HomeMy WebLinkAboutCAP 2014-03-11 Item 2D - Interlocal Agreement - Amendments to 2014-2015 Support Services with Metropolitan Park DistrictCity of Tukwila
Jim Haggerton, Mayor
INFORMATIONAL MEMORANDUM
TO: Mayor Haggerton
Community Affairs and Parks Committee
FROM: David Cline, City Administrator
DATE: March 5, 2014
SUBJECT: Amendments to the Inter local Agreement for Pool Operations and Support
Services
ISSUE
The Tukwila Pool Metropolitan Park District (TPMPD) is recommending making revisions to the
Interlocal Agreement with the City of Tukwila.
BACKGROUND.
The City of Tukwila and the TPMPD approved an Interlocal Agreement for the City to continue
to provide Operation and Support Services to the Tukwila Pool. At the February 26, 2014
Metropolitan Park District meeting the Board requested that proposed revisions to the Inter local
Agreement be presented at the March 26, 2014 TPMPD meeting.
DISCUSSION
The TPMPD Board is proposing that language be drafted to cover the following topics:
1. Dispute Resolution
2. Termination for non-payment, lack of insurance or material breach of contract
O. Accountability and Reporting — including a work plan with measurable goals, financial
and other reports and performance audits
4. Cost controls — setting an annual cap on spending beyond which additional approval
would be required
5. Policies and Procedures — reserving TPMPD's right to adopt reasonable policies in the
future that set a different standard and would supersede previous policies once adopted.
FINANCIAL IMPACT
Unknown
RECOMMENDATION
A copy of the current interlocal agreement is attached for your review. Administration would like
Committee members to review the entire agreement and be prepared to discuss any
recommended amendments to the agreement at the March 25, 2014 Community Affairs and
Parks Committee Meeting.
ATTACHMENTS
2014-2015 Inter local Agreement for Support Services Between the City of Tukwila and the
Tukwila Pool Metropolitan Park District.
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13 -004
Board Approval 12/10/13
INTERLOCAL AGREEMENT
FOR SUPPORT SERVICES
BETWEEN THE CITY OF TUKWILA AND
THE TUKWILA POOL METROPOLITAN PARK DISTRICT
In accordance with the Interlocal Cooperation Act (RCW 39.34), the City of Tukwila
( "Tukwila ") and the Tukwila Pool Metropolitan Park District ( "TPMPD "), both of whom are
Washington municipal corporations, hereby enter into the following agreement:
I. RECITALS
Tukwila and TPMPD, through their respective legislative bodies, have declared their
intent to create a relationship whereby TPMPD contracts for support services from Tukwila; and
Tukwila and TPMPD recognize that the cost savings from shared support services greatly
outweighs the increased facility and administrative expenses in creating and maintaining separate
facilities and accounting practices associated with the operation of the City of Tukwila Pool and
related services;
Now, Therefore, Tukwila agrees to provide, and TPMPD agrees to pay for, support
services to facilitate the operation of TPMPD and the City of Tukwila Pool:
II. AGREEMENT
1. Term of Agreement and Renewal.
1.1 Term. This Agreement shall be valid from the Effective Date set forth in
Section 4.1 of this Agreement until January 1, 2016.
1.2 Renewal. This Agreement may be renewed only by written agreement of both
Parties.
2. Scope of Work.
2.1 Pool Operations Scope of Work. Duties shall be performed by the incumbent
identified by job title(s), however the City Administrator may delegate
responsibilities based on staff availability and organization needs. Tukwila
shall perform the duties described in "Exhibit 1" for the TPMPD.
2.2 Pool Staff and Management. The cost of pool staff and management salaries
and benefits are not included in this agreement. The cost of pool staff and
management salaries and benefits shall be billed separately to the TPMPD. The
positions of Aquatics Program Coordinator, Aquatics Program Specialist, and
Extra Labor comprise pool staff and management.
2.3 Support Services Scope of Work. Duties shall be performed primarily by the
incumbent identified by job title, however, the City Administrator may delegate
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responsibilities based on staff availability and organizational needs. Tukwila
shall perform duties described in "Exhibit 2" as needed and requested by the
Board President or his or her designee.
