHEREAS, Resolution 2013-2 of fhe DistricYs Board of Supervisors established
an Opportunity Fund, representing ten percent (10%) of the District's annual property
tax revenues; to help Pierce Counfy, eities, and towns fund activities related to flood
control and stormwater-related projects, along with watershed management activities,
studies, and plans which further such projects; and
WHEREAS, the City of Auburn (uCity") annually receives a proportion of the
Opportunity Fund corresponding to the portion of the City within Pierce County; and
WHEREAS, the City's portion of the Opportunity Fund can be used for the City's
flood control and stormwater-related projects, such projects subject to the review and
approval of the District; and
Resolution No. 5304
July 5, 2017
Page 1 of 3
RES.A Page 69 of 154
WHEREAS, the City must execute an interlocal agreement (``ILA") with the
District, attached herein as Exhibit A, prior to any request for funding from the
Opportunity Fund.
NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF AUBURN, KING
COUNTY, WASHINGTON, HEREBY RESOLVES that:
Section 1. The Mayor is hereby authorized to execute the interlocal agreement
aftached as Exhibit A with the Pierce County Flood Control District for the purpose of
requesting funding for flood control and stormwater-related projects within the portion of
the City of Auburn located within Fierce County.
Section 2. The Mayor is hereby authorized to implement such administrative
proeedures as may be necessary to carry out the directions of this legislation.
Section 3. This Resolution shall take effect and be in force upon passage and
signatures thereon.
DATED and SIGNED this day of 2017.
CITY OF AUBURN
NANCY BACKUS, MAYOR I
ATTEST:
Danielle E. Daskam, City Clerk
APP VED FORM:
Da iel . ei , ty Attorne
Resolution No. 5304
July 5, 2017
Page 2 of 3
RES.A Page 70 of 154
EXHIBIT A
INTERLOCAL AGREEMEIVT BETWEEN
THE PIERCE COUNTY FLOOD CONTROL ZOfVE DISTRICT AND THE
CITY OF AUBURN FOR OPPORTUiViTY FUND PROJECTS
Resolution No. 5304
July 5, 2017
Page 3 of 3
RES.A Page 71 of 154
INTERLOCAL AGREEMENT BETWEEN
THE PIERCE COUNTY FLOOD CONTROL ZONE DISTRICT AND THE
CITY OF AUBURN FOR OPPORTUNI7Y FUND PROJECTS
THIS AGREEMENT is made and entered into by and between the City of
Aubum, a municipal corporation af the State of Washington ("Municipality") and
the PIERCE COUNTY FLOOD CONTROL ZONE DISTRICT, a quasi-municipal
corporation of the State of Washington ("District") ("Parties" or when singular
Party"), and shall be effective upon execution by the Municipality and the
District.
RECITALS
A. In Ordinance 2011-95s, passed on April 3, 2012, the Pierce County
Council formed the District, as authorized by Chapter 86.15 RCW.
B. In Resolution No. 2013-2 ("Resolution"), the District Board of
Supeivisors:
1. Allocated and set aside ten percent (10%) of the District's
I
annual regular prope ty tax revenues as an "Opportunity Fund'' for use by Pierce
County (on behalf of unincorporated Pierce County), cities and towns on
Opportunity Fund projects;
2. Established methods for allocafiion of Opportunity Fund
revenues and declared the purposes and uses of the Opportunity Fund;
3. Provided for accrual and roll over of a Municipality's
Opportunity Fund allocation;
4. Authorized the District Administrator to develop rules and
procedures for administering and carrying out the Opportunity Fund, which
includes review of proposed Opportunity Fund projects by the District
Administrator or designee, and review and approval of such projects by the
Board; and
5. Approved this form of Agreement between the Parties.
C. Pursuant to Chapter 39.34 RCW and RCW 86.15.080(11), the
Parties desire to enter into this Agreement to provide for Opportunity Fund
projects as authorized by the Board.
440778.2 362658 0001 1-
RES.A Page 72 of 154
AGREEMENT
In furtherance of fhe foregoing and in consideration of the following terms
and conditions, the Parties agree as foilows:
1. Definitions. In this Agreement, the foilowing terms shall have the following
meanings.
1.1 "Board" means the Board of Supervisors of the District.
1.2 "District Administrator" means the Director of the Pierce County
Public Works and Utilities Department, or designee.
1.3 °Municipality" means cities and towns in Pierce County and Pierce
County.
1.4 "Opportunity Fund" means the portion of the District's annual
regular property tax revenues that has been allocated and set aside by the
District for use by the Municipalities on Projects, as authorized by Resolution No.
2013-2, including amendments fhereto.
1.5 "Project" means a specific improvement; study, plan or activity that
meets the purposes and uses of Resolution No. 2013 2, including amendments
thereto, and that has been approved by the Board.
1.6 "Project Rules" means the rules and egulations established by the
District Administrator for the Opportunity Fund program, including amendments
thereto.
2: Term of Aqreement—Termination of Agreement—Survival of Aqreement:
This Agreement shall be effective upon e_xecution by both Parties, and shall remain
in effect until terminated by one or both of the Parties. Either Party may terminate
this Agreement by providing written notice of termination to the other Party no less
tfian sixty (60) days prior to the effective date of termination. This Agreement also
may be terminated upon mutuai agreement of the Parties expressed in writing.
Seetions 12 and 13 of this Agreement shall survive any termination of fhis
Agreement.
3. Rules and Regulations: District Administcator. The Municipality
acknowledges receipt of and agrees to satisfy ancl follow the Project Rules,
4. Pro1ect Eliqibilitv. The Municipality may apply for and seek approval of
proposed Projects. The proposed Projects may be a future Project or a pending
Project, as defined by the Project Rules.
5. Pro ect Apqfications. The Municipality must submit an applieation for each
proposed Project to fhe District Administrator, on a form approved by the District
Administrator. The application must be accompanied by plans, drawings,
440778.2 362658 0001 2-
RES.A Page 73 of 154
descriptions, studies, reports, schedules, costs, budgets and/or other data and
information required by the Project Rules or requested by the Disfirict
Adminisfirator.
6. Multi-Year Projects. A Project may be implemented over multiple years
and may be financed by the Municipality's allocation of the Opportunity Fund in
the year of Project approval and by the Municipality's anticipated allocation of the
Opportunity Fund in future years, However, Disfrict approval of a Project shall
not be construed as nor constitute a District obligation or commitment to
authorize a property tax levy or set aside a portion of a property tax levy for the
Opportunity Fund in ealendar years beyond the year in which a Project is
approved.
7. Use and Vestinq of Opportunity Fund Allocation. The Municipality shall
use Opportunity Fund allocations only for expenses related to the Projects. The
unexpended portion of the Municipality's allocation of Opportunity Fund revenues
in a ealendar year shall be rolled over and reserved for use by the Municipality on
Projects in subsequent calendar years. The District shall have no obligation to
set aside or allocate Opportunity Funds in catendar years after the calendar year
in which the Project is approved. The Municipality understands and
acknowledges that the Board has the right and discretion to modify or terminate
the Opportunify Fund and its program, and will consider this possibility in
providing for and implementing any Project.
8. Proiect Approval—Implementation of Pro1ects._ After approval of a Project,
the District Adrninistrator shall prepare a written description of the Project, which
shall be deemed to be an amendment to this Agreement. The District
Administrator shall provide a copy of the Projecfi deseription to the Municipality.
The Municipality shall implement the Project only as authorized by the Board and
described in the amendment, In implementing the Froject, the Municipality shall
comply with all applicable faws, rules and regulations, and shall be responsible
for obtaining all approvals and permits for the Project.
9. Distribution of Opportunitv Fund Allocations. After an actual expenditure
is incurred for a Project, fhe Municipality shall request distribution of Opportunity
Fund allocations in a manner and pursuant fo a process required by the Project
Rules. However, after Board approval of a Project; the Municipality may request
advance distribution of all or a part of the Opportunity Fund allocation for the
Project, prior to expenditure of funds on the Project, in accordance with terms
and conditions in the Project Rules.
10. Reports—Audits--Records Retention--Insqections. The Municipality shall
prepare and file written reports describing the progress on and the status of the
Project, as required by the Project Rules. The Municipality shall prepa.re and fi(e
such other written reports, includ.ing but. not limited to a final report after Froject
completion, as required by the Project Rules. The Municipality shall retain all
records and documents relating to a Project for a minimum of seven (7) years
440778.2 362658 0001 3-
RES.A Page 74 of 154
after substantial compietion of the Project, unless required by law to be retained
for a longer period, in which case the longer period shafl apply. Upon reasonable
nofiice, the Municipality shall make available to the District Administrator for
inspeetion, review and audit all records and documents relating to the Project
and the expenditure of the Opportunity Fund allocations, as required by Project
Rules.
11. Project Ownership and Maintenance. If the Project involves the
acquisition, extension, enlargement, or construction of an improvement, the
Municipality shall take ownership of, and shall be obligated to operate, maintain,
repair and replace such improvement. The District shall have no obligation or
responsibility for the operation; maintena.nce, repair and replacement of such
improvement.
12. Audit Exception Repa ments. The Municipality agrees that it is nancially
responsible for and will repay to the District all indicated amounts following an audit
exception, which occurs due to the negligent or intentional acts by the Municipality,
its o cers, officials, employees, agents, contractors or volunteers.
13. Hold Harmless and Indemnification.
13.1 To the maximum extent permitted by law, each Party shall defend,
indemnify and hold harmless the other Party, and all of its officers, offieials,
employees, agents, contractors and volunteers, from any and all claims; injuries,
damages, losses or suits, including attorney fees, arising out of or resulting from
any negligent acts, errors, omissions of the indemnifying Party and its officers,
officials, employees, agents, contractors and volunteers in perForming obligafions
under this Agreement or in implementing a Project. However, if any such injuries
and damages to persons or properCy are caused by or result from the concurrent
negligence of the District or its officers; officials, employees; agents, contractors
and volunteers, and the Municipality or its officers, o cials, employees, agents,
contractors and volun#eers, each Party's obligation hereunder applies only to the
extent of the negligence of such Party or its officers, officials, employees, agents,
contractors or volunteers.
13.2 The foregoing indemnity is specifically and expressly intended to
constitute a waiver of each Party's immunity under industrial insurance, Title 51
RCW, as respects the other Pa.riy only, and only to the extent necessary to
provide the indemnified Pariy with a full and complete indemnity of clairns made
by the indemnitor's employees. This waiver has been mutually negotiated by the
Parties.
14. Amendment. This Agresment may be modified by written instrument
approved by the Municipafity's goveming body and the District Board of
Supervisors and signed by the authorized representatives of the Parties.
440778.2 362658 0001 4-
RES.A Page 75 of 154
15. Waiver. No waiver by either Party of any term or condition of this
Agreement shall be deemed or construed to be a waiver of any other term or
condition, nor shall a waiver of any breach be deemed to constitute a waiver of any
subsequent breach whether of the same or different provision of this Agreement.
No waiver shall be effecfiive unless made in writing.
16. No Third Partv Riqhts. Nothing in this Agreement shall be construed to
create any rights in or duties to any third party, nor any liability to or standard of
care with reference to any third party.
17. Entire . This Agreement is the complete expression of the terms hereto
and any oral representations or understandings not incorporated are excluded.
This Agreement merges and supersedes all prior negotiations, representations and
agreements between the Parties relating to the projects and constitutes the entire
agreement between the Parties.
18. Counterparts. This Agreement may be signed in counterparts and, if so
signed, shall be deemed one integrated document.
IN WITNESS WHEREOF, authorized representatives of the parties hereto
have signed their names in the spaces below:
PIERCE COUNTY FLOOD
GONTROL ZONE DISTRICT
Narne: Flood Confrol Zone
Title: Distriet Administrator
Date: Date:
Attested to: Attested to:
Name: Kate Kennedy
Title: Clerk of Board of Supervisors
440778.2 362658 0001
RES.A Page 76 of 154
AGENDA BILL APPROVAL FORM
Agenda Subject:
Resolution No. 5308
Date:
July 26, 2017
Department:
City Attorney
Attachments:
Resolution No. 5308
Budget Impact:
$0
Administrative Recommendation:
City Council adopt Resolution No. 5308.
Background Summary:
On January 9, 2017, a Council ad hoc committee was created to review the
annual Deputy Mayor selection process, to clarify the process and to ensure that it
conforms to statutory terms.
The ad hoc committee, consisting of Councilmembers Trout-Manuel and Peloza and
chaired by Councilmember DaCorsi, met over the past several months and discussed
alternative procedures. The committee presented proposals and recommendations at
Council study sessions on May 22, June 12, July 10, and July 24, 2017.
Reviewed by Council Committees:
Councilmember: Staff:Heid
Meeting Date:August 7, 2017 Item Number:RES.B
AUBURN * MORE THAN YOU IMAGINEDRES.B Page 77 of 154
RESOLUTION NO. 5 3 0 8
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, 5240 AND 5283
WHEREAS, on February 2, 2004, the Auburn City Council adopted Ordinance No.
5802 approving the Rules of Proeedure 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,
5240 and 5283,which Resolutions adopted certain modifications to the City Council Rules
of Procedure; and
WHEREAS, Section 35A.12.065 of the Revised Code of Washington (RCW)
identifies the procedures for selection of mayors pro tempore and deputy mayors
applicable to the City of Auburn, as follows:
35A.12.065 Pro tempore appointments.
