HomeMy WebLinkAboutFS 2014-04-22 Item 2C - Purchase - Special Events Equipment TrailerTO:
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City of Tukwila
Rick Still, Parks and Recreation Director
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Mayor Haggerton
Finance and Safety Committee
FROM: Rick Still, Parks and Recreation Direct
BY: Tracy Gallaway, Volunteer & Events Superintendent
DATE: April 15, 2014
SUBJECT: Purchase of a special events equipment trailer
ISSUE
Purchase of equipment trailer for the purpose of transporting equipment and supplies to City-
sponsored community events.
BACKGROUND
As identified in the City of Strategic P|@n, providing programming out of TCC, and into the
community is a priority. Over the years, Tukwila Parks & Recreation staff has made a great effort to
move our City sponsored special events out into the community.
The purchase of a special events equipment trailer is a cost-effective way to address the needs
associated with the delivery of city-sponsored special events in the community. Having this resource
will help us to streamline the process by packaging commonly used items into a portable equipment
tnai|er, such as tables, ohaira, tenta, a-boards and oignage, safety supplies, concession supplies and
general event supplies. It provides a pool of resources, eliminates duplication, addresses storage
issues and reduces staff time by eliminating many of the obstacles associated with implementing
events in the community.
SERVICE IMPACT
The program would provide for a trailer equipped with equipment and supplies commonly utilized for
city-sponsored community events. This resource will primarily be used by Tukwila Parks and
F<enneation, but could also be utilized by other City department for ribbon cutting and dedication
events, or other city-sponsored events.
FINANCIAL IMPACT
This p ject was not included in the 2013-2014 Budget. As an alternative, we propose reallocating
existing funds from the 2014 Volunteer & Special Events program budget for the purchase of the
trailer. The estimated cost is $8.580 (actual cost for the volunteer trailer in 2013 was $7.800 + 1096
for any increase in costs).
Adjustments would come from the following GL account line items:
$4.000— Special Events Professional Services (0OO.O7,574.2O4.41.U1)
$2.500— Special Events Operating Rentals Q Leases (OOO.O7.574204.45.O1)
$2,000 — Special Events Other (000.07.574.204.49.00)
RECOMMENDATION
Tukwila Municipal Code 3.32.040 states "Any unbudgeted capital equipment or fixed asset item,
including components or services of items, shall be approved by the Mayor and three affirmative
votes of the respective Council committee assigned to the requesting department. 'Fixed asset'
items are defined as costing at least $5,000 and having a useful life of at least two years."
Staff recommends the Finance and Safety committee authorize the Mayor to approve the purchase
of a special events equipment trailer not to exceed $8.500 using existing funds from the 2014
Special Events and Volunteer budget.