HomeMy WebLinkAboutCOW 2013-11-25 COMPLETE AGENDA PACKETTukwila City Council Agenda
• COMMITTEE OF THE WHOLE ••
Jim Haggerton, Mayor Counciimembers + Joe Duffie + Dennis Robertson
-9 David Cline, CityAdministrator + Allan Ekberg + Verna Seal
Kathy Hougardy, Council President + De'Sean Quinn + Kate Kruller
Monday, November 25, 2013, 7:00 PM Tukwila City Hall Council Chambers
1. CALL TO ORDER / PLEDGE OF ALLEGIANCE
2. SPECIAL
PRESENTATION
Legislative update from Senator Bob Hasegawa.
3. CITIZEN COMMENT
At this time, you are invited to comment on items not included on this agenda
is
(p /ease limit your comments to five minutes per citizen). To comment
on an item listed on this agenda, please save your comments until the issue
presented for discussion.
4. SPECIAL ISSUES
a. A discussion on Change Order No. 1 to contract #13 -134 with King
Construction relating to the 2013 Annual Sewer Repair Program.
b. A review of the draft of Phase 4 of the Parks, Recreation and Open
Space (PROS) Plan.
c. A resolution relating to the 2013 non - represented employees' market
study.
d. A discussion on Council policies and procedures.
Pg.1
Pg.13
Pg.15
Pg.37
5. REPORTS
a. Mayor
b. City Council
c. Staff
d. City Attorney
e. Intergovernmental
6. MISCELLANEOUS
7. EXECUTIVE SESSION
8. ADJOURNMENT
Tukwila City Hall is wheelchair accessible.
Reasonable accommodations are available at public hearings with advance notice to the
City Clerk's Office (206- 433 -1800 or TukwilaCityClerk @TukwilaWA.gov). This notice is available at
www,tukwilawa,gov, and in alternate formats with advance notice for those with disabilities.
Tukwila Council meetings are audio /video taped.
HOW TO TESTIFY
If you would like to address the Council, please go to the podium and state your name and address clearly for
the record. Please observe the basic rules of courtesy when speaking and limit your comments to five
minutes. The Council appreciates hearing from citizens but may not be able to take immediate action on
comments received until they are referred to a Committee or discussed under New Business.
COUNCIL MEETINGS
No Council meetings are scheduled on the 5th Monday of the month unless prior public notification is given.
Regular Meetings - The Mayor, elected by the people to a four -year term, presides at all Regular Council
Meetings held on the 1st and 3rd Mondays of each month at 7:00 p.m. Official Council action in the
form of formal motions, adopting of resolutions and passing of ordinances can only be taken at Regular
Council meetings.
Committee of the Whole Meetings - Council members are elected for a four -year term. The Council
President is elected by the Council members to preside at all Committee of the Whole meetings for a
one -year term. Committee of the Whole meetings are held the 2nd and 4th Mondays at 7:00 p.m.
Issues discussed are forwarded to the Regular Council meeting for official action.
GENERAL INFORMATION
At each Council meeting citizens are given the opportunity to address the Council on items that are not
included on the agenda during CITIZENS COMMENTS. Please limit your comments to 5 minutes.
Special Meetings may be called at any time with proper public notice. Procedures followed are the same as
those used in Regular Council meetings.
Executive Sessions may be called to inform the Council of pending legal action, financial, or personnel
matters.
PUBLIC HEARINGS
Public Hearings are required by law before the Council can take action on matters affecting the public interest
such as land -use laws, annexations, rezone requests, public safety issues, etc. Section 2.04.150 of the
Tukwila Municipal Code states the following guidelines for Public Hearings:
1. The proponent shall speak first and is allowed 15 minutes for a presentation.
2. The opponent is then allowed 15 minutes to make a presentation.
3. Each side is then allowed 5 minutes for rebuttal.
4. Citizens who wish to address the Council may speak for 5 minutes each. No one may speak a second
time until everyone wishing to speak has spoken.
5. After each speaker has spoken, the Council may question the speaker. Each speaker can respond to the
question, but may not engage in further debate at this time.
6. After the Public Hearing is closed and during the Council meeting, the Council may choose to discuss
the issue among themselves, or defer the discussion to a future Council meeting, without further public
testimony. Council action may only be taken during Regular or Special Meetings.
COUNCIL AGENDA SYNOPSIS
Initials
Meeting Date
Prepared by j
Mayor's rev. fn
Council review
11/25/13
BG
Motion
Date 12/02/13
Resolution
Mtg Date
12/02/13
BG
El Public Hearing
Mtg Date
El Other
Mtg Date
Mtg
Mtg Date
SPONSOR E Council E Mayor fl HR Ij DCD ['Finance Fire IT P&R Police PIV
SPONSOR'S King Construction was awarded the contract for installation of side sewers at 6532 and
SUMMARY 6542 Southcenter Blvd. After work began, three unforeseen changes occurred that
included large boulders, concrete work, and additional septic connections. Change Order
No. 1 is for $28,825.85, which is over the $4,905.60 contingency. Council is being asked to
approve Change Order No. 1 to Contract No. 13-134 with King Construction in the amount
of $28,825.85.
REVIEWED BY E COW Mtg. El CA&P Cmte
[E] Utilities Cmte 11 Arts Comm.
DA 1E: 11/18/13
• F&S Cmte
Ei Transportation Cmte
Comm. 0 Planning Comm.
CHAIR: JOE DUFFIE
0 Parks
COMMITTEE
ITEM INFORMATION
ITEM No.
4.A.
1
STAFF SPONSOR: BOB GIBERSON
ORIGINAL AGENDA DATE: 11/25/13
AGENDA ITEM TITLE 2013 Annual Sewer Repair Program
Approve Change Order No. 1 to Contract No. 13-134 with King Construction
CATEGORY [E] Discussion
Mtg Date 11/25/13
Motion
Date 12/02/13
Resolution
Mtg Date
• Ordinance
0 Bid Award
Mtg Date
El Public Hearing
Mtg Date
El Other
Mtg Date
Mtg
Mtg Date
SPONSOR E Council E Mayor fl HR Ij DCD ['Finance Fire IT P&R Police PIV
SPONSOR'S King Construction was awarded the contract for installation of side sewers at 6532 and
SUMMARY 6542 Southcenter Blvd. After work began, three unforeseen changes occurred that
included large boulders, concrete work, and additional septic connections. Change Order
No. 1 is for $28,825.85, which is over the $4,905.60 contingency. Council is being asked to
approve Change Order No. 1 to Contract No. 13-134 with King Construction in the amount
of $28,825.85.
REVIEWED BY E COW Mtg. El CA&P Cmte
[E] Utilities Cmte 11 Arts Comm.
DA 1E: 11/18/13
• F&S Cmte
Ei Transportation Cmte
Comm. 0 Planning Comm.
CHAIR: JOE DUFFIE
0 Parks
COMMITTEE
RECOMMENDATIONS:
SPONSOR/ADMIN.
CommITTEE
Public Works Department
Unanimous Approval; Forward to Committee of the Whole
COST IMPACT/FUND SOURCE
EXPENDITURE REQUIRED AMOUNT BUDGETED APPROPRIATION REQUIRED
$28,825.85 $0.00 $28,825.85
Fund Source: 402 SEWER FUND (SEE PAGES 116 AND 118, 2013 CIP)
Comments:
MTG. DATE
RECORD OF COUNCIL ACTION
11/25/13
12/02/13
MTG. DATE
ATTACHMENTS
11/25/13
Informational Memorandum dated 11/15/13
Change Order No. 1 to Contract No. 13-134
Photos of large rocks found during excavation
Minutes from the Utilities Committee meeting of 11/18/13
12/02/13
1
2
TO:
City of Tukwila
Jim Haggerton, Mayor
INFORMATIONAL MEMORANDUM
Mayor Haggerton
Utilities Committee
FROM: Bob Giberson, Public Works Director
BY: Mike Cusick, P.E., Program Manager
DATE: November 15, 2013
SUBJECT: 2013 Annual Sewer Repair Program
Project No. 91340201, Contract No. 13 -134
Change Order No. 1 Approval
ISSUE
Approve Change Order No. 1 to Contract No. 13 -134 with King Construction Co., Inc.
BACKGROUND
King Construction Co., Inc was awarded the contract for installation of side sewers to 6532 and 6542 Southcenter
Blvd on August 6, 2013. Work began on the side sewer installation on August 19, 2013.
DISCUSSION
1. During the first day of work, King Construction Co., Inc. began excavating for the sewer line up the hill from
old Macadam Rd. The contractor encountered buried boulders greater in size than one half cubic yard. The
boulders and ledge rock were found in remaining trenching for the project. The contractor's schedule allowed
for 4 working days for excavating and installation of piping. With the removal of the boulders, an additional 3
days was needed to complete the project.
2. The Contractor had to concrete encase a 10 -foot portion of the sewer because it passed under a water main
with less than 18" of clearance.
3. The Contractor was required to rotate the soil pipe at the 6532 Southcenter Blvd's crawl space so that it
would exit in the front yard. When the contractor was in the crawl space, he determined that instead of 1
point of connection to the existing septic tank, there were 3. The contractor's schedule allowed 1 working day
for installation of piping in the crawl space of the house. The change in scope required an additional day to
complete the connection to the house.
