The URL can be used to link to this page

Home My WebLink AboutCOW 2010-02-22 COMPLETE AGENDA PACKET "0/411-14 0/41LA wqs Tukwila City Council Agenda C o j COMMITTEE OF THE WHOLE a Ji Haggerton, Mayor Councilmembers Joe Duffie Joan Hernandez it; Steve Lancaster, City Administrator Allan Ekberg Verna Seal 190: Dennis Robertson, Council President Kathy Hougardy De'Sean Quinn Monday, February 22, 2010, 7:00 PM Tukwila City Hall Council Chambers 1. CALL TO ORDER PLEDGE OF ALLEGIANCE 2. SPECIAL a. Introduction of Craig Zellerhoff, Fiscal Coordinator. PRESENTATIONS b. Update on Indirect Cost Plan, PeterMoy, PCS Group, Inc. Pg.1 3. CITIZEN At this time, you are invited to comment on items not included on this agenda COMMENT (please limit your comments to five minutes per citizen). To comment on an item listed on this agenda, please save your comments until the issue is presented for discussion. 4. SPECIAL a. A bid award for the Duwamish Riverbend Hill project. Pg.17 ISSUES b. A resolution setting Green Fees for Foster Golf Course. Pg.23 c. Zoning code changes related to the siting and operation of Crisis Diversion Pg.31 Facilities and Crisis Diversion Interim Service Facilities. d. Discussion of City Council draft procedures. Pg.39 5. REPORTS a. Mayor c. Staff e. Intergovernmental b. City Council 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- 1800/TDD 206 248 -2933. This notice is available at www.ci.tukwila.wa.us, and in alternate formats with advance notice for those with disabilities. Tukwila Council meetings are audio taped. HOW TO TESTIFY If you would like to address the Council, please go to the podium and state your name and address clearly for the record. Please observe the basic rules of courtesy when speaking and limit your comments to five minutes. The Council appreciates hearing from citizens, but may not be able to take immediate action on comments received until they are referred to a Committee or discussed under New Business. COUNCIL MEETINGS No Council meetings are scheduled on the fifth Monday of the month unless prior public notification is given. Regular Meetings: The Mayor, elected by the people to a four -year term, presides at all Regular Council meetings held on the first and third Mondays of each month at 7 PM. Official Council action in the form of formal motions, adopting of resolutions and passing of ordinances can only be taken at Regular Council meetings. Committee of the Whole Meetings: Council members are elected for a four -year term. The Council president is elected by the Council members to preside at all Committee of the Whole meetings for a one- year term. Committee of the Whole meetings are held the second and fourth Mondays at 7 PM. Issues discussed are forwarded to the Regular Council meeting for official action. GENERAL INFORMATION At each Council meeting citizens are given the opportunity to address the Council on items that are not included on the agenda during Citizen Comment. Please limit your comments to five minutes. Special Meetings may be called at any time with proper public notice. Procedures followed are the same as those used in Regular Council meetings. Executive Sessions may be called to inform the Council of pending legal action, financial or personnel matters. PUBLIC HEARINGS Public Hearings are required by law before the Council can take action of matters affecting the public interest such as land -use laws, annexations, rezone requests, public safety issues, etc. Section 2.04.150 of the Tukwila Municipal Code states the following guidelines for Public Hearings: 1. The proponent shall speak first and is allowed 15 minutes for a presentation. 2. The opponent is then allowed 15 minutes to make a presentation. 3. Each side is then allowed 5 minutes for rebuttal. 4. Citizens who wish to address the Council may speak for 5 minutes time until everyone wishing to speak has spoken. 5. After each speaker has spoken, the Council may question the spea the question, but may not engage in further debate at this time. 6. After the Public Hearing is closed, the Council may discuss the issue among themselves without further public testimony. Council action may be taken at this time or postponed to another date. each. No one may speak a second ker. Each speaker can respond to City of Tukwila INFORMATIONAL MEMORANDUM Jim Haggerton, Mayor TO: TUKWILA CITY COUNCIL FROM: Christy O'Flaherty, City Clerk DATE: February 19, 2010 SUBJECT: COPY OF PRESENTATION MATERIALS FOR INDIRECT COST ALLOCATION PLAN Attached please find a copy of the Powerpoint presentation that will be utilized at Monday evening's Council meeting. While presentation materials are not typically included in the Council packet, due to the complexities of this issue, the Council President asked that the documents be provided prior to the meeting. Thank you. 1 2 City of Indirect Cost Allocation Plan City Council Presentation February 22, 2010 Peter Moy, Principal FCS GROUP 425-867-1802 7525 166th Ave NE Suite D-215• Redmond, WA 98052 www.fcsgroup.com What is an Indirect Cost Allocation Plan? A method to calcu_ate the cost of support services that serve direct community services and programs i, Or... The Cost of Running the Business of Government 2 Why Implement an Indirect Cost Allocation lan? ...to :snow the f cost of providing services. Cacu1ate reimpursement for services _Irovicec 3y Genera_ Func: to of ter funcls, such as Water Func CaIcu cost -used user fees 77:o _lave sufficient cost of service information to sulport ot:ier cost recovery arrangements 3 Basic Analytical Steps P�. Examine Organization Identify all indirect and direct departments and functions Utilize Budget Data Compile total costs related to indirect services and program areas Determine Allocation Factors Form basis for the allocation of each indirect service Make Adjustments Adjust for non allocable costs, assigned costs, and other revisions Allocate Costs Allocate indirect costs based on proportions from allocation factors Calculate Full Overhead Identify each direct service's full share of indirect costs 4 Allocable costs of IN IRECT SERVICE PROGRAMS Two-Step Analytical Process costs costs DIRECT SERVICE PROGRAMS INDIRECT SERVICE PROGRAMS 5 share of indirect costs 5 Indirect Cost Centers City Council Mayor Administration Civil Service Examiner City Clerk Legislative Support Records Information Technology Human Resources City Attorney Public Works Facilities Public Works Facilities: Telephone Parks Maintenance City Buildings Finance: General Payroll AP Utilities State Auditor General Liability Insurance Property Insurance Vehicle Insurance Claims Judgments 6 Citywide Indirect Costs Indirect Service Department City Council Mayor Administration Mayor Civil Service Examiner City Clerk Legislative Support City Clerk Records Information Technology Human Resources Finance General Finance Payroll Finance AP Finance Utilities Finance State Auditor Finance General Liability Insurance Finance Property Insurance Finance Vehicle Insurance Finance Claims Judgments City Attorney Public Works Facilities Parks Maintenance City Buildings Public Works Facilities: Telephone Total Total Citywide Allocable Costs 261,235 683,466 66,780 131,384 158,867 676,421 506,660 510,707 201,019 369,989 249,685 42,734 303,277 88,186 54,261 320,606 490,671 1,461,678 57,399 129,439 6,764,464 7 Allocation Factors