2.4 Support Services Cost Basis. TPMPD shall pay Tukwila for providing support
services based on the hourly wages and benefits of City staff and their time
spent providing support services, plus 10% for overhead expenses. Support
Services will cost approximately $6,600 per month; however nothing in this
agreement limits Tukwila's ability to invoice more than $6,600 per month.
2.5 Monthly Invoice. Tukwila shall provide to TPMPD a monthly invoice for
support services provided to TPMPD outlining the nature of the services
provided, the hours of service provided, the hourly rate applicable to such
services and the expenses incurred no later than 15 business days after the end
of each month. Payment shall be due from TPMPD 30 days from the date of
invoice and made payable to the City of Tukwila.
2.6 Employees. All City employees who provide the TPMPD the services called for
in this Agreement shall be employees of the City, and not employees of the
TPMPD. Except as provided in this Agreement, the employees of the City who
are performing the services called for in this Agreement shall not be entitled to
any benefit from the TPMPD. The City shall, at all times, be solely responsible
for the conduct of its employees in performing the services called for in this
Agreement. The City shall be solely responsible for all compensation, benefits
and insurance for its employees. The TPMPD agrees to adopt and enforce the
City's policies and procedures related to employee safety, pool behavior and
workplace harassment.
2.7 Records. All records relating to the provision of the services called for in this
Agreement shall be considered records of the TPMPD, and shall be retained in
accordance with the records retention requirements of the TPMPD; provided,
the City may retain copies of any records that it must retain to comply with its
own retention requirements or other applicable laws.
3. Indemnification and Hold Harmless. Each party agrees to defend, indemnify, and hold
harmless the other party and each of its employees, officials, agents, and volunteers from
any and all losses, claims, liabilities, lawsuits, or legal judgments arising out of any
negligent or willfully tortious actions or inactions by the performing party or any of its
employees, officials, agents, or volunteers, while acting within the scope of the duties
required by this Agreement. Each party shall be responsible for its own legal costs and
attorneys' fees. This provision shall survive the expiration of this Agreement. This
provision shall also survive and remain in effect in the event that a court or other entity
with jurisdiction determines that this Agreement is not enforceable. It is further
specifically and expressly understood that the indemnification provided herein constitutes
each party's waiver of immunity under industrial insurance, Title 51 RCW, solely to
carry out the purposes of this indemnification clause. The parties further acknowledge
that they have mutually negotiated this waiver.
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3.1 Insurance. Each party shall carry and maintain, for the duration of this
Agreement property and liability insurance coverage for all operations,
facilities, equipment, and personnel, including liability, at not less than the
amount and coverage's as existing on the date of this Agreement in a form and
with a company acceptable to the other party.
4. General Provisions.
4.1 Effective Date. This Agreement shall be effective upon ratification by each
Party's governing body and execution by TPMPD's Board President and the
Mayor of Tukwila.
4.2 Amendment. This Agreement may be amended only upon the consent of both
Parties. Any amendments shall be in writing and shall be ratified and executed
by the Parties in the same manner in which this Agreement was originally
adopted.
4.3 Waiver. The waiver by any party of any breach of any term, covenant, or
condition of this Agreement shall not be deemed to be a waiver of any
subsequent breach of the same term, covenant, or condition of this Agreement.
4.4 Severability. If any provision of this Agreement shall be held invalid, the
remainder of the Agreement shall not be affected thereby.
4.5 Entire Agreement. This Agreement represents the entire understanding of the
Parties and supersedes any oral representations that are inconsistent with or
modify its terms and conditions.
4.6 Counterparts. This Agreement shall be effective whether signed by all Parties
on the same document or signed in counterparts.
4.7 Notices. Any notice to be provided under the terms of this Agreement, shall be
delivered by certified mail, return receipt requested, or by personal service to
the following:
For Tukwila: For TPMPD:
City Clerk President
City of Tukwila TPMPD
6200 Southcenter Blvd. 6200 Southcenter Blvd.
Tukwila, WA 98188 Tukwila, WA 98188
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IN WITNESS WHEREOF, the parties hereto have caused this Agreement to be
executed.
