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Home My WebLink AboutCOW 2009-10-26 COMPLETE AGENDA PACKETTukwila City Council Agenda COMMITTEE OF THE WHOLE Jim Haggerton, Mayor Councilmembers: Joe Duffie Pamela Linder Rhonda Berry, City Administrator Dennis Robertson Verna Griffin Joan Hernandez, Council President Kathy Hougardy De'Sean Quinn Executive Session 6:00 -6:50 PM Legal Issues 50 mins. Pursuant to RCW 42.30.110(1)(i) To discuss the legal risks of a proposed action or current practice that the agency has identified when public discussion of the litigation or legal risks is likely to result in an adverse legal or financial consequence to the agency. Committee of the Whole Meeting to be followed by a Special Meeting Monday, October 26, 2009, 7:00 PM Tukwila City Hall; Council Chambers 1. CALL TO ORDER PLEDGE OF ALLEGIANCE Foster High School Associated Student Body representatives 2. CITIZEN At this time, you are invited to comment on items not included on this agenda (please COMMENT limit your comments to five minutes per citizen). To comment on an item listed on this agenda, please save your comments until the issue is presented for discussion. 3. PUBLIC A resolution declaring the intent to consider the formation of a Local Improvement Pg.1 HEARINGS District, to be known as Local Improvement District No. 33, for the purpose of improving Urban Access for the Southcenter Area; and setting a public hearing date to consider formation of the LID; and superseding Resolution No.1690. 4. SPECIAL a. A resolution declaring the intent to consider the formation of a Local Pg.1 ISSUES Improvement District, to be known as Local Improvement District No. 33, for the purpose of improving Urban Access for the Southcenter Area; and setting a public hearing date to consider formation of the LID; and superseding Resolution No. 1690. b. A contract with M.J. Durkan, Inc. for 2010 lobbying services. Pg.13 c. Authorization for Transfer of Funds for additional budget reductions for 2009. Pg.27 d. Review of the budget process and deadlines. Pg.35 5. REPORTS a. Mayor c. Staff e. Intergovernmental b. City Council d. City Attorney 6. MISCELLANEOUS 7. EXECUTIVE SESSION 8. ADJOURN TO SPECIAL MEETING SPECIAL MEETING Ord #2259 Res #1698 1. CALL TO ORDER ROLL CALL 2. UNFINISHED A resolution declaring the intent to consider the formation of a Local Improvement Pg.1 BUSINESS District, to be known as Local Improvement District No. 33, for the purpose of improving Urban Access for the Southcenter Area; and setting a public hearing date to consider formation of the LID; and superseding Resolution No.1690. 3. ADJOURNMENT Tukwila City Hall is wheelchair accessible. Reasonable accommodations are available at public hearings with advance notice to the City Clerks Office 206 433 1800 /TDD 206 248 -2933. This notice is available at www.ci.tukwila.wa.us, and in alternate formats with advance notice for those with disabilities. Tukwila Council meetings are audio taped. CAS NUMBER: 09-129 AGENDA ITEM TITLE New Resolution of Intent to Form a Local Improvement District (LID) for the Tukwila Urban Center Access (Klickitat) Project superseding Resolution N6. 1690 CATEGORY Discussion Motion Resolution Ordinance BtdAward Public Hearing Other Mtg Date 09/14/09 Mtg Date Mtg Date 10/26/09 Mtg Date Mtg Date Mtg Date 10/26/09 Mtg Date SPONSOR Council Mayor Adm Svcs DCD Finance Fire Legal PAR Police PTV SPONSOR'S The Preliminary Assessment Roll was completed on September 8, 2009 and presented to City SUMMARY Council on September 21, 2009 during the Public Hearing for the Resolution of Intent to Form LID #33 and Resolution No. 1690 was approved. Notices for the Public Hearing on the Ordinance to Form LID #33 along with the Preliminary Assessment Roll were mailed on September 30, 2009. On October 2, 2009, a technical error in Resolution No. 1690 was discovered which will delay the LID process. In order to correct the problem, the City must re do the Resolution of Intent process prior to beginning the Ordinance to Form a LID process. Council is asked to approve a new Resolution. REVIEWED BY COW Mtg. Utilities Cmte Meetznq Date Prepared 09/14/09 0 09/21/09 10/26/09 COUNCIL AGENDA SYNOPSIS DALE: 09/08/09 10/5/09 RECOMMENDATIONS: SPONSOR /ADMIN. Public Works COMMIT IR,E Unanimous Approval; Forward to Committee of the Whole EXPENDITURE REQUIRED $0.00 ST ITEM INFORMATION 1 ORIGINAL AGENDA DATE: SEPTEMBER 14, 2009 BG CA &P Cmte Arts Comm. Initials ITEM.IVO, Mayor's revzezv Council revie A.y f 1V i F &S Cmte Parks Comm. F UND SO URCE AMOUNT BUDGETED $0.00 Fund Source: MTG; D eTE °II a. RECO F;'CO UNCIL 4GTl`ON' 09/14/09 Forward to Next Regular Meeting 09/21/09 Approve Resolution No. 1690 10/26/09 AT TACHMENTS 09/14/09 Informational Memorandum dated 09/02/09 (revised after TC) Draft Resolution Project Schedule Minutes from the Transportation Committee meeting of 09/08/09 09/21/09 Resolution No. 1690 in Final Form 10/26/09 Informational Memorandum dated 10/20/09 Resolution Project Schedule Minutes from the Transportation Committee meeting of 10/05/09 Transportation Cmte Planning Comm. APPROPRIATION REQUIRED $0.00 TO: City of Tukwila Mayor Haggerton City Council FROM: tJ 'Public Works Directo DATE: October 20, 2009 Jim Haggerton, Mayor INFORMATIONAL MEMORANDUM SUBJECT: Tukwila Urban Center Access (Klickitat) Proiect Project No. 84 -RW19 Resolution of Intent to Form Local Improvement District (LID) ISSUE Resolution of Intent to Form LID #33 for the Tukwila Urban Center (TUC) Access Project, repeal Resolution No. 1690. BACKGROUND In 2005, the City began taking steps toward forming a Local Improvement District (LID) as part of the overall TUC Access project funding package upon recommendation by the Transportation improvement Board (TIB). Forming a LID involves many different steps that must be taken in very specific order and adhere to very specific notification requirements. The first step is adoption of a Resolution of Intent to Form a LID followed by adoption of an Ordinance to Form the LID. Property owners must be notified in a prescribed manner throughout the process. The Preliminary Assessment Roll was completed on September 8, 2009 and presented to City Council on September 21, 2009 during the Public Hearing for the Resolution of Intent to Form Local Improvement District #33 and Resolution No. 1690 was approved. Council gave direction to staff to mail notices for the Public Hearing on the Ordinance to Form LID #33 along with the Preliminary Assessment Roll as quickly as possible so that property owners could carefully review the information. The notices were mailed on September 30, 2009. On October 2, 2009, a technical error in Resolution No. 1690 was discovered which will delay the LID process. In order to correct the problem, the City must re -do the Resolution of Intent process prior to beginning the Ordinance to Form a LID process. DISCUSSION The technical error in Resolution No. 1690 was establishing the date of the Public Hearing for the Ordinance to Form LID #33. Resolution No. 1690 erroneously set the date of the Ordinance Public Hearing to be the date of the Resolution of Intent to Form's public hearing (September 21, 2009). The date should have been October 19, 2009. Because of the very strict notification requirements, a new public hearing date of November 16, 2009 was selected and is included in the new Resolution being considered. Without the LID, the funding package for the TUC Access project is incomplete. Without the rest of the funding in place, over $8 million in awarded grants will become unavailable for use and returned to the granting agency. Projects unable to go to construction this year or next year will have their funding cancelled. Additionally, over $2.5 million in impact fees already collected for this project may need to be refunded. RECOMMENDATION The Council is being asked to approve the Resolution of intent to Form a LID for the TUC Access Klickitat) Project, repeal Resolution