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HomeMy WebLinkAboutCAP 2011-02-14 COMPLETE AGENDA PACKET •W1Lk w City of Tukwila Distribution: J V. Seal O'ahety A. gi ft' J. Duffle 5. C. Kerslake r <t f Community Affairs aC D. Quinn K. Mat 0 Z A. Ekberg B. Arthur J ',47,4W -4 Parks Committee Mayor Haggerton C. Parrish t s Q S. Lancaster D. Almberg s 2 Verna Seal, Chair 19na O Joe Duffle 0 De'Sean Quinn AGENDA MONDAY, FEBRUARY 14, 2011 CONFERENCE Room #3, 5:00 PM Item I Recommended Action Page 1. PRESENTATION(S) 2. BUSINESS AGENDA a. An agreement for lighting upgrades to City facilities a. Forward to 2/14 C.O.W. Pg.1 (grant funding). and 2/22 Regular Mtg. Brandon Miles, Senior Planner (due to tight timelines) b. Manufacturing Industrial Center (MIC) Work Plan b. Forward to 2/28 C.O.W. Pg.13 Study. and 3/7 Regular Mtg. Jack Pace, Community Development Director c. 2010 Fourth Quarter Reports. c. Information only. Pg.17 3. ANNOUNCEMENTS 4. MISCELLANEOUS Next Scheduled Meeting: Monday, February28, 2011 Committee Goals: Seek out opportunities for Councilmembers to further theft knowledge, experience and awareness of the different cultures represented within the Tukwila community. Support programs and services that provide a sense of stability, community and unity throughout Tukwila's residential neighborhoods. Provide legislative support and encouragement to Tukwila residents living in rental communities through programs that hold owners and /or property managers accountable for providing safe places to live through the implementation of a rental licensing program. Formulate an Adopt -a- Neighborhood program that will provide Councilmembers the opportunity to become more familiar with the changing faces of communities and neighborhoods throughout the City. Ensure a commitment to continued human services funding in relation to the cost of living through consistent review of regional, state and federal budgets affecting human services progams and services (also assigned to F &S). Research the viability of sponsoring a City-wide Citizens' Academy (also assigned to F &S). 15 The City of Tukwila strives to accommodate those with disabilities. Please contact the City Clerk's Office at 206 433 1800 (tukclerk @ci.tukwila.wa.us) for assistance. Blank 4vJ IL'A:114. City of Tukwila Jim Haggerton, Mayor s9oa INFORMATIONAL MEMORANDUM TO: Mayor Haggerton Community Affairs and Parks Committee FROM: Brandon Miles, Senior Planner DATE: February 7, 2011 SUBJECT: Lighting Upgrades to City Facilities Interagency Agreement with Washington State Department of General Administration ISSUE Authorizing the Mayor to enter into an interagency agreement with Washington State Department of General Administration (GA) for the completion of energy upgrades to City Hall, the 6300 Building, parking lot lights at Fort Dent and lighting upgrades at the Community Center. BACKGROUND In 2010, the Mayor, with authorization from the City Council, accepted a grant in the amount of $129,500 from the Washington State Department of Commerce to complete energy upgrades to various city facilities. The proposed energy upgrades are basic improvements to lighting and installation of motion sensors that will reduce energy use and costs. The work will occur at City Hall, 6300 Building, the Community Center and the parking lot lights at Fort Dent'. In order to complete the energy upgrades, City staff is proposing that the City utilize performance contracting with the State of Washington Department of General Administration (GA). Performance contracting is a cost effective method of completing energy upgrades to city facilities. The method combines the design /build process typically used by the City into a streamlined process. The City will select an Energy Service Company (ESCO), preapproved by the State, to complete the energy upgrades. The ESCO is then responsible for designing and completing the energy upgrades at a guaranteed price. Any cost overruns above the contingency are borne by the ESCO and not the City. The ESCO will also provide guaranteed energy savings to the City. Many cities lack the funds to complete energy upgrades and use performance contracting as way to address this issue. In these situations the ESCO completes the energy upgrades and then the energy savings from the project are used to pay for the energy upgrades. If the energy upgrades do not materialize, the ESCO is responsible for making up the difference. City staff has met with Ameresco /Quantum, an ESCO, to look at completing the City's energy upgrade project. They have projected the following energy and financial savings for the City projects: 1 Per our agreement with Starfire Sports, the City is responsible for the parking lot, including lighting. INFORMATIONAL MEMO Page 2 Location Energy Savings (in Annual Dollar kWh Savings City Hall and 109,634 $9,846 6300 Building Fort Dent Parking 25,623 $2,280 Lot Community 65,011 $4,244 Center, Parking Lot and Internal Totals 200,268 I $16,372 The total project cost, with contingency, is $163,904. The table below shows the sources of funds for the project. Over 90 percent of the costs will be paid for by our grant or energy rebates from Puget Sound Energy and Seattle City Light. The City will provide $15,387 of budgeted funds to complete the project. Total Project Cost EEBCG Grant Funds I Utility Rebate I City Funds $163,904 I $129,500 I $19,017 1 $15,387 We have conservatively estimated that the City will receive a 20% utility rebate for construction related activities. If we receive more than anticipated, the additional funds would go to reduce the City's match. Thus, no more than $15,387 of City funds would be expended for this project. This would represent 26% of funds budgeted for this project in 2011 (Budget Line Item #000.03.513.100.45.56). The City will not be contracting directly with Ameresco /Quantum to complete the project, but instead will be contracting with GA. GA will provide contract administration and project management for the City's energy upgrade project. GA will also assist the City in completing an energy savings review one -year from the date that our project is completed. This will help us to determine if the energy savings forecasted are being realized. DISCUSSION Contracting with the State of Washington allows the City to quickly complete our energy upgrades while at the same time ensuring that we realize the predicted financial savings. As noted, the City will be providing a cash match of $15,387 to complete the energy upgrade project. Based on the projected energy savings listed above, the City will recoup its initial investment in approximately 11 months. After that the City will see a positive cash flow from the completed energy upgrade project. If we looked at this as an investment opportunity the City will see 106% return on our $15,387 investment. The performance contracting method is a new tool that the City could use in the future for energy upgrades to City facilities. If this project proves to be successful, staff hopes to work with GA to upgrade other City facilities and use the energy savings from those projects to pay for the improvements. 