Loading...
HomeMy WebLinkAboutCOW 2006-06-26 Item 4B - Interlocal Agreement - Amend Organizational Capacity Building with City of Federal Way 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.