No. 1690, and consider this item at the October 26, 2009 Committee of the Whole meeting with a Public Hearing and at the subsequent Special Meeting that same evening. Attachments: Resolution of Intent to Form Local Improvement District #33 Project Schedule W:\PW Eng \Old P drive \Cyndy\Klickitat\INFORMATION MEMO LID Resolution of Intent to Form LID #33 Revised 10- 20 -09.doc 3 City of Tukwila Washington Resolution No. A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF TUKWILA, WASHINGTON, DECLARING THE INTENT OF THE CITY COUNCIL TO CONSIDER THE FORMATION OF A LOCAL IMPROVEMENT DISTRICT, TO BE KNOWN AS LOCAL IMPROVEMENT DISTRICT NO. 33, FOR THE PURPOSE OF IMPROVING URBAN ACCESS FOR THE SOUTHCENTER AREA; AND SETTING A PUBLIC HEARING DATE TO CONSIDER THE FORMATION OF LOCAL IMPROVEMENT DISTRICT NO. 33; AND SUPERSEDING RESOLUTION NO. 1690. WHEREAS, the City Council of the City of Tukwila intends to order the improvements described in Exhibit A, attached hereto and incorporated by this reference as if set forth in full; and WHEREAS, the Council desires to form a local improvement district (LID) for the purpose of making said improvements fully described in Exhibit A; and WHEREAS, the date, time and place of a public hearing to consider the proposed local improvement district and improvements should be established; NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF TUKWILA, WASHINGTON, HEREBY RESOLVES AS FOLLOWS: Section 1. Declaration of Intent to Form LID. The City Council hereby declares its intent to form Local Improvement District No. 33 pursuant to the resolution method established in RCW 35 43.140 for the Tukwila Urban Access Improvement Project improvements, more particularly described in Exhibit A, attached hereto and incorporated by this reference as if set forth in full. All of the foregoing improvements shall be in accordance with the plans and specifications therefor prepared by the City and may be modified by the City as long as that modification does not affect the purpose of the improvements. Pursuant to RCW 35 43.140, the nature and territorial extent of the improvement are set forth on Exhibit A. Section 2. Cost of Improvements. The cost and expense of all labor and material required to make a complete improvement, including legal, engineering, administrative, printing, costs of acquisition, and all other expenses of every kind, is approximately $10,500,000.00, and shall be paid from the special assessments against the property specially benefited by the improvements and from other funds legally available to the City for such improvements. A local improvement district shall be established embracing as near as may be all the property specially benefited by such improvement and such specially benefited property shall be assessed to pay all of the cost of such improvement under the mode of payment of bonds. Section 3. Public Hearing. A public hearing shall be conducted before the Tukwila City Council in the City Council Chambers located at City Hall, 6200 Southcenter Boulevard, Tukwila, Washington, on the 16th day of November, 2009 at the hour of 7:00 p.m., then and there to present their objections thereto, if any they have. NOTICE IS HEREBY GIVEN THAT THE ACTUAL ASSESSMENTS FOR THE LOCAL W \Word Processing Resolutions \Klichtat LID.doc CKksn 10/21/2009 Page 1 of 4 5 6 IMPROVEMENT DISTRICT MAY VARY FROM ASSESSMENT ESTIMATES SO LONG AS THEY DO NOT EXCEED A FIGURE EQUAL TO THE INCREASED TRUE AND FAIR VALUE THE IMPROVEMENT ADDS TO THE PROPERTY. Section 4. Benefit Area. The City Engineer of the City of Tukwila is hereby directed to submit to the City Council at or prior to the day of the hearing, the estimated cost and expense of the proposed improvements together with a diagram or print showing thereon the lots, tracts, or parcels of lands or other property which will be especially benefited thereby. Section 5. Notices. The City Clerk is hereby directed to have this resolution published in two consecutive issues of the official newspaper of the City, with the first publication to be at least 15 days before the day fixed for the hearing. In addition, the City Clerk is hereby directed to give notice of the hearing upon formation of the Local Improvement District by mail at least 15 days before the day fixed for the hearing to the owners of all lots, tracts, and parcels of land or other property to be specially benefited by the proposed improvement, as shown on the rolls of the County Assessor, directed to the address thereon shown. The notice shall set forth the nature of the proposed improvement, the estimated cost, the estimated benefits to the particular lot, tract or parcel, and the method of assessment described in Section 3 of this resolution. Section 6. Resolution Superseded. This resolution supersedes Resolution No. 1690, which was passed by the City Council on September 21, 2009, making it null and void. PASSED BY THE CITY COUNCIL OF THE CITY OF TUKWILA, WASHINGTON, at a Special Meeting thereof this day of 2009. ATTEST/ AUTHENTICATED: Christy O'Flaherty, CMC, City Clerk APPROVED AS TO FORM BY: Office of the City Attorney Attachments: Exhibit A, Project Description Exhibit B, LID Boundary Map W' \Word Processing Resolutions Klickitat LID.doc CK:ksn 10/21/2009 Joan Hernandez, Council President Filed with the City Clerk: Passed by the City Council: Resolution Number: Page 2 of 4 EXHIBIT A PROJECT DESCRIPTION TUKWILA URBAN ACCESS IMPROVEMENT PROJECT (Local Improvement District 33) The Tukwila Urban Access Improvement Project consists of a grade separated structure using a partial lid over Southcenter Parkway, removing left turn /through conflicting movements. The roadway will be widened on Southcenter Parkway with southbound lanes depressed under a lid structure accommodating both northbound and eastbound left turns with Klickitat Drive. Sidewalks will be included on the east side of the street as well as one new signal and interconnection of three signals to the City's Traffic Operation Control System. Included in all the preceding are: legal requirements, permits, licenses, reviews, and any and all other matters necessary for a complete improvement in accordance with City standards. W Word Processing\ Resolutions Klickitat LID.doc CK:ksn 10/21/2009 CITY OF TUKWILA RESOLUTION OF INTENTION NO. Page 3 of 4 7 8 W\ Word Processing Resolutions Klickitat LID.dec CKksn 10/21/2009 CITY OF TUKWILA RESOLUTION OF INTENTION NO. EXHIBIT B LID BOUNDARY TUKWILA URBAN ACCESS IMPROVEMENT PROJECT (Local Improvement District 33) GIS Page 4 of 4 Complete Date 5/7/07 5/24/07 7/16/09 8/17/09 8/24/09 8/25/09 8/28/09 9/3/09 9/4/09 9/8/09 9/14/09 10/1 /09- 10/7/09 9/21/09 10/2/09 10/5/09 10/26/09 11/2/09 11/2/09 11/9/09 11/16/09 11/23/09 or later 11/30/09 or later 11/30/09 or later 12/1/09 12/24/09 12/28/09-1/15/10 1/15/10 January 2010 I Jan Feb 2010 I Feb March 2010 March Nov 2010 I November 15, 2010 W• \PW Eng \Old P drive \Cyndy \Klickitat\Project Schedule Council Packet.doc Tukwila Urban Center Access (HIickitat) Project Schedule Description Environmental Approval: ECS Accepted by FHWA Design Substantial Completion: 100% Shelf -Ready Plans completed Right -of -Way: Possession and Use Agreement from Legacy Partners Transportation Committee: LID schedule and steps Committee of the Whole: LID Schedule and Process WSDOT: ROW certification, limited access revision, channelization plans Open House: For property owners, businesses and tenants Open House: For property owners, businesses and tenants Notification to Property Owners For Public Hearing on Resolution to Form LID Transportation Committee: Resolution of Intent to Form LID Committee of the Whole: Resolution of Intent to Form LID Right -of -Way: Possession and Use Agreement from Doubletree (originals needed) Regular Council: Public Hearing Adoption of Resolution of Intent to Form LID Notification to Property Owners For Public Hearing on Ordinance to Form LID Transportation Committee: Revised Resolution of