Biennially at the ficst meeting of a new council, or periodically, the
members thereof, by majority vote, may designate one of their number as
mayor pro tempore or deputy mayor for such period as the council may
specify, to serve in the absence or temporary disability of the mayor; or, in
lieu thereof, the council may, as the need may arise, appoint any qualified
person to serve as mayor pro tempore in the absence or temporary disability
of the mayor. In the event of the extended excused absence or disability of
a councilmember, the remaining members by majority vote may appoint a
councilmember pro tempore to serve during the absence or disability. [2009
c 549 § 3007; 1967 ex.s. c 119 § 35A.12.065.];
and
Resolution No. 5308
July 25, 2017
Page 1 of 3
RES.B Page 78 of 154
WHEREAS, it is advantageous for the City Council to clarify its seleetion process
for the position of Deputy Mayor in a way that conforms with statutory terrns and meets
City needs.
NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF AUBURN,
WASHINGTON, IN A REGULAR MEEI"ING DULY ASSEMBLED, HEREWITH
RESOLVES AS FOLLOWS:
Section 1. The Rules of Procedure of the City Council, as adopted by Ordinance
No. 5802 on Februa.ry 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,
Resolufion 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, Resolution No. 5240 on July 5th, 2016, and
Resolution No. 5283 on February 21, 2017, 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
Resolution No. 5308
July 25, 2017
Page 2 of 3
RES.B Page 79 of 154
APP D A O FORM:
Daniel B. Heid, ' Attorney
Resolution No. 5308
July 25, 2017
Page 3 of 3
RES.B Page 80 of 154
Exhibit "A" to Resolution No. 5308
RULES OF PROCEDURE OF THE CITY COUIVCIL OF
THE CITY OF AUBURN, WASHINGTON
TABLE OF CONTENTS
SECTION 1 AUTHORITY
SECTION 2 COUNCIL MEETINGS
SECTION 3 ORDER OF BUSINESS OF REGULAR COUNCIL MEETING AGENDA 4
SECTION 4 COUNCILMEMBER ATTENDANCE AT MEETINGS 9
SECTION 5 PRESIDING OFFIGER - DUTIES 10
SECTION 6 COUNCILMEMBERS 11
SECTION 7 DEBATES 12
SECTIDN 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 PROGESS 7
SECTION 13 COUNCIL POSITION VACANCY 22
SECTION 14 COUNCIL MEETING STAFFING 22
SECTION 15 COUNCIL RELATIONS VVITH STAFF 22
SECTION 16 COUNCIL STUDY SESSIONS, COMMITTEES AND CITIZEN ADVISORY
BOARDS 23
SECTION 17 COUNCIL REPRESENTATION & INTERNAL COMMUNICATION 30
SECTION 18 TRAVEL AUTHORIZATION 33
SECTION 19 CONFIDENTIALITY 34
SEGTION 20 ENFORCEMENT OF RULES OF PROCEDURE 34
RULES OF PROCEDURE OF THE CITY COUNCIL OF
THE CITY OF AUBURN, WASHINGTOiV
SECTION 1 - AUTHORITY
The Auburn City Council hereby establishes the following rules for the conduct of Council
meetings, proceedings and business. These rules shall be in effect upon adoption by
resolution of Council and until such time as they are amended or new rules are adopted
in the manner provided by these rules.
SECTION 2 - COUNCIL MEETINGS
All meetings of the City Council shall be open to the public and all persons shall be
permitted to attend any meeting of this body, except as provided in RCW Chapter 42.30.
Page 1RES.B Page 81 of 154
The City Clerk shall be responsible for preparing agendas for all Cify Council meetings
pursuant to the authority of Section 2.03.100 of the City Code'.
The City Clerk shall cause to be prepared action minutes of all of the Council meetings,
which minutes 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 ofthe City Council shall held on fhe 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 officer shall be seated at the center of the dais, and the
Deputy Mayor shall be seated to the presiding officer's immediate left. When the
Deputy Mayor is acting as the presiding officer; in the absence of the Mayor, the
Deputy Mayor shall be seated in the center of the dais. The seating arrangement
for the other members of the Council shall be as directed by the City Council
pursuant to a motion duly made and seconded and approved by a majority of the
City Council, following the recommendation of an ad hoc eommittee of three
Councilmembers called for that purpose.
See ACC 2:06.010 (Ord. 3916 § 1, 1983; 1957 code § 1;04.010); AGC 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).]
2.03.100 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 ofthe 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 eouncil. The mayor orthe mayor's
designee shall also be responsible for publishing notices for meetings and for public hearings for the
meetings of the council and the various boards, commissions and committees of the city, and for setting
the dates and times for said public hearings, except in those instances when setting dates and times for
public hearings is required by statute to be done through council resolution. (Ord. 6405 § 1, 2012; Ord;
5761 § 1, 2003.)
Page 2RES.B Page 82 of 154
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 Sfreet, Auburn, Washington. The regular meeting location of Study Sessions
may be changed by a majority vote of the City Couneil. 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#ollowing 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 Mleeting 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 Seetion 2.06.040 of the City Code and
Section 35A.12.110 RCW, a special meeting of the City Council may be called by
the Mayor or any three members of the Council by written notice delivered to each
member of the Council at least 24 hours before the time specified for the proposed
meeting; provided, however, that no ordinance or resolution shall be passed, or
2 Any of these regularly scheduled meetings may be cancelled if not needed.
Page 3RES.B Page 83 of 154
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 AGC 2.06.040 (1957 code § 1.04.070).]
2.5 Emergency Meetings - Emergency meetings may be called by the Mayor, in
accordanee 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 consulfants authorized
by the Mayor. The public is restricted from attendance.
Execufive sessions may be held during Regular and Special meetings of the City
Council, and will be announced by the presiding officer. Executive session subjects
are limited to considering such matters as permitted by State law.
See former ACC 2.06.070 (1957 code § 1.04.080).]
2.7 Cancellation of Meetings - Meetings may be caneeled 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 nofice given
by#he City Clerk.
SECTION 3 - ORDER OF BUSINESS OF REGULAR COUfVCIL MEETIfVG 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 dist ibuted 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 Mayor shall call the meeting to order.
Page 4RES.B Page 84 of 154
B. Pledge of Allegiance.
The Mayor, Councilmembers and, at times, invited guests will lead the
Pledge of Allegiance.
C. Roll call.
The City Clerk will call the roll. Couneilmembers 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 Mayor
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 CounciPs 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 wh_ich the appeal is taken, and no
new information, evidence or documents may be added, and argument on
the appeal may only deal with information, evidence and documents in the
record. The presiding officer will state the public hearing and/or appeal
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 Participafion period. Comments
are limited to three (3) minutes per pecson, and a total of fifteen (15) minutes
per topic. Groups who have a designated speaker may have a total of ten
Page 5RES.B Page 85 of 154
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 officer may make exceptions to the audience participation time
restrictions when warranted, in the discretion of the presiding officer.
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
officer.
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 Gity 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 hea.rings 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
Business, other than ordinances and resolu.tions, that has not been
previously before the City Council.
Page 6RES.B Page 86 of 154
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 ordinanee, 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 shou.ld 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 eonsideration 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 ordin_ance has been made and seeonded, the
Councilmember making the motion is encouraged to give a very brief
description of the issues involved wifh the ordinance, without simply
repeating the ordinance tit.le as read by the City Attorney and may choose
Page 7RES.B Page 87 of 154
to comment on any results of Council discussion or action regarding the
issue.
Discussion and debate by the City Council on ord_inances 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#ext
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.
Page 8RES.B Page 88 of 154
P. Mayor and Councilmember Reports
The Mayor and Councilmembers may report on their significant City-related
activities since the last regular meeting. The Mayor and Councilmembers
shall limit their reports to not more than three (3) minutes, with sensitivity to
avoiding duplicate reporting.
Q. Adjournment
3.3. Recess - The foregoing agenda may be interrupted for a stated time as called by
the presiding officer to recess for any reason, including executive sessions.
3.4 Amendment to Agenda - The sequence of handling items on the agenda of a
particular Regular Council Meeting may be amended from order listed on the
printed/approved agenda as follows:
A. Motion to Suspend the Rules. Any member of the City Council rnay 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. Sueh 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 fhe
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 sueh 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 Gity Council may, by motion duly
made, seeonded 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, 2D02; 1957 code § 1.04.200).]
SECTION 4 - COUNCILMEMBER ATTENDANCE AT MEETINGS
4.1 Councilmembers shall attend Regular Council meetings and Study Sessions.
Councilmembers shall inform the Mayor or the City Clerk if they are unable to
attend any Regular Gouncil meeting or Study Session, or if they knowingly will be
Page 9RES.B Page 89 of 154
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 meefing
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 Gouncilmember 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 fhe Mayor or the City Clerk if they are unable to
aftend 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 fhat meeting shall show the Councilmember as having an excused
absence for that meeting. Provided that excessive, continued or prolonged
abserrces may be addressed by the Cify Council on a case by case basis.
4.4 Attendance at Ad Hoc Council Committee meetings and Speeial meetings will not
be considered "regular meetings"for the purposes of RCW 35A.12.060, applieable
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.
SECTIOIV 5 - PRESIDING OFFICER - DUTIES
5.1 Conduet of Meetings
The presiding officer at all Regular Meetings of the Council sha(I 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 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
Page 10RES.B Page 90 of 154
provided that, though not the presiding 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 alt rules adopted by the Council;
C. Shall decide all questions on order, in aeeordance with these rules, subjeet
to appeal by any Councilmem_ber;
D. Shall recognize Councilmembers in the ocder 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 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 officer may, in the presiding officer's discretion
present such matters before the Council, for discussion, consider and vote,
at a different place ih the agenda 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 E2emarks. c Councilmembers desiring to speak shall address the presiding
officer, and when recognized, shall confine himself/herself to the question under
debate. I
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 aetions 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.
Page 11
RES.B Page 91 of 154
6.2 Questioninq. -Any member of the Council, including the Mayor, 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 Aqency. - 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 interaet with other
members of the City Council and City staff in ways that promote effective local
government.
6.4 Council Traininq. - Councilmembers are expected to participate in training offered
by individuals, agencies, entities and organizations including but not limited to the
Association of Washington Cities and the State of Washington, so as to afford the
Councilmembers the opportunity to better understand their roles as City
Councilmembers.
6.5 Participation in Comrrmittees,Aqencies and Orqanizations. -To better represent the
interests of the City of Auburn, Councilmembers are encouraged to participate in
assignments to local, regional, state and national committees, agencies and
organizations.
See former ACC 2.06.130 (1957 code § 1.04.130).]
SECTION 7 - DEBATES
7.1 S eaking to the Motion. - No member of the Council, including the presiding officer,
shall speak more than twice on the same motion except by consent of the presiding
officer or a majority of the Couneilmembers present at the time the motion is before
the Council.
7.2 Interruption. - No member of the Gouncil, 'including the presiding officer, shall
interrupt or acgue with any other member while such member has the floor, other
than the presiding officer's duty to preserve order during meetings as provided in
Section 5.2.A of these rules.
7.3 C,ourtesv. - All speakers, including members of the Council, which includes the
presiding officer, in the discussion, comments, or debate of any matter or `issue
shall address their remarks to the presiding officer, be courteous in their language
and deportment, and shall not engage in or discuss or comment on personalities,
or indulge in derogatory remarks or insinuations in respect to any other member of
the Gouncil, or any member of the staff or the pubic, but shall at all times confine
Page 12RES.B Page 92 of 154
their remarks to those facts which are germane and relevant to the question or
matter under discussion.
7.4 Transqression. - If a member of the Gouncil shall transgress these rules on
debates, the presiding officer shall call such member to order, in which case sueh
member shall be silent except to explain or continue in order. If the presiding officer
shall transgress these ru es on debate or fail to call such member to order, any
other member of the Council may, under a point of order, call the presiding officer
orsuch other member to order, in which case the presiding officer or such member,
as the case may be, shall be silent except to explain or continue in order.
7.5 Challenqe to Rulinq. -Any member of the Council shall have the right to challenge
any action or ruling of the presiding officer, in which case the decision of the
majority of the members of the Council present shall govern.
See former ACC 2.06.130 (1957 code § 1.04.130).]
SECTION 8 - PARLIAMENTARY PROCEDURES AND MOTIONS
8.1 Unless specifically provided differenfly herein, 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 official, shall be allowed to vote
to break a tie vote.
8.4 When making motions, Councilmembers shall be clear and concise and not.
include arguments for the motion within the motion.
8.5 After a motion has been made and seconded, the Councilmembers may discuss
their opinions on the issue prior to the vote.
8.6 If any Councilmember wishes to abstain, from a vote on the motion pursuant to the
provisions of Section 9 hereof, that Councilmember shall so advise the Gity
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 fime that a Councilmember gives advice of an intent to
abstain from an issue, the Councilmember shall confer with the City Attorney to
Page 13RES.B Page 93 of 154
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 non-debatable 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
Couneilmembers' 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 quesfion being postponed must be
considered at a later time at the same meeting, or to a time certain at a future
Regular or Special City Council meeting.
8.10 A motion to postpone indefinitely is debatable, is not amendable, and may be
reconsidered at the same meeting only if it received an affirmative vote.
8.11 A motion to call for the question shall close debate on the main motion and is not
debatable. This motion must receive a second and fails without a two=thirds' vote;
debate is reopened if the motion fails.
