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Home My WebLink AboutCOW 2006-06-26 COMPLETE AGENDA PACKET Tukwila City Council Agenda .:. COMMITTEE OF THE WHOLE ... . Steven M. Mullet, Mayor Rhonda Berry, City Administrator Dennis Robertson, Council President Councilmembers: · Joe Duffie · Joan Hernandez · Pam Carter · Jim Haggerton · Pamela Linder · Verna Griffin Monda, June 26, 2006; 7:00 PM 1. CALL TO ORDER I PLEDGE OF ALLEGIANCE 2. SPECIAL Street closures associated with Sound Transit construction PRESENTATIONS (30 minutes). 3. CITIZEN At this time, you are invited to comment on items not included COMMENT on this agenda.\To comment on an item listed on this agenda, please save our comments until the issue is resented for discussion. a. Council technology (devices). Tukwila Ci Hall; Council Chambers 4. SPECIAL ISSUES Pg. b. Amendment to Organizational Capacity Building Interlocal Pg. Agreement between the City of Tukwila and the City of Federal Way. c. Consultant Agreement for Standby Power Upgrades. Pg. 5. REPORTS d. Council 0 a. Mayor b. City Council rocedures -- review of Ordinance No. 2024. P. c. Staff e. Intergovernmental d. City Attorney 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 206-433-1800fTDD 206-248-2933. This notice is available at www.cLtukwila.wa.us and in alternate formats with advance notice for those with disabilities. Tukwila Council meetings are audio taped. INFOR1\1ATIONAL MEMOR<\1'IDUM To: Mayor Mullet Date: Public Works Directo~ June 21, 2006 From: Subject: Street Closures Needed to Accomplish Light Rail Construction ISSUE: Over the next 18 months, the construction of Sound Transit's light-rail guideway will be crossing public streets. In order to ensure pJblic safety, the streets will be closed to traffic, except local access. DISCUSSION: Sound Transit's light-rail route crosses Tukwila's public streets in thirteen (13) different locations. See Attachment 1 for the first four locations. In addition it crosses SR-599, 1-5, BNSF tracks, Metro's Bus Ramp onto SR-599, and Boeing AccessIMLK. Construction is authorized during the hours of 7 :00 am until I 0:00 pm. As an alternative to completely closing Tukwila's streets, Sound Transit's contractor requested the City investigate the possibility of a noise variance that would allow construction from 10:00 pm to 7:00 am. Unfortunately, it appears that several ofth~se aforementioned locations will not be able to satisfy the criteria set forth in TMC 8.22.180, Variil.llces - Administrator's Authority, for a noise vanance. Therefore, to ensure public safety during the construction of selected columns, straddle bents, and the erection of guideway elements, Public Works cannot allow any traffic (except local access) within the construction area. The streets within the vicinity ofthe crossings will be closed to through traffic and detour routes established. Public Works will be working with Sound Transit to establish detour routes and ensure that the traveling public has adequate advance notification of the closure. Closure in some instances will be for several weeks. This evening's presentation will address the plans for closing Southcenter Blvd. (Attachment 2), 51st Avenue South (Attachment 3), and 52nd Avenue (Attachment 4). Notification of the pending closure for Southcenter Blvd is in place now and closure is scheduled to begin June 30th. RECOlVIMENDATION: None - For informational purposes only. (, Legend (e Proposed Road OostXe Proposed Road Closures J 51st Avenue South Closure Aerial Photo Map ,. J Cl) L... ::J (f) o U (/) Cl) ~ "'C C N LO "0 '" ti. 'O~ -=> 5l!j ~O Southcenter Boulevard Closure COUNCIL AGENDA SYNOPSIS OP' '.1%'', Initials ITEM NO. 1,9 1, 1 y 41 C+� Meeting Date 1 Prepared by I Mayor's review 1 Council review Q t 'add ;us (g,. 06/26/06 mlm vii 1 1 1 1 1 rso ITEM INFORMATION CAS NUMBER: 06-074 I ORIGINAL AGENDA DATE: JUNE26 2006 AGENDA ITEM TITLE Council Technology Devices CATEGORY Discussion Motion resolution Ordinance Bid Award Public Hearing Other Mtg Date6 /26/06 Mtg Date Mtg Date Mtg Date ilitg Date Mtg Date Mtg Date SPONSOR Council Ma Adm Svcs DCD Finance Fire Legal P&7R Police PTV SPONSOR'S Discussion of Councilmember use of technical devices for Council productivity and to guard SUMMARY against potential risks such as court review of personal e-mail and computer records. REVIEWED BY COW Mtg. CA &P Cmte F &S Cmte Transportation Cmte Utilities Cmte Arts Comm. Parks Comm. Planning Comm. DATE: 6/5/06 RECOMMENDATIONS: SPONSOR /ADMIN. Purchase 2 3 laptops and peripheral items for Council use COMMIIIEE Unanimous approval forward to COW ;COST IMPACT FUND SOURCE EXPENDITURE REQUIRED AMOUNT BUDGETED APPROPRIATION REQUIRED $6000 $9000 $0 $6000 $9000 Fund Source: Comments: From Council budget 1: MTG. DATE R ECORD OF COUNCIL ACTION 6/26/06 1 I MTG. -DATE I ATTACHMENTS 6/5/06 I Information memo with spreadsheet dated 6/5/2006 6/5/06 1 Finance and Safety Committee minutes dated 6/5/2006 6/26/06 (Information memo with spreadsheet dated 6/5/2006 'Pricing tabulation dated 6/26/2006 'Finance and Safety Committee Minutes dated 6/5/2006 To: From: Date: Subject: Finance & Safety Committee Mary Miotke, IT Manager.1iJj;;v June 5, 2006 V IlrJ 1" Council Technology - Devices Issue This memo is informational and is provided as a follow-up to the committee's request for information regarding technological devices and functionality options. Back2round Council has agreed to consider a variety oftechnology-based approaches to improve the Council's productivity. Also, in previous meetings, the Council has been advised that the use of personal e-mail and computer equipment poses certain risks such as potential court review of personal e-mail and computer records, as well as lack of control over adherence to state requirements for business records retention practices. In order to assist in reducing these liabilities and increase Council productivity, several technology devices are available for consideration. Discussion The attached spreadsheet, showing possible technological devices currently available, is included for committee consideration and use as an aid for,discussion and decision-making purposes. The column headings used in the spreadsheet are defined here for clarity: · Device - Type of technological device for committee consideration. · Cost/Unit - Initial cost per unit. · Support - How the device will be supported as well as who will support it. · Additional Cost Detailed - Any additional costs for peripheral devices, subscriptions, software required, etc. · Weight - Weight of the device, important to consider with device portability. · Replace Sched - Suggested replacement schedule for device. · Function - What the device is capable of as far as Council usage is concerned. · Vulnerability - Virus and SP AM vulnerabilities. · Liability - How to address subpoena and public disclosure liabilities. · Training - Who provides initial training and how much training may be required. Of course, amount of training is dependant upon Councilmember's individual ability. · Policy Required - Indicates whether or not an existing City policy exists or requires modification. · Picture - Generic pictures are displayed for the desktop and laptop devices. The tablet PC pictured is the HP Compaq, as the City currently owns similar models. The Blackberry picture is of the latest model, the 7100i. The PDA pictured is the very popular TREO 650, but other PDA brands and models can also be considered and will be in a similar price range. The cell phone is a Nextel i530, but would be whatever model the City uses at time of purchase. Recommendations for Best Practices . The Council Administrative Support staff position could provide first-line support and training to Council. This staff person should also have access to the devices for emailJdocument assistance and maintenance and also for records retention and archival purposes. To ease support and training concerns, and to gain familiarity with the device, it would also be recommended that the Council Administrative Support staff person be issued the same device that Council chooses to use. A location at City Hall would need to be assigned to Council for the desktop workstation or for laptop/tablet docking and work space. This would allow Council to have workspace with a connection to the City's network when on campus in order to use the internal Group Wise email interface, as well as provide access to TukNet. If a desktop computer were considered, a single computer would be sufficient for shared Council use. If laptops or tablet PCs were considered, a pool of 2 - 3 devices would cover normal Council usage. As always, if a laptop/tablet was not available when requested, Councilmembers could check one out from the City employee's shared laptop pool located in the City Clerk's office. For Blackberry devices, PDAs, or cell phones, each Councilmember would be assigned their own device. I recommend the Council move forward with purchasing several basic laptops for Council use. These laptops will not be intended as a permanent, long-term solution to Council efficiency, but rather as entry-level technical devices to use for two to three years while other technology devices can be evaluated. As every Councilmember gains experience with the entry-level laptops, opinions can be formed as to a technical direction that may work best and new technology options can be evaluated. . . As Council discussion continues concerning technology-based approaches to improve productivity and reduce liability, I am happy to support your efforts by providing additional information or detail and answering any questions that may arise. Device Cost /Unit Support Additional Cost Weight Replace Detailed Sched Desktop $750 Qty: 1 -2 IT Dept Staff MS -Office $330, monitor $250 flat panel N/A 3 YRS Comparison of Technical Devices Function Document Processing, Spreadsheets, PowerPoint Presentations, E -mail, Database, Internet connectivity. Calendaring. Functionality of access to City Network. Vulnerability Liability Virus protection, spam filtering & document storage through City Network Use only at City Hall. Ability to separate home & business use. Date: 06/05/2006 Training Policy Req Picture Minimal training required - by City IT Staff Existing city policy modified for Council use Laptop $900 -$1400 Qty: 2 -3 IT Dept Staff MS -Office $330, docking station $250, cell card $60 /mo subscription 5.5 -10# 3YRS Document Processing, Spreadsheets, PowerPoint Presentations, E -mail, Database. Internet capable but would require call card for internet connectivity. Internet access through WI -Fl. Calendaring. Functionality of access to City Network - available when docked. Virus protection, spam filtering & document storage when connected to City Network Use at City Hall. Can be checked out for travel. Ability to separate home & business use. Basic training minimal, extra training required for WI -Ft by City IT Staff Existing city policy modified for Council use Tablet PC $1400 -$2000 Qty: 2 -3 IT Dept Staff MS -Office $330, docking station $250, cell card $60 /mo subscription 3.9# Avg 3 YRS Blackberry $75 -$100 Government & quantity discount Qty: 7 PW Staff / IT Staff required for server component $0 - $3000 for Server Software and $99 per Lic (Req for e- mail). Dependant upon volume discount - $40- $100 /mo subscription 5.1oz Avg 2 YRS Document Processing, Spreadsheets, PowerPoint Presentations, E -mail, Database. Internet capable but would require call card for Internet connectivity. Internet access through WI -Fl. Calendaring. Functionality of access to City Network - available when docked. Ability to use as a writing tablet, instead of typing. Limited functionality. Uses thumb keyboard - 2 clicks per button. Has MS -Office functions. Internet access through WI -Fl. Phone capabilities. Can turn on /off phone services. Can have camera capabilities. Internet access through WI -Fl. Color display, walkie /talkie, GPS, Wireless e-mail. Requires 2 year subscription. Blackberry enterprise server required. Virus protection, spam filtering & document storage when connected to City Network Use at City Hall. Can be checked out for travel. Ability to separate home & business use. Basic training minimal, extra training required for WI -FI and tablet functionality by City IT Staff Existing city policy modified for Council use Virus protection only through vendor. Emails stored on City network and vendor network Use anywhere service is available. Business use only limits liability. Some training required by vendor New policy required PDA $300 -$500 dependant upon quantity discount Qty: 7 Through vendor GroupWise upgrade required. Intellisync software $75 4.87 oz Avg 2 YRS May or may