Intent to Form LID COW Regular Council: Public Hearing Adoption of Resolution of Intent to Form LID (revised) WSDOT: Submit for Channelization Plan approval (target date) WSDOT: Submit for ROW Certification (target date) Committee of the Whole: Ordinance to Form LID Regular Council: Public Hearing Adoption of Ordinance Forming LID #33 WSDOT: ROW Certification approved (3 week process from submittal) Transportation Improvement Board: Construction Prospectus submittal approval WSDOT: Channelization Plans Approval Finalize PS &E Documents Advertise for Construction Bid: 3 week time period (required by federal funds) Bids Due with Bid Opening Transportation Improvement Board: Updated Cost Estimate submitted for approval prior to award of contract Transportation Committee, City Council (C.O.W. and Regular): Award of Contract Notice to Proceed to successful bidder Construction of project Roadway open to traffic, substantial completion of construction 9 TRANSPORTATION COMMITTEE Meeting Minutes October 5, 2009 5:00 p.m. Conference Room 1 PRESENT Councilmembers: De'Sean Quinn, Chair; Dennis Robertson and Verna Griffin Staff: Bob Giberson, Frank Iriarte, Robin Tischmak, Cyndy Knighton, Jaimie Reavis, Peter Lau, Gail Labanara, Mike Ronda, Derek Speck, Nick Olivas, Jack Pace, Don Tomaso and Kimberly Matej Guest: Chuck Parrish CALL TO ORDER: Committee Chair Quinn called the meeting to order at 5:02 p.m. L PRESENTATIONS No presentations. City of Tukwila Transportation Committee II. BUSINESS AGENDA A. TIB Phase II III and Annual Traffic Signal Purchase Staff is seeking full Council approval to purchase six traffic signal control cabinets from Western Systems in the amount of $120,947.13. Funding for this purchase is budgeted in the 104 Arterial Street Fund. Two of the four cabinets will be utilized in the TIB Phase 1I and III project. The remaining four cabinets will be purchased as part of the Annual Traffic Signal Program and utilized for expansion of the City's Intelligent Transportation System (ITS) which provides real -time remote signal and closed circuit television. The purchase of the cabinets will enable ITS control and the following intersections: Tukwila International Boulevard and South130` Tukwila International Boulevard and South 132n Tukwila International Boulevard and South 144 Tukwila International Boulevard and South 112` Tukwila International Boulevard and South Boeing Access Road East Marginal Way and Interurban Avenue South In regards to project priority and funding, staff explained the importance of this purchase relative to traffic signal timing plans in the Urban Center, in relation to event specific timing plans and evacuation routes. UNANIMOUS APPROVAL. FORWARD TO OCTOBER 12 COW FOR DISCUSSION. B. Tukwila Urban Center Access Proiect Klickitat) Ordinance to Form a Local Improvement District Staff is seeking full Council approval of an ordinance to form Local Improvement District (LID) #33 for the Tukwila Urban Center Access Project (Klickitat). On September 28, the City Council adopted Resolution No. 1690, an Intent to Form a Local Improvement District. A public hearing on the resolution was held on September 21, at that time, the preliminary assessment roll was presented. Based on this information, staff was prepared to move forward with a draft ordinance for Committee review and subsequent forwarding to the October 12 COW, as well as a public hearing regarding the ordinance tentatively scheduled for October 19. Unfortunately, the resolution did not include the public hearing date for the ordinance. This technical error will require the Resolution of Intent to be redone with the required information. This error will delay full 11 12 Transportation Committee Minutes October 5. 2009 Pace 2 Council consideration of the ordinance until the process has been noticed correctly. However, the Committee is still able to act on the draft ordinance agenda item at this meeting. Cyndy Knighton will distribute an updated timeline for the LID process once dates for the new resolution and appropriate public hearings are scheduled. It is anticipated that issues regarding the final assessment roll will be heard by the Hearing Examiner. In response to this, Committee members noted the importance of full Council understanding of appropriate information sharing for the public hearing on the draft ordinance relative to LID formation. UNANIMOUS APPROVAL. FORWARD TO A FUTURE COW FOR DISCUSSION. C. Walk Roll Prosram Desien Report Undate Jaime Reavis provided an informational update to Committee on a design and engineering report being conducted by Petted Engineering for the bicycle routes and sidewalk segments relative to the City's Walk Roll Plan. The draft report discusses potential options and interim improvements, suggesting recommendations and feasibility for trails, bike lanes, shared lanes (including sharrows), bicycle boulevards and sidewalk segments. Staff anticipates report completion by the end of the year. The consultant report will be available to full Council once edits are finished. The next step will be for the consultant to conduct preliminary design work on identified options. Recommendations will be based on phased approaches dependent on scheduled road improvements. INFORMATION ONLY. III. MISCELLANEOUS Meeting adjourned at 5:39 p.m. Next meeting: Monday, October 19, 2009 5:00 p.m. Conference Room 1 Committee Chair Approval Minutes by KAM. Reviewed by BG and JR. r.`- COUNCIL A GENDA SYNOPSIS w q �ti Initials ITEM ND. iii i 4 1 p G) MeetuR Date 1 Prepared by 1 Mayor's review 1 Council rivkiv 1 �v� 1 10/26/09 I SO 1 _4■t 1 1701V 1 ik 1 !it► 11/02/09 SO I LI- ITEM INFORMATION 1CAS Number 09-152 I ORIC;INAL AGENDA DATE: OCTOBER 26, 2009 \c;I;Ni),\ I'1'I',MTri'1J; Contract with M.J. Durkan, Inc., for lobbying services in 2010. C.\TI Discussion Motion Rejolutzon Ordinance Bit Award Public Hearing Other A1tg Date 10/26/09 Mtg Date 11/2/09 Mtg Date AMtg Date Altg Date Mfg Date Mtg Date 1 SPONSOR Council Mayor Adm Svc:r DCD Finance .Fare Legal P&R Police PlWW SI>c)NSOR'S The Council is being asked to authorize the Mayor to approve a contract with MJ Durkan, Sum,M. \RY Inc, for the period 1/1/2010 through 12/31/2010 in the amount of $4,000 per month, plus expenses that shall not exceed $500 per month without prior authorization of the City. Riwll ?WI BY COW Mtg. CA &P Cmte F &S Cmte Transportation Cmte Utilities Cmte Arts Comm. Parks Comm. n Planning Comm. DATE: 10/20/08 RECOMMENDATIONS: SPONSOR /ADMIN Review and approval COMMITTEE Unanimous Approval; Forward to Committee of the Whole COST IMPACT FUND SOURCE ExPI?NDI't'URI? RI ,QUIIU,D AMOUNT BUDGETED APPROPRIATION REQUIRED $4,000 /month expenses Fund Source: 000.03.513.100.41.02 Comments MTG. DATE 1 RECORD OF COUNCIL ACTION 10/26/09 1 11/2/09 I I MTG. DATE 1 ATTACHMENTS 10/26/09 Informational memorandum dated 10/8/09 Contract with M. J. Durkan, Inc. Minutes from the Finance Safety Committee meeting of 10/20/09 13 ISSUE DISCUSSION RECOMMENDATION ATTACHMENTS Proposed 2010 Contract City of Tukwila INFORMATIONAL MEMORANDUM TO: FINANCE SAFETY COMMITTEE FROM: Mayor's Office DATE: October 8, 2009 SUBJECT: 2010 Contract with M.J. Durkan, Inc. Professional services contract with M.J. Durkan, inc. for lobbying services will expire on December 31, 2009. Jim Haggerton, Mayor The City wishes to retain the services of M.J. Durkan to perform lobbying services for the year 2010. There has been no increase in the monthly fees from last year, which were $4,000 per month, plus expenses. This amount was approved in the 2009 -2010 biennial budget. The Council is being asked to authorize the Mayor to approve a contract with M.J. Durkan, Inc, for the period 1/1/2010 through 12/31/2010 in the amount of $4,000 per month, plus expenses that shall not exceed $500 per month without prior authorization of the City Consideration of this item is being requested at the October 26, 2009 Committee of the Whole meeting and subsequent November 2,2009 Regular Meeting. 