Indirect Service Department City Council Mayor Administration Mayor Civil Service Examiner City Clerk Legislative Support City Clerk Records Information Technology Human Resources Finance General Finance Payroll Finance AP Finance Utilities Finance State Auditor Finance General Liability Insurance Finance Property Insurance Finance Vehicle Insurance Finance Claims Judgments City Attorney Public Works Facilities Parks Maintenance City Buildings Public Works Facilities: Telephone Allocation Factor Agenda items Total actual expenditures Police Fire FTEs Agenda items Records count Computers FTEs Total actual expenditures FTEs Purchase orders Utility bills Total actual expenditures FTEs Property value and building square feet Vehicle Cost Total claims judgments by department Number of times general services used and total direct bills for special matters Square feet Staff time and square feet Telephone connections 8 Direct Service Department/Fund Allocated Indirect Costs General Fun Share of Citywide Percentage of Allocable Costs Allocable Costs 03 Mayor Human Services 42,314 0.6% 03 Mayor Boards Commissions 5,520 0.1% 03 Mayor Economic Development 41,818 0.6% 03 Mayor Animal Control/Public Health 234 0.0% 03 Mayor Other Programs 1,559 0.0% 04 City Clerk Reception 13,043 0.2% 04 City Clerk Licensing Passports 24,141 0.4% 07 Parks Administration 89,219 1.3% 07 Parks Recreation 717,626 10.6% 08 DCD Administration 41,284 0.6% 08 DCD Planning 316,036 4.7% 08 DCD Permit Coordination 35,508 0.5% 08 DCD Building 176,081 2.6% 08 DCD Code Enforcement Other 147,875 2.2% 09 Municipal Court 240,311 3.6% 10 Police 1,230,883 18.2% 11 Fire 932,428 13.8% 11 Fire Prevention 75,834 1.1% 13 PW Administration 172,247 2.5% 13 PW Maint Admin 43,207 0.6% 13 PW Development 58,757 0.9% 13 PW Engineering 163,119 2.4% 13 PW EOC 31,043 0.5% 15 Parks Maintenance Parks 125,815 1.9% 16 PW Street Maintenance 224,377 3.3% Subtotal General Fund 4,950,281 73.2% 9 Allocated Indirect Costs Other Funds Direct Service Department/Fund /Other Share of Citywide Allocable Costs Percentage of Allocable Costs FD 101 Hotel/MotelTax 86,193 1.3% FD 103 City Street 9,543 0.1% FD 104 Arterial Street 116,819 1.7% FD 107 Fire Equipment Cumulative Reserve 14 0.0% FD 207 Limited Tax G.O. Bonds, 1999 19,834 0.3% FD 208 Limited Tax G.O. Bonds, 2000 5,974 0.1% FD 209 Limited Tax G.O. Bonds, 2003 6,495 0.1% FD 210 Limited Tax G.O. Refunding Bonds, 2003 11,682 0.2% FD 301 Land Acquisition, Recreation Park Development 94,875 1.4% FD 302 Facility Replacement 23,848 0.4% FD 303 General Government Improvements 40,700 0.6% FD 401 Water 345,197 5.1% FD 402 Sewer 258,329 3.8% FD 404 Water /Sewer Revenue Bonds 6,043 0.1% FD 405 Bond Reserve 0.0% FD 411 Foster Golf Course 215,063 3.2% FD 412 Surface Water 201,399 3.0% FD 501 Equipment Rental 202,892 3.0% FD 502 Insurance Fund 107,030 1.6% FD 503 Insurance LEOFF 1 Fund 9,421 0.1% Other 6300 Bld. Tenants) 32,213 0.5% Other Library 20,620 0.3% Subtotal Other Funds Other 1,814,183 26.8% Grand Total I 6,764,464 I 100.0% 10 Allocated Public Works Costs 13 PW Facilities 13 PW Development 13 PW Engineering 13 PW EOC 16 PW Street Maintenance Subtotal General Fund FD 103 FD 104 FD 301 FD 302 FD 303 FD 401 FD 402 FD 412 FD 501 Subtotal Other Funds Division /Fund City Street Arterial Street Land Acquisition, Recreation Park Development Facility Replacement General Government Improvements Water Sewer Surface Water Equipment Rental Public Works Administration Division 106,570 53,285 53,285 21,314 127,884 362,339 10,657 10,657 79,928 37,300 95,913 53,285 287,740 Public Works Maintenance Administration Division 59,698 29,849 29,849 11,940 71,638 202,973 5,970 5,970 44,774 20,894 53,728 29,849 161,185 Total Public Works Administration Allocation 166,268 83,134 83,134 33,254 199,522 565,312 16,627 16,627 124,701 58,194 149,641 83,134 448,924 Grand Total 650,079 364,158 1,014,237 Note: Public Works Administration and Maintenance Administration costs were allocated using Public Works FTEs 11 urren vs. ropose Allocation n s irec os Current 2010 2010 ID C Plan PW Adm FD 101 Hotel/MotelTax 86,193 FD 103 City Street 9,543 FD 104 Arterial Street 639,936 116,819 16,627 FD 107 Fire Equipment Cumulative Reserve 14 FD 207 Limited Tax G.O. Bonds, 1999 19,834 a FD 208 Limited Tax G.O. Bonds, 2000 5,974 FD 209 Limited Tax G.O. Bonds, 2003 6,495 FD 210 Limited Tax G.O. Refunding Bonds, 2003 11,682 FD 301 Land Acquisition, Recreation Park Development 60,446 94,875 FD 302 Facility Replacement 23,848 FD 303 General Government Improvements 40,700 FD 401 Water 629,057 345,197 FD 402 Sewer 514,827 258,329 FD 404 Water /Sewer Revenue Bonds 6,043 FD 405 Bond Reserve FD 411 Foster Golf Course 28,633 215,063 FD 412 Surface Water 391,308 201,399 149,641 FD 501 Equipment Rental 210,063 202,892 83,134 FD 502 Insurance Fund 107,030 FD 503 Insurance LEOFF 1 Fund 9,421 6300 B1d. Tenants 32,213 Library 20,620 Total Other Funds 2,474,271 1,814,183 448,924 16,627 124,701 58,194 D ifference Total 86,193 86,193 9,543 9,543 133,446 (506,490) 14 14 19,834 19,834 5,974 5,974 6,495 6,495 11,682 11,682 94,875 34,429 23,848 23,848 57,326 57,326 469,898 (159,159) 316,523 (198,304) 6,043 6,043 215,063 186,429 351,040 (40,268) 286,027 75,964 107,030 107,030 9,421 9,421 32,213 32,213 20,620 20,620 2,263,108 (211,163) ;w1,� 12 utcomes Updated tie City's Indirect Cost Allocation R an metiodology, and a_ _ocated acministrative costs for Pulic WorZcs $6,764,000 in total 2008 indirect costs $2,263,000 in total costs aiocated to funds °tiler flan be Genera Fund (A__ Ober Funds), inc $1,814,000 in total indirect costs $449,000 in administrative costs for Public Works (includes costs for both the Administration and Maintenance Administration Divisions) 13 Outcomes (continued) The new allocation to Al__ Other Funds is $211,000 ess than the City's 20:.0 budgeted p .an, but Public Works Engineering is now billing funds directly for services, instead of being included as part of the plan. The overall net impact to the General Fund in 2010 could be positive if the engineering work billed to other funds is greater than $211,163. The new allocation for Public Works Administration is slightly lower than the allocation in 2004, but reflects the true cost of services. The Indirect Cost Allocation Plan portion has increased significantly (72 from $1,053,857 in 2004 to $1,814,183 for the new allocation. This reflects the true cost of services provided by the General Fund to All Other Funds. 