8.12 A motion to amend is defined as amending a motion that is on the floor and has
been seconded, by inserting or adding, striking out, striking out and inserting, or
substituting.
8.13 Motions that cannot be amended include: Motion to adjourn, lay on the table
table), roll call vote, point of order, reconsideration and take from the table.
8.14 Amendments are voted on first, then the main motion as amended (if the
amendment received an affirmafive vote).
8.15 Debate of the motion only occurs after the motion has been moved and seconded.
8.16 The presiding officer, City Attorney or City Clerk should repeat the motion prior to
voting.
Page 14RES.B Page 94 of 154
8.17 The City Clerk will take a roll call vote, if requested by the presiding officer, a
Councilmember, or as required by law.
8.18 When a question has been decided; any Councilmember who voted in the majority
may move for reconsideration. In order to afford Councilmembers who voted in
the majority the potential basis for a motion for reconsideration, Gouncilmembers
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 -VOTING4
9.1 Voice vote - A generalized verbal indication by the Council as a whole of "yea or
nay" vote on a mattec, 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 o cer or by any
Councilmember.
9.3 Abstentions - It is the responsibility of each Councilmember to vote when
requested on a matter before the full Council. However, a Councilmember may
abstain from discussion and voting on a question because of a stated conflict of
interest or appearance of fairness.
9.4 Votes by Mayor- Except where prohibited by law, the Mayor, as presiding official,
shall be allowed to vote to break a tie vote.
See former ACC 2.06.150 (1957 code § 1.04.150).]
4 The City Council cannot vote on items during a Study Session. At a Study Session, the Deputy Mayor or
the Chair of a Special Focus Area will look for''consensus." For the purposes hereof and where consistent
with these Rules of Procedure, consensus shall mean a collective position of the City Council where a
majority of the members can support or"live with" (accept)the item or proposed diseussion. Consensus of
the body will be gauged by the presiding officer.
Page 15RES.B Page 95 of 154
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 #heir 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 Cify Clerk shall serve as timekeeper.
The presiding officer may make exceptions to the time rest ictions of persons
addressing the Council when warranted, in the discretion of the presiding officer.
10.2 Any person making personal, impertinent or slanderous remarks while addressing
the Council shall be barred from further audience participation by the presitling
officer, unless permission to continue is granted by a majority vote of the Council.
See former ACC 2.06.130 (1957 code § 1.04.130).]
SECTION 11 - PUBLIC HE/RINGS 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 proeedure 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 p oponent 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 Couneil may ask questions.
D. Each sicJe shall then be allowed five (5) minutes for rebuttal, wifh 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 au.dience is in attendance to present arguments
for or against a public issue:
Page 16RES.B Page 96 of 154
A. The Department Director or designee shall present the issue to the Council
and respond to questions.
B. A person may speak for three (3) minutes. No one may speak for a second
time until everyone who wishes to speak has had an opportunity to speak.
The presiding officer may make exceptions to the time restrietions of
persons speaking at a public hearing when warranted, in the discretion of
the presiding officer.
C; The City Clerk shall serve as timekeeper during these hearings.
D. After the speaker has used their allotted time, Council may ask questions
of the speaker and the speaker may respond, but may not engage in further
debate.
E. The hearing will then be closed to public participation and open for
discussion among Couneilmembers.
F The presiding 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 t+s#
a one year time period except as provided in Section
12.1, Paragraphs G and H herein.
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 provided that the name of the most senior member of
the Citv Council who has not previously served as Deputv Mavor sfiall
automaticallv be placed in nomination for the position of Deputy Mayor. [The
nomination of a councilmember for #+s-the_position of Deputy Mayor does
not require a second, and a councilmember may nominate him or herself.]
1. For the purposes hereof, the most senior member of the Citv Council,
senioritv shall be determined by:
a) The number of consecutive years, months and davs served;
b) If the number of consecutive years, months and davs served
bv two or more members of the Citv Council are equal, the
member of the Citv C_ouncil who received the qreater/qreatest
Page 17RES.B Page 97 of 154
number_of votes in fhe most recent qeneral election in which
such members_.were elected to the Citv Council shall be
deemed most senior.
2.If the most senior councilmember.declined the automatic nomination,
the name of the next most senior member of the Citv Council shall
be automaticallv be placed in nomination for the position of Deputv
Mayor•
3.If all members of the Citv Council have previously served as Deputv
Mavor there shall be no automatic seniority nomination.
4. Other than for the automatic nomination of the most_ senior
councilmember who has not previously served as dep.utv Ma or,_all.
other nominations for the position of Deputv Mayor shall be made bv
members of the City Council on the dates of election for the Deputv
Mayor position.
5 In connection with the selection of Dep.utv Mayor, it is stronqly
suggested that councilmembers approach the election in__an .open,
transparent and respectful manner, avoidinq anvthinq _that
jeopardizes harmonv amonq councilmembers.
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 #he two nominees who received the largest numb.er of
votes, would be needed. In the second vote/ballot, whichever of these finro
nominees received the larger nu_mber of votes would be elected to the
position of Deputy Mayor.5
E: The Deputy Mavor shall serve at the pleasure of the Council.
F In the event of the absence or unavailabilitv of the Deputv Mayor, the
lonqest servinq member of the City Council, other than the Deputy Mavor,
5 It iriay 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 noininee 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.
Page 18RES.B Page 98 of 154
shall serve as interim Deputy Mavor until the return of the reqular Deputy
Mayor•
G. If the desiqnated Deputv Mavor is unable to serve the full term of the
position of Deputv Mavor, the Council shall designate the next senior
member of the Citv Council as Deputy Mayor for the remainder of the term.
If the appointment is declined the process shall continue until a Deputv
Mayor is designated.
H. In the event that the councilmember selected as Deputy Mayor is unabJe to
perForm the duties of the position of Deputv Mavor, or fails to act in
accordance with the City Council Rules of Procedure, the City Couneil mav,
bv a majoritv vote of the full Citv Council, remove the Deputy Mavor from
this posifion, in which case, the next senior councilmember shall assume
the position of Deputy Mayor f.or.the balance of the year. If fhe next senior
councilmember is unwillinq.or unable to assume the position of DeputY
Mayor, the position of Deputv Mavor shall be filled bv a maiority vote of the
full Citv Council.
See RCW 35A.12.065.]
12,2 The Deputy Mayor, as the head of the legislative branch of the Citv. shall perform
the following duties:
A. Intra-Council Relations_
1. Serve as the Chair of the Council Study Sessionsi
2, Serve as an ex-officio member of all other ad hoc committees of the City
Council, provided that attendance bv a quorum of the Citv Council at ad hoc
committee meetinqs shall comply with the Open Public Meetings Act (RCW
42.30), unless expressly exempted_;
3. Assist in new councilmember frainingi
4. Support cooperative and interactive relafionships among council
members;,
5. Work with Administration to prepare agendas for Council Study
Sessionsi
6.Preside_ovei the Study _Sessians .of the City Council, and work with
the chairs of the Special Focus Areas on the partions of Study
Sessions over which the Special Focus Areas chairs preside
Page 19RES.B Page 99 of 154
B. Mayor-Council Relations:
1. Help maintain a positive and cooperative relationship befinreen the
Mayor and the City Councili
2. Act as conduit between the Mayor and the City Council on issues or
concerns relating to their dutiesi
3 Preside over Reqular Meetinqs of the Citv Council in the absence or
unavailability of the Mavor;
4 In the event of the a prolonged absence or incapacitation (a state of
disability that prohibits the function of duties) of the Mayor, the
Deputv Mavor shall perform the duties of the Mavor.
a) A prolonqed absence is defined as requirinq a leave of
absence that prohibits the performance of the duties of the
office. Vacation leave for periods up to two weeks, illnesses
requiring an absenee of less than two weeks out of state or
out of countrv travel lastinq not more than two weeks, or other
similar short-term absences shall not be considered
prolonqed absences.
b) In the event of a disaster emerqencv, or other similar
circumstance where the Mayor is out-of-town and unable to
carry out the duties of the,offiee of Mayor, the Deputv Mavor,
in consultation with the Mayor_ _shall act as Mavor until the
return and availabilitv of the Mayor;
5 The Deputv Mayor shall also stand in on behalf of the Mavor in_other
situations as requested by the MaYor;
6 In the performance of the duties of the Mayor, the Deputv Mavor shall
not have authoritv to appoint remove, replace, discipline or take
other similar action on anv director or emplovee of the Citv;
7 The Deputv Mavor shall not have veto authoritv for actions that mav
be taken bv the City Council;
8 The Deputy Mayor shall be aware of Citv, reaional_ and
intergovernmental policies and activifies in order to properlv execute
the role of Mavor.
C. Intergovernmental and Community Relations;
1. Act in absence of Mayor as requested and/or as requiredi
Page 20RES.B Page 100 of 154
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
necessaryi
3. Serve as the Chair of the City's Emergency Management
Compensation Board..
D. Other Duties of the Deputy Mavor:
1 ' In cooperation with the Mayor and Special Focus Area qroup's
chairpersons and with assistanee from Administration, create_ and
establish agendas for all studv sessions;
2 Preserve the decorum and order at all Council Studv Sessions;
3 Serve as liaison to the Junior City Council, participatina as a non-
voting member of the Junior City Council, encouraqinq, quidinq and
counselinq the members of the Junior City Council in connection with
its duties and assignments;
4. Assist in traininq new councilmembers;
5 Serve as the liaison between the Citv Council and the Mavor and be
a conduit between the City Council and the Mavor on issues or
eoncerns of the Council;
6 Facilitate any issue related to the conduct and/or_actions of
councilmembers that maYbe inappropriate or that mav be in violation
of the Council Rules of Procedure (Section 20.1);
7 Conduct reqular and periodic meetinqs with individual
councilmembers to address councilmember issues, concerns,
leaislative processes councilmember proposals, councilmember
traininq and other similar related 'items.
8 Conduct group meetinqs with councilmembers provided_ that such
meetinqs shall not have more than two councilmembers at such
meetinqs All such meetinqs at which a quorum of the Citv Council is
in attendance shall be in compliance with the Open Public Meetinqs
Act (RCW 42.30) unless expressly exempted.
See former ACC 2.06,090 (1957 code § 1.04.100).]
Page 21RES.B Page 101 of 154
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 MEETIiVG 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 CounciPs parliamentarian. 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 1S - COUNCIL RELATIONS WITH STAFF
15.1 There will be mutual courtesy and respect from b:oth City staff and
Councilmembers toward each other and of their respective roles and
responsibilities.
15.2 City staff will acknowledge the Council as policy makers, and the Councilmembers
will acknowledge City staff as administering the Council's policies.
15:3 It is the intent of Council that all pertinent information asked for by individual
Council members shall be made available to the full Council.
15.4 Individual Councilmembers shall not attempt to coerce or influence City staff in the
selection of personnel, the awarding of contracts, the selection of consultants, the
processing of development applications or the granting of City licenses or permits.
Councilmembers may, at the request of the Mayor, participate in discussions and
decisions related to these matters.
Page 22RES.B Page 102 of 154
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 fhat is significant in nature, or initiate any project or study witliout flie
consent of a majority of the Council. This provision, however, does not proh'ibit
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 couneilmember 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 Gouncil meetings (Regular Council
Meetings) scheduled on the first and third Mondays of the month, City Council shall
regularly schedule Gouncil 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
Study Sessions shall consist of finro (2) Focus divisions per meeting; (1) a
General Business Focus and (2) a Speeial Focus Area. The General
Business Focus shall be scheduled first, and shall include agenda items
that relate to issues of general Ci.ty concern, items that will be eoming before
the City Council at upcoming meetings and presentations and reports to the
City Couneil. 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 ma.tters of Council coneern 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 &
Page 23RES.B Page 103 of 154
Economic Development. These Special Focus Area groups shall be tasked
with oversight of Gouncil considerations aS follows:
1. Public Works & Community Development;
o Utilities
Zoning Codes & Permits
Innovation &Technology
m Transportation
Streets
Engineering
Capital Projects
Sustainability
m Environmental Protection
Cultural Arts and Public Arts
o Planning
2. Municipal Services
Police
e SCORE Jail
District Court
o Parks & Recreation
o Animal Control
o Solid Waste
Emergency Planning
Airport
o Airport Businesses
o Sister Cities
Multi Media
3. Health & Human Services
o Human Services Funding
Public Wellness
Domestic Violence Services
Homelessness Services
o Affordable Housing
Community Services
s Human Resources
Medical Community Relations
4. Finance & Economic Deyelopment
City Budgef &Amendments
Risk Management
Equipment Rental
Facilities
Page 24RES.B Page 104 of 154
City Real Property
o 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 Sfudy
Sessions on 2"d and 4th Mondays of the month on a rotating basis
such as follows: Public Works & Community Development, then
Municipal Services, then Health & Human Services, then Finance &
Economic Development, then Public Works & Community
Development, then Munieipal 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 ofi general concern to the City Council,
including Council opecating arrangements and Council Rules of
Procedure. It is provided, however, that in order for the City Council
to address the matters coming before the Cify 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 Sfudy 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 ofi such topics.
C. Meeting Times:
Study Sessions shall be scheduled as sei forth in Section 2.3, above.
D. 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
Page 25RES.B Page 105 of 154
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. Three to four hours maximum timeframe (goal).
4. Agenda items should relate to future policy-making, strategic
planning or key state or federal issues affecting current or future city
operations.