FINANCIAL IMPACT
Contingency was set at 10% or $4,905.60 for this side sewer project. The additional scope of work included the
extra time and effort required to excavate the unforeseen rock; plus the costs for concrete encasing the sewer line
and rotating of the soil pipe under the house at 6532 Southcenter Blvd. The funds to cover this change order will
come from the 55th Ave S Sewer Repair Project as that project had $31,964.50 remaining from the original
$55,000.00 budget and the project was completed with no change orders.
RECOMMENDATION
Approve Change Order No. 1 in the amount of $28,825.85, including sales tax, to Contract No. 13 -134 with King
Construction Co., Inc, for installation of the side sewer to 6532 and 6542 Southcenter Blvd and consider this item
at the November 25, 2013 Committee of the Whole and subsequent December 2, 2013 Regular Meeting.
Attachments: Change Order No. 1
Photos showing large rocks found during excavation
W: \PW Eng \PROJECTS\A- SW Projects \2013 Annual Sewer Repair (91340201) \Desimone Side Sewer Installation \Info Memo KING CON Change Orderl- sb.doc
3
4
CITY OF TUKWILA
CONTRACT CHANGE ORDER NO. 01
Sheet 1 of 2
You are hereby directed to make the herein described changes to the plans and specifications or do
the following described work not included in the plans and specifications on this contract:
NOTE: This change order is not effective until approved by the "Owner" and a notice to proceed is
issued
Conditions: A. The following change, and work affected thereby, are subject to all
contract stipulations and covenants;
B. The rights of the "Owner" are not prejudiced; and
C. All claims against the "Owner" which are incidental to or as a consequence of this
change are waived.
D. The Contractor Must Submit all Field Overhead and Home Office Overhead rates
for approval in advance of all Change Orders.
CHANGE:
See attached sheet detailing the required change
There is no time extension with this Change Order.
We the undersigned Contractor, have given careful consideration to the change proposed and
hereby agree, if this proposal is approved, that we will provide all equipment, furnish all materials,
except as may otherwise be noted above, and perform all services necessary for the work above
specified, and will accept as full payment therefore the prices shown above and below.
ACCEPTED: Date 9:s-J 3 Contractor/J5nJIc
tvka-c...)'
By Title
Original Contract (without tax) $ 44,800.00 APPROVED BY THE CITY OF TUKWILA
Previous Change Order 0.00 Date
This Change Order (without tax) $ 26,324.98 By
Mayor
REV. CONTRACT AMOUNT $ 71,124.98
ORIGINAL: City Clerk (1 of 2) Contractor (2 of 2)
cc: Finance Department (w/encumbrance); Construction Inspector; Construction Engineer; file:
5
CONTRACT CHANGE ORDER NO. 01
CHANGE:
Sheet 2 of 2
1. During the first day of work, King Construction began excavating for the sewer line up the hill from old
Macadam Road, They encountered buried boulders greater than one half cubic yard in size. The boulders
and ledge rock were found in remaining trenching for the project. The contractor's schedule allowed 4
working days for excavating and for installation of piping but the boulders and ledge rock added over 3
additional days of construction time required to complete the installation of the sewer line.
2. The Contractor had to concrete encase a 10 foot portion of the sewer because it passed under a water main
with less than 18" of clearance required by the Washington State Department of Health.
3. The Contractor was required to rotate the soil pipe at the house at 6532 Southcenter Blvd. in the crawl space
under the house so that it would exit in the front yard. When the contractor was under the house in the crawl
space, he determined instead of one point of connection, there were three points of connection to the existing
septic tank. These extra connections required about an additional days labor so the house would be connected
to the sewer system.
4. Extend the contract with King Construction, Co. Inc. to December 1, 2013, so that Change Order No. 1 can be
completed.
6
King Construction Co., Inc.
August 12, 2013
Project: 2013 Annual Sewer Repair - 2 Side Sewer Installations
City project #: 91340201
RE: This spreadsheet lists the T & M costs requested for the differing site condition at the project
for rock excavation. The crew was directed to encase the side sewer pipe in concrete at the
water main crossing. This spreadsheet also includes the invoiced cost of the concrete as this
work was done at the same time as the rock excavation occurred.
This spreadsheet includes the excess cost of hauling the rock spoils for disposal beyond the amount
included in the bid for dirt spoils. There is no excess dump fees as we found a site that would
accept the rock spoils for reuse.
Labor:
ST /OT
Total
Rate
Extension
Russ Taylor
ST
26
26
$ 60.35
$ 1,569.10
Komatsu, PC 128UU -2, excavator
OT
26
0
$ 81.78
$ -
Rex Taylor
5T
46
46
$ 59.21
$ 2,723.66
6x4 dump, 70,0008, 12 -18cy, diesel
OT
26
0
$ 80.06
$ -
Bernie Montano
ST
20
20
$ 59.21
$ 1,184.20
Komatsu PC 078 excavator
OT
26
0
$ 80.06
$ -
Pipe layer
ST
21
21
$ 47.86
$ 1,005.06
Allied 1600 compactor w /swivel
OT
26
26
$ 66.20
$ -
Subtotal
29% markup
Labor total
$ 6,482.02
$ 1,879.79
$ 8,361.81 tr°
Equipment:
Date
Inv. #
Amount
Hwy flatbed, diesel, 20,000 #, 4x2
26
26
$ 29.80
$ 774.80
Komatsu, PC 128UU -2, excavator
26
26
$ 66.50
$ 1,729.00
8x4 dump,85,000 #,15 -18cy, diesel
46
46
$ 101.40
$ 4,664.40
6x4 dump, 70,0008, 12 -18cy, diesel
26
26
$ 88.50
$ 2,301.00
4x2 dump, 25,000 #, 5 -6cy, diesel
26
26
$ 41.80
$ 1,086.80
Komatsu PC 078 excavator
26
26
$ 44.00
$ 1,144.00
Okada OKB304B breaker
4
4
$ 11.65
$ 46.60
Allied 1600 compactor w /swivel
26
26
$ 11.80
$ 306.80
Trench box, 6x8
26
26
$ 6.00
$ 156.00
Steel plate 8x10
26
26
$ 1.20
$ 31.20
Kent, E 208 breaker
26
26
$ 15.50
$ 403.00
Subtotal $ 12,643.60
21% markup $ 2,655.16
Equipment total $ 15,298.76
Materials & Misc.
Date
Inv. #
Amount
Staging area
$ 203.88
Sanikan
$ 15.87
HD Supply, DI pipe & fittings
08/21/2013
B364747
$ 1,234.20
Contractor stock, adt gaskets
$ 31.02
Stoneway Concrete
08/21/2013
806140
$ 83.50
Subtotal
21% markup
Material total
Summary:
Labor
Equipment
Material total
Total
$ 1,568.47
$ 329.38
$ 1,897.85 V
$ 8,361.81
$ 15,298.76
$ 1,897.85
$ 25,558.41 �✓
7
8
King Construction Co., Inc.
August 12, 2013
Project: 2013 Annual Sewer Repair - 2 Side Sewer Installations
City project #: 91340201
The project required the contractor to turn the plumbing 180 degrees and to exit out the front of the house
for connection to the new side sewer. It was discovered that not all of the active plumbing connected
under the house. The kitchen and laundry exited under the footing and connected the septic tank.
This spreadsheet tracks the additional labor, equipment and materials to connect the additional lines to the
rotated plumbing line.
Labor:
ST /OT
# # # # # # # ##
# # # # # # # ##
Total
Rate
Extension
Bernie Montano
ST
2
2
$ 59.21
$ 118.42
McLendon
OT
0
$ 80.06
$
Pipe layer
ST
5
5
$ 47.86
$ 239.30
OT
$ 66.20
$ -
Subtotal
29% markup
Labor total
$ 357.72
$ 103.74
$ 461.46
Equipment:
Hwy flatbed, diesel, 20,000 #, 4x2
2
5
7
$ 29.80
$ 208.60
Subtotal
21% markup
Equipment total
$ 208,60
$ 43.81
$ 252.41
Materials & Misc.
Date
Inv. #
Amount
Lowes
08/27/2013
$ 2.04
McLendon
08/28/2013
$ 7.58
Lowes
08/28/2013
$ 33.94
Summary:
Labor
Equipment
Material total
Total
Subtotal
21% markup
Material total
43.56
9.15
52.71
$ 461.46
$ 252.41
$ 52.71
$ 766.57
photo image
10
UTILITIES COMMITTEE
Meeting Minutes
November 18, 2013 — 5:00 p.m. — Conference Room 1
City of Tukwila
Utilities Committee
PRESENT
Councilmembers: Joe Duffie, Chair; Allan Ekberg and Verna Seal
Staff: David Cline, Bob Giberson, Frank Iriarte, Gail Labanara, Robin Tischmak, Mike Cusick, Ryan
Larson, Laurel Humphrey
CALL TO ORDER: Committee Chair Duffie called the meeting to order at 5:02 p.m.
L PRESENTATIONS
No presentations.