CITY OF TUKWILA
Attest:
Christy O'F a erty, City Clerk
Approved as to Form:
ciuk
Shelley M. Kerslake, City Attorney
Attachment:
TUKWILA POOL METROPOLITAN
PARK DISTRICT
By:
Title: oard President
Dated: - —�
Attest:
Exhibit 1: Pool Operations Scope of Work
Exhibit 2: Support Service Scope of Work
ILA — City & MPD Pool Operations and Support Services
Title: Clerk of the Board
Approved as to Form:
Brian Snure, Attorney for TPMPD
ILA - CITY MPD Pool Operations and Support Services Attachment A (Scope) FINAL 12.112013 rs (FINAL for signature approved 12.10 13)
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Exhibit 1
Tukwila Metropolitan Park District Pool Operations Scope of Work
The following detailed duties which are performed by City of Tukwila staff to ensure safe
operations and programming at the Tukwila Pool.
II Ili ' I
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n1 nio 11,111,1111111,11,1r
Pool Program Operations, These services are billed to the MPD salaries, benefits, and
Extra Labor budget.
1. Staff Scheduling: Scheduling staff is based upon anticipated pool users and scheduled
programs, classes, and/or lessons.
2. Pre-Service Training and Orientation: Provide pre-service training and orientation to
new employees.
3. In-Service Training: Provide scheduled in-service training and required drills to ensure
staff respond efficiently in emergency situation.
4. Procedures Manual: Maintain a comprehensive Procedures Manual.
5. Outreach and Communication: Implement marketing plan and outreach initiatives.
6. Pool Scheduling: Staff shall plan and schedule pool use to accommodate the MPD's
mission, vision and goals.
7. Customer Service: answer questions; facilitate registrations, facility rentals, and
general inquiries.
8. Pool Program and Event Implementation, examples include:
• Lap Swim/Family Swim
• Open Swim
• Gender Specific Swim
• Group Swimming Lessons
• Private Lessons
• Teen Late Night
• Rental - Private Party
• Rental - Aquatics Teams
• Rentals for Specialized Aquatics Activities
• American Red Cross Lifeguard Training
• American Red Cross Water Safety Instructor Training
• Vertical Exercise
• Water Walking
• Water Aerobics
• April Pools Day
• Floating Movie Nights
• Other Programs and Events as determined
2. Pool Facility and Maintenance Operations. These services are billed to the MPD salaries,
benefits, and Extra Labor budget.
1. Obtain Health Department Permit for the pool facility and follow WAC 246-260 for
Water Recreation Facilities (WRF).
2. Maintain current pool operator certifications.
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3 Maintain proper water quality using appropriate disinfection and water b
practices.
4. Follow and comply with all regulations and guidelines for public swimming pools.
5. Respond to pool water contamination issues according 10 Health Department
Regulations.
6. Perform safe chemical h'andling techniques.
7. Maintain a balanced level of disinfection in the pool and conduct regular pool water
tests every three hours according to Health Department Regu!ations.
8. Perform routine chemical dosing calculations and add chemicals as necessary to adjust
and maintain the Langelier Saturation/Calcium Saturation Index of the water to prolong
equipment life.
9. Perform routine water tests and cross reference the automated chemical feed system
and make changes as necessary.
10. Work closely with the Health Department as needed.
11. Maintain the filter system through routine backwashing and filter grid cover
replacement.
12. Maintain pool cleanliness and appearance through routine pool vacuuming and
brushing.
13. Maintain boiler systems and complete safety checks on boilers to ensure code
requirements for pressure vessels is being followed in accordance with state
regulations.
14. Ensure back-check vaives are tested and inspected annually.
15. Ensure facility is 'Virginia Graeme Baker Pool and Spa Safety Act (VGBA) compliant.
16. Ensure facility meets requirements of the Revised Americans with Disability Act
(ADA).
17. Ensure facility meets code requirements for water access and water safety.
18. Conduct routine inspections and maintenance of both mechanical and operational
equipment: diving board, slides, lane lines, extension poles, basketball hoop, pool
covers, guard chairs, handrails, pool stairs, chair lift, natatorium d000, rescue
equipment, pace clocks, pumps, boilers, chemical feed system, motors, air handling
units (AHU) belts and filters, valves, make-up water systems, water and sewer meters,
lighting, electrical systems, domestic plumbing (toilets, showurs, sinks, hose spigots,
drinking fountains) pool water plumbing, boiler system plumbing, lockers, partitions,
dispensers, janitorial cguipoucnL
19. Ensure facility cleanliness and appearance through daily janitorial cleaning.
20. Maintain janitorial supplies inventory, equipment and provide training to staff on daily
cleaning procedures.