15 Contract For Services 2010 MJ Durkan, Inc. This agreement is entered into by and between the City of Tukwila, Washington, a non charter optional municipal code city hereinafter referred to as "the City and, MJ Durkan, Inc., hereinafter referred to as "the Contractor" whose principal office is located at #357, 330 Southwest 43 Street Plaza Suite K, Renton, Washington 98057 -4944 Whereas, the City has determined the need to have certain services performed for its citizens but does not have the staff resources or expertise to perform such services, and Whereas, the City desires to have the Contractor perform such services pursuant to certain terms and conditions, now, therefore, In Consideration of the mutual benefits and conditions hereinafter contained, the parties hereto agree as follows: Scope and Schedule of Services to be Performed by Contractor. The Contractor shall perform those services described on Exhibit A attached hereto and incorporated herein by this reference as if fully set forth. In performing such services, the Contractor shall at all times comply with all Federal, State, and local statutes, rules and ordinances applicable to the performance of such services and the handling of any funds used in connection therewith The Contractor shall request and obtain prior written approval from the City if the scope or schedule is to be modified in any way. Compensation and Method of Payment. The City shall pay the Contractor for services rendered according to the rate and method set forth on Exhibit B (Fees) attached hereto and incorporated herein by this reference The total amount to be paid shall not exceed four thousand dollars ($4,000) per month plus expenses. Expenses shall be detailed on each monthly billing and shall not exceed five hundred dollars ($500) per month without prior approval of the City Contractor Budaet. The Contractor shall apply the funds received under this Agreement within the maximum limits set forth in this Agreement. The Contractor shall request prior approval from the City whenever the Contractor desires to amend its budget in any way. Duration of Agreement. This Agreement shall be in full force and effect for a period commencing January 1, 20jand ending December31, 201a unless sooner terminated under the provisions hereinafter specified. Independent Contractor. The Contractor and the City agree that the Contractor is an independent contractor with respect to the services provided pursuant to j Deleted: 09 Deleted: 09 "f Deleted: 09 17 18 Contract for Services MJ Durkan January 2009 Page 2 this Agreement. Nothing in this Agreement shall be considered to create the relationship of employer and employee between the parties hereto. Neither the Contractor nor any employee of the Contractor shall be entitled to any benefits accorded City employees by virtue of the services provided under this Agreement. The City shall not be responsible for withholding or otherwise deducting federal income tax or social security or contributing to the State Industrial Insurance Program, or otherwise assuming the duties of an employer with respect to the Contractor, or any employee of the Contractor. Conflict of Interest. Without the express written consent of the Mayor, the Contractor shall not represent another client if the representation of such client will conflict with the Contractor's representation of the City. If the Mayor believes the Contractor's representation of another client conflicts with the Contractor's representation of the City, the Mayor shall notify the Contractor in writing of such conflict. Within 2 days of the receipt of such notification, the Contractor shall withdraw from the representation of such client or explain to the Mayor in writing why, in the view of the Contractor, a conflict does not exist. If the Mayor then believes a conflict is still present, the Contractor must immediately cease representing the client or the Mayor may immediately terminate this contract. Indemnification. The Contractor shall indemnify, defend and hold harmless the City, its officers, agents and employees, from and against any and all claims, losses, or liability, including attorney's fees, arising from injury or death to persons or damage to property occasioned by any act, omission or failure of the Contractor, its officers, agents and employees, in performing the work required by this Agreement. With respect to the performance of this Agreement and as to claims against the City, its officers, agents and employees, the Contractor expressly waives its immunity under Title 51 of the Revised Code of Washington, the Industrial Insurance Act, for injuries to its employees, and agrees that the obligation to indemnify, defend and hold harmless provided for in this paragraph extends to any claim brought by or on behalf of any employee of the Contractor. This waiver is mutually negotiated by the parties. This paragraph shall not apply to any damage resulting from the sole negligence of the City, its agents and employees. To the extent any of the damages referenced by this paragraph were caused by or resulted from the concurrent negligence of the City, its agents or employees, this obligation to indemnify, defend and hold harmless is valid and enforceable only to the extent of the negligence of the Contractor, its officers, agents, and employees. Insurance. The Contractor shall procure and maintain in full force throughout the duration of the Agreement comprehensive general liability insurance with a minimum coverage of $500,000.00 per occurrence /aggregate for personal injury Contract for Services MJ Durkan January 2009 Page 3 and property damage. Said policy shall name the City of Tukwila as an additional named insured and shall include a provision prohibiting cancellation or reduction in the amount of said policy except upon thirty (30) days prior written notice to the City. Cancellation of the required insurance shall automatically result in termination of this Agreement. Certificates of coverage shall be delivered to the City within fifteen (15) days of execution of this Agreement. Record Keeping and Reporting. The Contractor shall maintain accounts and records, including personnel, property, financial and programmatic records that sufficiently and properly reflect all direct and indirect costs of any nature expended and services in the performance of this Agreement. The City shall maintain these records for a period of seven years after termination hereof unless permission to destroy them is granted by the office of the archivist in accordance with RCW Chapter 40.14 and. Audits and Inspections. The records and documents with respect to all matters covered by this Agreement shall be subject to inspection, review or audit by law during the performance of this Agreement. Termination. The City giving to the Contractor thirty days written notice of the City's intention to terminate the same may at any time terminate this Agreement. Failure to provide products on schedule may result in contract termination. If the Contractor's insurance coverage is canceled for any reason, the City shall have the right to terminate this Agreement. Discrimination Prohibited. The Contractor shall not discriminate against any employee, applicant for employment, or any person seeking the services of the Contractor to be provided under this Agreement on the basis of race, color, religion, creed, sex, age, national origin, marital status or presence of any sensory, mental or physical handicap. Assianment and Subcontract. The Contractor shall not assign or subcontract any portion of the services contemplated by this Agreement without the written consent of the City. Entire Aareement. This Agreement contains the entire agreement between the parties hereto and no other Agreements, oral or otherwise, regarding the subject matter of this Agreement, shall be deemed to exist or bind nay of the parties hereto. Either party may request changes in