2 Funds will come from the Green Initiatives Fund in the Mayor's Office Budget 3 The City will be providing an additional $14,500 of "In- Kind" services for the project. The "In- Kind" includes using existing staffing to administer that grant and to complete the work. 2 W:12011 Info MemoslEnergyGrant.doc INFORMATIONAL MEMO Page 3 The lighting improvements being completed will also be an upgrade at all the facilities. Both the Community Center and Fort Dent have Tight level deficiencies that will be addressed as part of this project. Finally, completing the energy upgrades allows the City to meet the greenhouse gas reduction goals set by City Council Resolution #1649 which calls for a 50 percent reduction of City emissions by 2020. RECOMMENDATION The Council is being asked to approve the contract and consider this item at the February 14, 2011 Committee of the Whole meeting and subsequent February 22, 2011 Regular Meeting. The item has been placed on tonight's Committee of the Whole meeting, and can be withdrawn if the Committee has concerns. Staff is asking to move this to the Committee of the Whole tonight because the Department of Commerce wants the City to expend our funds by the end of May. If the Council acts at the February 22, 2011 Regular meeting we can start construction as early as March 1. ATTACHMENTS Interagency Agreement, with Attachments A, B, and C Detailed Scope of Work to be performed W12011 Info MemoslEnergyGrant.doc 3 A Interagency Agreement Department of General Administration Date: January 12, 2011 Interagency Agreement No: 201 1 ERG -560 Interagency Agreement Between the Department of General Administration and City of Tukwila This Agreement, pursuant to Chapter 39.34 RCW, is made and entered into by and between the Department of General Administration, Facilities Division, Engineering Architectural Services, hereinafter referred to as "GA and City of Tukwila, hereinafter referred to as the "CITY The purpose of this Agreement is to establish a vehicle for GA to provide future Energy/Utility Conservation Project Management and Monitoring Services to the CITY and to authorize the development of the energy services proposal. Now therefore, in consideration of the terms and conditions contained herein, or attached and incorporated by reference and made a part hereof, the above -named parties mutually agree as follows: 1. Statement of Work GA shall furnish the necessary personnel and services and otherwise do all things necessary for or incidental to the performance of the work set forth in Attachment "A" and Attachment "C attached hereto and incorporated herein by reference. Unless otherwise specified, GA shall be responsible for performing all fiscal and program responsibilities as set forth in Attachment "A" and Attachment "C Energy/Utility Conservation projects shall be authorized by Amendment to this Agreement. 2. Terms and Conditions All rights and obligations of the parties to this Agreement shall be subject to and governed by the terms and conditions contained in the text of this Agreement_ The CITY shall provide the Energy Services Company (ESCO) with any additional contract language necessary to comply with federal requirements under the American Recovery Reinvestment At of 2009 (ARRA) and the Energy Efficiency and Conservation Block Grant (EECBG). The ESCO and their subcontractors are required to comply with all applicable federal regulations and reporting procedures. 3. Period of Performance Subject to its other provisions, the period of performance of this master Agreement shall commence when this Agreement is properly signed, and be completed on December 31, 2013 unless altered or amended as provided herein. 4. Consideration Compensation under this Agreement shall be by Amendment to this Agreement for each authorized project. Each Amendment will include a payment schedule for the specific project. Interagency Agreement No. 2011- ERG -560 Page 1 of 4 5 For Project Management Services provided by GA under Attachment "A" of this Agreement, the CITY will pay GA a Project Management Fee for services based on the total project value per Project Management Fees Schedule set forth in Attachment "B If the CITY decides not to proceed with an Energy /Utility Conservation project that meets CITY's cost effective criteria, then the CITY will be charged a Termination Fee per Attachment "B The Termination Fee will be based on the estimated Total Project Value outlined in the Energy Audit and Energy Services Proposal prepared by the ESCO. If monitoring and verification services are requested by the CITY and provided by GA under Attachment "C" of this Agreement, the CITY will pay GA $2,000.00 annually for each year of monitoring and verification services requested. Compensation for services provided by the ESCO shall be paid directly to the ESCO by the CITY, after GA has reviewed, approved and sent the invoices to the CITY for payment. 5. Billing Procedure GA shall submit a single invoice to the CITY upon completion of each authorized project, unless a project specifies a Special Billing Condition in the Amendment. Each invoice will indicate clearly that it is for the services rendered in performance under this Agreement and shall reflect the Agreement number. GA will invoice for any remaining services within 60 days of the termination of this Agreement. 6. Payment Procedure The CITY shall pay all invoices received from GA within 90 days of receipt of properly executed invoice vouchers. The CITY shall notify GA in writing if the CITY cannot pay an invoice within 90 days. 7. Non Discrimination In the performance of this Agreement, GA shall comply with the provisions of Title VI of the Civil Rights Act of 1964 (42 USC 200d), Section 504 of the Rehabilitation Act of 1973 (29 USC 794), and Chapter 49.60 RCW, as now or hereafter amended. GA shall not discriminate on the grounds of race, color, national origin, sex, religion, marital status, age, creed, Vietnam -Era and Disabled Veterans status, or the presence of any sensory, mental, or physical disability in: a) Any terns or conditions of employment to include taking affirmative action necessary to accomplish the objectives of this part and b) Denying an individual the opportunity to participate in any program. provided by this Agreement through the provision of services, or otherwise afforded others. In the event of GA's non compliance or refusal to comply with the above provisions, this Agreement may be rescinded, canceled, or terminated in whole or in part, and GA declared ineligible for further Agreement with the CITY. GA shall, however, be given a reasonable time in which to cure this noncompliance. Any dispute may be resolved in accordance with the "Disputes" procedure set forth therein. 8. Records IVlaintenance The CITY and GA shall each maintain books, records, documents, and other evidence that sufficiently and properly reflect all direct and indirect costs expended by either party in the performance of the services described herein. These records shall be subject to inspection, review, or audit by personnel of both parties, Interagency Agreement No. 2011- ERG -560 Page 2 of 4 6 other personnel duly authorized by either party, the Office of the State Auditor, and federal officials so authorized.by law. GA will retain all books, records, documents, and other material relevant to this agreement for six years after expiration; and the Office of the State Auditor, federal auditors, and any persons duly authorized by the parties shall have full access and the right to examine any of these materials during this period. 