21. Perform routine deep cleaning of various components and equipment of the facility.
22. Perform various maintenance repairs as needed.
23. Maintain current signage according to Health Department Regulations.
24. Maintain current Material Safety Data Sheets (MSDS) for all chemicals and post
information foliowing Health Department Guidelines.
25. Maintain accurate and detailed records of pool water chemistry, Langelier
SaturationlCalcium Saturation Index, pump pressure and vacuurn gauges, boiler system
logs, chemical dnxiug, utility consumption, air and water temperatures, water quality,
general facility safety.
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26. Create and maintain a preventative maintenance plan and impl mentation schedule for
all systems and equipment ioibcfacilby.
27. Develop and continually update an Emergency Emergency Action Pian (including site plans,
evacuation procedures and facility shut-down res) for facility equi ment in
conjunction with pool operations p!ans and procedures.
28. Inform pool staff of any known unsafe conditions.
29. Maintain a clean and presentable appearance to the public, respond respectfully and
appropriately to pool patrons' concerns and issues and conduct trainings for pool staff.
30. Manage multiple maintenance contracts (HVAC, Fire Alarm, Burglar Alarm,
Backflows, Boilers) coordinate with contractors (repairs and emergencies), and
purchase from supplies vendors (operating supplies, p001 chemicals, janitorial p/odocto,
maintenance supplies, equipment supplies, replacement parts).
31. Ensure safe water for swimrning by heating it, treating it, testing it, filtering it, and
balancing it.
32. Respond and troubleshoot any situation that comes up (i.e. colored water, cloudy water,
boiler failure, temperatures cold in water, air or showers, pump failure, water chemistry
issue, vomit and/or fecal iucideot, water leaks, fire alarm, burglar alarm, power outage,
and any emergency situation (see Exhibit B — Pool Operator Response Scenarios below
for examples) by providing 24hr callout service.
Technical Support. Services provided on an as needed basis. These services are billed as a
support service based upon the hourly wages and benefits of City staff and their time
incurred providing support services, plus 10% for overhead expenses.
1. Perform essential calculations for both liquid and solid forms of measurement.
2. Respond to pool water contamination issues according to Health Department
Regulations.
3. Calculate dosing requirements for any and all chemicals to be used in the pool.
4. Perform routine chemical dosing calculations and add chemicals as necessary to adjust
and maintain the Langelier Saturation/Calcium Saturation Index of the water to prolong
equipment life.
5. Deal with water prob!ems (poor circulation, cloudy water, colored water, algae, stains,
scale, and foaming water).
6. Operate, interact, manipulate and calibrate the computerized chemical feed system.
7. Provide information on water circulation, flow rates, filter sizing, surge tanks, float
valves, make-up water vaives, entrapment issues, surface water removal vs. main
drains, pump influence and effluence, filter vacuum, parts and maintenance of pumps
and motors, cavitation, variable frequency drives, valves, piping, and health department
codes when needed.
W. Provide information on pool filtration systems; filter rates, different forms of filter
media, calculating filter system sizing and requirements, and maintenance of filter
systems when needed.
9. Make adjustments to maintain air quality and energy loss in accordance with aquatic
industry standards, and Heaith Department requirements
10. Proficient with WebCNTRL software to be able to monitor, test, adjust, schedule,
troubleshoot, and track, al! facility systems and equipment.
l\. Monitor and maintain surveillance system for reception desk ti!Is.
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4. Pool Grounds and Landscaping. These services are billed as a support service based upon
the hourly wages and benefits of City staff and their time incurred providing support
services, plus 10% for overhead expenses.
