HomeMy WebLinkAboutFS 2009-11-17 COMPLETE AGENDA PACKET1. PRESENTATION(S)
2. BUSINESS AGENDA
f. Third quarter reports,
3. ANNOUNCEMENTS
4. MISCELLANEOUS
City of Tukwila
Finance and Safety
Committee
O Pam Linder, Chair
O Joe Duffie
O De'Sean Quinn
Item
a. SSVS web site redesign;
Katherine Kertzman, Tourism Manager.
b. SSVS vacation planner redesign;
Katherine Kertzman, Tourism Manager.
e. A resolution adopting the 2010 -2015 CIP;
Shawn Hunstock, Finance Director.
AGENDA
TUESDAY, NOVEMBER 17, 2009
CONFERENCE ROOM #3; 5:00 PM
c. Contract with Commercial Development Solutions;
Rhonda Berry, City Administrator.
d. Property Tax Levy ordinances and resolutions;
Shawn Hunstock, Finance Director.
Distribution:
P. Linder
J. Duffle
D. Quinn
J. Hernandez
D. Robertson
Mayor Haggerton
R. Berry
C. O' Fia herty(punched)
S. Brown
B. Fletcher
B. Giberson
Action to be Taken
The City of Tukwila strives to accommodate individuals with disabilities.
Please contact the City Clerk's Office at 206 433 -1800 for assistance.
D. Haynes D. Speck
S. Hunstock R. Still
M. Hart D. Tomaso
S. Kerslake M. Villa
K. Kertzman Judge Walden
T. Kinlow B. Arthur
K. Matej C. Parrish
M. Miotke J. Ede
G. Labanara K. Narog(cover)
D. Lincoln S. Kirby(emaii)
N. Olivas S. Norris(emaii)
J. Pace
Page
a. Forward to 11/23 C.O.W. Pg.1
and 12/7 Regular.
b. Forward to 11/23 C.O.W. Pg.19
and 12/7 Regular.
c. Forward to 11/23 C.O.W. Pg.31
and 12/7 Regular.
d. Forward to 11/23 C.O.W. Pg.35
and 11/23 Special.
e. Forward to 11/23 C.O.W. Pg.41
and 12/7 Regular
f. Information only. Pg.47
Next Scheduled Meeting: Tuesday, December 8, 2009
Committee Goals:
Work together in cooperation with nearby cities to address common problems in the Highway 99 corridor and Military
Road.
Ensure a commitment to continued human services funding in relation to the cost of living through consistent review
of regional, state and federal budgets affecting human services progams and services (also assigned to CAP).
Research the viability of sponsoring a City -wide Citizens' Academy (also assigned to CAP).
City of Tukwila
INFORMATIONAL MEMORANDUM
TO: Mayor Haggerton
FINANCE AND SAFETY COMMITTEE
FROM: Katherine Kertzman
TOURISM PROGRAM DIRECTOR
DATE: NOVEMBER 12, 2009
SUBJECT: SEATTLE SOUTHSIDE WEBSITE REDESIGN
ISSUE
Jim Haggerton, Mayor
Seattle Southside is recommending redesign of the current website www.SeattleSouthside.com
to match the new brand standards and increase functionality and usability by customers,
business associates and staff. Seattle Southside requests Council approval because the cost of
the proposed contract exceeds the Mayor's signing authority of $40,000.
BACKGROUND
The current website in use is now 7 years old and while it was innovative at the time of its
creation, it is now lacking in functionality for users and is not comparable to competitors.
DISCUSSION
Seattle Southside's website currently receives on average 14,346 unique visitors monthly since
implementing a new search engine optimization campaign in June; that is up 180% from the
same timeframe last year. With an updated website that utilizes the current standards for online
marketing built in to the backend these numbers will only increase.
The website is a component of the current brand enhancement project and will work in
conjunction with a new advertising strategy directing users to the website. An online visitor
guide will be another piece of the brand update that will help reduce printing costs and create
more tracking methods.
The enhanced website will greatly increase the end user's ability to search for relevant
information, create a visitor profile to encourage them to revisit, create travel itineraries and
utilize an interactive map. User stories, photo tour and a new events calendar will encourage the
user to stay in the website longer resulting in the increased likelihood of a booked vacation. The
new website will provide an internet booking engine through a GDS global distribution
systems allowing users to book hotel rooms and rental cars as well as airline tickets thereby
reducing staff time by managing availability, inventory and rates of different extranets in "one
go"
Phase 2 (not included in the contract) will allow for translations into Spanish and Japanese
along with a mobile version of the site
Exclaim will work alongside Philip Hallstrom for the creative design portion of the updated site.
Exclaim has been working on the brand refinement and in order to ensure continuity of brand
standards they will design the creative portion while Philip will do all of the web development.
INFORMATIONAL MEMO
Page 2
Budget impacts: There is no additional budget request for this item. The combined cost for this
website is budgeted within the Council approved 2009 -2010 Tourism Program budget; however,
because the proposed contract with Philip Hallstrom amount is over $40,000, it requires Council
approval.
RECOMMENDATION
The Council is being asked to consider this item at the November 23, 2009 Committee of the
Whole Meeting and subsequent December 7, 2009 Regular Meeting.
ATTACHMENTS
Philip Hallstrom Web Development Proposal
EXCLAIM Web Creative Proposal
Website Proposal Matrix
W InfoMemos\Memo to Fin Safety 2009 Website Redesign Final.doc
Website Proposal Matrix
Website
Web Design (Exclaim)
Web Design (Heckler Associates)
Web Production
Site Foundation
Data Migration
Site Testing
Server Setup /Provisioing
Content Management
SEO Enhancements
Photo Tour
Entity Management
Entity Enhancements
Radius Searching
Additional Tools
Google Entity Map
Photo Tool
Events Calendar
Booking Agent Integration
Advanced Search
Travel Itineraries
Blog
Business /Member Area
Visitor Profiles
E- Postcards
Calendar Widget
User stories
Total
!Philip Hallstrom
$17,000.00
Seattle Southside
Website Proposals
14,250.00
$12,800.001 $12,800.00
Setting up files for
development, testing,
$4,800.00 $4,800.00 proofing
Second round of file
$2,400.00 $2,400.00 generation
$4,000.00 $4,000.00
$1,600.00 $1,600.00
$3,200.001 s $3,200.00
$1,600.00 $1,600 00
$1,600.00 $1,600 00
$9,600.001 $9,600.00
$8,000 00 $8,000 00
$1,600.00 $1,600.00
Iw/ Exclaim Iw/ Heckler
1 $67,400 .001 $64,650.00
SEO Enhancements
Photo Tour Selection
Custom Forms
Menus
Browser Compatibility
Front Page Slide Show
Printer Friendly Setup
Entity Enhancements
Radius Searching
1 $24,800.00 $24,800.00
$1,600.00 $1,600.00
$2,400.00 $2,400.00 Photo Tool
$2,400.00 $2,400.00 Enhanced Event Calendar
$1,600.00 $1,600.00 Booking Intergration
$1,600.00 $1,600.00
$3,200.00 $3,200.00 Travel Itineraries
$1,600.00 $1,600.00
$3,200.00 $3,200.00
$3,200 00 $3,200.00 Visitor Profile
$1,600.00 $1,600.00
$800.00 $800.00
$1,600 00 $1,600 00
Mobile Site
Green Rubino did not respond to RFQQ
Interviewed Vision Internet and they did not meet criteria as an ecommerce interactvie site
IData Imagery 1
$17,000.00
$4,750 00 $4,750 00
lw/ Exclaim Iw/ Heckler
1 $73,150.001 $61,900.00
1 $9,500.001 $9,500.00
I $26,150.001 $26,150.00
$2,300 00 $2,300.00
$4,750 00 $4,750.00
$3,600.00 $3,600.00
$4,750.00 $4,750.00
$6,000 00 $6,000.00
Annual Support Contract $3,600.00/yr
Licensing $3,600.00/yr
14,250.00
$12,000.001 $12,000.00
$8,500.00 $8,500.00
SSVS WeDslte Re
Prepared for: Katherine Kertzman,
Seattle Southside Visitor Services
Prepared by Philip Hallstrom
PJKH, LLC
Prepared on. October 14, 2009
A 3106 60th Loop SE Olympia, WA 98501 T 360.480.1209
ovatio
PJKH, LLC
E philip@pjkh.com W www.pjkh.com
T ary
PJKH, LLC
objective
Extend and enhance the existing seattlesouthside.com website to provide a richer experience for its visitors and increase
overall site utilization and visitor retention.
Timeline
The timeline for this project has not currently been defined and is dependent upon completion of website graphical
redesign.
Solution
Develop the website using the Ruby on Rails framework. RoR allows for very fast development and provides many nice
features that can be implemented easily. A general purpose content management tool for pages that are "mostly static"
will be built. Additionally, custom tools will be built for areas of the site that require them. The design will be executed by
third -party resources and will be implemented as part of this project.
A note on "Entities"
Throughout this document the word "entity" or "entities" refers to a restaurant, shop, hotel, attraction, meeting space,
transportation company, etc.
Re
ovato
rs
PJKH, LLC
General
Design of the website will be handled by a third party, most likely by internal committee resources.
Site will be developed using the Ruby on Rails framework (www.ruhvonrails.nrn).
Hosting will be managed by a third party provider I will provide recommendations and oversee site deployment.
All forms will use a captcha system to reduce the amount of spam (www.recaptcha.net)
Site will be tested for compliance against the Firefox 2.0, IE6, IE7, and Safari web browsers.
Graphical Refresh
The current look and feel of the website, while having served its purpose well, is beginning to show its age. It has been
requested that a new design be implemented to bring the site up to date with current design practices. While the final
design will be a result of interaction between the designer and SSVS staff, the following goals should be realized
Widen the overall page width from it's current 730px to 900px. Currently 95% of visitors have a screen width of
1024px or greater This will provide more room "above the fold" for valuable content.
Create two distinct areas; one for the general public, one for businesses and press. The latter would contain the
majority of information currently residing in the right navigation bar.
Make it more apparent to visitors where and how they can interact with the site (i.e. newsletters, RSS, travel itineraries,
trip advisors, user stories, etc.)
Make the entity directories less like a directory listing and more categorical and browsable. One way to do this would
be to create a page for each entity "feature" (i.e. /hotels /with pools/ would list all hotels with a pool).
Organize packages based on category and have featured ones that rotate on the home page.
Brochure and info request needs to be more compact and customizable.
Have feature stories on local people, business, stores, festivals, activities, artists that rotate on the homepage with links
to an archive.
Photographic tour of the area. Allow staff to upload images, set captions, determine the order System will generate a
slideshow of uploaded photos.
Hotel reservation button on home page with search for all different aspects. Search will utilize the Jack Rabbit
reservation system.
Create "printer friendly" version of all pages.
Photo Tool
Redo the existing photo tool to streamline the administrative process and ease of use for the end user.
PJKH, LLC
Entity Enhancements
Create system to allow SSVS staff to associate entities with one another to indicate a relationship between them. On
the entity detail page these related entities would appear in list format and be linked to their own detail page.
Enhance the current entity models to allow an unlimited number of photos to be attached These photos would
display as a slideshow on the detail page.
Enhance the current entity model to allow an unlimited number of YouTube videos to be attached These videos would
display as a slideshow on the detail page (perhaps via an overlay similar to how many Apple movie trailers play)
Create RSS feeds to provide information on new entities, updated entities, promotions, coupons, etc.
Have different sections for groups and meeting planners.
Add functionality to handle transportation needs via a 'Need Transportation' link/button.
Free e- postcards.
Jack Rabbit booking agent.
Improve entity searching to utilize full text and fuzzy match algorithms.
Allow for multiple languages. This will require the assistance of a third-party translator.
SEO Enhancements
Dynamically generated sitemap.xml file used by search engines in real time.
Ensure that every entity has fields that apply to the page title, meta keywords, and meta description.
Modify all URLs to include entity title in SEO friendly format (i.e. "Family Fun Center" attractions /family- fun center
Radius Searches
Using the address information provided for each entity create search mechanism that can answer the question "What
is near my hotel Allow user to filter on restaurants, attractions, and shops.
On hotel detail pages automatically show several nearby restaurants, attractions, and shops.
Create a single "map" page which would show all entities in an embedded Google map. Allow user to filter types of
entities shown (i.e. "show only restaurants This may require some testing to determine feasibility due to density of
entities in /around Westfield Southcenter.
Staff would upload a single high resolution JPEG image, provide meta information (title, description, category, etc.).
System will generate appropriate thumbnails for end user browsing.
End users, once authenticated, would be able to download high resolution JPEG images after answering a simple
questionnaire about the intended usage.
This questionnaire would be purely for informational purposes and would not prevent the download.
Create RSS feed to alert users to new images.
PJKH, LLC
Events Calendar
Update the events calendar UI to encourage users to book a hotel for the duration of the event. System could display
hotels physically near the event itself Alternatively, if legal, the list could be generated from a list of featured hotels. Or
the list could be comprised of hotels that meet a certain AAA rating.
Create an embed -able calendar widget that other sites could use to quickly and easily have a Seattle Southside events
calendar. All links in widget would take user to SeattleSouthside.com.
Create an RSS feed for upcoming events. This could be used by the general public as well as embedded into other
sites with links back to SeattleSouthside.com.
Allow users to indicate a desire to be reminded about specific events before they happen. User would be able to
specify their email address and how early to be reminded (i.e. one day one week one month An email would
be sent at that time reminding them of the upcoming event.
Visitor Profile
The visitor profile would let end users register for a SSVS account and provide information that would tailor their
experience by auto suggesting entities that may be of interest to them. A small set of questions would need to be asked
to determine their preferences (i.e. "Do you like small and quaint or large and luxurious which would be applicable to
every entity type. Entities would then be similar tagged and /or rules would be built in (i.e. All hotels whose nightly rate is
$200 or higher is "large and luxurious This information would then be used to build a user specific page with
recommendations for entities that user might be interested in. Additionally this information could be used to send emails
about upcoming events that match their preferences.
Travel Itineraries
Create a system that allows registered users the ability to add entities to an itinerary and provide notes for each.
Users would be able to save these itineraries as well as print them.
Integrate Google Maps to plot entities on the itinerary and provide driving directions from one to the next.
System would allow SSVS staff to easily copy a user's itinerary, make changes, and publish it to a central location for
other users to see.
User Stories
There might be an issue with allowing users to write comments about a specific entity due to legal ramifications and the
need to be an unbiased source of information User stories are an attempt to circumvent that while still providing
valuable user generated content and source of interaction.
Users would be able to write a story/anecdote about their visit to the area. The idea is that this would be similar to the
guest books found in many bed and breakfasts where people indicate why they were there (i.e. it was our 10th
anniversary and we stayed at and had a wonderful dinner at after which we went dancing at
These stories would be submitted to SSVS staff for review and possible publication.
SSVS staff would be able to edit and associate the story with related entities (for cross linking purposes)
Once SSVS staff approves the story it would appear in a blog like format in a dedicated section of the website.
Additionally it would appear as a link on all entity detail pages it is related to.
PJKH, LLC
c cet
c.
Site Foundation
Data Migration
Site Testing
Server Setup /Provisioning
Entity Enhancements
Jack Rabbit Integration
SEO Enhancements
Radius Searching
Google Entity Map
Photo Tool
Events Calendar
Advanced Search (full text, phrase matching, etc.)