II. BUSINESS AGENDA
A. 2013 Annual Sewer Repair Program Change Order No. 1 Approval
Staff is seeking Council approval of a change order to Contract No. 13 -134 with King Construction Co.
Inc., in the amount of $28,825.85 for an expansion to the scope of work involved in the installation of side
sewers at 6532 and 6542 Southcenter Boulevard. After work began on August 19, 2013, three unforeseen
factors were discovered, resulting in necessary changes to the scope of work as follows:
• During excavation, the contractor encountered boulders greater in size than one half cubic yard,
removal of which added an additional three days to the timeline.
• The contractor had to concrete encase a 10 -foot portion of the sewer because it passed under a
water main with less than 18" of clearance, adding additional costs to the project.
• The contractor discovered an additional 2 connections to the existing septic tank in the crawl space
at 6532 Southcenter Boulevard, requiring an addition day of labor.
Contingency for this project was set at 10 %, or $4,905.60. The remaining funds to cover this change order
are available from the 55`h Avenue South Sewer Repair Project, which was completed under budget. The
new contract completion date will be December 1, 2013. UNANIMOUS APPROVAL. FORWARD TO
NOVEMBER 25 COMMITTEE OF THE WHOLE.
B. Resolution: Adopting the Surface Water Comprehensive Plan
Staff is seeking Council approval of a resolution adopting the 2013 Surface Water Comprehensive Plan,
which was prepared by CH2M Hill and reflects changes in regulatory requirements and drainage needs
within the City. The updated 2013 Plan contains the following:
*Revised drainage basin limits
*Field survey to map culverts that block fish passage
*New map book showing all surveyed drainage facilities
*Revised CIP project list
*Review ofNPDES requirements
*Tukwila South added
In addition, the 2013 Plan includes specific policy recommendations (as described in the information
memo) that go beyond just meeting regulatory requirements by proactively providing improvements to the
overall function of constructed and natural drainage systems. Recommendations regarding staffing could
be considered as part of the 2015 -16 Budget review. Councilmember Ekberg inquired about a potential
terminology issue that overemphasizes residential areas over commercial, when both should be considered.
Staff stated that is not the intent of the Plan and will look into it prior to the Council meeting.
UNANIMOUS APPROVAL. FORWARD TO DECEMBER 2 REGULAR CONSENT AGENDA.
11
12
COUNCIL AGENDA SYNOPSIS
Initials
Meeting Date
Prepared by
Mayor's review
Comm./ review
11/25/13
DJ
ITEM INFORMATION
ITEM No.
4.B.
13
STAFF SPONSOR: RICK STILL
ORIGINAL AGENDA DATE: 11/25/13
AGENDA ITEM TITLE Parks, Recreation and Open Space (PROS) Plan Phase 4 Update
11/25/13
Ei Motion
Mtg Date
Resolution
Mtg Date
— Ordinance
Mtg Date
Bid d Award
Mtg Date
1--- Public Hearing
Mtg Date
Other
Mtg Date
CATEGORY Discussion
Mtg Date
SPONSOR E Council E Mayor Li HR DCD LI Finance Fire E IT Z P&R 11 Police PIT'
SPONSOR'S The City is working to update the Parks, Recreation, and Open Space (PROS) Plan. The
SUMMARY Consultant, MIG Inc., will present an update on the status of the project and present the
Draft Plan. Comments are due no later than January 13,2014. The Final Plan will
incorporate the comments received on this Draft and is scheduled to go to CAP Committee
on January 27, 2014; C.O.W. on February 3, 2014 (tentative); and adoption at Regular
meeting on February 10, 2014 (tentative)
REVIEWED BY COW Mtg. CA&P Cmte E F&S Cmte P Transportation Cmte
Utilities Cmte — Arts Comm. Parks Comm. E Planning Comm.
DATE: COMMITTEE CHAIR:
RECOMMENDATIONS:
SPONSOR/ADMIN.
COMMITTEE
Parks and Recreation Department
COST IMPACT / FUND SOURCE
EXPENDHURE REQUIRED AMOUNT BUDGETED APPROPRIATION REQUIRED
$ $ $
Fund Source:
Comments:
MTG. DATE
RECORD OF COUNCIL ACTION
MTG. DATE
ATTACHMENTS
11/25/13
Draft PROS Plan
Appendices
Comment Sheet
13
14
COUNCIL AGENDA SYNOPSIS
Meeting Date
Prepared by
Mayor's review
Council review
i,e4:
11/25/13
KG
.. -
Cir5„
12/02/13
KG
Ordinance
Mtg Date
[ Bid Award
Mtg Date
E Public Hearing
Mtg Date
T Other
Mtg Date
rI Resolution
Mtg Date 12/2/13
SPONSOR Council Mayor
DCD E Finance E Fire n IT r P&R 7 Police PIV
HR
ITEM INFORMATION
ITEM No.
4.C.
15
STAFF SPONSOR: STEPHANIE BROWN
ORIGINAL AGENDA DATE: 11/25/13
AGENDA ITEM TITLE A resolution relating
to the 2013
Non-Represented Market Study
CATEGORY Discussion
Mtg Date 11/25/13
Mtg
Motion
Date
Ordinance
Mtg Date
[ Bid Award
Mtg Date
E Public Hearing
Mtg Date
T Other
Mtg Date
rI Resolution
Mtg Date 12/2/13
SPONSOR Council Mayor
DCD E Finance E Fire n IT r P&R 7 Police PIV
HR
SPONSOR'S Recommendation to set the Non-Represented Employees' Wages and Benefits for 2014.
SUMMARY
REVIEWED BY LI COW Mtg. r CA&P Cmte
LI Utilities Cmte E Arts Comm.
DATE: 11/19/13
2 F&S Cmte
n Transportation Cmte
Comm. E Planning Comm.
CHAIR: ROBERTSON
r Parks
COMMITTEE
RECOMMENDATIONS:
SPONSOR/ADMIN.
COMMITTEE
Human Resources Department/Mayor's Office
Unanimous Approval; Forward to Committee of the Whole
COST IMPACT / FUND SOURCE
EXPENDITURE REQUIRED AMOUNT BUDGETED APPROPRIATION REQUIRED
$ $ $
Fund Source:
Comments:
MTG. DATE
RECORD OF COUNCIL ACTION
11/25/13
MTG. DATE
ATTACHMENTS
11/25/13
Informational Memorandum dated 11/20/13, with minor language changed after FS
Attachment 1: 2013 Wage & Benefit Data from Association of Washington Cities
Resolution in Draft Form
Attachments A-C
Minutes from the Finance and Safety Committee meeting on 11/19/13
12/2/13
15
16
TO:
City of Tukwila
Jim Haggerton, Mayor
INFORMATIONAL MEMORANDUM
Mayor Haggerton
Finance and Safety Committee
FROM: Stephanie Brown, Human Resources Director
DATE: November 20, 2013
SUBJECT: 2014 Non-Represented Wages and Benefits
(Minor language clarification in #3 below based on discussion at FS Meeting)
BACKGROUND
Earlier this year, the City Council adopted Resolution No. 1796 establishing a compensation
policy for City employees. This is also the year in which a market study is conducted for non-
represented positions, for 2014 wages.
The compensation policy set the parameters as to what comparable jurisdictions would be used
for the study. The City Council has determined that they want to survey all Puget Sound
jurisdictions within +/- 50% of Tukwila's assessed valuation based upon the Department of
Revenue 2012 data. In addition, it is the Council's desire to pay the average for salaries, and to
be above average for benefits.
DISCUSSION
In September, a market study and regression analysis was conducted. The cities surveyed
based upon the policy were: Bainbridge Island, Bremerton, Burien, Edmonds, Issaquah,
Lakewood, Lynnwood, Marysville, Mukilteo, Puyallup, Sea-Tac, and Shoreline. Thirteen (13)
benchmark positions were surveyed using data from the 2013 AWC (Association of Washington
Cities) survey. These benchmark positions have been historically used in previous non-
represented market studies.
The results of the market study revealed that non-represented wages are above the average of
the market of the jurisdictions surveyed. The percentage differences range from 0% to17%
above the average (survey attached). However, a review of benefits revealed that we lagged
the market of our assessed valuation cities, specifically in the area of holiday pay.
Therefore, based upon the analysis of the market study, it is the Administrations'
recommendation that there not be a wage adjustment for non-represented employees in 2014.
However, since the Council desires to be above average for benefits, the Administration is
recommending the following changes to non-represented benefits effective January 1, 2014.
1. An additional floating holiday for a total of two (2) annually. The market study revealed
that we lag behind our surveyed cities in this area.
2. A one-time contribution of $500 per non-represented employee into their individual
HRA/VEBA account.
3. An increase in the clothing allowance for Police Chief, Fire Chief, Assistant Chiefs
(police/fire), and Police Records Manager by an additional $250 per- yearmonth. This
increase will bring their allowance in alignment with the represented employees within
their respective departments.
17
INFORMATIONAL MEMO
Page 2
As the City is currently in contract negotiations with its represented groups, internal equity
considerations will continue to have an effect in future years, and our ability to recruit talent into
our workforce. It is also important that consideration be given in 2015 for non-represented
employees to receive a COLA adjustment of 90% of CPI W- (June) in order to prevent salary
compression with the represented groups.