5. Agenda items should be substantive only (e.g., traffic impact fee
increase proposals, eomprehensive plan updates, rather than day-
to-day operational issues. [Non-substantive items (e.g., accepting a
grant, authorizing contract bidding, etc.) should go direetly to the
Regular City Council meeting.
E. Study Session Meeting Format
1. Call to Order
The Deputy 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
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 Deputy Mayor shall provide any announcements, reports or
presentations that need. to be sha ed 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.
Study Sessions are an opportunity for the members of the City
Council to discuss among themselves issues eoming before the City
Council. Study Sessions do not include a place on the agenda for
public audience participation. However at the request of the
6 It is the intention of the City Council that Study Sessions shall be televised on the Qity's public access'
channel if reasonably possible.
Page 26RES.B Page 106 of 154
presiding officer, individuals may be asked to give a report on topics.
appearing on the Study Session agenda.
4. Agenda items for Council Discussion.
The Deputy 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 Deputy 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 Deputy 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 presenf.
Council discussion shall be in conformity with the provisions of
ection 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 Deputy
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 officer concludes that
discussion should be continued to a later date, the Deputy 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 6e included in agendas for upcoming Regular
Council Meetings.
5. Ordinances
Prior to an ordinance being included for adoption on the agenda of a
Regular or Special Meeting of the City Council, the ordinance shall
be included on the agenda of a Study Session for Council review and
discussion.
a. The Study Session ordinance review requirement shall be met
even if the version to be considered at an upcoming City
Council Meeting is amended from the version included on the
Page 27RES.B Page 107 of 154
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 considerafion of adoption or whether it should
return for further review and discussion at a Study Session,
the matter shall be presented for a vote at the Study Session,
and decided by majority vote of the members of the City
Council at the Study Session.
6. Other Discussion Items
The presiding officer and/or members of the City Council may bring
up other discussion items to be discussed at this time or to be
scheduled for discussion at a future Study Session; provided thaf if
the presiding officer concludes that there is not sufficient time to
discuss or continue discussing the topic, the presiding officer may
deferdiscussion or continued discussion fo a future Study Session.
7. New Business
Agenda topics for future Study Sessions may be proposed by any
Councilmember duri_ng New Business. If there is a consensus among
the Councilmembers, the Deputy Mayor and the Mayor will meet to
place the topic on the Matrix for a fu#ure Study Session Agenda. At
Council discretion, production and delivery of a ``white paper" in lieu
of a future agenda item may be considered.
8. 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 sfudy session.
b. The Chair of the Specia.l Focus Area shall call the various
items included in the agenda for this portion of the Study
Session
c. The Chair of the Special Focus Area shall also review the
Matrix with respect to items related to the Special Focus Area.
Page 28RES.B Page 108 of 154
9. Matrix Review/Update (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 Matria 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
10.Adjournment
The Deputy mayor shall adjourn the Study Session after conclusion
of discussion on the above agenda items.
16.2 The Mayor, the Deputy Mayor ora 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, and the Deputy Mayor shall appoint Councilmembers to Council ad
hoc committees, 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 #hem. 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 conduc#ing 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 Cify Council,
such committees shall not receive public tesfimony or allow audience participation
Page 29RES.B Page 109 of 154
in conn_ection with or related to the agenda item being discussed by the
Committee,. Unless otherwise expressly provided for such ad hoc committee, it is
the intention of the City Council that such ad hoc eommittees 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 Gouncil. With #hat, 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 Ghairpersons shall approve all agenda items and may, at their
discretion, remove or add agenda items during the course of the meeting,
SECTION 17 - COUNCIL REPRESENTATIOfd & INTERNAL COMiVIUNICATION
17.1 If a Councilmember meets with, attends a meeting or otherwise appears before
individuals, another governmental agency, a eommunity 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 CounciPs 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 Gity 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
wh_ich the Gity 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 Pub(ic Meetings Act, to assure that
Page 30RES.B Page 110 of 154
communication on agenda items occurs to the greatest extent possible at
the public meetings, and to avoid even the perception that email is being
used in a way that could constitute a public meeting, e.g., successive
eommunications on City Council topics that involve a quorum of the
1
Councilmembers. Councilmembers should refrain from emailing
C4uncilmembers about such agenda items. Councilmembers should be
prepared fo communicate about matters that are on upcoming Cauncil
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 CounciPs authority or related to City business, but not yet.
scheduled on upcoming Council agendas, to indicate a desire that certain
items be included on upcoming meeting agendas; provided that
Councilmembers shall never ask for responses from the other
Councilmembers in that communication.
C. Email communication among Councilmembers relating to City operations
should also include the Mayor as a recipienUaddressee.
D. Councilmembers may email the Mayor about City business without
limitations or resfrictions.
17:5 Internet & Electronic Resources/Equipmenf Use.
A, Policy. It is the policy of the City Council that Internet and electtonie
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 Gity 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
Page 31RES.B Page 111 of 154
and informal notes, do not constifute 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 senderas 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 meefing, 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 communicafion between Councilmembers and between
Councilmembers and staff shall not be transmitted to the puplic or
news media without the filing of a public disclosure request with the
City Clerk.
6. As a caulionary 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 circumstanees, appoint a Councilmember to serye as a
non-member Liaison to a board, commission, committee, task force or any
Page 32RES.B Page 112 of 154
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 Couneilmember's responsibility is first and
foremost fo the Cify 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 ac#ions 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 Couneil 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 ordesignee. The reports shall inform the City Gouncil 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 i_mpose 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
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
Page 33RES.B Page 113 of 154
City Gouncil 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 efFciently
acquainting Auburn City Couneilmembers 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 Gity 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
allocafed 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
aceount to the councilmember needing additional travel funds, whereb.y, with the consent
of the Deputy Mayor and the othertransferring councilmember(s), fwnds will be transferred
to the requesting councilmember's allotmenf; 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 ten (10) business days of retuming from City travel, any
and all City travel related receipts and doeumentation. Quarterly reports of the
travel costs incurred by each councilmember shall be provided by the Finance
Department.
SECTION 19 - CONFIDENTIALITY
19.1 Councilmembecs 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 unde exemptions set forth in the Revised Code of Washington.
SECTION 20 — ENFORCEiViENT OF RULES OF PROGEDURE
20.1 Councilmembers shall conform their conduct to the requirements, standards and
expectations set forth in these Rules of Procedure. In addition to and
nofinrithstanding whatever other enforcement mechanisms r nay 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 Cify Council through sanctions such as votes of censure or letters of
reprimand, and such other action as may be permitted by law.
Page 34RES.B Page 114 of 154
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
Amended by Resolution No. 5283, February 21, 2017
Page 35RES.B Page 115 of 154
AGENDA BILL APPROVAL FORM
Agenda Subject:
Resolution No. 5309
Date:
August 2, 2017
Department:
Information Services
Attachments:
Interlocal Agreement Summary
Resolution No. 5309
Budget Impact:
$0
Administrative Recommendation:
City Council adopt Resolution No. 5309.
Background Summary:
Reviewed by Council Committees:
Councilmember: Staff:Haugan
Meeting Date:August 7, 2017 Item Number:RES.C
AUBURN * MORE THAN YOU IMAGINEDRES.C Page 116 of 154
City of Auburn IT – Interlocal Agreement Summary The City of Auburn IT department currently has an Interlocal agreement with the agencies mentioned below, but has expired and is operating on a month-to-month basis. For the sake of consistency and being current, all three agreements were updated to match. The money received from these service agreements are cost replacement and go directly into the general fund. These agreements will go into effect once approved by council and are scheduled to end 12/31/2020. AgencyAgencyAgencyAgency Service ProvidedService ProvidedService ProvidedService Provided Monthly ChargeMonthly ChargeMonthly ChargeMonthly Charge Incidents/Incidents/Incidents/Incidents/ Tickets per Tickets per Tickets per Tickets per MonthMonthMonthMonth Project Rate Project Rate Project Rate Project Rate per Hourper Hourper Hourper Hour NotesNotesNotesNotes City of Algona IT $500.00 100 $120.00 City of Pacific IT $3,300.00 400 $120.00 2 hours spent onsite per week VRFA GIS $2,024.00 not applicable $120.00 RES.CPage 117 of 154
RESOLUTION NO. 5 3 0 9
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
AUBURN, WASHINGTON, AUTHORIZI_NG THE MAYOR TO
EXECUTE INFORMATION TECHNOLOGY CONTRACTS WITH
VALLEY REGIONAL FIRE AUTHORITY, AND THE CITIES OF
ALGONA AND PACIFIC
WHEREAS, the City of Aubum has an Information Technology (IT) Department
that maintains and addresses the technology needs of the City including phone systems,
computer systems, email, GIS and related technological tools; and
WHEREAS, the City's IT Department has the capacity to assist other governmental
enfities with their technological needs; and
WHEREAS, the cities of Algona and Pacific, and the Valley Regional Fire Authority
are in need of external support for their IT functions; and
WHEREAS, the City of Auburn is willing to provide IT services to the cities of
Algona and Pacific, and the Valley Regional Fire Authority upon terms and compensation
agreed to befinreen the parties.
NOW, THEREFORE, THE CITY COUNQIL OF THE CITY OF AUBURN,
WASHINGTON, RESOLVES AS FOLLOWS:
Section 1. The Mayor is authorized to execute Interlocal Agreements, pursuant
to the Interlocal Cooperation Act, Chapter 39.34 of the Revised Code of Washington
RCW) with the cities of Algona and Pacific and the Valley Regional Fire Authority for IT
services in substantial conformity with the agreements attached hereto, and marked as
Exhibits I, II and III.
Resolution No. 5309
July 25, 2017
Page 1 of 2RES.C Page 118 of 154
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: I
NANCY BACKUS, MAYOR
Danielle E. Daskam, City Clerk
APP ED S FORM:
D niel B. ei , ity A omey
Resolution No. 5309
July 25, 2017
Page 2 of 2RES.C Page 119 of 154
Exhibit 1
CITY OF AUBURN—CITY OF ALGONA
INTERLOCAL AGREEMENT FOR
INFORMATION SERVICES TECHNOLOGY
THIS INTERLOCAL AGREEMENT made and entered into, pursuant to the Interlocal
Cooperation Act, Chapter 39.34 of the Revised Code of Washington, on the _ day of
2017, by and befinreen the CITY OF AUBURN, a municipal
corporation of the State of Washington (hereinafter referred to as "Auburn`'), and fhe CITY
OF ALGONA, a municipal corporation of the State of Washington (hereinafter referred to as
Algona"),
WITNESSETH :
WHEREAS, Algona seeks professional information technology ("IT") services; and
WHEREAS, Auburn has the requisite skills, resources and experience necessary to
provide such services and is willing to provide such services upon the terms and
conditions herein contained.
NOW, THEREFORE, in consideration of the mutual covenants, conditions and promises
herein, the parties hereto agree as follows:
1. SGOPE OF SERVICES
Auburn agrees to perform for Algona, in a good and professional manner, the tasks
described on Exhibit A, which is attached hereto and by this reference made a part of this
Agreement. (The tasks described on Exhibit A shall be individually referred to as a "task,"
and collectively referred to as the "services.") Auburn shall perform the services as an
independent contractor and shall not be deemed, by virtue of this Agreement and the
performance thereof, to have entered into any partnership, joint venture, employment or
other relationship with Algona.
2: AMENDMENT REQUIRED FOR ADDITIONAL SERVICES
If Algona elects to receive additional serviees from Auburn, either the addifional services
described in Exhibit A or additional services not described in Exhibit A, , a.nd if Auburn
has the time and resources to provide such additional services and is willing to provide
them, the parties shall execute an amendment to this Agreement prior to Auburn`s
performance of such additional services! except as provided to the contrary in Section 3
of this Agreement. An executed Amendment for additional services shall be incorporated
into this Agreement and shall be subject to the terms and conditions of this Agreement,
except as provided otherwise in the Amendment
INTERLOCAL AGREEMENT
April 6, 2017
Page 1 of 12
RES.C Page 120 of 154
3. PERFORMANCE OF ADDITIONAL SERVICES PRIOR TO EXECUTION OF AN
AMENDMENT
The parties hereby agree that situations may arise in which Algona desires additional
services wherein execution of Amendment before delivery of the services is impractical.I,
Aubum agrees to perForm the additional serviees upon the request of an authorized
representative of Algona at the rate of compensation in Exhibit A, or if not included in
Exhibit A, at a negotiated rate of compensation . Any such additional services shall be
memorialized in a written amendment executed in aceordance with Section 2 of this
Agreement. The invoice procedure for #he additional services shall be as described in
Section 6 of this Agreement.
4. ALGONA'S RESPONSIBILITIES
Algona shall do the following in a timely man_ner so as not to delay the services of Auburn:
a. Designate in writing a person to act as Algona's representative with respect
to the services. Algona's representative shall have authority to fransmit
instructions, receive information, and interpret and define Algona's policies and
decisions regarding the services, except in the event of an emergency as
described in Exhibit A.
b. Furnish Auburn with all information, criteria, objecti es, schedules and
standards for the services.
c. Arrange for access to the property or facilities as required for Auburn to
perform the services.
d. Examine and evaluate all studies, reports, memoranda, plans, sketches,
and other documents prepared by Auburn, and render decisions regarding such
documents in a timely manner to prevent delay of the services.
5. ACCEPTABLE STANDARDS
Auburn shall be responsible to provide, in connection with the services , work
products and services of a quality and professional standard acceptable to Algona.