Travel Itineraries
Blog
Business /Member Area
Optional Functionality
Visitor Profiles
Photo Tour
E- Postcards
Calendar Widget
User Stories
Subtotal
Total including optional functionality
PJKH, LLC
$4,800
$2,400
$4,000
$1,600
$8,000
$1,600
$1,600
$1,600
$1,600
$2,400
$2,400
$1,600
$3,200
$1,600
$3,200
$39,200
$3,200
$1,600
$1,600
$800
$1,600
$50,400
Co
PJKH, LLC
3106 60th Loop SE
Olympia, WA 98501
T 360 480 1209
philip @pjkh.com
www.pjkh.com
tact
or
atio
PJKH, LLC
PROJECT PROPOSAL October 16, 2009
2125 Western Ave
Suite 302
Seattle WA 98121
CLIENT:
Seattle Southside Destination Marketing Organization
Katherine Kertzman
Program Manager
14220 Interurban Ave. S.
Suite 130
Tukwila, WA 98168
206.575.2489
PROJECT:
Website
Phone 206 368 0121
Fax 206 368 0130
www exclaimllc com
OUR COMMITMENT
We are committed to creating new possibili-
ties for our customers. These possibilities occur
through strategic graphic design, brand defini-
tion and project management. We align with our
customers, helping them focus on programs
that solidify their brand and create pathways for
growth.
EXCLAIN4Lc
Website Development
We think of websites as windows creative windows to your brand. As
such, we make sure that looking through that window results in your target
audience coming away with a clear understanding of who you are and what
you stand for. EXCLAIM designs websites, HTML emails and banners that
support your positioning and are designed to dispense information and
get viewers clicking through your site. Your project begins with concept
development for a home page and secondary page (two concepts of each)
to give you the feeling of the site.
Southside website deliverables include:
Develop sitemap and navigation
Develop look and feel of website
Design layout of homepage and major pages
Set -up HTML templates
Develop site management system
Development Services Setup, design integration, flow copy
EXCLAIM will work closely with Seattle Southside to develop new and
exciting copywriting. This is intended to help promote the `practical traveler'
feel from the strategy that was developed previously.
Content Management
Site Templates
We will start building your site by taking your new design mockups and
creating the site templates. We'd recommend this design to be 960px in
width which fits the 1024px minimum width of most screen resolutions. We
will build site content with alt text for visually impaired, but you also will
have the ability to manage or set this content in the future through our page
editor.
Content Management
You will have the ability to add or delete pages on your site. Additionally, you
can easily edit the content of the pages through our online editor. You can
easily add content, pictures, links or other dynamic compontents on a page.
Menus
All menus will be dynamically generated based on your page structure. You
can set pages to be active or not in the menu.
Photo Tour Section
We will build a photo tour section that easily allows staff to upload pictures
with captions that will automatically get generated into a picture slideshow
on the website.
Custom Forms
We will create a brochure and info request page using our form building
tools. You will have access to our forms module to manage fields on these
forms, or even setup new forms in the future to collect other types of
information.
E CLAt 1 Seattle Southside PROPOSAL
Ocotober 16 2609
Browser Compatibility
We will test the site to ensure compatibility with all major browsers (Internet
Explorer 6 Firefox 3 Safari, Opera). We will build the site to comply with
World Wide Web Consortium standards (W3C Compliant) and style code
and javascript will be placed in separate files to speed load time for visitors
and page indexing by robots.
Front Page Slideshow
We will setup our slideshow module to give you the ability to add feature
stories on local people, business, stores, festivals, activities, artists that
rotate through at set intervals.
Printer friendly Setup
We will use the style sheets of the site to setup printer friendly versions of
the pages.
SEO Enhancements
You will have the tools to be able to enter page title, meta keywords and
meta descriptions per page in our page manager tools. When editing the
content of pages, you will be able to specify headings up to six levels
(h1,h2,h3, ect). Our software will dynamically generate a sitemap.xml file
used by search engines in real time. Before launch, we will also setup
permanent redirects based on a list of pages you provide us from your old
website.
Entity Management
Entity relationships
We will set up our contact module to give you the ability to associate
contacts (entities) with each other. These entities will then be rendered on
the entity detail page on the website, with a link to view that entity's detail
page.
Entity slideshows
Our slideshow module will be set to be associated with entities. Optionally,
you can set up entity owners to be able to login and update their own
slideshows.
Entity videos
Our videos module will be setup to be associated with entities. Optionally,
you can setup entity owners to be able to login and update their own videos.
Entity blog
Our blog module will be setup to be associated with entities. Optionally,
you can setup entity owners to be able to login and update their own blog
entries for news and for posting coupons.
Entity stories
We will setup the ability for site users to write a story/anecdote about their
visit to the area. Once a story is submitted, SSVS is notified and can review
the story to make changes. Once SSVS staff has completed edits, they can
post the story to any number of entities or to the SSVS blog.
EXCLAIM I Seattle Southside PROPOSAL
Ocotober 16 2009
Entity searching
Our entity searching will allow partial text searching to match entries that
contain "like" text.
Radius searching
On the entity detail page, we will setup a google map based on their address
and display other entities based on type. Users can filter the type list (ie
restaurants, attractions, shops). Using the address information provided
for each entity, we will create a search mechanism that can answer the
question "What is near my hotel allowing the user to filter on restaurants,
attractions, and shops.
Entity directory
The directory will list entities by category for easy browsing. Also, on the
directory, there will be a single "map" which will show all entities in an
embedded Google map. The user can filter types of entities shown (i.e.
"show only restaurants
Additional Tools
Booking integration
We will integrate the Jack Rabbit booking agent.
EXCLAIM l 1 Seattle Southside PROPOSAL
Ocotober 16 2009
Photo tool
We will build a tool that allows for the upload of high resolution images and
the entry of meta information (title, description, category, alternative text for
visually impaired visitors, etc.). The tool would create a thumbnail version
for end user browsing. End users can fill out a form and then gain access to
this library of images. End users could also subscribe to an RSS feed to be
alerted when new images are created.
Enhanced events calendar
We will create an enhanced events calendar to encourage users to book a
hotel for the duration of an event. The list of hotels can be sorted by rating
or by price. The calendar will also be able to be embedded on another site,
with links coming back to SeattleSouthside.com. All events will be available
through an RSS feed. Users can enter their email address to be reminded
about specific events, and they would be able to specify the amount of time
ahead they want to be notified. They would then receive an email on their
predetermined notification period.
Visitor Profile
We will create a visitor profile tool that will let end users register for a SSVS
account and provide information that will tailor their experience by auto
suggesting entities that may be of interest to them. A small set of questions
will need to be asked to determine their preferences (i.e. "Do you like small
and quaint or large and luxurious which will be applicable to every entity
type. Entities will then be similarly tagged and /or rules would be built in
(i.e. All hotels whose nightly rate is $200 or higher is "large and luxurious
Additionally this information will be used to send emails about upcoming
events that match their preferences.
Post Launch Development Support
Travel Itineraries
We will create a system that gives registered users the ability to add entities
to an itinerary and provide notes for each. Users will be able to save these
itineraries as well as print them. Google Maps will be used to plot entities on
the itinerary and provide driving directions from one to the next. SSVS staff
can easily copy a user's itinerary, make changes, and publish it to a central
location for other users to see.
Mobile Site
Unfortunately there is no simple way to make a site look good on mobile
devices, it takes thought and energy to figure out what you want on your
mobile site. We will design a simple mobile template and create a mobile
site that gives users access to a subset of page content. On this site, they
will also be able to search or browse entities.
Annual Support Contract
Data Imagery provides an annual $3,600 /year hosting and support package.
This includes one hour per month of software support. This package also
includes regular software upgrades. This means that as new features
are added to Associo Software, you receive these feature updates for no
additional charge. Additionally, the Data Imagery service agreement includes
full server site hosting with 1 gb of server space, 100 gb of bandwidth and
server support.
Licensing
Client receives the right to use Associo Software for an unlimited number of
users granted the support contract is current. This license is not transferable
nor is the application or any code within sellable or transferable.
!AIM 1 Seattle Southside PROPOSAL
Ocotober 16 2009
Proposal Summary and Pricing
Web Design*
EXCLAIM will design three concepts for your home and
secondary pages. Five rounds of revisions.
Remaining site design (custom elements /pages)
Web Production
Setting up files for development, testing, proofing
Second round of file generation where required
Content Management
Menus
Photo Tour Section
Custom Forms
Browser Compatibility
Front Page Slideshow
Printer friendly Setup
SEO Enhancements
Entity Management
Entity relationships, slideshows, videos, blog, stories
searching, directory
Radius searching
Additional Tools
Booking integration 3,600
Photo tool 2,300
Enhanced events calendar 4,750
Visitor Profile 6,000
Travel Itineraries 4,750
Mobile Site 4,750
Post Launch Development Support
Annual Support Contract (direct to Data Imagery)
Licensing (direct to Data Imagery)
*This bid does not include copywriting at this time.
Accepted for Client Date
EXCLAIM Seattle Southside PROPOSAL
Ocotober 1e 2009
17,000
12,000
8,500
9,500
Total 73,150
3600 /yr
3600 /yr
Taxes, shipping, printing, manufacturing and photography are not included in this estimate. More information is necessary before
prices are available.
TERMS CONDITIONS
1. Time for Payment
EXCLAIM LLC (Agency) will bill you (client) for 50% of the total price, due upon
signing of contract. Monthly billings for completed work will then follow, and
are due within 21 days of invoice date. The balance of the final project is net 30
days from delivery date. A 2% monthly service charge is payable on all overdue
balances.
EXCLAIM I Seattle Southside PROPOSAL
Ocotober 16 2009
2. Changes
Client shall make additional payments for changes requested in original
assignment. However, no additional payment shall be made for changes required
to conform to the original assignment description. Client's approval shall be
obtained for any increases in fees or expenses that exceed the original estimate by
15% or more.
3. Expenses
Client shall reimburse Agency for any out -of- pocket expenses related to client's
project(s). Actual quantity delivered and invoiced may vary or 15
4. Cancellation
In the event of cancellation of an assignment, ownership of all copyrights and the
original artwork shall be retained by the Agency, and a cancellation fee for work
completed, based on the estimated price and expenses already incurred, shall
be paid by the Client. The Client has the right to terminate this agreement by
providing written notice 30 days prior to the cancellation date.
5. Ownership of Artwork
Client retains unlimited usage rights on all selected materials developed by EXCLAIM.
This does not include specific licensing agreements, such as photography, illustration
or stock video. Unless otherwise specified, the Agency retains all ownership rights to
original artwork produced on the clients behalf. The Agency retains ownership of all
creative concepts and artwork developed on behalf of the client but not selected by the
client. The Agency also retains the right to use artwork for purposes of self promotion in
their portfolio or as a link to their website.
6. Releases.
EXCLAIM LLC accepts no liability, nor makes any claim to be a legal expert with regard
to matters of regulatory or governmental compliance. Client should always consult with
their own legal counsel to ensure compliance with all laws and regulations governing
advertising or marketing programs created on behalf of the client. Client further agrees
to hold EXCLAIM LLC harmless from all legal claims with regard to any marketing
programs created or managed by EXCLAIM LLC on behalf of client. In the event of any
action to enforce or interpret the (Contract for Services), or for any remedy on account
of any breach of the (Contract for Services), EXCLAIM will be entitled to recover from
Client their costs, disbursements and reasonable attorney fees.
Accepted for Client Date
City of Tukwila
INFORMATIONAL MEMORANDUM
TO: Mayor Haggerton
FINANCE AND SAFETY COMMITTEE
FROM: Katherine Kertzman
TOURISM PROGRAM DIRECTOR
DATE: NOVEMBER 17, 2009
SUBJECT: SEATTLE SOUTHSIDE VACATION PLANNER REDESIGN
ISSUE
Seattle Southside Visitor Services recommends redesigning, printing and creating an on -line
version the current Vacation Planner to match the new brand standards and requests Council
approval because the cost of the proposed contract exceeds the Mayor's signing authority of
$40,000.
BACKGROUND
Jim Haggerton, Mayor
Seattle Southside Vacation Planner is the official visitor guide produced in cooperation with the
Cities of Tukwila, SeaTac, Kent and Des Moines through Seattle Southside Visitor Services. It
continues to be one of Seattle Southside Visitor Services' most successful resources for reliable
visitor information.
The current Vacation Planner is a 2 year guide and the 2008/09 will be out of date at the end of
the year. The remaining quantity is less than 50,000 guides that should last another 4 or 5
months. In the past, the guide has been refreshed with new data but the design has not
changed.
DISCUSSION
Success is evidenced by the number of Vacation Planner requests received through the
SeattleSouthside.com website, toll -free line, convention and groups, hotel concierge and walk
ins generated and tracked through the Visitor Center. Additionally, the publication offers
excellent visibility for Seattle Southside Visitor Services within the local community and tourism
industry.
Redesigning the Seattle Southside Vacation Planner was approved collectively by the Tukwila,
SeaTac, Kent and Des Moines Lodging Tax Advisory Committees
The Vacation Planner is a component of the current brand enhancement project and will work in
conjunction with a new advertising strategy directing users to the website. An online visitor
guide is included and will help reduce printing costs, create more tracking methods and allow
business associates to have more of a presence.
Advertising strategies provided by Lunar Cow will allow business associates to be advertisers
within the Vacation Planner to increase their visibility and reduce costs for Seattle Southside
Budget impacts: There is no additional budget request for this item. The costs for design and
printing of this publication are budgeted within the Council approved 2009 -2010 Tourism
INFORMATIONAL MEMO
Page 2
Program budget; however, because the proposed contract amount is over $40,000, it requires
Council approval.
RECOMMENDATION
The Council is being asked to approve the contract for $48,484 for Lunar Cow to redesign the
Vacation Planner and consider this item at the November 23, 2009 Committee of the Whole
meeting and subsequent December 7, 2009 Regular Meeting.
ATTACHMENTS
Lunar Cow Proposal
Vacation Planner Proposal Matrix
W InfoMemos\Memo to Fin Safety Vacation Planner 2009 Redesign Final.doc
Vacation Planner Proposal
Matrix exclaim
New Design
NIA
Yes
Included
$17,700.0
Creative Production
Ad Sales*
Saddle Stitch
Copywriting
Subtotal
Printing 100,000 (Journal
Graphics)
Photography
Online Guide
Total
eomments:
$26,782.
TBD
$1,850.
$46,332.00
EXCLAIM has
identified one of the 3
online vendors guide
producers as a
subcontractor
Heckler Associates
Updated Existing Publication
NIA
Yes
Minor editing and proofing
$7,000.
$26,782.
TBD
$33,782.
Created SSVS's new
brand guidelines Updated SSVS ex
Produced p a
*No online guide experience or
relationship with vendor
Lunar Cow
New Design
Included
Yes
Minor editing and proofing
Included
To be supplied by SSVS
Complimentary
$48,484 or
*Ad sales will reduce overall
cost of guide and make
partners feel more involved
*There are only 3 vendors that
produce the online guides,
Lunar Cow is one of the three
SSVS staff really aides
appreciates other visitor g
produced by Lunar Cow
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Seattle Southside CVB October 19, 2009
The Seattle Southside CVB (SSCVB) has asked Lunar Cow to highlight the costs and benefits of
designing and printing its 2010 Visitors Guide, as well as converting its Visitors Guide into a page
turning, interactive guide (Lunar Cow GoGuide) Lunar Cow has quoted on a 52pg cover option
under this proposal, but the page count may need to be adjusted once the ad sales campaign is
complete. The SSCVB will also be responsible for providing the files for the map that was used in the
previous Visitors Guide, or Lunar Cow will design fresh new maps that the SSCVB will have full
rights to If this option is selected, Lunar Cow will create a separate agreement. The Campaign
Objectives are listed below
Consulting /planning session to lay the foundation to what has been done in the past, how that
can be taken further and what new goals are in place for the Visitors Guide. The session will
determine key contact people and the scope of content on this project. Design and Ad Sales project
calendars with detailed milestones will be defined shortly after the planning session. Special care
will be given in planning Ad Sales, due dates and payment due dates to assure ad sales, collections
and publication go smoothly.