14 I CAS NUMBER: 0— 015 AGENDA ITEM TITLE Bid Award for Duwamish Riverbend Hill Construction Project CATEGORY Discussion Motion Resolution Ordinance Bid Award n Public Hearing Other Mtg Date 2/22/10 Mtg Date SPONSOR Council Ma Aim Svcs DCD Finance Fire Legal P&&R n Police PW SPONSOR'S The Council is being asked to consider and approve the bid award to Terra Dynamics, Inc. SUMMARY for the Duwamish Riverbend Hill Construction Project for $146,182.50, (includes tax). The memo reviewed at CAP on 1/25/10 was revised to separate out the contingency monies from the "awarded" amount to the contractor. The contingency is the typical 20% like other Public Works projects and has its own line item. The budget info was also included in the revised memo. REVIEWED BY n COW Mtg. CA &P Cmte F &S Cmte Transportation Cmte Utilities Cmte Arts Comm. Parks Comm. DALE: 2/8/10 RECOMMENDATIONS: SPONSOR /ADMIN. Parks and Recreation Department COMMITTEE Unanimous Approval; Forward to Committee of the Whole COST IMPACT /FUND SOURCE EXPENDITURE REQUIRED AMOUNT BUDGETED $146,182.50 $433,000.00 Fund Source: Comments: MTG. DATE 02/22/10 1 1 1 MTG. DATE 1 02/22/10 11 COUNCIL AGENDA SYNOPSIS Meeting Date Prepared by 1 MaYgizew 02/22/10 RE 03/01/10 RE 1 1 Initials inch review 1 ITEM INFORMATION ORIGINAL AGENDA DATE: FEBRUARY 22, 2010 Mtg Date Mtg Date Mtg Date 3/1/10 Mtg Date Mtg Date 1 RECORD OF COUNCIL ACTION n Planning Comm. APPROPRIATION REQUIRED ATTACHMENTS Revised Informational Memorandum dated 2/17/10 Bid Sheet CIP Sheet Minutes from the Community Affairs and Parks Committee meeting of 2/8/10 ITEM No. 18 TO: VIA: FROM: DATE: ANALYSIS City of Tukwila RE RECOMMENDATION Attachments: Bid Tabulations CIP Sheet REVISED INFORMATIONAL MEMORANDUM Mayor Haggerton Council of the Whole Rick Still, Interim Parks and Recreation Director Robert Eaton, Project Coordinator February 17, 2010 SUBJECT: Duwamish Riverbend Hill Construction Project No. DRH- 90330109.1000 BID AWARD ISSUE Award the bid for construction of the Duwamish Riverbend Hill Construction Project. BACKGROUND Jim Haggerton, Mayor This is a grant funded project focused on wrapping up Phase I work at the Duwamish Riverbend Hill (DRH). Cascade Land Conservancy (CLC), using grant funding they obtained, carried out the site development and trail making portion of this project through another contractor. The focus of this "wrap up" project is mainly irrigation and landscaping. The project was advertised for bids on January 7 and 14, 2010. Nine bids were received and opened on Thursday, January 28, 2010 and the bids were checked and tabulated. Terra Dynamics, Inc. is the apparent lowest bidder with a base bid of $133,500.00 (not including tax). The engineer's estimate was $210,000.00. The bids were reviewed and tabulated. No errors were found and references for Terra Dynamics, Inc. were checked and found them to be satisfactory. BUDGET AND BID SUMMARY (All amounts include sales tax) Bid Results Estimate Budget Construction $146,182.50 $229,950.00 $433,000.00 Contingency (20 $29.236.50 $45.990.00 0.00 Total $175.419.00 $275.940.00 $433.000.00 The Council is being asked to award the construction of Duwamish Riverbend Hill Construction Project to Terra Dynamics, Inc. in the amount of $146,182.50 for consideration at the February 22, 2010 Committee of the Whole meeting and the Regular Meeting on March 1, 2010. 19 20 BIDDER' NAME pivrgSTAMP.O REC'Di Buckley Nursery co Inc. 1/28/2010 8:32 a.m. Earthscapes NW, Inc 1/28/2010 8:33 a.m. Controlled Rain LLC 1/28/2010 8:37 a.m. Rehabitat Northwest 1/28/2010 8:39 a.m. Green City Inc. 1/28/2010 8:43 a.m. Iliad, Inc. 1/28/2010 8:46 a.m. Terra Dynamics Inc. 1/28/2010 8:49 a.m. L.W. Sundstrom, Inc. 1/28/2010 8:53 a.m. Serpanok Construction Inc. 1/28/2010 8:56 a.m. Y Y Check Received Y DATED this 28 day of January, 2010. CITY OF TUKWILA OFFICE OF THE CITY CLERK Christy O'Flahertv. CMC. City Clerk BID OPENING Duwamish Riverbend Hill Construction January 28, 2010 10:00 A.M. LOWEST BIDDER. 11tANK DRH-90330109.1000 Y Y Y Y Y Is/ 139,596.50 199,032.00 182,731.00 142,342.00 183,300.00 181,507.00 133,500.00 155,455.00 165,600.00 2 9 7 3 8 6 1 4 5 The above figures appear as written within bid documents; and as read aloud at bid opening. THEY DO NOT however, REPRESENT ANY BID AWARD; apparent low, or otherwise. F Christy 01(Itfherty, City Clerk FINANCIAL Through Estimated (in $000's) 2008 2009 2010 2011 2012 2013 2014 2015 BEYOND TOTAL EXPENSES Engineering 143 45 18 250 50 506 Land (R/W) 975 450 1,425 Construction 18 433 2,250 2,701 TOTAL EXPENSES 1,118 63 451 0 0 0 0 250 2,750 4,632 FUND SOURCES Awarded Grant 1,040 220 Proposed Grant Mitigation 313 Park Impact Fees ity Oper. Revenue (235) 63 231 TOTAL SOURCES 1,118 63 451 DESCRIPTION: JUSTIFICATION: STATUS: MAINT. IMPACT: COMMENT: PROJECT: Duwamish River Bend Hill Park LINE ITEM: 301.00.594.760. .69 PROJECT NO. 90330109 Land development for this 8.6 acre parcel will preserve open space and allow future restoration for this passive public park at 3800 S 115 St. (Also known as Poverty Hill and Grandmother's Hill.) Meets the Parks and Open Space Plan providing cultural and historical value along the City's shoreline. Phase I development began in 2008. Seeking grant funds in a partnering effort with the Cascade Land Conservancy and the Friends of the Hill citizen's group. Phase II funding is dependent on grant funding and Park Impact fees. Approximately 200 staff hours per year. Phase II is on Park Impact Fee list for $2 million with an 80 %/20% split. Sound Transit mitigation of $313k for construction site. Grant for $220,000 from Recreation Conservation Office (RCO). Project Location 010 2015 Capita( Improvement Program CITY OF TUKWILA CAPITAL PROJECT SUMMARY 2010 to 2015 0 133 1,467 1,600 0 0 0 117 1,133 1,309 0 0 0 250 2,750 4,632 51 1,260 150 150 313 21 I. PRESENTATIONS No presentations. II. BUSINESS AGENDA A. Bid Award Duwamish Riverbend Hill la Staff is seeking full Council approval to award a bid to Terra Dynamics, Inc. in the amount of $160,800.75 for Duwamish Riverbend Hill Phase I irrigation and landscaping. 22 COMMUNITY AFFAIRS AND PARKS COMMITTEE Meeting Minutes February 8, 2010 5:00 p.m.; Conference Room #3 City of Tukwila Community Affairs and Parks Committee PRESENT Councilmembers: Joe Duffie, Chair; Joan Hernandez and Verna Seal Staff: Rick Still, Dave Johnson, Robert Eaton, Paul Surek, Tracy Gallaway, Malcolm Neely, Katherine Kertzman, Derek Speck, Shawn Hunstock, Steve Lancaster and Kimberly Matej CALL TO ORDER: Committee Chair Duffie called the meeting to order at 5:02 p.m. Committee Member Seal was not at the meeting for the first two items. Cascade Land Conservancy utilized grants to fund Phase I- site development and trail making. Now those funds are exhausted and City staff is recommending completion of irrigation work and hydro seeding onsite. The nine bids received were all under the Engineer's estimate of $252, 945. UNANIMOUS APPROVAL. FORWARD TO FEBRUARY 22 COW FOR DISCUSSION. B. Foster Golf Course Fee Increase Staff is requesting full Council approval of a resolution to increase green fees at Foster Golf Links. The draft resolution proposes increases between $0.50 to $2.00 with no increase for cart rentals. The last fee increase at Foster Golf Links was in 2008 when Council approved a $1.00 increase in weekday 18 -hole rates and weekend 9 -hole rates; and a $2.00 increase in weekend 18 -hole rates and weekday 9 -hole rates. The 2010 green fee increase is anticipated to raise revenue by approximately $50,000. Committee Member Hernandez identified the need for clarification in identification of the 18 and 9 -hole Senior Resident rates. UNANIMOUS APPROVAL. FORWARD TO FEBRUARY 22 COW FOR DISCUSSION. C. City Council Pre Retreat Budget Review The Committee reviewed the 2009 -10 Biennial Budget pages as listed below in preparation of the upcoming Council Retreat. III. MISCELLANEOUS Meeting adjourned at 5:56 p.m. Next meeting: Monday, February 22, 2010 5:00 p.m. Conference Room #3 1 SECTION 1 BUDGET PAGES Parks Recreation 1 70 -77 Parks Maintenance 1 78 -79 1 Hotel /Motel Tax 1 145 -146 1 Committee Chair Approval es by KAM. CAS NUMBER: AGENDA ITEM TrrLE A resolution establishing green fees CATEGORY SPONSOR SPONSOR'S S UMMARY REVIEWED BY Fund Source: Comments. 