9. Contract Management a. The CITY. Representative on this Agreement shall be: Brandon J.Miles, Senior Planner City of Tukwila Department of Community Development 6300 Southcenter Blvd., Suite 100 Tukwila, WA 98188 -8548 Telephone (206).431 -3684 The Representative shall be responsible for working with GA, approving billings and expenses submitted by GA, and accepting any reports from GA. b. The GA Project Manager on this Agreement shall be: Todd Flynn, P.E. Dept. of General Administration Facilities Division Engineering and Architectural Services PO Box 41012 Olympia, WA 98504 -1012 Telephone (360) 902 -7251 Tocld Flynn will be the contact person for all communications regarding the conduct of work under this Agreement. 10, Hold harmless Each party to this Agreement shall be responsible for its own acts and /or omissions and those of its officers, employees and agents. No party to this Agreement shall be responsible for the acts and/or omissions of entities or individuals not a party to this Agreement. 11. Agreement Alterations and Amendments The CITY and GA may mutually amend this Agreement. Such Amendments shall not be binding unless they are in writing and signed by personnel authorized to bind the CITY and GA or their respective delegates. 12. Termination Except as otherwise provided in this Agreement, either party may terminate'this Agreement upon thirty (30) days written notification. If this Agreement is so terminated, the terminating party shall be liable only for performance in accordance with the terns of this Agreement for performance rendered prior to the effective date of tennination. Interagency Agreement No. 2011 ERG -560 Page 3 of 4 7 13. Disputes If a dispute arises under this Agreement, it shall be determined in the following manner: The CITY shall appoint a member to the Dispute Board. The Director of GA shall appoint a member to the Dispute Board. The CITY and GA shall jointly appoint a third member to the Dispute Board. The Dispute Board shall evaluate the dispute and make a determination of the dispute. The determination of the Dispute Board shall be final and binding on the parties hereto. 14. Order of Precedence In the event of an inconsistency in this Agreement, unless otherwise provided herein, the inconsistency shall be resolved by giving precedence in the following order: a) Applicable Federal and State Statutes and Regulations b) Terins and Conditions c) Attachment "A Project Management Scope of Work; Attachments "B Project Management Fees; and Attachment "C Monitoring Services Scope of Work, and d) Any other provisions of the Agreement incorporated by reference. 15. All Writings Contained Herein This Agreement contains all the terns and conditions agreed upon by the parties. No other understandings, oral or otherwise, regarding the subject matter of this Agreement shall be deemed to exist or to bind any of the parties hereto. AUTHORIZATION TO PROCEED. Agreed to and signed by: City of Tukwila Department of General Administration Facilities Division Engineering Architectural Services Signature Signature Roger Wiirfield. P.E. Name Name Enerav Program Manager Title Title Date Date The Department of General Administration provides equal access for all people without regard to race, creed, color, religion, national origin, age, gender, sex, marital status, or disability. Contract information is available in alternative formats. For more information, please call Eddie Miller at (360) 902 -7219. 2011560IAAem REVIEWED BY GA CFO 1/10/11 Interagency Agreement No, 2011 -ERG -560 Page 4 of 4 8 ATTACHMENT NT Scope of Work Energy/Utility Conservation Projects Management Services Statewide Energy Performance_ Contracting Program Master Energy Services Agreement No. 2009 -151 GA will provide the following project management services for each specific project for the CITY. Each individual project shall be authorized by Amendment to this Agreement. 1. Assist the CITY in the selection of an Energy Service Company (ESCO) consistent with the requirements of RCW 39.35A for local governments; or 39.35C for state agencies and school districts. 2. Assist in identifying potential energy /utility conservation measures and estimated cost savings. 3. Negotiate scope of work and fee for ESCO audit of the facility(s). 4. Assist in identifying appropriate project funding sources and .assist with obtaining project funding. 5. Negotiate the technical, financial and legal issues associated with the ESCO's Energy Services Proposal. 6. Review and recommend approval of ESCO energy /utility audits and Energy Services Proposals. 7. Provide assistance during the design, construction and commissioning processes. 8. Review and approve the ESCO invoice vouchers for payment. 9. Assist with final project acceptance. 10. Provide other services as required to complete a successful energy performance contract. Interagency Agreement No. 2011 -ERG -560 9 ATTACIIl ENT B 2009-11 Interagency Reimbursement Costs for Project Management Fees to Administer Energy/Utility Conservation Projects PROJECT TOTAL PROJECT VALUE MANAGEMENT FEE TERMINATION $5,000,000 or more- 1.1% of project cost $25,500 Below 5,000,000 $68,800 $25,500 4,000,000 64,900 23,600 It 3,000,000 59,900 21,700- 2,000,000 52,800 19,600 1,500,000 47,800 17,150 1,000,000 40,800 16,150 900,000 .38,900 15,000 Fl 800,000 36,900 13,950 700,000 34,600 12,800 600,000 31,900 11,500 500,000 28,700 10,100 400,000 24,800 8,800 300,000 19,800 7,300 200,000 10,500 4,400 100,000 6,500 3,000 50,000 4,000 2,000 20,000 2,000 1,000 1. These fees cover project management services for energy /utility conservation projects managed by GA's Energy Program. 2. Termination fees cover the selection and project management costs associated with managing the ESCO's investment grade audit and proposal that identifies cost effective conservation measures if the CITY decides not to proceed with the project through GA. 3. If the project meets the CITY's cost effectiveness criteria and the CITY decides not to move forward with a project, then the CITY will be invoiced per Attachment B Termination or $25,500.00 whichever is less. If the CITY decides to proceed with the project then the Agreement will be amended per Attachment B for Project Management Fee. 4. If the audit fails to produce a project that meets the CITY's established Cost Effectiveness Criteria, then there is no cost to the CITY and no further obligation by the CITY. Interagency Agreement No. 2011 -ERG -560 10 ATTACHMENT C Scope of Work Energy /Utility Conservation Projects Monitoring Services Statewide Energy Performance Contracting Program Master Energy Services Agreement No. 2009 -151 If requested GA will provide the following monitoring services for each specific project for the CITY. 1. Monitor actual energy use and dollar costs, compare with the ESCO's annual Measurement. and Verification (M &V) report and any ESCO guarantee, resolve differences, if needed, and approve any vouchers for payment. 2. Monitor facility operations including any changes in operating hours, changes in square footage, additional energy consuming equipment and negotiate changes in baseline energy use which may impact energy savings. 3. Provide annual letter report describing the ESCO's performance, equipment performance and operation, energy savings and additional opportunities, if any, to reduce energy costs. Interagency Agreement No. 2011- ERG -560 11 SCOPE OF WORK City Hall Energy Upgrades Retrofit approximately 460 fluorescent fixtures with reduced wattage lamps and ballasts. Install approximately 16 occupancy sensors in areas of sporadic use. Fort Dent Park Lot Replace approximately 57 metal halide fixtures in the parking lot with new fixtures including T -5 lamps and electronic ballasts. Tukwila Community Center Park Lot Lights Replace approximately 27 metal halide fixtures in the parking lot with new fixtures including T -5 lamps and electronic ballasts. 