6. COMPENSATION
Compensation rates for Auburn's performance of the services are set forth in
Exhibit B, which is attached hereto and by this referenced made a part of this
Agreement. The compensation rates shall be increased January 1, 2018, and each
January 1 thereafter, by an amount- equal to 5%a or the most recent Seattle-
Tacoma-Bremerton Consumer Price Index— U, whichever is greater.
INTERLOCAL AGREEMENT
April 6, 2017
Page 2 of 12
RES.C Page 121 of 154
Auburn shall submit to Algona a monthly invoice. Algona shall process the invoice
in its next b'illing/claim cycle and shall remit payment to Auburn in the normal
course, subject to any conditions or provisions in this Agreement or an
Amendment.
7. TIME FOR PBRFORMANCE AND TERM OF AGREEMENT
Auburn shall perForm the services in accordance with the direction and scheduling
provided in Exhibit A, unless otherwise agreed to in writing by the parties. The
term of this Agreement shall be for three (3) years beginning January 1, 2017 and
ending December 31, 2020; provided that the term of this Agreement shall
automatically renew for an additional one (1) year unless either party gives the
other written notice of termination not later than sixty (60) days prior to the end of
the term; and provided further that either party may cancel this Agreement upon
sixty (60) days written notice to the other party consistent with Paragraphs 11 and
12 of this Agreement.
8. OWNERSHIP AND USE OF DOCUMENTS
All documents, reports, memoranda, diagrams, sketches, plans, design
calculations, working drawings and any other materials created or otherwise
prepared by Auburn as part of its performance of this Agreement (the ``Work
Products") shall be owned by and beeome the property of Algona, and may be
used by Algona for any purpose beneficial to Algona. Algona shall handle and be
responsible for requests for inspection and copying of such records ; however,
Auburn may assist at Algona's request at hourly rates provided under Exhibit B for
Assistance with Records Request" support.
9. RECORDS INSPECTION AND AUDIT
All compensation payments shall be subject to adjustment for any amounts found
upon audit or otherwise to have been improperly invoiced. All records and books
of accounts pertaining to any services performed under this Agreement shall be
subject to inspection and audit by Algona for a period ofi up to three (3) years from
final payment for the services.
10. CONTINUATION OF PERFORMANCE
In the event that any dispute or conflict arises between the parties while this
Agreement is in effect, Auburn agrees that, nofinrithstanding such dispute or
confliet, Auburn shall continue to make a good faith effort to cooperate and
continue work toward successful completion of the services or additional services
provided that if Algona fails to pay for the services provided by Auburn, Auburn
can cease providing such services until payment is made.
INTERLOCAL AGREEMENT
April 6; 2017
Page 3 of 12
RES.C Page 122 of 154
11. ADMINISTRATION OF AGREEMENT
This Agreement shall be administered by Paul Haugan, Innovation and
Technology Director or designee, on behalf of Auburn, and by Diana Quinn, City
Administrator or designee, on behalf of Algona. Any written notices required by
the terms of this Agreement shall be served on or mailed to the following
addresses:
CITY OF AUBURN CITY OF ALGONA
Innovation & Technology City Administration
Paul Haugan Diana Quinn
25 W Main St 402 Warde St.
Auburn, WA 98001-4998 Algona, WA 98001
Phone: 253-288-3160 Phone; 253-833-2897
Fax: 253-804-3116 Fax: 253-939-3366
E-mail: phaugan@auburnwa.gov E-mail: dianaq(a alqonawa:gov
12. NOTICES
All notices or communications permitted or required to be given under this
Agreement shall be in writing and shall be deemed to have been duly given if
delivered in person, deposited in the United States mail, postage prepaid, or
mailed by certified mail, return receipt requested, and addressed, if to a party of
this Agreement, to the address for the party set forth above.
Either party may change its administrator or address by giving notice in writing to
the other party, stating the new administrator or new address, , pursuant to the
procedure set forth above.
13. INSURANCE
Algona shall maintain in full force throughout the duration of this Agreement
comprehensive general liability insurance with a minimum coverage of
1,000,000.00 per occurrence/aggregate for personal injury and property damage.
This requirement shall be deemed satisfied by evidence of Algona's membership
in a municipal self-insurance pool, including evidence of limits of coverages,
exclusions and limits of liability satisfactory to Auburn.
Aubum shall maintain in full foree throughout the duration of this Agreement
comprehensive general liability insurance with a minimum coverage of
1,000,000.00 per occurrence/aggregate for personal injury and property damage.
This requirement shall be deemed satisfed by evidence of Auburn's membership
in a municipal self-insurance pool, including evidence of limits of coverages,
exclusions and limits of liability satisfactory to Algona.
INTERLOCAL AGREEMENT
April 6, 2017
Page 4 of 12
RES.C Page 123 of 154
14. INDEMNIFICATION
a. Algona shall indemnify and hold Aubum and its agents, employees, and/or
officers, 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, b ought 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 that if sueh
claims are caused by or result from the concurrent negligence of Auburn, its agents,
employees, and/or officers, 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
and/or officers from any claims arising from the sole negligence of Auburn, its agents,
employees, and/or officers. 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, and/or
officers, 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 aspeet of this Agreement; provided that if such
claims are caused by or result from fhe concurrent negligence of Algona, its agents,
employees, and/or officers, this indemnity provision shall be valid and enforceable
only to the extent of the negligence of Aubum; and provided furfher, that nothing
herein shall require Auburn to hold harmless or defend Algona, its agents, employees
and/or officers from any claims arising from the sole negligence of Algona, its agents;
employees, and/or officers. No liabilify shall attach to Algona by reason of entering
into this Agreement except as expressly provided herein.
15. WAIVER OF SUBROGATION
Algona and Auburn hereby mutually release each other from liability and waive all right of
recovery against each other for any loss caused by fire or other perils which can be insured
against under fre insurance contraets, ineluding any extended coverage endorsements
thereto which are customarily available from time to time in the State of Washington;
provided that this paragraph shall be inapplicable to the extent that if would have the effect
of invalidating any insurance coverage of Algona or Auburn.
16. COMPLIANCE WITH REGULATIONS AND LAWS
The parties shall comply with all applicable laws, rules and regulations pertaining to them in
connection with the matters covered herein:
INTERLOCAL AGREEMENT
I
April 6, 2017
Page 5 of 12 i
RES.C Page 124 of 154
17. ASSIGNMENT
The parties shall not assign this Agreement or any interest, obligation or duty therein without
the express written consent of the other party.
18. ATTORNEYS' FEES
If either party shall be required to bring any action to enforce any provision of this Agreement,
or shall be required to defend any action brought by the other party with respect to this
Agreement, and in the further event that one party shall substantially prevail in such action,
the losing party shall, in addition to all other payments required therein, pay all of the
prevailing party's reasonable costs in connection with such action, including such sums as
the court or courts may adjudge reasonable as attorney's fees in fhe trial court and in any
appellate courts.
19. NONDISCRIMINATION
Each of the parties, for itself, its successors in interest, and assigns, as a part of the
consideration hereof, does hereby covenant and agree that it will comply with pertinent
statutes, Executive Orders and rules as are promulgated to assure that no person shall, on
the grounds of race, creed, color, national origin, sex, sexual orientation, age, or the
presence of any sensory, mental or physical handicap be discriminated against or receive
discriminatory treatment by reason thereof.
20. MISCELLANEOUS
a. All of the covenants, conditions and agreements in this Agreement shall
extend to and bind the legal successors and assigns of the parties hereto.
b. This Agreement shall be deemed to be made and construed in accordanoe
with the laws of the State of Washington. Jurisdiction and venue for any action arising
out of this Agreement shall be in King County, Washington.
c. The captions in this Agreement are for convenience only and do not in any
way limit or amplify the provisions of this Agreement.
d.Unless othen vise specifically provided herein, no separate legal entity is
created hereby, as each of the parties is contracting in its capacity as a municipal
corporation of the State of Washington. The identity of the parties hereto is as set
forth hereinabove.
e. The performances of the duties of the parties provided hereby shall be done
in accordance with standard operating procedures and customary practices of the
parties. Operational review and service meetings shall be held every six(6) months,
with representatives from both cities to review and discuss service and support
INTERLOCAL AGREEMENT
April 6, 2017
Page 6 of 12
RES.C Page 125 of 154
delivery.
f.No provision of this Agreement shall relieve either party of its public agency
obligations and/or responsibilities imposed by law.
g. If any term or provision of this Agreement or the application thereof to any
person or circumstance shall, to any extent, be held to be invalid or unenforceable
by a final decision of any court having jurisdiction on the matter, the remainderof this
Agreement or the application of such term or provision to persons or circumstances
other than those as to which it is held invalid or unenforceable shall not be affected
thereby and shall continue in full force and effect, unless such court determines that
such invalidity or unenforceability materially interferes with or defeats the purposes
hereof, at which time either party shall have the right to terminate the Agreement:
h. This Agreement constitutes the entire agreement befinreen the parties. There
are no terms, obligations, covenants or conditions other than those contained herein.
No modifications or amendments of this Agreement shall be valid or effective unless
evidenced by an agreement in writing signed by both parties.
i.Copies of this Agreement shall be filed with the King County Records Division
and the respecfive Clerks of the parties hereto.
j. Interpretation or construction of this Agreement shall not be affected by
any determination as to who is the drafter of this Agreement, this Agreement
having been drafted by mutual agreement of the parties.
k.No party to this Agreement shall be held responsible for delay or default
caused by terrorism, natural disasters, riots, acts of god and/or war that is
beyond the reasonable control of the parties.
I.The failure of either party at any time to require performance by another
party of any provisions of this Agreement will in no way affect the party's
subsequent rights and obligations under that provision, and waiver by any party
of the breach of any provision of this Agreement shall not be taken or held to be
a waiver of any succeeding breach of such provision or as waiver of such
provision itself.
INTERLOCAL AGREEMENT
April 6, 2017
Page 7 of 12
RES.C Page 126 of 154
IN WITNESS WHEREOF the parties hereto have executed this Agreement as of the day
and year first above written.
CITY OF AUBURN CITY OF ALGONA
Nancy Backus pavid E. Hill
Auburn Mayor Algona Mayor
Attest: Attest:
Danielle Daskam, Laurie Cassell
Auburn City Clerk Algona City Clerk
Approv as form: Approved as to form;
iel B. e' Rod P. Kaseguma
Auburn City Attorney Algona City Attorney
INTERLOCAL AGREEMENT
April 6, 2017
Page 8 of 12
RES.C Page 127 of 154
EXHIBIT A
SCOPE OF SERVICES
Services Provided
1. General desktop support and troubleshooting, ineluding:
a. Hardware deployment
b. Operating system installs and repairs
c. Settings and configuration
2. General IT support and troubleshooting, including:
a. User account setup,modification and sepazations
b. Virus protection and patch management
c. Software installs
d. Email
e. Wireless internet
f. TV21 support and coordinate per Algona's franchise agreement
3. General phone support and troubleshooting, including:
a. Setup and configuration
b. Cell phones
4. General server and storage support and troubleshooting, including:
a. Hardware and virtual installation
b. Operating systems installs and repairs
5. General network gear support and troubleshooting.,including:
a. Firewall configuration and assistance
b. Routers
c. Switches
d. Access Points
6. General GIS requests,including:
a. Electronic maps
b. Data analysis
7. Purchasing recommendations and coordination.
8. Cloud operations. This will a11ow Algona's network to reside in Auburn's private cloud,
allowing business continuity.
Available Additional Services
1. Project management
2. Advanced GIS services,including:
a. Consulting
b. Strategic planning
c. Data hosting
d. Map service creation
INTERLOCAL AGREEMENT
April 6, 2017
Page 9 of 12
RES.C Page 128 of 154
Service Level Agreements
For requests emailed Monday through Friday from 7:00 a.m.to 5:00 p.m. ("regular business hours"),
Auburn will respond within thirty (30) minutes; provided, that where Auburn is experiencing
extremely high ca11 volumes due to systems failures,Acts of God,regional outages,etc.,the response
time may be longer. Auburn will notify Algona of such delay and the reason for the delay, with an
estimated return to normal time.
If authorized by the Algona Mayor, City Administrator or City Clerk by email to
support n,auburnwa.gov, with the name of authorizing person and nature of issue or by call to 253-
876-1947,Auburn will provide services outside of regular business hours on an emergency basis.
Service Limitations
Auburn will assist and provide recommendations on network securiTy, but security is the
responsibility of Algona.
Auburn will document and present inforination relevant to technical audits,but compliance is
the responsibility of Algona, including but not limited to CJIS and ACCESS.
o Auburn will assist and provide recommendations on purchases, but all purchases are the
responsibility of Algona; provided that Algona may piggyback purchases through Auburn
contracts.
Requesting Support
Algona sha11 submit requests for service by email to su port a,auburnwa.gov. Algona may request
services by phone, but if the request is by phone, Auburn prefers tracking tickets and support via its
help desk system. with a follow-up phone call from Auburn staff. The request will be forwarded to
Auburn technical staff for resolution.
INTERLOCAL AGREEMENT
April 6, 2017
Page 10 of 12
RES.C Page 129 of 154
EXHIBIT B
COST OF SERVICES
Billin
All services outlined in Exhibit A will be billed according to the compensation rates below. Note:the
monthly charges for service are based on an estimated 100 helpdesk requests annually and standard
cloud service rates.