1 MTG. DATE 2/22/10 MTG. DATE 2/22/10 Discussion I0-- 0[ Mtg Date 2/22/10 Mtg Date EXPENDITURE REQUIRED $N /A Meeting Date 02/22/10 03/01/10 COUNCIL AGENDA SYNOPSIS Initials ITEM NO. Prepared by 1 Marev RS =view RS CA &P Cmte Arts Comm F &S Cmte Parks Comm. ,council review Ycl11< 1 ITEM INFORMATION ORIGINAL AGENDA DATE: FEBRUARY 22, 2010 RECORD OF COUNCIL ACTION Motion Resolution Ordinance ['Bid Award Public Hearing Other Mtg Date 3/1/10 Mtg Date Mtg Date Mtg Date Mtg Date Council Ma Adm Svcs DCD n Finance Fire Legal P&R Police PW Approve a resolution establishing new green fees at the City's Foster Golf Links. n Transportation Cmte Planning Comm. n COW Mtg. Utilities Cmte DATE: 2/8/10 RECOMMENDATIONS: SPONSOR /ADMIN. Parks Recreation COMMI'I IEE unanimous Approval; Forward to Committee of the Whole COST IMPACT FUND SOURCE AMOUNT BUDGETED $N /A APPROPRIATION REQUIRED The green fee increases are between $.50 and $2,00 for various 9 -hole and 18 -hole p /ay on weekdays and weekends ATTACHMENTS Informational Memorandum (corrected) dated 2/18/10 Informational Memorandum (original) dated 2/3/10 Draft Resolution in strike through, underline format Green Fee Comparison (corrected) Minutes from the Community Affairs and Parks Committee meeting of 2/8/10 23 24 City of Tukwila INFORMATIONAL MEMORANDUM TO: Mayor Haggerton City Council FROM: Rick Still, Interim Parks and Recreation Director DISCUSSION Jim Haggerton, Mayor DATE: February 18, 2010 SUBJECT: 2010 Golf Fee Resolution Correction ISSUE It is being requested that two corrections be made on the Golf Fee Resolution in reference to Senior Resident Golf Fees. BACKGROUND The Community Affairs and Parks Committee had a question regarding Senior Resident Weekend Golf fees for 9 and 18 hole play. Clarification was needed to distinguish if there is a separate Senior Resident, Weekend Golf fee. When reviewing the weekday versus weekend fee issue for resident seniors with the Golf Superintendent, an incorrect fee was found on the Golf Fee Resolution for the Senior 18 Hole, Resident fee. The Senior Resident fees are for weekdays only and should have "(Mon Fri)" listed after the green fee type in the resolution. There is not a Senior Resident fee specific to weekend play. Senior residents would pay the Resident fee on Saturday and Sunday. Fees have been implemented this way for several years, and the new rate change should not cause confusion or upset customers in the future. The new Senior 18 Holes, Resident fee should be $2.00 less than the Senior 18 Holes {non- resident} fee. This allows our resident seniors a nice benefit for living in the City of Tukwila. The Resolution has the Senior 18 Holes, Resident (Mon -Fri) fee listed incorrectly as $20.00 not $22.00, which is the recommended fee for 2010. As you see on the attached Resolution, the Senior Resident fees should read as follows: Senior 18 Holes, Resident (Mon -Fri) Senior 9 Holes, Resident (Mon -Fri) RECOMMENDATION W.\2010 InfoMemos \Golf Fee Resolution Correction 2- 18- 10.docx $20.00 $22.00 $15.00 Staff has contacted members of the Community Affairs and Parks Committee to inform them of this change. Staff recommends the City Council approve the Resolution setting Green Fees for the City's Foster Golf Links as amended and shown in strike through, underline format. 25 26 INFORMATIONAL MEMORANDUM Mayor Haggerton Community Affairs and Parks Committee FROM: Rick Still, Interim Parks and Recreation Director TO: DATE: February 3, 2010 SUBJECT: Foster Golf Links Green Fee Increase ISSUE Consideration of a resolution increasing the Green Fees at Foster Golf Links. BACKGROUND The Foster Golf Links 2010 revenue projection was set with a goal of reaching $1,300,000.00 in green fees sales. In order to reach our revenue projections, we will continue to offer promotions and events, increase league play and continue to implement our marketing campaign. It is the opinion of Marty O'Brien, Golf Superintendent and PGA golf professional, that we also need to increase our green fees to help achieve our 2010 revenue projection. DISCUSSION Our proposal is to increase our fees, ranging from .50 cents to $2.00, depending upon age, residency, and rounds played. The City's green fees continue to be very competitive and just under the market of the local municipal golf courses. This modest fee increase is expected to raise our green fee revenues while maintaining our fees equal to or below our local municipal competitors (Renton, Kent Auburn). The proposal to increase the 2010 green fees will assist our goal to reach our revenue projection while continuing a proper price point to stimulate growth and increased play. The Parks and Recreation Department seeks input from the Community Affairs and Parks Committee regarding the greens fee increase. RECOMMENDATION ATTACHMENTS City of Tukwila The Council is being asked to approve the resolution and consider this item at the February 22, 2010 Committee of the Whole meeting and subsequent March 1, 2010 Regular Meeting Foster Golf Links Green Fee Increase Comparison Draft Green Fee Resolution Jim Haggerton, Mayor A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF TUKWILA, WASHINGTON, SETTING GREEN FEES FOR THE CITY'S FOSTER GOLF LINKS; AND REPEALING RESOLUTION NO. 1660. WHEREAS, pursuant to Tukwila Municipal Code 12.12.O10A, green fees are established and updated by City Council resolution, most recently by Resolution No. 1660, passed March 17, 2008; and WHEREAS, green fees are the major source of revenue for operating and improving the City of Tukwila -owned Foster Golf Links and an increase is necessary to meet the revenue needs for operating, maintaining and making capital improvements; NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF TUKWILA, WASHINGTON, HEREBY RESOLVES AS FOLLOWS: Section 1. Green Fees Established. The following green fees are hereby established for play at the City's Foster Golf Links. GREEN FEES 2010 18 holes, Weekday (Mon. -Fri.) 9 holes, Weekday (Mon. -Fri.) 18 holes, Weekend (Sat. or Sun.) 9 holes, Weekend (Sat. or Sun.) 18 holes, Senior (62 years or older) (Mon. -Fri.) 9 holes, Senior (62 years or older) (Mon. -Fri.) 18 holes, Junior (17 years or younger) (any time) 9 holes, Junior (17 years or younger) (any time) Twilight, Weekday (Mon. -Fri.) Twilight, Weekend (Sat. or Sun.) 18 holes, Resident, Weekday (Mon. -Fri.) 9 holes, Resident, Weekday (Mon. -Fri.) 18 holes, Resident, Weekend (Sat. or Sun.) 9 holes, Resident, Weekend (Sat. or Sun.) 18 holes, Senior Resident (62 years or older) (Mon. -Fri.) 9 holes, Senior Resident (62 years or older) (Mon. -Fri.) NEW 9 holes, League Senior NEW Section 2. Repealer. Resolution No. 1660 is hereby repealed. PASSED BY THE CITY COUNCIL OF THE CITY OF TUKWILA, WASHINGTON, at a Regular Meeting thereof this ATTEST/ AUTHENTICATED: Christy O'Flaherty, CMC, City Clerk APPROVED AS TO FORM BY: Office of the City Attorney W: \Word Processing \Resolutions \Green Fees 2010.docx SG:ksn 2/18/2010 3 $29.00 20.00 34.00 23.00 24.00 16.00 16.00 10.00 12.00 12.00 27.00 19.00 32.00 22.00 2000 22.00 15.00 18.00 day of 2010. Dennis Robertson, Council President Filed with the City Clerk: Passed by the City Council: Resolution Number: Page 1 of 1 27 28 Foster Golf Links Green Fee Increase Comparison 18 Holes Weekday (Mon- Fri) 9 