6300 Building Energy Upgrades Retrofit three fluorescent fixtures with T -8 lamps and electronic ballasts. Replace the fluorescent fixture in the elevator with new including T -8 lamps and ballasts. Install approximately 23 occupancy sensors in areas of sporadic use. Replace four exit signs with LED fixtures. Tukwila Community Center (Optional) OPTIONAL Contingent on Bids and on receiving rebates from utility providers. We propose doing additional energy upgrades at the City's Community Center. The work would include all or some of the items listed below: Replace 26 metal halide fixtures in the gymnasium and corridor with six lamp T -8 fixtures and high output ballasts. Replace eight incandescent lamps and five metal halide fixtures near the rear entry with compact fluorescent. De- commission seven metal halide fixtures near the rear entry. The total amount of work to be completed will be determined by any remaining grant funds once the initial scope of work is complete. 12 (CM I Lq \l= City of Tukwila Jim Haggerton, Mayor y2 906 INFORMATIONAL MEMORANDUM TO: Mayor Haggerton Community Affairs and Parks Committee FROM: Nora Gierloff, Deputy DCD Director DATE: January 31, 2011 SUBJECT: Manufacturing Industrial Center Study Process ISSUE Should we expand the public outreach efforts for the Manufacturing Industrial Center (MIC) Study? The original work plan (Attachment A) reviewed by Council included public hearings before the Planning Commission and City Council as well as a stakeholder survey process. BACKGROUND The Department of Community Development work plan includes a study and update of Tukwila's Manufacturing Industrial Center and SEPA Planned Action as part of our periodic review of Comprehensive Plan policies. Manufacturing Industrial Centers are designated areas in which the region aims to preserve and enhance concentrated manufacturing and industrial activity. To be eligible, a city commits to discourage incompatible land uses within MIC boundaries. Tukwila's Comprehensive Plan vision for the MIC supports "existing and future industrial activity to maximize employment and economic benefits to the people of Tukwila and the region." The City has periodically received requests to revise its industrial land policies and codes, either to remove land from industrial designation or to allow a wider range of uses in the Manufacturing /Industrial Center. We have received two Comprehensive Plan Amendment applications for 2011 that affect the MIC area, one to add property to the designation and one to remove it. Staff has completed a detailed background report on the current conditions in the MIC area. The report entitled, Tukwila Manufacturing Industrial Center Comprehensive Plan Update Background Report, dated October 2010 was included in your January 3, 2011 Council packet. City staff briefed the Planning Commission and Tukwila International Boulevard Action Committee (TIBAC) on the information contained in this Report. DISCUSSION The public involvement process for the MIC study has begun. The public has been notified of the study via the City of Tukwila website, the Hazelnut and the "Tukwila Reporter," with a call for expression of interest in receiving information and becoming involved. All businesses, property owners and tenants in and adjacent to the MIC were sent a postcard informing them that study materials were posted on the city website, encouraging them to take an online survey and offering the opportunity to join an email update list. Three responses were received to the survey that was posted on the website. Staff contacted selected business owners and stakeholders via a letter to request their participation in a questionnaire pertaining to their operations in Tukwila. Staff has continued to contact businesses via telephone, and is conducting interviews either in- person, or via telephone according to the business' preference. To date we have been able to conduct twenty interviews and will be compiling the themes into a summary issues and opportunities paper. W:\2011 Info Memos \M IC_Public_Process_Alt.doc 1 3 INFORMATIONAL MEMO Page 2 At their briefing Planning Commission (PC) members expressed concern that these efforts may not be sufficient to gather all viewpoints and concerns. They have suggested that a committee or workshop process outside of the planned public hearings would complement the individual interviews that staff has undertaken to date. Staff has developed the following options for expanding public involvement in the process. 1. Public Workshops: We could reach out to those who have indicated an interest in the MIC Study process by joining the email list or participating in the survey process and invite them to one or two workshops to review and comment on the Issues and Opportunities summary memo. A notice would also be posted on the website. The limited time commitment for this option may increase the numbers of those willing to participate. It has taken a considerable amount of staff time to recruit the survey participants, even though the time required is approximately 20 minutes and they choose the time and type of the interview. 2. Meetings with a Stakeholder Group: An alternative would be a stakeholder committee similar to that used for the Sign Code update. The composition of that 8 member group was: 2 City Council members 1 Planning Commission member 3 Residents 2 Business Representatives In order to keep the committee at a workable size (no more than 10 plus staff) we would need to limit the number of committee members to a subset of those stakeholders who have participated so far. We suggest the following composition: 2 City Council members 1 Planning Commission member 2 Residents 4 Business Representatives /MIC Property Owners Staff would work with the CC to develop a resolution specifying the review process, staff would work to recruit interested parties and the Mayor would appoint the members. We would hold work sessions to review and comment on the Issues and Opportunities memo and develop a recommendation to the PC. 3. Move Straight on to the Planning Commission: In this option the PC would serve as the citizen review body and comments would be accepted through the public hearing process. This would allow us to move forward most efficiently and still provide multiple opportunities for public input and involvement. Whichever process is chosen we would hold a PC hearing and PC work session(s) to develop a set of recommended updates. This would be followed by a City Council hearing and possibly Council work sessions. RECOMMENDATION The Committee is being asked to make a recommendation on the above alternatives and forward the issue to the Committee of the Whole meeting on February 28'2011. ATTACHMENT A. MIC Study Work Plan 1 4 W:\201 1 Info Memos \MIC_Public_Process_Alt.doc MIC Study Work Plan Clarify study goal: Purpose Update information pertaining to MIC Consider economic activity, development and development codes in the MIC in light of the Comprehensive Plan's vision for the MIC that supports "existing and future industrial activity to maximize employment