not have MS -Office functions - dependant upon brand. May load e-mail if compatible. Phone capabilities - can be turned on /off. Can have camera capabilities. WI -FI capabilities. Calendaring. Virus protection only through vendor if available. Emails stored on City Network and vendor network Use anywhere cell, internet, and WI -Fl service is available. Business use only limits liability. Some training required by vendor & City IT Staff New policy required Nextel Cell Phones $50 Qty: 7 PW staff and through vendor $20 /month recurring costs on city plan 3.0 -5.0 oz 2 YRS Phone capabilities & walkie /talkie only. Virus protection only through vendor if available Use anywhere cell service is available. Business use only limits liability. Minimal training required by City PW Staff Existing city policy modified for Council use Council Technology Pricing Configuration A (2 Laptops) and Configuration B (3 Laptops) Prepared by: City of Tukwila IT Department June 26, 2006 Configuration A Device Price Qty Totals Laptop $1,200.00 2 $2,400.00 Docking Station $200.00 1 $200.00 Portable Printer $225.00 2 $450.00 Sprint Cell Card $0.00 2 $0.00 Sprint Subscription (Per Year) $720.00 2 $1,440.00 MS Office Pro $330.00 2 $660.00 Monitor 17" Flat Panel (For Docking Station) $250.00 1 $250.00 Keyboard (For Docking Station) $25.00 1 $25.00 Mouse (For Docking Station) $25.00 1 $25.00 Case wi Wheels $85.00 2 $170.00 $5,620.00 Config A Total $494.56 WSST $6,114.56 Grand Total Configuration B Device Price Qty Totals Laptop $1,200.00 3 $3,600.00 Docking Station $200.00 1 $200.00 Portable Printer $225.00 3 $675.00 Sprint Cell Card $0.00 3 $0.00 Sprint Subscription (Per Year) $720.00 3 $2,160.00 MS Office Pro $330.00 3 $990.00 Monitor 17" Flat Panel (For Docking Station) $250.00 1 $250.00 Keyboard (For Docking Station) $25.00 1 $25.00 Mouse (For Docking Station) $25.00 1 $25.00 Case wi Wheels $85.00 3 $255.00 $8,180.00 Config B Total $719.84 WSST $8,899.84 Grand Total r UUO' ufO) %A ~ U !I r.) / u vLl U Finance and Safety Committee June 5, 2006 - 5:00 p.m. Present: Pam Carter, Chair; Jim Haggerton, Vema Griffin, Rhonda Berry, Kevin Fuhrer, Nick Olivas, Bob Giberson, Shelley Kerslake, Don Tomaso, Mary Miotke, Chuck Parrish, Jane Cantu Business Agenda: X Council Technolol!V (Devices) II As a follow-up to a previous committee meeting, IT Manager Mary Miotke presented a chart that compared the cost/unit, support, detail of additional costs, weight, replacement schedule, function, vulnerability, liability, training, and city policy requirements of several viable devices. After discussing the various options available to them, Council decided that 2 or 3 laptop computers, a docking station, a port printer, and a case with wheels would meet their needs and those of their new staffperson for the present time. Unanimous approval - forward to future COW. Julv 4th Fireworks Permit for Public Displav at the Starfire Sports Complex Mr. Tom Whitacre, a licensed Pyrotechnic Operator with the State of Washington and the Bureau of Alcohol, Tobacco, and Firearms is seeking a fireworks permit for a public display at the Starfire Sports Complex on July 4th. This display is being held in conjunction with the City's planned event "Family Fun at the Fort". Battalion Chief Don Tomaso told the committee that Mr. Whitacre's application was reviewed to WAC 212-17 and accepted industry standards and he found everything to be within the established guidelines. Because Mr. Whitacre has done the fireworks display in Tukwila several times in the past, Tomaso requested the permit be sent directly to the June 19th Regular meeting for approval. Additionally, B/C Tomaso noted that each year the crowds that gather for the fireworks display grow larger and traffic can be difficult to manage. He suggested: 1) two fire apparatus be staged at the site; one apparatus on each side of the Railroad right-of-way; and 2) Tukwila Police provide crowd control during the public display; 3) provide traffic control to the Fort Dent Way and Interurban Ave. intersection to expedite traffic flow. Unanimous approval- forward to 6/19 Regular Meeting Proposed Amendments Standardizillt! Lan2:ua2:e in Certain Section of Fire Dept. Ordinances Batallion Chief Tomaso explained the City attorney and prosecutor had advised him of the need to standardize the language in certain sections of fire department ordinances. The aforementioned sections deal with .appeal provisions, the exceptions and penaties sections. The changes are necessary in order to comply with the RCW statutes. Tomaso reviewed each of the specific sections in need of amendment. Council discussion w, CouNcIL A GENDA SYNOPSIS Q t r i'!, ITTZttals ITEMNO. --i P 1t,' l i tyleetin, Date Prepared by May or r review ,-,Council review ;.i 6/26/06 1 EB 1 ms I 4JQ 'ioiiiS q- b ,,.4- 1 1 ITEM INFORMATION CAS NUMBER: 06-004 I ORIGINAL AGENDA DATE: 1/23/06 AGENDA ITEM TITLE Interlocal agreement between the City of Tukwila and the City of Federal Way CATEGORY ig1 Discussion Motion Resolution Ordinance Bid Award Public Hearing Other Mtg Date6 /26/06 Mtg Date Mtg Date Mtg Date Mtg Date Mtg Date ilItg Date SPONSOR Council N Mayor Adm Svcs DCD Finance Fire Legal P &R Police P117 SPONSOR'S The organizational capacity building agreement between the cities of Tukwila and Federal SUMMARY Way must be amended to include participation by the City of Burien and the addition of $14,000 in grant funds from United Way of King County. The Council must authorize the Mayor to sign the amended agreement. REVIEWED BY COW Mtg. CA &P Cmte F &S Cmte Transportation Cmte Utilities Cmte Arts Comm. Parks Comm. Planning Comm. DAIS: 1/10/06 RECOMMENDATIONS: SPONSOR /ADMIN. Authorize Mayor to sign agreement COMMITTEE Move to full Council for discussiohn COST IMPACT f FUND SOURCE EXPENDITURE REQUIRED AMOUNT BUDGETED APPROPRIATION REQUIRED 0 $43,901 $0 Fund Source: TUKWILA GENERAL FUND, FEDERAL WAY GENERAL FUND, BURIEN GENERAL FUND, UNITED WAY OF KING Comments: MTG. DATE v RECORD; OF COUNCIL ACTION 1/10/06 Community and Parks meeting, refer to full Council 2/13/06 Community and Parks meeting, refer to full council MTG. DATE ATTACHMENTS 8/09/04 Staff memo 1 /04 /06,proposed interlocal agreement 6/26/06 Staff memo 6/14/06, interlocal agreement, proposed amended agreement. Coninunity affairs and Parks Committee minutes dated 6/13/2006 MEMORANDUM TO: City Council aA? Evie Boykan, Human Services FROM: CC: Mayor's Office DATE: 6/14/2006 RE: Amendment to lnterlocal agreement for Organizational Capacity Building Program The city of Burien wishes to enter into this interlocal agreement to fund an organizational capacity building pilot program. The purpose of the program is to strengthen organizational infrastructure of small, grassroots human service organizations. The fIrst interlocal focused on one organization in Federal Way and one organization (The Tukwila Pantry) in Tukwila. The additional budget reflects funds awarded by United Way of King County as well as funds contributed by the City of Burien. These addition funds will allow us to strengthen and extend our work with the Pantry by proy;iding additional coaching and training from the consultant of the Non-ProfIt Center of Tacoma. Attachments include the original agreement and the amendment. RECEIVED BY 11/ 0 I 03 0 COMMUNITY DEVELOPMENT OEPARTMENf /I \..J1 r.o ~ () MAR 3 1 2006 After recording, return to: Human Services Manager City of Federal Way 33325 8th Ave S PO Box 971 8 Federal Way, WA 98063-9718 INTERLOCAL AGREEMENT BETWEEN THE CITY OF FEDERAL WAY AND THE CITY OFTUKWILA FOR PLANNING, FUNDING, AND IMPLEMENTATION OF AN ORGANIZATIONi\L CAPACITY BUILDING PILOT PROGRAM IN 2006 This Interlocal Agreement ("Interlocal") is made and entered into pursuant to Chapter 39.34 RCW by and between the City of Federal Way ("Federal Way"), a Washington municipal' corporation~ and the City of Tukwila ("Tukwila"), a Washington municipal corporation, hereinafter referred to as "Cities", to provide for planning, funding, and implementation of an Org~izational Capacity Building Pilot Program. . WHEREAS, the Cities engage in activities which support human service providers in King County for the benefit of the citizens of their respective jurisdictions; WHEREAS, Federal Way and TukwiIa have determined that it would be in the best interests of the citizens of. both jurisdictions if the Cities were to. make the most efficient 'use of their . resources by cooperating to provide funding to improve the organizational effectiveness of small . grassroots human service agencies in both Federal Way and Tukwila; and WHEREAS, the InterIocal Cooperation Act, as amended and codified in Chapter 39.34 of the Revised Code of Washington, provides for interlocal cooperation between governmental agencies, and authorizes the Cities to engage in cooperative efforts which result in more efficient use of Governmet:lt resources; NOW THEREFORE, and in consideration of the terms, conditions and performances made herein, it is agreed as follows: 1. Puroose: The purpose of this Interlocal is to set up a cooperative arrangement between the Cities to fund an Organizational Capacity Building Pilot Program that will strengthen the organizational infrastructure of two small human service nonprofit organizations in Federal Way and Tukwila. This Interlocal for organizational capacity building will increase the capacity and knowledge of the staffand board to effectively manage and lead their human service agencies. C t : ~N 0,tV' C ~ / ~) ". InterJocal between the City of Federal Way & City ofTukwila Page 2 of2 2. Responsibilities: a. Federal Way's Duties: 1) Contract and act as the fiscal and administrative agent with the consultant hired to implement the Organizational Capacity Building Pilot Program for both Federal Way and Tukwila, as detailed in Exhibit A, attached hereto and incorporated by this reference. 2) Maintain required documentation regarding the Organizational Capacity Building Pilot Program. . 3) Maintain accounts and financial records that properly reflect transactions related to this Interlocal. 4) Responsible for all monies paid pursuant to this Interlocal. 5) Responsible for the supervision pf the consultant as they implement the Organizational Capacity Building Pilot Program \vithin Federal Way and Tukwila. 6) Review and pay invoices for any services done in Tukwila pursuant to this Interlocal. 7) Return any monies back to the City of Tukwila that Federal Way does not spend, on behalf of Tukwila, during the calendar year. b. . Tukwila's Duties: 1) Remit the total annual funding allocation approved for the organizational capacity building pilot program to Federal Way, as described in Exhibit A. c. Cities Joint Duties: , 1) Select assessment tool that will be used to determine the organizational capacity of the human service agencies. 2) Attend meetings with the consultant to review information and discuss the progress of the human service agencies. . . 3) Identify additional sources of private and philanthropic support for the organizational capacity building pilot program. 4) Determine whether the Organizational Capacity Building Pilot Program be expanded' and replicated to other communities in King County. 5) Share lessons learned with grantrnakers, policy makers and other stakeholders. 3. Duration. This Interlocal shall become effective upon execution by the Cities and shall remain in effect through January 31,2007. 4. Termination. Either City may terniinate this Interlocal without cause by giving the other City a thirty-day written notice. The terminating party shall remain fully responsible for meeting its funding responsibilities and other obligations established by this Interlocal through the end of the calendar year in which such notice is given. 5. Contacts. The Cities stipulate that the following persons shall be the contact person for their respective jurisdiction: - lnterlocal between the City of Federal Way & City ofTukwila Page 3 of3 Ci Federal Way Contact Human Services Manager, currently Angelina Allen- Mpyisi P.O, Box 9718 Federal Way, W A 98063-9718 (253) 835-2650; an elina.allenm isi cityoffederalwa .com Human Services Manager, currently Evelyn Boykan Mayor's Qffice - 6200 Southcenter Blvd. Tukwila, \VA 98188 (206) 433-7180; Eboykan cLtukwilawa.us Tukwila 6. Notices. Any notices required to be given by the Cities shall be delivered at the addresses set forth above in Section 7. Any notices may be delivered personally to the addressee of. the notice or may be deposited in the United States mail, postage prepaid, to the addresses set forth above in Section 7. Any notice so posted in the United States mail shall be deemed received three (3) days after the date of mailing. 