Holes Weekday (Mon -Fri) 18 Holes Weekend (Sat or Sun) 9 Holes Weekend (Sat or Sun) Senior 18 Holes (Mon -Fri) Senior 9 Holes (Mon- Fri) All Junior 18 Holes (any time) All Juniors 9 Holes (any time) All Twilight Weekday (Mon- Fri) All Twilight Weekend (Sat or Sun) 18 Holes, Weekday, Resident (Mon- Fri) 9 Holes, Weekday, Resident (Mon- Fri) 18 Holes, Resident, Weekend (Sat or Sun) 9 Holes, Resident, Weekend (Sat or Sun) Senior 18 Holes, Resident (Mon -Fri Senior 9 Holes, Resident (Mon -Fri New 9 Holes League Senior Current Fees established in 2008 $28.00 $20.00 $32.00 $22.00 $22.00 $16.00 $15.00 $9.50 $10.00 $11.00 $26.00 $19.00 $30.00 $21.00 $20.00 $15.00 2010 Increase $29.00 $20.00 $34.00 $23.00 $24.00 $16.00 $16.00 $10.00 $12.00 $12.00 $27.00 $19.00 $32.00 $22.00 $20.00-22.010 $15.00 $18.00 29 30 COMMUNITY AFFAIRS AND PARKS COMMITTEE Meeting Minutes February 8, 2010 5:00 p.m.; Conference Room #3 PRESENT Councilmembers: Joe Duffie, Chair; Joan Hernandez and Verna Seal Staff: Rick Still, Dave Johnson, Robert Eaton, Paul Surek, Tracy Gallaway, Malcolm Neely, Katherine Kertzman, Derek Speck, Shawn Hunstock, Steve Lancaster and Kimberly Matej CALL TO ORDER: Committee Chair Duffie called the meeting to order at 5:02 p.m. Committee Member Seal was not at the meeting for the first two items. I. PRESENTATIONS No presentations. II. BUSINESS AGENDA A. Bid Award Duwamish Riverbend Hill Staff is seeking full Council approval to award a bid to Terra Dynamics, Inc. in the amount of $160,800.75 for Duwamish Riverbend Hill Phase I irrigation and landscaping. Cascade Land Conservancy utilized grants to fund Phase I site development and trail making. Now those funds are exhausted and City staff is recommending completion of irrigation work and hydro seeding onsite. The nine bids received were all under the Engineer's estimate of $252, 945. UNANIMOUS APPROVAL. FORWARD TO FEBRUARY 22 COW FOR DISCUSSION. B. Foster Golf Course Fee Increase Staff is requesting full Council approval of a resolution to increase green fees at Foster Golf Links. The draft resolution proposes increases between $0.50 to $2.00 with no increase for cart rentals. The last fee increase at Foster Golf Links was in 2008 when Council approved a $1.00 increase in weekday 18 -hole rates and weekend 9 -hole rates; and a $2.00 increase in weekend 18 -hole rates and weekday 9 -hole rates. The 2010 green fee increase is anticipated to raise revenue by approximately $50,000. Committee Member Hernandez identified the need for clarification in identification of the 18 and 9 -hole Senior Resident rates. UNANIMOUS APPROVAL. FORWARD TO FEBRUARY 22 COW FOR DISCUSSION. C. City Council Pre Retreat Budget Review The Committee reviewed the 2009 -10 Biennial Budget pages as listed below in preparation of the upcoming Council Retreat. III. MISCELLANEOUS Meeting adjourned at 5:56 p.m. Next meeting: Monday, February 22, 2010 5:00 p.m. Conference Room #3 City of Tukwila Community Affairs and Parks Committee SECTION 1 BUDGET PAGES 1 Parks Recreation 1 70 77 1 Parks Maintenance 1 78 -79 Hotel /Motel Tax I 145 -146 Committee Chair Approval Mirijtes by KAM. CAS NUMBER: AGENDA ITEM TITLE SPONSOR'S SUMMARY Fund Source: Comments: MTG. DATE 02/22/10 MTG. DATE 02/22/10 COUNCIL AGENDA SYNOPSIS Initials ITEM No. Meeting Date Prepared by 1 M or eyiew ff review 02/22/10 BM 1 SN ITEM INFORMATION 10 Do. 0 1 ORIGINAL AGENDA DATE: FEBRUARY 22, 2010 Siting of Crisis Diversion and Crisis Diversion Interim Service Facilities within the City Mtg Date 02/22/10 Mtg Date Mtg Date Mtg Date REVIEWED BY U COW Mtg. CA &P Cmte F &S Cmte Utilities Cmte U Arts Comm. Parks Comm. DATE: N/A RECOMMENDATIONS: SPONSOR /ADMIN. Department of Community Development COMMII Emergency declared 9/8/09, Ord. 2248 COST IMPACT/ FUND SOURCE EXPENDITURE REQUIRED AMOUNT BUDGETED RECORD OF COUNCIL ACTION ATTACHMENTS Informational Memorandum dated 2/13/10 City's Public Records Request to King County, dated 9/15/09 City's Public Records Request to King County, dated 12/22/09 II Planning Comm. CATEGORY Discussion Motion Resolution Ordinance Bid Award Public Hearing 1 1 Other Mtg Date Mfg Date Mtg Date SPONSOR Council Mayor Actin Svcs DCD Finance Fire Legal P&R n Police PWI On September 8, 2009, the City Council adopted Ordinance 2248 which established an emergency six -month moratorium on the issuance and processing of permits relating to crisis diversion facilities (CDF) and crisis diversion interim service facilities (CDIS) within the City. City Adminstration has conducted extensive research and is prepared to propose zoning amendments that will allow both uses within the City. The Council is being asked to send the matter to the Planning Commission for their review and recommendation. Transportation Cmte APPROPRIATION REQUIRED -3 f 32 TO: FROM: DATE: SUBJECT: ISSUE City of Tukwila INFORMATIONAL MEMORANDUM Mayor Haggerton City Council Nora Gierloff, Community Development Deputy Director February 13, 2010 City's Moratorium on Crisis Diversion Facilities and Crisis Diversion Interim Service Facilities Referral of zoning code amendments to allow Crisis Diversion Facilities and Crisis Diversion Interim Service Facilities within the City to the Planning Commission. BACKGROUND Jim Haggerton, Mayor On September 8 the City Council adopted Ordinance 2248 which established an emergency six -month moratorium on the issuance and processing of permits relating to crisis diversion facilities (CDF) and crisis diversion interim service facilities (CDIS) within the City. This moratorium was necessary to allow the City to study these uses and determine how best to integrate these facilities into the City. After the moratorium was adopted, City staff conducted extensive research on the proposed uses. The purpose of this research was to be able to fully understand the proposed uses and the needs of these facilities and then to determine the appropriate location for such uses within the City, given the City's goals and objectives. The following actions were taken by staff: 1. Two separate public records request were filed with King County. The City has received nearly 1300 pages of documents from the County which outline the proposed uses and the County's two year plus planning process; 2. Public records requests were also filed with the cities of Bellevue and Seattle for documents regarding their involvement in the planning process; 3. Planning staff had two separate meetings with King County Community Health and Services Staff to discuss the proposed facilities; 4. City staff attended two Mental Illness and Drug Dependency (MIDD) Oversight Committee meetings. The MIDD is the County Advisory Committee that is tasked with developing both facilities; 5. City staff met with the cities of SeaTac, Burien and Renton to discuss the regional implications of the facilities; 6. The City organized an informational meeting with County staff from the King County Prosecuting Attorney's Office and representatives from the cities of Burien, Renton and SeaTac on the proposed facilities; 7. Additional information was gained from the National GAINS website and other online resources; 8. City staff met with one of the service providers to learn more about operational issues and facility needs. 