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08-06-2018 CITY COUNCIL MEETING AGENDA (2)
City Council Meeting August 6, 2018 - 7:00 P M City Hall Council Chambers A GE NDA Watch the meeting L I V E ! Watch the meeting video Meeting videos are not available until 72 hours after the meeting has concluded. I .C AL L T O O RD E R A .P ledge of Allegiance B .Roll Call I I .ANNO UNC E M E NT S, P RO C L AM AT IO NS, AND P RE S E NTAT I O NS A .S pecial Olympics Recognition B .National F armers Market Week: Auburn I nternational F armers Market Mayor Backus to proclaim A ugust 5 - 11, 2018 as "National F armers Market Week" in the city of Auburn. I I I .AP P O I NT M E NT S A .P lanning Commission Appointment City Council to confirm the appointment of S unil Khanal to the P lanning Commission for a term to expire December 31, 2020. (RECOMMENDED ACTION: Move to approve appointment of Sunil Khanal to the Planning Commission.) I V.AG E ND A M O D I F IC AT I O NS V.C IT IZE N I NP UT, P UB L I C HE ARI NG S AND C O RRE S P O ND E NC E A .P ublic 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 - (T here is no correspondence for Council review.) V I .C O UNC I L AD HO C C O M M IT T E E RE P O RT S 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 Page 1 of 53 City Council, if any. V I I .C O NS E NT AG E ND A 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 J uly 16, 2018 City Council Meeting B .Minutes of the April 30, 2018; May 14, 2018; J une 11, 2018; J uly 23, 2018 City Council Study Session C.Claims Vouchers (Coleman) Voucher numbers 449882 through 450196 in the amount of $1,318,541.51 and five wire transfers in the amount of $752,151.01 and dated August 6, 2018 D.P ayroll Vouchers (Coleman) P ayroll check numbers 538029 through 538049 in the amount of $500,188.12, electronic deposit transmissions in the amount of $2,096,250.39 for a grand total of $2,596,438.51 for the period covering J uly 12, 2018 to August 1, 2018. E .P ublic Works Contract No. 18-18 City Council award Contract No. 18-18 to Mc K instry in the amount of $184,651.00 (RECOMMENDED ACTION: Move to approve the Consent Agenda.) V I I I .UNF INIS HE D B US I NE S S I X.NE W B US I NE S S X .RE S O L UT IO NS A .Resolution No. 5379 A Resolution of the City Council of the City of A uburn, Washington, authorizing the mayor to negotiate and execute a grant agreement with K ing County, Washington for funds from the veterans, seniors, and human services levy, and to appropriate and expend the grant funds (RECOMMENDED ACTION: Move to adopt Resolution No. 5379.) X I .M AY O R AND C O UNC I L M E M B E R RE P O RT S At this time the Mayor and City Council may report on significant items associated with their appointed positions on federal, state, regional and local organizations. A .From the Council B .From the M ayor X I I .AD J O URNM E NT 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. Page 2 of 53 AGENDA BILL APPROVAL FORM Agenda Subject: Minutes of the July 16, 2018 City Council Meeting Date: July 18, 2018 Department: Administration Attachments: Minutes Budget Impact: Current Budget: $0 Proposed Revision: $0 Revised Budget: $0 Administrativ e Recommendation: Background Summary: Rev iewed by Council Committees: Councilmember:Staff: Meeting Date:August 6, 2018 Item Number:CA.A Page 3 of 53 City Council Meeting J uly 16, 2018 - 7:00 P M City Hall Council Chambers MINUT E S Watch the meeting L I V E ! Watch the meeting video Meeting videos are not available until 72 hours after the meeting has concluded. I .C AL L T O O RD E R A .P ledge of Allegiance Mayor Nancy B ackus called the meeting to order at 7:00 p.m. in the Council Chambers of Auburn City Hall, 25 West Main Street in A uburn. A fter presentation of the flag by the A uburn P olice C olor Guard, Mayor B ackus led those in attendance in the P ledge of A llegiance. B .Roll Call Councilmembers present: D eputy Mayor B ob Baggett, Claude DaCorsi, J ohn Holman, B ill P eloza, and Yolanda Trout-Manuel. Councilmembers L arry B rown and L argo Wales were excused. Department directors and staff members present included: City A ttorney S teven L . Gross, Assistant Director of Engineering Services/C ity E ngineer I ngrid Gaub, A ssistant Director of C ommunity D evelopment S ervices J eff Tate, Human Resources and Risk Management D irector C andis Martinson, Finance Director S helley C oleman, P arks, Arts and R ecreation Director Daryl Faber, D irector of Administration D ana Hinman, Utilities Engineering Manager L isa Tobin, Real P roperty Analyst J osh A rndt, Chief of Police W illiam Pierson, and City Clerk Danielle Daskam. I I .ANNO UNC E M E NT S, P RO C L AM AT IO NS, AND P RE S E NTAT I O NS A .Official Swearing-in of Chief of P olice W illiam P ierson Mayor Backus administered the oath of office to W illiam P ierson, appointed A uburn Chief of Police effective J une 25, 2018. Mayor B ackus stated C hief Pierson was originally hired by the C ity in 1990 and assigned to the P olice patrol division, during which time he was awarded the medal of distinction. I n 1993, C hief P ierson became the department's first community policing bicycle of f icer. I n 1994, he was appointed as a narcotics detective and served on the swat team as a marksman for f ive years. C hief Pierson was promoted to the rank of sergeant in 1997, promoted to commander in 2005, and promoted to Deputy Chief in 2010. Page 1 of 6Page 4 of 53 Chief Pierson thanked Mayor B ackus and the City Council f or their support. He expressed gratef ulness to his wife, Debra, and family for their support throughout his career. Chief Pierson commended the current A uburn P olice D epartment members for their commitment to community trust and partnerships. I I I .AP P O I NT M E NT S A .B oard and Commission A ppointments L odging Tax Advisory B oard City Council to confirm the appointment of Reggie Matto to the Auburn L odging Tax A dvisory Committee for a term to expire December 31, 2020. Councilmember Holman moved and Deputy Mayor Baggett seconded to confirm the appointment of Reggie Matto to the Auburn L odging Tax A dvisory Committee. MO T I O N C A R R I E D UNA NI MO US LY. 5-0 B .B oard and Commission A ppointments Transportation Advisory B oard City Council to confirm the following appointments to serve on the Transportation A dvisory Board for terms expiring December 31, 2020: S arah Shaw P eter Di Turi Councilmember Peloza moved and Councilmember DaC orsi seconded to confirm the appointment of S arah Shaw and P eter DiTuri to the Transportation Advisory B oard. MO T I O N C A R R I E D UNA NI MO US LY. 5-0 I V.AG E ND A M O D I F IC AT I O NS There was no change to the agenda. V.C IT IZE N I NP UT, P UB L I C HE ARI NG S AND C O RRE S P O ND E NC E A .P ublic Hearings 1.Public Hearing for J ohnston Sewer Payback A greement (Gaub) City Council to conduct a public hearing to receive public comments and suggestions with regard to the proposed Ordinance No. 6685 - J ohnston S ewer Payback A greement At 7:16 p.m., Mayor Backus opened the public hearing on proposed Page 2 of 6Page 5 of 53 Ordinance No. 6685 authorizing a P ayback A greement with J ef f and Gwenn J ohnston. No one in the audience requesting to speak regarding the Payback A greement and the hearing was closed. 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. Michael Tymon, 29718 52nd Avenue S ., A uburn Mr. Tymon spoke regarding the abundance of f ireworks in his neighborhood over the 4th of J uly holiday. He expressed f rustration and concern and questioned the effectiveness of the City's fireworks ordinance. B ob Z immerman, 33029 46th Place South, A uburn Mr. Z immerman spoke regarding a propane tank located on his neighbor's property, which he believes is a safety concern for the neighborhood. C.Correspondence There was no correspondence for City Council review. V I .C O UNC I L AD HO C C O M M IT T E E RE P O RT S 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. Councilmember Holman, vice chair of the F inance ad hoc committee, reported he and C ouncilmember B rown reviewed the claims and payroll vouchers described on the Consent A genda this evening and recommend their approval. Councilmember DaC orsi, chair of the R oad Projects ad hoc committee, and Deputy Mayor B aggett and C ouncilmember Trout-Manuel met J uly 3, 2018. T he committee is reviewing all Transportation I mprovement P rogram projects in detail and will make a recommendation to the Council on priority projects. T he next meeting of the ad hoc committee has yet to be scheduled. V I I .C O NS E NT AG E ND A 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 J une 18, 2018 Regular City Council Meeting B .Minutes of the J une 25, 2018 S pecial City Council Meeting C.Minutes of the J uly 9, 2018 City Council S tudy S ession Page 3 of 6Page 6 of 53 D.Claims Vouchers (Coleman) Claims vouchers 449294 through 449488 in the amount of $945,432.00 and five wire transfers in the amount of $697,222.35 and dated J uly 2, 2018; and Claims vouchers 449489 through 449881 in the amount of $4,849,682.07 and three wire transfers in the amount of $542,704.80 and dated J uly 16, 2018. E .P ayroll Vouchers (Coleman) P ayroll check numbers 537969 through 537997 in the amount of $509,598.87 and electronic deposit transmissions in the amount of $1,953,412.93 for a grand total of $2,463,011.80 for the period covering J une 14, 2018 to J une 27, 2018; and P ayroll check numbers 537998 through 538028 in the amount of $241,286.17 and electronic deposit transmissions in the amount of $2,383,449.87 for the period covering J une 28, 2018 to J uly 11, 2018. F.P ublic Works P roject No. C P 1718 City Council approve award of Contract No. 18-05, to Miles Resources, L L C on their low bid of $1,172,110.00 for Project No. C P1718 - South 277th Street P reservation P roject Deputy Mayor Baggett moved and C ouncilmember Trout-Manuel seconded to approve the Consent A genda. I n response to questions from Councilmember D aCorsi regarding P ublic Works P roject C P1718, A ssistant D irector of E ngineering S ervices/City E ngineer Gaub responded that staff consider the bid climate and adjust the engineer's estimates f or projects. A ssistant Director Gaub stated currently there is a significant escalation in the amount of paving work occurring in the area making it difficult for staff to estimate bids. MO T I O N C A R R I E D UNA NI MO US LY. 5-0 V I I I .UNF INIS HE D B US I NE S S There was no unfinished business. I X.NE W B US I NE S S There was no new business. X .O RD INANC E S A .Ordinance No. 6685 (Gaub) A n Ordinance of the City Council of the City of A uburn, Washington, authorizing the Mayor to execute a Payback A greement between the City of A uburn and J eff and Gwen J ohnston for a utility extension Councilmember Holman moved and Councilmember Peloza seconded to adopt Ordinance No. 6685. Page 4 of 6Page 7 of 53 MO T I O N C A R R I E D UNA NI MO US LY. 5-0 B .Ordinance No. 6686 (Tate) A n Ordinance of the City Council of the City of A uburn, Washington, relating to a construction sales tax exemption, re-enacting the exemption, and amending Chapter 3.60 of the Auburn City Code Councilmember Holman moved and Councilmember DaCorsi seconded to adopt Ordinance No. 6686. MO T I O N C A R R I E D UNA NI MO US LY. 5-0 X I .RE S O L UT IO NS A .Resolution No. 5374 (Hinman) A Resolution of the City Council of the City of A uburn, Washington, authorizing the Mayor to execute the Real E state E asement Agreement between the City of A uburn and P uget S ound Energy for conveyance of a utility easement Councilmember Peloza moved and Councilmember Trout-Manuel seconded to adopt Resolution No. 5374. MO T I O N C A R R I E D UNA NI MO US LY. 5-0 X I I .M AY O R AND C O UNC I L M E M B E R RE P O RT S At this time the Mayor and City Council may report on significant items associated with their appointed positions on federal, state, regional and local organizations. A .From the Council Deputy Mayor B aggett reported he attended ribbon cutting ceremonies for the new Habitat f or Humanity S tore on A uburn Way S outh and Battleground Coffee. Councilmember D aCorsi reported he attended the A ssociation of Washington C ities (AW C) C onference, and, as a member of the AW C B oard of Directors, attended two B oard meetings and the federal legislative priorities committee meeting. Councilmember Trout-Manuel reported she toured the West Point Treatment Plant which is part of the K ing County regional wastewater treatment system. C ouncilmember Trout-Manuel reported she is also hosting three sister-city exchange students. Councilmember P eloza reported on his