7. Indemnification. Each City agrees to indemnifY the other City from any claims, damages, losses, and costs, including, but not limited to, attorney's fees and litigation costs, arising out of claims by third parties for breach of contract, property damage and bodily injury, including death, caused solely by the negligence or willful misconduct of such City, the City's employees, affiliated corporations, officers, and lower tier subcontractors in connection with this InterIocal. Each City hereby waives its immunity under Title 51 of the Revised Code of Washington for claims of any type brought by any City agent or employee against the other City. This waiver is specifically negotiated by the parties and a portion of the City's payment hereunder is expressly made the consideration for this waiver. 8. Insurance. Each City shall procure and maintain in full force throughout the duration of the Agreement comprehensive general liability insurance with a minimum coverage of $1,000,000.00 per occurrence/aggregate for personal injury and property damage. In the event that a City is a member of a pool of self-insured cities, the City shall provide proof of such membership in lieu of the insurance requirement above. Such self-insurance shall provide coverage equal to or greater that required of non-self insurance pool member Cities. 9. Filing, A copy of this Interlocal shall be filed with the City Clerk of the City of Federal Way, and the City Clerk of the City ofTukwila, and recorded with the King County Auditor. -10. Applicable Law; V enue~ Attorney's Fees. This Agreement shall be governed by and construed in accordance with the laws of the State of Washington. In the event any suit, . Interlocal between the City of Federal Way & City ofTukwila Page 4 of 4 arbitration, or other proceeding is instituted to enforce any term of this Agreement, the parties specifically understand and agree that venue shall be exclusively in King County, Washington. The prevailing party in any such action shall be entitled to its attorney's fees and costs of suit. 11. Confidentiality. All information regarding Federal Way obtained by Tukwila in performance of this Interlocal shall be considered confidential to the fullest extent allowable under the law. In the event that Tukwila receives a public records request for records covered by or related to this Interlocal, Tukwila agrees to provide Federal Way 14 days notice prior to Tukwila's release of any records. 12. General Provisions. This Interlocal contains all of the agreements of the Cities with respect to any matter covered or mentiot;led in this lnterlocal. No provision of this Interlocal may be amended or modified except by written agreement signed by the Cities. .Neither City shall have the right to transfer or assign, in whole or in part, any or all of its obligations and rights hereunder without the prior written consent of the other City. Subject to the foregoing term, this Interlocal shall be binding upon and inure to the benefit of the Cities' successors in interest, heirs and assigns. Any provision of this lnterlocal, which is declared invalid or illegal shall in no way, affect or invalidate any other provision. In the event either of the Cities defaults on the performance of any terms of this lnterlocal or either City places the enforcement of this Interlocal in the hands of an attorney, or files a lawsuit, each City shall pay all its own attorneys' fees, costs and expenses. The venue for any dispute related to this Interlocal shall be King County, Washington. Failure of the Cities to declare any breach or default immediately upon the occ~ence thereof, or delay in taking any action in connection with, shall not waive such breach or default. Time is of the essence of this Agreemen~ and each and all of its provisions in which performance is a factor. This Interlocal may be executed in any number of counterparts, each one that shall be considered an original. 13. Equal Opportunity to Draft. The Cities have participated and had an equal opportunity to participate in the drafting of this Interlocal. No ambiguity shall be construed against any City upon a claim that that party drafted the ambiguous language. IN WI1NESS WHEREOF, the undersigned have hereunto placed their hand and seals on the day and year indicated. CITY OF TUKWILA BY:~""",,^~ Steven M. Mullet, Mayor CITY OF FE ERAL WAY BY: 1Lrr- Der k Matheson, Interim City 1 anager Date: Y-l-()6 Date: ATTEST: ATTEST: This _ day of 2006. - Interlocal between the City of Federal Way & City ofTukwila Page 5 of 5 Approved as to Form for City of Tukwila ~~~ Shelley M. Kerslake, City Attorney \ Approved as to Form for City of Federal Way .j/~a~ Patricia A. Richardson, Federal Way City Attorney " . Interlocal between the City of Federal Way & City ofTukwila Page 6 of6 EXHmIT A Brief Description The Organizational Capacity Building Pilot (OCBP) program is a collaborative program of the City of Federal Way and the City of Tukwila. This capacity building strategy is designed to increase the organizational effectiveness of small grassroots human service agencies in Federal Way and Tukwila. Through the program these organizations will learn techniques to successfully govern and manage themselves, develop assets and resources, forge and maintain community linkages, and continue to deFver valued services in Federal Way and Tukwila. Goals . Strengthen the organizational infrastructure of small grassroots human service organizations in Federal Way and TukWila. . Increase the capacity and kriowledge of the staff and board to effectively manage and lead their human service agencies. . Share lessons learned with other grantmakers, policy makers and other stakeholders to expand and replicate this model in other communities in King County. An outside consultant with expertise in nonprofit capacity building will be hired to work with each participating group to expand their capacity fo~ effectiveness and sustainability. During the assessment phase, a self-evaluation tool will be administered and analyzed, pertinent documents (by laws, policies, board records, financial reports, etc.) will be analyzei:l and selected individuals may be interviewed. The assessment will look at the present capacity of two human service organizations and will identify what is working well and what.is needed to help the organizations become stronger and better able to fulfill their mission. The assessment phase will conclude with the presentation of a report to each organization identifyi.ng areas for attention and recommendations for action. The planning phase will begin with at least one extended planning session, led by the consultant and involving the board of directors and key staff members. The result of this session will be the identification of three to six capacity-building goals for implementation. Subsequently a plan will be developed by the organization, with the assistance of the consultant. The plan will include: 1. Strategies or methods that best allow it to get stronger in each priority area; 2. Who will lead the effort in each area and by when; 3. How the organization will know its been successful in building in each area; 4. How those within the organization will.be accountable for following through in areas that affect them; and ... '. . lnterlocal between the City QfFederal Way & City ofTukwila Page 7 of7 5. How the organization will integrate what its learned into day-to-day operations. Plan implementation will be the re~ponsibility of each organization and will likely include a number of components: o Education in nonprofit management and governance; o Structural changes for the board or the organization; o Fund development planning and fund raising; and o Additional learning and organiiaiional changes as needed. In order to assure confidence in the changes they are making and to assist each group in staying focused on prioritized goals, the consultant will provide "coaching" services during the plan . implementation period. This coaching will include technical assistance, resource identification and validation of steps being taken to achieve goals. . To determine the success of the pilot project, the final report process will include a repeat assessment with each organization to determine if changed behavior actually did tak~ place. New attitudes, skills and knowledge are just some of the potential changed behavior techniques that could emerge from the evaluation. BUDGET Name of AgenCies . Participating Cities & Tentative Fundin2: Federal Way Senior Center Federal Way - Lead City -$5,250 and Tukwila Pantry Tukwila- $5,250 TOTAL - $10,500 FIRST AMENDMENT TO mTERLOCALAGREEMENT FOR PLANNING, FUNDING AND IMPLEMENTATION OF AN ORGANIZATIONAL CAPACITY BUILDING PILOT PROGRAM 2006-2007 This First Amendment ("Amendment") is dated effective this _ day of , 2006, and is entered into by and between the City of Federal Way, a Washington municipal corporation, the City of Burien, a Washington municipal corporation and the City of Tukwila, a Washington municipal corporation, hereinafter collectively referred to as "Cities." WHEREAS, the City of Federal Way and the City of Tukwila entered into an lnterlocal Agreement, hereafter referred to as "Agreement," dated March 28,2006 whereby the City of Federal Way and the City of Tukwila agreed to fund an Organizational Capacity Building Pilot Program that will strengthen the organizational infrastructure of two small human service nonprofit organizations in Federal Way and Tukwila. The organizational capacity building will increase the capacity and knowledge of the staff and board to effectively manage and lead their human service agencies; WHEREAS, the Organizational Capacity Building Pilot Program has received additional funding from United Way of King County in the form ofa grant in the amount of$14,000, which will allow the City of Federal Way and City of1.'ukwila to expand the program; WHEREAS, Burien engages in activities which support human service and other nonprofit providers in King County for the benefit of its citizens in its jurisdiction; WHEREAS, Burien has determined that it would be in the best interest of its citizens if they were to join Federal Way and Tukwila in making the most efficient use of their resources by cooperating to provide funding to improve the organizational effectiveness of small grassroots human service and community development agencies in the Cities; WHEREAS, Section12 (provisions) ofthe Agreement provided that the Agreement may only be amended by written agreement signed by the parties; and WHEREAS, The City of Federal Way and the City of Tukwila desire to amend the Agreement to continue the Services described in Section 1 and 2 of the Agreement by expanding the partnership, increasing the number of agencies that will participate in the program, and extending the term of the Agreement. NOW, THEREFORE, the parties agree to the following terms and conditions: - 1 - 1. Parties The first paragraph of the Agreement shall be amended to include the City of Burien as a party to the Agreement. 2. Purpose. Section 1 of the Agreement shall be amended to indicate that the purpose of the Agreement is to create a cooperative arrangement between the Cities to fund a program that will strengthen the organizational infrastructure of six small human service nonprofit organizations or community development agencies within the Cities. \ 3. Responsibilities. Section 2(b) and Section 2( c) of the Agreement shall be amended to include the City of Burien agreeing to the following duties during the implementation of the Organizational Capacity Building Pilot Program: Tukwila's and Burien's Duties: 1) Remit the total annual funding allocation approved for the organizational capacity building pilot program to Federal Way, as described in Exhibit A-I, attached hereto and incorporated by this reference. Cities' Joint Duties: 1) Attend meetings with the consultant to review information and discuss the progress of the human service agencies. 2) Identify additional sources of private and philanthropic support for the organizational capacity building pilot program. 3) Determine whether the Organizational Capacity Building Pilot Program be expanded and replicated to other communities in King County. 4) Share lessons learned with grantmakers, policy makers and other stakeholders. 4. Contacts. Section 5 shall be amended to include the following contact information: City Contact Burien Parks, Recreation and Cultural Services Director, currently Michael Lafreniere 425 SW 144th Street Burien, W A 98166 (206) 988-3703; michaell~ci.burien.wa.us - 2 - 5. Term. Section 3 of the Agreement shall be amended to extend the term through August 1, 2007. 