33 INFORMATIONAL MEMO Page 2 DISCUSSION After reviewing all relevant information City Administration has developed proposed code changes which will allow the moratorium to be lifted and put in place zoning criteria under which these facilities may locate in the City. Under Tukwila Municipal Code (TMC) 18.80, the City Council must refer the proposed code amendments to the Planning Commission for their review. The Planning Commission will then make a recommendation to the City Council on the proposed changes. RECOMMENDATION Refer the proposed code amendments to allow location of CDF and CDIS facilities within the City to the Planning Commission for their review and recommendation. ATTACHMENTS A. City's Public Records Request dated September 15, 2009 B. City's Public Records Request dated December 22, 2009 34 W:12010 InfoMemos \CrisisDiversion2- 22- 10.doc September 15, 2009 Jackie MacLean, Director King County Community and Human Services The Chinook Building 401 5 Ave, Suite 500 Seattle, WA 98104 -2333 Roy L. Dodman, Senior Buyer King County Procurement Service Section The Chinook Building, 3` Floor 401 Fifth Ave Seattle, WA 98104 -2333 RE: Crisis Diversion Services, RFP No. 1207 -09RLD Request for Public Records Dear Ms. MacLean and Mr. Dodman: Pursuant to RCW 42.56 et seq. the City is making a request to review all documents in the possession of King County regarding the above referenced request for proposal (RFP) for crisis diversion services. For purposes of this request, documents include, but are not limited to, reports, meeting minutes, memos, letters, and emails in possession of King County relating to the RFP, the development of the RFP, the location requirements for the crisis diversion center, the specifics on how the facility would operate, and the need for the facility. I will follow up with a phone call in the next several days to discuss the City's request. If you have any questions, please call (206) 431 -3684 or send an email to bmiles@ci.tukwila.wa.us. r Bra don J. Miles Senior Planner City of Tukwila Department of Community Development cc. Anne Noris, King County Public Records Officer (Legislative) Kelli Williams, King County Public Records Officer (Executive) File Jim Haggerton, Mayor Jack Pace, Director 6300 Southcenter Boulevard. Suite #100 e Tukwila. Washington 98188 e Phone: 206 -431 -3670 e Fax: 206-431-366;5 36 December 22, 2009 City of Tukwila Via Email and Regular Mail Jackie MacLean, Director King County Community and Human Services 401 Fifth Ave, Suite 500 Seattle, WA 98104 RE: Public Records Request Pursuant to RCW 42.56 et seq. the City of Tukwila is making a request for the County to produce all records in the County's possession. Specifically the City is requesting that the County provide the following records to the City: 1. All records not previously provided to the City as part of our original request dated September 15, 2009, regarding the County's proposed Crisis Diversion Facility and Crisis Diversion Interim Services (CDIS). Including, but not limited to all emails and committee meeting notes. As part of this request provide all draft and final meeting notes of the King County Crisis Diversion Planning Group and MIDD Illness and Drug Dependency MIDD Strategy 10b Planning Group, Also provide all meeting notes and/or minutes of any sub committees of both groups. 2. Any and all audio recordings in the possession of King County regarding the MIDD OC, CDF, CDIS, RFP1207- 09RLD, and/or any sub committees that participated in the planning process. 3. All records produced by the County between September 6, 2009, and the date of this request, regarding the MIDD Oversight Committee, RFP 1207- 09RLD, the Crisis Diversion Facility, the Crisis Diversion Interim Facility and the Crisis Mobile Team. 4. All records of communications between the Downtown Emergency Service Center (DESC); DESC employees, officers, agents, Board of Directors or anyone else acting on behalf of DESC and King County employees, officials or agents regarding the MIDD program, the Crisis Diversion Facility, the Crisis Diversion Interim Service Facility, development of RFP Number 1207- 09RLD, location requirements of the Crisis Diversion Facility or Crisis Diversion Interim Service Facility, any discussion of the City of Tukwila or its employees, between January 1, 2007 and the date of this letter. 5. All communications between Sleeping Tiger LLC, its agents, officers, employees, or owners and King County staff members from August 1, 2007 to the date of this request. 6. All record of communications between King County staff and other King County cities regarding RFP 1207- 09RLD; the MIDD Oversight Committee; any communications regarding the City of Tukwila; the siting location for the Crisis Jim Haggerton, Mayor 6300 Southcenter Boulevard, Suite #100 o Tukwila, Washington 98188 e Phone: 206 431 -3670 m Fax: 206-431-A65 Department of Community Development Jack Pace, Director 38 Diversion Facility or Crisis Diversion Interim Facility, dated between January 1, 2008 and the date of this request. 7. Any public record created by County staff since September 6, 2009 to the date of this letter that references the City of Tukwila, City of Tukwila Staff or the City's current moratorium of Crisis Diversion Facilities and Crisis Diversion Interim Facilities. Please note this includes any and all emails between King County staff and King County Officials. 8. All communications between King County Staff and the Law Firm of Graham and Dunn between August of 2009 and the date of this letter, related to their representation of DESC. 9. Any record in the possession of DCHS staff or other members of King County staff who participated in the MIDD process, that references the following address 11244 Tukwila International Blvd (aka "Riverside Residences created between January 1, 2007 and the date of this request. 10. Any records created or documents generated regarding the County's review of RFP 1207- 09RLD. 11. Provide copies of your visitor sign in sheets for the months of September, October, November, and December of this year. 12. Any records, including emails between staffers, created by the County that is used to process this public records request. For purposes of this request, records include, but are not limited to, reports, meeting minutes, memos, notes letters, emails and audio recordings in possession of King County. Draft documents that were dispersed at any meeting or were used to create a final document are subject to this request. Any documents that the County does not produce to the City should be listed on an exemption log with the proper RCW citation listed which allows for its withholding. If you have any questions, please call (206) 431 -3684 or send an email to binilesna,ci.tukwila.wa.us. Sincerely, s Brandon vhles Senior Planner cc. Terry Mark, Deputy Director Amnon Shoenfeld, Division Director Andrea Lafazia, Project/Program Manager Tom Olson, Public Disclosure Officer ITEM INFORMATION CAS NUMBER: I ORIGINAL AGENDA DATE: FEBRUARY 22, 2010 AGENDA ITEM TITLE City Council DRAFT Procedures CATEGORY Discussion Motion n Resolution 1 1 Ordinance Bid Award U Public Hearing ❑Other Mtg Date Mtg Date Mtg Date SPONSOR Council Mayor Adm Svcs DCD Finance Fire Legal P&R Police PW SPONSOR'S SUMMARY Mtg Date 02/22/10 Mtg Date Mtg Date Mtg Date One of the 2009 -10 Council goals is to approve and implement standard operating procedures for the City Council. Two procedures are currently