1. Mow turf areas weekly or as needed — Approximately March to October.
2. Weed flower beds weekly — March to October.
3. Fertilize 2 times per year — spring & fall.
4. Spray broadleaf herbicide as needed to keep weeds away.
5. Rake and dispose of leaves — seasonally.
6. Empty waste receptacles weekly (or more) — year-round.
7. Keep areas around gas meter and oil tank weed free.
8. Blow off walkways and other hard surfaces after mowing and/or as needed.
9. Spread de-icer when walkways are icy.
10. Annual tree and shrub pruning.
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The City of Tukwila's Human Resources Department coordinates the recruitment process of all
MPD employees, manages employee records and administers a benefits program. Below details
duties involved within each task. These services are billed as a support service based upon the
hourly wages and benefits of City staff and their time incurred providing support services, plus
10% for overhead expenses.
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• Employee Recruitment:
1. Route Personnel Requisition Form for signatures
2. Create job posting from job classification
3. Advertise jobs
4. Review all applications for possible candidates to interview
5. Coordinate interview panel and schedule interviews, as needed.
6. Administer testing if needed
7. Deliver tentative offer of employment
8. Conduct reference check to include SSCI background check on all finalists
9. Make final offer of employment or rescind tentative offer
10. Prepare employment forms and create personnel file
11. Schedule orientation for employee to complete forms
2. Maintenance of Employee Records
1. Data gathering.
2. File maintenance and retention.
3. Processing and recording Personnel Actions.
4. Key Card Access Processes.
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. Benefit Administration
1. Coordinate health, dental and vision benefits for full-time employees.
2. Implement employee wellness program.
3. Coordinate retirement benefits.
4. Facilitate employee training and education tracking.
5. Coordinate industrial insurance, manage worker's comp claims.
4. Personnel Policies and Procedures
1. Implement City personnel policy and procedures manual.
2. Research and analyze City policies.
3. Review policies.
4. Implement policy training as needed.
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The City of Tukwila provides hardware and software to the MPD, including computers, printers,
telephones, and important software to ensure efficient operations of the Pool. Technological
services and support is provided by the City's Information Technology (IT) Department. These
services are billed as a support service based upon the hourly wages and benefits of City staff
and their time incurred providing support services, plus 10% for overhead expenses. The
following is performed on an as needed basis
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1' 1 1 11.1 11,1 .111111 ,1111 111.11. 1.111.1,11 11, 1 , „1 1 1 11.1 01, 11 111,1 .1.11 1111 .111 ,111 11 1111111 , 1,11 11 .11;
Telephone Support The Mitel phone system is utilized throughout the City of Tukwila,
including the Tukwila Pool. The Voice Over IP system (VOIP) (versus analogue system)
provides interconnectivity throughout City Departments.
2. Cell Phones: The MPD has 2 cell phones serviced by Verizon; each cell phone utilizes the
negotiated contract pricing the City receives through the Washington State Cooperative
Agreement (WSCA) contract.
Hardware: The MPD utilizes hardware such as central processing units, monitors, printers,
routers, switches, card scanners, cash drawers, cabling and fiber wiring owned by the City of
Tukwila. The IT department provides support and replacement on an as needed basis.
4. Network and Servers: The MPD utilizes server space on the City's servers and network.
This includes storage for email, home directory documents, CLASS (point of sale and
registration software), and includes network services such as virus checking, spam filtering,
routers, hubs, switches and wiring for connectivity. This allows Pool staff and City staff to
share files, and take advantage of a multitude of network capabilities.
5. Software The MPD email is currently using the City's email system licensed under the
Microsoft Enterprise Agreement. The MPD utilizes CLASS software and shares a license
with the City. CLASS is the Recreation Management System used for Point of Sale (POS),
program registration, facility booking and participant database. The license is not
transferable. WebCTRL is software utilized for communication with the pool controls and
water system, this software is currently controlled by the City (for firewall protection)
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however could be easily released in the future if needed.11 staff and Parks and Recreation
Staff troubleshoot on an as needed basis.
6. Printers: The MPD utilizes three printers that are maintained by the City on an as needed
basis.
7. Website: The current MPD Website was designed, coded and then converted into a
Word Press template for ease of use. The IT department coordinates hosting and dornain
renewal for the tukwilwapool.org website.
8. Maintenance: The IT department provides overal! maintenance to equipment ment and software
on an as needed basis.