Billin Breakdown
Monthl Costs
i a r i
fl , '
3 '
d x
y ` ' ti p ,y. u
i 1^4 1 { N°'3 5'f1 d
4`
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y
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t.<syk .u r•T x
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General'support 1VI F,7:00 am- 5 prri, General support as outlined ui { $500.00 i
excluding holidays Exluliit A I
i
Iv.- - -- .._ — -------l
Total Monthly Cost 500.00
Yearl Costs ass through to vendors
te ,,,F, , : B , '
1 ( !x 1 °
r.
tt"', qi 9M .x.iL p p ' q
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y l,g 4 z?.
pr`C' a-S"`„ a d' s
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r. ..,w. , P a 3+
Netinotion software ;.$34.00 x 15 clients 510.00
i r x
i
m_ ___..:;__. .,_ __ + ` __:___ . .--- -._ . .:. ..__ __.._ _.
Spillman software 16 clients 2,095.00 !
i
Inventory and 37 00;x 22.clients W, t' ; $814.OQ':
t Remote Desktop 3
software E
r
Virus rotection
j $
18.00 x 22 clients
ry
p 396.00 ;
software
i
i
INTERLOCAL AGREEMENT
April 6, 2017
Page 11 of 12
RES.C Page 130 of 154
i i ° p i
A x
a
a fi .x.
f-, 7 k a''', f `,'' ..,
µ
a.,.
t"a,4' a" ' t. .„„ " a'r..x t's - s ff-, n. ,"i_, s.d.aWn.- . ,_. .
y . MS Off ce and .$253:00 x 22 clients 5,566.
00
Windowsr.
a t Total Annual Costs 9,619.
00 ;Variable
Costs
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i P
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r S"4 }"
b*e i' , '` 4 :"
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xn au:-g,r .:s „'''.. k .s; m,
9',.O,,ff_.-hours support ''Non-busuiess hours E $120 00 per hour,.vv ith a one (1)
Variable liour muumum plus;mileage
based on IRS standard rates
i I
i t
1 ..: . _..__. . _____ ._._._ - _:.. .._ . ._.._..Additional services 120.00 per hour, with a one (1) , Variable
I,hour minimum as outlined in
I Exhibit
A
I Assistance with Business Hours $120.00 per hour, with a one (1) ;
Variable ,i Records Requests hour minimum plus mileage based
i on IRS standard
rates INTERLOGAL
AGREEMENT April 6,
2017 Page 12 of
RES.C Page 131 of 154
Exhibit II
CITY OF AUBURN—CITY OF PACIFIC
INTERLOCAL AGREEAAENT FOR
INFORnAATION SERVICES TECHFVOLOGY
THIS INTERLOCAL AGREEMENT made and entered into, pursuant to the Interlocal
Cooperation Act, Chapter 39.34 of the Revised Code of Washington, on fhe day of
2017, by and befinreen the CITY OF AUBURN, a municipal
corporation of the State of Washington (hereinafter referred to as "Auburn"), and the CITY
OF PACIFIC, a municipal corporation of the State of Washington (hereinafter referred to as
Pacific''),
WITNESSETH :
WHEREAS, Pacific seeKs professional information technology ("IT") services; and
WHEREAS, Auburn has the requisite skills, resources and experience necessary to
provide such services and is willing and agreeable to provide such services upon the
terms and conditions herein contained.
NOW THEREFORE in consideration of their mutual covenants, conditions and promises,
the parties hereto do hereby agree as follows:
1. SCOPE OF SERVICES
Auburn agrees to perform for Paeific, in a good and professional manner the tasks
described on Exhibit A for the compensation described in Exhibit B, both of which are
attached hereto and by this reference made a part of this Agreement. (The tasks
described on Exhibit A shall be individually referred to as a ``task,''and collectively referred
to as the "services.") Auburn shall perform the seroices as an independent contractor
and shall not be deemed, by virtue of this Agreement and the performance thereof, to
have entered into any partnership, joint venture, employment or other relationship with
Pacific.
2. AMENDMENT REQUIRED FOR ADDITIONAL SERVICES
In the event additional IT services are required by Pacific beyond those specified in Exhibit
A and the compensation listed in this Agreement, and further provided that Auburn has
the time and resources to provide such additional services and is willing to provide such
services, a contract amendment shall be set forth in writing and shall be executed by the
respective parties prior to Auburn's performance of the additional IT services, except as
may be provided to the contrary in Section 3 of this Agreement. Upon proper completion
and execution of an Amendment for additional services, such Amendment shall be
incorporated into this Agreement and shall have the same force and effect as if the terms
INTERLOGAL AGREEMENT II
April 10, 2017
Page 1 of 12
RES.C Page 132 of 154
of such Amendment were a part of this Agreement as originally executed. The
performance of services pursuant #o an Amendment shall be subject to the terms and
conditions of this Agreement except where the Amendment prqvides to the contrary, in
which case the terms and conditions of any such Amendment shall control. In.all other
respects, any Amendment shall supplement and be construed in accordance with the
terms and conditions of this Agreement.
3. PERFORMANCE OF ADDITIONAL SERVIGES PRIOR TO EXECUTION OF AN
AMENDMENT
The parties hereby agree that situations may arise in which IT services other than those
described on Exhibit A are desired by Pacific and the time period for the completion of
such services makes the execution of Amendment impractical prior to the
commencement of Auburn's performance of the requested services. Auburn hereby
agrees that it shall perform such services upon the request of an authorized
representative of Pacific at a rate of compensafion to be mutually negotiated in connection
therewith. Any such additional IT services shall be memorialized in a written amendment
in accordance with Section 2 of this Agreement. The invoice procedure for any such
additional services shall be as described in Section 6 of this Agreement.
4. PACIFICS RESPONSIBILITIES
Pacific shall do the following in a timely manner so as not to delay the services of Aubucn;
a. Designate in writing a person to act as Pacific's authorized representative
with respect to the services described in Exhibit A. Pacific's designee shall have
compiete authority to transmit instructions, receive information, interpret and
define Pacific's policies and decisions with respect to the services, except in the
event of an emergency as described in Exhibit A. The authorized representative
shall not have the authority to execute amendments to this Interlocal Agreement.
b. Furnish Auburn with all information, criteria, objectives, schedules and
standards for the services provided for herein.
c. Arrange for access to the property or facilities as required for Auburn to
perform the services provided for herein.
d. Examine and evaluate al_I studies, reports, memoranda, plans, sketches,
and other documents prepared by Auburn and render decisions regarding such
documents in a timely manner to prevent delay of the services.
5. ACCEPTABLE STANDARDS
Auburn shall be responsible to provide, in connection with the services
contemplated in this Agreement, work products and services of a quality and
INTERLOCAL AGREEMENT
April 10, 2017
Page 2 of 12
RES.C Page 133 of 154
professional standard acceptable to Pacific.
6. COMPENSATION
Compensation for Auburn's perFormance of the services provided for herei.n is
described in Exhibit B, which is attached hereto and by this reference made a part
of this Agreement, The compensation rate shall be increased January 1, 2018, and
each January 1 thereafter, by an amount egual to 5% or the most recent Seattle-
Tacoma-Bremerton Consumer Price Index - whichever is greater.
Auburn shall submit to Pacific a monthly invoice and Pacific shall process the
invoice or statement in the next billing/elaim cycle following receipt of the invoice
or statement, and shall remit payment to Auburn thereafter in the normal course,
subject to any conditions or provisions in this Agreement or Amendment.
7. TIME FOR PERFORMANCE AND TERM OF AGREEMENT
Auburn shall perform the services provided for herein in accordance with the
direction and schedul.ing provided in Exhibit A, unless otherwise agreed to in
writing by the parties. The term of this Agreement shall be in effect for three (3)
years beginning January 1, 2017, through December 31, 2020, provided that the
term of this Agreement shall automatically renew for an additional year unless
eith:er party gives the other written notiee of termination not later than sixty (60)
days prior to term end. It is provided, however, that either party may cancel this
Agreement with or without cause upon sixty (60) days written notice to the other
party consistent with Paragraphs 11 and 12 of this Agreement.
8. OWNERSHIP AND USE OF DOCUMENTS
All documents, reports; memoranda, diagrams, sketches, plans, design
calculations, working drawings and any other materials created or otherwise
prepared by Auburn as part of its performance of this Agreement (the "Work
Rroducts") shall be owned by and become the property of Pacific, and may be used
by Facific for any purpose beneficial to Pacific. Public records requests shall be
the responsibility of Paeific; however, Auburn may assist at Pacific's request at
hourly rates provided under Exhibit B for onsite support.
9. RECORDS INSPECTION AND AUDIT
All compensation payments shall be su6ject to fhe adjustments for any amounts
found upon audit or otherwise to have been improperly invoiced, and all records
and books of accounts pertaining to any work performed under this Agreement
shall be subject to inspection and audit by Pacific for a period of up to three (3)
years from the final payment for work performed under this Agreement.
INTERLOCAL AGREEMENT
April 10, 2017
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RES.C Page 134 of 154
10. CONTINUATION OF PERFORMANGE
In the event that any dispute or conflict arises between the parties while this
Contract is in effect, Auburn agrees that, notwithstanding such dispute or conflict,
Auburn shall continue to make a good faith effort to cooperate and continue work
toward successful completion of assigned duties and responsibilities. Provided
that, if Pacific fails to pay for the services provided by Auburn, Auburn can cease
providing such services until payment is made.
11. ADMINISTRATION OF AGREEMENT
This Agreement shall be administered by Paul Haugan, Innovation and
Technology Director or designee on behalf of Auburn, and by Richard Gould, City
Administrator or designee on behalf of Pacific: Any written notices required by the
terms of this Agreement shall be served on or mailed to the following addresses:
CITY OF AUBURN CITY OF PACIFIC
Innovation & Technology Cify Administration
Paul Haugan R_ichard Gould
25 W Main St 100 3 d Ave SE
Auburn, WA 98001-4998 Pacific, WA 98047
Phone: 253-288-3160 Phone: 253-929-1117
Fax: 253-804-3116 Fax: 253-939-6026
E-mail: phaugan@auburnwa.gov E-mail: rgould@ci.paeific.wa.us
12. NOTICES
All notices or communications permitted or required to be given under this
Agreement shall be in writing and shall be deemed to have been duly given if
delivered in person or deposited in the United States mail, postage prepaid, for
mailing by certified mail, return receipt requested, and addressed, if to a party of
this Agreement, to the address for the party set forth above.
Either party may change his, her or its address by giving notice in writing, stating
his, her or its new address, to the other party, pursuant to the procedure set forth
above.
13. INSURANCE
Pacific shall maintain in full force throughout the duration of this Agreement
comprehensive general liability insurance with a minimum coverage of
1,000,000.00 per occurrence/aggregate for personal injury and property damage.
This requirement shall be deemed satisfied by evidence of Pacific's membership
in a municipal self-insurance pool, including evidence of limits of coverages,
exclusions and limits of liability satisfactory to Auburn.
INTERLOCAL AGREEMENT
Apri1 10, 2017
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RES.C Page 135 of 154
Auburn shall maintain in full force throughout the duration of fhis Agreement
comprehensive general Iiability insurance with a minimum coverage of
1,000,000.00 per occurrence/aggregate for personal injury and property damage.
This requirement shall be deemed satisfied by evidence of Auburn's membership
in a municipal self-insurance pool, including evidence of limits of coverages,
exclusions and limits of liability satisfactory to Pacific.
14. INDEMNIFIC/ATION
a. Pacific shall indemnify and hold Auburn and its agents, employees, and/or
officers, harmless from and shall proeess 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 Pacific's
perFormance or failure to perForm any aspect of this Agreement; provided, however,
that if such elaims are caused by or result from the concurrent negligence of Auburn,
its agents, employees, and/or officers, this indemnity provision shall be yalid and
enforceable only to fhe e ent of the negligence of Pacific; and provided further, that
nothing herein shall require Pacific to hold harmless or defend Auburn, its agents,
employees and/or officers from any claims arising from the sole negligence of
Auburn, its agents, employees, and/or officers. No Iiability shall attach to Auburn by
reason of entering into fhis Agreement except as expressly provided herein.
b. Auburn shall indemnify and hold Pacific and its agents, employees, and/or
officers, 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 Pa.cific arising out of, in
connection with, or ineident 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 Pacific,
its agents, employees, and/or officers, 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 Pacific, ifs agents,
employees and/or officers from any claims arisingfrom the sole negligence of Pacific,
its agents, employees, and/or officers. No liability shall attach to Pacific qy reason of
entering into this Agreement except as expressly provided herein.
The provisions of this Section 14 shall survive the expiration or termination of this
Agreement.
15. WAIVER OF SUBROGATION
Pacific and Auburn hereby mutually release each other from liability and waive all right of
INTERLOCAL AGREEMENT
April 10, 2017
Page 5 of 12
RES.C Page 136 of 154
recovery against each other for any loss caused by fire or other perils which can be insured
against under fire insurance contracts including any extended coverage endorsements
thereto which are customarily available from time to time in the State of Washington,
provided, that this paragraph shall be inapplicable to the extent that it would have the effect
of invalidating any insurance coverage of Pacific or Auburn.
16. COMPLIANCE WITH REGULATIONS AND LAWS
The parties shall comply with all applicable rules and regulations pertaining to them in
connection with the matters covered herein.
17. ASSIGNMENT
The parties shall not assign this Agreement or any interest, obligation or duty therein without
the express written consent of the other party.