BUDGET IMPACTS
The budget impacts for consideration of the recommended changes to non-represented benefits
would be:
$19,500 ($500 x 39 employees) for 2014 only to fund each non-represented employee's
individual HRA VEBA account; and $1,250 for the additional $250 to increase the clothing
allowance for five of our uniformed non-represented employees. This clothing cost would carry
over in future years.
RECOMMENDATION
The Finance and Safety Committee is being asked to consider the adjustments to the benefits
for non-represented employees effective January 1, 2014, and to forward to the Committee of
the Whole meeting on November 25, for discussion, and approval at their regular meeting on
December 2, 2013.
ATTACHMENTS
Attachment 1 — 2013 Wage & Benefit Data from the Association of Washington Cities (AWC)
Resolution in Draft Form
Attachment A- Draft 2014 Non-Represented Wage Schedule
Attachment B- Draft 2014 Non- Represented Schedule of Benefits
Attachment C- Draft 2014 Non-Represented Longevity Pay Schedule
18
2
2013 Wage Data from AWC Salary Survey
CITY
City Admin.
PW Director
Police Chief
Fin. Dir
P &R Dir.
DCD Dir.
A/C Police
Bldg Official
Sr. Prog. Mgr.
CityClerk
Bainbridge Island
12500
10924
12016
12016
10924
10793
8918
8494
7020
Bremerton
11256
11826
11256
10198
10714
7966
8370
5638
Burien
11266
10527
10527
10046
10270
7882
7298
6446
Edmonds
12216
12826
11634
11634
11634
11080
9115
8268
8681
Issaquah
14502
13152
13152
13152
12526
11362
98.15
9348
8075
Lakewood
14583
10157
10779
10360*
9384
10360
9958
8089
7327
Lynnwood
12052
12222
12051
12051
10858
11024
8973
Marysville
14129
12694
12694
12225
12225
12225
8294
7899
Mukilteo
9253
9253
8717
7736
8717
8377
6093
Puyallup
12794
10758
10758
10758
10758
10758
9621
7853
8403
7343
SeaTac
12783
12198
12198
12198
12198
9297
8114
8017
Shoreline
12932
12037
12037
12037
12037
8733
8312
7527
Tukwila
13069
12208
12208
11795
11795
11795
10710
9294
9294
7829
Average
$13,186
$11,435
$11,725
$11,506
$10,981
$10,972
$10,316
$8,630
$8,278
$7,217
(Excludes Tukwila)
Dollar Difference
4117
$773
$483
$289
$814
$823
$394
$664
$1,016
$612
Percentage Difference
-0.89%
6.76%
4.12%
2.51%
7.41%
7.50%
3.81%
7.69%
12.27%
8.48%
Cities chosen based on +/ -50% of Tukwila's Assessed Valuation utilizing 2012 Department of Revenue data
The Fire Chief and Assistant Fire Chief position was removed due to small sample size. Only 3 cities
(Bremerton, Lynnwood and Mukilteo) had Fire Departments.
2013 Non -Rep Salary Study
CO
Data compiled 8/9/13 KG
IV 2013 Wage Data from AWC Salary Survey
0
CITY
Court Administrator
Deputy CC
Executive Assistant
Bainbridge Island
7722
Bremerton
7966
6538
Burien
5404
Edmonds
8268
5056
6478
Issaquah
9815
6027
6974
Lakewood
7775
5553
Lynnwood
9869
5145
6128
Marysville
8708
5470
6031
Mukilteo
6093
Puyallup
6407
4288
5360
SeaTac
8422
5742
6263
Shoreline
5460
5879
Tukwila
9793
6086
6086
Average
$8,328
$5,313
$6,064
(Excludes Tukwila)
Dollar Difference
$1,465
$773
$22
Percentage Difference
17.59%
14.56%
0.37%
2013 Non -Rep Salary Study Data compiled 8/9/13 KG
2013 Benefit Data from AWC Salary Survey
CITY
Annual Vacation Hours Earned After
1 year 5 Years 10 Years 15 Years 20 Years
Holiday Sick
Hours Hours
Bainbridge Island
96
120
136
160
176
88
96
Bremerton
104
120
160
200
208
88
96
Burien
96
120
144
168
168
88
96
Edmonds
88
128
168
176
192
96
96
Issaquah
96
128
160
176
192
96
96
Lakewood
No Data
Lynnwood
80
96
136
152
200
96
96
Marysville
88
128
168
192
208
88
96
Mukilteo
104
120
144
160
160
96
96
Puyallup
96
128
160
200
200
112
96
SeaTac
104
136
152
184
184
88
96
Shoreline
104
136
152
184
184
96
96
Tukwila
96
128
160
192
192
88
96
Average
96
124
153
177
188
94
96
City of Lakewood has a PTO plan.
Data taken from 2013 AWC Wage and Benefit Salary for General Employees. This may include
union represented employees (such as Teamsters, AFSCME, etc.).
21
22
D • AFT
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
TUKWILA, WASHINGTON, UPDATING AND CLARIFYING
THE NON - REPRESENTED EMPLOYEES' COMPENSATION
AND ADOPTING THE NON - REPRESENTED SALARY
SCHEDULE AND BENEFITS SUMMARY, EFFECTIVE
JANUARY 1, 2014.
WHEREAS, the Tukwila City Council has conducted a review of the non -
represented employees' compensation system that was originally implemented in
January 1998; and
WHEREAS, the City Council recognizes that current economic conditions and
forecasts are a consideration in actions that deal with the compensation of employees;
and
WHEREAS, the City Council has made a determination to review the non -
represented compensation for even - numbered years and provide COLAs in odd -
numbered years; and
WHEREAS, a compensation study has been conducted of cities using +1- 50% of
Tukwila's Assessed Valuation per the direction of Resolution No. 1796; and
WHEREAS, the recommended non - represented wage schedule and benefit
information has been prepared for implementation on January 1, 2014;
NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF TUKWILA,
WASHINGTON, HEREBY RESOLVES AS FOLLOWS:
Section 1. The following statements have been used for the purpose of adopting
the non - represented employees' wages for 2014 and consideration for future years.
A. The following basic plan elements remain the same:
1. Decision Band Methodology (DBM) for creating classifications.
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Page 1 of 3
23
2. Market analysis using comparable jurisdictions' top -step wages.
3. Data was gathered through use of the "Association of Washington Cities
(AWC) Salary and Benefits Survey" for cities that are +1- 50% of Tukwila's Assessed
Valuation.
4. Regression line analysis did not recommend a wage increase based on
data provided.
5. Steps below the Control Point (Wage Schedule Top Step) are automatic as
individuals move through the system.
6. Ranges for all bands All - F102 of the Decision Band Methodology will
remain at 2013 levels.
B. The City shall continue to conduct in -house market analysis of the non -
represented compensation system during odd - numbered years, using outside
assistance on regression line analysis calculations as needed. The results of the
analysis will be considered for implementation on January 1 of the following even -
numbered year.
C. A COLA increase shall be considered for application each January 1 during
odd - numbered years, based on the Seattle- Tacoma - Bremerton Consumer Price Index
CPI -W (June).
D. The Decision Band method of job evaluation will be used to establish
classifications and the relative internal value and relationship of non - represented jobs
within the City of Tukwila.
E. Merit will continue to be eliminated from the plan at this time and may be
reconsidered as a plan element in subsequent years.
F. Step increases from the minimum to the control point for all positions shall be
given annually on the employee's performance review date. There will be no step
increases for employees at or above the control point.
Section 2. Non - represented salary schedule and benefits summary.
A. The "Non- Represented Salary Schedule — 2014," Attachment A hereto, shall
be approved, effective January 1, 2014.
B. The "Non- Represented Employee Benefits Summary — 2014," Attachment B
hereto, shall be approved, effective January 1, 2014.
C. The "Longevity Pay Plan for Non - Represented Employees — 2014," Attachment
C hereto, shall be approved, effective January 1, 2014.
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24
Page 2of3
PASSED BY THE CITY COUNCIL OF THE CITY OF TUKWILA, WASHINGTON,
at a Regular Meeting thereof this day of , 2013.