Design and print the 2010 Visitors Guide. Design objectives will focus on creating high
impact and response. Through the 2010 Visitors Guide, we will motivate viewers to find out
more about the area and plan trips and events in and around the Seattle Southside area. The
publication will highlight the diversity and great number of entertainment options located in
the region Lunar Cow will work with the SSCVB to identify these key factors of influence.
The goal of the SSCVB and Lunar Cow is to create more of a Lifestyle publication, utilizing
more photos, better maps, introducing new ideas and sections such as pre planned itineraries,
and creating a more engaging piece that better tells the story of the Seattle Southside region.
The new guide will feature Seattle Southside as the home base of the Pacific Northwest where
visitors can stay and experience the surrounding areas within a day's trip. The SSCVB will
provide all content and photos for the 2010 Visitors Guide. Additional goals include:
Increase Travel, Tourism and Commerce within the Seattle Southside
Increase awareness of the SSCVB visitor destination brand
Stimulate Seattle Southside destination travel spending
Create awareness of the GoGuide available to compliment the SSCVB Visitors Guide.
Bring innovation to the guide that offers more value for travelers and travel planners
Maximize brand impact and immersion to excite travelers and potential travelers about
the region.
Produce a professional and easy -to -use visitors guide
Delivering the guide on time and within budget
Lunar Cow will secure photos from local photographers supplied by the SSCVB if needed.
Lunar Cow will provide copywriting services when needed. This service, if needed, will be
billed at an hourly rate.
Convert the Visitors Guide into an online GoGuide By designing your visitors guide and
converting it into an online GoGuide Lunar Cow will give your Visitors Guide additional
value, impact and functionality Lunar Cow will design your visitors guide in a way that will
not only WOW! your target audience and provide ease of use, but will further expand its
message online.
Convert printed Visitors Guide to GoGuide
Optimize images, copy and guide content
Create links to external URLs
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Visitors Guide will enjoy new innovation and a fresh design that will better attract prospective
visitors and assist current travelers to maximize their visit.
o Improved branding
o Better positioning against competition
o Drives recipients to the online GoGuide for additional information and trip
planning functionality
Online GoGuide expands the message of the Visitors Guide and adds valuable functionality
o Brings Visitors Guide to the Web in a powerful format optimized for interactivity
o Downloads on- demand for efficient bandwidth usage
o Convenient one -click jump to desired page
o Easy -to -use interface, getting started/welcome page, table of contents, help resources
and tool bar allows viewers to instantly begin using the guide
o Page flip animations simulates magazine experience
o The content of the guide is searchable which offers quick access to specific content
o Zoom tool allows for detailed magnification
o Powerful print and save functionality offer viewers valuable output options
o Advertisements are linked directly to each advertiser's website
o Internal linking allows for interactive table of contents and easy navigation of guide
o Google integrated articles allow for easy language translation of your guide
o Videos can be imbedded within your guide, opening up new advertising opportunities
o Forward to a Friend features stimulates viral marketing and expands audience
potential
o Analytics Software tracks all visits and clicks within the guide
o Monthly Reporting provides valuable data about visitors to your region
o Hosting is included for up to 3 years
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We sincerely appreciate the opportunity to quote on designing and printing the SSCVB 2010 Visitors
Guide. To show our appreciation and commitment to the SSCVB, Lunar Cow will convert the SSCVB
Visitors Guide into an online, interactive guide absolutely FREE! (A $1,400 value!) with the purchase
of both design and print services for the 2010 Visitors Guide.
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Lunar Cow will provide the experience and expertise necessary to design, develop, implement and
manage your Campaign Your project will be divided into 5 easily managed Milestones to ensure clear,
one -to -one communication with your team and our dedicated Project Manager Each Milestone is
assigned specific deliverables and timelines, and Lunar Cow will not move on to the next Milestone
until we have exceeded your expectations This approach guarantees that we will exceed your
expectations at the completion of the project. Milestones are deliverables and are listed below
MISSION SCHEDULE: 2010 Visitors Guicle Design, Print and Digital Guide
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Estimated time of completion. 1 -2 weeks
Our team of design professionals will work with your staff to establish objectives, goals and
communication styles for the project. We will explore your business and the market place to become
thoroughly educated to the essence of your brand. During this foundational stage we will discuss,
advise and present the full range of possibilities that can be implemented. We look for ways in which
your company distinguishes itself in the existing marketplace to successfully position strong brand
separation.
Highlights on Milestone 1.
Project kick -off exploratory meeting /conference call
Create a client contact through which all approvals will be obtained
Cover needed materials or discuss how they will be generated if not currently in place
Consult with the SSCVB on campaign goals
Photography consultation (if needed)
Copywriting Services (if needed)
Estimated time of completion. 1 -2 weeks
In this stage we formulate the key elements that will drive the visual elements of your project. This
stage takes the plan and explores effective visual resolutions. Multiple thumbnail concepts are created
to showcase a range of potentially successful systems. This stage completes with the approval of a
defined concept that will be evolved into a prototype model in the next stage.
Highlights on Milestone 2:
Inventory images and content. Images and copy must be provided in a digital format. Images
should be 300dpi or greater and in a file format supported by Adobe Photoshop, preferably a T1F
file or high resolution JPG
Optimize, color correct digital images. Proposal includes up to 100 images.
Photo, print or slide scanning is not included and will be billed as line item addendum to this
proposal if needed.
Lunar Cow will present 1 -3 concepts for the Visitors Guide as needed to gain final approval.
Concepts will include a cover page and interior page to demonstrate publication styles Additional
concepts requested beyond 3 will be billed at $125 /hour. One round of revisions to a concept
included. Additional rounds of revisions billed at $125 /hour.
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Estimated time of completion. 2 -3 weeks
Once an approved concept is in place, Lunar Cow will develop a preprint prototype of the Visitors
Guide. Approval will take place at this stage.
Highlights on Milestone 3
Visitors Guide: Place provided copy and layout pages. Provided copy must be proofed by SSCVB
prior to sending to Lunar Cow Publication may be broken down into 2 portions for presentation
and approval. Up to two rounds of revisions included as necessary to gain final approval.
Additional rounds of revisions billed at $125 /hour
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Estimated time of completion: 1 -2 weeks
The approved files are prepared and sent to print. Lunar Cow will handle review and approval of all
press proofs to ensure the highest level of quality output.
Highlights on Milestone 4:
Visitors Guide is converted into an online, interactive guide and sent to the SSCVB
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The final print product will be delivered via the shipping company of our printer
NOTE. Estimated timelines are based on the minimum amount of time needed to complete a given
milestone. The first number indicates a forecasted time based on gaining full approval of the first draft
of the milestone presented by Lunar Cow. The second number indicates an estimate based on 1 round
of revisions to gain approval. Additional rounds of revisions will delay the projects initial forecasted
timelines. Up to 2 rounds of revisions for Milestones 1 -3 are included in this estimate. Lunar Cow is
committed to delivering all presentations to your satisfaction; however Lunar Cow reserves the right to
bill for additional rounds of revisions beyond the budgeted 2 at a rate of $125/hr No credit is earned
for revisions not used in a given milestone. Each milestone features a presentation window where
Lunar Cow will present all or a portion of the components for a given milestone.
Client will have three days to either make an approval or submit revisions to gain approval. If client
exceeds three days to send approval or revisions, the project will delay by each day extended beyond the
allotted three days for that review Timelines are based on receipt of all content necessary to complete a
given milestone. Timelines will not begin until ALL content required for a given milestone has been
submitted to Lunar Cow in the proper format as instructed by Lunar Cow All milestones are
concurrent and a delay in any given milestone affects all subsequent milestones
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Lunar Cow is an award winning, visual communications firm specializing in assisting companies to solve
problems and grow their business by strengthening brand communication over the Web, in print and
through multimedia. Our Creative Business Professionals have backgrounds in graphic design, technology
marketing and business. Each team member blends an energetic passion for success with proven market
research, strategic planning and best practices program development to achieve brand communications that
"get noticed" and deliver measurable response. Our client- centric philosophy and proven, 5-Step Mission
Schedule guarantee your complete satisfaction.
Lunar Cow has 10 years of national and international experience working with destination marketers.
Lunar Cow has helped these attractions best realize their brand to enjoy strong market positioning We
understand the unique marketing considerations that go into positioning and promoting a destination and
have built a strong portfolio of experience. Our destination experience covers convention and visitor
bureaus, theme parks, performing art centers, theatres, specialty animal attractions, zoos, museums and
historic societies. A sampling of some of the clients we have worked for in this group can be found in the
Abbreviated Client List below
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Akron Symphony Orchestra
Allegheny National Forest Vacation Bureau
Ashtabula County CVB
Bakersfield, CA CVB
Brown County CVB
Burlington/Alamance County CVB
Butler County OH Visitors Bureau
Carroll County CVB
Cayuga County Office of Tourism
Chester County's Brandywine Valley
Cleveland Cinemas
Cleveland Play House
Chicago Southland CVB
Clinton County CVB
Currituck County Department of Travel
Darke County OH Visitors Bureau
DeKalb County Tourist Association
Dolphin Quest
Fairmont Chamber of Commerce
Finger Lakes Visitors Connection
Flint Area CVB
Fond Du Lac CVB
Fort Collins CVB
Franklin County CVB
Front Royal Tourism
Geneva -on- the -Lake Visitors Bureau
Huntingdon County Visitors Bureau
Huntington County VCB
Indiana State Festival Association
IMATA
Kalamazoo County CVB
Lake Erie Shores Islands
Manhattan CVB
Marineland
McPherson CVB
Miami Seaquarium
Mountain Arts Center, KY
North of Boston CVB
Pikeville /Pike County Tourism
Pittsboro -Siler City CVB
Sandusky /Erie County VCB
Santee Cooper Counties Promotion
Commission
Six Flags Theme Parks
Statesville CVB
Staunton CVB
St. Augustine, Ponte Vedra The Beaches CVB
Summersville CVB
Valdosta CVB
Vinton County CVB
Visit Bend, OR
Visit Chicagoland
Wabash County CVB
Warren County OH CVB
Wayne County CVB
Woodfield Chicago NW CB
1
Strong team dynamic is built on synergy. Our team's goal is to collaborate with your team and act as an
extension of your operation by providing vision, leadership, implementation and complete integration of
our service platforms into your marketing plans to maximize your campaign results Each campaign begins
with clearly defined objectives and identification of the issues and challenges that confront progress Our
approach builds substantial value to your business and assigns a tangible measurement of success to clearly
evaluate how each campaign impacts your business
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Online GoGuide
DESIGN SERVICES
Design of 2010 Visitors Guide
52pg cover
GOG V IDE
Online GoGuide
Convert 2010 Visitors Guide into an interactive online guide
PIIOTOGRAPIIY
Photography services billed at local photographer rate
COPYWRITING
Copywriting services if needed billed at $125 /hr
PRINTING SERVICES
Pages: 52 cover
Size. 8 3/8 x 10 7/8
QTY 100,000
Color 4/4 PC, full bleeds
Binding Saddle Stitch and trim and pack in small cartons
Shipping Included in price below
Stock: Cover 80# Gloss Text; Body 60# Gloss Text
TOTAL PROJECT COST $48,484
(Includes design, printing, shipping and GoGuide)
Standard After Special Rate"
$1,400 FREE!
SSCVB will receive a FREE Online GoGuide design, valued at $1,400, when choosing to have Lunar Cow
design and print your 2009 Visitors Guide if this agreement is signed by October 31st, 2009!
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These Lunar Cow Design Proposal Terms and Conditions (the "Terms and Conditions are attached to the Lunar Cow Design
Proposal (the "Proposal that will act as the agreement between Lunar Cow Design, Inc. "Lunar Cow and you "Customer") for
purposes of the transactions referenced in the Proposal.
1, Any products and/or services to be supplied by Lunar Cow under the Proposal will provided in accordance
with the specifications set forth in the Proposal. Any dates or schedules specified in the Proposal for the delivery of any products or
services by Lunar Cow are only estimates and shall not be binding upon Lunar Cow Lunar Cow shall not incur any liability, either
directly or indirectly, nor shall any engagement be canceled as a result of any delays in meeting such dates or schedules.
2. The products and/or services set forth in the Proposal will be provided by Lunar Cow to Customer at the
prices in the Proposal. Any products or services provided by Lunar Cow not listed in the Proposal shall be billed at Lunar Cow's
customary charges or rates. Further, expedited or rush service by Lunar Cow will be subject to additional charges as established by
Lunar Cow from time to time. All prices will be exclusive of expenses incurred by Lunar Cow in providing the products and/or
services under the Proposal. Customer shall be responsible for all out -of- pocket expenses incurred by Lunar Cow in providing the
products and/or services, including, but not limited to, copy charges, travel costs, model and other talent fees, equipment use and
rental fees, disk charges, shipping charges and other related costs and expenses. Invoices are due upon Customer's receipt thereof.
Customer shall pay interest of one and one -half percent (11/2%) per month on all amounts due but not paid within thirty (30) days of
the invoice date. Lunar Cow retains the right to cease all work and deliverables for Customer under the Proposal until overdue
amounts are paid.
3 Customer is solely responsible for payment of any taxes (including sales or use taxes, excise taxes, intangible and
property taxes and similar taxes) resulting from products and services provided under the Proposal, excluding, however, any taxes
payable by Lunar Cow due to income earned by it or withholding taxes to its employees.
4 With respect to any design work performed by Lunar Cow under the Proposal, Lunar Cow will present
Customer an initial concept design. Upon presentment of this concept design, Customer will have the opportunity to work with
Lunar Cow in its redesign. The prices set forth in the Proposal are based upon a maximum of two (2) requests for changes to the
initial concept design. Any changes to the initial concept design requested by Customer in excess of such amount or any changes
requested after acceptance of the concept design will be billed by Lunar Cow at its customary rates for such services.
5 1' t ..1 1 Upon the completion of any deliverable in the Proposal, Customer will have three (3) business
days to review or test the deliverable and notify Lunar Cow of any problems with such deliverable. If Customer does not timely notify
Lunar Cow in writing of any problem, such deliverable will be deemed to be accepted by Customer In the event of any delay caused
by Customer's failure to timely make any delivery set forth in the Proposal or respond to Lunar Cow in a timely manner, Lunar Cow
will not be responsible to meet any due dates set forth in the Proposal, which shall be extended in Lunar Cow's discretion.
6. In the event Customer requests any changes or modifications to the products or services provided under the
Proposal, Customer will be responsible for all charges reasonably incurred by Lunar Cow with respect to such changes. Further, any
times scheduled in the Proposal for the delivery may be extended by Lunar Cow upon any such requested changes or modifications.