and economic benefits to the people of Tukwila and the region," and perceived pressure on the MIC to allow non- industrial uses to locate /expand Recommend modifications /actions as indicated 4 Quarter, 2010: Background Materials and business survey to website Prepare mailing to property owners, tenants (300 x 2) Letter /postcard announcing study, possible issues. Request involvement via online survey, email list. Identify and contact interview candidates Short list of possible business contacts o Boeing o Sabey o KCIA o Jorgenson Forge o Museum of Flight o Aviation High School o USPS o Group Health o McCormick and Schmick's Catering o Trucking firm o Other smaller property owners/businesses Groups o Representative of Realtors o Agency such as ECOSS, Duwamish Transportation Management Association (TMA) o Tribe (Muckleshoot, Duwamish) o TIBAC o Friends of the Hill Interview businesses individually, either in person or by phone as business desires— C: \temp\XPGrpWise\Work P1an1.21.11.docAttachment A 15 1 Quarter, 2011 Request guidance re public review process (i.e. stakeholder Advisory Committee, Planning Commission, etc.) Depending on direction from City Council, form Manufacturing Industrial Center advisory group or use other public outreach body (i.e. Planning Commission) or hold workshop. Prepare summary of issues, concerns, possible action based on responses from interviews 2 3 rd quarters, 2011 Depending on direction from City Council, hold meetings or workshop for stakeholders and public with clear, focused agenda including data, results of interviews. Introduce alternatives Present results to designated public outreach body, Planning Commission, CAP and City Council. Request guidance. Revise alternatives from feedback Planning Commission hearing, recommendation City Council review, action C: \tenmp\XPGrpWise \Work Plan1.21.11.docAttaChment A 16 J ��ILA- tyg s y City of Tukwila Jim Haggerton, Mayor 190. FOURTH QUARTER REPORT TO COUNCIL October 1 December 31, 2010 Prepared for Community Parks Committee CITY COUNCIL Due to the Council's need to address the City's budget shortfall during 2010, discussions and actions regarding City Council goals were delayed and /or limited. BUDGET PROGRAM GOALS: 1. Seek out opportunities for Councilmembers to further their knowledge, experience and awareness of the different cultures represented within the Tukwila community: Assigned to Community Affairs Parks Committee for implementation and /or follow -up. 2. Support programs and services that Provide a sense of stability. community and unity throughout Tukwila's residential neighborhoods: Assigned to Community Affairs Parks Committee for implementation and /or follow -up. Councilmembers continue to sponsor a monthly Coffee Chat in the Tukwila community. 3. Work together in cooperation with nearby cities to address common Problems in the Highway 99 corridor and Military Road: Assigned to Finance Safety Committee for implementation and /or follow -up. A small standing committee of three members from each Council met on April 22, 2010, and July 8, 2010. A joint meeting was not scheduled for the 4th Quarter. 4. Provide legislative support and encouraaement to Tukwila residents livina in rental communities through programs that hold owners and /or property managers accountable for providing safe places to live through the implementation of a rental licensing program: Completed. On April 19, 2010, Council approved a resolution adopting a residential rental business license and inspection program fee schedule. In June, Substitute Senate Bill 6459 regarding rental property inspections, which were actively opposed by Tukwila, became law. 5. Approve and implement standard operating Procedures for the Council. Review and update procedures on a regular basis: Not currently assigned to a specific committee; monitored by the Council President and Legislative Analyst. The Council did not implement any policies for incorporation into the standard operating procedure manual during the fourth quarter. 6. Support the implementation of City endorsed programs (i.e. Walk Roll Plan, Fire Master Plan. Parks Recreation Open Space Plan) through Policy related decisions not associated with direct program funding: Assigned to Community Affairs Parks Committee for implementation and /or follow -up. 7. Ensure a commitment to continued human services funding in relation to the cost of living through consistent review of regional. state and federal budgets affecting human services programs and services: Assigned to Community Affairs Parks and Finance Safety Committees for implementation and /or follow -up. This item will be scheduled for Committee review as budget reviews deem appropriate. In response to current unstable economic conditions the Council has worked diligently to leaving significant Human Services funds intact. 8. Study the feasibility and implementation of televised City Council meetings: Assigned to Utilities Committee for implementation and /or follow -up. 9. Continue to foster relationships within local. regional and state entities that encourage opportunities for joint partnership and outreach: Assigned to Utilities Committee for implementation and /or follow up. Councilmembers serve as representatives and alternates on local, regional and state boards, 17 2010 Fourth Quarter Report Prepared for Community Parks Committee Page 2 committees and commissions including but not limited to: SCATBd, SKEDI, WRIA 9, AHAB, Suburban Cities Association, Association of Washington Cities, Highline Forum and Cascade Water Alliance. 10. Formulate an Adoot-a-Neiahborhood oroaram that will provide Councilmembers the opportunity to become more familiar with the chanaina faces of communities and neighborhoods throughout the City: Assigned to Community Affairs Parks Committee for implementation and /or follow -up. 11. Research the viability of sponsorina a City -wide Citizens' Academy: Assigned to Community Affairs Parks and Finance Safety Committees implementation and /or follow -up. 12. Establish a process to provide updates to Council on issues that are brought forward at Council meetinas durina citizen comment opportunities: Completed. During the second quarter, City Administration formulated an efficient process to update Council of such items. The system is currently managed by the Mayor's Executive Assistant. DEPARTMENT OF COMMUNITY DEVELOPMENT 4th QUARTER SIGNIFICANT ISSUES: Land Use Activity There were 19 land use decisions issued, the applications ranged from five SEPA decisions; two Shoreline Substantial Development permits; two Board of Architectural Review approvals; two Short Plat/Boundary Line Adjustments; one Zoning Variance approval; two Wireless Facility permits; one Parking Determination decision; one Tree permit; and three Administrative decisions for Noise Variance and Zoning Verification. Permit Center Activity 2010 2009 4 Quarter Permit Activity issued 435 336 Permit Valuation $12,278,689 $7,789,265 Revenue Collected $248,457 $157,431 Year to date Permit Activity issued 1,695 1,379 Permit Valuation $89,956,511 $42,965,150 Revenue Collected $2,417,454 $877,122 Revenue Enhancement In response to the City's budget situation DCD implemented a hybrid approach to land use fees that includes hourly fees for certain permits and pass through of our hearing examiner and mailing costs. This change was effective July 1 and the amount collected this quarter is $43,503. The