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Exhibit � ��'�`'t �
^'
Tukwila Metro olitu Park District Support Services Scope of Work
Support Services are performed by City of Tukwila staif to provide support to the TPMPD
as requested by the Board President or desi All of these services are billed based upon
the hourly wages and benefits of City staff and their time incurred providing support
services, plus 10% for overhead expenses.
Administrative services performed by the City Clerk's office includes:
Records Management: Organize and maintain District records and files according to state
archive requirements:
1. Provide guidance and direction to staff on retention and disposition of records.
2. Keep staff up-to-date on changes to laws and State retention schedules.
3. Directly responsible for retention of records such as resolutions, contracts, and
meetings and hearings (agenda packets, meeting minutes, legal notices, audio
recordings) in accordance with State retention schedules.
4. Public Records Requests: Process and respond to public records requests as needed and
maintain database. ]fa request is received, the following steps are involved: Review
and distribute the request; set timelines based on 5-day legal requirement; request
Board attorney review of any responsive records to ensure exempt items are logged per
RCW 42.56; assemble and copy documents; assess charges; compose fulfillment
correspondence to requester.
2. Documents/Claims/Litigation/ Bids, etc.:
1. Contracts: Review for accuracy and ; collect signatures and distribute.
2. Claims/Litigation: Accept and route claims for damages and l i filings and
appeals.
3 Recorded Documents: Transrnit documents to King County Recording Office; pay fees
and track until the documents are returned; scan into the Di itd Records Center; file
paper document.
4. Bids: Review and publish bids based on legal requirements. Provide services to accept
secure bid documents per State law and open bids from vendors, as needed.
5. Elections: Coordination with King County Elections as needed in conjunction with
ballot measures.
3. Composition and Distribution of Minutes from MPD Board Meetings:
1. Staff support at MPD meetings, with responsibility for operation nfnecocdingoystem,
parliamentary procedures, providing assistance to Commissioners and members of the
public and collecting speaker sign-up sheets and any other information distributed at
the meeting for inclusion in the public record file.
2. Upload and index audio recording of meetings into the Digital Records Ceotcc Label
and file CDs.
3
Prepare meeting minutes, distribute draft to City and MPD staff for reviow, make
changes as needed, and provide copy to Commissioners for review.
4. Provide final copy of minutes to Commissioners under "Consent Agenda" item at next
Board meeting and collect signatures.
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5. Scan and index signed minutes and index into the Digital Records Center for
availability to staff and the public, file paper copy for long term records retention.
4. MPD Board Meeting Facilitation:
1. Prepare meeting rooms: Arrange tables, podium, place microphones and run cords as
needed.
2. Set up information for the public including agenda packets and speaker information.
3. Arrangeinents narneplates, gavel, cups and water pitchers on the dais.
4. Set up recording device.
5. Return the above items to storage after meeting and return room to its original
configuration.
5. Notice meetings:
1. Monitor draft agendas for awareness of any public notice requirements (i.e. special
meetings, public hearings, executive sessions).
2. Submit required notices to newspaper for publication and distribute to notification list
and post per legal requirements.
�
Scan notices and index into the Digital Records Center and name intuitively for easy
access. Distribute electronic and paper copies and file paper copies.
4. Track affidavits of publication and file per legal requirements.
6. Collect agenda items prepare agendas, aod prepare meeting packets and agenda items:
1. Maintain tentative agenda templates aodnonxatowhb agenda item information as
provided by staff
2. Distribute draft agenda to applicable staff the week prior to each meeting, including
information on deadlines for submission of agenda packet materials.
S.
Review agenda packet submissions for completion and accuracy, and contact staff as
needed for revisions.
4. Create agenda face sheet.
5. Produce draft and final versions of resolutions. Review for content and accuracy and
complete resolution tracking sheet. Ensure draft resolutions are reviewed by the
Commission Attorney.
6. Create Info Memos for agenda items and craft new resolutions as needed.
7. Provide agenda packet materials to City Administrator and Board President for review.
8. Participate in agenda review meetings and make changes to materials (or contact staff)
as needed.
9. Produce and distribute monthly agenda packets for Commissioners, staff and public.
Production process includes review of materials for content and sequencing (including
page breaks and inclusion of color inserts as needed), scanning or importing of
documents into the Digital Records Center, electronic enhancement or resizing of
images, electronic page numbering, generate searchable text, intuitively name agenda
items, email link to packet materials, production of 20 paper packets for Board
members and the public.