attendance at the R egional Policy Committee, the Metropolitan Solid Waste Management Committee, and the National L eague of Cities summer conference in L ittle Rock, A rkansas. B .From the M ayor Page 5 of 6Page 8 of 53 Mayor Backus announced the passing of former C ity Councilmember Gene C erino. Mr. Cerino died the morning of J uly 13, 2018 surrounded by family. Mr. C erino served three terms on the City Council from 1995 to 1999 and 2002 to 2009. W hile on the C ity Council, he never shied away from challenging topics, such as dangerous dogs. Mr. C erino was a proud World War I I veteran. He lived in A laska while it was still a territory and where he worked construction and had a commercial fishing boat. After leaving Alaska, Mr. Cerino obtained his bachelor's degree from Washington S tate University, and in 1954 began his 27 year career as a teacher. He retired f rom A uburn S chool D istrict in 1982. He served as A uburn High School's wrestling coach f or twenty years and was inducted into the Washington I nterscholastic A ctivities A ssociation Wrestling Hall of Fame in 2012. He was a substitute teacher for many years after his retirement. Mr. Cerino was a frequent participant and attendee at the Auburn Senior Center where he led the A uburn Senior Wellness Team and was named volunteer emeritus in 2012. X I I I .AD J O URNM E NT There being no further business to come before the Council, the meeting adjourned at 7:54 p.m. A pproved this 6th day of A ugust, 2018. _______________________ _______________________________ NA NC Y B A C K US, MAYO R Danielle Daskam, City Clerk 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. Page 6 of 6Page 9 of 53 AGENDA BILL APPROVAL FORM Agenda Subject: Minutes of the April 30, 2018; May 14, 2018; June 11, 2018; July 23, 2018 City Council Study Session Date: July 19, 2018 Department: Administration Attachments: 04-30-2018 Minutes 05-14-2018 Minutes 06-11-2018 Minutes 07-23-2018 Minutes Budget Impact: Current Budget: $0 Proposed Revision: $0 Revised Budget: $0 Administrativ e Recommendation: Background Summary: Rev iewed by Council Committees: Councilmember:Staff: Meeting Date:August 6, 2018 Item Number:CA.B Page 10 of 53 City Council Study Session April 30, 2018 - 5:30 P M Auburn City Hall - Council Chambers MINUT E S Watch the meeting v ideo Meeting videos are not available until 72 hours after the meeting has concluded. I .C A L L TO O R D E R Deputy Mayor Bob B aggett called the meeting to order at 5:30 p.m. in the Council Chambers of A uburn City Hall, 25 West Main S treet in Auburn. A .Roll Call Councilmembers present: D eputy Mayor Bob B aggett, L arry B rown, Claude DaCorsi, J ohn Holman, Bill Peloza, Yolanda Trout-Manuel and L argo Wales. Mayor Nancy B ackus and the following department directors and staff members were in attendance: City Attorney Daniel B. Heid, Assistant Chief of P olice W illiam Pierson, F inance Director S helley Coleman, Director of Administration Dana Hinman, I nnovation and Technology Director P aul Haugan, Employee Relations and C ompensation Manager A aron B arber, S olid Waste and R ecycling S upervisor J oan Nelson, and City Clerk Danielle Daskam. I I .A NNO UNC E ME NT S , R E P O RT S , A ND P R E S E NTAT I O NS There was no announcement, report or presentation. I I I .A G E ND A I T E MS F O R C O UNC I L D I S C US S I O N A .Ordinance No. 6681 - S alary Commission (Roscoe) Compensation and E mployee Relations Manager A aron B arber presented Ordinance No. 6681 amending the Auburn City Code to include the Mayor's salary in the salary setting responsibilities of the I ndependent S alary C ommission. The Human R esources Department recommends the ordinance as it alleviates any potential perception of bias or conflict of interest in staff and/or the Mayor setting the salary of the Mayor. Manager B arber reported the cities of R enton, K ent, R edmond and Federal Way also use an I ndependent Salary C ommission to set the salaries for both the Council and the Mayor. Councilmember P eloza spoke in favor of the ordinance. Page 1 of 4Page 11 of 53 I n response to a question from C ouncilmember Wales, Manager Barber explained the Mayor's salary has been adjusted by the same cost-of-living adjustment granted to other unaffiliated or non-represented staff. Councilmember Wales questioned whether it is a conf lict of interest for the Mayor to appoint the I ndependent Salary Commission, which would set the salaries of the Council and Mayor. C ity Attorney Heid noted the I ndependent S alary Commission is an independent board and receives no compensation. T he C ouncil conf irms the appointments to the S alary Commission. A lso, the decision of the S alary Commission is subject to referendum. Councilmember Wales expressed support f or additional members on the I ndependent Salary Commission, if allowed. B .Resolution No. 5366 - Solid Waste Collection Contract (Coleman) Finance Director Coleman presented a proposal to procure a new solid waste collection contract through a competitive proposal process. Using a P owerPoint, D irector C oleman and Solid Waste and Recycling Manager J oan Nelson reviewed the current contract terms and pros and cons of extension of the current contract, negotiation with the current contractor, and pursuing a competitive process. Manager Nelson reviewed the current contract terms. She noted K ing County's tipping fee increased in 2017 was not passed along to the customers; the customers have not received an increase in rates since 2014. Waste Management's annual contract inflator was 2.83% in 2018, which was not passed on to the customers. There is no minimum or maximum C P I inflator. T he current contract with Waste Management is eligible for a second two-year extension upon 90 days written notice. I n 2016, the City invited bid proposals f or solid waste and recycling services. Waste Management was the sole bidder. Since that time, Waste Management requested the City return their bid bond and the bidding process is no longer on the table. Manager Nelson spoke briefly regarding the cost of recycling and the impact of the C hina Sword policy, where C hina has restricted or banned certain recyclables from entering their country. Councilmember DaCorsi spoke in f avor of a two year extension of the current contract and pursue a Request for P roposal (R F P ) process. Councilmember Wales requested an opportunity to brainstorm on the additional services to be included in the R F P. Councilmember DaCorsi requested copies of other cities' R F P s and scoring criteria. Page 2 of 4Page 12 of 53 Councilmembers recommended modifying the proposed resolution to reflect the R F P process and a two-year extension of the current contract. C.Resolution No. 5367 - Council Rules of Procedure (Heid) City Attorney Heid presented Resolution No. 5367, amending the Council Rules of P rocedure based on suggestions by Registered Parliamentarian A nn Macfarlane related to voting for ordinances and resolutions, preservation or order and decorum for those in the audience who disrupt meetings, motions for reconsideration, as well as use of social media and electronic equipment during Council meetings, refraining from actions detracting from deportment of the Council, absence from Council meetings, and Councilmember use of city equipment and facilities. Councilmember Wales suggested adding verbiage to Sections 4.1, 4.2 and 4.3 to include any need to leave early from a meeting. Councilmember Wales suggested department directors attend Council meetings through the end of the meeting. Councilmembers Peloza and Trout-Manuel agreed. Mayor B ackus stated it is an administrative choice as to which Councilmembers attend meetings. Resolution No. 5367 will be presented at the next regular C ouncil meeting for consideration. D.Ordinance No. 6683 - Relating to B oards and Commissions (Heid) City Attorney Heid presented Ordinance No. 6683. Not too long ago, the Council changed the city code to restrict the number of boards or commissions one person could serve on. Currently no member shall be on more than one board or commission for more than six months. I t is recommended that in order to provide the most f lexibility and fill vacancies on boards and commission, that the limitation be repealed. City A ttorney Heid noted the Mayor appoints members to boards and commissions with the Council confirming the appointments. Councilmember Trout-Manuel spoke against the proposed ordinance. S he believes there are many in the community who would like to volunteer to serve on boards and commissions. Councilmember Wales spoke in f avor of the exception f or some committees that meet once or twice a year. Councilmember Wales also suggested term limits for some of the board and commission memberships. C ity A ttorney Heid stated that some boards and commission (ie Salary Commission) have term limits. Mayor B ackus reported the process for applying for membership on a board or commission has changed in the last year or so. A pplicants must apply on line, and there are numerous ways the vacancies are promoted in the community. Applicants are interviewed by department directors, Page 3 of 4Page 13 of 53 members of the board or commission and the Mayor. The Council receives the applicant application and background inf ormation prior to the Council's confirmation of the appointment. Deputy Mayor Baggett noted recent inf ormation Council received about current vacancies on B oards. Councilmember Wales spoke in favor of more diversity on boards and commissions. Councilmember B rown suggested that those applicants who have incomplete applications be notified of the status of their application. I V.O T HE R D I S C US S I O N I T E MS There was no other discussion. V.NE W B US I NE S S Councilmember B rown announced it is his 40th wedding anniversary on this date. V I .A D J O UR NME NT There being no further discussion, the meeting adjourned at 7:28 p.m. A P P R O V E D this 6th day of A ugust, 2018. ____________________________ __________________________ B O B B A G G E T T, D E P UT Y MAYO R Danielle Daskam, City Clerk 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. Page 4 of 4Page 14 of 53 City Council Study Session Muni Serv ices S FA May 14, 2018 - 5:30 P M Council Chambers - City Hall A GE NDA Watch the meeting v ideo Meeting videos are not available until 72 hours after the meeting has concluded. I .C A L L TO O R D E R Deputy Mayor Bob B aggett called the meeting to order at 5:30 p.m. in the Council Chambers of A uburn City Hall, 25 West Main S treet in Auburn. A .Roll Call Councilmembers present: Deputy Mayor B ob Baggett, L arry B rown, Claude DaCorsi, J ohn Holman, Bill P eloza, Yolanda Trout-Manuel and L argo Wales. Mayor Nancy Backus and the following department directors and staff members were present: City A ttorney Dan Heid, Assistant Director of E ngineering Services/City Engineer I ngrid Gaub, Assistant City E ngineer J acob S weeting, Project Engineer L uis B arba, Police Chief Bob L ee, P olice Commander Mark Caillier, Police Commander Mike Hirman, I nnovation and Technology Director P aul Haugan, Assistant Director of Public Works Services Randy Bailey, Fleet/General S ervices Manager Tyler Thompson, Director of Human Resources and Risk Management Rob Roscoe, Director of A dministration Dana Hinman, and Deputy City Clerk S hawn Campbell. I I .A NNO UNC E ME NT S , R E P O RT S , A ND P R E S E NTAT I O NS There was no announcement, report or presentation. I I I .A G E ND A I T E MS F O R C O UNC I L D I S C US S I O N A .Capital P roject S tatus Report (20 Minutes) (Gaub) A ssistant City Engineer Sweeting and Project Engineer Barba presented Council with the Capital Project Status Report. A ssistant City Engineer Sweeting reviewed the duties of the Capital P rojects Group for the City and the planned construction activities for the summer of 2018. P roject E ngineer B arba reviewed the Auburn Way North Sidewalk Page 1 of 4Page 15 of 53 I mprovement P roject (P roject No. C P 1804). This is a grant funded project to improve the safety and efficiency of Auburn Way North by constructing missing sections of sidewalk, constructing A D A improvements, constructing a Rectangular Rapid F lashing B eacon (R R F B) at the intersection of A uburn Avenue and 5th S treet NE, and installing L E D lighting. I t is anticipated that this project will begin construction in late summer of 2018. Councilmember P eloza requested 4th S t S E from M S treet to Auburn Way South be added to the construction projects. A ssistant City Engineer S weeting explained that due to the condition of 4th S treet S E it will