in draft format and full Council discussion on the content of each is requested. Additionally, a draft City policy is coming forward to full Council as an information item, since its content directly affects Council. REVIEWED BY COW Mtg. CA &P Cmte F &S Cmte Transportation Cmte Utilities Cmte Arts Comm. Parks Comm. n Planning Comm. DATE: RECOMMENDATIONS: SPONSOR /ADMIN. Council President COMMI 1 "1'EE Fund Source: Comments: COST IMPACT /FUND SOURCE AMOUNT BUDGETED APPROPRIATION REQUIRED EXPENDITURE REQUIRED MTG. DATE 01/11/10 COUNCIL AGENDA SYNOPSIS Initials Meeting Date Prepared by May x� view 1 zrncil review 02/22/10 KAM 1 f,(A) MTG. DATE 1 RECORD OF COUNCIL ACTION ATTACHMENTS Informational Memo dated 02/17/10. DRAFT Council Procedure: Tracking Council Goals. DRAFT Council Procedure: Distribution of Information DRAFT City Policy: Response to Citizen Inquiries. ITEM No. 40 TO: Tukwila City Council FROM: Dennis Robertson, Council President BY: Kimberly Matej, Legislative Analyst DATE: February 17, 2010 SUBJECT: City Council DRAFT Procedures MEMORANDUM City of Tukwila City Council One of the 2009 -10 Council goals is to approve and implement standard operating procedures for the City Council. Compilation and implementation of this document as complete is expected to be a lengthy process. As DRAFT procedures are formulated, it seems as if it will be most efficient for the Council to review the individual procedures and provide feedback. Council review of a completed standard operating procedure manual should be Tess burdensome if the initial review of DRAFT procedures is conducted via this method. The following two procedures are currently in draft format and full Council discussion on the content of each is requested: Tracking Council Goals Distribution of Information Additionally, a draft City policy is coming forward to full Council as an information item, since its content directly affects Council. That policy addresses Responding to Citizen Inquiries. In regards to this policy, I am interested in seeking direction from the Council as to the best way to ensure that citizen inquires are reviewed by the Council on an annual basis in order to identify any broad policy implications. 41 42 DRAFT COUNCIL PROCEDURE Tracking Council Goals, Initiatives and /or Projects The City Council formally commits to Program Goals as outlined in the Biennial Budget document. Additionally, throughout the year, the Council may formulate special initiatives and projects during the course of regular business. These commitments and initiatives often become projects that are assigned to one of the four standing committees of the Council for development, action and /or review. It is understood that regular, on -going and priority City business can and will affect the workload of each Council standing committee. However, it is essential to ensure that reasonable progress is being made towards accomplishing Council goals, initiatives and or /projects. The success of these projects is directly dependent on the commitment of the Council to be effective as standing committees in response to applicable ownership of each project. In order to assist in this process, the following procedure will ensure efficient and timely tracking of the status of such commitments. Goals, initiatives and projects whether committed to for process and document, or informally during t tracked via the Council Projects Status -tem. biennial budget iness, will be All Council related •.f tia es and pro -cts b: tr- ed wi be entered into the Council Pr Sta us System y the Cou it P esi•ent, egisl- ive analyst or their design The char of ea• C•u cil s dndin• corn mite will, o at 1 -ast a quart -rly +asis during a COW, resort •n t e s -t s of the ojects assigned t eir .tanding co m' ee. Standing om itt =e c ai s s o d resort pr ject •tatu. e Council President no less than quart ly s• th :t th- oun it 'roje ►t. St :tus stem can be updated. Last Updated by Matej, Page 1 of 1, 2/17/2010 DRAFT COUNCIL PROCEDURE Distribution of Information to Councilmembers Often, the strength of a Council decision is based upon the expertise, experience and knowledge of the entire Council. In order for the Council to make strong, supportable decisions it is important for all Councilmembers to receive information and /or supporting materials in the same venue and time, if at all possible. This policy is not intended to bypass or supplant the Council standing committee process. It is applicable to instances in which an individual or small group of Councilmembers research, request or are given information that may assist them in their policy making role. In addition to regular, comprehensive memorandums written by City staff directly to the City Council, all written informational material requested by individual Councilmembers will be distributed to all Councilmembers with a notation indicating which councilmember requested the information. This may occur via e -mail, or a hard copy may be distributed to each Councilmember. If the information that a Councilmember requests is not r y available •r cannot be provided with minimum interruption in staff workl Council will be required to request technical assist- deve op a repo. i,' to s aff research or respond to requests for information or ,ervi In some instances mati Co time critical or sensitive in n_ ure. Even t ese s nc= it s ini munication with Councilm =tubers is co si .ten a d ti ely. To e sur- th co sistency, t ese types of communication. sh��u be din ed th1ougr th Last Updated by Matej, Page 1 of 1, 2/17/2010 43 44 DRAFT Feb. 17, 2010 TITLE: Citizen Inquiry Response, Tracking and Reporting PURPOSE: To ensure that citizen inquiries directed to the City Council are appropriately addressed and resulting actions are appropriately communicated. STATEMENT OF POLICY: Tukwila's City government exists to serve the citizens of the community. Tukwila citizens expect and deserve responsiveness from their elected officials when they bring forth a concern or inquiry concerning City business. It is the policy of the City Administration to ensure that: Citizen inquiries are promptly acknowledged; Citizen inquiries are forwarded to the appropriate City Official for review and response; Responses are well reasoned, complete and accurate; Appropriate action is taken as may be warranted by the facts; and The City's response to the inquiry and any action taken is communicated to the City Council and other interested parties. It is further recognized that the demands placed upon City operations are high and it is the responsibility of City Department Directors, under the supervision of the City Administrator and under the policy guidance of the Mayor, to prioritize response to Citizen inquiries in light of all other Departmental responsibilities. PROCEDURES: The Mayor's Office has established and will maintain an electronic Citizen Inquiry Tracking System. This Tracking System will be maintained on a shared drive within the City's internal computer network. Access to the Tracking System will be "Read Only" for all system users with the exception of the following City officials, who shall have the ability to enter and modify information in the Tracking System: City Council Analyst; City Administrator or designee; and Department Directors or designee. When an update or change is made to the information in the Tracking System, the individual making the change and the date shall be recorded. The following procedures will be followed to document, address, track and communicate the outcome of Citizen inquiries received by City Council members: 1. Inquiries received during City Council and Council Committee meetings will be acknowledged by the official conducting the meeting. Discussion of the inquiry should be limited to ensuring the inquiry is clearly understood. An immediate response by either elected officials or staff should be avoided in all but the most simple and straight forward inquiries. In all other cases the inquiry shall be entered into the Tracking System by the Council Analyst, City Administrator or Administrator's designee within one business day of the meeting. citizeninquiries2clean 02/17/2010(2:15PM) sjl 45 46 DRAFT Feb. 17, 2010 2. Inquiries received via the City Council e -mail account shall be entered into the Tracking System by the Council Analyst within one (1) business day of its receipt. 