6. Full Force and Effect. All other terms and conditions of the Agreement not modified by this Amendment shall remain in full force and effect. DATED the effective date set forth above. CITY OF FEDERAL WAY Interim City Manager, Derek Matheson PO Box 9718 Federal Way, WA 98063-9718 ATTEST: APPROVED AS TO FORM: City Clerk, Laura Hathaway, CMC City Attorney, Patricia A. Richardson CITY OF BURIEN City Manager 415 S.W. 150th Street Burien, W A 98001 ATTEST: APPROVED AS TO FORM: City Clerk, City Attorney, - 3 - CITY OF TUKWILA Steven M. Mullet, Mayor ATTEST: City Clerk, APPROVED AS TO FORM: City Attorney, Shelley M. Kerslake - 4 - EXHIBIT A-I Brief Description The Organizational Capacity Building Pilot (OCBP) Program is a program of the City of Federal Way in collaboration with the City of Burien and City of Tukwila. This capacity building strategy is designed to increase the organizational effectiveness of small grassroots human service and community development agencies serving Burien, Federal Way and Tukwila. Through the program these organizations will learn techniques to successfully govern and manage themselves, develop assets and resources, forge and maintain community linkages, and continue to deliver valued services in Burien, Federal Way and Tukwila. Goals · Strengthen the organizational infrastructure of small grassroots human service and community development organizations serving Burien, Federal Way and Tukwila. · Increase the capacity and knowledge of the staff and board to effectively manage and lead their human service agencies. · Share lessons learned with other grantmakers, policy makers and other stakeholders to expand and replicate this model in other communities in King County. An outside consultant with expertise in nonprofit capacity building will be hired to work with each participating group to expand their capaci~ for effectiveness and sustainability. During the assessment phase, a self-evaluation tool will be administered and analyzed, pertinent documents (by laws, policies, board records, financial reports, etc.) will be analyzed and selected individuals may be interviewed. The assessment will look at the present capacity of two human service organizations and will identify what is working well and what is needed to help the organizations become stronger and better able to fulfill their mission. The assessment phase will conclude with the presentation of a report to each organization identifying areas for attention and recommendations for action. The planning phase will begin with at least one extended planning session, led by the consultant and involving the board of directors and key staff members. The result of this session will be the identification of three to six capacity-building goals for implementation. Subsequently a plan will be developed by the organization, with the assistance of the consultant. The plan will include: 1. Strategies or methods that best allow it to get stronger in each priority area; 2. Who will lead the effort in each area and by when; 3. How the organization will know its been successful in building in each area; - 5 - 4. How those within the organization will be accountable for following through in areas that affect them; and 5. How the organization will integrate what its learned into day-to-day operations. Plan implementation will be the responsibility of each organization and will likely include a number of components: c Education in nonprofit management and governance; c Structural changes for the board or the organization; c Fund development planning and fund raising; and c Additional learning and organizational changes as needed. In order to assure confidence in the changes they are making and to assist each group in staying focused on prioritized goals, the consultant will provide "coaching" services during the plan implementation period. This coaching will include technical assistance, resource identification and validation of steps being taken to achieve goals. To determine the success of the pilot project, the fmal report process will include a repeat assessment with each organization to determine if changed behavior actually did take place. New attitudes, skills and knowledge are just some of the potential changed behavior techniques that could emerge from the evaluation. BUDGET Participating Cities Amount of Funding Funding from United Way $ 8,984 $15,667 $ 5.250 SUBTOTAL: $29,901 $14.000 TOTAL: $43,901 Federal Way - Lead City Burien Tukwila - 6 - Community Affairs and Parks Committee June 13, 2006 - 5:00 p.m. Present: Joan Hernandez, Chair; Joe Duffie, and Pam Linder Kevin Fuhrer; Steve Lancaster; Evelyn Soykan; Diane Jenkins; and Chuck Parrish, community member. Business Agenda: A. Ratification of 2006 Countywide Plannin~ Policy amendments The 1990 Growth Management Act (GMA) requires that King County and cities work together to adopt countrywide planning policies which serve to coordinate the development of local comprehensive plans. The Growth Management Planning Council (GMPC) periodically reviews and revises amendments to the policies and makes recommendations to King County Council. King County Council can adopt, modify, or reject the changes. Then, the information is sent out to the cities to ratify. It is adopted if it is ratified by at least 30% of the cities. Jurisdictions must act by July 24, 2006; if no action is taken, it will be deemed that the City ratified the changes. Two amendments are being proposed: ~dding South Lake Union to the list of urban centers and correcting a mapping error that affects 30 acres for the City of Kent. Last year, after an interim potential annexation area (PM) map was amended, the City of Kent pointed out a mapping error - a 30.3-acre area that is within the City of Kent. City of Seattle is requesting that South Lake Union be added to the list of urban centers (areas of concentrated employment and housing with direct service by high-capacity transit and a wide range of other land uses); there are currently 15 designated urban centers in King County. Pam asked if this allows them more funding. The project would certainly qualify for more points when making applications- for funding. Unanimous approval. fOlWard to ~. *8. Amendment to Interlocal AQreement for OrQanizational Capacity BuildinQ ProQram (add cities of Burien and Auburn) The Organizational Capacity Building Pilot (OCBP) is a program of the City of Federal Way in collaboration with cities of Burien and Tukwila. The interlocal agreement will need to be amended to include the City of Burien and a new grant award from United Way. It was pointed out that Auburn notified the City of Federal Way late this afternoon that they are declining to participate at this point in time. This capacity building strategy is designed to increase the organizational effectiveness of small grassroots non-profit human service agencies s.erving local communities (Burien, Federal Way, and Tukwila). Many of the participants serve on a volunteer basis. Through this program, organizations willleam techniques to successfully self-govern and manage themselves, develop assets and resources, forge and maintain community linkages, and continue to deliver services. An outside consultant will be hired to work with each participating group by offering seminars, training, and coaching. Organizations will conduct self-assessments to identify their strengths and weaknesses; organizations are being sought. Tukwila's contribution will be $5,250. The Tukwila Food Pantry will be assisted in this endeavor. Pam noted that the vehicle for the food pantry needs funding for major repairs and increased fuel costs. It was announced that application was made to United Way for additional funds and a $14,000 grant award has been granted to extend the time for supportive activities. There is a lot of competition for grants and there is limited funding; many of the small grassroots agencies are not as cqmpetitive as some larger, organized agencies - many of whom have grant writers on staff. This will help to level the playing field and help these organizations become self-sufficient. Pam noted that it is always good to strengthen connections with neighboring cities. Joe asked why SeaTac was not participating. It was noted that the human services staff member recently retired. Unanimous approval. fOlWard to COW. Announcements: Joint MeetinQ with SeaTac Land Use & Parks Committee Joan asked about efforts to coordinate a joint meeting of this committee with SeaTac's Land Use & Parks Committee. Arrangements are being coordinated to select a date. This will be an informal meeting. Adjournment: 5:30 p.m. ~DJ Committee Chair Approval Reviewed by SL & EB. COUNCIL AGENDA SYNOPSIS t c sti Initial O, 2 ITEM No. C 10 Meeting Date 1 Prepared by I Mayor's review I Council review /i' �i 4 p 6/26/06 RP SP' 7/10/06 rsoa I I I f 1 1 1 ITEM INFORMATION CAS NUMBER: 06-075 (ORIGI1i IAL AGENDA DATE: JUNE 26, 2006 AGENDA ITEM TITLE Standby Power Upgrades Consultant's Agreement with Abacus Engineered Systems. CATEGORY Discussion Motion Resolution Ordinance Bid Award Public Hearing Other Mtg Date 6/26/06 Mtg Date 7/10/06 Mtg Date Mtg Date Mtg Date Mtg Date Mtg Date: SPONSOR El Council Mayor Adm Svcs DCD Finance Fire Legal P&R Police PTY/ SPONSOR'S This contract is for design services for the Standby Power Upgrade Project. Currently our SUMMARY four fire stations, City Hall and the 6300 Building do not have adequate standby power resources. The predesign report will analyze the existing conditions of the distribution systems of the six facilities, provide recommendations for standby power upgrades to those systems and note budget and priorities. Abacus conducted work on Tukwila's Emergency Operations Center and performed well on that project. REVIEWED BY COW Mtg. CA &P Cmte F &S Cmte Transportation Cmte Utilities Cmte Arts Comm. Parks Comm. Planning Comm. DA'Z'E: 6/12/06 RECOMMENDATIONS: SPONSOR /ADMIN. Authorize Mayor to sign the consultant's agreement with Abacus. CommrrrEE Unanimous approval; forward to COW. COST IMPACT FUND SOURCE EXPENDITURE REQUIRED AMOUNT BUDGETED APPROPRIATION REQUIRED $50,485.00 $140,000.00 Fund Source: 303 Minor Facilities Improvements (page 72, 2006 CIP) Comments: Engineering Budget of $140, 000 is listed from the CIP page. MTG. DATE 1 RECORD OF COUNCIL ACTION 6/26/06 1 7/10/06 1 MTG. DATE ATTACHMENTS 6/26/06 1 Information Memo dated June 8, 2006 Consultant Agreement with Scope of Work Transportation Committee Meeting Minutes from June 12, 2006 7/10/06 1 INFORMATION MEMO To: From: Date: Subject: Mayor Mullet Public W orks Directo~ June 8, 2006 Standby Power Upgrades Consultant Agreement Project No. 06-BGOl ISSUE Contract to design Standby Power Upgrades for six City facilities, including Fire Stations 51-54, City Hall, and the 6300 Building. BACKGROUND Abacus Engineered Systems was selected out of a competitive interview process to perform the design services associated with the Standby Power Upgrade project. Other fIrms solicited for proposals included HDR Engineering, Gray & Osborne, and Casne Engineering. Of the four fIrms, two fIrms, Casne and Gray & Osborne did not respond. The other two, Abacus and HDR, scheduled on-site tours of our facilities in order to gather information for their respective proposals. During the proposal development stage, HDR informed us that due to their current workload, they would not be able to complete and submit a formal proposal. This left Abacus as the only fIrm to submit a proposal and their qualifIcations. Abacus previously conducted work for the City on the standby power project for the E.O.C. Generator, a project that went very well. Their performance during that project clearly demonstrated an ability to bring an intelligent and innovative approach to the table. This has given us the confIdence that they will again help us achieve a successful conclusion to a standby power project. ANALYSIS At the moment, our Fire Stations, City Hall, and the 6300 Building do not have adequate standby power resources. This project seeks to bring these facilities up to a condition where they could function for brief periods of time when standby power is required. Allowing these facilities to remain fully functional, when standby power is required, is a fundamental part of enabling the City to function in a safe and efficient manner. The proposed amount for Abacus to provide design services is $50,485.00. Attached is the Consultant Agreement for Services document, as well as their scope and fee located in Exhibit A and B respectively. This project is funded from the 303 Fund, Facilities. RECOMMENDATION Approve the consultant agreement with Abacus Engineered Systems to perform the Standby Power Upgrade project design services in the amount of $50,485.00. RP:rp attachment: Consultant Agreement with Scope and Fee (p:ProjectslA- BG Projecrs\06BGOl\Standby Power Upgrade Info Memo, Abacus) CONSULTANT AGREEMENT FOR STAND-BY POWER UPGRADE SERVICES THIS AGREEMENT is entered into between the City of Tukwila, Washington, herein-after referred to as "the City", and Abacus, hereinafter referred to as "the Consultant", in consideration of the mutual benefits, terms, and conditions hereinafter specified. 