18. ATTORNEYS' FEES
If either party shall be required to bring any action to enforce any provision of this Agreement,
or shall be required to defend any action brought by the other party with respect fo this
Agreement, and in the further event that one party shall substantially prevail in such action,
the losing party shall, in addition to all other payments required therein, pay all of the
prevailing party's reasonable costs in connection with such aetion, including such sums as
the court or courts may adjudge reasonable as attorney's fees in fhe trial court and in any
appellate courts.
19. NONDISCRIMINATION
Each of the parties, for itself, its heirs, personal representatives, successors in interest, and
assigns, as a part of the consideration hereof, does hereby covenant and agree that it will
comply with pertinent statutes, Executive Orders and such rules as are promulgated to
assure that no person shall, on the grounds of race, creed, color, national origin, sex,sexual
orientafion, age, or the presence of any sensory, mental or physical handicap be
discriminated against or receive discriminatory treatment by reason thereof.
20. MISCELLANEOUS
a. All of the covenants, conditions and agreements in this Agreement shall
extend to and bind the legal successors and assigns of the parties hereto.
b. This Agreement shall be deemed to be made and construed in accordance
with the laws of the State of Washington. Jurisdiction and venue for any action arising
out of this Agreement shall be in King County, Washington.
c. The captions in this Agreement are for convenience only and do not in any
INTERLOCAL AGREEMENT
Apr"il 10, 2017
Page 6 of 12
RES.C Page 137 of 154
way limit or amplify the provisions of this Agreement.
d.Unless otherwise specifically provided herein, no separate legal entity is
creafed hereby, as each of the parties is contracting in its capacify as a municipal
corporation of the State of Washington., The identity of the parties fiereto is as set
forth hereinabove.
e. The perFormances of the duties of the parties provided hereby shall be done
in accordance with standard operating procedures and customary practices of the
parEies. Operational review and service meetings shall be held every six (6) months,
with representatives from both cities to review and discuss service and support
delivery.
f.No provision of this Agreement shall relieve either party of its public agency
obligations and or responsibilities imposed by law.
g. If any term or provision of this Agreement or the applieation thereof to any
person or circumstance shall, to any extent, be held to be invalid or unenforceable
by a final decision of any court having jurisdiction on the matter, the remainder of this
Agreement or the application of such term or provision to persons or circumstances
other than those as to which it is held invalid or unenforceable shall not be affected
thereby and shall continue in full force and effeet, unless such court determines that
such invalidity or unenforceability materially interferes with or defeats the purposes
hereof, at which time either party shall have the right to terminate the Agreement.
h. This Agreement constitutes the entire agreement between the parties. There
are no terms, obligations, covenants or conditions other than those contained herein:
No modifications or amendments of this Agreement shall be valid or effective unless
evidenced by an agreement in writing signed by both parties.
i.Copies of this Agreement shall be filed with the King County AuditoYs Office
and the respective Clerks of the parties hereto.
INTERLOCAL AGRE.E.MENT
April 10, 2017
Page 7 of 12
RES.C Page 138 of 154
IN WITIVESS WHEREOF the parties hereto have executed this Agreement as of the day
and year first above written.
C%TY OF PACIFIC CITY OF AUBURN
Leanne Guier, Mayor Nancy Backus, Mayor
100 3rd Avenue SE 25 W. Main Street
Pacific, WA 98047 Auburn, WA 98001
ATTEST: ATTEST:
Amy Stevenson-Ness, City Clerk Dani Daskam, Ciry Clerk
APPROVED AS TO FORM: APPROVED AS TO FORMc
Carol Morris, City Attorney ie B. ' , City Att
INTERLOCAL AGREEMENT
April 10, 2017
Page 8 of 12
I
RES.C Page 139 of 154
EXHIBIT A
SCOPE OF SERVICES
Services Provided
1. Two (2)hours of consecutive, onsite support per week. This is limited to one (1)Auburn IT
staff person per week. ' The day/time of the hours must be mutually agreed upon by both
parties and stay consistent each week. The day and time of the week, including the duration
is subject to change based on needs of each City. Hours allocated each week are not banked
and cannot rollover to subsequent weeks.
2. General desktop support and troubleshooting. This includes:
a. Hardware deployment
b. Operating system installs and repairs
c. Settings and configuration
3. General IT support and troubleshooting. This includes:
a. User account setup,modification and separations
b. Virus protection and patch management
c. Software installs
d. Email
e. Wireless internet
f. TV21 support and coordinate per Pacific's franchise agreement
4. General phone support and troubleshooting. This includesc
a. Setup and configuration
b. Cell phones
5. General server and storage support and troubleshooting. This includes:
a. Hardware and virtual installation
b. Operating systems installs and repairs
6. General network gear support and troubleshooting. This includes:
a. Firewall configuration and assistance
b. Routers
c. Switches
d. Access Points
7. General GIS requests. This includes:
a. Electronic maps
b. Data analysis
8. Purchasing recommendations and coordination.
9. Cloud operations. This will allow Pacific's network to reside in Auburn's private cloud
allowing business continuity.
Available Additional Services
1. Project management, i.e. phone system replacement.
2. Advanced GIS services including:
a. Consulting
b. Strategic planning
INTERLOCAL AGREEMENT
April 10, 2017
Page 9 of 12
RES.C Page 140 of 154
e. Data hosting
d. Map service creation
Service Level A;reements
For requests emailed Monday through Friday from 7:00 am to 5:00 pm, we will respond within 30
minutes. In instances where we are receiving extremely high call volumes due to systems failures,
Acts of God,regional outages and such this response time may be impacted. In this case Auburn will
notify Pacific if this is happening with an estimated return to normal time.
With authorization of Pacific Mayor, City Administrator, City Cierk or Police Chief, support outside
regular business hours will be provided on an emergency basis by emailing
techsupport@auburnwa.gov with the name of authorizing person and nature of issue or by calling
253-876-1947.
Service Limitations
Auburn will assist and provide recommendations on network security, but security remains
the responsibility of Pacific.
Auburn will document and present information relevant to technical audits; but compliance
will be the responsibility of Pacific; including but not limited to CJIS and ACCESS.
Auburn will assist and provide reeommendations on purchases, but all purchases are the
responsibility of Pacific. The only except is contracts that Auburn has already in place that
Pacific is piggybacking on.
Requestin Support
All requests far service should be emailed to teehsupport@auburnwa:gov. Phone calls will be
accepted as well, however tracking tickets and support via our help desk system is preferred with a
follow up phone call from Auburn staff. The request will be forwarded to City of Auburn technical
staff for resolution.
INTERLOCAL AGREEMENT
April 10, 2017
Page 10 of 12
RES.C Page 141 of 154
EXHIBIT B
COST OF SERVICES
Billin
All services outlined in Exhibit A will be billed according to the breakdown below. Monthly charges
for service are based on an estimated 400 helpdesk requests annually and standard cloud service rates.
Billin Breakdown
Monthly Costs
a i t i , °
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00,excluding holidays,; ;'E chibit A
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i i Total Monthly Cost 3,300.
00
I Yearly Costs ass throu h to
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a Netmotion software j $34.00.x 45 clients M 1;530.
OU
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i Spillman software ; All clients 2,095.
00 '
I i
i temote deployment $37.00 x 45 chents ' . 1,665.
00
t i and inventory
I j softvvare
E
s.::. .Virus protection ' $18.00 x 45 clients 810.
00 ;,i
software
i
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INTERLOCALAGREEMENT April 10,
2017 Page 11 of
RES.C Page 142 of 154
A
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filtering
I
Total Annual Cost 18,565.00 '
i
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o .. d x . 0 eav °
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i Off:hours support Non-business hours $120.00 per hour, with.a one (1) ; Variable ;
hour minimum plus mileage based r
on IRS standard rates rt
Additional services ,
W m_ --- - '—$
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rv
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hour minimum as outlined in ;
Exhibit A
INTERLOCAL AGREEMENT
I
Apri1 10, 2017
Page 12 of 12
RES.C Page 143 of 154
Exhibit III
CITY OF AUBURN—VALLEY REGIONAL FIRE AUTHORITY
INTERLOCAL AGREEMENT FOR
GEOGRAPHIC INFORMATION SYSTEMS
THIS INTERLOCAL AGREEMENT made and entered into, pursuant to the Interiocal
Cooperation Act, Chapter 39.34 of the Revised Code of Washington, on the day of
2017, by and between the CITY OF AUBURN, a municipal
corporation of the State of Washington (hereinafter referred to as "Auburn"), and the Valley
Regional Fire Authority, a municipal corporation of the State of Washington (hereinafter
referred to as "VRFA"),
WITNESSETH :
WHEREAS, VRFA seeks professional geographic information systems ("GIS") services;
and
WHEREAS, Auburn has the requisite skills, resources and experience necessary to
provide such services and is willing to provide such services upon the terms and
conditions herein contained.
NOW, THEREFORE, in consideration of the mutual covenants, conditions and promises
herein, the parties hereto agree as follows:
1. SCOPE OF SERVICES
Auburn agrees to perform for VRFA, in a good and professional manner, the tasks
described on ExhibitA, which is attached hereto and by this reference made a part of this
Agreement. (The tasks described on Exhibit A shall be individually referred to as a "task,"
and collectively referred to as the "services.") Auburn shall perform the services as an
independent contractor and shall not be deemed, by virtue of this Agreement and the
performance thereof, to have entered into any partnership, joint venture, employment or
other relationship with VRFA.
2. AMENDMENT REQUIRED FOR ADDITIONAL SERVICES
If VRFA elects to receive additional services from Auburn, either the additional services
described in Exhibit A or additional services not described in Exhibit A, and if Auburn has
the time and resources to provide such additional services and is willing to provide them,
the parties shall execute an amendment to this Agreement prior to Auburn's performance
of such additional services, except as provided to the contrary in Section 3 of this
Agreement. An executed Amendment for additional services shall be incorporated into
this Agreement and shall be subject to the terms and conditions of this Agreement, except
as provided otherwise in the Amendment.
INTERLOCAL AGREEMENT
July 3, 2017
Page 1 of 11
RES.C Page 144 of 154
3.PERFORMANCE OF ADDITIONAL SERVICES PRIOR TO EXECUTION OF AN
AMENDMENT
The parties hereby agree that situations may arise in which VRFA desires additional
services wherein execution of Amendment before delivery of the services is impractical.
Auburn agrees to perform the additional services upon the request of an authorized
representative of VRFA at the rate of compensation in Exhibit A, or if not included in
Exhibit A, at a negotiated rate of compensation. Any such additional services shall be
memorialized in a written amendment executed in accordance with Section 2 of this
Agreement. The invoice procedure for the additional services shall be as described in
Section 6 of this Agreement.
4. VRFA's RESPONSIBILITIES
VRFA shall do the following in a timely manner so as not to delay the services of Aubum:
a. Designate in writing a person to act as VRFA's representative with respect.
to the services. VRFA's representative shall have authority to transmit
instructions, receive information, and interpret and define VRFA's policies and
decisions regarding the services, except in the event of an emergency as
described in Exhibit A.
b. Furnish Auburn with all information, criteria, objectives, schedules and
standards for the services.
c. Arrange for access to the property or facilities as required for Auburn to
perform the services.
d. Examine and evaluate all studies; reports, memoranda, plans, sketches
I
and other documents prepared by Auburn, and render decisions regarding such
documents in a timely manner to prevent delay of the services.
5. ACCEPTABLE STANDARDS
Auburn shall be responsible to provide, in eonnection with the services, work
products and services of a quality and professional standard aeceptable to VRFA.
6. COMPENSATION
Compensation rates for Auburn's performance of the services are set forth in
Exhibit B, which is attached hereto and by this referenced made a part of this
Agreement. The compensation rates shall be increased January 1, 2018, and each
January 1 thereafter, by an amount equal to 5% or the most recent Seattle-
Tacoma-Bremerton Consumer Price Index— U, whichever is greater.
INTERLOCAL AGREEMENT
July 3, 2017
Page 2 of 11
RES.C Page 145 of 154
Auburn shall submit to VRFA a monthly invoice. VRFA shall process the invoice
in its next billing/claim cycle and shall remit payment to Auburn in the normal
course, subject to any conditions or provisions in this Agreement or an
Amendment.
7. TIME FOR PERFORMANCE AND TERM OF AGREEMENT
Auburn shall perform the services in accordance with the direction and scheduling
provided in Exhibit A, unless otherwise agreed to in writing by the parties. The
term of this Agreement shall be for three (3) years beginning January 1, 2017 and
ending December 31, 2020; provided that the term of this Agreement shall
automatically renew for an additional one (1) year unless either party gives the
other written notice of termination not later than sixty (60) days prior to the end of
the term; and provided further that either party may cancel this Agreement upon
sixty (60) days written notice to the other party consistent with Paragraphs 11 and
12 of this Agreement.
8. OWNERSHIP AND USE OF DOCUMENTS
All documents, reports, memoranda, diagrams, sketches, plans, design .
calculations, working drawings and any other materials created or otherwise
prepared by Auburn as part of its performance of this Agreement (the "Work
Products") shall be owned by and become the property of VRFA, and may be used
by VRFA for any purpose beneficial to VRFA. VRFA shall handle and be
responsible for requests for inspection and copying of sueh records ; however,
Auburn may assist at VRFA's request at hourly rates provided under Exhibit B for
Assistance with Records Request" support.