ATTEST /AUTHENTICATED:
Christy O'Flaherty, MMC, City Clerk Kathy Hougardy, Council President
APPROVED AS TO FORM BY:
Filed with the City Clerk:
Passed by the City Council:
Resolution Number:
Shelley M. Kerslake, City Attorney
Attachments:
- Attachment A, Non - Represented Salary Schedule — 2014
- Attachment B, Non - Represented Employee Benefits Summary — 2014
- Attachment C, Longevity Pay Plan for Non - Represented Employees — 2014
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25
26
Attachment A (Page 1 of 3)
City of Tukwila
Non - Represented Salary Schedule - 2014
Classification Title
Job Title
Range
Administrative Support Technician
Administrative Support Technician
Al2
Office Technician
Human Resources Technician
B21
Office Specialist
Assistant to the Chief
B22
Administrative Assistant
Deputy City Clerk
Executive Assistant
Assistant to the Director
Council Administrative Assistant
B23
Program Coordinator
Systems Administrator
Human Resources Assistant
C41
Management Coordinator
City Clerk
Police Records Manager
C42
Management Analyst
Council Analyst
Government Relations Manager
Human Resources Analyst
Parks & Recreation Analyst
Project Analyst
Public Works Analyst
C42
Program Administrator
Internal Operations Manager
Public Works Coordinator
Emergency Manager
C43
Program Manager
Assistant City Administrator
Senior Program Manager
Building Official
D61
Administrative Manager
Maintenance Operations Manager
D62
Assistant Director
Deputy Community Development Director
Deputy Finance Director
Deputy Public Works Director
Deputy Parks & Recreation Director
Municipal Court Administrator
D63
Department Manager
Assistant Fire Chief
Assistant Police Chief
City Engineer
D72
27
Attachment A (Page 2 of 3)
City of Tukwila
Non - Represented Salary Schedule - 2014
Department Administrator
Economic Development Administrator
E81
Department Head
Human Resources Director
DCD Director
Finance Director
IT Director
Parks & Recreation Director
E83
Department Director
Fire Chief
Police Chief
Public Works Director
E91
City Administrator
City Administrator
F102
28
Attachment A (Page 3 of 3)
2014 - Non - Represented Salary Structure
Non - Represented Salary Structure (Monthly)
DBM
Rating
(Minimum)
Step 1
Step 2
Step 3
Step 4
Step 5
Step 6
Step 7
All
3,860
3,981
4,103
4,223
4,343
Al2
4,166
4,299
4,432
4,562
4,691
A13
4,483
4,621
4,761
4,902
5,040
B21
4,682
4,858
5,035
5,210
5,389
B22
4,987
5,174
5,361
5,549
5,738
B23
5,287
5,487
5,686
5,884
6,086
B31
5,550
5,793
6,036
6,279
6,522
B32
5,992
6,255
6,519
6,781
7,045
C41
6,173
6,418
6,666
6,914
7,161
7,408
C42
6,520
6,783
7,043
7,304
7,565
7,829
C43
6,810
7,083
7,357
7,629
7,901
8,177
C51
7,032
7,347
7,663
7,980
8,294
8,614
C52
7,516
7,854
8,192
8,531
8,871
9,137
D61
7,436
7,808
8,180
8,554
8,925
9,294
D62
7,570
7,946
8,325
8,702
9,082
9,459
D63
7,834
8,226
8,618
9,011
9,403
9,793
D71
8,015
8,453
8,893
9,332
9,771
10,212
D72
8,411
8,870
9,330
9,789
10,251
10,710
E81
8,499
8,924
9,351
9,773
10,229
10,688
11,126
E82
8,812
9,254
9,696
10,137
10,580
11,022
11,463
E83
9,071
9,526
9,978
10,433
10,886
11,340
11,795
E91
9,387
9,857
10,327
10,798
11,267
11,738
12,208
E92
9,774
10,265
10,756
11,244
11,734
12,225
12,714
F101
10,168
10,676
11,183
11,694
12,204
12,710
13,220
F102
10,051
10,552
11,056
11,561
12,064
12,567
13,069
The rates for 2014 will remain at 2013 rates.
29
30
Attachment B (Page 1 of 2)
Non - Represented Employee Benefits - 2014
Social Security (FICA): Social Security benefits shall be provided as contained in Section
2.52.010 of the Tukwila Municipal Code (TMC).
State -Wide Employee Retirement System (PERS): Retirement shall be provided as contained
in Section 2.52.020 of the TMC.
Holidays: Holidays shall be provided as contained in Section 2.52.030 of the TMC. Regular
part -time employees shall be entitled to benefits on a pro -rata basis. One additional floating
holiday (for a total of two floating holidays) shall be provided to each non - represented
employee starting in 2014.
Sick Leave: Sick leave shall be provided as contained in Section 2.52.040 of the TMC. Regular
part -time employees shall be entitled to benefits on a pro -rata basis.
Medical Insurance: The City shall pay 100% of the 2014 premium for regular full -time
employees and their dependents under the City of Tukwila self - insured medical /dental plan.
Premium increases above 8% per year shall result in a modified plan document to cover the
additional cost above 8 %, or a premium shall be implemented for the difference, at the City's
discretion. The City reserves the right to select all medical plans and providers. Regular part -
time employees shall be entitled to benefits on a pro -rata basis. Employees who choose
coverage under the Group Health Cooperative plan shall pay the difference between the City of
Tukwila plan full- family rate and the rate charged to them by Group Health.
Dental Insurance: The City shall provide 100% of the 2014 premium for the regular full-time
employees and all dependents under the City of Tukwila self - insured medical /dental plan for
dental coverage. Regular part -time employees shall be entitled to the same benefits on a pro -
rata basis.
Life Insurance: For regular full -time employees, the City shall pay the premium for Plan C
(Multiple of annual earnings) or similar group life and accidental death and dismemberment
insurance policy. Said plan shall be at 100% of annual earnings rounded up to the next $1,000.
Regular part -time employees that work at least 20 hours per week shall be entitled to benefits
on a pro -rata basis (per insurance program requirements).
Vision/Optical: To non - represented regular full -time employees and their dependents at the
rate of $200 per person, to a maximum of $400 per family unit each year. Regular part -time
employees and their dependents shall be entitled to benefits on a pro -rata basis.
Disability Insurance: The City shall provide 100% of the premium for regular full-time
employees for a comprehensive long -term disability policy. Regular part -time employees that
work at least 20 hours per week shall be entitled to benefits on a pro -rata basis (per insurance
program requirements).
Health Reimbursement Arrangement /Voluntary Employee Benefit Association (HRA/VEBA):
VEBA benefits shall be provided as contained in Resolution No. 1445 and as amended. In 2014,
there will be a one time contribution of $500 made to each active non - represented employee's
individual account by the City.
31
Attachment B (Page 2 of 2)
Non - Represented Employee Benefits - 2014
Vacation: Following the sixth month of continuous employment, annual vacation leave of six
full days (each day is calculated at eight hours, regardless of schedule worked) shall be granted.
Thereafter, an additional day of annual leave shall accrue each month, up to a total of 12 days.
Three additional days of annual leave shall be granted on the employee's anniversary date after
the third, fourth and fifth years. After six years, the employee shall be granted one day per year
additional annual leave to a maximum of 24 days per year. The maximum number of accrued
hours is 384 or 48 days.
Years of Service
Vacation Accrual
Years of Service
Vacation Accrual
0 -1 years
12 days*
10 years
19 days
1 -2 years
12 days
11 years
20 days
3 -6 years
15 days
12 years
21 days
7 years
16 days
13 years
22 days
8 years
17 days
14 years
23 days
9 years
18 days
15 years
24 days (maximum)
*Six full days will be granted following the sixth month of continuous employment.
(Days accrue at eight hours, regardless of schedule worked.) Regular part -time
employees shall be entitled to benefits on a pro -rata basis.
Uniform Allowance: An annual uniform allowance of $600 shall be granted to the following
employees: Fire Chief, Assistant Fire Chief, Police Chief, Assistant Police Chief, and Records
Manager.
32
Attachment C
Longevity Pay Plan for Non - Represented Employees - 2014
The monthly longevity flat rates shall be as follows for regular full -time employees after the
completion of the number of years of full time employment with the City set forth below.
Regular part -time employees shall receive longevity on a pro -rata basis.
Completion of 5 years
$75
Completion of 10 years
$100
Completion of 15 years
$125
Completion of 20 years
$150
Completion of 25 years
$175
Completion of 30 years
$200
33
34
City of Tukwila
FINANCE AND SAFETY COMMITTEE
Meeting Minutes
November 19, 2013 — 5:30 p.m.; Conference Room #3
Finance and Safety Committee
PRESENT
Councilmembers: Dennis Robertson, Chair; De'Sean Quinn and Verna Seal
Staff: David Cline, Peggy McCarthy, Joyce Trantina, Kimberly Matej, Rick Still, Tracy Gallaway,
Dave Johnson, Warren Orr, Mike Villa, Stephanie Brown, Kim Gilman, Derek Speck,
Katherine Kertzman, Mary Miotke, Ryan Larson, Peter Lau, Cyndy Knighton, Laurel
Humphrey
Guest: Chuck Parrish
CALL TO ORDER: Committee Chair Robertson called the meeting to order at 5:30 p.m.
L PRESENTATIONS
No presentations.
II. BUSINESS AGENDA
Consensus existed to take up item D - A Resolution relating to Non - Represented Employees' Wages and Benefits for
2014 as the second item of business.
A. Contract: Seattle Express Shuttle Service
Staff is seeking Council approval to enter into a contract with Miller Schroer, Inc., (doing business as
"Seattle Express ") to provide regularly scheduled shuttle services from hotels in the City of SeaTac to
Westfield Southcenter in Tukwila at a rate of $10,000 per month. Seattle Southside Visitor Services
(SSVS) has been providing this free shuttle service to hotel guests for over 12 years. As the administrator
of SSVS, Tukwila contracts the services with Seattle Express and the City of SeaTac lodging tax fund
reimburses 100% of the cost. Seattle Express delivered more than 28,000 individuals to Westfield
Southcenter in 2012, resulting in an estimated $4,311,900 in visitor spending. A competitive bid process is
not feasible for this contract since Seattle Express has an Auto Transportation Certificate granting them the
sole right to provide this service in our area. UNANIMOUS APPROVAL. FORWARD TO
DECEMBER 2 REGULAR CONSENT AGENDA.
