HomeMy WebLinkAboutCOW 2006-01-23 Item 3B - Interlocal Agreement - Organizational Capacity Building Program with City of Federal Way COUNCIL A GENDA SYNOPSIS
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ITEM INFORMATION
CAS NUMBER: 06-004 (Ref. 04-111) I ORIGINAL AGENDA DATE: 1/ 23/06 (Res 8-9-04)
AGENDA ITEM TITLE Interlocal agreement between the City of Tukwila and the City of Federal Way
CATEGOR Discussion Motion Resolution Ordinance Bzd Award Public Other
Mtg Date Mtg Date Mtg Date Mtg Date Mtg Date Yt Ba N Mtg Date
SPONSOR Adm DCD Fire Legal P &R Police PW I
C o un c Ivia Sv 1 arzce
SPONSORS office oruiuman gervices seeks to enter into an agreement with the City of Federal Way
SUMMARY for the purpose of piloting a organizational capacity building project designed to
strengthen the abilities and knowledge of small, mostly volunteer run organizations. The
pilot would include one program serving Tukwila and one program serving Federal Way.
REVIEWED BY COW Mtg. I CA &P Cmte F &S Cmte Transportation Cmte
Utilities Cmte Arts Comm. Parks Comm. Planning Comm.
DATE: 1/10/06
RECOMMENDATIONS:
SPONSOR/ADMIN. Authorize Mayor to sign agreement
CoMMITrEE Move to full Council for discussiohn
COsi. imOACT=i FUND SOURCE
EXPENDITURE REQUIRED AMOUNT BUDGETED APPROPRIATION REQUIRED
$5,250 $5,250
Fund Source: PROFESSIONAL SERVICES HUMAN SERVICES GENERAL FUND
Comments:
MTG. DATE: I RE=CORD OF .COUNCIL= ACTION
MTG. DATE_ ATTACHMENTS
1/23/06 Staff memo 1/04/06
Proposed i nterl ocal agreement
Community Affairs and Parks Cmte mtg. mins. of 1/10/06
INFORMATION MEMO
To:
From:
Date:
Subject:
Mayor Mun~t, Community and Parks
Evie Boykah?Human Services
January 4,2006
Proposed Interlocal Agreement between the City of Federal Way and the City of
Tukwila for planning, funding an implementing an organizational capacity
building pilot program in 2006
ISSUE \
The Human Service Managers of Federal Way and Tukwila would like to pilot an organizational
capacity building program designed to strengthen the abilities and knowledge of small, grass-
roots agencies.
BACKGROUND
Cities fund a variety of small, mostly volunteer driven human service organizations which are
challenged by board development, fund-raising, volunteer recruitment, etc. While
acknowledging that operational funding is important, at times, there is a need for a more strategic
approach which helps the agency assess it's own strengths and areas of weakness and make plans
to move forward.
DISCUSSION/ANAL YSIS/AL TERNATIVES
The proposed pilot program will identify one agency in Tukwila and one agency in Federal to
receive guidance in self assessment and capacity building/organizational effectiveness. The
Tukwila Food Pantry has been identified as the Tukwila agency. The Tukwila pantry Board has
been approached and indicated receptivity for the project. The Human Services Division will
contribute $5,250 to the effort. This represents half of the proposed costs for the two programs.
This project is consistent with Human Service goal of capacity building as identified in the 2005
Human Services Plan
RECOMMENDATION
Administration supports staff recommendations
attachments: Interlocal agreement
After recording, return to
Human Services Manager
City of Federal Way
33325 8th Ave S
PO Box 9718
Federal Way, WA 98063-9718
fYI. i rrJ lri.\~^" ~Ur'L, ~
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INTERLOCAL AGREEMENT BETWEEN THE CITY OF
FEDERAL WAY AND THE CITY OF TUKWILA FOR
PLANNING, FUNDING, AND IMPLEMENTATION OF AN
ORGANIZATIONAL 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
Organizational 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 Tukwila 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 Interlocal 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 Government resources;
NOW THEREFORE, and in consideration of the terms, conditions and performances made
herein, it is agreed as follows:
1. Purpose: 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 staff and board to effectively manage and lead their human service agencies.
Interlocal 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 fmancial records that properly reflect transactions related to thIS
Interlocal.
4) Responsible for all monies paid pursuant to this Interlocal.
5) Responsible for the supervision of the consultant as they implement the Organizational
Capacity Building Pilot Program within 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
buildmg pilot program to Federal Way, as described in Exhibit A.
c. Cities Joint Duties:
1) Select assessment tool that will be used to detennine the organizational capacity of the
human service agencies.
2) Attend meetings with the consultant to review infonnation 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) Detennine whether the Organizational Capacity Building Pilot Program be expanded
and replicated to other communities in King County.