total amount collected since July is $110,758. Overall the and use fees collected in 2010 were $152,959 compared to $82,795 collected in 2009. Noise Ordinance The Council adopted the new Noise Code on July 6, 2010. The Department of Ecology provided no comments on the proposed ordinance and the new noise code is now in effect. Staff work is now complete. Sound Transit Staff has continued to work with Sound Transit to address the pending items that were deferred in order for Sound Transit to start operating Light Rail in July 2009 and also to address ongoing monitoring issues such as noise, wetland mitigation and parking monitoring. A letter was mailed to Ahmad Fazel raising noise and parking issues and this letter initiated the second step of the dispute resolution process as 18 2010 Fourth Quarter Report Prepared for Community Parks Committee Page 3 stipulated in the Development Agreement. A number of meetings were held with Sound Transit to follow up on the noise issues and the conditions of approval of the Parking Determination. Sound Transit has submitted the second year noise monitoring report, but has not made the payment for peer review. Also, Sound Transit had previously filed an Unclassified Use Permit application for the permanent Commuter Rail Station. A public meeting on the proposed design was held at the station site. Since then Sound Transit is looking at revising the proposal to change the location of the platforms and deleting the tower elements due to budget constraints. A public hearing for the proposed station will be scheduled after a final design decision is made by Sound Transit. Mini Casinos The City currently has a moratorium on the establishment of new card room mini- casinos that will run through March 2011. AWC's efforts to reach a legislative change that would allow for more local control have not been successful. Walk Roll Implementation The Public Works Department has been coordinating with DCD staff on the Non Motorized Level -of- Service (LOS) Study being completed by Fehr Peers being done as part of the Comprehensive Plan update, and is expected to continue at least until the end of 2012. The City has partnered with the Tukwila School District to apply for state and local grant funding for education and infrastructure projects. The Tukwila School District has received grant funding to develop a Safe Routes to School program through the Communities Putting Prevention to Work (CPPW) program awarded by Seattle King County Public Health. Sensitive Area Ordinance Revisions Staff has completed revisions to the SAO map to include the new wetland classifications and incorporate additional sensitive area information based on the changes approved by the City Council to the SAO in August, 2010. Stream Team The City has received its first allotment of funds from King County to begin implementing the Stream Team Program. Currently, staff is working to develop curriculum, outreach, and development of a rain garden. Trainings are scheduled for February and March. The Rain Garden Training is a joint project with Public Works. CLC has also secured a grant from Alaskan Copper for the installation of a rain garden at Duwamish Riverbend Hill Park. The installation of the rain garden will be done as part of the training. Rainbow Trailer Haven We are working one on one to finalize Units 11, 21 and 25 with the building official. Units 3, 7 and 41 have to be finalized by Labor Industries due to their electrical issues. Pending final inspections. WSDOT Laboratory Proiect The City of Tukwila along with WSDOT, King County Metro, the Cities of Kent, and Renton implemented a program for local employers with 20 or more employees called "Step Away from the Car This is a WSDOT grant funded program available through June 30, 2011 to offer incentives to local employees to find green and healthy commute choices. King County Metro is the lead on this program with our support. NW Maps Staff is working with a local consortium of governments known as the eCityGov Alliance to update the NW Maps application. When this is complete in the first quarter of 2011 we will be able to make our electronic mapping information available to the public for the first time. Citizens and businesses will be able to go online to view aerial photos, check zoning, review King County Assessor information, find public facilities, see the location of environmentally sensitive areas and determine their providers for water, sewer, electricity, garbage and other services. 19 2010 Fourth Quarter Report Prepared for Community Parks Committee Page 4 BUDGET PROGRAM GOALS: Planning 1. Adopt Shoreline Master Program Update: The public comment period ended October 15, 2010 ten comments were received by Ecology, either at the public hearing or in writing. Staff has provided responses to Ecology on the public comments received on the City's adopted SMP. Ecology will be sending the City a letter in the first quarter of 2011 with the corrections required to the SMP in order to obtain Ecology approval of the document. 2. Adopt Tukwila Urban Center Plan and Planned Action: Staff returned to Council with a plan to hire consultants to mediate a stakeholder outreach process but that was rejected. The current proposal is to develop an advisory committee to review and update the Comp Plan policies and then review a revised set of regulations. During 2010 DCD tried to gain internal consensus on the goals and vision for the area. There are elements of the proposed development regulations that some City Departments have not yet endorsed (the concept of growth through intensification of development patterns, positioning buildings closer to the street, mid -rise construction, on- street parking, proposed street widths, use of awnings over sidewalks). A functional transit center, street network plan and an improved Tukwila Pond Park are key to this vision and work on them needs to occur in parallel to the plan. 3. Adopt new Sian Code: The City Council approved the new sign code on August 16, 2010 and it became effective on August 24, 2010. Staff has begun a significant amount of outreach to inform residents, business, property owners, and sign contractors about the new sign code. An intern has been brought on to complete the non conforming sign inventory. Notification of property owners and businesses that have non conforming signs will occur in 1St quarter of 2011. 4. Begin Comprehensive Plan Review (12/2014 Adoption Taraet): In light of the state's budget issues, the legislature acted to change the target adoption date from 2011 to 2014. Staff work has been adjusted accordingly. a. MIC /Planned Action update: Staff conducted interviews with MIC businesses to learn about locational decisions and priorities. b. Climate Change Response: The City has received a grant for energy upgrades to City Hall, the 6300 Building, Fort Dent, and the Community Center. A contract between the City and General Administration will occur in January of 2011. The contract amount does not require council approval. The contract with GA will allow the City to utilize performance contracting with an Energy Service Company (ESCO). Under performance contracting, the ESCO must guarantee that the City will see a certain reduction in energy usage and energy cost savings. The energy retrofits are a joint project with Public Works, Parks, and Starfire Sports. c. PAA clean -up: No activity this quarter. 