B. Resolution: Relating to Non - Represented. Employee 2014 Wages and Benefits
Staff is seeking Council approval of a resolution that would establish the 2014 . salary schedule and benefits
for non - represented employees of the City of Tukwila. Pursuant to the compensation policy established by
Resolution No. 1796 in June 2013, Human Resources staff conducted a market study and regression
analysis of the Puget Sound jurisdictions within +/- 50% of Tukwila's assessed valuation. This study
revealed that Tukwila's non - represented wages are above average for the jurisdictions surveyed.
Therefore, staff is recommending no wage adjustment for non- represented employees in 2014. In
accordance with Council's expressed desire to be above average in the provision of benefits, staff is
recommending the following changes to non - represented benefits effective January 1, 2014.
1) An additional floating holiday for a total of two annually.
2) A one -time contribution of $500 per non- represented employee into their individual HRA /VEBA
account.
3) An increase in the clothing allowance for Police Chief, Fire Chief, Assistant Chiefs, and Police Records
Manager by an additional $250 per year.
35
Finance & Safety Committee Minutes
November 19, 2013 — Page 2
Committee Chair Robertson gave a brief summary of the Council's deliberations in arriving at the current
compensation policy. He agreed that the +1- 50% assessed valuation comparables list is not precise, but
represents the closest, best choice after thorough consideration and consultation.
Kimberly Matej, Government Relations Manager, expressed her gratitude to the Council for their
continued support of employees, specifically acknowledging the outstanding medical benefits offered by
the City. With regard to the current compensation policy, she expressed concern with the parameters for
comparable jurisdictions. She requested that the Council reconsider these parameters in future decision -
making about non- represented wages and benefits, particularly if the City's labor unions do not use the
same set of comparables in the current negotiations. Ryan Larson, Senior Engineer, mentioned some of the
complex issues that make the City of Tukwila unique that are not present in jurisdictions currently defined
as comparable.
Committee members were appreciative of the staff's comments, encouraged those present to also attend
the Committee of the Whole, and expressed support for the 2014 Finance and Safety Committee to revisit
the compensation policy as well as the related issue of salary compression due to contracted wage
increases. Committee member Quinn noted that salaries for public employees must be strongly defendable,
which should remain at the forefront of any future discussions. UNANIMOUS APPROVAL.
FORWARD TO NOVEMBER 25 COMMITTEE OF THE WHOLE.
C. Agreement: Renewal for Microsoft Enterprise Software
Staff is seeking Council approval to renew the Microsoft Enterprise Agreement for a three -year term in the
amount of 586,750.28 per year including tax. This agreement was first signed in 2010 to allow the
licensing and version standardization of Microsoft products on all City computers, at great benefit to the
City. The Enterprise Agreement is a more cost effective method than purchasing individual licenses, and
this renewal will save the City 516,628.36 per year. While the budgeted amount for 2013 -14 is 585,000,
the overage is easily absorbed by the IT budget and staff is requesting 110 additional funding. Prior to the
December 4 Regular Meeting, staff will update supporting documents to correct a minor change to the
planning services benefit (4 days instead of 4 hours), the final total amount of the agreement, and specific
examples of benefits to the City. UNANIMOUS APPROVAL. FORWARD TO DECEMBER 4
REGULAR CONSENT AGENDA.
D. Marketing Plan for Foster Golf Links
In response to a request made at the August 20, 2013 discussion of Foster Golf Links (FGL) operations,
staff returned to Committee with detailed information regarding the following:
1) Financial Overview: FGL has been historically self - sustaining, but the indirect cost allocation increase
in 2011 impacted the budget and operational model. Attachment A to the info memo outlines the 2013
revenues and expenditures.
2) Professionally Reviewed Marketing Plan: A consultant was hired and staff has developed a 2014
Marketing Action Plan.
3) Ideas to Increase Revenue: The primary ideas are to implement the new marketing plan, Lengthening
the golf season, improve playability, and adjust fees to market levels.
4) Statistics regarding Resident /Non - Resident Use: Approximately 5% of the golfers are residents.
Those who work but do not live in the City, "working residents," make up an estimated additional 7 -10 %.
Resident use will be tracked with the loyalty card program proposed in the marketing plan.
Committee Chair Robertson requested a chart or table indicating the number of rounds played per day in
2013. The same graphic will then be prepared for 2014, providing a simple indicator of growth following
the implementation of the marketing plan. INFORMATION ONLY.
36
COUNCIL AGENDA SYNOPSIS
Initials
Meeting Date
Prepared by
Mayor's reyien,
Council review
11/25/13
LH
Resolution
Mtg Date
/Oft
12/02/13
LH
r---1 Other
Mtg Date
SPONSOR Council E Mayor El HR
Finance Fire IT E P&R Police F PIF
Pg DCD I-
SPONSOR'S The Council is being asked to review and approve six draft Operating Policies,
SUMMARY respresenting "Round 1" of the larger Council Policy project identified at the 2013 Council
retreat, in which Councilmembers requested written policies and procedures for a list of
designated topics. A policy on electronic devices was adopted by the Council earlier in the
year.
REVIEWED BY fl COW Mtg. E CA&P Cmte F&S Cmte Transportation Cmte
E Utilities Cmte 7 Arts Comm. E Parks Comm. _ Planning Comm.
DATE: COMMITTEE CHAIR:
RECOMMENDATIONS:
SPONSOR/ADMIN.
CommITTIE
Council
ITEM INFORMATION
ITEM No.
4.D.
37
STAFF SPONSOR: COUNCILMEMBER HOUGARDY
ORIGINAL AGENDA DATE: 11/25/13
AGENDA ITEM TITLE Council Policies and Procedures
CATEGORY Discussion
Mtg Date 11/23/13
El Motion
Mtg Date 12/2/13
Resolution
Mtg Date
Ordinance
Mtg Date
E Bid Award
Mtg Date
Public Hearing
Mtg Date
r---1 Other
Mtg Date
SPONSOR Council E Mayor El HR
Finance Fire IT E P&R Police F PIF
Pg DCD I-
SPONSOR'S The Council is being asked to review and approve six draft Operating Policies,
SUMMARY respresenting "Round 1" of the larger Council Policy project identified at the 2013 Council
retreat, in which Councilmembers requested written policies and procedures for a list of
designated topics. A policy on electronic devices was adopted by the Council earlier in the
year.
REVIEWED BY fl COW Mtg. E CA&P Cmte F&S Cmte Transportation Cmte
E Utilities Cmte 7 Arts Comm. E Parks Comm. _ Planning Comm.
DATE: COMMITTEE CHAIR:
RECOMMENDATIONS:
SPONSOR/ADMIN.
CommITTIE
Council
COST IMPACT / FUND SOURCE
EXPENDITURE REQUIRED AMOUNT BUDGETED APPROPRIATION REQUIRED
$none $none $none
Fund Source: N/A
Comments: no general fund impact
MTG. DATE
RECORD OF COUNCIL ACTION
11/25/13
1
MTG. DATE
ATTACHMENTS
11/25/13
Informational Memorandum dated 11/20/13.
Draft Policies: Voucher Review, Planned Committee Absence, Council Travel, Requests
for Staff Assistance, Duties in Supervising Council Analyst, Election of Council
President
12/2/13
37
38
C t of Tukwila
TO:
INFORMATIONAL U��U�����������U�
nn�o ��xnn�n��n n��x��wu~ n�n�~x�n��on��n�����xmn
Mayor Haggerton
Committee of the Whole
FROM: Kathy Hougardy, Council President
Laurel Humphrey, Council Analyst
DATE: November 20, 2013
SUBJECT: Council Operating Policies — Round 1
im Haggerton, Mayor
ISSUE
At its 2013 Retreat, the Council committed to documenting its policies and procedures in a
formal and organized way. A list of subjects was agreed upon with rankings by priority. The
Council President and Council Analyst have been organizing this effort, obtaining feedback from
appropriate City staff and a subcommittee including Councilmembers Ekberg and Seal.
BACKGROUND
The policies attached to this memo are of disparate subjects and represent "Round 1" of a
series, with more to follow in2014 and beyond. Each policy is represented as an individual
document and will be assigned a unique number if approved by the Council. This format was
selected due to its flexibility in allowing policies to be added or amended in response to
changing needs. Each policy will be marked with an implementation date and compiled in a
notebook made available to each COunoi|mB0b8r. It is important to note that each policy has
undergone legal review. The six policies are summarized as foliows:
1) The Requests for Staf Assistance Policy supports the idea that significant requests for
staff assistance must be made with m jority consensus of the Council as well as support
existing City priorities and budget.
2) The Election of Council President Policy describes exceptions to the Council President
rotation-by-seniority outlined in the Tukwila Municipal Code.