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Provided by the City of Tukwila's Finance Department:
Provide Risk Management Administration:
1. Obtain insurance through the Washington Cities Insurance Authority (WCIA).
2. Coordinate annual insurance audit. MPD Treasurer meets with WCIA representative
and reviews coverage and prior year claim results.
3. Report as necessary to insurance authority: provide incident and accident reports and
perform necessary follow-up.
2. Accounting Services, Recording, Reporting:
1. Annual reporting: prepare and distribute annual financial reports including to MPD
Board.
2. Prepare Schedule of Financial Assistance (for grants received by the MPD) to the State
Auditor's Office.
3. Support State Auditor's Office with annual audit, as requested.
4. Maintain accounting records and prepare reports including: expense reports, revenue
reports, quarter payroll detail reports and other reports as requested.
5. Prepare and submit Department of Revenue monthly excise tax return.
6. Provide semi-monthly payroll processing and file necessary monthly, quarterly, and/or
annual payroll reports and returns.
7. Provide general accounting services and reports to the Board on the status of TPMPD
funds.
8. Provide accounts payable services, payment of invoices and purchasing card
administration.
9. Provide daily revenue recording, receipting, banking, and credit card reconciliation
activities.
10. Liaison with King County. Finance staff work with King County as they collect
property taxes on behalf of the MPD. Property taxes are electronically transferred 2 — 3
times a week. Journal entries are prepared on a weekly basis to record the receipts in
Eden (City's accounting software). County reports on property taxes must be
reconciled at least annually to ensure proper accounting.
11. Prepare annual resolutions for property tax collections and file with King County.
12. Invest excess funds as available.
13. Provide support to Parks and Recreation Staff for grant funding and tracking to ensure
all granting requirements are satisfied. Perform monthly bank account reconciliation.
14. Fixed asset accounting. Tracking and documenting costs of/for assets, calculating
depreciation and list on financial statements. Asset counts are required on a periodic
basis.
15. Retain all records for the MPD in accordance to the WA State records retention
schedule. Records are destroyed when the schedule allows and proper documentation
is prepared to record what records are destroyed and when.
16. Prepare and present annual budget in coordination with Parks and Recreation
Department.
17. Prepare and update 5 and 20 year plan in coordination with Parks and Recreation
Department.
ILA — City & MPD Pool Operations and Support Services
ILA - CITY MPD Pool Operations and Support Services Attachment A (Scope) FINAL 12.112013 rs (FINAL for signature approved 12.10.13)
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Provided by the City of Tukwila's Parks and Recrea ion Department:
l. Supervise Pool staff and daily operations perforrned at the Tukwila Pool as detailed in
Exhibit 1.
2. Coordinate support services with City of Tukwila's Finance Department, Human
Resources Dep2u-tment, Information Technology Department and City Clerk's Office.
Support Assistance to the MPD Board, as needed.
1. Attend quarterly rneetings, as needed
2. Attend annual MPD Board retreat, and annual budget workshop, as needed.
3. Prepare long-term agenda for MPD Board by forecasting MPD annual needs.
4. Research and prepare informational memos, documents, reports and presentation to the
MPD Board.
Examples include:
1 .Annual budget developrnent, presentation, and monitoring.
2.Financial plan developrnent, monitoring and updating.
3.Capital Improvement Plan development and planning.
4.Fees analysis: research, report, and presentation.
5.Request For Proposals, example: RFP for Legal Services docurnent
4. Capital Project Management
1. Prepare bid documents and coordinate bid processes (RFP, RFQ etc.).
2. Prepare and execute contract documents, change orders, amendments, invoicing
3. Oversee Project: Document progress, attend construction meetings, and provide
direction and input.
4. Prepare reports: progress reports, financial reports.
5. Prepare and present project closeout documents.
6. Manage ancl coordinate warranty work related to capita 1projects, umnceded.
ILA — City & MPD Poo Operations and Support Services
ILA i CITY MPD Pool Operations and Support Services Attachment A (Scope) FINAL 1a 11a013 rs (FINAL for signature approved 12.10.13)
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