5. Comprehensive Plan Annual Amendments: Four applications for amendments were received for review this year. The applications include rezoning of land owned by Burlington Northern in Allentown, a request from Sabey to rezone the old Sound Bank property located on East Marginal Way, updates to the TUC Comp Plan policies, and clarification of the quasi judicial nature of site specific rezones. 6. Recvclina Proaram: Preparation began for transitioning Business Recycling responsibilities in -house in 2011. Pilot food recycling program began in 6300 Building. 7. Review Small Lot Residential Development Policies and Standards: Action on this item has been delayed due to other priorities. 8. Complete Tukwila South Master Plan and Annexation: The applicant appealed the Sensitive Areas Master Plan approval that was approved last quarter. Staff had numerous meetings with the applicant to work through the contested conditions and a revised notice of decision was mailed this quarter. 9. Complete TIB Revitalization Plan Update with Transit Oriented Development: Action on this item has been delayed due to other priorities. Code Enforcement 1. Increase community outreach proarams: 20 2010 Fourth Quarter Report Prepared for Community Parks Committee Page 5 Working with Dave Larson to create disaster recovery packets for residential and commercial properties. Participating in the Crime Hot Spots Task Force. Participation will continue monthly. Savage property abatement completed. Abatement lien in the amount of $22,363.23 will be placed against this property. This nuisance abatement was a five year process that required a court order to complete. Forty -two tons of garbage and debris was removed from the property. Residence at 13849 37 Ave S.- Unfit for Human Occupancy Fire damage. Unfit Building hearing held. A fire at the residence has made the structure Unfit for Human Occupancy. The entire structure was filled nearly to the ceiling with personal items and debris (hoarding situation). A portion of the structural support was damaged in the fire and will need to be replaced all with wallboard, appliances and electrical components. All personal items inside the structure have been smoke and water damaged. Building, plumbing, mechanical, and electrical permits will be needed for repairs to the fire damaged structure. Property owner has been ordered to remove all debris from the interior and exterior of the property and to make the necessary repairs under City issued permits. Actively working to resolve older cases. 535 cases files have been opened to date in 2010, 500+ cases have been closed. 2. Rental Housing inspection Proaram: Public meetings with Tukwila landlords were held in July, October, and November to prepare for the new Residential Rental Licensing program. Finalized database of known rental properties and provided it to Finance for inclusion in Eden. Met with Finance Department to coordinate rental licensing process. Assisted Finance with application mailing and database clean up based on telephone calls, returned mail, and in- person contact with property owners. Working with Permit Coordinator to develop Permits Plus process. 3. Develop database of vacant/abandoned houses: Identifying vacant/abandoned houses and determining ownership /responsible party. Process put on hold until further notice 4. Identify training opportunities and schedule said trainina for code enforcement officers: Both Code Enforcement Officers have completed First Aid Training offered by TFD. Mary Hulvey has completed testing for 2009 Property Maintenance Housing Inspector Certification and 2009 Zoning Inspector Certification. Officer Stetson will be testing in first quarter 2011. Permit Coordination and Building 1. The 2009 State Building Code: was adopted by the Council, third quarter. The 2009 Washington State Energy Code adoption by the state was postponed by request of the Governor due to some controversial provisions and the fact that the process for adoption was not in accordance with the State Building Code Council bylaws. Contrary to the Governor's proposed effective date, the State Building Code Council has now established January 1, 2011 as the effective date for the 2009 energy code. Another controversial building code provision that was postponed was the requirement for carbon monoxide alarms in single family residences. The State Building Code Council has now established January 1, 2011 as the effective date for installation of CO detectors in all new single family residences, and January 1, 2013 for the requirement to apply to existing single family residences. 2. Code Update Training for the 2009 Buildino Codes: Additional training completed. 3. A draft ordinance that would allow five story Type VA buildings: Has been completed and will be submitted to council for consideration in the 1 of 2011. Staff has been working with the Fire Department on a new ordinance to create special requirements for Mid -rise buildings and special requirements for High rise buildings. Presentation to the council is anticipated in the 1 quarter of 2011. 21 2010 Fourth Quarter Report Prepared for Community Parks Committee Page 6 4. Staff has completed an emeraencv response and recovery plan focused on the actions of the Department of Community Development: Once the City's Comprehensive Emergency Management is completed staff will integrate the DCD plan. Plannina Commission 1. Review Tukwila Urban Center Plan: Staff will return with a second draft of the plan in 2011 based on the stakeholder input. 2. Review Small Lot Residential Development Policies and Standards: Action on this item has been delayed due to other priorities. 3. Comprehensive Plan Update: Completed third quarter. PARKS AND RECREATION DEPARTMENT YEAR END SUMMARY: The Parks and Recreation Department continued to offer a variety of recreational and leisure opportunities to residents and visitors throughout 2010. The department hosted many citywide special events including the annual Family Forth at Fort Dent, Backyard Wildlife Festival, and the annual Winterfest event. The Tukwila Community Center continued to be a focal point for residents by providing a wide range of activities, programs, and wellness opportunities. Additionally, the Center continued to be a location for businesses to host meetings as well as an attractive location for family events such as reunions and weddings. One new park was opened in 2010, Codiga Park, and Phase I of Duwamish Hill Preserve was celebrated in September 2010. Several volunteer work parties were held at each location throughout 2010 which resulted in thousands of hours of volunteerism. Foster Golf Links was ranked the Most Friendly Golf Course for Kids by Cascade Golfer magazine in December of 2010. The Clubhouse celebrated the one year anniversary of Billy Baroo's as part of their team in June. 4th QUARTER SIGNIFICANT ISSUES: The fourth quarter was busy for the Parks and Recreation Department as staff began preparations for staff reductions at the end of the year. Several events were held including the annual Holiday Giving Program. The program provided over 100 children with clothing and toys during the holidays. Seniors continued to be active throughout the fall /winter with volleyball, hiking and several day trips throughout the region. Youth after school programs continued to provide safe, fun activities for Tukwila's children. Foster Golf Links has endured the ups and downs of the