3) The Supervising Council Analyst Policy describes the responsibilities of the Council
President in providing supervision to the Council Analyst position.
4) The Planned Committee Meeting Absence Policy describes the step involved when a
Councilmember knows ahead of time he or she is unable to attend a Committee meeting.
5) The Councilmember Travel Policy updates previously adopted Council Travel guidelines.
6) The Councilmember Voucher Review Policy describes process and responsibilities
involved when an individual Councilnnember reviews vouchers prior to full Council adoption.
Changes shown in the attached draft reflect discussion at the November 19 Finance and Safety
Committee.
INFORMATIONAL MEMO
Page 2
DISCUSSION
Committee members will review and discuss these draft policies to ensure they meet the needs
of the Council.
RECOMMENDATION
These are draf Council Operating PoIices applicable to and implemented by consensus of the
Council. If the Committee of the Whole recommends Council implementation of the draft
Policies, the items will be forwarded to the December 2 Regular Meeting for a motion to
approve.
ATTACHMENTS
Draft Policies:
1) Requests for Staff Assistance
2) Election of Council President
3) Supervising Council Analyst
4) Planned Committee Absence
5) Councilmember Travel
6) Councilmember Voucher Review
*: \Cvuno mfoMomo.docx
40
TUKWILA CITY COUNCIL
OPERATING POLICY
Number: CC-POL-XX
Page I of 1
TITLE: Requests for Staff Assistance
PURPOSE:
Requests for staff assistance by Councilmembers should be made through appropriate channels,
which are determined based upon the nature of the request. Because individual Councilmembers do
not have the authority to direct the work of City staif, this policy describes how to obtain majority
consensus when appropriate. Staff assistance requests can be either:
• General = minimal impact on stafftime
• Significant = affecting schedules, work assignments, or staffing levels.
Significant requests of staff can include technical assistance, report development, research requests,
andmnore.Suchrequestsshou|dbennadeduringe[ounci|rneetingsothatrn jority consensus can
be easily requested and the outcome is clear. The Council should consider existing City priorities and
current staffing Ievels when deliberating on such a request.
STATEMENT OF POLICY AND/OR PROCEDURES:
1. Requests for general staff assistance can be made in person, by phone, during a
committee meeting or via email with a copy to the Council President, Council
Analyst, Department Head, and City Administrator.
2. Requests for significant staff assistance should be made during a Committee of the
Whole or Regular Meeting and must receive majority consensus.
3. If a request for significant staff assistance is approved by the full Council in a
Committee of the Whole or Regular Council meeting, it will be noted on an
appropriate committee work plan.
4. If an item is time-sensitive and cannot wait for the next Committee or Council
meeting, the Councilmember and Council President will work with the City
Administrator on the best course of action.
5. Regardless of the level of staff assistance, written information provided by staff
should be distributed to all Councilmembers via email or hard copy.
Title: Requests for Staff Assistance
Effective Date:
Supercedes:
N/A
Approved by the City Council on the
day of
City Attorney:
Council President:
42
TUKWILA CITY COUNCIL
OPERATING POLICY
Number: POL-CC-XX
Page 1 of 1
TITLE: Election of Council President
PURPOSE:
Tukwila Municipal Code 2.04.070 provides for the election of the Council President at the
first Regular Meeting each January, generally determined by order of seniority. This policy
describes exceptions to the seniority provision.
REFERENCES:
TMC 2.04.060(B)
TMC 2.04.070
STATEMENT OF POLICY AND/OR PROCEDURES:
1. In general, Council Presidents serve in a rotation based upon seniority, determined in
the following order: 1) Greatest consecutive number of years served; 2) Greatest
consecutive number of years plus months or years served prior to the current term;
3) Number of votes when elected.
2. If the Councilmember who is next in line to serve as Council President (pursuant
to the order of seniority) is unable to serve, he or she will notify the Council
President in writing during the preceding year. This "opt-out" request will be
forwarded to the Full Council for approval.
3. Service as Council President will fall to the next Councilmember in the order of
seniority.
4. The Councilmember whose opt-out was accepted by the Full Council will remain
at the top of the rotation with the opportunity to serve as Council President at
during the following year.
5. A supermajority of the Council can opt ag_ainst the srocess described in step 1.
Title: Election of Council President
Effective Date:
Supercedes:
N/A
Approved by the City Council on the
day of
City Attorney:
Council President:
43
44
TUNVV|LA CITY COUNCIL
OPERATING POLICY
Number: CC-POL-XX
Page 1 of
TITLE: SUPERVISING COUNCIL ANALYST
PURPOSE:
The Council Analyst is the City's full-time staff member dedicated to providing research,
analytical, and administrative support to the members of the City Council. The Counci Analyst
supports work responsibilities estabtished by the Council as a whole under the direction and
supervision of the Council President.
REFERENCES:
N/A
Following are the responsibilities of the Council President in supervising the Council Analyst
Timesheet and Leave Requests
A. Approve the CA's electronic time sheet in accordance with the procedure and
schedue established by the Finance Department.
B. Authorize leave requests submitted by the CA.
U.
Training and Travel Approvals
U|.
Workload Guidance
A. Provide guidance in matters relating to the CA's workload and assigned duties.
The CA works independently and is expected to manage his or her workload
with a minimum of supervision.
B. Make decisions to resolve conflicts when issues arise.
IV. Performance Evaluation
A. Coordinate and conduct the CA's performance evaluation process.
1. In early December, obtain the current evaluation input form from HR,
and distribute copies to Councilmembers and City Administrator;
distribute self-evaluation form to Council Analyst.
2. Collect and review completed input forms no later than December 31.
3. Complete performance evaluation form provided by Human Resources
Department, considering input received as well as own experience from
the evaluation year.
4. Schedule performance evaluation meeting no later than January 31 to
also include the newly elected Council President,
5. Provide copies of completed evaluation form to incoming Council
President and Council Analyst at Ieast one week prior to meeting.
6. File completed form signed by all parties with the Human Resources
Department.
7. Consult with Human Resources Department for assistance as needed.
V. Designation of Backup
A. If the Council President is unable to perform any of the duties listed in this
procedure due to vacation or other short-term basis, he or she will designate
another Councilmember to serve as backup.
END
Title: Supervising Council Analyst
Effective Date:
Supercedes:
N/A
Approved by the City Council on the
day of ,
City Attorney:
Council President:
TUKWILA CITY COUNCIL
OPERATING POLICY
Number: CC- POL -XX
Page 1 of 1
TITLE: PLANNED COMMITTEE MEETING ABSENCE
PURPOSE:
Meetings of standing committees must have a minimum of two Councilmembers and a maximum of
three in attendance in order for the meeting to be held. It is a Councilmember's responsibility to
seek a replacement if he or she plans to miss a meeting of a standing committee. This procedure
details the steps that should be taken to do so.
REFERENCES:
TMC 2.04.180
STATEMENT OF POLICY AND /OR PROCEDURES:
As soon as possible after a Councilmember knows that he or she will be unable to attend a meeting
of a standing committee, he or she will:
1. Notify the Council Analyst, the Committee Chair, and the Council President.
2. The Council President is given the first opportunity to attend the meeting as
replacement for the committee member.
3. If the Council President is unable to attend, ask another Councilmember to see if
he or she is available to attend
4. If the Councilmember is the Committee Chair, he or she will appoint the temporary
Chair for that meeting, preferably an existing member of the standing committee.
5. If no replacement can be found, and the other two Committee members are
planning to attend, the meeting can still take place.
END
Title: Planned Committee Meeting Absence
Effective Date:
Supercedes:
N/A
Approved by the City Council on the
day of
City Attorney:
Council President:
47
48
TUKVV|LA CITY COUNCIL
OPERATING POLICY
Number: CC-POL-XX
Page 1 of 2
TITLE: Councilmember Travel
PURPOSE:
Cnunci|nnennbers are encouraged to be actively involved in city, county, state, regional and
national organizations that affect Tukwila, its residents, and its businesses. Education,
lobbying, professional responsibilities, (e.g. policy boards, offices, and committees), public
relations, and relationship-building with other agencies are examples of activities for which
travel funds can be used. While the entire Council approves the travel budget, it is up to
individual Councilmembers to decide how best to use their own travel allotment.
REFERENCES:
N/A
Travel Budgets
A. Budgets for Council travel will be set during the biennial budget process and
adjusted during the second year, if necessary.
B. Review of the preceding year's travel may serve as a guide in allocating travel
for the foliowing year.
C. The Council will consider the City's financial situation in setting its annual travel
budget.
U.
Travel Decisions
A. Beginning each year, after funds for local meetings, the Council retreat, and
meals are subtracted, each Councilmember will be allotted an equal share of
the remaining Council travel budget for use during the remainder of the year.
That amount shall be communicated to all Councilmembers as soon as
available
B. Any [ounCi|rnennbe/stnave| funds which are not planned to be used in that
year may be returned to the shared travel fund for use by other
Councilmembers.
C. Upon returning from a class or conference, Councilmembers will prepare an
oral or written report for the Council. If more than one Councilmember
attends, a consotidated report may be presented.
O. Sister City related travel is not budgeted separately and will be funded from the
individual Councilmember's travel allocation.