the agreement. Proposed changes, which are mutually agreed upon, shall be incorporated by written amendments to this Agreement. Notices. Notices to the City of Tukwila shall be sent to the following address: 19 20 Contract for Services MJ Durkan January 2009 Page 4 City Clerk City of Tukwila 6200 Southcenter Blvd Tukwila, WA 98188 Notices to the Contractor shall be sent to the following address: MJ Durkan, Inc. #357 330 SW 43 St., Suite K Renton, WA 98057 -4944 Applicable Law: Venue: Attorney's Fees. This Agreement shall be governed by and construed in accordance with the laws of the State of Washington. In the event any suit, arbitration, or proceeding is instituted to enforce any term of this Agreement, the parties specifically understand and agree that the venue shall be properly laid in King County, Washington. The prevailing party in any such action shall be entitled to its attorney's fees and costs of suit. DATED this day of CONTRACTOR: CITY OF TUKWILA BY: TITLE ATTEST /AUTHENTICATED: Mayor, Jim Haggerton CITY CLERK, Christy O'Flaherty APPROVED AS TO FORM: OFFICE OF THE CITY ATTORNEY BY: Contract for Services MJ Durkan January 2009 Page 5 Exhibit A Scope of Services The Consultant shall, at the direction of the Tukwila Mayor's Office: 1) work with Tukwila officials, King County elected officials, and State elected officials to facilitate the Tukwila Valley South annexation and development. 2) Work with local, regional and state officials on general matters of interest to the City of Tukwila. 3) Notify the Tukwila Mayor's Office of emerging issues of importance to the City. 4) Present an activity /project status report at least once annuafiy to the City Council at a regularly scheduled meeting It is understood that the above -cited tasks are representative of the requirements associated with achieving the City's objectives and are not necessarily an all inclusive description of the Consultant's efforts. 21 Contract for Services MJ Durkan January 2009 Page 6 Exhibit B Terms of Payment The consultant will invoice the City for the work completed at the rate of $4,000 per month at the close of each month. Invoices will be paid within twenty (20) days of receipt. Any extraordinary expenses claimed shall first be approved by the City of Tukwila before the consultant obligates any funds Expenses shall be detailed on each monthly billing and shall not exceed five hundred dollars ($500) per month without prior approval of the City. Deleted: 11 4 1 23 Finance Safety Committee Minutes October 20. 2009 Paae 2 general Council desire to be responsive and diplomatic in the process of making decisions that directly affect City employees. It is with these considerations that a specific amount of funding has not been targeted for reduction. At this time, the intent is to save funding and reduce expenditures whenever or wherever possible. The Committee did not reach unanimous approval for a recommended action in regards to this item. The following items were agreed to: This item will move forward to full Council for discussion with the Mayor's recommendations, after the November 3 General Election (to the November 9 COW). Non represented City employees should be asked to provide input on potential wage options. FORWARD TO NOVEMBER 9 COW FOR DISCUSSION. B. Contract Renewal for 2010 M.J. Durkan for Lobbvinu Services This is a professional services renewal contract with M. J. Durkan, Inc. for local lobbying service. This will be a one -year contract with terms, scope of services and fees remaining the same as last year. The Committee recognizes the importance of maintaining relations with the State especially during these challenging economic times. UNANIMOUS APPROVAL. FORWARD TO OCTOBER 26 COW FOR DISCUSSION. C. Authorization to Transfer Funds for Additional 2009 Budget Reductions Staff is seeking full Council authorization to transfer funds from various City Department budgets in the amount of $392,416 to Department 20 for additional budget reductions. Council has previously approved funds transfers including a City -wide 3% budget reduction and a transfer from the 2009 Equipment Replacement fund. This third transfer comes from selected departments based on identified cost savings opportunities. Committee Chair Linder requested clarification in the Fund Transfer line item for Public Works Emergency Services. This line item reflects a cost savings as a result of the vacant CERT position. UNANIMOUS APPROVAL. FORWARD TO OCTOBER 26 COW FOR DISCUSSION. D. Budget Process and Deadlines Based on Council request, staff has provided a detailed, dated list of major steps involved and required in the biennial budget process as outlined in the informational memo included in the Committee agenda packet. Kimberly Matej is currently working with Shawn Hunstock to incorporate this information into a table that can be utilized and updated annually. The Committee noted that most of the budget process is dictated and required by law. The majority of preparation taking place prior to legally mandated deadlines is at City discretion. Committee Members expressed confidence that this detailed process will allow input on budget items in a timely and efficient manner The documentation incorporates this Council policy -level review at various times throughout the year, including an early Spring (May) review of sales receipts and potential budget modifications. The information and timeline Council will be discussing on October 26 is based on budgetary requirements without implementation of Initiative 1033. If I -1033 passes, the City will have ample time to react strategically. However, Committee Chair Linder requested that Shawn also provide the initial three or four steps that will be required of the City in the event of 1-1033 passage. For example, passage will require setting the property tax level to the highest possible limit FORWARD TO OCTOBER 26 COW FOR DISCUSSION. 25 COUNCIL AGENDA SYNOPSIS lLA Prepared ITEMNo. i4leetitzg Date b y Mayor review Carniz /reuzen, y 10/26/09 t SH 1 yor a 11/02/09 1 SH 2908 ITEM INFORMATION I CAS NUmber 09-153 'ORIGINAL AGIND, DAM: OCTOBER 26, 2009 A(;i.NI). Ti•i7.i? Authorization for Transfer of Funds for additional budget reductions for 2009. C.\ I ;ORv Discussion Motion Resolution n Ordinance BzdAward f l Public Hearing Other 1 t Date 10/26/09 Mt& Date 11/02/09 Mtg Date Mtg Date Mtg Date Mtg Date Mtg Date I SIS( )NS( )R Council Mayor Adm Svcs DCD Finance n .Fire n Legal P &R Police Pid% S P( )NS( )R'S The Authorization for Transfer of Funds implements additional budget reductions for 2009, SUMMA RY beyond the three percent reduction recently enacted. The Council is being asked to approve the Authorization for Transfer of Funds. RI..\'ll?\X'I .11 B1 COW Mtg. CA &P Cmte g n F&S Cmte n Transportation Cmte Utilities Cmte Arts Comm. f l Parks Comm. n Planning Comm. DATE: 10/20/09 RECOMMENDATIONS: SP()NS( )R/ADMIN. Finance Department CoMMrrrEI Unanimous Approval; Forward to C.O.W. COST IMPACT FUND SOURCE E \PI NDITURI Rl; OUIRI'•D AMOUNT BUDGETED APPROPRIATION REQUIRED Fund Source: Cornments MTG. DATE 1 RECORD OF COUNCIL ACTION 10/26/09 11/02/09 J MTG. DATE ATTACHMENTS 10/26/09 Informational Memorandum dated 10/1/09 Authorization for Transfer of Funds form 2009 Proposed Budget Reductions spreadsheet Minutes from Finance and Safety Committee meeting of 10/20/09 11/02/09 2 TO: City of Tukwila INFORMATIONAL MEMORANDUM Mayor Haggerton Rhonda Berry Finance and Safety Committee FROM: Shawn Hunstock, Finance Director DATE: October 1, 2009 SUBJECT: Additional Departmental Budget Reductions ISSUE Jim Haggerton, Mayor The City is in need of reducing expenditures or increasing revenues in an attempt to address our current revenue shortfalls, particularly in the area of sales tax receipts. BACKGROUND Sales tax receipts through August 31 are 16% Tess than budget, equating to an annual $2.4 million revenue shortfall. Additionally, several other revenue streams have not met budget. DISCUSSION The economy continues to suffer even though the recession has been declared over. Continued depressed retail sales combined with other economic factors will prolong the negative impact on City revenues. In addition, the cost to the City for Green River Valley flood prevention and preparation efforts stemming from the Howard Hanson dam weakness is expected to range from $2 million to $5 million in 2010. As the attached spreadsheet indicates, the additional budget reduction totals $392,416 and comes from selected departments based on identified cost saving opportunities. The amount removed from department budgets will be allocated to ending fund balance in Department 20. The attached Authorization for Transfer of Funds form implements this additional departmental budget reduction. As with the previous budget reduction, the recommendation is to implement the reduction at the department level, rather than the specific line item level. This means Directors will have the flexibility to implement the reduction as they see fit based on the needs of their department and the services they provide. 