1. Project Designation. The Consultant is retained by the City to perform (see attached proposal), services in connection with the project titled City of Tukwila Stand-by Power Upgrades. 2. Scope of Services. The Consultant agrees to perform the services, identified on Exhibit "A" attached hereto, including the provision of all labor, materials, equipment and supplies. 3. Time for Performance. Work under this contract shall commence upon the giving of written notice by the City to the Consultant to proceed. The Consultant shall perform all services and provide all work product required pursuant to this Agreement within 120 calendar days from the date written notice is given to proceed, unless an extension of such time is granted in writing by the City. 4. Payment. The Consultant shall be paid by the City for completed work and for services rendered under this Agreement as follows: A. Payment for the work provided by the Consultant shall be made as provided on Exhibit "B" attached hereto, provided that the total amount of payment to the Consultant shall not exceed $50,485.00 without express written modification of the Agreement signed by the City. B. The Consultant may submit vouchers to the City once per month during the progress of the work for partial payment for that portion of the project completed to date. Such vouchers will be checked by the City and, upon approval thereof, payment shall be made to the Consultant in the amount approved. C. Final payment of any balance due the Consultant of the total contract price earned will be made promptly upon its ascertainment and verification by the City after the completion of the work under this Agreement and its acceptance by the City. D. Payment is provided in this section shall be full compensation for work performed, services rendered, and for all materials, supplies, equipment and incidentals necessary to complete the work. E. The Consultant's records and accounts pertaining to this Agreement are to be kept available for inspection by representatives of the City and state for a period of three (3) years after final payments. Copies shall be made available upon request. 5. Ownership and Use of Documents. All documents, drawings, specifications and other materials produced by the Consultant in connection with the services rendered under this Agreement shall be the property of the City whether the project for which they are made is executed or not. The Consultant shall be permitted to retain copies, including reproducible copies, of drawings and specifications for information, reference and use in connection with the Consultant's endeavors. The Consultant shall not be responsible for any use of the said documents, drawings, specifications or other materials by the City on any project other than the project specified in this Agreement. 6. Compliance with Laws. The Consultant shall, in performing the services contemplated by this Agreement, faithfully obserVe and comply with all federal, state, and local laws, ordinances and regulations, applicable to the services to be rendered under this Agreement. 7. Indemnification. The Consultant shall indemnify, defend and hold harmless the City, its officers, agents and employees, from and against any and all claims, losses or liability, including attorney's fees, arising from injury or death to persons or damage to property occasioned by any negligent act, omission or failure of the Consultant, its officers, agents and employees, in performing the work required by this Agreement. With respect to the perform- ance of this Agreement and as to claims against the City, its officers, agents and employees, the Consultant expressly waives its immunity under Title 51 of the Revised Code of Washington, the Industrial Insurance Act, for injuries to its employees, and agrees that the obligation to indemnify, defend and hold haqnless provided for in this paragraph extends to any claim brought by or on behalf of any employee of the Consultant. This waiver is mutually negotiated by the parties. This paragraph shall not apply to any damage resulting from the sole negligence of the City, its agents and employees. To the extent any of the damages referenced by this paragraph were caused by or resulted from the concurrent negligence of the City, its agents or employees, this obligation to indemnify, defend and hold harmless is valid and enforceable only to the extent of the negligence of the Consultant, its officers, agents and employees. 8. Insurance. The Consultant shall secure and maintain in force throughout the duration of this contract comprehensive general liability insurance, with a minimum coverage of $500,000 per occurrence and $1,000,000 aggregate for personal injury; and $500,000 per occurrence/ aggregate for property damage, and professional liability insurance in the amount of $1,000,000 per occurrence and annual aggregrate. Said general liability policy shall name the City of Tukwila as an additional named insured and shall include a provision prohibiting cancellation of said policy except upon thirty (30) days prior written notice to the City. Certificates of coverage as required by this section shall be delivered to the City within fifteen (15) days of execution of this Agreement. 9. Independent Contractor. The Consultant and the City agree that the Consultant is an inde- pendent contractor with respect to the services provided pursuant to this Agreement. Nothing in this Agreement shall be considered to create the relationship of employer and employee 2 between the parties hereto. Neither the Consultant nor any employee of the Consultant shall be entitled to any benefits accorded City employees by virtue of the services provided under this Agreement. The City shall not be responsible for withholding or otherwise deducting federal income tax or social security or for contributing to the state industrial insurance program, otherwise assuming the duties of an employer with respect to the Consultant, or any employee of the Consultant: 10. Covenant Against Contingent Fees. The Consultant warrants that they have not employed or retained any company or person, other than a bonafide employee working solely for the Consultant, to solicit or secure this contract, and that they have not paid or agreed to pay any company or person, other than a ponafide employee working solely for the Consultant, any fee, commission, percentage, brokerage fee, gifts, or any other consideration contingent upon or resulting from the award or making of this contract. For breach or violation of this warrant, the City shall have the right to annul this contract without liability, or in its discretion to deduct from the contract price or consideration, or otherwise recover, the full amount of such fee, commission, percentage, brokerage fee, gift, or contingent fee. 11. Discrimination Prohibited. The Consultant, with regard to the work performed by it under this Agreement, will not discriminate on the grounds of race, color, national origin, religion, creed, age, sex or the presence of any physical or sensory handicap in the selection and retention of employees or procurement of materials or supplies. 12. Assignment. The Consultant shall not sublet or assign any of the services covered by this Agreement without the express written consent of the City. .13. Non-Waiver. Waiver by the City of any provision of this Agreement or any time limitation provided for in this Agreement shall not constitute a waiver of any other provision. 14. Termination. A. The City reserves the right to terminate this Agreement at any time by giving ten (10) days written notice to the Consultant. B. In the event of the death of a member, partner or officer of the Consultant, or any of its supervisory personnel assigned to the project, the surviving members of the Consultant hereby agree to complete the work under the terms of this Agreement, if requested to do so by the City. This section shall not be a bar to renegotiations of this Agreement between surviving members of the Consultant and the City, if the City so chooses. 15. Attorneys Fees and Costs. In the event either party shall bring suit against the other to enforce any provision of this Agreement, the prevailing party in such suit shall be entitled to recover its costs, including reasonable attorney's fees, incurred in such suit from the losing party . 3 16. Notices. Notices to the City of Tukwila shall be sent to the following address: City Clerk City of Tukwila 6200 Southcenter Boulevard Tukwila, WA 98188 Notices to Consultant shall be sent to the following address: ~ I ~ao,JD A.J'6". ~ Svln"" ~I <;..-wtn.E" I \<.I,.. 'fSf04 , 17. Integrated Agreement. This Agreement, together with attachments or addenda, represents the entire and integrated Agreement between the City and the Consultant and supersedes all prior negotiations, representations, or agreements written or oral. This Agreement may be amended only by written instrument signed by both the City and the Consultant. DATED this day of ,20 CITY OF TUKWILA CONSULTANT Steven M. Mullet, Mayor '7~- Printed Name: t ~ - ... Ii- u>>.6'JL- Title: 'J),#~ Attest! Authenticated: Approved as to Form: Jane E. Cantu, CMC, City Clerk Office of the City Attorney 4 8Uildli1(J Solutions. Toge!l13r. 401 Second Avenue South Suite 201 Seattle, WA 98104 206 . 583 - 0200 TEL 208 - 583 - 8826 FAX www.abacus-engr.com May 26, 2006 Mr. Ryan Partee Mr. Bob Giberson Public Works Department City of Tukwila 6300 Southcenter Blvd., Suite 100 Tukwila, Washington 98188-25~4 EXHIBIT A SUBJECT: City of Tukwila Standby Power Upgrades Fee Proposal Dear Mr. Partee and Mr. Giberson: We are please to submit this proposal to provide engineering services for the above referenced project. Please consider this letter and the attached documents as our proposal for the predesign of this project. Scope of Work - General This proposal identifies the scope of work, proposed deliverables and fee estimates for the predesign of new standby power generators and electrical distribution system upgrades to six buildings for the City of Tukwila. The predesign report will analyze the existing conditions 0 the standby and normal distribution systems of four fire stations, City Hall and the 6300 Building, provide recommendations for upgrades to those systems and note budget and priorities for those upgrades. Scope of Work and Deliverables- Basic Services The scope of work includes the following: A. Compile and Digest Existing Information 1. Scope includes: Reviewing record drawings, field investigation and documentation of existing conditions of the normal and standby power distribution systems, interviews with city staff and Authority Having Jurisdiction (AHJ), load demand inputs, and one kick-off meeting with the City. Project may include metering of existing electrical distribution panels or switchboards. This work will be subcontracted out to a testing firm, if required, with analysis by Abacus. We have included a budgeted allowance for this metering in this proposal, but the value will need verification after it is determined what exactly requires metering. B. Develop Program 1. Scope includes: Meetings with city staff and key users, determining existing and future electrical power loads, cost estimating to develop budget, preliminary equipment sizing and selection, determining best means of integrating standby power into the existing electrical distribution systems and studying priorities and options for construction of proposed improvements. 2. Deliverables include: a. Project requirements document, describing the City's goals for the project and specific design inputs. b. Program document, documenting outputs of the programming determinations. City of Tukwila Standby Power Upgrades Fee Proposal May 26, 2006 Page 2 of 3 C. Pre-Design Preparation The predesign report will be prepared in a format agreed to by the City. 1. The general format for that report is as follows: a. Executive Summary to include: 1) Introduction 2) Project Scope Description 3) Project Construction Budget 4) Schedules 5) Assumptions b. Project Analysis to include: 1) Project DescriRtion 2) Project Goals . 