Customer represents and warrants to Lunar Cow that:
a. No content or information or materials delivered by Customer to Lunar Cow will: (i) be libelous, defamatory,
obscene, profane, threatening, harassing or offensive or otherwise violate the privacy or publicity rights of any third party;
(ii) constitute a fraud or other unlawful business practice, (iii) infringe on any copyright, patent, trade secret or other
proprietary right held by any third party, or (iv) violate any federal, state or local law, regulation or orders.
b. Customer has secured all necessary licenses and clearances for use of the content, including all rights to copy,
distribute, modify, perform and display the content and to create derivative works of the content. Unless otherwise agreed
by Lunar Cow in the Proposal, all content will be supplied by Customer
c. Lunar Cow may refrain from starting any work under the Proposal until such time as Customer has delivered to Lunar
Cow all required content, including, but not limited to, copy, image files, logos and reference materials. Any delays in
providing such content by Customer will extend the time period for the delivery Lunar Cow has no obligation to review
any content, information or other materials supplied by Customer and does not assume any liability therefor
d. Lunar Cow shall not be responsible for any delays or inability of third parties used by Lunar Cow to provide the
products and/or services under the Proposal. Any price estimates in the Proposal may be based on a quote from a third
party Lunar Cow shall not be bound by any price quote in the Proposal if any such third party fails to provide the
products or services as agreed.
8 Lunar Cow represents and warrants to Customer that the graphics, scripts, text, source code, software
and other materials supplied or prepared by Lunar Cow under the Proposal will not infringe on any trademark, copyright, patent or
other proprietary right held by any third party
9 Lunar Cow shall have the right to terminate the agreement under the Proposal and all work to be performed
thereunder (i) in the event of Customer's breach of any provision hereof, or (ii) in the event a petition seeking composition of
creditors, the protection afforded by the United States Bankruptcy Code or benefit of other laws affecting the rights of creditors
generally is filed by or against Customer Upon termination by Lunar Cow, any and all work to be performed by Lunar Cow under
the Proposal shall immediately terminate; whereupon Lunar Cow will have no responsibility to refund any payments made to it prior
to such date of termination.
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10. In the event Customer cancels the engagement contemplated under the Proposal or fails to deliver any items
set forth in the Proposal or these Terms and Conditions after written request by Lunar Cow, Customer shall pay to Lunar Cow all
charges and fees incurred by Lunar Cow through the date of termination. In addition, without limiting the availability of any and all
other legal or equitable remedies, Customer shall pay a cancellation fee, depending upon the date of cancellation, equal to the
following schedule: (a) cancellation during Milestone 1 (or equivalent period) 50% of total estimated fees; (b) cancellation during
Milestone 2 (or equivalent period) 75% of total estimated fees; and (c) cancellation during Milestone 3 (or equivalent period)
100% of total estimated fees.
11. Any content or materials supplied by Customer shall remain the property of Customer Any image, graphics,
coding, scripts, text, source code, software or other materials supplied or prepared by Lunar Cow, and any derivative works there
from, shall remain the property of Lunar Cow; provided Lunar Cow shall grant to Customer the limited right to use such materials,
on a non- transferable basis, on its Web site or as otherwise contemplated in the Proposal. Notwithstanding any other provision of the
Proposal or these Terms and Conditions, Customer shall not be permitted to modify, reverse engineer, disassemble or decompile any
software or source code supplied by Lunar Cow for any Web site developed by Lunar Cow
12. t :1 i Notwithstanding any other provision hereof, Lunar Cow will have the right to publicly display any Web
site, including any components or content therein, and any design prepared or developed by Lunar Cow under the Proposal to any
third party, including, but not limited to, to potential clients in person, by advertisements or trade shows, or through contest
submissions.
13 I Customer shall indemnify and hold Lunar Cow, and its directors, officers, employees and agents, harmless
from and against any claims, losses, damages, liabilities, costs or expenses of any nature (including reasonable attorney's fees) suffered
or incurred by any of them to the extent that such are caused by (i) a breach of the Proposal or these Terms and Conditions by
Customer, or (ii) any content or materials supplied by Customer.
14 t "t; LUNAR COW SHALL NOT BE LIABLE TO CUSTOMER FOR ANY INCIDENTAL,
CONSEQUENTIAL, OR SPECIAL DAMAGES OF ANY KIND OR NATURE, INCLUDING WITHOUT LIMITATION, LOST PROFITS, LOSS
OF DATA, WHETHER ARISING OUT OF LUNAR COW'S BREACH OF CONTRACT OR WARRANTY, NEGLIGENCE, OR OTHERWISE
(EVEN IF LUNAR COW HAS BEEN ADVISED OF THE POSSIBILITY OF SUCH LOSS OR DAMAGE) CUSTOMERS SOLE REMEDY
UNDER THE AGREEMENT FOR A BREACH BY LUNAR COW SHALL BE THE PERFORMANCE OF THE SAME OR REPLACEMENT
SERVICES AND /OR THE DELIVERY OF REPLACEMENT PRODUCTS BY LUNAR COW
15 "1 7 tt EXCEPT AS OTHERWISE SPECIFICALLY PROVIDED HEREIN, THE PRODUCTS AND
SERVICES PROVDIED BY LUNAR COW ARE PROVIDED "AS IS" WITHOUT WARRANTY OF ANY KIND LUNAR COW EXPRESSLY
DISCLAIMS ANY AND ALL REPRESENTATIONS AND WARRANTIES WITH RESPECT
THERETO, WHETHER EXPRESS OR IMPLIED, ARISING BY LAW, CUSTOM, USAGE OR OTHERWISE, INCLUDING, WITHOUT
LIMITATION, ANY IMPLIED WARRANTY OF MERCHANTABILITY OR FITNESS FOR A PARTICULAR PURPOSE.
16. I This Agreement shall be governed by the laws of the State of Ohio, without reference to any conflict
of laws principles, and all claims, actions and other proceedings relating to the subject matter hereof shall be brought and heard
exclusively in the courts of Summit County, Ohio. Customer hereby consents to jurisdiction and venue of such courts and waives any
right to object to such jurisdiction or venue.
17 t If Lunar Cow is required to resort to legal action for the redress of a breach hereof by Customer, Lunar
Cow, if successful, shall be entitled to an award of all of its reasonable attorney fees and costs.
18. This Agreement shall inure to the benefit of, and be binding upon, the parties and their respective successors
and assigns. Customer may not assign this Agreement or any of its rights or duties hereunder (including the sale or transfer of
majority control of the ownership of Customer) without the prior written consent of Lunar Cow Nothing in the Proposal or these
Terms and Conditions shall be construed as creating any act or beneficial right in or on behalf of any third party
19 To the extent Lunar Cow is prevented from performing any of its obligations hereunder due to
circumstances beyond its control (including, but not limited to, the action or inaction of any governmental, civil or military authority;
a strike, lockout or other labor dispute; or a fire, flood, war, riot, theft, earthquake or other natural disaster, acts of terrorism or
other civil disturbance), Lunar Cow shall not be liable to Customer for any losses or damages arising out of such non performance.
20 Customer shall treat all confidential and proprietary information and materials of Lunar Cow strictly
confidential and shall not disclose such information or materials to any third party
21. No provision hereof shall be deemed waived, amended or modified by either party, unless it is in writing
and signed by the party against whom it is sought to be enforced. The failure of a party to enforce any provision hereof shall in no way
be construed to be a waiver of such provision, nor in any way affect the ability of a party to enforce the same or other provisions
thereafter The Proposal and these Terms and Conditions represent the complete agreement of the parties with respect to the subject
matter hereof and supersedes any prior or contemporaneous agreements, written or oral, between the parties. Lunar Cow shall be
deemed an independent contractor of Customer and neither party shall be, nor hold itself out as being, an employee or agent of the
other party Any notice to be given hereunder shall be given in writing and delivered personally, by overnight courier, by U.S. certified
mail, postage prepaid, written receipt requested, or by facsimile with confirmation.
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Yes, I authorize Lunar Cow to begin development on the design and printing of the 2010 Visitors
Guide and GoGuide as outlined by the above terms Please initial ALL of the services below that you
wish to have implemented by Lunar Cow
2010 Visitors Guide Design (Included in Total Project Cost)
2010 Visitors Guide Printing (Included in Total Project Cost)
Please provide photography services
Please provide Copywriting services
Online GoGuide (Included in Total Project Cost)
Please Quote Map Design
Half the cost of the project will be invoiced upon signing of agreement.
The remaining balance will be billed at the start of Milestone 3 and must be paid in full prior
to sending the guide to print.
Project must be paid in full before delivery of final product will occur
Prices contained in this proposal are guaranteed for 30 days
Accepted By:
Seattle Southside CVB Ashley Comar PH. 206 575 -2489 ashley@seattlesouthside corn
14220 Interurban Ave S Suite 130 Tukwila, WA 98168
Signature. Date:
Printed Name: Title:
Proposal Provided By:
Lunar Cow 137 South Main Street, Suite 202 Akron, Ohio 44308
PH 330 253 9000 FX. 330 253 9001 TF• 800 594 9620
TO:
FROM:
DATE:
ISSUE
BACKGROUND
DISCUSSION
RECOMMENDATION
ATTACHMENTS
City of Tukwila
SUBJECT: Contract Extension
Commercial Development Solutions
Finance and Safety Committee
Mayor's Office
November 9, 2009
Contract Amendment
List of Remaining Project Activities
INFORMATIONAL MEMORANDUM
Jim Haggerton, Mayor
The contract with Lisa Verner, dba Commercial Development Solutions, Project Manager for the
Tukwila South project, will expire December 31, 2009.
Due to the need for concentrated focus on negotiation of the Tukwila South Development
Agreement, the City contracted with Commercial Development Solutions to manage that project.
With the culmination and signing of the development agreement, there are many tasks yet to be
accomplished, a list of which is attached.
Approval of the development agreement with La Pianta has set into motion a series of activities,
including establishment of an escrow account, initiation of the annexation process, and many
other items. Because of Lisa's background in having negotiated the agreement and intimate
awareness of the details of the agreement, we believe it is in the City's best interest to continue
the contract with her at least until commencement of the construction of Southcenter Parkway
Extension.
The last time this contract was extended it was at a rate of $8,000 per month. Activities
underway as of this writing require that Ms. Verner work more hours than in the past. For the
last three months her billings have averaged approximately $11,000 per month. It is expected
that the same level of activity will be necessary through the next several months, but billable
hours should decrease as the project unfolds.
It is recommended that the contract be extended through December 2010, at a rate of $11,000
per month and that the Council consider this issue at the November 23, 2009 Committee of the
Whole Meeting and subsequent December 7, 2009 Regular Meeting.
Commercial Development Solutions
ATTEST /AUTHENTICATED
Christy O'Flaherty, CMC, City Clerk
Date Approved by City Council
CITY OF TUKWILA
CONTRACT FOR SERVICES
Amendment to #06- 059thtg)
That portion of Contract No. AG06 -059 between the City of Tukwila and Commercial
Development Solutions is amended as follows:
Under Section 2, Compensation and Method of Payment: Total amount to be paid shall
not exceed $401264,000 (an addition of $13222,000 to the previous contract amount of
$269247,000).
Under Section 4, Duration of Agreement: This Agreement shall be in full force and
effect for a period ending December 31, 201004 unless sooner terminated under the
provisions hereinafter specified.
All other provisions of the contract shall remain in full force and effect.
Dated this day of 2009.
CONTRACTOR CITY OF TUKWILA
Jim Haggerton, Mayor
APPROVED AS TO FORM
City Attorney
Tukwila South: Items to implement Development Agreement
9 -29 -09
1. Focal point /liaison with City and La Pianta
2. Escrow account
a. Contract and establishment
b. ROW vacation deeds
c. Southcenter ROW possession use, deeds
d. Letters of credit
e. Fire Station land deed (complete site identification process)
3. Accounting firm (Benson McLaughlin)
a. Complete contract and commence
b. Monitor development of Protocols and signed agreement
c Conform to timelines in Development Agreement
4. Grant contracts
a. TIB
b CERB
c. Capital Projects
5. Complete Tukwila South annexation
a. BRB public hearing
b. Council resolution, after negotiating effective date with KC departments
c. Work with Fire District 24 on interlocal agreement for reserve funds
6 Island annexation (remainder of PAA between 1-5 and Orillia Rd)
a. Council adoption of resolution
b. Negotiate interlocal agreement with King County
c. Address participation of Fire District 24 in Interlocal Agreement
d Council review and adoption of hnterlocal
e. Notice to property owners concerning appeal opportunities
7 Shoreline designation through Department of Ecology
8 Levee modification/ "404" permit issuance
a. Monitor independent peer review
b. Changes to levee design, as needed
c. Coordination between Corps, City
9. Southcenter Parkway Extension
a. David Evans and Associates contract extension and completion of design,
bid documents
b ECS revisions
c. Highline Water District
i. Interlocal agreement
d. PSE
i. Series of agreements
11. Coordination of design/construction
e. Monitor and maintain schedule to start of construction
f Wetlands mitigation
Tukwila South Project
Items to Implement the Development Agreement
9 -29 -09
10. Monitor KPFF and Anchor QEA
i. Levee
ii. Stonn ponds
iii. Clearing grading permit
iv. Southcenter Parkway review
v. Coordination with city staff
11. Develop reference materials on Tukwila South Project for DCD
12. Monitor /assist Parks Department with pedestrian bridge grants
TO:
ISSUE
BACKGROUND
DISCUSSION
City of Tukwila
INFORMATIONAL MEMORANDUM
Mayor Haggerton
Rhonda Berry
Finance and Safety Committee
FROM: Shawn Hunstock, Finance Director
DATE: November 12, 2009
SUBJECT: 2010 Property Tax Levy
Jim Haggerton, Mayor
The Council must consider and pass a property tax levy for 2010 by November 30,
2009.
A Public Hearing for adoption of the 2010 property tax levy is required by RCW
84.55.120. The Hearing is scheduled for November 23, 2009. Adoption of the 2010
property tax levy is currently scheduled for the same evening at a Special Meeting of
the City Council.
The increase in levy rate for 2010 is limited by statute to the lesser of one percent or the
change in the Implicit Price Deflator (IPD). Because the IPD for property tax purposes is
0.85 the lesser of these two factors is a negative number. City Council may, upon a
finding of substantial need, levy the full one percent increase in accordance with RCW
84.55.0101. This will insure no decrease in the levy for 2010 due to the negative IPD.
Assessed value overall declined from $5,175,709,975 for the 2009 levy to
$4,964,257,830 for the 2010 levy. This decline of $211,452,145 represents a 4.26%
decrease in the 2010 assessed value.
The proposed levy rate for 2010 is $2.52 per $1,000 of assessed value. This is an
increase of $0.14676 per $1,000 of assessed value, or 6.18 For an average home of
$250,000 in value, the City portion of property taxes would be $630, an increase of
$36.69 over 2009. The City's portion of the overall total levy rate in 2009 was 21.98
If Council were to not pass the resolution of finding of substantial need, the levy limit
factor would be -0.85% of the 2009 levy rate. This would result in a levy rate of $2.47
per $1,000 of assessed value. The resulting decline in property tax revenue for the City
for 2010 would be approximately $250,000.
INFORMATIONAL MEMO
Page 2
RECOMMENDATION
Council is being asked to approve the ordinance adopting the General Tax Levy, the
ordinance adopting the Regular Levy, and the resolution establishing a finding of
substantial need.