require a complete rebuild of the road including utility improvements. The City has not received any grant funding for this project and at this time it is currently not funded. Councilmember Wales requested an update on the project on 8th S treet. A ssistant City Engineer Sweeting stated the 8th S treet project is a grinding and overlay of the street surface. Councilmember Wales requested sidewalks be added to the project and inquired to the cost of adding them. A ssistant Director Gaub stated the issue with adding sidewalks is the City does not own the additional right of way required for sidewalks. The land would need to purchased. B .E lectric Vehicle Charging Stations (15 Minutes) (Bailey) A ssistant Director B ailey and F leet/General Services Manager Thompson present Council with the options for electric vehicle charging stations for the proposed City owned electic vehicles. Council discussed the replacement schedule and costs for new electric vehicles, the benefits to the City and the infrastructure in Washington S tate for travel outside of the City. Manager T hompson reviewed the vehicle charging site options and challenges. Council discussed the options for electic vehicle charging stations and it was the Council consensus to add the charging stations to the area reserved for Council parking at City Hall. C.I T Update - Digital P arity (15 Minutes) (Haugan) Continuation of the discussion on the percentage coverage and project timeline for Council's Digital Parity project. Director Haugen requested Council provide direction on the coverage percentage the Council wanted to achieve and the timeframe for completion. Councilmember P eloza stated he is concerned about the costs of adding additional coverage. He would like the funds allocated to roads that Page 2 of 4Page 16 of 53 need repairs. Councilmember Wales stated the City needs to budget for roads but also balance with other community needs. She supports the 50% goal. T he project is supposed to help families that need assistance. Councilmember B rown stated the children in A uburn need the City to invest in them. Councilmember DaCorsi and Councilmember Trout-Manuel stated they support the 50% goal. Councilmember Holman stated without the access to the technology there is an underclass being developed in the population. T he residents of A uburn need access to technology to be able to develop skills needed to succeed. I f the Council only supports the 50% goal then 50% of students will not have access to technology. D.Resolution No. 5368 (10 Minutes) (Hinman) A n I nterlocal Agreement with Green River College to render services at the business incubator Director Hinman reviewed Resolution No. 5368, an agreement with Green River College for the Business I ncubator program. She explained the program will be fully funded by a grant. I V.MUNI C I PA L S E RV I C E S D I S C US S I O N I T E MS A .P olice Department 2017 A nnual Reports (1Hour) (L ee) Deputy Mayor Baggett recessed the meeting for 10 minutes at 6:57 p.m. Deputy Mayor Baggett reconvened the meeting at 7:06 p.m. P olice Commander Caillier and Police Commander Hirman presented Council with the Police Department A nnual Report. The report includes pursuit analysis which reviews the number of pursuits, days and times and the City's pursuit policy; the C I A (Commendations, I nquiries and Allegation of Misconduct) S ummary, reviewing the Police Departments commendations, internal investigations, supervisory inquiries and combined discipline for 2017; the collisions and corrective action for collisions; the Use of F orce Reports including the force types, if the force was effective, the time of day for Use of Force and the reasons for force; and the 2017 B ias Based P rofiling A nalysis made up from officer initiated contacts. B .A irport Management Discussion (15 Minutes ) (Gaub) A ssistant Director Gaub reviewed the status of A irport Management Groups (A G M) contract. She explained A G M will not be renewing their contract at the end of 2018. S he explained the City has the option to bring the management of the airport in-house or pursing a new vendor to Page 3 of 4Page 17 of 53 manage the airport. She reviewed the cost comparisons for the two options and explained most smaller municipal airports are operated with in- house staff. Council discussed the options and the consensus was to move forward with converting the management of the Auburn Municipal A irport to in- house staff. V.O T HE R D I S C US S I O N I T E MS There was no other discussion item. V I .NE W B US I NE S S There was no new business. V I I .MAT R I X A .Matrix Councilmembers discussed the Matrix. T he firearms discussion will be added to the J uly 9th Municipal Services A genda. Councilmember Trout- Manuel requested J udge Tucker present Council with a discussion on consolidating court fees at a later date. Council requested the Airport B oard be invited to the A ugust 27, 2018 S tudy S ession to discuss the changes at the Airport. V I I I .A D J O UR NME NT There being no further discussion, the meeting adjourned at 8:24 p.m. A P P R O V E D this 6th day of A ugust, 2018. _____________________________ ________________________ B O B B A G G E T T, D E P UT Y MAYO R Shawn Campbell, Deputy City Clerk 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. Page 4 of 4Page 18 of 53 City Council Study Session Finance - Econ Dev S FA J une 11, 2018 - 5:30 P M Council Chambers - City Hall MINUT E S Watch the meeting L I V E ! Watch the meeting video Meeting videos are not available until 72 hours after the meeting has concluded. I .C A L L TO O R D E R Deputy Mayor Bob B aggett called the meeting to order at 5:30 p.m. in the Council Chambers of A uburn City Hall, 25 West Main S treet in Auburn. A .Roll Call Councilmembers present: D eputy Mayor B ob B aggett, C laude DaCorsi, J ohn Holman, B ill P eloza, and L argo Wales. Councilmembers L arry B rown and Yolanda Trout-Manuel were excused. Mayor Nancy Backus and the following department directors and staff members were present: Finance D irector S helley Coleman, Assistant Director of Engineering S ervices/City E ngineer I ngrid G aub, Utilities E ngineering Manager L isa Tobin, Financial P lanning Manager Bob B rooks, A ssistant Chief of P olice Bill P ierson, City Attorney Daniel B . Heid, I nnovation and Technology Director P aul Haugan, Assistant F inance Director K evin F uhrer, Compensation and E mployee Relations Manager A aron Barber, Traffic Engineer J ames Webb, and City Clerk Danielle Daskam. I I .A NNO UNC E ME NT S , R E P O RT S , A ND P R E S E NTAT I O NS There was no announcement, report or presentation. I I I .A G E ND A I T E MS F O R C O UNC I L D I S C US S I O N A .Utility Rate S tudy P resentation (Coleman) (20 Minutes) Finance Director Coleman introduced the consultants from the F C S Group, Angie S anchez, P rincipal, and Sergey Tarasov, P roject Manager. Ms. S anchez and Mr. Tarasov reviewed the cost of service analysis, rate design and bill impacts for each utility and each alternative rate structure. The overall revenue increase needs are: UT I L I T Y 2019 2020 2021 2022 Water 3.4%3.4%3.4%3.4% Page 1 of 7Page 19 of 53 Sewer 2.4%2.4%2.4%2.4% Storm 1.7%1.7%1.7%1.7% The sewer cost of service results indicate single family customers are paying 104 percent of full cost of service while non-single family customers are paying 97 percent of full cost. S ewer rate design considerations included: One proposed rate structure Fix inequities by moving rates toward cost of service A chieve full cost of service by 2022 The sewer rate design proposal provides for a 1.1 percent increase for single family customers for each year 2019 through 2022. Non-single family customers would receive a 3.5 percent increase for each year 2019 through 2022. S tormwater rate design alternatives include: Option 1: C O S A Rates Fix inequities by reducing the size of non-single family (NS F ) rate credits E liminate the base rate Reduce rate for single family, increase rates for non-single family Can have large impacts on some non-single family customers A chieve full cost of service by 2022 Option 2: One E S U Rate Move towards a single rate based on amount of impervious area (E quivalent Service Unit or E S U) S implify since all customers must meet same stormwater management requirements Grandfather existing non-single family customers until redevelopment or change of ownership occurs E liminate the base rate Convert all existing customers to "per E S U" rate by 2023 Most common rate structure approach used by most other storm utilities The consultants reviewed the water cost of service results and four alternatives for water rate design: Option 1: E xisting classes - no meter sizes Option 2: Condensed classes - no meter sizes Option 3: Existing classes - with different per month charges for each meter size (meter size differential) Option 4: Condensed classes - with meter size differential Meter size differential alternatives: Page 2 of 7Page 20 of 53 A ddresses intra-class equity - larger meters require additional infrastructure up-sizing, higher maintenance and replacement costs Customers with larger meters will pay more The consultant summarized with the following utility options: S ewer: P hase in towards C O S A by 2022 S torm: Two alternatives for consideration Full C O S A by 2022 One E S U charge for all classes by 2023 Water: Four alternatives for consideration E xisting classes and account-based rate structure Condensed classes, existing account-based rate structure E xisting classes and meter based rate structure Condensed classes, meter-based rate structure Councilmember DaCorsi spoke in favor of simplifying the rates. Councilmember Wales spoke in f avor of phasing in by 2020 and the E S U charge and condensed rates. Finance Director C oleman proposed Option 1 for S torm to get to f ull cost of service by 2022 and one E S U by 2023. F or Water, D irector Coleman recommended existing classes and the meter based rate structure moving towards a condensed class and a meter-based rate in 2023. Councilmember P eloza and Holman concurred with F inance Director Coleman's comments. B .S R18 & S R164 East A uburn Access (Gaub) (30 Minutes) J eanne Acutanza of the Transpo Group, consultant f or the Muckleshoot I ndian Tribe (MI T), updated the C ouncil on the S R 164 E ast A uburn A ccess - I mproved Mobility project. T he Council was last updated in the fall of 2017. Ms. A cutanza discussed the purpose of the f irst round of open houses and outreach f or the project. At the open houses, the project will be introduced to the community, including project history and review of the current process with the hope to gain feedback and build public interest in the project. Ms. A cutanza reviewed the elements of the open house. The first open house will be scheduled this summer. C.2019-2024 Transportation I mprovement Plan Annual Update (Gaub) (20 Minutes) A ssistant Director of Engineering Services/C ity E ngineer Gaub presented a memo addressed to Mayor Backus and City Council from Traffic E ngineer J ames Webb dated J une 8, 2018, regarding arterial preservation Page 3 of 7Page 21 of 53 project summary and the impact of adding the reconstruction of 4th Street S E between Auburn Way South and M Street S E into the 2019 Capital P rogram. Director Gaub also distributed a map of the City of Auburn 2019- 2024 Transportation I mprovement Program (T I P ) projects. A ssistant Director Gaub reviewed the estimated costs of the 4th Street S E reconstruction and the arterial street preservation projects currently programmed/planned between the years 2018 and 2022. T he projects programmed between 2018 and 2020 have already been awarded federal grant funds and are committed to being completed within the year of their awards. F ederal grant funding was applied f or in 2018 f or the 2021/2022 planned projects. T hese projects were identif ied as the best scoring projects based on the grant criteria. T he City will f ind out later this summer if the grant applications are successful or not. A ssistant D irector Gaub advised the 4th S treet S E reconstruction project would cost approximately $4.6 million with $2.4 million needed f rom the A rterial P reservation Fund (105). T he annual budget for the Arterial P reservation Fund is approximately $1.7 to $1.9 million, therefore the 4th S treet S E reconstruction would require more than a single year's budget and other projects, already supported by grants, would need to be removed. Traffic E ngineer Webb reviewed his 2019-2024 Transportation I mprovement P rogram A nnual Update memo, which