3) Project Background 4) Recommended Project Proposal 5) Alternatives Considered 6) Project Management 7) Summary of Risks to Project 2. Scope for the predesign report preparation activities includes: preparation of report outline, compilation of parts A and B, above into pre-design document, preparation of the predesign report narrative information, preparation of conceptual electrical room layouts and one-line diagrams, preparation of 90% and final predesign reports and review and presentation meetings with the City. The level of detail for this work is conceptual in nature. 3. Deliverables include: a. Outline report b. Prepare pre-design narrative . c. Preliminary (90%) Submittal of predesign report d. Final Submittal of predesign report Optional Services Not Included In Fee A. Schematic Design Phase Services B. Design Development Phase Services C. Construction Documentation Phase Services D. Construction Administration Phase Services E. Architectural, Civil or structural engineering services F. Geotechnical Services G. Hazardous Materials professional services and surveys City of Tukwila Standby Power Upgrades Fee Proposal May 26, 2006 Page 3 of 3 Schedule The following schedule is based upon agreement execution by 7/4/06. Duration Proposed Proposed Phase and Task (Days) Start date Completion Pre-Desian Phase: Kick-Off MeetinCl w/ City 1 5/18/2006 5/19/2006 Contract Approval 35 5/30/2006 7/4/2006 Notice to Proceed 1 7/5/2006 7/5/2006 Coordination and Discover} 28 7/5/2006 8/2/2006 Preliminarv review/coordination meetina 1 8/2/2006 8/2/2006 Pre-DesiCln Preparation Phase 28 8/2/2006 8/30/2006 90% Pre-Desian Submittal 1 8/30/2006 8/30/2006 Owner Review 14 8/30/2006 9/13/2006 Review Meetina 1 9/13/2006 9/13/2006 Pick-up Comments 14 9/13/2006 9/27/2006 Final Pre-Design Submittal 1 9/27/2006 9/27/2006 Thank you for the opportunity to provide engineering and architectural services to the City. This fee proposal is valid for a period of thirty (30) calendar days. Sincerely, Abacus Engineered Systems A division of T C Americas, Inc. dan Lerner Director of Consulting Engineering ENCLOSURES: Fee breakdown work sheet cc: file A B A ( U S' Engineered Systems BUiitJll1fJ So!ulions. TvgeJhsf. 401 Second Avenue South Suite 201 Seattle, WA 98104 206 - 583 . 0200 TEL 206 - 583 - 8826 FAX www.abacus-engr.com EXHIBIT 'b Fee A. Stipulated Sum Amount (A detailed fee breakdown work sheet is attached): 1. Electrical Engineering Services ........................ ........... ......... ..........$ 39,985 B. Estimated Expenses (Invoiced at cost + 10%): 1. Metering of Existing Electrical Equipment......................................$ 2. Printing and other expenses...........................................................$ 10,000 500 TOTAL.... ............................. .......... ........................................................$ 50,485 C. Additional Services: Based on hourly rates (noted in fee breakdown). Fee must be approved in writing prior to our proceeding with the work. These services become part of this contract and thereby subject to the same contractual stipulations. D. Interest: Payments are due and payable thirty (30) days from the date of the invoice. Amounts unpaid sixty (60) days after the invoice date shall bear an interest rate of 1.5% per month. E. Sales Tax: Should Abacus be liable for any additional tax, duty or tariff, related to the subject matter of this agreement, Owner is obligated for the same. Therefore, Abacus should be equitably reimbursed for any additional tax, duty or tariff assessed in addition to those currently in effect or for any tax, duty or tariff retroactively determined to be due on services rendered, or on products delivered by Abacus to the Owner. A B A C U S" Engineered Systems 8Wldhfp Solutions, Together. 401 Second Avenue South Suite 201 Seattle. WA 98104 206 - 583 - 0200 TEL 206 - 583 - 8826 FAX www.abacus- engr.com Engineering Services Fee Proposal Title: PIC PM Principal Engr Senior Engr Project Engr 2 CAD Total Admin Hours Fee Rate: $ 150 $ 125 $ 140 $ 125 $ 95 $ 80 $ 65 Pre - Design Phase Tasks: Coord w/ City Staff 8 8 8 24 $ 2,760 Coord w/ AHJ 4 8 12 $ 1,260 Review of Record Drawings 10 12 22 $ 2,390 Field Investigation 4 8 20 10 42 $ 4,260 Documentation of Exist Conditions 4 12 12 12 40 $ 4,160 Calculations 3 8 11 $ 1,135 Preliminary Equipment Sizing /Selection 4 8 8 20 $ 2,320 Electrical Drawing Preparation: Bldg Backgrounds - 24 24 $ 1,920 Exist & New Elec Rm /Equip Plans 2 8 16 8 34 $ 3,440 Exist & New Bldg One -Line Diagrams 2 8 16 8 34 $ 3,440 Project Budget and Cost Estimate 8 2 4 5 19 $ 2,255 Preparation of Draft Report 1 2 2 12 8 25 $ 2,700 Preparation of Final Report 2 2 8 6 18 $ 1,970 Project Management 16 16 $ 2,000 Quality Control 2 2 4 4 4 16 $ 1,750 Meetings (3) 4 4 9 17 $ 2,225 Total Hours = Total $ _ 9 $1,350 40 $5,000 26 $3,640 102 $12,750 117 $11,115 62 $4,960 18 $1,170 374 _ $39,985 Summary Electrical Services Total = Reimbursable Expenses (Budget) Metering of Switchboards / Panels Printing Expenses = $ 39,985 $ 10,000 $ 500 Total = $ 50,485 Transportation Committee June 12, 2006 - 5:00 p.m. Present: Joe Duffie, Chair; Pam Carter, Joan Hernandez Kevin Fuhrer, Bob Giberson, Frank Iriate, Gail Labanara, Ryan Partee, Cindy Knighton, Diane Jenkins, and Dale Cummings, Metro. Presentations: A. iSiqnaFM Flashinq Bus Stop Beacon by Dale Cumminqs from Kino County Metro King County Metro will be installing 13 solarpowered beacons/Carmanah iSignals ™ at existing flag posts along Route 150 as part of the bus zone improvements project. Also, three new bus shelters and solar lighting are planned at some existing bus shelters. The locations for the iSignals were selected by driving Route 150 at night. A maintenance vehicle will be used to install the posts so as not to block an active lane of travel or sidewalk. The iSignal includes a blinking LED light that allows bus passengers to notify the oncoming bus that they are waiting for the bus in the evening. Two years ago, Pierce Transit installed 200 of these units which resulted in high satisfaction among bus drivers and customers. Last year, Metro received approximately 1,000 complaints of missed boardings. Pam suggested to inch.lde Metro's phone number on the posts to allow riders to call if they need information. Concern wks raised regarding the bus stop at Fort Dent (located next to a ditch). It was noted that the City is planning to widen Interurban Ave. and put in curbing and a sidew91k in 2QO~.J::1ut interim measures will be explored to improve safety at this bus stop. Information Only. Business Aqenda ~ A. Tukwila Urban Center Access Proiect (Klickitat) Consultant Aqreement for LID Special Benefit Study and Riqht-of-Wav Acquisition Assistance Last fall, the City of Tukwila contracted with Macaulay & Associates to determine the feasibility of an LID (Local Improvement District) for Klickitat. The next step will provide an approximate amount on how much each parcel would be assessed in the LID - approximately 300 parcels. Full assessments will not be done on each parcel but rather a sampling. The final assessment will be determined upon completion of the project. The proximity of the parcel will be assessed a higher assessment than those parcels further away from the project. Also, the term of the LID would affect the assessment (e.g., if the LID was 10, 15, or 20 years). All costs incurred by the City that are associated with the LID can be folded into the LID assessments. It was noted that rights-of-way would also need to be acquired. HNTB, the City's lead consultant on the project, has retained a firm to assist in the acquisition since they are unable to negotiate both a purchase price and conduct a fair market assessment; this would be a conflict of interest. This contract also includes $9,000 for three separate summary appraisals. Pam suggested that a "101 class" in the formation of LIDs be offered at an upcoming Committee of the Whole meeting. Unanimous approval, forward to COW. B. Standby Power UpQrades Project Consultant Aqreement (Fire Stations. City Hall, and 6300 8uildin~) Abacus Engineered Systems was selected to perform a feasibility and priority report for the Standby Power Upgrade Project. In the event of an emergency, the fire stations, City Hall, and the 6300 Building do not have adequate standby power (up to 72 hours). Portable generators are available at some sites to only open up bay doors at the fire stations. Joan asked about capability at the Minkler shops and was told that we just purchased the Teamster's generator for Minkler. Unanimous approval, forward to COW, Adjournment: 5:45 p.m. ~ Committee Chair Approval ~' Minutes by DJ, Reviewed by GL. COUNCIL AGENDA SYNOPSIS /64/e_< 14 Initials ITEM NO. 5 Q ?fit, Meeting Date 1 Preparal by Mayor's reziew reziew 1 !s 06/26/06 DR /DJ J c N\i I f A qo ITEM INFORMATION CAS NUMBER 06-076 I ORIGINAL AGENDA DATE: 6/26/06 AGENDA ITEM TITLE Council Operating Procedures Ordinance No. 2024 CATEGORY Discussion Motion Resolution Ordin<trxe Bid A ward Public Hearing Other MtgDateJune 26 MtgDate MtgDate MtgDate July 17 MtgDate MtgDate MtgDate SPONSOR Eg Coundl May r AdmSus DCD Finanx Fire Legzl 111/ 3 6-R Police PW SPONSOR'S The Council began review of the Council's Operating Procedures, Ordinance No. 2024, at its SUMMARY January retreat. It would be appropriate to continue this discussion and identify proposed amendments, if any, to this ordinance that would facilitate the operations of the Council. REVIEWED BY El COW Mtg. El CA&P Cmte F&S Cmte Transportation Cmte Utilities Cmte Arts Comm. Parks Comm. El Planning Comm. DATE: RE COMME NDATI ONS: SPONSOR/ADMIN. Adopt changes to Ordinance No. 2024. COMMI"i'ihE COST IMPACT FUND SOURCE EXPENDITURE REQUIRED AMOUNT BUDGETED APPROPRIATION REQUIRED $0 $0 Fund Source: 0 Comments: MTG. DATE RECORD OF COUNCIL ACTION 6/26/06 MTG. DATE ATTACHMENTS 6/26/06 Council Operating Procedures Ordinance No. 2024 City of Tukwila Washington Ordinance No. rf{O.z tf AN ORDINANCE OF THE CITY COUNCIL OF THE CITY OF TUKWILA, WASHINGTON, SETTING COUNCIL MEETING PROCEDURES; REPEALING ORDINANCa NOS. 1311, 1345, 1421, 1770 ~1, AND 1796 ~3 (pART); PROVIDING FOR SEVERABILITY; AND ESTABUSHING AN EFFECTIVE DATE. WHEREAS, the City Council has decided to alter the procedures under which it operates to provide for a more efficient and orderly governmental process; and WHEREAS, several different ordinances from various years now have portions of operating procedures that could more easily be followed in one ordinance; NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF TUKWILA, WASHINGTON, DO ORDAIN AS FOLLOWS: Section 1. Chapter 2.04 of the TMC is hereby amende.d to read as follows: 2.04.010 Meetings Declared Open and Public All meetings of the Tukwila City Council and its committees shall be open and public, and all persons shall be permitted to attend any meeting of these bodies, except as otherwise provided in Section 2.04.140. 204.020 Regular Meetings The Oty Council shall meet regularly on the first and third Mondays of each month at 7:00 .p.m., unless an alternative starting time is set and notice is provided to the public pursuant to Section 2.04.040. If at any time any Regular Meeting falls on a holiday, the Council shall meet on the next business day at the same hour. The City Council shall meet at TukwiIa Oty Hall, unless otherwise publicly announced. 2.04.030 Committee of the Whole Meetings A The Council shall sit as a Committee of the Whole on the second and fourth Monday of each month at 7:00 p.m., unless an alternate starting time is published; except, if at any time any committee meeting falls on a holiday, the Council shall meet on the next business day at the same hour. The City Council shall meet at Tukwila Oty Hall, unless otherwise publicly announced.. B. Meetings of the Co~ttee of the Whole shall be held primarily for the purpose of considering current issues of the City, coordinating the work of the City Council, and discussing draft ordinances, resolutions and policy issues in detail. The Committee of the Whole will have no power to take final actions including, but not limited to, adopting ordinances or passing motions or resolutions. . . C. The Committee of the Whole may meet in a retreat setting to plan their work at the beginning of the year or a.t any time beneficial to in-depth deliberations by the Council. Results of the Committee of the Whole's retreats will be discussed with the Mayor and administration in order to establish and understand City goals. A report summarizing the proceedings will be made available following each retreat No official action.will be taken at a retreat. 