This item is scheduled to be discussed at the November 23, 2009 Committee of the
Whole meeting. A Public Hearing will also be held that evening, as well as a Special
Meeting for adoption of the 2010 levy.
ATTACHMENT
Regular Levy Ordinance in draft form
General Tax Levy Ordinance in draft form
Substantial Need Resolution in draft form
Historical Levy Rates spreadsheet
C:Itemp\XPgrpwisell nfoMemo2010PropertyTaxLevy.doc
AN ORDINANCE OF THE CITY COUNCIL OF THE CITY OF TUKWILA,
WASHINGTON, INCREASING THE CITY OF TUKWILA REGULAR LEVY
FROM THE PREVIOUS YEAR, COMMENCING JANUARY 1, 2010, ON ALL
PROPERTY, BOTH REAL AND PERSONAL, IN COMPLIANCE WITH RCW
84.55.120; PROVIDING FOR SEVERABILITY; AND ESTABLISHING AN
EFFECTIVE DATE.
WHEREAS, the City of Tukwila has properly given notice of a public hearing held on
November 23, 2009, pursuant to RCW 84.55.120; and
WHEREAS, after hearing and duly considering all relevant evidence and testimony
presented, the City Council has determined in order to discharge its expected expenses and
obligations the City requires an increase in property tax revenue from the previous year, in
addition to the increase resulting from the addition of new construction and improvements to
property and any increase in the value of State- assessed property; and
WHEREAS, the City Council has determined it is in the City's best interest and necessary
to meet its expenses and obligations for the property tax revenue to be increased for 2010, and
the final assessed valuation calculation has been determined,
NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF TUKWILA,
WASHINGTON, HEREBY ORDAINS AS FOLLOWS:
Section 1. An increase in the regular property tax levy, in addition to any amount
resulting from the addition of new construction and improvements to property and any
increase in the value of State- assessed property, is hereby authorized for the 2010 levy in the
amount of $111,251, which is a percentage increase of 1.0% from the previous year This
increase is exclusive of additional revenue resulting from new construction, improvements to
property, any increase in the value of State- assessed property, any annexations that have
occurred and refunds made.
Section 2. Severability. If any section, subsection, paragraph, sentence, clause or
phrase of this ordinance or its application to any person or situation should be held to be
invalid or unconstitutional for any reason by a court of competent jurisdiction, such
invalidity or unconstitutionality shall not affect the validity or constitutionality of the
remaining portions of this ordinance or its application to any other person or situation.
Section 3. Effective Date. This ordinance or a summary thereof shall be published in
the official newspaper of the City, and shall take effect and be in full force and effect
January 1, 2010
PASSED BY THE CITY COUNCIL OF THE CITY OF TUKWILA, WASHINGTON, at a
Regular Meeting thereof this day of 2009
ATTEST/ AUTHENTICATED
Christy O'Flaherty, CMC, City Clerk
APPROVED AS TO FORM BY
Office of the City Attorney
W Word Processing\ Ordinances\ Regular Tax Levy.doc
SH:ksn 11/12/2009
Jim Haggerton, Mayor
Filed with the City Clerk:
Passed by the City Council.
Published.
Effective Date:
Ordinance Number
Page I of 1
Regular Tax Levy
W.\ Word Processing \Ordinances \General Tax Levy.doc
SH:ksn 11/12/2009
AN ORDINANCE OF THE CITY COUNCIL OF THE CITY OF TUKWILA,
WASHINGTON, LEVYING THE GENERAL TAXES FOR THE CITY OF
TUKWILA IN KING COUNTY FOR THE FISCAL YEAR COMMENCING
JANUARY 1, 2010, ON ALL PROPERTY, BOTH REAL AND PERSONAL, IN SAID
CITY, WHICH IS SUBJECT TO TAXATION FOR THE PURPOSE OF PAYING
SUFFICIENT REVENUE TO CARRY ON THE SERVICES OF THE SEVERAL
DEPARTMENTS OF SAID CITY FOR THE ENSUING YEAR, AS REQUIRED BY
LAW; PROVIDING FOR SEVERABILITY; AND ESTABLISHING AN EFFECTIVE
DATE.
WHEREAS, the City Council of the City of Tukwila has considered the City's anticipated
financial requirements for 2010 and the amounts necessary and available to be raised by ad
valorem taxes on real, personal and utility property; and
WHEREAS, the final assessed valuation calculation has been determined,
NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF TUKWILA,
WASHINGTON, HEREBY ORDAINS AS FOLLOWS:
Section 1. Regular Tax Levy.
A. There shall be and hereby is levied on all real, personal and utility property in the City
of Tukwila, in King County, whose estimated assessed valuation is $4,965,087,948, current taxes
for the ensuing year commencing January 2010, in the amount and at the rates specified below:
Rate
$2.52
Amount
$12,500,000
B. The said taxes herein provided for are levied for the purpose of payment upon the
general bonded indebtedness of the City of Tukwila, the General Fund, and for the maintenance
of the departments of the municipal government of the City of Tukwila for the fiscal year
beginning January 1, 2010.
Section 2. Collection. This ordinance shall be certified to the proper County officials, as
provided by law, and taxes here levied shall be collected to pay to the Finance Director of the City
of Tukwila at the time and in the manner provided by the laws of the State of Washington for the
collection of taxes for non chartered code cities.
Section 3. Severability. If any section, subsection, paragraph, sentence, clause or phrase of
this ordinance or its application to any person or situation should be held to be invalid or
unconstitutional for any reason by a court of competent jurisdiction, such invalidity or
unconstitutionality shall not affect the validity or constitutionality of the remaining portions of
this ordinance or its application to any other person or situation.
Section 4. Effective Date. This ordinance or a summary thereof shall be published in the
official newspaper of the City, and shall take effect and be in full force and effect January 1, 2010.
PASSED BY THE CITY COUNCIL OF THE CITY OF TUKWILA, WASHINGTON, at a
Regular Meeting thereof this day of 2009
ATTEST/ AUTHENTICATED
Jim Haggerton, Mayor
Christy O'Flaherty, CMC, City Clerk
Filed with the City Clerk:
APPROVED AS TO FORM BY Passed by the City Council.
Published.
Effective Date:
Office of the City Attorney Ordinance Number.
Page 1 of 1
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF TUKWILA,
WASHINGTON, DECLARING A FINDING OF SUBSTANTIAL NEED
RELATING TO THE CITY OF TUKWILA PROPERTY TAX LEVY,
COMMENCING JANUARY 1, 2010, ON ALL PROPERTY, BOTH REAL AND
PERSONAL, IN COMPLIANCE WITH RCW 8455.120.
WHEREAS, the City of Tukwila has properly given notice of a public hearing held on
November 23, 2009, pursuant to RCW 84.55 120; and
WHEREAS, due to declining sales tax revenue and general maintenance and operation
expenses, the City Council finds there is a substantial need to increase the budget by 1.0% and
to set the levy limit at 101%, pursuant to RCW 84.55.0101;
NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF TUKWILA,
WASHINGTON, HEREBY RESOLVES AS FOLLOWS:
Section 1. An increase of 1.0% in the regular property tax levy, in addition to any amount
resulting from the addition of new construction and improvements to property and any
increase in the value of State- assessed property, is hereby authorized for the 2010 levy This
increase is exclusive of additional revenue resulting from new construction, improvements to
property, any increase in the value of State- assessed property, any annexations that have
occurred and refunds made.
PASSED BY THE CITY COUNCIL OF THE CITY OF TUKWILA, WASHINGTON, at a
Regular Meeting thereof this day of 2009
ATTEST/ AUTHENTICATED
Christy O'Flaherty, CMC, City Clerk
APPROVED AS TO FORM BY
Office of the City Attorney
W Word Processing Resolutions \Property Tax Levy Substantial Need.doc
SH:ksn 11/12/2009
Jim Haggerton, Mayor
Filed with the City Clerk:
Passed by the City Council.
Published.
Effective Date:
Ordinance Number
Page 1 of 1
CITY OF TUKWIL/
City Emergency
Levy General Medical Tukwila School Hospital
Year Levy Change WA State King Counts Port of Seattle Service Dist 9406 Flood Control District 81 TOTAL
2000 3 10000 3.30278 1.68951 0.21585 0 27299 5.91717 0.05209 0 11830 14.66869
2001 3 11256 0.4052% 3.14502 2.10955 0.19029 0.24624 5 54167 0 04957 0.09873 14.49363
2002 2.94537 -5 3715% 2.98946 1.97530 0.18956 0.25000 5.11395 0.04665 0 09643 13 60672
2003 2 91064 -1 1791% 2.89680 1.34948 0.25895 0.24143 4 85812 0 04688 0.09254 12.65484
2004 3 10754 6 7648% 2.75678 1.96799 0.25402 0.23717 5.05267 0 04669 0.09200 13.51486
2005 3.11712 0 3083% 2.68951 1 91484 0.25321 0.23182 5 04535 0 04658 0.09039 13.38882
2006 3 03706 2.56846 2.49787 1 86293 0.23330 0.21982 5.01637 0.04482 0.59000 13 50217
2007 2.84033 -6 4776% 2.32535 1 75139 0.23158 0.20621 4.78874 0 04212 0.55652 12.74224
2008 2.56911 9.5489% 2.13233 0 98437 0.22359 0.30000 4.73164 0.10000 0.50854 11.54958
2009 2.37324 7.6240% 1 96268 1 30431 0 19700 0.27404 4.12360 0.09123 0 47141 10.79751
of Total 21 98%
fa) Includes King County Library District tax.
Source: King County Department of Assessments
18.18%
CITY OF TUKWILA, WASHINGTON
HISTORICAL LEVY RATES
(PER $1,000 OF ASSESSED VALUATION)
LAST TEN FISCAL YEARS
12 08% 1.82%
2.54% 38 19% 0 84%
4.37% 100 00%
TO:
City of Tukwila
Jim Haggerton, Mayor
INFORMATIONAL MEMORANDUM
Mayor Haggerton
FINANCE SAFETY COMMITTEE
FROM: Interim Public Works Director Finance Director
DATE: November 10, 2009
SUBJECT: 2010 2015 Financial Planning Model and Capital Improvement Program
Resolution
ISSUE
Approve Resolution adopting the 2010 2015 Financial Planning Model and Capital Improvement
Program (CIP).
BACKGROUND
The City now has a biennial budget for 2009 2010 so we do not have to review the budget for
2010, however the six -year 2010 2015 Financial Planning Model and CIP still have to be
approved.
The Council reviewed the Attachments and the CIP projects at the CIP Workshop held on November
5, 2009. Council requested some additional options for Attachment A in order to adhere to the policy
that the accumulated totals do not recede below $3 million.
ANALYSIS
The first Attachment A is what is currently in the Proposed 2010 2015 CIP with a deficient of
$11.629 million in 2015. The second Attachment A has additional revenue or reduced expenditures
of approximately $3 million each year in order to balance Attachment A with $3 million in 2015, as
City policy requires. This second Attachment A also refunds the Utility Enterprise Funds for the utility
tax that was implemented in October, 2009, should Council decide to repay this money. Both of
these Attachments have very limited Capital projects that show no significant improvements in the
years 2013 through 2015.
The third Attachment A shows additional revenue or reduced expenditures of approximately $5
million each year with a "realistic" CIP that includes additional capital projects to maintain service
levels from before recent budget reductions and project deferrals. This version also refunds the
Utility Enterprise funds in 2014 and 2015.
Also under consideration is the Attachments D through F for the Water, Sewer and Surface Water
funds with the new utility tax. Future rate increases will have to be determined depending if the
enterprise funds are refunded in 2014 and 2015.
RECOMMENDATION
The Council is being asked to approve the Resolution for the 2010 2015 Financial Planning Model
and Capital Improvement Program for consideration at the November 23, 2009 Committee of the
Whole meeting and subsequent December 7, 2009 Regular Meeting.
Attachments: Resolution
Attachment A (3 versions)
H: \CIP \Resolution 2010 -2015 Info Memo.doc
ATTACHMENT A
CITY OF TUKWILA
TOTAL REVENUES EXPENDITURES
2010 2015 Analysis in 000's
REVENUES (see A -1) 2010 2011 2012 2013 2014 2015 Totals
General Revenues
Sales Tax 15,502 15,967 16,446 16,940 17,448 17,971 100,274
Property Taxes 12,400 12,710 13,028 13,353 13,687 14,029 79,208
Utility Taxes 4,747 4,889 5,036 5,187 5,343 5,503 30,706
lnterfund Utility Taxes 2,600 900 900 0 0 0 4,400
Gambling Taxes 2,099 2,162 2,227 2,294 2,362 2,433 13,577
Contract Agreement SCL 1,976 2,035 2,096 2,159 2,224 2,291 12,782
Charges /Fees for Services 5,273 5,431 5,594 5,762 5,935 6,113 34,108
Transfers In Other Funds 2,493 2,568 2,645 2,724 2,806 2,890 16,126
Intergovernmental Revenue 922 950 978 1,007 1,038 1,069 5,964
Other Taxes /Miscellaneous 1,640 1,689 1,740 1,792 1,846 1,901 10,608
Subtotal 49,652 49,302 50,690 51,219 52,689 54,201 307,752
Dedicated Revenues (Capital)
Real Estate Taxes 500 515 530 546 563 580 3,234
Motor Vehicle Taxes 455 469 483 497 512 527 2,943
Investment Interest/Misc. 500 515 530 546 563 580 3,234
Property Taxes 130 130 130 130 130 130 780
Parking Taxes 140 140 140 140 140 140 840
Transfers from Golf Course 0 0 150 150 175 175 650
Subtotal 1,725 1,769 1,964 2,010 2,083 2,132 11,682
TOTAL REVENUE AVAILABLE 51,377 51,070 52,654 53,229 54,771 56,333 319,434
EXPENDITURES
Operations Maintenance 45,376 49,652 51,680 54,221 56,900 59,175 317,005
(See Attachment B)
Howard Hanson Dam Response 2,500 2,500 300 300 300 300 6,200
Debt Service 2,466 2,464 2,460 2,467 2,457 1,974 14,288
Admin /Engineering Overhead 300 309 318 328 338 348 1,941
Subtotal Available 735 (3,855) (2,104) (4,088) (5,223) (5,464) (20,000)
Capital Attachment C
Residential Streets 0 0 0 0 150 300 450
Bridges 245 145 205 205 270 270 1,340
Arterial Streets 3,515 2,444 1,580 1,355 1,355 1,365 11,614
Parks Trails 624 459 284 390 237 274 2,268
General Government
Facilities 121 (2,177) (2,178) 0 110 140 (3,984)
General Improvements 200 535 500 500 500 500 2,735
Fire Improvements (50) (50) 0 0 0 (55) (155)
Subtotal Capital 4,655 1,356 391 2,450 2,622 2,794 14,268
Balance by Year (3,920) (5,211) (2,495) (6,538) (7,845) (8,258) (34,268)
Carryover from 2009 22,639 0 0 0 0 0 22,639
Accumulated Totals
2010 2015 Financial Planning Model
18,719 13,508 11,013 4,475 (3,370) (11,629)
(Original "Draft"
VII 11/09/2009
ATTACHMENT A
CITY OF TUKWILA
TOTAL REVENUES EXPENDITURES
2010 2015 Analysis in 000's
REVENUES (see A-1)
General Revenues
Sales Tax
Property Taxes
Utility Taxes
New..Rev /Exp Reduction
Interfund Utility Taxes
Gambling Taxes
Contract Agreement SCL
Charges /Fees for Services
Transfers In Other Funds
Intergovernmental Revenue
Other Taxes /Miscellaneous
Subtotal
Dedicated Revenues (Capital)
Real Estate Taxes
Motor Vehicle Taxes
Investment Interest/Misc.