3. Inquiries received by an individual City Council should, at that member's discretion, be forwarded to the Council Analyst within one (1) business day. The forwarded information shall include name and contact information for the citizen as well as a brief description of the inquiry. The Council Analyst shall enter the inquiry in the Tracking System within one (1) business day of receipt from the elected official. In the event the Council Analyst is not available, the City Administrator or Administrator's designee shall fulfill this function. 4. The Council Analyst and the City Administrator shall coordinate to ensure that duplicates of the same inquiry are not entered on the Tracking System. 5. The City Administrator or Administrator's designee shall within three (3) business days of an inquiry's entry in the Tracking System either: a) respond to the inquiry and update the Tracking system to reflect resolution; or b) refer the inquiry to the appropriate Department Director or Director's designee, update the Tracking System to reflect the referral, and inform the citizen regarding the referral. 6. The Department Director or Director's designee shall within five (5) business days of receipt of a referral, either: a) respond to the inquiry and update the Tracking system to reflect resolution; or b) contact the citizen with an estimated timeframe for responding to the inquiry, and enter this information in the Tracking System. 7. The Department Director or Director's designee shall update the Tracking System to ensure it accurately reflects the status of the inquiry at all times. Upon resolution of the inquiry, the Department Director or Director's designee shall update the Tracking System to reflect resolution. 8. The City Administrator shall review the status of active citizen inquiries during weekly Council Agenda Review meetings as requested by the City Council President. The Council President will report the status of citizen inquiries to the full Council at the President's discretion or in response to Council request. It is recognized that in some cases the appropriate response to a citizen inquiry will be to acknowledge receipt of the inquiry and inform the citizen that no further action can or will be taken. citizeninquiries2clean 02/ 17/2010(2:15PM) sj 1 Upcoming Meetings Events FEBRUARY MARCH 2010 22nd (Monday) 23rd (Tuesday) 24th (Wednesday) 25th (Thursday) 26th (Friday) 27th (Saturday) 7 Community Utilities 7 COPCAB, Planning Tukwila Int'l. Blvd. Affairs Cmte, 6:30 PM Commission, Action Cmte's Parks Cmte, 5:00 PM (CR #5) 7:00 PM Trash Pickup Day 5: 00 PM (CR #I) (Council 9:00 10:00 AM (CR #3) Chambers) For location contact Rick at Court rick@forschler.org Volunteer Work Party North Wind's Weir Restoration Planting 10:00 AM 2:00 PM (At "the big dig" across from Boeing Duwainish Towers; 2919 S. 112th) Planting of trees and shrubs in this estuary habitat for young salmon. Soil is sandy, and rock and root free! All tools provided. Contact Dhira Brown, People for Puget Sound, 206- 382 -7007, ext. 182, or restoration @pugetsound.org For more information on restoration projects: www.govlink.org/ watersheds /9/ plan- implementation/ SRFB- northwinds.aspx Family Movie Night on the Big Screen Tukwila Community Center gym. Doors open at 6:00 PM; movie starts at 6:30. FREE! The Community Center will be collecting items benefiting local non profit organiz ations each movie night. 1st (Monday) 2nd (Tuesday) 3rd (Wednesday) 4th (Thursday) 5th (Friday) 6th (Saturday) F Transportation 7 Chamber of 7 Sister City 7 Equity Cmte, Commerce Cmte, Diversity 5:00 PM Gov't. 5:30 PM Commission, (CR #1) Community (CR #3) 5:15 PM Affairs (CR #3) 7 Civil Service Cmte., 12:00 NOON CANCELLED -R Court CANCELLED Office) City Council Committee of the Whole Mtg., 7:00 PM (Council Chambers) Dr. Seuss Night Celebrate Dr. Seuss' 3- City Council 7 Finance birthday with Regular Mtg., Safety Cmte, bouncers, arts and 7:00 PM 5:00 PM crafts, food games! (Council (CR #3) FREE FAMILY FUN! Chambers) 6:00 to 8:00 PM 7 Arts (Community Center) Commission, Sponsored by Tukwila 5:30 PM Parks Recreation, Tukwila's Librmy (Community Advisory Board, and Center) Conununity Schools Collaboration 7 City Council Committee of Whole (C.O.W.) Meeting: 2nd 4th Mon., 7:00 PM, Council Chambers at City Hall. 7 Community Affairs Parks Committee: 2nd 4th Mon., 5:00 PM, Conf. Room #3. Agenda items for 2/22/10 meeting: (A) Update on Aquatics Division of the Parks Recreation Dept. (B) 2009 Fourth Quarter Report. (C) Pre retreat budget review. COPCAB (Community Oriented Policing Citizens Adv. Board): 4th Wed., 6:30 PM, Conf. Rm #5. Phi Huynh (206 -433- 7175). 7 Planning Commission: 4th Thurs., 7:00 PM, Council Chambers at City Hall. Contact Wynetta Bivens at206 -431 -3670. 7- Utilities Committee: 2nd 4th Tues., 5:00 PM, Conf. Room #1. Agenda items for 2/23/10 meeting: (A) Pre retreat budget review. Court Busy Court and /or Jury Calendar (noted to alert employees and citizens of potential parking difficulty). 47 48 Tentative Agenda Schedule MONTH MEETING 1- MEETING 2 REGULAR C.O.W. February 1 2.5 Presidents Day (City offices closed) March 1 April 5 Special Presentation: State of the Municipal Court (Kimberly Walden, Municipal Court Judge Proclamation: Census proclamation Public Hearing: Ordinance relating to the siting and operation of crisis diversion facilities and crisis diversion interim service facilities Unfinished Business: Resolution setting green fees for Foster Golf Course New Business: Ordinance relating to the siting and operation of crisis diversion facilities and crisis diversion interim service facilities 8 8 Special Presentation: Chamber of Commerce 2009 year -end report (Nanny Hinthorne, President) 15 12 19 Public Hearing: Ordinance relating to a six -month moratorium on the acceptance of applications for and issuance of land use, building and development permits, business licenses and /or approvals for any change in use for certain non industrial uses within the manufacturing industrial center zone MEETING 3 MEETING 4 REGULAR C.O.W. 16 (Tuesday) 22 Special Presentation: Introduction of new police officers See agenda packet cover sheet for this week's agenda (Februanj 22, 2010 Committee of the ]Mole Meeting) 22 26 COMMITTEE OF THE WHOLE MEETING TO BE FOLLOWED BY A SPECIAL MEETING