204.040 Special Meetings Special meetings may be called by the Mayor, or any three Councilmembers by written notice delivered by Oty employee(s) to each member of the Council at least 24 hours before the time specified for the proposed meeting and with public notice made pursuant to RCW 42.30.080. council Heeting Procedures 1 1 2.04.050 Quorum At all meetings of the City Council, four members shall constitute a quorum for the transaction of business. . 2 04.060 Seating A. Members of the City Council will be seated at the Council table according to seniority of the Council, except that the Council President will be seated at the right of the Mayor. B. Seniority shall be determined by the: 1. Greatest consecutive number of years served. 2 Greatest consecutive number of years plus months or years served prior to the current term(s). 3. Number of votes w?en elected. 2.04.070 Council President-Mayor Pro Tempore A. At the first Regular Meeting in January of each year, members of the City Council shall elect from their number a Council President who shall hold office at the pleasure of the Council. The general policy of Council is to elect presidents in a rotating order. If a vacancy occurs in the office of Council President, the City CounciL at their next Regular Meeting, shall select a new Council President to serve the remainder of the year. B. In the absence of the Mayor, the Council President shall become the Mayor Pro Tempore and perform the duties of the Mayor except that the Council President shall not have the power to appoint or remove any officer or to veto any ordinance. If a vacancy occurs in the office of the Mayor, the City Council- at their next Regular Meeting - shall elect from their number a Mayor who shall serve until a Mayor is elected and certified at the next municipal election. 2 04.080 Presiding Officer A. All Regular and Special Meetings of ~e City Council shall be presided over by the Mayor or, in his/her absence, by the Mayor Pro Tempore. If neither the Mayor nor the Mayor Pro Tempore is present at a meeting, the presiding officer for that meeting shall be elected by a majority of the vote of those Councilmembers present, provided there is a quorum. B. All Committee of the Whole meetings shall be presided over by the Council President. If the Council President is temporarily absent, the Council shall elect a CounciImember to serve in that capacity until the Council President returns. e. The City Oerk or his/her designee will staff Regular and Special Council meetings and Committees of the Whole meetings. In the absence of the Oerk, Deputy derk or other qualified staff member appointed by the Oerk, the Mayor or Council may appoint a staff person to act in that capacity. . D. The appointment of a Councilmember as Mayor Pro Tempore shall not in any way abridge his/her right to vote on matters coming before the Council at such meeting. E. The presiding offlcet shall preserve strict order and decorum at all meetings of the CounciL The presiding officer shall state all questions coming before the Council, provide opportunity for discussion on each item on the table, and announce the decision of the Council on all subjects. Procedural decisions made by the presiding officer may be overruled by a majority vote of the Council 2.04.090 Agenda for Regular or Special Council Meetings All itemS to be included on the agenda for Council consideration must be submitted to the City Oerk in full by 12:00 p.rn. Noon on the Wednesday preceding each Council meeting. The City Oerk shall then prepare a proposed agenda, with attachments, according to the order of business. After the proposed agenda has been approved by the Council President OIl in his/her absence, by his/her designated member of the City Council, the City Oerk shall prepare the final agendar which shall be distributed to the Mayor, Councilmembers, City Attorney and Department Heads no later than Noon on the Friday preceding the Council Meeting. A copy of the agenda and subsequent documents shall be posted on the lobby bulletin board at City Hall. A copy of the Agenda face sheet will be posted on the City's website. Council Keet1n9 Frocedures 2 2 204.100 Agenda Forinat The format of a Regular or Special City Council agenda shall be as follows: A. Call to Order. B. Pledge of Allegiance. C. Roll Call. D. Special Presentations on key agenda items. E. Appointments and Proclamations of the Mayor. F. Citizens' Comments. This is an opportunity for the audience to comment on items not listed on the agenda. G. Consent Agenda. 1. Contains all consen~ agenda items approved by the Council President, from a Committee of the Whole, or forwarded by unanimous committee action, and routine items such as, but not limited to, approval of minutes and approval of vouchers. No ordinances, resolutions or bid awards will be included on the consent agenda 2. The following rules shall apply to the consent agenda: a. Any member of the City Council may, by request and without a Council vote, have any items removed from the consent agenda. That item will, by automatic procedure, be placed under New Business for further discussion. b. The remaining items shall be approved by motion. H. Bid Awards. All competitive bid awards sI:tall comply with RON Title 39, and those that require Council approval shall include the contractor/vendor name, the project name, and the total dollar amount of the award. The award mayor may not include Washington State Sales Tax. I. Public Hearings. 1. For public hearings required by City, State or Federa1law or as the Council may direct. Examples may include, but not be limited to: a. UD b. Zoning c. Budget d. Revenue sharing grants e. Annexation f. Moratoria g. Quasi-judicial decisions 2. The following procedures shall apply to public hearings, except public hearings subject to TMC Chapters 18.104 through 18.116, which shall be subject to the procedures specified therein: a The presiding officer may exercise a change in the procedures, but said decision may be overruled ~y a majority vote of the City Council. b. The proponent spokesman shall speak first and be allowed 15 minutes. The Council may ask questions. Co The opponent spokesman shall be allowed 15 minutes for presentation and the Council may ask questions. d. Each side shall then be allowed 5 minutes for rebuttal. e. After the proponents and opponents have used their speaking time, Council may ask further questions of the speakers, who may respond. 3. At public hearings and for issues where a public meeting is required or requested, and a general audience is in attendance to present arguments for or against a public issue: a. A signup sheet for speakers will be available, and all citizens considering speaking will be asked to write their name and address legibly. If they speak without signing up, they will be asked to sign in after speaking. council Meetinq procedures 3 3 b. A person may speak for five minutes. No one may speak for a second time until everyone wishing to speak has had an opportunity to speak. c. After the speaker has used the allotted time, Council may ask questions of the speaker and the speaker may respond, but may not engage in further debate. d. Speakers should address their comments to the City Council and should not address other audience members. No disparaging remarks or remarks directed to opponents will be allowed. e. The hearing will then be closed to public participation by the presiding officer and open for Councilmember discussion. J. Unfinished Business. This section of the agenda shall include items of a general nature, including resolutions and ordinances previously discussed at a Council meeting. The following procedures shall apply during this section of the agenda: 1. The item will be put\on the table by motion. 2. The committee chair, sponsor or a designated spokesman of each item may give a presentation. 3. If a resolution or ordinance, the City Attorney or City Administrator may read the item by title only or, if requested by any Councllmember, the document may be read in its entirety. A motion by Council shall rule. 4. The Council may then question the sponsor or designated spokesman of the presented item. 5. When discussions conclude, the Council, by motion, will act upon the resolution, ordinance or other item. K. New Business. 'This section of the agenda shall include all items of a general na~e _ including resolutions and ordinances previously discussed at a Comrnittee Meeting and put forward to the Regular Meeting - and items that have been removed from the consent agenda. The procedures that apply during this section shall be the same as those under Unfinished Business. L Reports. Reports on special interest items from the Mayor, City Council, staff, City Attorney, and intergovernmental representatives. M. Miscellaneous. N. Executive Session. O. Adjournment. 2. 04.l10 Miscellaneous Agenda Procedures A The Oty Council desires to provide adequate time for administration and staff analysis, fact finding and presentation. 1. Items to come before the CitY Council should first be placed on the agenda of the appropriate committee for discussion before they are placed on the agenda of a Regular Council Meeting. 2 All items thaf lire not routine in nature and presented shall include a completed Council Agenda Synopsis (CAS), a staff report, and Comrnittee Minutes. The City Oerk or a designated person shall be responsible for attaching a CAS number, keeping the original CAS, and maintaining an index for future reference. B. The agenda and provision for the Committee of the Whole shall be citizen comments, committee reports, discussion of items referred from committees, items referred by three CounciImembers, and items set by the Council President The agenda and any attachments will be approved by the Council President or his/her designee, and shall be prepared by the City Oerk for distribution to the Council by 12:00 p.m. Noon on Friday. C. Items may be placed directly on the agenda of a Regular Meeting when the items are approved by the Council President, and: 1. The items are routine in nature, such as approval of vouchers, proclamations, acknowledgement or receipt of petitions or documents, or discussion of claims for damages. Council Heetinq Proceoures 4 4 2. An emergency condition exists that represents a personnel hazard, impending deadline, or risk of immediate financial loss. In such instances, the CAS summary or staff memo should clearly define why the special procedure is necessary. 3. In the event the sponsor of any items to come before the Oty Council feels it both appropriate and beneficial to the Oty, that sponsor may bring such items directly to the Regular Meeting with the concurrence of three Councilmembers. D. The Council President may affix an approximate time limit for each agenda item . at the time of approval of the agenda. E. All proposed ordinances and resolutions shall be reviewed by the Oty Attorney and bear the Attorney's certification that they are in correct form before fmal passage. All accompanying documents shall be available before ordinances and resolutions can be passed. F. Resolutions of the Oty Souncil shall be signed by the Council President G. A joint resolution of the City Council and the Mayor may be proposed when: 1. The subject of the resolution is of broad City concern, and the subject contains Council policy and administrative procedure; or 2. The subject of the resolution is of a ceremonial or honorary nature. H. Joint resolutions will be subject to the voting rules in TMC Chapter 204.130 and will be signed by the Mayor and Council President The Council may provide for all Counci1members to sign the joint resolution enacted under TMC Chapter 204.110 G. 2.04.120 Speaking Procedures A. Speaking procedure for agenda items under consideration is as follows: 1. A Councilmember desiring to speak shall address the chair and, upon recognition by the presiding officer, shall confine him/herself to the question under debate. Recognition of Counci1members shall be by seniority. 2. Any member, while speaking, shall not be interrupted unless it is to call him or her to order. 3. No Counci1member shall speak a second time on the same motion before an opportunity has been given each Councilmember to speak on that motion. B. Addressing the Council for items under Council discussion shall proceed as follows: 1.. Any person, with the permission of the presiding officer, may address the Council, but the presiding officer shall be required to recognize speakers in the following order: a A person designated by the presiding offis.er to introduce the subject under discussion. b. Those whose request to be heard is contained in the written agenda c. Those who have submitted their request to be heard in writing or to the Oty Oerk before the meeting. d. Those whO aSk recognition from the floor. 