was reviewed at the last Council study session. He noted the projects added to the T I P and the change in the project numbering conventions. There was brief discussion regarding T I P I -7, the S E 320th Street/116th Avenue S E Roundabout project. Councilmember D aCorsi, chair of the Roads Project ad hoc committee, talked about the work of the ad hoc committee, which includes reviewing the T I P projects in detail. Councilmember DaCorsi also spoke about the need to increase revenue for the Arterial P reservation Fund. Councilmember D aCorsi requested a list of all street rebuilds needed as of this date. A ssistant D irector Gaub reported the State of Our Streets Report is in process. D.Ordinance No. 6659 Stay Out of Designated A reas (Heid) (20 Minutes) A n Ordinance of the City Council of the City of A uburn, Washington, amending Section 1.24.010 of the Auburn City Code and creating a new Chapter 9.24 of the A uburn City Code relating to new gross misdemeanor violations concerning drug-related activities Deputy Mayor Baggett recessed the meeting at 7:42 p.m. for approximately eight minutes for a brief intermission. T he meeting was reconvened at 7:53 p.m. City Attorney Heid presented O rdinance No. 6659, S tay Out of Page 4 of 7Page 22 of 53 Designated Areas, for Council review. City A ttorney Heid stated the ordinance has been revised to eliminate areas within the Muckleshoot I ndian Tribe reservation. I n response to Councilmember P eloza's questions, City Attorney Heid noted that S ection 9.24.090 of the codif ied ordinance requires evaluation and review within 24 months after its implementation. C ity A ttorney Heid also indicated he would add verbiage to Section 9.24.090(B) for periodic reports to the City Council. Councilmember Wales suggested the possibility of S O D A signage. Councilmember Peloza suggested the subject of park rules be included in an upcoming study session. I V.F I NA NC E A ND E C O NO MI C D E V E L O P ME NT D I S C US S I O N I T E MS A t this time, Councilmember J ohn Holman, chair of the F inance and Economic Development Special Focus A rea, presided over the Finance discussion items. A .Ordinance No. 6684 (Coleman) (20 Minutes) A n Ordinance of the City Council of the City of A uburn, Washington, amending Ordinance No. 6621, the 2017-2018 B iennial B udget Ordinance, as amended by Ordinance No. 6646, Ordinance No. 6656, Ordinance No. 6665, Ordinance No. 6666, and Ordinance No. 6680, authorizing amendment to the City of Auburn 2017-2018 B udget as set forth in Schedule “A ” and S chedule “B” Finance Director C oleman presented Ordinance No. 6684, representing budget amendment number six. T he budget amendment includes adjusted fund balances to match actual 2018 fund balances. T he amendment also includes a new police of f icer to backf ill for the school resource officer, three new employees to manage and operate the A uburn Municipal A irport, and temporary R ecords C lerk for the City Clerk's Office. T he amendment also includes acknowledgement of grants and transfer of $1.5 from the General Fund to the Cumulative Reserve Fund. B .Ordinance No. 6682 (Coleman) (15 Minutes) A n Ordinance of the City Council of the City of A uburn, Washington, establishing Multi- Year Capital Budgeting, repurposing certain funds as S pecial F unds within the context of R C W 35A.34.270, and establishing guidelines for transferring funds between projects within capital funds Finance Director Coleman presented a P owerP oint on the multi-capital budgeting process. T he multi-capital budgeting process will eliminate the need f or annual project carry f orwards and provide a mechanism to allow movement of budget f rom completed projects that were under budget to ongoing projects that are expected to go over budget. Ordinance No. 6682 will establish the multi-capital budgeting process. C.P osition B udgeting (Coleman) (15 Minutes) Page 5 of 7Page 23 of 53 Finance D irector Coleman presented a P owerPoint relating to the proposed changes to position budgeting for support departments. Currently, salary and benefit budgets for employees in G eneral F und support departments (Human Resources, F inance and L egal) are partially allocated to other funds reflecting services they provide to those funds. As a result, department budgets don't show full staff costs because a portion of these costs are included in the budgets of "receiving" funds. To more effectively manage these budgets, it is proposed that each employee in support departments be fully accounted for in the departmental budget and that an interfund charge be assessed to other funds for services provided. S upport department budgets will show 100 percent of personnel costs that they manage and receiving funds will continue to pay their fair share of support costs. The net result will be a zero impact on fund balances for all funds. V.O T HE R D I S C US S I O N I T E MS There was no other discussion. V I .NE W B US I NE S S A .E xecutive S ession A t 5:31 p.m. and immediately after roll call, Deputy Mayor B aggett recessed the meeting f or approximately ten minutes in order to discuss potential litigation pursuant to R C W 42.30.110(1)(i). City Attorney Heid, A ssistant Director of E ngineering S ervices/City E ngineer Gaub, and Compensation and E mployee R elations Manager Barber attended the executive session. No action was anticipated as a result of the executive session. Deputy Mayor Baggett reconvened the meeting at 5:43 p.m. V I I .MAT R I X A .Matrix Councilmembers reviewed the matrix. Deputy Mayor Baggett noted three items do not have scheduled dates for discussion. City A ttorney Heid stated he believes the Human Resources Department was working on the Consolidated Court Fees presentation. Councilmember Peloza suggested adding a discussion item regarding P ark Rules to the Municipal Services Special Focus A rea. Councilmember Holman stated all items scheduled f or this evening should be deleted from the matrix and the remaining items under the Finance and E conomic Development S pecial F ocus Area have yet to be scheduled. Page 6 of 7Page 24 of 53 Councilmember D aCorsi reported the L ivable Cities discussion item is scheduled for A ugust 27th and the Airport A dvisory Board Update is scheduled for A ugust 13, 2018. V I I I .A D J O UR NME NT There being no further discussion, the meeting was adjourned at 8:32 p.m. A P P R O V E D this 6th day of A ugust, 2018. ___________________________ ___________________________ B O B B A G G E T T, D E P UT Y MAYO R Danielle Daskam, City Clerk 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. Page 7 of 7Page 25 of 53 City Council Study Session HHS S FA J uly 23, 2018 - 5:30 P M Council Chambers - City Hall MINUT E S Watch the meeting L I V E ! Watch the meeting video Meeting videos are not available until 72 hours after the meeting has concluded. I .C A L L TO O R D E R Deputy Mayor Bob B aggett called the meeting to order at 5:30 p.m. in the Council Chambers of A uburn City Hall, 25 West Main S treet in Auburn. A .Roll Call Councilmembers present: Deputy Mayor B ob Baggett, L arry B rown, Claude DaCorsi, B ill Peloza and Yolanda Trout-Manuel. Councilmembers J ohn Holman and L argo Wales were excused. Mayor Nancy Backus and the following department directors and staff members were present: City A ttorney S teve Gross, Assistant Director of E ngineering Services/City Engineer I ngrid Gaub, P olice Chief B ill P ierson, Assistant Director of Community Development Services J eff Tate, Human Resources and Risk Management Director Candis Martinson Director of A dministration Dana Hinman, and Deputy City Clerk Shawn Campbell. I I .A NNO UNC E ME NT S R E P O RT S A ND P R E S E NTAT I O NS The agenda was modified to add I tem D - L etter of S upport for the K ing County S olid Waste Comprehensive Plan to he A genda I tems for Council Discussion. I I I .A G E ND A I T E MS F O R C O UNC I L D I S C US S I O N A .I ntroduction of New Department Directors (10 Minutes) City Attorney Gross introduced himself and provided Council with a brief history of his career and experience. Director Martinson introduced herself and provided Council her background and experience. Chief Pierson introduced himself and shared with Council his background and experience. Mayor Backus noted there were three director level positions in the City recently filled. She wanted Council to meet each new director and any Page 1 of 5Page 26 of 53 new directors in the future. B .1st Quarter 2018 F inancial Report (Coleman) (15 Minutes) Director Coleman provided Council with the F irst Quarter F inancial Report. S he stated the report was delayed due to budget preparation. S he reviewed the general fund revenues and expenditures, property taxes revenues, sales and use tax revenues not from construction, sales tax revenues on construction, utility tax revenue, cable franchise fees, cable utility taxes, business license revenue, building permit revenue, intergovernmental revenues for grants entitlement and services, charges for services, development service fees, culture and recreation revenues, fines and penalties revenue, miscellaneous revenues, real estate excise Tax revenue, pet licensing revenue, capital projects expenditures from Fund 102, Fund 103 and 105, transportation and park impact fees, water revenues from water, solid waste, cemetery revenues and expenditures, purchase order and p-card transactions. C.A uburn City Code Chapter 12.64A Half S treet I mprovement Requirements (Gaub) (30 Minutes) A ssistant Director Gaub presented the proposed amendments to the half street code. S he reviewed the code requirements, when improvements are required, the current authority of the City E ngineer to authorize deferral of improvements. S he reviewed various concerns with deferring improvements and requiring they be completed. A ssistant Director Gaub reviewed the staff recommendations including keeping the language for new or additional residential, commercial or industrial unit created, keep the new access point requirements along with exemptions, adding criteria that an existing single family residence is allowed without improvements, add criteria for commercial industrial addition that is based on square footage, add criteria to address change in vehicular or pedestrian trip generation, clarify remodel of internal structure does not create a new unit, clarify replacement of homes or commercial property that was damaged does not require the improvements, remove all property valuation criteria, remove addition of 5 parking stall criteria and continuing to explore fee in lieu options. A ssistant Director Gaub requested Council consider the City's future practices around calling in deferrals, the policy of the standards for complete streets and accepting the financial burden of completing the street frontage improvements on small in fill developments. D.L etter of Support for K ing County Solid Waste Comprehensive P lan Director Coleman presented Council with the proposed letter of support to Page 2 of 5Page 27 of 53 K ing County on the Comprehensive S olid Waste Management P lan. After K ing County adopts the plan, the plan will come back to the City for approval then back to the County for submittal to the E I S Commission. Councilmember P eloza requested Pat McL aughlin and the Council be copied on the letter. I V.HE A LT H A ND HUMA N S E RV I C E S D I S C US S I O N I T E MS A .A ffordable Housing - L ocal and Regional Overview (Hinman) (20 Minutes) S taff from the Housing Development Consortium of S eattle-K ing County will provide a presentation of Housing Affordability in Auburn: Growing Need and Opportunity Councilmember Trout-Manuel recessed the meeting for five minutes at 7:04 p.m. She called the meeting back to order at 7:11 p.m. Director Hinman introduced P atience Malaba and S ara Wamsley from the King County Housing Development Consortium. Ms. Malaba explained what the K ing County Housing Development Consortium is and their mission. Ms. Warmsley explained what is considered affordable housing, reviewed the types of households struggling with housing costs, the levels of housing cost burdened households. S he explained having a high cost burdened population affects a city as a whole. The rent increases in S outh King County have risen over 34% over the last five years. S he reviewed the tools a City can use to help cost burdened households attain affordable housing, including land use, tenant preservation, inclusionary zoning, multifamily tax exemption and code compliance loans. B .Count Us I n Presentation (Hinman) (30 Minutes) S taff from All Home will present on K ing County's A nnual Point in Time Count of people experiencing homelessness. Director Hinman introduced Danielle W inslow from A ll Home. Ms. W inslow stated one of the items for the continuum of care is a P oint in Time Count. This counts people who are homeless on one specific night. There are various components to the Point in Time Count, a general street count, a youth and young adult count, a sheltered count and a peer conduced survey. Ms. W inslow reviewed the Point in Time counts methodology and how the data collected is only one data point collected to give a full picture of the homelessness issue in the area. Ms. W inslow reviewed the results in the 2018 King County P oint in Time Count. She noted there was a decrease in veterans and youth homelessness, the landscape where people are staying is shifting from tents to vehicles, homelessness was not a choice for those asked, homeless people need rental assistance, homelessness disproportionately impacts people of color and other historically marginalized populations. C.Homeless Task F orce Update (Hinman) (15 Minutes) Page 3 of 5Page 28 of 53 On J une 21, Mayor Backus and staff reconvened the Homeless Task Force to update them on the progress of the work and to identify the future of the Task Force. Director Hinman presented Council with a report on the Auburn Task Force on Homelessness. Mayor Backus reconvened the Taskforce to share the progress made on the action plan and move forward on areas that have not been completed. Director Hinman reviewed the original process for the Homelessness Task Force, and the criteria of each recommendation. She provided a status for each of the 15 P riority Recommendations. 