9. RECORDS INSPECTION AND AUDIT
All compensation payments shall be subject to adjustment for any amounts found
upon audit or otherwise to have been improperly inyoiced. All records and books
of accounts pertaining to any services performed under this Agreement shall be
subject to inspeetion and audit by VRFA for a period of up to three (3) years from
final payment for the services.
10. CONTINUATION OF PERFORMANCE
In the event that any dispute or conflict arises between the parties while this
Agreement is in effect, Auburn agrees that; notwithstanding such dispute or
conflict, Auburn shall continue to make a good faith effort to cooperate and
continue work toward suecessful completion of the services or additional services
provided that if VRFA fails to pay for the services provided by Auburn, Auburn can
cease providing such services until payment is made.
INTERLOCAL AGREEMENT
July 3, 2017
Page 3 of 11
RES.C Page 146 of 154
11. ADMINISTRATION OF AGREEMENT
This Agreement shall be administered by Paul Haugan, Innovation and
Technology Director or designee, on behalf of Auburn, and by Eric Robertson,
VRFA Administrator or designee, on behalf of VRFA. Any written notices required
by the terms of this Agreement shall be served on or mailed to the following
addresses:
CITY OF AUBURN VRFA
Innovation & Technology VRFA Administration
Paul Haugan Eric Robertson
25 W Main St 1101 D Street NE
Auburn, WA 98001-4998 Auburn, WA 98002
Phone: 253=288-3160 Phone: 253-288-5801
Fax: 253-804-3116 Fax: 253-288-5900
E-mail: phaugan@auburnwa.gov E-mail: eric.robertson(a vrFa.org
12: NOTICES
All notices or communications permitted or required to be given under this
Agreement shall be in writing and shall be deemed to have been duly given if
delivered in person, deposited in the United States mail, postage prepaid, or
mailed by certified mail, return receipt requested, and addressed, if to a party of
this Agreement, to the address for the party set forth above.
Either party may change its administrator or address by giving notice in writing to
the other party, stating the new administrator or new address, pursuant to the
procedure set forth above.
13: INSURANCE
VRFA shall maintain in full force throughout the duration of this Agreement
comprehensive general liability insurance with a minimum coverage of
1,000,000.00 per occurrence/aggregate for personal injury and property damage.
This requirement shall be deemed satisfied by evidence of VRFA's membership in
a municipal self-ihsurance pool, including evidence of limits of coverages,
exclusions and limits of liability satisfactory to Auburn.
Auburn shall maintain in full force throughout the duration of this Agreement
comprehensive general liability insurance with a minimum coverage of
1,000,000,00 per occurrence/aggregate for personal injury and property damage.
This requirement shall be deemed satisfied by evidence of Auburn's membership
in a municipal self-insurance pool, including evidence of limits of coverages,
exclusions and Jimits of liabifity safisfaetory to VRFA.
INTERLOGAL AGREEMENT
July 3, 2017
Page 4 of 11
RES.C Page 147 of 154
14. INDEMNIFICATION
a. VRFA shall indemnify and hold Auburn and its agents, employees, and/or
officers, 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 VRFA's
performance or failure to perform any aspect of this Agreement; provided that if such
claims are caused by or result from the concurrent negligence of Auburn, its agents,
employees, and/or offcers; this indemnity proVision shall be valid and enforceable
only to the extent of the negligence of VRFA; and provided further that nothing herein
shall require VRFA to hold harmless or defend Auburn, its agents, employees and/or
officers from any claims arising from the sole negligence of Auburn, its agents,
employees, and/or officers. No liability shall attach to Auburn by reason of entering
into this Agreement except as expressly provided herein.
b. Auburn shall indemnify and hold VRFA and its agents, employees, and/or
officers, 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 VRFA 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 ofthis Agreement; provided that if such
claims are caused by or result from the concurrent negligence of VRFA, its agents,
employees, and/or officers, this indemnity provision shall be valid and enforceable
only to the extent of the negligence of Auqurn; and provided further, that nothing
herein shall require Auburn to hold harmless or defend VRFA, its agents, employees
and/or officers from any claims arising from the sole negligence of VRFA; its agents,
employees, and/or officers. No liabilify shall attach to VRFA by reason of entering
into this Agreement except as expressly provided herein.
15. WAIVER OF SUBROGATION
VRFA and Auburn hereby mutually release each other from liability and waive all right of
recovery against each other for any loss caused by fire or other perils which can be insured
against under fire insurance contracts, including any extended coverage endorsements
thereto which are customarily available from time to time in the State of Washington;
provided that this paragraph shall be inapplicable to the extent that it would have the effect
of invalidating any insurance coverage of VRFA or Auburn.
16. COMPLIANCE WITH REGULATIONS AND LAWS
The parties shall comply with all applicable laws, rules and regulations pertaining to them in
connection with the matters covered herein.
INTERLOCAL AGREEMENT
July 3, 2017
Page 5 of 11
RES.C Page 148 of 154
17. ASSIGNMENT
The parties shall not assign this Agreement or any interest, obligation or duty therein without
the express written consent of the other party.
18. ATTORNEYS' FEES
If either party shall be required to bring any action to enforce any provision of this Agreement,
or shall be required to defend any action brought by the other party with respeet to this
Agreement, and in the further event that one party shall substantially prevail in such action,
the losing party shall, in addition to all other payments required therein, pay all of the
prevailing party's reasonable costs in connection with such ac ion, including such sums as
the court or courts may adjudge reasonable as attorney's fees in the trial court and in any
appellate courts.
19. NONDISCRIMINATION
ach of the parties, for itself, its successors in interest, and assigns, as a part of the
consideration hereof, does hereby covenant and agree that it will comply with pertinent
statutes, Executive Orders and rules as are promulgated to assure that no person shall, on
the grounds of race, creed, color, national origin, sex, sexual orientation, age, or the
presence of any sensory, mental or physical handicap be discriminated against or receive
discriminatory treatment by reason thereof.
20. MISCELLANEOUS
a. All of the covenants, conditions and agreements in this Agreement shall
extend to and bind the legal successo s arid assigns of the parties hereto.
b. This Agreement shall be deemed to be made and construed in accordance
with the laws of the State of Washington. Jurisdiction and venue for any action arising
out of this Agreement shall be in King County, Washington.
c. The captions in this Agreement are for convenience only and do not in any
way limit or amplify the provisions of this Agreement. I
d. Unless otherwise specifically provided herein, no separate legal entity is I,
ereated hereby, as each of the parties is contracting in its capacity as a municipal
corporation of the State of Washington. The identity of the parties hereto is as set
forth hereinabove.
e. The performances of the duties of the parties provided hereby shall be done
in accordance with standard operating procedures and customary practices of the
parties. Operational review and service meetings shall be held every six (6) months,
INTEF2LOCAL AGREEMENT
July 3, 2017
Page 6 of 11
RES.C Page 149 of 154
with representatives from both cities to review and discuss service and support
delivery.
f.No provision of this Agreement shall relieve either party of its public agency
obligations and/or responsibilities imposed by law.
g.If any term or provision of this Agreement or the application thereof to any
person or circumstance shall, to any extent, be held to be invalid or unenforceable
by a final decision of any court having jurisdiction on the matter, the remainder of this
Agreement or the application of such.term or provision to persons or circumstances
other than those as to which it is held invalid or unenforceable shall not be affected
thereby and shall continue in full force and effect, unless such court determines that
such invalidity or unenforceability materially interFeres with or defeats the purposes
hereof, at which time either party shall have the right to terminate the Agreement.
h. This Agreement constitutes the entire agreement between the parties. There
are no terms, obligations, covenants or eonditions other than those contained herein..
No modifications or amendments of this Agreement shall be valid or effective unless
evidenced by an agreement in writing signed by both parties.
i. Copies of this Agreement shall be filed with the King County Records Division
and the respective Clerks of the parties hereto.
j. Interpretation or construction of this Agreement shall not be affected by
any determination as to who is the drafter of this Agreement, this Agreement
having been drafted by mutual agreement of the parties.
k.No party to this Agreement shall be held responsible for delay or default
caused by terrorism, natural disasters, riots, aets of god and/or war that is
beyond the reasonable control of the parties.
I.The failure of either party at any time to require performance by another
paity of any provisions of this Agreement will in no way affect the party's
subsequent rights and obligations under that provision, and waiver by any party
of the breach of any provision of this Agreement shall not be taken or held to be
a waiver of any succeeding breach of such provision or as waiver of such
provision itself.
INTERLOCAL AGREEMENT
July 3, 2017
Page 7 of 11
RES.C Page 150 of 154
IN WITNESS WHEREOF the parties hereto have executed this Agreement as of the day
and year first above written.
CITY OF AUBURN VRFA
Nancy Backus Eric Robertson
Auburn Mayor VRFA Administrator
Attest: Attest:
Danielle Daskam, Louise M. Bartol,
Auburn City Clerk City of the Board
Approv s to f Approved as to form:
an' . Heid Joseph F. Quinn
A urn City Attorney Counsel for VRFA
INTERLOGAL AGREEMENT
July 3, 2017
Page 8 of 11
RES.C Page 151 of 154
EXHIBIT A
SCOPE OF SEItVICES
The following data sets,referred to as"Publie Safety Data",are managed and maintained by the City
of Auburn GIS. These are the core data sets available to VRFA in any GIS serviee outlined in e ibit
A. The "Public Safety Data" also includes the data sets required by Valley Communications for the
CAD map.
1.Address Points: Address points and/or street centerline
2.Fire Service Reporting and Response Districts:boundaries for response areas
3.Gates and Barriers: access points that are blocked
4.Hydrology: lakes, rivers, streams and waterways
5.Mileposts: points indicating distance to a certain location
6.Police Patrol Districts: larger reporting areas within the City
7.Police Reporting Districts: smaller reporting areas within the districts
8.Political Boundaries: city and county boundaries. Other local governinent boundaries
including water purveyors, fire districts,etc.
9.Railroads: BNSF and Union Pacific
10. Service Area Buffers
11. Streets: street centerlines broken by intersections including street attributes like speed limit,
number of lanes, dead-ends, etc....
12. Valley Communication Service Areas: boundary of entire VCC service area
13. Water Hydrants: points of locations,type and flow ratings
In addition, the below data sets have been identified as critical by VRFA as they will be used in the
establishment and evaluation of both current and future performanee. . These data sets will also be
available to VRFA in the same manner that the Public Safety Data is.
14. Topography/Ornithology: elevation and overhead view data
15. Zoning: boundaries indicating City zoning and land use data.
16. Occupancy and Permit: building related data from the City's permit system
17. Hazard and Critical Areas: landslide, earthquake, lahar, flood,wetland, etc...
18. Fire Demand/Management Zones: boundaries designated by VRFA for response
management
19. Required Fire Flow: specific buildings that have special response needs
20. Bridges: non-pedestrian and pedestrian bridges within the City
All services provided are based off of the data sets outlined above.
VRFA response map development
VRFA map printing
Annual reprints of all templated maps
Map exports (i.e. PDF and image)
Data exports(i.e. Esri shapefiles and Esri Geodatabase)
Access to Auburn GIS mobile devices for field data collection
INTERLOCAL AGREEMENT
July 3, 2017
Page 9 of 11
RES.C Page 152 of 154
Access to web-based map services for data consumption
GIS liaison between VRFA and VCC on CAD map data
Assistance/support with GIS related fire accreditation data.
Assistance/support with GIS related programs
Standard, dedicated eGIS site for VRFA(requires signature of completion by both parties)
Read-only access to a11 non-public safety data that GIS stores or has access to
Note: Data will be accessed by VRFA the same way VRFA connects to the City of Aubum over
dedicated fiber for access to CRW.
Services not included which may incur additional charges:
License(s)to Auburn's Esri software
GIS related training beyond the initial stand up of eGIS site
Customizations and development of non-standard features for dedicated eGIS site
Data collection
Data cleanup on non-Public Safety Data
Initial cost or maintenance cost of data subscriptions
Initial cost or maintenance cost of VRFA software
Data analysis on special projects
Requesting support•
All requests for service should be emailed to helpdesk(a,auburnwa.. Requests will automatically
be forwarded to the City GIS staff inembers for resolution.
Service levels:
For requests e-mailed Monday through Friday from 7:00 am to 5:00 pm("regular business hours"),
we will use best efforts to respond within 60 minutes.During high call voluines,we will assist you as
soon as possible. Staff will not respond to request made outside regular business hours.
INTERLOCAL AGREEMENT
July 3, 2017
Page 10 of 11
RES.C Page 153 of 154
EXHIBIT B
COST OF SERVICES
Billing
Services that are billed on an hourly basis will include a brief description of the serviee and hours
provided. Monthly charges for service are based on support items listed above. In the event annual
support and services exceed the scope of this agreement, VRFA agrees to negotiate these additional
services which may include mutually agreed adjustments to monthly service charges.
Monthly Costs
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j $
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Total Monthly Costs 2,024.U0 I',
Variable Costs
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I Addihonal ser ices.120.00,per hour,'with a_one (1);' Variable :
s
hour rriimmiun as: outlined in
E chibit:A
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Assistance with Monday through 120.00 per hour, with a one (1) Variable i
I Records Requests i Friday, 7:00 am to ! hour minimum plus mileage based i
i 5:00 pm,excluding on IRS standard rates
holidays
i
INTERLOCAL AGREEMENT
July 3, 2017
Page 11 of 11
RES.C Page 154 of 154