29 INFORMATIONAL MEMO Page 2 RECOMMENDATION The Council is being asked to approve the attached Authorization for Transfer of Funds. This item is scheduled to be discussed at the October 6, 2009 Finance and Safety Committee meeting, the October 12, 2009 Committee of the Whole meeting and the subsequent October 19, 2009 Regular Meeting. ATTACHMENTS Authorization for Transfer of Funds 2009 Budget Reduction spreadsheet 30 C: \temp \XPGrpWisellnfoMemo Addl Budget Reductions.doc City of Tukwila AUTHORIZATION FOR TRANSFER OF FUNDS Department: FINANCE Date: October 6, 2009 Under the provisions of Ordinance No. 2221, the following transfer of funds within the budget class is requested: Budget Line Item Number/ BAR From: 000.07.574.200.00.05 Recreation Services 000.07.574.204.00.05 Volunteer Event Services 000 08.559.600 00.05 Community Development 000.10.521.100.00.05 Police Administration 000.10.521.230.00.05 Police Special Services 000.12.518.880.00.05 Information Technology 000.13.525.100.00.05 Public Works Emergency Services 000.13.532.100.00.05 Public Works Administration 000.13.532.102.00.05 Public Works Development 000.13.594.322.64.00 PW Machinery Equipment To: Total Budget Line Item Number/ BAR 000.20.291.840.00.00 Ending Fund Balance Total Detailed justification for transfer: Remove the additional departmental budget reduction, allocate to Ending Fund Balance in General Fund. APPROVED BY THE TUKWILA CITY COUNCIL AT A MEETING THEREOF: the day of APPROVED BY THE FINANCE DIRECTOR: Signature: Date: APPROVED BY THE MAYOR: Signature: Date: C. temp \XPgrpwise \Authorization for Transfer of Funds Additional Reduction UPDATE2.doc CO:ksn 10/6/2009 No. Amount 26,700 18,950 128,000 850 30,000 20,000 87,701 17,500 42,715 20,000 392,416 Amount 392,416 392,416 31 2009 Proposed Budget Reductions Dept DEPARTMENT CITY OF TUKWILA 2009 BUDGET REDUCTION GENERAL FUND Equipment Targeted 3 Replacement Remaining Actual Additional Total 2009 Budget Adjustment Contribution Reduction Reduction Difference Reduction Reduction Administration 01 City Council 282,470 8,474 03 Mayor, Boards, Commissions, etc. 2,695,849 8,474 8'474 8,474 04 Administrative Services /personnel 80,875 9,323 71,552 71,552 605,882 80,875 18,176 05 Finance 18,176 18,176 1,786,591 18,176 53,598 53,598 53,598 06 City Attorney 495,726 14,872 14,872 14,872 53,598 07 Recreation 3,546,267 106,388 16,605 89,783 77,382 12 14,872 08 Community Development 2,964 88932 401 45,650 139,637 1,149,884 09 Municipal Court 88,932 10,791 78,141 94,800 (16,659) 128,000 233,591 12 Information Technology 1,108,886 33,267 34,497 34,497 28,130 6,367 28,130 1,019,621 15 Park Maintenance 33,267 33,267 20,000 53,267 Subtotal Administrative 15, 655, 571 30,589 30,106 483 12,884 (12,401) 469, 667 42,990 6 40 2,842 413,135 (10,293) 193,650 673,610 Police Department 10 Administration 1,407,998 42,240 16,985 25,255 10 Investigation 1,504,164 25,255 850 17,835 6,640,571 10 Patrol 45,125 22,737 22,388 22,388 22,737 10 Special Services 1,486,058 199,217 119,886 79,331 212,500 (133,169) 332,386 44,582 10 Gambling /Special Operations 869,709 44,582 13,843 30,738 30,000 43,843 10 Crime Prevention 694,783 20,843 26,091 4,994 21,097 21,097 4,994 10 Training 20,843 g 234,915 7,047 20,843 234 10 Traffic 7,047 7,047 633,511 19,005 13,206 5,799 5,799 Subtotal Police 13,471,709 404,151 177,808 226,343 226,343 13,206 30,850 435,001 Fire Department 11 Administration 686,166 20,585 30,028 11 Suppression (9,443) (9,443) 30,028 8,126,536 818,550 11 Prevention Investigation 818, 243,796 4,564 239,232 246,180 (6,948) 250,744 24,557 17,474 11 Training 7,083 7,083 17,474 319,383 9,581 5,081 4,500 4,500 11 Facilities 101,500 3,045 5,081 11 Special Operations 3,045 3,045 58,638 1,759 1,759 1,759 11 Ambulance, Rescue Emergency 227,151 6 6,811 Subtotal Fire 4 4 6,811 10, 337, 924 310,138 63,958 246,180 246,180 Public Works 13 Administration General 925,889 27,777 2,455 25,322 15,000 10,322 87,701 105,156 13 Administration Maintenance 342,740 10,282 4,134 13 Engineering 6,148 6,148 37,500 41,634 670,417 20,113 1,929 18,184 18,184 13 Administration Development 495,658 14,870 1,929 1,576,956 13 Facility Maintenance 14,870 14,870 42,715 42,715 16 Street Maintenance Operation 2,700,541 81,016 136,991 47,309 10,864 36,445 36,445 10,864 Subtotal Public Works (55,975) 57,500 (113,475) 194,491 6,712,201 201,366 156,373 44,993 72,500 (27,507) 167,916 396,789 TOTAL GENERAL FUND 46,177,405 1,385,322 464,964 920,358 958,158 (37,800) 392,416 1,505,400 Temporary Reductions as a of General Fund Budget 3.26% 34 Finance Safety Committee Minutes October 20, 2009 Pave 2 general Council desire to be responsive and diplomatic in the process of making decisions that directly affect City employees. It is with these considerations that a specific amount of funding has not been targeted for reduction. At this time, the intent is to save funding and reduce expenditures whenever or wherever possible. The Committee did not reach unanimous approval for a recommended action in regards to this item. The following items were agreed to: This item will move forward to full Council for discussion with the Mayor's recommendations, after the November 3 General Election (to the November 9 COW). Non represented City employees should be asked to provide input on potential wage options. FORWARD TO NOVEMBER 9 COW FOR DISCUSSION. B. Contract Renewal for 2010 M.J. Durkan for Lobbying Services This is a professional services renewal contract with M. J. Durkan, Inc. for local lobbying service. This will be a one -year contract with terms, scope of services and fees remaining the same as last year. The Committee recognizes the importance of maintaining relations with the State especially during these challenging economic times. UNANIMOUS APPROVAL. FORWARD TO OCTOBER 26 COW FOR DISCUSSION. C. Authorization to Transfer Funds for Additional 2009 Budget Reductions Staff is seeking full Council authorization to transfer funds from various City Department budgets in the amount of $392,416 to Department 20 for additional budget reductions. Council has previously approved funds transfers including a City -wide 3% budget reduction and a transfer from the 2009 Equipment Replacement fund. This third transfer comes from selected departments based on identified cost savings opportunities. Committee Chair Linder requested clarification in the Fund Transfer line item for Public Works Emergency Services. This line item reflects a cost savings as a result of the vacant CERT position. UNANIMOUS APPROVAL. FORWARD TO OCTOBER 26 COW FOR DISCUSSION. D. Bucket Process and Deadlines Based on Council request, staff has provided a detailed, dated list of major steps involved and required in the biennial budget process as outlined in the informational memo included in the Committee agenda packet. Kimberly Matej is currently working with Shawn