2. In addressing the Council, each person shall advance to the podium and, after recognition, give name and address, and - unless further time is given by the presiding officer _ shal11imit his/her address to five minutes. All remarks shall be made to the Council as a body and not to any individual member or to the audience. 3. No person shall be permitted to enter into any discussion from the floor without first being recognized by the presiding officer. 4. Any person making personal, impertinent or slanderous remarks while addressing the Council shall be barred from further audience participation by the presiding officer unless permission to continue is granted by a majority vote of the Council. 2.04.130 Voting A. Silence of a Councilmember during a voice vote shall be recorded as an affirmative vote except where such a Counci1member abstains because of a stated conflict Council Keetinq Procedures 5 5 of interest. Each member present must vote on all questions before the Council and may abstain only by reason of conflict of interest B. A Ioll-call vote may be requested by the presiding officer or any member of the Council. Voting normally shall be by seniorityi however, this procedure may be changed by the presiding officer. C. Confinnations of appointments by the Mayor, budget transfers, personnel levels, and formal motions, resolutions, ordinances and amendments thereto shall require the affirmative votes of four Councilmembers. 2.04.140 Executive Sessions The City Council may hold an Executive Session during a Regular Meeting, Special Meeting or Committee of the Whole meeting to consider certain matters as set forth in RCW 42.30.110. 2.04.150 Continuances Any hearing being held or ordered to be held by the City Council may be continued in the manner as set forth by RCW 42.30.100. 2.04.160 Adjournment A. Any Committee of the Whole, Regular, adjourned Regular, Special or adjourned Special Meeting may be adjourned in the manner as set forth in RCW 42.30.090. B. All meetings of the Council shall adjourn no later than 11:00 p.m. If the Council desires to extend the meeting, a motion shall be required of a majority plus one vote of Counci1members present Items not acted on by the 11:00 p.m. deadline shall be deferred to the next respective Council meeting as unfinished business, unless Council, by a majority vote of members present, determines otherwise. 2.04.170 Questions of Parliamentary Procedure Questions of parliamentary procedure not covered by this chapter shall be governed by Robert's Rules of Order, Newly Revised (latest edition). 2.04.180 Council Committees and Representatives A There are four standing committees of the Council consisting of three members each. The Council President shall appoint the membership of each committee and the committee chair by the second Regular Meeting of each year. The chair for each committee shall set the schedule of meetings and cause them to be published. In the event a committee member is unable to attend a meeting, that member may ask another Counci1member to attend in his/her place. B. The standing committees shall consider and may make policy and legislative recommendations to the City Council on items referred to the committee by the Council President, the Council, administrative departments, boards or commissions. If budgeted in an amount less than or equal to $25,000, a committee can approve a bid or negotiation award by an affirmative vote of three committee members. If a unanimous committee vote is not obtained, the award will be referred to the City Council for action. The standing committees, their !!Copes of authority, and the supporting City departments are as follow: 1. Transportation Committee, which shall consider matters related to transportation, transportation plans, traffic, transit, streets, street lighting, signals, street UDs, and rights-of-way in coordination with the Public Works Department and Department of Community Development. 2 Utilities Committee, which shall consider matters related to wateri seweri electric poweri natural gasi telephone; cable television; telecommunications; solid waste reduction, reuse and recycling; river basinsi and levies in coordination with" the Public Works Department 3. Finance and Safety Committee, which shall consider matters related to the general fiscal and financial operations of the Cityi budget and financial reports; and policy matters related to personnel including, but not limited to, the salary grade schedule, position classifications and salary changes in coordination with the Finance Department, Administrative Services Department, and City Administrator. They will consider library issues, tourism, administrative matters, and information technology issues in conjunction Council Heeting Procedures 6 6 with the City Clerk, Ubrary Advisory Board, Lodging Tax Advisory Board, Chamber of Commerce, and Information Services. They shall consider matters related to police and fire protection; the municipal court; emergency services; and animal control in coordination with the Police Department, Fire Department, Civil Service Commission, Public Works Department, and Community-Oriented Policing Board. 4. Community Affairs and Parks Committee, which shall consider matters related to the planning of the physical, economic, aesthetic, cultural and social development of the City; and Comprehensive Plan, Zoning Code, Building Code, code enforcement, Sign Code and armexation policies, in coordination with the Department of Community Development, Human Services, Planning Commission, Hearing Examiner, Sister Cities Committee, Human Services Advisory Board, and the Equity and Diversity Commission. They shall consider matters relating to parks and park plans, recreation facilities and community activities, in coordination with the Parks and Recreation Department, the Arts Commission, and Park Commission. B. The Council President\ may establish such ad hoc committees as may be appropriate to consider special matters that do not readily fit the standing committee structure or that require special approach or emphasis. The Council President shall appoint Council representatives to intergovernmental councils, boards and committees as needed. C. Council committees shall consider all matters referred. Each committee chair shall report to the Council the findings of the committee. Committees may refer items to the Council with no committee recommendation. D. Each committee chair may review and approve his/her committee agenda and will approve committee minutes before distribution., The committee chair can authorize the cancellation ofa committee meeting. An affirmative vote of three members of Finance and Safety Committee is required when the committee approves unbudgeted items. 2.04.190 Filling Council Vacancies If a vacancy occurs in the office of Counci1member, the Council will follow the procedures outlined in RCW 35A.12050. In -order to fill the vacancy with the most qualified person available until an election is held, the Council will widely distribute and publish a notice of the vacancy, the procedure and any application form for applying. The Council will draw up an application form, which contains relevant infonnation to answer set questions posed by the Council. The application forms will be used in conjunction with an interview of each candidate to aid the Council selection of the new Councilmember. Section 2. Repealer. Ord. Nos. 1311, 1345, 1421, 1710 ~1, and 1796 ~3 (part) are hereby repealed. 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 five days after passage and publication as provided by law. PASSED BY THE CITY COUNCIL OF THE CITY OF ~ WASHINGTON, at a Regular Meeting thereof this ~ I {;t; day of ....... , 2003. ,---.\ ATIEST{AUTHENTICATED: ~ N\~~t- fi . Steven M. Mullet, Mayor Filed with the City Oerk: 'I/; 7 /d 3 P""oo by the City Coun& !if ~ 3 Published: .3 Effective Date: .:30 2 Ordinance Number: ~6 'I TO FORM BY: Attorney Council Meetinq Procedurea 7 7 Tentative Agenda Schedule MONTH MEETING 1 - MEETING 2 - MEETING 3- MEETING 4- REGULAR C.O.W. REGULAR c.o.w. June 5 12 19 26 See agenda packet \ cover sheet for this week's agenda Gune 26, 2006 Committee of the Whole meeting). July 3 10 17 24 4tll - Special Presentation: Independence Day July 3rd - Police Department (City offices closed) promotion (Mark COMMITIEE OF THE Regular Meeting How~e, Sergeant) WHOLE MEETING TO BE 31st - has been - Vision 2020 update FOLLOWED BY A SPECIAL Fifth Monday of the cancelled (Puget Sound MEETING month - no Council meeting scheduled Regional Council) Special Issues: City communication to citizens August 7 14 21 28 Upcoming Meetings & Events JUNE & JULY 2006 26th (Monda y Transportation Cmte, 5:00 I'M (CR #1) :.- City Council Committee of the Whole Mtg., 7:00 PM (Council Chambers) y 3i"d y Finance & Safety Cmte, 5:00 PM (CR #3) :.- City Cmrneil Reglllar Mtg., 1iOO-PM CANCELLED FOURTH OF JULY HOLIDAY City offices closed :.- Chamser of Commeree Gffi4.-& CaHURllHit)' Affairs Cmte., 12:00 NOON CANCELLED y Afts CammissioR, ~ CANCELLED Family Fourth at Fort Dent Park Kids activities begin at 4:00 PM. Fireworks show starts at 10 PM sharp! ~* ~ Parking is limited at Fort Dent, so come early! For more information call 206-768-2822. FARMERS MARKET Corner of I 44th St. and Tukwi/a lnt 'I. Blvd. Every Wednesday (now through Sept. 27) 3:00 to 7:00 P:l1 www.ci.tukwila.wa.us! FM!farmersmarket.htm :.- COPCAB, 6:30 PM (CR #5) ~ Court 5th >(\Vedmisda FARMERS MARKET Corner of 144th St. and Tukwila Int'/. Blvd Every Wednesday (now through Sept. 27) 3:00 to 7:00 PM hursdav y Tukwila Lodging Tax Advisory Committee, 12:00 NOON (Best Western River's Edge, 1590/ West Valley Hwy.) 1st (Saturday) Highway 99 Trash Pickup Day 9:00 - 10:00 .'\M For location call Donna at 206-242-5556 I :,' (REsCHEDULED FROM JUNE 24TH.) >> Utilities Cmte, 5:00 PM (CR #1) Sister City Spaghetti Dinner ~ Silent Auction 5:00 to 8:00 PM Tukwi/a Community Center Adults: S 10 .00 12 & Under: $5.00 For more information call Bel' at 206-433-1844. TuKWllA DAYS EVENT! Sports for Hunger Volleyball Tournament 6:00 PM Tuk\vila Community Center Call 206-768-2822 for more information. hursda TUKWILA DAYS EVENT! Water Carnival 2:00 to 4:00 PM Tukwi/a City Pool FREE!,butcanned food will be collected at the door for the Tukwila Pantry. CaI/206-267-2350 for more info. ~ Court " Equity & Diversity Commission, 5:00 PM (Showalter Middle School Library) PUBLIC MEETING Link Light Rail Construction Update 5:30 PM (Foster Library) TuKWILA DAYS EVENT! Family Movie Night 7:00 to 9:00 PM Tukwi/a City Pool FREE!, but canned food will be collected at the door for the Tukwila Pantry. Call 206-267-2350 for more info. Art Show Reception (Invitation only pre-view for Tubvila Days art competition entrants.) 6:00 to 7:00 PM Tukwi/a Community Center Grab a ~Jice of $~r.uner! Tukwila Days Community Festival! Music, art, food and fun at the Community Center, including: Pancake Breakfast: 8:00 to 10:00 AM Kids Parade: 10:00 At>1 Art Show: 10:00 A.,"l - 3 :00 PM The Fun Zone: II :00 AM - 3 :00 PM Family Fun Challenge: Noon to 2:00 PM Chalk It Up! Noon to 2:00 Pt>1 ~ ~~.. ~. ~", J[~~ Call 206-768,2822 for more info or see Parks & Recreation brochure (also available on-line at www.ci./ukwila.wa.llS then click on "Parks & Recreation Dept." :.- Arts Commission: 1st Tues., 5:00 PM, Tukwila Community Center. Contact Kimberly Matej at 206-767-2342. y Chamber of Commerce's Tukwila Government and Community Affairs Committee: 1st Tues., 12:00 Noon, Chamber Offices. Contact Nancy Damon at 206-575-1633. ~ 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. ~ Community Affairs & Parks Committee: 2nd & 4th Tues., 5:00 PM, Conf. Room #3. 6/27/06 meeting has been cancelled. :;'COPCAB (Community Oriented Policing Citizens Adv. Board): 4th Wed., 6:30 PM, Conf. Rm #5. ,'vfarja Murray (206-433-7175). :;. Equity & Diversity Commission: 1st Thurs., 5:00 PM, Showalter Middle School Library. :.- Finance & Safety Committee: 1st & 3rd Mon., 5:00 PM, Conf. Room #3. ~Highway 99 Action Committee: 2nd Tues., 7:00 PM, Tubvila Community Center. Contact Chief Dave Haynes at 206-433-1812. ~ Lodging Tax Advisory Committee: Every other month (or as scheduled), 12:00 NOON. Contact Katherine Kertzman at 206-575-1./89. )>Sister City Committee: 1st Wed., 5:30 PM, Conf. Room #3. Contact Bev Willison at 206-433-1844. ~ Transportation Committee: 2nd & 4th Mon., 5:00 PM, Conf. Room # I. Agenda items for 6/26/06 meeting: (A) Sound Transit road closures. (B) Install card access control system at City Hall and 6300 Building Project completion and acceptance. (C) City Shops Reroof Project completion and acceptance. (D) Turnover documents for Cascade Glen a1k/a Hillside Homes ~ Utilities Committee: 1st & 3rd Tues., 5:00 PM, Conf. Room #1.