1. Create a program where homeless are hired daily to help clean the community – E X P L O R I NG 2. E nsure police have information to provide service and shelter referrals to homeless individuals - D O NE 3. Open additional shelter in City –more than just the existing winter shelter for cold nights – D O NE! 4. Expand shelter services to youth under the age of 18 – AVA I L A B L E, MO R E NE E D E D 5. I ncrease the supply of low-barrier shelter beds in the City – I N P R O G R E S S 6. Create a hygiene center / day center with storage, showers, laundry and access to resources. E xplore siting in an existing vacant building – AVA I L A B L E , MO R E NE E D E D 7. E xpand programs, facilities and services available to address behavioral health issues of homeless individuals – I N P R O G R E S 8. P rovide additional subsidized housing for single adults without disabilities, children, or veteran status: currently, there are very limited resources for this population – I N P R O G R E S S 9. P rovide landlord assistance for damages as well as rent guarantee / support the countywide L andlord L iaison Program - E X P L O R I NG 10. I mplement a program to help educate residents about homelessness - O NG O I NG 11. Continue to expand City's involvement with county, state and the federal government to better support funding for and awareness of homelessness in S outh King County - O NG O I NG 12. A dvocate for more state funding for all types of behavioral health services-- mental health, substance abuse, detox beds, etc. - O NG O I NG 13. A dvocate for funding for individuals without state insurance/on disability to access mental health and substance abuse treatment - O NG O I NG 14. A dvocate to require utilities to expand subsidy for low income customers - O NG O I NG 15. Create best practice training for all systems to build connections between agencies – E X P L O R I NG/C UR R E NT P R A C T I C E I N A UB UR N? Page 4 of 5Page 29 of 53 V.O T HE R D I S C US S I O N I T E MS There was no other discussion item. V I .NE W B US I NE S S There was no new business. V I I .MAT R I X A .Matrix Councilmembers discussed the matrix. Councilmember DaCorsi requested a presentation on abandoned houses be added to the projected agenda. V I I I .A D J O UR NME NT There being no further discussion, the meeting adjourned at 8:33 p.m. A P P R O V E D this 6th day of A ugust, 2018. _____________________________ ________________________ B O B B A G G E T T, D E P UT Y MAYO R Shawn Campbell, Deputy City Clerk 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. Page 5 of 5Page 30 of 53 AGENDA BILL APPROVAL FORM Agenda Subject: Claims Vouchers (Coleman) Date: July 31, 2018 Department: Administration Attachments: No Attachments Av ailable Budget Impact: Current Budget: $0 Proposed Revision: $0 Revised Budget: $0 Administrativ e Recommendation: Approve Claims Vouchers Background Summary: Voucher numbers 449882 through 450196 in the amount of $1,318,541.51 and five wire transfers in the amount of $752,151.01 and dated August 6, 2018 Rev iewed by Council Committees: Councilmember:Staff:Coleman Meeting Date:August 6, 2018 Item Number:CA.C Page 31 of 53 AGENDA BILL APPROVAL FORM Agenda Subject: Payroll Vouchers (Coleman) Date: July 31, 2018 Department: Administration Attachments: No Attachments Av ailable Budget Impact: Current Budget: $0 Proposed Revision: $0 Revised Budget: $0 Administrativ e Recommendation: Approve payroll vouchers Background Summary: Payroll check numbers 538029 through 538049 in the amount of $500,188.12, electronic deposit transmissions in the amount of $2,096,250.39 for a grand total of $2,596,438.51 for the period covering July 12, 2018 to August 1, 2018. Rev iewed by Council Committees: Councilmember:Staff:Coleman Meeting Date:August 6, 2018 Item Number:CA.D Page 32 of 53 AGENDA BILL APPROVAL FORM Agenda Subject: Public Works Contract No. 18-18 Date: August 1, 2018 Department: Administration Attachments: Executive Summary Budget Impact: Current Budget: $0 Proposed Revision: $0 Revised Budget: $0 Administrativ e Recommendation: Move to approve the Consent Agenda Background Summary: The purpose of this project upgrade the pneumatic controls to direct digital controls. Currently the Council Chambers air handler unit operates 24/7 in occupied mode. Upgrading will allow scheduling for after-hours events, monitoring and diagnostics. In addition, it will allow for occupant comfort and energy savings (see attached executive summary). McKinstry has a US Communities contract with the Port of Portland. The original contract and amendment allows for cooperative purchasing under RCW 39.34 and allows the City to issue a contract directly to McKinstry to construct the energy upgrades recommended by the energy audit, without another competitive bid (the umbrella contract was already competitively bid). This is a budgeted project. Rev iewed by Council Committees: Councilmember:Staff:Hinman Meeting Date:August 6, 2018 Item Number:CA.E Page 33 of 53 Page 34 of 53 Page 35 of 53 AGENDA BILL APPROVAL FORM Agenda Subject: Resolution No. 5379 Date: July 31, 2018 Department: Parks/Art and Recreation Attachments: Res 5379 Draft Contract grant application Budget Impact: Current Budget: $0 Proposed Revision: $0 Revised Budget: $0 Administrativ e Recommendation: Move to adopt Resolution 5379 Background Summary: City of Auburn Parks, Arts and Recreation successfully applied for a grant from the King County Veterans, Seniors and Human Services Levy in November of 2017. Funds were requested to make various programmatic and physical improvements to the Auburn Senior Center including a social service assistance, repairs to the kitchen floor and the addition of a looped hearing system for the hearing impaired. Rev iewed by Council Committees: Councilmember:Staff:Faber Meeting Date:August 6, 2018 Item Number:RES.A Page 36 of 53 RESOLUTION NO. 5 3 7 9 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF AUBURN, WASHINGTON, AUTHORIZING THE MAYOR TO NEGOTIATE AND EXECUTE A GRANT AGREEMENT WITH KING COUNTY, WASHINGTON FOR FUNDS FROM THE VETERANS, SENIORS, AND HUMAN SERVICES LEVY, AND TO APPROPRIATE AND EXPEND THE GRANT FUNDS WHEREAS, King County voters approved the Veterans, Seniors, and Human Services Levy (VSHSL) in November, 2017; and WHEREAS, The King County Council adopted Ordinance 2018-0173 on July 16, 2018, adopting an implementation plan for the Levy; and WHEREAS, the Parks, Arts, and Recreation Department submitted a grant application for funds to increase programing, provide social service assistance, repair the kitchen floor and add a looped hearing assistance system at the Senior Center; and WHEREAS, the implementation plan includes a grant of up to $118,062.20 to the City; and WHEREAS, the Mayor recommends Council authorize the administration to negotiate and execute a grant agreement with the County, and to expend the grant funds in accordance with that agreement.. NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF AUBURN, WASHINGTON, HEREBY RESOLVES as follows: Section 1. The Mayor is authorized to negotiate and execute a grant agreement with King County in an amount granted under the VSHSL Levy Implementation Plan. Resolution No. 5379 August 6, 2018 Page 1 of 2 Page 37 of 53 Section 2. The Mayor is authorized to expend the grant funds and implement such administrative procedures as may be necessary to carry out the directives of this legislation. The grant amount shall be included in a future budget amendment. Section 3. This Resolution shall take effect and be in full force upon passage and signature. Dated and Signed this day of 2018. CITY OF AUBURN NANCY BACKUS, MAYOR ATTEST: Danielle E. Daskam, City Clerk APPROVED AS TO FORM: 1r, ilk, A Steven L. Gross, City Attorney Resolution No. 5379 August 6, 2018 Page 2 of 2 Page 38 of 53 Auburn Senior Activity Center Page 1 of 6 2018 Contract # - Exh II DRAFT EXHIBIT II AUBURN SENIOR ACTIVITY CENTER SENIOR CENTER PROGRAM I. WORK STATEMENT The Contractor shall increase participation and inclusion, update organizational infrastructure, complete minor capital improvements and facility repairs, provide enhanced services including referrals for King County’s Property tax Exemption for older persons in accordance with the terms and conditions described hereinafter and in the attached application for the Spring 2018 Senior Center Request for Qualifications, Attachment A. The total amount of reimbursement pursuant to this Exhibit shall not exceed $118,062 in County funds during the period July 1, 2018 through December 31, 2018. The contract period may be extended at the discretion of King County based on its evaluation of circumstances such as a capital project that cannot be completed by December 31, 2018 due to circumstances beyond the control of the Contractor. II. PROGRAM DESCRIPTION A. Outcomes: The senior center increases short-term stability through one-time investment that: 1. Increases senior center participation and inclusion; 2. Updates Organizational Infrastructure; 3. Maintains the Center’s facility through maintenance or minor capital projects; and/or Sustains or Enhances senior center programming without creating ongoing funding requirements B. Indicators 1. Formulate and implement strategies to increase participation and inclusion of previously underserved groups 2. Update organization infrastructure as described in the Contractor’s RFQ application, Attachment A 3. Complete capital investment projects to enhance or maintain the facility as described in the RFQ application 4. Maintain or enhance programming as described in the RFQ application 5. Market, educate participants, refer and have available applications for the King County Property Tax Exemption program. Page 39 of 53 Auburn Senior Activity Center Page 2 of 6 2018 Contract # - Exh II C. Eligibility This contract’s funding must be used to provide capital and/or regional health and human services for persons who are 55 years old or older or their caregivers. King County encourages particular focus on older adults who live on low-incomes, who are people of color, who are geographically, physically, culturally, or linguistically isolated, or whose primary language is not English. No otherwise eligible person may be required to pay to receive services or access facilities funded by this contract, although contractors may provide the opportunity for persons to provide donations. D. Definitions 1. “Sustain or Enhance Programming” means investments that will extend operations of or enhance basic services such as Health Promotion, Wellness and Fitness; Education, Recreation, Socialization; Social Work Services and Outreach Activities. Social work services include assistance provided by, or under the supervision of a qualified social worker including one-on-one counseling, home visits, group sessions to older adults or caregivers. 