Property Taxes
Parking Taxes
Transfers from Golf Course
Subtotal
TOTAL REVENUE AVAILABLE
EXPENDITURES
Operations Maintenance
(See Attachment B)
Howard Hanson Dam Response
Debt Service
Admin /Engineering Overhead
Subtotal Available
Capital Attachment C
Residential Streets
Bridges
Arterial Streets
Parks Trails
General Government
Facilities
General Improvements
Fire Improvements
Subtotal Capital
Balance by Year
Carryover from 2009
Accumulated Totals
With Additional Revenue
2010 2011 2012 2013 2014 2015
Totals
15,502
15,967
16,446
16,940
17,448
17,971
100,274
12,400
12,710
13,028
13,353
13,687
14,029
79,208
4,747
4,889
5,036
5,187
5,343
5,503
30,706
006
3,075
3,152
3,231
3,311
3,394
19,163
2,600
900
900
0
(2,200)
(2,200)
2,099
2,162
2,227
2,294
2,362
2,433
13,577
1,976
2,035
2,096
2,159
2,224
2,291
12,782
5,273
5,431
5,594
5,762
5,935
6,113
34,108
2,493
2,568
2,645
2,724
2,806
2,890
16,126
922
950
978
1,007
1,038
1,069
5,964
1,640
1,689
1,740
1,792
1,846
1,901
10,608
52,652
52,377
53,842
54,449
53,800
55,395
322,515
500
515
530
546
563
580
3,234
455
469
483
497
512
527
2,943
500
515
530
546
563
580
3,234
130
130
130
130
130
130
780
140
140
140
140
140
140
840
0
0
150
150
175
175
650
1,725
1,769
1,964
2,010
2,083
2,132
11,682
54,377
54,145
55,806
56,459
55,883
57,527
334,197
45,376
49,652
51,680
54,221
56,900
59,175
317,005
2,500
2,500
300
300
300
300
6,200
2,466
2,464
2,460
2,467
2,457
1,974
14,288
300
309
318
328
338
348
1,941
3,735
(780)
1,048
(857)
(4,112)
(4,270)
(5,237)
0
0
0
0
150
300
450
245
145
205
205
270
270
1,340
3,515
2,444
1,580
1,355
1,355
1,365
11,614
624
459
284
390
237
274
2,268
121
(2,177)
(2,178)
0
110
140
(3,984)
200
535
500
500
500
500
2,735
(50)
(50)
0
0
0
(55)
(155)
4,655
1,356
391
2,450
2,622
2,794
14,268
(920)
(2,136)
657
(3,307)
(6,734)
(7,064)
(19,505)
22,639
0
0
0
0
0
22,639
21,719
19,583
20,239
16,933
10,199
3,134
2010 2015 Financial Planning Model VII 1110912009
ATTACHMENT A
CITY OF TUKWILA
TOTAL REVENUES EXPENDITURES
2010 2015 Analysis in 000's
With Additional Revenue
"Realistic" CIP
REVENUES (see A -1) 2010 2011 2012 2013 2014 2015 Totals
General Revenues
Sales Tax 15,502 15,967 16,446 16,940 17,448 17,971 100,274
Property Taxes 12,400 12,710 13,028 13,353 13,687 14,029 79,208
Utility Taxes 4,889 5,036 5,187 5,343 5,503 30,706
New Rev/Exp eduction 5,.100 5,228 5,358 5,492 5,629 5,770 32,577
Interfund Utility Taxes 2,600 900 900 0 (2,200) (2,200)
Gambling Taxes 2,099 2,162 2,227 2,294 2,362 2,433 13,577
Contract Agreement SCL 1,976 2,035 2,096 2,159 2,224 2,291 12,782
Charges /Fees for Services 5,273 5,431 5,594 5,762 5,935 6,113 34,108
Transfers In Other Funds 2,493 2,568 2,645 2,724 2,806 2,890 16,126
Intergovernmental Revenue 922 950 978 1,007 1,038 1,069 5,964
Other Taxes /Miscellaneous 1,640 1,689 1,740 1,792 1,846 1,901 10,608
Subtotal 54,752 54,529 56,048 56,711 56,118 57,771 335,930
Dedicated Revenues (Capital)
Real Estate Taxes 500 515 530 546 563 580 3,234
Motor Vehicle Taxes 455 469 483 497 512 527 2,943
Investment Interest/Misc. 500 515 530 546 563 580 3,234
Property Taxes 130 130 130 130 130 130 780
Parking Taxes 140 140 140 140 140 140 840
Transfers from Golf Course 0 0 150 150 175 175 650
Subtotal 1,725 1,769 1,964 2,010 2,083 2,132 11,682
TOTAL REVENUE AVAILABLE 56,477 56,298 58,012 58,721 58,201 59,903 347,611
EXPENDITURES
Operations Maintenance: 45,376 49,652 51,680 54,221 56,900 59,175 317,005
(See Attachment B)
Howard Hanson Dam Response 2,500 2,500 300 300 300 300 6,200
Debt Service 2,466 2,464 2,460 2,467 2,457 1,974 14,288
Admin /Engineering Overhead 300 309 318 328 338 348 1,941
Subtotal Available 5,835 1,373 3,254 1,405 (1,794) (1,894) 8,178
Capital Attachment C
Residential Streets 250 400 100 150 150 175 1,225
Bridges 245 145 205 205 270 270 1,340
Arterial Streets 3,715 2,744 2,480 4,305 5,180 2,790 21,214
Parks Trails 624 459 585 435 782 719 3,604
General Government
Facilities 121 (2,177) (2,178) 110 140 0 (3,984)
General Improvements 200 1,535 675 675 675 675 4,435
Fire Improvements (50) (50) 0 0 0 (55) (155)
Subtotal Capital 5,105 3,056 1,867 5,880 7,197 4,574 27,679
Balance by Year 730 (1,683) 1,387 (4,475) (8,991) (6,468) (19,501)
Carryover from 2009 22,639 0 0 0 0 0 22,639 11
Accumulated Totals 23,369 21,685 23,072 18,597 9,606 3,138 I
2010 2015 Financial Planning Model
VII 11/09/2009
no A FT
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF TUKWILA,
WASHINGTON, ADOPTING THE 2010 -2015 FINANCIAL PLANNING
MODEL AND THE CAPITAL IMPROVEMENT PROGRAM FOR GENERAL
GOVERNMENT AND THE CITY'S ENTERPRISE FUNDS.
WHEREAS, when used in conjunction with the biennial City budget, the Capital
Improvement Program (CIP) and the Financial Planning Model for the period 2010 -2015
are resource documents to help plan directions the City will consider for the future; and
WHEREAS, the Financial Planning Model and Capital Improvement Program are
not permanent fixed plans, but are guidelines or tools to help reflect future goals and
future resources at the time budgets are being planned, and
WHEREAS, the commitment of funds and resources can only be made through the
budget process;
NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF TUKWILA,
WASHINGTON, HEREBY RESOLVES AS FOLLOWS:
Section 1. The City Council hereby adopts the 2010 -2015 Financial Planning Model
and accompanying Capital Improvement Program, incorporated by this reference as if
fully set forth herein.
Section 2. A copy of the 2010 -2015 Financial Planning Model and accompanying
Capital Improvement Program shall be kept on file in the City Clerk's Office.
Section 3. The assumptions, revenues and expenditures will be reviewed and
updated annually, or as necessary, by the City Council.
Section 4. The detail of Capital Improvement Program projects will be reflected in the
published Financial Planning Model and Capital Improvement Program 2010 -2015
PASSED BY THE CITY COUNCIL OF THE CITY OF TUKWILA, WASHINGTON,
at a Regular Meeting thereof this day of 2009
ATTEST/ AUTHENTICATED:
Christy O'Flaherty, CMC, City Clerk
APPROVED AS TO FORM BY
Office of the City Attorney
W \Word Processing Resolutions \2010 -2015 Financial Planning Model CIP.doc
GL:ksn 11/12/2009
Joan Hernandez, Council President
Filed with the City Clerk:
Passed by the City Council.
Resolution Number.
Attachment: Financial Planning Model and Capital Improvement Program 2010 -2015
Page 1 of 1
CITY COUNCIL
City of Tukwila
BUDGET PROGRAM GOALS
THIRD QUARTER REPORT TO COUNCIL
July 1 September 30, 2009
Prepared for Finance Safety Committee
Jim Haggerton, Mayor
1 Seek out opportunities for Councilmembers to further their knowledge. experience and awareness of
the different cultures represented within the Tukwila community: Assigned to Community Affairs
Parks Committee for implementation and /or follow -up. No activity to report during third
quarter
2. Support programs and services that provide a sense of stability. community and unity throughout
Tukwila's residential neighborhoods: Assigned to Community Affairs Parks Committee for
implementation and /or follow -up. Councilmembers continue sponsoring a monthly Coffee
Chat in the Tukwila community.
3 Work together in cooperation with nearby cities to address common problems in the Highway 99
corridor and Military Road: Assigned to Finance Safety Committee for implementation and /or
follow -up. Mayors from Tukwila and SeaTac have been communicating regarding the
possibility of a joint meeting between the two city councils. Due to an increased workload,
Tukwila City Council was not able to commit to a specific meeting date during third quarter.
4 Provide legislative support and encouragement to Tukwila residents living in rental communities
through programs that hold owners and /or property managers accountable for providing safe places
to live through the implementation of a rental licensing program. Assigned to Community Affairs
Parks Committee for implementation and /or follow -up. Tukwila Councilmembers actively
opposed HB 1296/SB 5495 which provided for limitations on rental housing inspections.
Relative legislation was deferred this legislative session Department of Community
Development staff continues to move forward with developing a rental housing licensing
program for Tukwila.
5 Approve and implement standard operating procedures for the Council. Review and update
procedures on a regular basis: Not currently assigned to a specific committee. During third
quarter, the Legislative Analyst continued to research, gather information and prepare draft
materials relative to Council standard operating procedures
6 Support the implementation of City endorsed programs (i.e. Walk Roll Plan. Fire Master Plan. Parks
Recreation Open Space Plan) throuah policy related decisions not associated with direct program
funding Assigned to Community Affairs Parks Committee for implementation and /or follow
up. No activity to report during third quarter.
7. Ensure a commitment to continued human services funding in relation to the cost of living through
consistent review of regional. state and federal budaets affecting human services programs and
services Assigned to Community Affairs Parks and Finance Safety Committees for
implementation and /or follow -up. This item will be scheduled for Committee review as budget
reviews deem appropriate
8. Study the feasibility and implementation of televised City Council meetinas. Assigned to Utilities
Committee for implementation and /or follow -up. Information Technology staff has conducted
preliminary research on this topic, which will be scheduled for Committee discussion during
the third quarter.
9 Continue to foster relationships within local. regional and state entities that encourage opportunities
for ioint partnership and outreach Assigned to Utilities Committee for implementation and /or
follow -up. Councilmembers serves as representatives and alternates on local, regional and
state boards, committees and commissions including but not limited to: SCATBd, SKEDI,
WRIA 9, AHAB, Suburban Cities Association, Association of Washington Cities, Highline
Forum and Cascade Water Alliance.
2009 Third Quarter Report
Prepared for Finance Safety Committee
Page 2
10 Formulate an Adopt -a- Neiahborhood program that will Provide Councilmembers the opportunity to
become more familiar with the chancing faces of communities and neighborhoods throuahout the
City Assigned to Community Affairs Parks Committee for implementation and /or follow -up.
This item was not scheduled for Committee review during the third quarter
11 Research the viability of soonsorina a City -wide Citizens' Academy' Assigned to Community
Affairs Parks and Finance Safety Committees implementation and /or follow -up. This item
was not scheduled for Committee review during the third quarter
12. Establish a Process to provide updates to Council on issues that are brought forward at Council
meetinas durina citizen comment opportunities. Assigned to Transportation Committee for
implementation and /or follow -up. This item was not scheduled for Committee review during
the third quarter
MAYOR'S OFFICE
3rd QUARTER SIGNIFICANT ISSUES
During the 3 Quarter efforts accelerated with regard to the possibility of flooding at the Howard Hanson
Dam. Most City Departments are working with citizens and neighboring jurisdictions to prepare for
possible emergency scenarios. Tukwila played a prominent role in the inaugural Light Rail activities in
July The SCORE Groundbreaking was held on August 10
BUDGET PROGRAM GOALS
1. Continue Mayor's involvement in regional efforts including but not limited to Cascade Water Alliance.
Valley Communications. WRIA 9 Forum. King County Flood Control District, Association of
Washinaton Cities. National Leaaue of Cities and Suburban Cities Association Ongoing. Mayor
Haggerton attended the AWC Board Retreat in July, along with regularly scheduled meetings
of the Cascade Water Alliance Board, the Valley Comm Admin Board, and the Suburban Cities
Board.
2 Work toward redevelopment of the Tukwila International Boulevard area between the Tukwila Village
site and the Sound Transit Liaht Rail Station: Ongoing
3 Move forward on a pedestrian friendly development connecting the Sounder Commuter Rail station
and the Tukwila Urban Center: Ongoing
4. Move Tukwila Village Development forward to construction and completion The Planning
Commission approved the proposed changes to the City's Comprehensive Plan and Zoning
for the Urban Renewal Overlay zone. Staff updated the City Council on the draft deal points in
the negotiations with Tarragon
5. Continue oversiaht of Tukwila South development efforts and Southcenter Parkway extension project:
Ongoing
6 Continue efforts to secure Federal appropriations in support of kev projects. includina. but not limited
to Strander Boulevard Extension Ongoing
7 Lead efforts to increase efficiency of City staff and to provide superior services to our citizens.
throuah technoloav and streamlined processes. in a cost effective manner Ongoing.
8 Continue efforts to improve communications between the City and City residents. business
community members. and visitors Ongoing.
9. Provide leadership and support in addressing concerns and improving all aspects of our residential
neighborhoods' Ongoing
10 Prepare draft Civil Service Desk Manual. No activity this quarter
11 Update Civil Service Rules. No activity this quarter
2009 Third Quarter Report
Prepared for Finance Safety Committee
Page 3
Economic Development
3 QUARTER SIGNIFICANT ISSUES
During the third quarter of 2009, economic development staff focused on Tukwila Village The Planning
Commission approved the proposed changes to the City's Comprehensive Plan and Zoning for the Urban
Renewal Overlay zone. Staff updated the City Council on the draft deal points in the negotiations with
Tarragon Staff worked on the tourism office space lease.
BUDGET PROGRAM GOALS
1 Tukwila Villaae. Complete neaotiations with a developer and manage implementation of contract:
Negotiations and zoning amendments are underway.