northwest weather. Overall, the year ended 5% down (numbers of rounds) as compared to 2009. BUDGET PROGRAM GOALS: ADMINISTRATION 1. Construct Phase 1 of Duwamish Riverbend Hill and open the park for public access. COMPLETE 2. Desian Phase II of Duwamish Riverbend Hill and continue arant fundina efforts. IN PROGRESS 3. Apply for arants to acauire open space for future conservation and park areas as determined by the department's Parks. Recreations and Open Space Plan. ONGOING 4. Extend a lona term land lease at Tukwila Swimmina Pool with the Tukwila School District. IN PROGRESS 5. Design reaional trail connections that include new routes from the 154th Street Sound Transit Station to the Green River Trail. ONGOING 6. Redesian and construct Phase II of Codiaa Farm Park to include trail system. interpretive markers. picnic area. hand boat launch and oarkina area. COMPLETE 7. Desian and construct a passive neiahborhood park with the recent purchase of the 57th Avenue Park expansion. ONGOING, funding moved to 2011 22 2010 Fourth Quarter Report Prepared for Community Parks Committee Page 7 RECREATION 1. Complete uparade of CLASS Software oroaram. COMPLETED in 2009 2. Incorporate the TCC Sorav Park into the Summer Plavaround Proaram. POSTPONED due to budget reductions. Program is reduced to one site this year. 3. Offer marathon trainina activities /classes. COMPLETE Workshop has been offered through General Recreation Programs. 4. Develop a Medical Alert Coalition to assist Tukwila Seniors in notifyino EMS of medical conditions in case of emeraencv. POSTPONED This was scheduled for 2010, however, may be re- prioritized due to staffing changes. 5. Increase structured proarammina in After School Proaram by implementing program specific classes (i.e.. science. cooking. athletics, etc.) and allow flexibility of registration for these programs. COMPLETED in Fall 2009 6. Develop a desianated area for teens at the Community Center for activities classes. homework. etc. IN PROGRESS 7. Increase Preschool oroaram by addina evenina activities for workina families. POSTPONED Funding for this goal was not approved in the budget. 8. Investigate pricing structure for rentals to better utilize available rental space durina slower times of the year. ONGOING We offered reduced rates for holiday rentals, with little success. We are continuing to monitor. 9. Add one additional youth sports league, i.e., T -ball, airls' fast pitch. summer basketball. flaa football, etc. POSTPONED due to budget reductions. 10. Increase participation and activities with the Teen Council Proaram by implementina new activities once a month. IN PROGRESS Teen Council is working on important skills such as SAT preparation, college tours, scholarship opportunities, etc. Program will increase during upcoming school year. 11. Develop an 8 -team Co -Ed Senior Softball Tournament. POSTPONED due to scheduling of available sites. 12. Plan a number of events on Thursdays before and after lunch to increase the daily numbers by 15% to the Senior Lunch Program. includina new entertainment durina the lunch hour. COMPLETE Since 2008, Thursday's numbers have increased by 18 13. Provide leadership and staff support for 2009 Tukwila Centennial events. COMPLETE 14. Increase weekday (Monday throuah Thursday) rentals at TCC by 10 ONGOING Rentals decreased from 2008 to 2009 due to the economy. 2010 has seen a rebound from 2009 and we are continuing to promote and market our weekday rental space. AQUATICS 1. Increase Aquatic Program Fee revenue by 10% each year. ONGOING 2. Obtain a for o term lease agreement with the Tukwila School District that allows for continued aauatic services in Tukwila. In PROGRESS Due to the future of the pool this issue must be resolved before any alternatives to funding can be ascertained. 3. Produce a feasibility study for a remodel /expansion of the Tukwila City Pool. POSTPONED due to budget situation. 4. Offer CPR classes or challenges to the community and /or City of Tukwila personnel at least once Der Quarter. Ongoing. Challenges have occurred as needed. 5. Offer Lifeguard Trainina classes or challenaes at least once per quarter to the community and beyond to help keep uo optimum part -time staff levels at the Tukwila City Pool. ONGOING 6. Offer after school Special Olympics Swim Team proaram for Tukwila and other local area School District students in the spring. COMPLETE Fifteen athletes participated on this year's team. The Tukwila Turtles brought home six gold, four silver and two bronze medals from the Aquatics State Meet. 7. Continue to work with the Tukwila Community Center in marketina and making pool time available for TCC's special events and camps. COMPLETE TCC's Adventure Camp and Camp Tukwilly both have nine visits scheduled and Teen Camp has seven visits scheduled over the summer. 23 2010 Fourth Quarter Report Prepared for Community Parks Committee Page 8 PARKS MAINTENANCE 1. Assimilate new barks into the Parks Division (Codiaa Farm Park. Macadam Winter Garden. 57th Avenue Park open space. Duwamish Hill Preserve) and develop maintenance plans for each. COMPLETE 2. Provide park expertise in the design phase of the Duwamish Riverbend Hill proiect. ONGOING 3. Inspect trail surfaces for safety hazards and repair (tree root damaae. trail edge reinforcement and asphalt overlay). ONGOING 4. Provide assistance to Recreation. Volunteers and Events Divisions for City -wide events. ONGOING. 5. Oversee park enhancement Droiects annually. ONGOING. GOLF COURSE MAINTENANCE 1. Replace fairway sorinkler heads (500 heads). Remove old heads. re- adiust swing ioints and re -level site. ONGOING 2. Rebuild #9 Tee. Raise and re- contour surface. COMPLETE GOLF COURSE PRO SHOP 1. Work with Elite Racina as the starting line host location for the Tukwila to Seattle Rock Roll Marathon. COMPLETE 2. Conduct a new short name clinic for improving aolf skills. Clinics will be instructed by in -house aolf professional. COMPLETE 3. Develop a new speed of play Droaram to increase course Dlavability. COMPLETE ARTS COMMISSION 1. Promote and increase participation in the Recycled Art Show by 25 COMPLETE. Show was implemented however participation did not increase. 2. Partner with Sister Community and co- sponsor All Nations CUD Art Show and Derformina arts events. COMPLETED in 2009 3. Continue fundraising opportunities in efforts to raise $250.000 for the centennial art piece at the new Klickitat off -ramp. ONGOING 4. Implement the new art selection Dolicv. IN PROGRESS PARKS COMMISSION 1. Sponsor arand openinas of Codiaa Farm Park and Duwamish Riverbend Hill Phase I. COMPLETE 2. Review and assist administration on all 2009 -2010 CIP Droiects. IN PROGRESS 3. Attend Board Commission workshops sponsored by the Washinaton Recreation and Parks Association. IN PROGRESS LIBRARY ADVISORY BOARD 1. Report annually to the City Council on the status of library services and facilities available to Tukwila citizens. ONGOING 2. Maintain and improve communication between the two libraries within Tukwila city limits, the Tukwila Library Advisory Board. the Tukwila City Council. the Kina County Library System. the "Friends of the Library" oraanization and the Tukwila aeneral public. ONGOING 3. Provide books to support literacy in Tukwila and attend Parks and Recreation. and Kina County Library System special events. ONGOING 4. Provide support to the Friends of Tukwila Libraries to promote literacy in Tukwila. ONGOING 24