2. “Increase Participation and Inclusion” means obtaining the participation of new and more diverse older adults such as underserved, homeless, homebound, isolated, rural or marginalized older adult populations and caregivers or those with mobility issues. It may include a variety of strategies to locate, recruit older adults or assess the best strategies to accomplish increased participation and inclusion of older adults residing in their service area, but not currently participating in at the senior center. 3. “King County Property Tax Exemption Outreach” for King County senior citizens is defined as marketing, educating participants, making referrals to the King County Assessor’s Office and having available applications for low income older adults to apply for a reduction in property taxes. 4. “Legal Counseling” is defined as activities delivered by volunteer attorneys, trained legal interns, or other trained volunteers to provide clients with individual or group education, information, or advice on legal issues. 5. “Minor Capital Investments” to Enhance or Maintain the Facility means repairs, physical improvements, maintenance, vehicle repairs, or equipment purchases not exceeding $49,999. A variety of projects and/or purchases may be proposed under this category. 6. “Partnerships with Small Nutrition Sites” means senior center’s establishing a relationship with nutrition sites that do not meet the definition of senior center and to foster a relationship between the two agencies, enhance services available at the small nutrition site(s) such as expanded programming, increased days of operation and assistance to connect participants to the broader network of services available to older adults in King County. 7. “Schedule of Activities” is defined as a list that shows the names, dates and times of activities and programs offered specifically targeting and without charge to individuals age 55 and older. Page 40 of 53 Auburn Senior Activity Center Page 3 of 6 2018 Contract # - Exh II 8. “Senior Center Survey” is defined as a measurement tool designed to assess whether senior center participants received benefit and/or saw positive changes in their lives as a result of attending the senior center. 9. “Small Nutrition Site” means an agency listed in Attachment 2, Aging and Disability Services Congregate Nutrition Sites, that does not provide qualifying services for seniors three days a week for a minimum of 15 hours a week. 10. “Transportation Services” are defined as activities to provide mobility to clients by means of providing transportation directly, collaborating with organizations that provide transportation, or assisting clients to access transportation when they cannot drive. 11. “Update Organizational Infrastructure” means developing, maintaining or repairing the organization’s systems, staff capacity and information technology infrastructure that allows the senior center to function well and effectively and efficiently serve seniors. E. Program Requirements 1. Minimum Performance Requirements The Contractor shall meet the following minimum performance requirements during the term of this Exhibit and shall complete the reporting requirements set out in Section IV of this Exhibit: a. Increase senior center participation and inclusion: i. Maintain a partnership with SeaMar, a Latino-based community health-based organization, and increase frequency of their programming to at least once a weekly ii. Fund, schedule and hold ___ diversity education classes focusing on respect and managing cultural diversity iii. Market through a variety of media the activity center’s senior programming and availability of transportation through the Hyde Shuttle. b. Update organizational infrastructure through a variety of purchases including: i. Installation a hearing loop system ii. Update software, ACTIVE NET to include questions relevant to data requests iii. Staffing to input data into updated software. c. Implement minor capital investments to enhance or maintain the facility including: Page 41 of 53 Auburn Senior Activity Center Page 4 of 6 2018 Contract # - Exh II i. Replacement of kitchen floor ii. Purchase of two power lift chairs d. Sustained or enhanced programming including: iii. Subcontract with a behavioral health agency such as Valley Cities Behavioral Health agency for a minimum of 10 social work hours a week to provide a variety of services and programs including case management, Be Well workshops, grief and life transition support, individuals counseling, support groups and referrals and coordination of services. iv. Publicize availability of social work services through a variety of media. v. Offer at least ____ free Contemporary Ethics lecture services on a variety of topics such as the Ethics of War and End of Life Ethics. vi. Free Stay Active and Independent for Life (SAIL) classes offered a minimum of twice a week with instruction offered by trained SAIL program leaders. d. Provide King County Property Tax Exemption Outreach to older adults including the following services: i. Agency shall publicize and provide information to older adults participating at the senior center about the availability of the King County Senior Property Tax Exemption. ii. Agency shall have paper applications for the senior property tax exemption available to interested individuals. iii. Agency shall provide interested seniors with referral information on how to contact King County Assessor and apply for the senior property tax exemption. iv. Agency will include the number of individuals referred to the King County Assessor’s office in their monthly report. III. COMPENSATION AND METHOD OF PAYMENT A. Billing Invoice Package 1. The Contractor shall submit a Billing Invoice Package monthly that consists of an invoice statement, receipts and other reporting requirements as stated in Section IV., REPORTING REQUIREMENTS, of this Exhibit in a format and Page 42 of 53 Auburn Senior Activity Center Page 5 of 6 2018 Contract # - Exh II method approved by the County. The Billing Invoice Package is due within ten working days after the end of each month. 2. A hard copy of the invoice statement shall be submitted with original signatures. Accompanying reports as stated in Section IV. shall be submitted electronically. B. Method of Payment 1. The monthly payment for Contractor expenses incurred for Updating Organizational Infrastructure and implementing Capital Improvements and Minor Facility Repairs shall be made upon submission of documentation of actual cost of equipment, labor, and services. Reimbursement for these expenses shall not exceed: $82,704 2. The monthly payment schedule for Increased Participation, Enhanced Programming and King County Property Tax Exemption Outreach shall be: July – December 2018 $5,893 Reimbursement for these services shall not exceed: $35,358 3. Reimbursement for this contract shall not exceed: $118,062. 4. The Contractor shall advise the County quarterly of any changes in revenues from sources other than the County that are used to provide services funded under this Exhibit. The Contractor agrees to renegotiate performance requirements if the County determines that such changes are substantial. 5. Payment to the Contractor may be withheld for any month in which the Contractor has not submitted the contractually required reports. IV. REPORTING AND EVALUATION REQUIREMENTS The Contractor shall submit the following reports electronically in a format and method approved by the County: A. Narrative Report, in a format approved by the County, identifying which of the services specified in Section II.D.1., Minimum Performance Requirements, the Contractor provided with each monthly invoice. The number of individuals referred to the King County Assessor’s Office will be included in this report. B. Agencies that received funds for Minor Capital Investments will include in their monthly updates progress made towards completion of their capital projects and purchases. C. Contractor shall report to the County by December 10, 2018 on the progress of any capital projects and indicate whether the project(s) will be completed by December 31, 2018. An extension to the contract for the purpose of completing the project(s) can be considered at that time. Page 43 of 53 Auburn Senior Activity Center Page 6 of 6 2018 Contract # - Exh II D. A monthly schedule of activities and programs shall be submitted with the Narrative Report identifying names, dates and times of activities and programs offered specifically targeting and without charge to individuals age 55 and older. E. The six-month Senior Center Participant Report, Attachment B, on unduplicated participants for the contract period July 1, 2018 – December 31, 2018. It will include cumulative data on referrals make to the King County Assessor’s Office for Property Tax Exemptions. F. A six-month narrative report that shall describe the specific results of each of the services specified in Section II.D.1., Minimum Performance Requirements, and how each of those services increased the senior center’s short-term stability. Page 44 of 53 Powered by ZoomGrants™ Email This Preview Save as PDF Print Close Window A▲▼ King County, WA Dept of Community & Human Services King County Spring 2018 Senior Center RFQ 6/7/2018 deadline Auburn Senior Activity Center - City of Auburn Auburn Senior Activity Center-King County Spring 2018 RFQ USD$ 105,562.20 Requested USD$ 30,562 Amount over $75,000 requested Project Contact Radine Lozier rlozier@auburnwa.gov Tel: 253-288-7440 Additional Contacts kbrady@auburnwa.gov,jkrueger@auburnwa.gov Auburn Senior Activity Center - City of Auburn 808 9th ST SE Auburn, WA 98002 United States Mayor Nancy Backus nbackus@auburnwa.gov Telephone 253-931-3016 Fax 253-288-7444 Web auburnwa.gov EIN 91-6001228 DUNS #032942575 SAM Expires Application Questions AGENCY BACKGROUND INFORMATION 1. Organization Type: 2. WA Business License Number: BUS-08667 3. Current Days and Hours of Operation: Please specify the number of days and total number of hours the senior center provides services (ex: Open 4 days per week for a total of 32 hours per week). Monday-Thursday, 8am-9 pm; Friday, 8am-5pm; Total 61 hours per week 4. Days of week Meal provided (if any): Monday, Tuesday, Wednesday, Thursday, Friday 5. Services currently provided: Check all that are currently being provided 6. Do you oversee the provision of nutrition services at multiple senior centers? gfedc Non-Profit gfedc For Profit ✔✔✔✔ Public Agency gfedc Other: ✔✔✔✔ Food / Nutrition ✔✔✔✔ Health / Fitness ✔✔✔✔ Education / Socialization gfedc Social Work ✔✔✔✔ Outreach gfedc None of the above Page 45 of 53 7. Number older adults 55+ served in 2017: 8. Numbers served by race/ethnicity in 2017 (if known): 9. Summary of proposed program: In four sentences describe in what program areas you will request funding and briefly what you will provide and/or purchase. What populations will you focus on to increase program participation. The Auburn Senior Activity Center seeks to increase participation & inclusion by installing a looping system to allow hearing impaired participants to hear better in the facility banquet room, classroom and TV room. The Center will expand a partnership with the Latino-based organization, Sea Mar, from once monthly to once a week and offer a new Diversity Education Series of classes for 4 weeks focusing on bullying and inclusion among seniors. Additionally, the Center will advertise with the Auburn Reporter about Center options and promote Hyde Shuttle as a free transportation option. The Center will update organizational software, ACTIVE NET, to ask appropriate and relevant customer questions to gather data required as part of a grant award. Two minor capital investments are sought. The first is replacing the kitchen floor, originally installed in 2001. Catholic Community Services oversees the Nutrition Site at the Center, operated daily, Mon-Fri. 19,644 meals served in 2017. The other request is for two power lift chairs for the classroom used every Friday by Auburn Respite, an Adult Day Care program. To enhance programming, the Center will establish a contract with Valley Cities Behavioral Health for a 10 hour/week social worker to provide services at the Center from Aug-Dec 2018. The Center will offer a free Contemporary Ethics Lecture Series and the twice weekly evidence-based SAIL Fall Prevention Program, which will be offered for free to participants. POTENTIAL PARTICIPANTS Which communities or population(s) of older adults reside in your service area? Review Attachment 5 - Zip Code Demographics Table that provides data on poverty, race/ ethnicity, etc. in King County by zip codes. Estimate those zip codes or portions of zip codes that are in your service area and use the Table to approximate the number of older adults in each of the groups listed below that your program you may be able to serve. For example, if you believe you may serve all of one zip code and a portion of another use your best judgement to estimate how many potential participants in that particular community or population you might serve. 