2 Build relationships and share the City's vision with every property owner alona Tukwila International
Boulevard: Supported Tukwila International Boulevard Action Committee's outreach efforts on
sign code updates and monthly clean -ups
3 Coordinate sale of Newoorter property Due to real estate market conditions, will defer to 2010
4. Build relationships and share the City's vision with each property owner in the City's urban core Met
with property owners regarding the Tukwila Urban Center plan and development plans
5. Improve business attraction marketing collateral and website. Worked with the Southwest King
County Economic Development Initiative to develop more materials
City Clerk
3rd QUARTER SIGNIFICANT ISSUES
The third quarter of 2009 involved team training of the new Administrative Support Coordinator, with a
focus on the Imaging System and familiarization with electronic research tools. The Laserfiche Imaging
System underwent an upgrade to facilitate Goal #1 to make City records available to the public through
the website. A great deal of staff time went into the migration of the "old" Records Center to the new
facility, including oversight and training on the security system, labeling shelves and the transfer of 1300
boxes of City records. The Clerk's Office accepted items for the Time Capsule, including inventorying of
items, staffing a booth at Tukwila Days, filling the capsule, oversight of the ceremony, and maintaining a
historical record The legal requirements of the Tukwila South annexation and LID 33 have required
heavy concentration, as have the 15 public records requests received this quarter
BUDGET PROGRAM GOALS
1. Enhance the Laserfiche Imaging System to make Council aaenda packets and minutes available
through the City website 2010 Goal. With the recent addition of a staff person dedicated to this
function, it is anticipated this will occur in early 2010
2 Create a library of documents, such as plans. specifications. and codes, to be kept in the City Clerk's
Office and made available to the public: Documents that have been compiled for the library have
been inventoried, indexed, and each record has been labeled. Additions will be made to the
library as they become available
3 Provide Professional Development trainina for staff The Records Management Coordinator
attended the National Association of Government Archives and Records Administrators
(NAGARA) Conference, with specialized focus on social networking as it relates to public
disclosure and records retention; participated as a "Revision Group member" toward review
of the draft State of Washington Records Retention Schedule. The newly hired Administrative
Support Coordinator attended Passport Acceptance Training and received specialized training
in the Laserfiche Imaging System along with other members of the City Clerk's office.
4 Review and update requirements and fees for business licenses. 2010 Goal
2009 Third Quarter Report
Prepared for Finance Safety Committee
Page 4
City Clerk's Office 2009 Statistics
FUNCTION
Business Licenses.
General Licenses issued
Adult Entertainer /Manager processed /issued
Peddlers, Tow Truck, Cabaret, Temporary issued
Amusement Devices
Records Management/Central Files:
Records Center Trips
City Files retrieved from Records Center
City files returned to Records Center
Contracts and amendments reviewed /processed /closed
Documents reviewed and transmitted for Recording
Legislative Process /Legal Requirements:
Council /Committee Agenda Packet review /preparation
Ordinances /Resolutions prepared /reviewed /processed
Call for Bids review /coordination /opening
Public Records Requests
Legal Notices (Bids, Public Hearings, Special Mtgs.)
Central Services:
Passports Issued
Notary Services
Pet Licenses Issued
History Book Sales
Human Services
3 QUARTER SIGNIFICANT ISSUES
BUDGET PROGRAM GOALS
First Second Third
Quarter _Quarter Quarter
1596 633 1 80
38 15 1 13
29 7 1 7
21 3 24
renewal notices
12 1 13
161 70
92
117
35
22
13
2
14
26
131
67
37
0
80
95
91
24
17
3
10
30
122
52
23
0
10 1
23
3 boxes
40
58
79
24
16
4
15
23
94
46
19
1
We received preliminary recommendations for funding Minor Home Repair in 2010 at $100,000
Requests for assistance up 36% compared to same time last year. Provided support for CPS Family to
Family initiative. Planning started for COAD (Community Organizations Active in Disaster) meeting
Meetings started for Global Health Initiative Requests continue to exceed resources for housing and
utility assistance
1. Implement. manaae and monitor 2009 contracts. Met with five contractors, held provider meeting.
Seven providers participated in Tukwila days. Regional work started on common electronic
application
2 Implement. manaae and monitor Minor Home Repair Program with cities of SeaTac and Des Moines
Spent $5900 and served eight Tukwila households. Provided technical support to SeaTac and
Des Moines. Presented application to Interjurisdictional review team
3. Participate in implementation of South Kina County Response to Homelessness' Continue
participation on SKC homeless Forum, provided input to Planning department.
4. Outreach to diverse Tukwila residents to identify needs and match with resources Trained CSC staff
on resources, presented to District provider group, participated in Night Out Against Crime
5. Serve as City liaison for CDBG and Home proiects: Participated in recommendations for capital
CDBG projects
6 Provide same day information and referral response: Responded to 369 requests for assistance.
Financial assistance limited to 2-4 requests per month
2009 Third Quarter Report
Prepared for Finance Safety Committee
Page 5
7. Coordinate with other departments to streamline access to human service resources: Oriented front
office staff in Police, coordinated with Police regarding domestic violence issues, Crime Hot
spots, Rainbow Haven meetings, Adopt a Family meeting
8. Coordinate with community based oraanizations to more effectively serve Tukwila residents
Continue to host Domestic Violence Task Force, participate in South King County community
review meeting, and publicize Domestic Violence Walkathon
Equity Diversity Commission
BUDGET PROGRAM GOALS
Due to summer schedules, the Equity Diversity Commission did not meet in July or August.
1 Link aaencies and residents to cultural resources in the community: On September 30, the
Commission vice -chair attended a joint meeting with several parallel commissions and
committees throughout King County to discuss common interests and future activities that
may lead to a joint cultural awareness event.
2 Support Foster High School's Multicultural Action Committee with their cultural proarams and training:
No requests for assistance where submitted by MAC during the third quarter
Hotel /Motel Tax
1 Work with City departments. business community. and residences to execute a successful Rock "n" Roll
Marathon 2009 2010 -2011: 2009 Completed and successfully executed, report to follow
2. Continue efforts to market Seattle Southside as a premier travel destination. ongoing as planned in the
2009 major marketing initiatives
3. Support positive relationships between the travel and tourism industry. business community. and city
aovernment: ongoing; positive spikes in media coverage as a result of Rock `n' Roll Marathon and
Southside travel packages. Katherine Kertzman elected as Tourism Commission Co -Chair
4 Continue implementing proaram performance reportina based on guidelines provided by Destination
Marketina Association International: Coordinated data collection ongoing, new procedures in place,
tracking and reporting ongoing
Sister City Committee
3rd QUARTER SIGNIFICANT ISSUES
The major fundraiser during the third quarter was Tukwila Days (breakfast and lunch) We will be
receiving a delegation from Miyoshi from 11/4/09 to 11/8/09 We are currently in the process of planning
activities and finding host homes for the 27 visitors.
BUDGET PROGRAM GOALS
Sister City Committee
1 Continue to raise funds for Spring 2010 visit: Ongoing.
2 Recruit student/adult deleaation and plan 2010 visit: Ongoing
DEPARTMENT OF ADMINISTRATIVE SERVICES
3 QUARTER SIGNIFICANT ISSUES
Labor issues, including general discussions, research, performance, discipline, grievance hearings, etc
received final signed collective bargaining agreements from Teamsters after a four -month wait;
Teamsters' contract educational sessions with management staff; recruiting and coordinating various
2009 Third Quarter Report
Prepared for Finance Safety Committee
Page 6
aspects of hiring to fill replacement positions and temporary/summer help positions (number of applicants
for positions has increased due to the economy); preparing, tracking and coordinating all personnel
actions for accuracy and compliance, ongoing discussions and classification of various positions in the
City; coaching various managers and supervisors to increase their understanding of Personnel legal
requirements, processes and procedures; gathered and began analyzing data for the 2010 Non
Represented wage study; discussions and assistance to Payroll to assure coordination of information
between Personnel and Finance, coordination of safety training to meet federal and state requirements,
i.e Bloodborne Pathogens, Heat Exposure, and Confined Space Entry classes, coordinated training for
Public Works Inspectors on confined space, conducted a make -up session on Outdoor Heat Exposure for
Streets crew; participation in planning and coordination of classes as part of the Southwest King County
Training Consortium. Administrative Services Director announced her retirement from the City effective
November 1, 2009, after 22 years at the City of Tukwila. Transition processes begun for Stephanie
Brown to be promoted to HR Director effective October 1, 2009.
July August September
Regular Employee Applications Processed 0 0 70
Reaular Employee Applicants Interviewed 0 0 9
Extra Labor New Hires 4 0 1
Extra Labor Rehires 8 2 3
CDL Random Drua and Alcohol Tests Administered 2 2 1
Workers' Compensation Injury Reports 2 2 1
FMLA Leave Requests 2 1 4
BUDGET PROGRAM GOALS
Personnel
1 Negotiate and settle Fire labor agreement: Settled
2 Negotiate and settle Police Non Commissioned labor agreement: Settled.
3 Neaotiate and settle Teamsters' Administrative/Technical: Professional /Supervisory: and
Maintenance/Trades labor agreements. Settled.
4 EDEN HR Inforum module conversion and connectivity with EDEN Financial module. Completed.
Still working on gaining more ability to use the various elements
5. Non Represented wage study for 1/1/2010* Working on final documents to present to Mayor and
Council in late October, 2010
6 Update Health Insurance Portability and Accountability Act (HIPAA) policies and procedures,
establish committee. and conduct training Continued to be put on hold due to workload issues
7. Update and distribute Personnel Policies and Procedures for review: Continuing to work on new
draft policies for current legislative requirements. Eight of 20 first drafts priority policies are
ready for City Attorney review. Ongoing project.
8 Develop and carry out wellness program to achieve AWC annual Wellness Award for both years:
Once again Tukwila has been recognized as a "Well City" and received the award from the
Association of Washington Cities
9 Research vendors and implement program for Health Risk Appraisal program Pending due to
workload issues. Initial vendor research has been done.
10. Negotiate Police Guild labor agreement starting in fall 2010: 2010 action item.
11. Create and present employee education sessions on City's Self- Funded Medical /Dental plans 2010
action item
CITY ATTORNEY
3rd QUARTER SIGNIFICANT ISSUES
This quarter saw the continuation of work on implementation of the Tukwila South Agreement. In addition
to this project, the City Attorney's Office continues to work with city staff on the Shoreline Master Program
update, the Tukwila Village developer negotiations, the update to the sign code, numerous code
2009 Third Quarter Report
Prepared for Finance Safety Committee
Page 7
enforcement matters, public disclosure requests and updates to the City's contract templates to provide
more efficient processing of contracts city -wide
BUDGET PROGRAM GOALS
1 Provide city -wide training in coniunction with Administrative Services related to personnel issues
Ongoing
2. Work with City staff on Tukwila Village Proiect: Ongoing.
3 Continue to update and revise standardized contracts and other form documents Ongoing.
4 Continue to work with City staff on regional issues and regional projects or proposals impacting the
City: Ongoing
5 Assist staff in developing an LID program: Ongoing.
6. Work with City staff on code enforcement issues and on strengthening provisions of the Tukwila
Municipal Code to allow for more effective code enforcement: Ongoing
7 Work with the Department of Community Develooment on Comprehensive Plan updates and
shoreline management issues Ongoing
8. Work with City staff to revise the City's sian code: Ongoing
9. Develop operating procedures for litigation process. Ongoing
10. Maintain efforts to keep prosecution costs down. particularly in light of chances in the King County
Prosecutor's Office. Ongoing.
MUNICIPAL COURT
3 QUARTER SIGNIFICANT ISSUES
We spent a great deal of time preparing for flood season. We are coordinating with local courts at all
levels to share resources, standardize processes /procedures, and find ways to communicate effectively
with the public regarding court locations We anticipate several courts will relocate and need our staff and
judicial assistance Our court has nearly finalized our disaster response plan
BUDGET PROGRAM GOALS
1. Continue to focus on Court's Succession Plan to include National, State and Local trainina
opportunities Ongoing. Court leadership members have been able to take advantage of
training opportunities offered by the Administrative Office of the Courts at no cost to the city.
2. Restructure Court schedule to allow for specialized calendars (Diversion. Interpreter. etc.) Ongoing.
While our focus is on flood contingency calendars, we are still working on implementing
specialized calendars in the Spring
3 Continue to retool and expand Jail Alternative Program' Ongoing. Working with Des Moines and
SeaTac in contracting these and other probation services
4 Participate in pending Union contract issues as they relate to court specific needs' Done
5 Explore increased use of technology to enhance court services. Ongoing. Still working with Black
Diamond Municipal Court to implement text message court date reminders to defendants. In
the process of placing most court forms on -line in order to enhance client's ability to prepare
prior to court appearance.
6 Expand participation in county -wide trial court coordination efforts. Ongoing. Meeting every other
week with local courts at all levels to coordinate services in the event of an emergency
7. Continue ioint meetinas with Police Department. Prosecutor and Public Defender to enhance
communications and improve court services Ongoing. Added an additional conflict public
defender as we are continuing to experience an increase in cases filed with co- defendants
2009 Third Quarter Report
Prepared for Finance Safety Committee
Page 8
FINANCE DEPARTMENT
3rd QUARTER SIGNIFICANT ISSUES
The Finance Department spent a great deal of time during the third quarter working on budget issues as
they relate to decreases in revenue. Information was gathered from each department for an additional
reduction beyond the three percent already implemented. These items will be presented to Council early
fourth quarter. We also worked on a solid waste utility tax to partially offset revenue losses
Other accomplishments during the quarter include.
Worked with Lisa Verner, Shelley Kerslake and others to select an accountant to develop
accounting protocols in accordance with the Tukwila South development agreement.
Drafted City recommendations for charging Police, Fire, Parks and Public Works costs to the
Tukwila South project.
Assisted Public Works with the LID formation process for the Klickitat project.
Participated in rating review process in preparation for selling bonds for the SCORE jail facility.
The bonds will be sold early fourth quarter
Completed implementation of the new EDEN Project Accounting module
Assisted the Police Department with cost information for the COPS grant.
Presented another Budget Workshop on September 29 for Council and the public
BUDGET PROGRAM GOALS
1 Complete Comprehensive Annual Financial Report (CAFR) by May 31. 2009 The CAFR is
complete. The City received another clean audit with no findings
2 Continue Budaet Manual development: No update to report.
3 Continue development of Risk Management policies and procedures. No update to report.
4. Implement cash receiotina system at all cash locations citywide: Completed for Finance and
Clerk's Office in January. Online utility payments went live in August, as well as credit card
acceptance at Fire Station No. 51
5 Assist other departments with fiscal issues related to software implementations including an HR
module for Administrative Services and permitting system for DCD• The HR module was
implemented in July. No update to report for permitting system
6 Investigate additional payment options for citizens and implement where feasible Completed with
the implementation in August of online utility payments
FIRE DEPARTMENT
3` QUARTER SIGNIFICANT ISSUES
During the third quarter, we continued to provide First Aid /CPR and Fire Extinguisher Classes to the
public and city employees. We participated in Fire Department -Kids Day at the Museum of Flight and in
Tukwila Days, the annual Night out against Crime and the first Rock and Roll Marathon We conducted
annual hose and pump testing and participated in the Zone III, Suppression, Haz -Mat and Rescue drills.