E. The entire Council, by majority, will make the final decision on use of funds if
issues arise.
III. Travel Expenses
A. The City will pay for airfare, ground transportation, registration, hotel, and
meals when a Councilmember is on official travel.
B. The City will not assume costs for a spouse or guest.
C. A daily record of expenses for lodging, meals, transportation, and incidental
expenses should be maintained, with receipts attached to the record. An
itemized bill should be kept for meals. The record and receipts will be submitted
to the Finance Department and processed in accordance with current
procedures.
IV. Travel Arrangements
A. City Council travel will be coordinated through the Council Analyst, who will
monitor the travel budget as well as make travel arrangements if desired by the
Cound|nnennber.
D. Intention for out-of-state travel should be communicated to the Council
President.
C. Significant effort will be made to secure the best value for airfare and lodgings.
V. Miscellaneous
A. When a City vehicle is available, it may be reserved by Councilmembers for
appropriate business-related travel.
B. If a Councilmember uses his or her personal vehicle for City-related travel,
mileage will be reimbursed according to IRS rules.
END
Title: Councilmember Travel
Effective Date:
Supercedes:
N/A
Approved by the City Council on the
day of ,
City Attorney:
Council President:
TUKWILA CITY COUNCIL
OPERATING POLICY
Number: CC-POL-XX
Page 1 of
TITLE: Councilmember Voucher Review
PURPOSE:
The purpose of this policy is to assist the with timely processing and release
of payment claims vouchers and to distribute the responsibility equally among Councilnnembers.
Vouchers are the warrants or checks with which the City pays its bills. Before the entireCouncil
approves vouchers at a Regular Council Meeting, the vouchers &1+
.undergo review b itiating department Director, the Accounts PypbIe Fiscal
Specialist the Accounts Payable Fiscal Coordinator, the Finance Director, and one individual
Counci|nIember. These thorough checks and balances protect the City and provide assurance that all
claims presented for payment are corn lete and in con iance with establish
REFERENCES:
Revised Code of Washington 4224
Administrative Policy 300-06
STATEMENT OF POLICY AND/OR PROCEDURES:
1. In December of each year, the Council Analyst will draw up a schedule for the next
year so the task is rotated among the Council members.
2. The vouchers are available for review no later than noon on Friday; the review
needs to be completed before Monday's Regular Council Meeting.
3. Vouchers are located on the table by the Finance Director's office.
e-w -*abi-eheeew or-hep
c
4.__ f the designated Councilmember is unable to review
vouchers on his or her assigned dates, he or she will inform the Council Analyst,
who will assist in obtaining a substitute.
The obligation of the Councilmember providing the review is to gain a
understandin. of Cit ex enditures and confidence that the transactions
are consistent with City po|iciesvvithaoa r icu|ar emphasis on large, unusual ,_or
sensitive items.
Title: Councilmember Voucher Review
Effective Date:
3upercedes:
N/A
Approved by the City Council on the
day of
City Attorney:
Council President:
52
Upcoming Meetings & Events
November 2013
25th (Monday)
26th (Tuesday)
27th (Wednesday)
28th (Thursday)
29th (Friday)
30th (Saturday)
➢ Community
Affairs & Parks
Crate,
5:15 PM
(CR #3)
➢ City Councily
Committee of
the Whole Mtg.,
7:00 PVI
(Council
Chambers)
➢ Transportation
Crate,
5:15 PM
(CR
CR #1
oard of
AiB
Review hitectural
6:00 PM
(Council
Chambers)
Thanksgiving Day
City offices closed
j
I� ,
^,111VI('111111111111,1
��� eS
) =t
, ri
City offices closed
Tukwila Int'l. Blvd.
Action Crate's
Trash 9:00 Day
0 10:00 ant
11 �
For location or
information contact
Sharon Mann
206- 200 -3616
2nd (Monday)
3rd (Tuesday)
4th (Wednesday)
5th (Thursday)
6th (Friday)
7th (Saturday)
> Civil Service
Commission,
5:00 PM
(CR #3)
➢ Utilities Crate,
5:00 PM
(CR 41)
➢ City Council
Regular Mtg.,
7:00 PM
(Council
Chambers)
➢ Finance &
Safety Crate,
5:30 PM
(CR #3)
So. Arts
Commission,
5:30PM
(Community
Center)
➢ Library
Advisory
Board,
7:00 PM
(Community
Center)
➢ Equity &
Diversity
Commission,
5:15 PM
(CR #3)
> Arts Commission: 1st Tues., 5:30 PM, Tukwila Community Center. Contact Stephanie Gardner at 206 -767 -2342.
> City Council Committee of Whole (C.O.W.) Meeting: 2nd & 4th Mon., 7:00 PM, Council Chambers at City Hall.
> City Council Regular Meeting: 1st & 3rd Mon., 7:00 PM, Council Chambers at City Hall.
➢ Civil Service Commission: 1st Mon., 5:00 PM, Conf. Room #3. Contact Kim Gilman at 206 - 431 -2187.
➢ Community Affairs & Parks Committee: 2nd & 4th Mon., 5:15 PM, Conf. Room #3 (A) An ordinance updating the Tukwila
Municipal Code regarding the Arts Commission. (B) The naming of the pea patch site as "Gully Gardens". (C) A grant acceptance
from the Washington State Historical Society for the Duwamish Hill Preserve in the amount of $515, 000.
➢ COPCAB (Community Oriented Policing Citizens Adv. Board): 4th Thurs., 6:30 PM, Conf Rm #5. Chris Partman (206 -431- 2197).
> Equity & Diversity Commission: 1st Thurs., 5:15 PM, Conf Room #3. Contact Joyce Trantina at 206 - 433 -1868.
> Finance & Safety Committee: 1st & 3rd Tues., 5:30 PM, Conf. Room #3.
> Library Advisory Board: 1st Tues., 7:00 PM, Foster Library. Contact Stephanie Gardner at 206 -767 -2342.
> Parks Commission: 3rd Wed., 5:30 PM, Meeting Room B at Community Center. Contact Dave Johnson at 206 - 767 -2308.
> Transportation Committee: 2nd & 4th Tues., 5:15 PM, Conf Room #1 (A) Showalter Middle School Traffic management Issues.
(B) Bridge Program Grant Applications. (C) Beacon Ave South Bridge Load Limit Signs. (D) TUC Transit Center /APW Street &
Water Construction Management Contract AECOM & Supplement No. 21 with IBI Group. (E) TUC Pedestrian/Bicycle Bridge
Supplement No. 10 with KPFF. (F) Street Vacation of 41s` Ave S Resolution Setting a Public Hearing Date. (G) Growing Transit
Communities Resolution Approving Compact.
> Tukwila Historical Society: 3rd Thurs., 7:00 PM , Tukwila Heritage & Cultural Center, 14475 59`r Avenue S. Contact Pat Brodin at
206 - 433 -1861
>Tukwila Int'l. Blvd. Action Cmte: 2nd Tues., 7:00 PM, Tukwila Community Center. Contact Chief Villa at 206 - 433 -1815.
> Utilities Committee: 1st & 3rd Mon., 5:00 PM, Conf. Room #1.
53
Tentative Agenda Schedule
MONTH
MEETING 1-
REGULAR
MEETING 2 -
C.O.W.
MEETING 3 -
REGULAR
MEETING 4 -
C.O.W.
December
2
9
16
23
Consent Agenda:
Special Issues:
-A resolution adopting
-A resolution for 41'
the 2013 Surface Water
Street Vacation.
Comprehensive Plan.
- Collective Bargaining
- Authorize the Mayor to
Contract.
Amend Lease
Agreement No. 13 -147
with Alliance One
Special Meetino:
Receivables
-A resolution for 41'
Management for the use
Street Vacation.
of space in the
- Collective Bargaining
Municipal Court, in the
amount of $825.00 per
month paid to the City
of Tukwila.
Contract.
- Authorize the Mayor to
sign an amendment to
Contract No. 13 -042 with
BERK and Associates for
2014 Strategic Planning
not to exceed $65,000 per
calendar year.
- Authorize the Mayor to
sign a contract on behalf
of Seattle Southside
Visitor Services with
Miller Scluner, Inc., dha
Seattle Express in the
amount of $120,000 from
lodging taxes from
"SeaTac Only" account
that is funded 100% by
SeaTac.
- Authorize the Mayor to
sign an agreement with
Microsoft for the City's
Microsoft Enterprise
software renewal in the
amount of $86,750.28.
Unfinished Business:
-An ordinance amending
Ordinance No. 2389,
which adopted the City
of Tukwila's Biennial
Budget for 2013-2014
Bienniuun, to adopt an
amended Mid - Biennium
Budget.
-A resolution adopting
the 2014 -2019 Financial
Planning Model and
Capital Improvement
Program for General
Government and the
City's Enterprise Funds.
-A resolution updating
and clarifying the Non -
Represented Employees'
compensation and
adopting the Non
Represented salary
schedule and benefits,
effective January 1, 2014.
- Authorize the Mayor to
sign Change Order No. 1
to Contract No. 13 -134,
with King Construction
relating to the 2013
Annual Sewer Repair
Program in the amount
of $28,825.85.
54