Hunstock to incorporate this information into a table that can be utilized and updated annually. The Committee noted that most of the budget process is dictated and required by law. The majority of preparation taking place prior to legally mandated deadlines is at City discretion. Committee Members expressed confidence that this detailed process will allow input on budget items in a timely and efficient manner. The documentation incorporates this Council policy -level review at various times throughout the year, including an early Spring (May) review of sales receipts and potential budget modifications. The information and timeline Council will be discussing on October 26 is based on budgetary requirements without implementation of Initiative 1033. If I -1033 passes, the City will have ample time to react strategically. However, Committee Chair Linder requested that Shawn also provide the initial three or four steps that will be required of the City in the event of I -1033 passage. For example, passage will require setting the property tax level to the highest possible limit. FORWARD TO OCTOBER 26 COW FOR DISCUSSION. Co UNCIL AGENDA SYNOPSIS v ILA iv S+ Initials ITEM NO. 0 ,t Meetirz Date Prepared b Mayors remeiv Council r a 1 10/26/09 SH t✓j� I /Y1%� sibs ITEM INFORMATION CAS NUMber 09-154 ORIGIN/ ORIGINAL AGENDA DATE: OCTOBER 26, 2009 A<,KND I•rNM TrrI.I. Budget process for mid biennium budget amendment, 2010 property tax levy, and adoption of 2011 -2012 biennial budget. C.\ 1'I.,<.()It Dirczt.r.rton Motion Resolution Ordinance n Bzd ward Public Teanng Workshop Altg Date 10/26/09 2\1tg Date Mtg Date Mtg Date Mtg Date A Ps Date Mtg Date 11/05/09 (S P< >NS< 112 Council Mayor 4dm Svc:r DCD Finance n Fire Legal P &R Police in P!J' SPONSOR'S The Informational Memorandum summarizes the statutory deadlines, and other suggested SUMM \Rl' process items, for the mid- biennium budget amendment, 2010 property tax levy, and 2011 -2012 biennial budget. This item is for informational purposes only. Council will discuss the budget process at the 10/26/09 COW meeting, and at the Budget Workshop on 11/5/09. RI..\'1I.1NW'1 1) BY COW Mtg. CA &P Crnte F &S Crnte n Transportation Cmte Utilities Cmte Arts Comm. Parks Comm. Planning Comm. DATE. 10/20/09 RECOMMENDATIONS: SP<)NS<nt /ADMIN. Finance Department CoMMI"rrEI? Forward to C .O.W. COST IMPACT FUND SOURCE EXPI?NI)ITURE RIsQll!RJ?t AMOUNT BUDGETED APPROPRIATION REQUIRED Fund Source: Continents. MTG. DATE RECORD OF COUNCIL ACTION 10/26/09 11/05/09 MTG. DATE ATTACHMENTS 10/26/09 Informational Memorandum dated 10/15/09 Minutes from the Finance and Safety Committee Meeting of 10/20/09 �5 TO: FROM: DATE: SUBJECT: ISSUE City of Tukwila INFORMATIONAL MEMORANDUM Mayor Haggerton Rhonda Berry Finance and Safety Committee Shawn Hunstock, Finance Director October 15, 2009 2009 -2010 and 2011 -2012 Budget Process and Deadlines Jim Haggerton, Mayor State statute provides specific deadlines for developing, implementing and modifying biennial budgets. The City needs to pass a mid biennium budget amendment for 2009- 2010 by December 31, 2009. A property tax levy for 2010 must also be passed by November 30, 2009. The process and deadlines for adoption of the 2011 -2012 budget also need to be discussed and decided upon in the coming months. BACKGROUND Regarding the mid biennium adjustment, RCW 35A.34.130 requires an ordinance be passed and public hearing conducted for the mid biennium adjustment to the biennial budget. The law requires notification regarding the public hearing. These activities are scheduled for November and December, as discussed below. RCW 84.55.120 also requires a public hearing prior to the adoption of a property tax levy ordinance. RCW 84.52.070 specifies the levy ordinance must be passed by November 30 The normal biennial budget process is outlined in RCW 35A.34, as discussed below. DISCUSSION Mid Biennial Budget Adjustment Following are the specific dates for the mid biennium adjustment process: G November 3 Proposed final adjustments for 2009, and proposed 2010 budget, are presented to the Finance and Safety Committee. November 5 Budget Workshop with Council to review proposed 2009 and 2010 budgets, and begin review of proposed CIP. changes to changes to 37 INFORMATIONAL MEMO Page 2 November 9 Public Hearing conducted at the Committee of the Whole meeting. Publication for this meeting will take place from October 26 through November 2 "d Continue discussion of 2009 and 2010 budget changes and proposed CIP. November 23 Continued discussion of proposed changes to 2009 and 2010 budgets, continued review of proposed CIP at COW. December 7 Adoption at Regular Meeting. Please note the bulleted items above and below that are in italics are ones that are suggested, but warrant further Council feedback before a schedule is finalized. 2010 Property Tax Levy Below is the schedule for adoption of the 2010 property tax levy: November 17 Draft property tax levy presented to Finance and Safety Committee. November 23 Public Hearing on levy ordinance at Committee of the Whole meeting. Public hearing will be advertised November 9 Adoption of the property tax levy ordinance will occur the same evening at a Special Meeting. This will insure the ordinance is passed by the November 30 deadline. 2011 -2012 Biennial Budget Following is a suggested timeline, and some deadlines that are specified in state statute, for adoption of the biennial budget during 2010: February 22 Review preliminary 2009 revenues and expenditures. May 6 Council Budget Workshop. Review policy -level input on current and proposed initiatives. May 10 CaII for departmental budget estimates (revenue and expenditures). Budget instructions and forms sent to department heads. June 4 Department heads complete budget estimates and send to Finance department. June 7 -25 Finance department review with each department. June 25 Finance department prepares revenue estimates for 2011 -2012. July 16 Department budgets reviewed, and if necessary adjusted, and returned to departments based on Mayor's Office priorities. 38 C l temp\ XPGrpWisellnfoMemol0- 26- 09BudgetProcess.doc INFORMATIONAL MEMO Page 3 July 20 First review of revenue projections and departmental requests by the Finance and Safety and Transportation Committees. July 27 First review of revenue projections and departmental requests by the Utilities and Community Affairs and Parks Committees. August 2 -31 Continued review of projections and departmental requests by all Committees. September 27 Proposed preliminary budget filed with City Clerk and presented at Committee of the Whole meeting. October 4 Proposed preliminary budget presented to Council at Regular Meeting. October 18 Public Hearing on proposed preliminary budget at Regular Meeting. November 1 Preliminary budget presented to Council at Regular Meeting. November 8 Final Public Hearing on proposed budget at COW. November 22 Public Hearing on 2011 property tax levy at COW November 29 Adoption of property tax levy ordinance at Special Meeting. December 6 Adoption of budget ordinance for 2011 -2012 at Regular Meeting. RECOMMENDATION No formal recommendation at this time. The draft schedule above is presented for Council information and feedback. This item is scheduled to be discussed at the October 26, 2009 Committee of the Whole meeting. C:ltemp\XPGrpWisellnfoMemo 10- 26- 09BudgetProcess.doc 39 40 Finance Safety Committee Minutes October 20. 