We made preparations for the anticipated H1 N1 flu and spent a significant portion of the remaining Sound
Transit Mitigation Funds on equipment and supplies. Training continued to oversee our new lateral
firefighters, they are progressing quickly as expected Fire prevention provided in depth training on the
high value data centers we have throughout the city. They were also able to make significant progress on
backlogged inspections. They have been busy working with the architects on the new Aviation High
school and continue to deaf with ongoing issues with Sound Transit. We have been making contingency
plans for fire equipment in the event of a Green River Flood and have proposed a more active role in
overall city response planning In an effort to respond to continuing budget concerns, I continued with my
2009 Third Quarter Report
Prepared for Finance Safety Committee
Page 9
decision to reduce minimum staffing; as a result, we avoided 75 twenty four hour shifts of overtime during
the third quarter saving approximately 90K. We responded to 1363 alarms including several mutual aid
multiple alarm fires. Our crews were recognized and complimented for their performance at those fires
BUDGET PROGRAM GOALS
Administration
1 Conduct annual manaaement trainina Delayed due to budget constraints
2 Review and update department policies and procedures as needed Ongoing
3 Coordinate National Incident Management System trainina for City personnel as needed None yet.
4 Add, update or replace department computers as needed* Coordinate with IT
5 Apply for applicable arants: Did not receive any funding
6. Update six -year plan:'gtr.
7. Coordinate development of specifications for replacement aid car' Coordinate with Fleet.
Suppression
1. Test all fire hoses. apparatus pumps and ladders to meet manufacturer's specifications; Partial
completion; continues into 4 quarter.
2. Complete all assianed company level inspections' Ongoing.
3. Participate in public relations and education events' Reduction in participation due to budget
concerns
4 Participate in scheduled trainina. department. zone. reaional, national. Ongoing.
5 Consolidate department inventory into new programming' Ongoing
Fire Prevention Investigation
1 Establish auarterly fire code training for suppression crews. Ongoing
2. Continue proaram to obtain Fire Marshal commissions for fire investigators throuah police academy
training• On hold.
3. Research and prepare report for additional Fire Marshal office space. In process.
4 Pursue full time fire investigator's position within fire investigation task force. On hold.
5. Continue to convert fire protection plans to compact disc storaae media. On hold
6. Continue to maintain timely plan review and insoections for our customers Ongoing
Third Quarter Yearly Totals
*Plan Review Fees Collected 6,138 00 $16,398 50
*Special Permit Fees Collected' $18,700.00 $59,600.00
*Re- inspection Fees Collected' 480 00 480 00
Third Quarter Yearly Totals
*Initial Inspections: 201 841
*Reinspections• 169 662
*Night Life Safety Inspection 52 85
Training
1 Coordinate department officers' attendance at the National Fire Academy in Emmitsbura. Maryland.
Not started
2. Incorporate reaular visits to shift drills by a Trainina Division officer: Ongoing
3 Oversee trainina of any new hires: Ongoing during probation
4. Update reference material libraries in all stations,' Delayed due to budget.
5 Review all records to ensure the department is National Incident Manaaement System (NIMSI
compliant: Ongoing
6. Establish a committee. chaired by the trainina division. to oversee the department's Emeraencv
Vehicle Incident Prevention (EVIP1 proaram Finished
2009 Third Quarter Report
Prepared for Finance Safety Committee
Page 10
7 Review our new hire training program. In process.
8 Implement a career oath program for firefighter and officer development: Not started
9. Utilize proposed new training position to fulfill Fire Master Plan recommendations Position not
approved.
10 Continue department ore -fire tour program' Ongoing
Facilities
1 Work with City staff to develop plan to implement recommendations of seismic study and master plan
recommendations: No funding
2 Remodel Station 52 kitchen. 303 fund dependent.
3 Install new biohazard storaae shed at Station 52: Not funded
4 Paint interior of Station 52 and Station 53. and the interior and exterior of Station 51.. 303 fund
dependent.
5 Paint apparatus bay at Station 54: 303 fund dependent.
6. Replace curbina at Station 51. 303 fund dependent.
7 Begin process of identifvina sites for future fire station replacement/relocation Ongoing.
Hazardous Materials Team
1 Provide operation and technician level trainina to meet the current National Fire Protection Agency
(NFPA) 472 standard. Ongoing
2 Send 2 technicians to out -of- state. federally funded. HazMat training As available
3 Develop standard operatina procedures for a response to a larae Mass Decon Incident and
participate in a large -scale exercise' Ongoing
4. Develop standard operating procedures for the use of the powered air purifier respirators (PAPRs)
and provide all operation level personnel with appropriate trainina Ongoing
5 Perform a complete inventory of all HazMat eauioment and supplies Ongoing
6 Bring minimum staffina to four (4) technicians per shift: 4 qtr.
Rescue Team
1. Schedule a 40 hour Rope Rescue Technician class for the entire team On -hold due to budget
constraints.
2 Reconfiaure the storaae compartments on Rescue -51. Remove SABA system and place on the air
trailer Complete.
3 Send four (4) team members to Swift Water 1 class: Sent 1 person 2 quarter. As permitted by
class availability budget.
4. Send two (2) team members to a Confined Space class: As permitted by class availability and
budget.
5 Develop new inventory sheets and evaluate rescue harnesses: Ongoing
6 Reoraanize the interior of the small trench trailer 4t" qtr
7. Order accessories for the team's new GPS units and develop a trainina curriculum' Ongoing
8. Update the Zone 3 Rope Rescue Manual' Ongoing
9 Design and order new personal baas to be used on rappelling harnesses. 4 qtr
10. Develop an annual Competency Verification Checklist for rope technicians: Ongoing
11. Continue Special Operations Teams ioint trainina between Tukwila and Renton. As schedules
permit.
12 Continue Zone 3 training' Hosted 3rd quarter trench rescue training
13 Provide continuina education to all suppression members in the field of specialized rescue' As
budget and class availability permits.
14 Place the 540 Belay System into suppression service Complete
15 Provide four (4) days of Trench Rescue trainina for the Zone 3 personnel in 2009. and in 2010: 4th
qtr
16 Provide two (2) days of collapse /shorina trainina for the team Postponed due to budget concerns
17 Inventory all suppression life vests and replace as needed. Ongoing
18 Purchase and replace rope hardware /software as needed Ongoing
2009 Third Quarter Report
Prepared for Finance Safety Committee
Page 11
19. Set up trainina days with Kina County Sheriff's Marine Unit: As budget and class availability
permits.
20 Provide technical trainina to all team members for Crane Operations and Riaaina Postponed due to
budget concerns.
21 Prioritize trainina and eauipment needs Ongoing
22. Pursue the placement and construction of at least one boat ramp into the Green River within the City
of Tukwila. Ongoing. Affected by Codiga postponement.
Ambulance, Rescue Emergency Medical Aid
1 Outfit two new Mass Casualty Incident trailers Trailers delivered; outfitting 4th qtr (Sound Transit
funding)
2 Provide one department member to participate on Zone 3 EMS committee: Ongoing
3 Evaluate status of department Pandemic Flu supplies. Ongoing
4. Establish a battery replacement proaram for all EMS equipment: Ongoing
5. Provide assistance and auidance to City for establishina a new Public Access Defibrillator (PAD)
program and assist with trainina on PAD devices: Complete
6. Complete all 2009 -2010 competency -based trainina obiectives Ongoing.
7. Provide 2009 -2010 competency -based instructor trainino for department instructors: Ongoing
8 Provide First Aid /CPR and public access defibrillation trainino to the public and City employees
Quarterly training provided. 3 qtr complete
9. Provide onaoina advanced auto extrication trainino for department personnel Ongoing. 1 qtr
complete
10 Provide advanced mass casualty trainino for department: Ongoing
11 Provide loaistical support and onaoina trainina to enable the deoartment to participate in the Rescue
Outcomes Consortium (ROC) study: Ongoing.
12. Sponsor deoartment Explorers to Kina County EMT course. As requested.
13 Repair. clean. test. and calibrate specific aid eauipment: Ongoing
14. Participate in new technoloav evaluations offered by Kina County Medical Program Director:
Ongoing.
15 Recruit at the minimum. one CBT instructor per station. per shift: Ongoing
FIRE DEPARTMENT INCIDENT RESPONSE
EMERGENCY RESPONSE STATISTICS
2008 2009
Increase /Decrease
3 Qtr FIRE 411 441 6%
3 Qtr AID 834 884 I 6%
Year to Date FIRE 1117 1083 -3d /o
Year to Date AID 2537 2429 -4%
DEPARTMENT OF INFORMATION TECHNOLOGY
3 QUARTER SIGNIFICANT ISSUES
IT has upgraded the network's firewall, which includes a built -in IPS (intrusion protection system) for an
added layer of protection and Antivirus service We also purchased a Barracuda SPAM firewall, which
has worked well in the reduction of SPAM to the end -users inbox. This appliance also has an Antivirus
scanner which greatly reduces the possibility of users being tricked into clicking harmful links and
attachments. We also purchased a Barracuda Web Filter for Internet browsing protection, which is fully
configured and ready for testing, and will commence in the next quarter All units have logs that can be
2009 Third Quarter Report
Prepared for Finance Safety Committee
Page 12
searched and filtered in real time, making security monitoring more manageable. We have installed a
large portion of our new replacement cell phones and purchased Blackberry handsets for staff identified
as critical to flood planning and response efforts. Project Accounting and WebX for Utility Billing (on -line
payments) implementation is complete. DCD and FD both are now accepting credit cards via analog
credit card terminals The website has added features and information, including Central Light Link Rail
page /mailing list; Mayor's Office section reorganized with new key projects, speeches and Mayor's bio,
and Online Utility Billing.
3 QUARTER STATISTICS
Website 50,242 visitors (of which 33,019 are unique) viewing 134,377 pages Besides the Main home
page, the most popular pages were employment (8,464), staff phone directory (7,533), HHDam (5,596
FYI, with 3,822 unique views and an average of 02.49 on page), and recreation (4,195)
SPAM 3rd Quarter average per day: 28,197, highest in 24 hours 37,679; total SPAM for quarter
2,710,015, percentage of total quarterly email: 96 highest percentage in 24 hours. 99
Publications and Newsletters Published Fall Winter Recreation Brochure (36 pages), September
edition Hazelnut (8 pages)
TV21 201 informational slides posted, 4 different videos showing at 171 programmed times
HelpDesk Calls
By Department
Council
Court
DCD
FD
Finance
IT Dept.
Mayor's
Parks Rec
PD
Personnel
PW
Total
BUDGET PROGRAM GOALS
By Category
2 0 64% 1 Barracuda
9 2.89% 1 Database
40 12.86% 1 GroupWise
13 4 18% 1 Hardware
36 11 58% Maintenance
23 7 40% Network
38 12.22% Phones
41 13.18% Printers
30 9 65% Publications
24 7 72% Software
55 17 68% Web Development
311 100.00% Total
2
22
14
75
32
43
11
23
4
79
6
311
0 64%
7 07%
4 50%
24.12%
10.29%
13 83%
3 54%
7.40%
1.29%
25.40%
1.93%
100.00% I
1 Develop Strateaic Plan for IT Department to address City -wide technoloav needs 2010
2. Research and implement an advanced. multi- tiered system for network security. tracking and
monitorina. Ongoing. Configured intrusion protection system and Anti -Virus service on
Barracuda firewall; added Barracuda Web filter for Internet browsing protection
3 Fully implement City -wide Active Directory, replacing network services and servers as required, and
buildina in connectivity redundancy for aualitv of service. Ongoing. Active Directory migration
100% complete for users. Next steps: PermitsPlus program upgrade and FD server move
4 Establish an IT Technical Knowledaebase with procedures and trouble- shootino tips for added
efficiency with HelpDesk services: Ongoing.
5. SQL Server consolidation: review collection of data across departments. and implement methods to
reduce data redundancy and duplication of effort for more effective use of City resources Ongoing.
Project Accounting and EDEN HR module complete, Laserfiche consolidated on SQL. FD
databases remaining to move
6 Create documentation to include disaster plan recovery information and emeroencv operation
procedures. 4`" quarter project, ongoing thru 2010.
7 Implement Payment Card Industry (PC11 data security standards researched in 2008. to include.
information sharing and key employee education for compliance on current debit/credit points of sale,
research and plan for city -wide point -of -sale system to accept secure debit/credit cards transactions
in all departments. Ongoing. Implementation of Utility Billing completed, DCD FD now
2009 Third Quarter Report
Prepared for Finance Safety Committee
Page 13
accepting credit cards. PCI compliance review in IT with pertinent information shared during
implementation of credit card processing. Upgraded and ensured credit card numbers are
either properly masked or encrypted for EDEN, CLASS, and Golf Course software.
8. Work with Valley Communications to coordinate CAD and communications upgrades for Public
Safety Ongoing. Meetings continue with Valley Com for both HAWC communications and
CAD. Pilot projects to begin 4 Quarter.
9 Develop formal Imaae Library (to include both production and indexing of photos and videos) to
document City events and to make available for unified communications and publications' Ongoing.
Selected an album organization and archive application and uploaded images
POLICE DEPARTMENT
3 QUARTER SIGNIFICANT ISSUES
The Police Department learned that one officer is leaving our employ the end of October for other
opportunities while another officer sustained significant injuries while in the course of affecting the arrest
of a burglary suspect. That officer is expected to be out until the middle of January 2010. Detective King
returned to the TAC Team from VNET, Officer Baalaer took his place Detective Sergeant Eric Dreyer
was promoted to Commander and is now serving in patrol Detective Corrigan has been the Acting
Supervisor for Major Crimes. Investigations Commander Lincoln was promoted to Assistant Chief and
now serves in the patrol division. Commander McOmber has taken over leadership of the Investigations
Division The police department continues our efforts at community outreach by participating in Night Out
Against Crime, facilitation of the 3rd Citizen's Police Academy and staffing a booth at the Tukwila Days
Parade. Additionally, we continue to lead and facilitate the Somali Business Owners group as well as the
Multi- jurisdictional Area Studies Group
BUDGET PROGRAM GOALS
Administration
1 Continue to assess current and future department staffing and facility needs that support delivery of
law enforcement excellence to the community: Ongoing.
2 Recoanize excellent performance. Ongoing
3 Resolve community problems throuah partnerships and problem solvina• Ongoing
4 Work with and strenathen reaional partnerships. Ongoing.
Patrol
1 Enhance police visibility in our neighborhoods: Ongoing
2. Review our Field Trainina Proaram for new Officers' Ongoing.
3. Inspect and enhance. where needed. equipment for field operation. Ongoing
Records /Evidence
1. Plan and prepare for the relocation of department evidence to a new storage facility Ongoing
Tentatively scheduled for presentation at the 10/20/09 Finance and Safety Committee meeting
2. Destroy all records maintained by the Records Division that exceed or meet minimum General
retention schedule reauirements: Completed 3/20/09.
3 Prepare firearms and narcotics held in evidence for destruction,. Narcotics already inventoried
and prepared for destruction (destruction date postponed by Kimberly Clark until 11/5/09);
Firearms Ongoing
4 Prepare and submit items of evidence for auction, as appropriate Ongoing Currently there are
not enough items for auction in order to schedule a pick -up
Investigations (Major Crimes)
1 Review and assess eouipment needs for maior field investiaations No work completed
2. Evaluate and adiust investiaative priorities Ongoing.
2009 Third Quarter Report
Prepared for Finance Safety Committee
Page 14
3. Conduct auarterly reviews in order to assess effectiveness and direction of the Unit: Accomplished
Special Operations /Crime Prevention/Training /Traffic
1. Conduct auarterly reviews in order to assess effectiveness and direction of the Unit: Accomplished.
2. Maintain crime prevention proarams that facilitate our partnerships with the community: Conducting
Citizen's Academy
3. Reduce the impact of crimes related to drugs. vice and aanas throuah proactive enforcement:
Ongoing
4 Reduce speedina throuah increased visibility and traffic enforcement: Ongoing
5. Reduce traffic collisions in targeted areas of the City Ongoing