10. What zip codes do you estimate that your program serves including what percent of each zip code? Please separate each zip code by a comma followed by the estimated percent served within each zip code (Example: 98101 25%, 98102 5%, 98111 13%, etc.) The Auburn Senior Activity Center generally serves the following King County Zip Codes 98001 30%; 98002 32%; 98092 38% 11. What small nutrition sites exist in your service area? Include Name, Address, and City for each site. See Attachment 6_ 2018 ADS Senior Congregate Nutrition Sites for addresses and Attachment 11 Links to Demographic Maps to help locate the small nutrition sites in King County. We have no small nutrition sites in the Auburn Senior Activity Center service area gfedc Yes ✔✔✔✔ No 2233 Number older adults 55+ served in 2017 2,233.002,233.00 TOTAL American Indian / Alaskan Native Black / African American Hispanic / Latino White Asian Hawaiian Native / Pacific Islander Multi-racial 2233 Other 2,233.002,233.00 TOTAL Page 46 of 53 DEMOGRAPHICS 12. Race/ethnicity: For this question you must click on the "Questions Formatted as Tables" tab above and fill out the Demographics table. Refer to Attachment 5 Zip Code Demographics Table to complete. Please confirm below this has been completed. 13. Age Group and Type of Service: Please type (in the boxes provided below) the approximate number in your potential service area 14. Low Income: Please type (in the box provided below) the approximate number in your potential service area 15. Percent Who Speak a Language other than English at Home: Please type (in the box provided below) the approximate percent (%) of older adults in your potential service area 16. Additional categories: If Other applies, please specify the other population. If no additional categories, select Not Applicable. 17. What area(s) will you serve with this program? Check Attachment 12 Link to King County Regions map if you are uncertain of what regions you will serve. If "Other" selected, please use the following question to provide a list of another city, neighborhood or other areas in King County. 18. Specific Neighborhoods and or other areas within King County to be served by this program. Type Not Applicable if necessary Not Applicable ATTACHMENT 2 - PROGRAM NARRATIVE - SCOPE OF WORK See Attachment 2 for a description of each question and rating criteria that will be used to evaluate your response. You may ✔✔✔✔ Yes, I have filled out the demographics table 26,155 Ages 55+ 13,130 Ages 55-64 8,341 Ages 65-74 3,521 Ages 75-84 1,163 Ages 85+ 52,310.0052,310.00 TOTAL 4,090 Less than 100% Federal Poverty Level 4,090.004,090.00 TOTAL 4.3 Primary language other than English 4.304.30 TOTAL gfedc Ability / Disability gfedc LGBTQ+ gfedc Other, please explain: ✔✔✔✔ Not Applicable gfedc North King County Suburban gfedc North King County Rural gfedc North King County Urban gfedc East King County Suburban gfedc East King County Rural gfedc East King County Urban ✔✔✔✔ South King County Suburban ✔✔✔✔ South King County Rural ✔✔✔✔ South King County Urban gfedc City of Seattle (specify neighborhoods in Question 18 below) ✔✔✔✔ Unincorporated King County gfedc Other (specify other below in Question 18 below) Page 47 of 53 answer questions 19 through 23 below by creating your own Word document and copying and pasting your answer in the appropriate box, or type your answer directly into the box that appears below each question. Be sure to check the number of characters in your answer, so each is no more than 6000 characters. In Word you can do this by clicking Review / Word Count on the menu bar. 19. Capacity and Experience - Required (30 points) See Attachment 2 -Program Narrative - Scope of Work and provide the information requested in a. through g. in a maximum of 6000 characters. Upload requested documents under the Upload Documents Tab. The Auburn Senior Activity Center has been providing services to older adults in King County since the early 70’s. The Center is owned and operated by the City of Auburn with 4.5 FTE’s (Center Supervisor, Coordinator, Specialist, Office Assistant, & .5 Facility Assistant) and a part-time clerical support position. The Auburn Senior Activity Center enhances the quality of life of senior adults in the Auburn community through social, recreational, health and wellness, educational, and nutritional services and programs. Located at 808 Ninth Street SE, the Center serves individuals age 50 and over with a variety of activities and social needs. The Center is open from Monday-Friday from 8 a.m. – 5 p.m. with extended evening offerings Monday-Thursday from 5 p.m. – 9 p.m. The Center is also rented by community groups and organizations on various evening and weekend hours. The Center produces a quarterly activity brochure that lists upcoming classes, activities and events and also offer opportunities to get involved either as a volunteer or a participant. Recreational opportunities include hiking and nature walks, dance and exercise classes, day and overnight travel opportunities, volleyball, Pickle ball and drop-in play in the pool room. There is also music and dancing four times a month. The Senior Activity Center hosts a variety of special events and luncheon celebrations. There is a daily lunch program operated by Catholic Community Services, a monthly social dinner, and a monthly coffee hour with the Mayor and Auburn City Councilmembers. A food pantry is offered twice a month and provides access to a wide variety of items such as cereals, grains, cheeses, spices, raisins, juice, and soup at bulk discount prices. Educational and learning opportunities are offered through book club, driver’s safety, Spanish classes, art classes, and lectures on Thursdays. A variety of health and wellness programs are offered, including foot care, blood pressure clinics, massage, acupuncture, and dental cleaning. On-going social time at the center includes games such as Mah Jongg, Scrabble, Bingo, Dominoes, Pinochle, Contract Bridge, and puzzles as well as a coffee bar and movie days. The Senior Center falls under the City of Auburn, which is audited yearly by the Office of the Washington State Auditor. The most recent audit, for the period January 1, 2016-December 31, 2016, is attached. The City of Auburn Finance Department’s major responsibilities include: financial and budgetary policy development, long-term financing and cash management, utility billing and customer service, payroll, purchasing, accounts payable, and accounts receivable. Other duties include providing analytical support, accounting and budgeting advice to city departments, and overseeing the six-year Capital Facility Plan. The department is authorized 24 FTE. City management has developed and evaluated a comprehensive internal control structure that is designed to protect the City’s assets from loss, theft, or misuse and to compile sufficient reliable information for the preparation of the City’s financial statements in conformity with generally accepted accounting principles. Because the cost of internal controls should not outweigh the benefits, the City’s internal control structure is designed to provide reasonable, rather than absolute, assurance that the financial statements will be free from material misstatement. The City’s system of internal controls, adherence to generally accepted accounting principles and compliance with Governmental Accounting Standards Board (GASB) pronouncements, and determination as to the fair presentation of its financial statements are subject to an annual review performed by the Washington State Auditor’s Office. The City uses Tyler Technologies’ Eden Inforum Gold for payroll and general ledger accounting. The City has established policies and procedures to govern financial activities regarding purchasing, investments, grants management, cash receipts, business related travel, fixed assets, and debt compliance. The City of Auburn uses ACTIVE Net for participant registration and data collection. We collect, analyze and report general participant data on a yearly basis for budgeting, annual reports and nutrition site requirements. 20. Increase Participation and Inclusion - Required (30 points) See Attachment 2 and respond to the information requested in no more than 6000 characters. If partnering with a small senior nutrition site(s), provide the Nutrition Partner information requested under the Questions in Table Format tab. The Auburn Senior Activity Center seeks to expand outreach efforts to socially isolated individuals and different ethnic groups living in the Auburn community. Page 48 of 53 We seek to help engage older adults who may be socially isolated due to hearing loss in our programming by installing a looping system to allow our hearing impaired participant to hear better in the facility banquet room (lunch room), classroom, and TV room. A looping system is a special type of sound system that provides a magnetic, wireless signal that is picked up by the hearing aid when it is set to a special setting. The hearing loop consists of a microphone to pick up the sounds; an amplifier which processes the signal which is then sent through the final piece; the loop cable, a wire placed around the perimeter of a specific area to act as an antenna that radiates the magnetic signal to the hearing aid. We will work to identify the seniors that currently participate in our programming to inform them of the enhanced hearing system that will allow them to more fully participate in programs and activities. We will also promote the new system in our quarterly brochure, through our electronic newsletters and city publications, and through senior living facilities to notify seniors that may not come to or participate in Center programming because of hearing impairments. The Center is requesting $28,798 in grant funds for the Looping System which will be installed in August 2018. (This is priority #1 in the overall grant request). To engage and increase participation from our ethnically diverse populations, the Center is seeking to expand a partnership with the Latino-based community health-based organization, Sea Mar. Sea Mar currently brings approximately 20 Spanish- speaking seniors from around Auburn to the Senior Center for a once monthly visit. They participate in exercise classes, the lunch program, and other center activities. Sea Mar provides a programming assistant to help with language barriers and interaction amongst all seniors at the Center. The Center is seeking to establish the popular program on a weekly basis instead of a monthly basis. The grant funding would cover a professional service contract for the Sea Mar programming staff and their client transportation from August-December 2018. Program cost for the five months would be $4,225. (This is priority #5 in the overall grant request). The Center also is seeking grant funds to offer a Diversity Education Series of classes for 4 weeks focusing on bullying and inclusion among seniors. This would be offered free of charge to all participants and teach participants strategies for promoting harmonious living, practicing mutual respect and managing cultural diversity. Overall cost for series is $500. (This is priority #6 in the overall grant request). The Center will target socially isolated and low-income populations to increase awareness about Auburn Senior Activity Center programs and donation-based transportation options provided to the Center through the Hyde Shuttle that is provided via a partnership between King County Metro and Sound Generations. While this transportation option has been available for a few years, many participants are still unaware of the service. The Center will advertise with the Auburn Reporter, will market the program in the City’s Auburn Magazine (mailed to all Auburn households), the Senior Activity Center Quarterly Brochure, and the City’s website and social media sites. Marketing costs will be $1,000. (This is priority #9 in the overall grant request). 