2009 Pace 2 general Council desire to be responsive and diplomatic in the process of making decisions that directly affect City employees. It is with these considerations that a specific amount of funding has not been targeted for reduction. At this time, the intent is to save funding and reduce expenditures whenever or wherever possible. The Committee did not reach unanimous approval for a recommended action in regards to this item. The following items were agreed to: This item will move forward to full Council for discussion with the Mayor's recommendations, after the November 3 General Election (to the November 9 COW). Non represented City employees should be asked to provide input on potential wage options. FORWARD TO NOVEMBER 9 COW FOR DISCUSSION. B. Contract Renewal for 2010 M.J. Durkan for Lobbying Services This is a professional services renewal contract with M. J. Durkan, Inc. for local lobbying service. This will be a one -year contract with terms, scope of services and fees remaining the same as last year. The Committee recognizes the importance of maintaining relations with the State especially during these challenging economic times. UNANIMOUS APPROVAL. FORWARD TO OCTOBER 26 COW FOR DISCUSSION. C. Authorization to Transfer Funds for Additional 2009 Budget Reductions Staff is seeking full Council authorization to transfer funds from various City Department budgets in the amount of $392,416 to Department 20 for additional budget reductions. Council has previously approved funds transfers including a City -wide 3% budget reduction and a transfer from the 2009 Equipment Replacement fund. This third transfer comes from selected departments based on identified cost savings opportunities. Committee Chair Linder requested clarification in the Fund Transfer line item for Public Works Emergency Services. This line item reflects a cost savings as a result of the vacant CERT position. UNANIMOUS APPROVAL. FORWARD TO OCTOBER 26 COW FOR DISCUSSION. D. Budget Process and Deadlines Based on Council request, staff has provided a detailed, dated list of major steps involved and required in the biennial budget process as outlined in the informational memo included in the Committee agenda packet. Kimberly Matej is currently working with Shawn Hunstock to incorporate this information into a table that can be utilized and updated annually. The Committee noted that most of the budget process is dictated and required by law. The majority of preparation taking place prior to legally mandated deadlines is at City discretion. Committee Members expressed confidence that this detailed process will allow input on budget items in a timely and efficient manner. The documentation incorporates this Council policy -level review at various times throughout the year, including an early Spring (May) review of sales receipts and potential budget modifications. The information and timeline Council will be discussing on October 26 is based on budgetary requirements without implementation of Initiative 1033. If 1 -1033 passes, the City will have ample time to react strategically. However, Committee Chair Linder requested that Shawn also provide the initial three or four steps that will be required of the City in the event of I -1033 passage. For example, passage will require setting the property tax level to the highest possible limit. FORWARD TO OCTOBER 26 COW FOR DISCUSSION. 26th (Monday) Community Affairs Parks Corte, CANCELLED D City Council Executive Session, 6:00 PM (Council Chambers) D City Council Committee of the Whole Mtg., 7:00 PM (Council Chambers) C.O.W TO BE IMMEDIATELY FOLLOWED BY A SPECIAL MEETING 2nd (Monday) FLOOD INFORMATION 8:00 to 10:00 AM Museum of Flight Please see FLOOD INFORMATION under October 27 for full description of "Train -the- Trainer Program" to learn 5 flood safety steps your employees and colleagues should know Transportation Cmte, 5:00 PM (CR #1) D Civil Service Commission, 5:00 PM (CR 83) D City Council Regular Mtg., 7:00 PM (Council Chambers) Upcoming Meetings Events OCTOBER NOVEMBER 2009 27th (Tuesday) FLOOD INFORMATION 8:30 to 10:30 AM AMC Theatres in Westfield Mall Southcenter Information for business community members regarding the Howard Hanson Dam to help you familiarize employees and colleagues in The 5 flood safety steps. Please visit www.caulcwila.wa.us and click on Howard Hanson Dam info "View Page then scroll down to "Train the- Trainer Program." Emergency information available at www.kingcounty. gov /floodplans. t Utilities Cmte, 2:00 PM (CRC) PLEASE NOTE SPECIAL MEETING TIME D City Council Special Mtg. (Work Session on Shoreline Master Program) 3 :00 to 7:00 PM (Council Chambers) 3rd (Tuesday) Chamber of Commerce Gov't. Community Affairs Cmte., 12 :00 NOON (Chamber Office) D Arts Commission, 5.30 PM (Community Center) Finance Safety Corte, 5:00 PM (CR #3) General Election Day Please VOTE! El 28th (Wednesday) FLOOD INFORMATION 8:00 to 10:00 AM Museum of Flight Please see FLOOD INFORMATION under October 27 for full description of "Train- the Trainer Program" to learn the 5 flood safety steps your employees and colleagues should know Emergency information available at www.kingcounty. goy/flood p la ns. COPCAB, 6:30 PM (CR #5) Court 4th (Wednesday) D Sister City Cmte, 5:30 PM (CR #3) Utilities Committee: 2nd 4th Tues., 5:00 PM, Conf. Room 41 Surface Water rates for 2010. 29th (Thursday) FLOOD INFORMATION 8:00 to 10:00 AM Museum of Flight Please see FLOOD INFORMATION under October 27 for full description of "Train- the Trainer Program" to learn the 5 flood safety steps your employees and colleagues should know D Lodging Tax Advisory Cmte, 12:00 NOON (Doubletree Guest Suites) Family Fright Night 6:00 to 8:00 PM Community Center FREE! (Non perishable food items for the Tukwila Food Pantry will be accepted at the door) Game booths, contests and haunted house! Not dogs and chips available for $2.00. Parents must accompany their children. 5th (Thursday) City Council Special Mtg. (Budget update and CIP review) 5:00 to 8:00 PM (Community Center) Equity Diversity Commission, 5:15 PM (CR #3) Court 30th (Friday) 31st (Saturday) Tukwila Int'l. Blvd. Action Cmte's Trash Pickup Day 9:00 10:00 AM For location contact Rick at rickforschler org Agenda items for 10/27/09 meeting: (A) Water, Sewer and Sunday, November 1 (at 2:00 AM) Daylight Saving Time Ends 6th (Friday) 7th (Saturday) WORK PARTY Tukwila Pond Wetland Buffer Enhancement 9:00 AM to NOON (West side of Andover Park West, south of Strander Blvd) Call Tracy (206- 768 -2822) or Sandra (206 -431 -3663) for more information or to volunteer 41 42 MONTH MEETING 1 MEETING 2 REGULAR C.O.W. October November 11th Veterans Day (City offices closed) 26th Thanksgiving (City offices closed) 27th —Day after Thanksgiving (City offices closed) 30th Fifth Monday of the month —no Council meeting scheduled Tentative Agenda Schedule 5 2 Snecial Presentation: Promotion of Eric Lund to position of Sergeant in the Police Department Update on Literacy Source (Cat Howell) Public Hearing: Ordinance providing finding of facts regarding diversion facilities Unfinished Business: Ordinance providing finding of facts regarding diversion facilities Authorize Mayor to sign Authoriza- tion for Transfer of Funds in the amount of $392,416.00 from various City departments to the General Fund to provide for 2009 departmental budget reductions. Authorize Mayor to sign a contract with M. J. Durkan for 2010 lobbying services, in the amount of $4,000 per month, plus expenses that shall not exceed $500 per month. 12 9 Special Issues: Ordinance forming LID 33 Authorize Mayor to sign a contract with Puget Sound Energy to design art electric conversion program for the Southcenter Parkway extension as part of the Tukwila South project Resolution updating and clarifying the Non Represented Employees' compensation and adopting the salary schedule and benefits summary 19 16 MEETING 3 MEETING 4 REGULAR C.O.W. Public Hearing: Ordinance forming LID 33 Unfinished Business: Ordinance forming LID 33 Authorize Mayor to sign a contract with Puget Sound Energy to design an electric conversion program for the Southcenter Parkway extension as part of the Tukwila South project Resolution updating and clarifying the Non Represented Employees' compensation and adopting the salary schedule and benefits summary 26 See agenda packet cover sheet for this week's agenda (October 26, 2009 Committee of the Whole Meeting) 23 COMMIT IsE OF THE WHOLE MEETING TO BE FOLLOWED BY A SPECIAL MEETING