5) Share lessons learned with grantmakers, 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. Tennination. Either City may tenninate this Interlocal without cause by giving the other City
a thirty-day written notice. The tenninating party shall remain fully responsible for meeting its
funding responsibilities and other obligations established by this Interlocal through the end ofthe
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
City Contact
Federal Way Human Services Manager, currently Angelina Allen -
Mpyisi
P.O. Box 9718
Federal Way, W A 98063-9718
. (253) 835-2650;
angelina.allenmpyisi@cityoffederalway.com
Tukwila Human Services Manager, currently Evelyn Boykan
Mayor's Office - 6200 Southcenter Blvd.
Tukwila, WA 98188
(206) 433-7180; Eboykan@ci.tukwila.wa.us
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 Interlocal.
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 of Tukwila, and recorded with the King County Auditor.
10. Applicable Law; Venue; Attorney's Fees. This Agreement shall be governed by and
construed in accordance with the laws of the State of Washington. In the event any suit,
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 III 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 III
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 mentioned in this Interlocal. 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 ofthis Interlocal, 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 InterlocaI 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 ofthe Cities to declare any breach or default immediately upon the
occurrence thereof, or delay in taking any action in connection with, shall not waive such breach
or default. Time is ofthe essence of this Agreement 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 WITNESS WHEREOF, the undersigned have hereunto placed their hand and seals on the day
and year indicated.
CITY OF TUKWILA
CITY OF FEDERAL WAY
Steven M. Mullet, Mayor
BY:
Derek Matheson, Interim City Manager
BY:
Date:
Date:
ATTEST: This _ day of
ATTEST: This _ day of
Interlocal between the City of Federal Way & City of Tukwila
Page 5 of5
2006.
Approved as to Form
for City of Tukwila
Shelley M. Kerslake, City Attorney
2006.
Laura Hathaway, CMC,
Federal Way City Clerk
Approved as to Form
for City of Federal Way
Patricia A. Richardson,
Federal Way City Attorney
lnterlocal between the City of Federal Way & City ofTukwila
Page 60f6
EXHIBIT 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 ill 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 t? deliver valued services in Federal Way and Tukwila.
Goals
· Strengthen the organizational inftastructure of small grassroots human service
organizations in Federal Way and Tukwila.
· Increase the capacity and knowledge ofthe 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 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 ofthis 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 prionty 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
Interlocal between the City of Federal Way & City ofTukwila
Page 7 of?
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:
[] Education in nonprofit management and governance;
[] Structural changes for the board or the orgamzation;
[] Fund development planning and fund raising; and
[] 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 final 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 ofthe potential changed behavior techniques
that could emerge ftom the evaluation.
BUDGET
Name of Agencies Participating Cities &
Tentative Funding
Federal Way Senior Center Federal Way - Lead City -$5,250
and Tukwila Pantry Tukwila - $5,250
TOTAL - $10,500
Community Affairs and Parks Committee
January 10, 2006
Present
Joan Hernandez, Chair; Joe Duffie, Pamela Linder
Steve Lancaster, Bob Benedicto, Evelyn Boykan, Lucy Lauterbach, citizen Chuck
Pamsh
1. Plumbing Code Bob BenedIcto, Building Official, explained that III 1964 the City had an
agreement with Seattle-King County Public Health that their Director would be TukwIla's
health officer. During the 1980's the relationship between Pubhc Health and King County cites
changed as cities stopped paying fees charged by Public Health. As the main duties Tub-vila
used King County for were approving plumbing and fuel gas permits (as well as enforcing Pubhc
Health standards in restaurants), Tukwila assumed the plumbing permits would remain with
King County. No interlocal specifically covered that function.
The City is now beginning to transfer the responsibility for plumbing and fuel gas permits to the
City. There are currently two building inspectors, one of whom is certified as a plumbing
inspector, and a third inspector posItion will be filled with a person trained in and knowledgeable
about the code. King County will continue permitting and inspections through February 28th.
-,
.,
Joan asked if our fees would be similar to other cities' fees, and Bob said they were slightly
lower than King County's fees, and close to SeaTac's charges. The Uniform Plumbing Code and
International Fuel Gas Code will need to be adopted. Committee recommended adoption of
necessary codes and approval of City assuming new plumbing- and fuel g-as permit
responsibilities.
2. Interlocal with SeaTac Evie discussed how the applicatIOn for CDBG funding had changed
this year. One result is that Tukwila and SeaTac jointly applied for minor home repair funds for
income-eligible residents. Tukwila will sign the application to King County. Evie reported that
she has already heard rrom some residents who would like to apply for these funds this year.
Tukwila will serve as the financing officer for the funds. Committee recommendation of
authorizing mayor's signature on interlocal agreement to CO'V and Reg-ular Meetings for
approval.
~
3. Interlocal with Federal 'Yay for Pilot Program A non-profit group will help both
Tukwila and Federal Way personnel help small non-profit companies in their respective citIes.
Evie has chosen to help the Tukwila Food Pantry as a pilot program to see if their program can
be more efficient and effective with the resources they have. The cost of helping them is $5,250.
Federal Way will act as the fiscal agent or this project. Recommend approving interlocal to
CO'V and Regular lVleeting-s.
I
cen-- Committee chair approval