21. Update Organizational Infrastructure (30 points) See Attachment 2 and respond to items a. through c. in a maximum of 6000 characters. The Center will need to update organization software, ACTIVE NET, to ask appropriate and relevant customer questions to gather data required as part of a grant award. This update will require a clerical staff member (at the rate of $19.42/hour)to spend 160 hours to work with volunteers to input data for approximately 2,200 unduplicated customers into the updated software system. The total grant funds request will be $3,107.20. The new data tracked will include the following required information as is necessary for grant reporting: Client ID; Date of Birth; Zip Code; Race/Ethnicity (categories to include American Indian/Alaskan Native, Asian, Black/African American, Hispanic/Latino, Native Hawaiian/Pacific Islander, White, More Than one Race, Other Race); Gender; Home Language; Veteran Status; Veteran Family Member; Household Size; Household Income Range; and Enrollment Date. (This is priority #2 in the overall grant request). 22. Minor Capital Investments to Enhance or Maintain the Facility (30 points) See Attachment 2 and respond to items a. through f. in a maximum of 6000 characters. Upload any estimates under the Upload Documents tab. Two minor capital investments are sought for the Auburn Senior Activity Center. The first is the replacement of a kitchen floor, originally installed in 2001. The kitchen at the Center is utilized for lunch every Monday-Friday by Catholic Community Services to operate the Older Americans Act-funded Senior Congregate Meal Site. In 2017, 19,644 meals were served at the site, the largest site for Catholic Community Services in King County. The total cost for replacement is $121,334. The Auburn Senior Activity Center is seeking $49,999 in grant funds (the maximum allowed for a Minor Capital Investment). The City Facilities Department will fund the rest of the replacement costs, $79,335. It is anticipated that the new kitchen floor would be installed in August 2018. With the current floor, water is getting trapped between the floor surfacing and the concrete sub-floor, causing warps and peeling. The lunch site serves approximately 75 seniors in need on a daily basis. The kitchen needs to be operational and in good condition for all staff and volunteers to continue this much- needed service for area seniors. (This is priority #4 in the overall grant request). The other Minor Capital Investment is for the purchase of two power lift chairs, purchase price approximately $400 per chair for a total of $800. The chairs would be purchased immediately upon receiving approval of grant funds. These chairs will be placed in the classroom at the Auburn Senior Activity Center. The classroom is used every Friday by Auburn Respite. This non-profit service organization provides adult day care for seniors afflicted with dementia, Parkinson's Disease, stroke, or generally frail Page 49 of 53 health. While the senior enjoys a day of stimulation, activities, and reminiscing with peers; his unpaid family care giver is given a day of respite. Participation in the program helps keep seniors healthier longer, delaying or avoiding the need for costlier out of home care. The relief, both mental and physical, that is provided for families living with degenerative brain diseases is immeasurable. The Auburn Respite Program has successfully served the Auburn community for over thirty years on an extremely modest budget and volunteer man power. There is a nominal fee charged for the service and currently they serve 13 clients each week. The power lift recliners will provide clients with a comfortable resting place and allow participants to get from a sitting position to a standing position with ease and dignity. (This is priority #7 in the overall grant request). 23. Maintain and Enhance Programming (30 points) See Attachment 2 and respond to items a. through d. in a maximum of 6000 characters. The center will be enhancing socialization, personal growth, fitness, wellness and mental health by establishing new programs and enhancing an existing evidence-based program. The Auburn Senior Activity Center is centrally located in Auburn and serves as a community hub. The Center receives daily requests from seniors, as well as request for assistance from others in the community related to senior social service needs. The seniors that utilize the Center, often request social services and need assistance navigating the social service system. Currently, there are no formal social work services offered at the Center. The Auburn Senior Activity Center is seeking grant funds to contract with Valley Cities Behavioral Health to provide a social worker for the Senior Center. The social worker will be on site at the Center, working with the senior population, for 10 hours a week from Aug-Dec 2018. The Center will provide needed equipment and a confidential meeting room for the contracted staff member of Valley Cities Behavioral Health Care. The proposed fee for this contracted service is $13,333. (This is priority #3 in the overall grant request). The most current census reflects that Auburn has a senior population (older adults age 55+) of 26,155. A social worker that is adept in case management and can help seniors navigate available social services can assist Auburn seniors (and their families) reduce or prevent health and safety issues, as well as increasing their quality of life. Of Auburn’s total senior population, 18% are over the age of 75, and often in need of the services that a Social Worker can provide. The 10 hours a week may include services and programs such as case management; Be Well workshops, grief and life transition support, individual counseling appointments, senior homelessness, and other support groups as identified and needed. The social worker will be helpful in connecting senior center volunteers and staff with isolated homebound seniors in need of social support and encouragement. The social worker will help seniors by identifying and coordinating a variety of available services necessary to maintain independent living; provide supportive counseling and advocacy for clients; monitor and verify services provided to each client by outside referrals. A major goal of adding a social worker to the Auburn Senior Activity Center is to empower seniors in regards to their health, safety, independent living, and overall quality of life. The Center will be collecting data on those seniors that use the social worker services to get a needs assessment to apply for future funding when the 2019-2023 VETERANS, SENIORS & HUMAN SERVICE LEVY RFP is released. Promotion of the availability of the social worker will be accomplished through Auburn Senior Activity Center marketing materials, including, but not limited to, the quarterly brochure, flyers, referrals from City of Auburn Human Services department, referrals from Community Living Connections, referrals from Senior affordable housing facilities, City of Auburn web site and social media sites. The Center will offer a free Contemporary Ethics Lecture Series. The 4-week series will be offered in November and include the following topics: Moral Theories; The Ethics of War; The End of Life Ethics (Suicide, Physician-aided Dying, Termination of Life Support, and Euthanasia); Gun Rights and Gun Control. The lectures will cover both the moral and legal aspects of each issue and will be given by Dr. David E. Smith of the Osher Institute at the University of Washington. The lectures will be offered free to participants and the grant funds, $800, will cover the cost of the lecturer. (This is priority #10 in the overall grant request). The Center will be offering the SAIL (Stay Active and Independent for Life) class. It is a twice weekly class and is offered free of charge to participants. Currently, the City pays for SAIL program leaders; but is seeking grant funds to cover the cost of the instructor. The grant funds request of $3,000 would cover the program from August-December 2018. (This is priority #8 in the overall grant request). SAIL is an evidence-based strength, balance and fitness program for adults 65 and older. Performing exercises that improve strength, balance and fitness is the single most important activity adults can do to stay active and reduce their chances of falling. The entire curriculum of activities in the SAIL program can help improve strength and balance, if done regularly. SAIL classes are conducted by fitness, exercise science and healthcare professionals who have completed SAIL program Page 50 of 53 leader training. All program leaders are carefully selected for their ability to deliver effective and efficient training, while adhering to the core components of the SAIL program. Leaders work with participants to help achieve the best results from the fitness classes to prevent falls. Budget Proposed Program Budget Requested Funding Amount Increase Participation & Inclusion USD$ 34,523.00 Update Organizational Infrastructure USD$ 3,107.20 Minor Capital Investments USD$ 50,799.00 Enhance Programming USD$ 17,133.00 USD$ 0.00 Total USD$ 105,562.20 Capital Expenses Requested Funding Amount Other Funding (If any) Other Funding (If any) Total Capital Project Cost Auburn Senior Center - Kitchen Floor USD$ 49,999.00 USD$ 71,333.00 USD$ 121,334.00 Power Lift Chairs - Qty. 2 USD$ 800.00 USD$ 0.00 USD$ 800.00 Total USD$ 50,799.00 USD$ 71,333.00 USD$ 0.00 USD$ 122,134.00 Budget Narrative Increase Participation and Inclusion (See Question 20 for additional justification) Looping System: $28,798.00 SeaMar Partnership: $4,225.00 Diversity Education: $500.00 Transportation Access to Senior Center Promotion: $1,000.00 Update Organizational Infrastructure (See Question 21 for additional justification) Data Collection: $3,107.20 Minor Capital Investments (see Question 22 for additional justification) Flooring in commercial kitchen: Grant Request $49,999.00; City of Auburn funds $71,333 Two Power Lift Chairs: $800.00 Maintain or Enhance Programming (See Question 23 for additional justification) Valley Cities Behavioral Health Social Service Worker: $13,333.00 Contemporary Ethics Lecture Series: $800.00 SAIL Fall Prevention Program: $3,000.00 Questions in Table Format Partner Nutrition Sites (if applicable) Site Name Contact Name Title Address Email Phone Number Description of proposed activities 1. 2. 3. 4. 5. Page 51 of 53 Total Demographics Race/Ethnicity Check which reside in potential service area Name of Tribe (s) Approx. # in your potential service area American Indian or Alaska Native ✔✔✔✔ Muckleshoot 381 Asian ✔✔✔✔ 2,259 Black or African American ✔✔✔✔ 670 Hispanic or Latino/a ✔✔✔✔ 980 Native Hawaiian or Pacific Islander ✔✔✔✔ 188 Multi-Racial ✔✔✔✔ 379 White ✔✔✔✔ 21,300 Another race/ethnicity, specify gfedc Total 26,157 Senior Center Personnel Position Title %FTE Annual Based Salary % of time attributable to senior center Benefits Total Time attributable to senior center 1. Supervisor 100 % $ 91,578 100 % $ 46,053 $ 137,630 2. Coordinator 100 % $ 84,314 100 % $ 39,570 $ 123,834 3. Specialist 100 % $ 65,813 100 % $ 26,056 $ 91,869 4. Program/Admin Assistant 100 % $ 57,540 100 % $ 38,445 $ 95,985 5. Facility Assistant 50 % $ 27,037 50 % $ 12,216 $ 39,253 6. Clerical 69 % $ 23,538 100 % $ 4,237 $ 32,011 7. % $ % $ $ 8. % $ % $ $ 9. % $ % $ $ 10. % $ % $ $ % $ % $ $ Total 519 % $ 349,820 550 % $ 166,576 $ 520,583 Upload Documents Documents Requested *Required?Attached Documents * Upload a one month calendar of senior center activities. If you are a community center exclude non- senior activities or multi-month catalog of activities. ✔✔✔✔ 1 month calendar If you have a capital project planned and the requested senior center funds will be combined with funds from other sources, upload a Letter of Commitment from the other entity(ies). Kitchen Floor Replacement - City Support Letter If you are partnering with a small senior nutrition site, upload a Letter of Partnership from the small nutrition site(s). If you have an estimate for your capital project, upload it here. Kitchen Floor Replacement - City of Auburn Power Lift Chairs Bid - Auburn Senior Center Miscellaneous documents may be uploaded here. Looping System Bid_Auburn Senior Center Page 52 of 53 Application ID: 113918 Become a fan of ZoomGrants™ on Facebook Problems? Contact us at Questions@ZoomGrants.com ©2002-2018 GrantAnalyst.com. All rights reserved. "ZoomGrants" and the ZoomGrants logo are trademarks of GrantAnalyst.com, LLC. Logout | Browser * ZoomGrants™ is not responsible for the content of uploaded documents. Miscellaneous documents may be uploaded here such as SAM number applications (if any), proof of DUNS number if not verified in SAM, etc. City of Auburn IRS Tax Status Letter City of Auburn Financial Audit Page 53 of 53