HomeMy WebLinkAboutCAP 2014-08-12 COMPLETE AGENDA PACKETW"
City of Tukwila
Community Affairs &
Parks Committee
• Joe Duffle, Chair
O Dennis Robertson
• Verna Seal
AGENDA
Distribution:
J. Duffie
D. Robertson
V. Seal
D. Quinn
Mayor Haggerton
D. Cline
C. O'Flaherty
R. Turpin
L. Humphrey
R. Eaton
R. Larson
E. Boykan
TUESDAY, AUGUST 12, 2014 — 5:30 PM
HAZELNUT CONFERENCE ROOM
(formerly known as CR #3) at east entrance of City Hall
Item
Recommended Action
Page
1. PRESENTATION(S)
2. BUSINESS AGENDA
a. An amendment to the Duwamish Gardens contract.
a. Forward to 8/18 Consent
Pg.1
Ryan Larson, Senior Program Manager
Agenda.
b. An update on after - school programming.
b. Information Only at this
Pg.11
Evelyn Boykan, Human Services Program Manager
time.
c. An Interlocal Agreement with the U.S. Department
c. Forward to 8/18 Consent
Pg.13
of Agriculture's Wildlife Services.
Agenda.
Robert Eaton, Parks & Golf Maintenance
Superintendent
d. Plan for transitioning the Tukwila Pool Metropolitan
d. Information only.
Pg.23
Park District (MPD) from using a contracted
operator (City of Tukwila) to a self- operating model.
Robert Eaton, Parks & Golf Maintenance
Superintendent
3. ANNOUNCEMENTS
4. MISCELLANEOUS
Next Scheduled Meeting: Tuesday, August 26, 2014
The City of Tukwila strives to accommodate those with disabilities.
Please contact the City Clerk's Office at 206 - 433 -1800 (TukwilaCityClerk @TukwilaWA.gov) for assistance.
ILA
TO:
City of Tukwila
Jim Haggerton, Mayor
INFORMATIONAL MEMORANDUM
Mayor Haggerton
Community Affairs and Parks Committee
FROM: Bob Giberson, Public Works Director
By: Ryan Larson, Senior Engineer
DATE: August 8, 2014
SUBJECT: Duwamish Gardens
Project No. 90630102, Contract No. 12-007
Contract Amendment No. 4
ISSUE
Approve Amendment No. 4bJ Contract No. 12-O07 with J.A. Brennan Associates.
BACKGROUND
The City acquired the Duwamish Gardens site in 2008 for restoration as a salmon habitat site with
minor park elements. The project is currently in the design phase with construction anticipated this
fall. A proposal was made by Amalfi Investments (Anla|fi), the owner of the adjacent site to the north,
requesting that the City sell a small portion of the Duwamish Gardens' site that measures
approximately 2.700 SF, near East Marginal Way S, to Amalfi so that it would improve their site
access. Amalfi would then sell the City a larger undevelopable portion of their property, totaling
approximately 16.500 SF with 260 LF of river frontage that is more viable for habitat restoration.
The Washington State Recreation and Conservation Office (RCO) provided a portion of the
acquisition funding for the site and required that a deed restriction be placed on the title prohibiting
uses that are not consistent with the intended use of salmon habitat and a passive park. In order to
remove the deed restriction on the portion of the site proposed for sale, the deed restriction must be
lifted requiring approval by the RC{}. This proposal is currently being reviewed by the RCO for
approval.
DISCUSSION
In order for the RC[) to approve this proposed land exchange, they are requiring that the City have
the new property evaluated by the Army Corps of Engineers for potential impacts to Cultural
Resources. Staff has met with the Corps and determined that this review can be included in the
current permit process, but the City must provide the Corps with an updated project design showing
the changes to the project. Since this proposed site expansion was not included in the original
design oontnact, a contract amendment was developed to cover the expanded site and update the
project design.
FISCAL IMPACT
The current agreement with J.A. Brennan is $448'018.76 and with this amendment for $5,047.50,
the new total will be $453,066.26. The 2014 CIP has $460,000.00 budgeted for design.
RECOMMENDATION
Council is being asked to approve Contract Amendment No. 4 with J.A. Brennan Associates in the
amount of $5,047.50 and consider this item at the on the Consent Agenda of the August 18, 2014
Regular Meeting.
Attachments: 2014 CIP, Page 37
Property Exchange Map
JA Brennan Amendment No. 4
w\ Pwsng \Pnoscrs\A-onprojects\nuw°mish Gardens v6-oRO2po63muwm"sigmINpo MEMO Design ^^ Brennan s=#*.d"=
2
CITY OF TUKWILA CAPITAL PROJECT SUMMARY
2014 to 2019
PROJECT: Duwamish Gardens Project No. 90530102
DESCRIPTION: Purchase and restore site as a salmon estuary and passive park.
This projec is included in the WRIA 9 Salmon Recovery Plan's efforts to acquire and restore 20-acres
JUSTIFICATION:
within the Duwamish estuary. Also includes all riverfron property from E Marginal Wy S to Tukwila Int'l Blvd.
STATUS: Property acquired in 2008. Design began in 2012 with construct on scheduled for 2014, grant dependent.
MAINT. IMPACT: With a new pass ve park, additional maintenance will be needed,
Design funding from State Salmon Recovery Board (SRFB) and King Conservation Distric (KCD).
COMMENT: Acquisition grants included SRFB, WRIA 9 King Conservation District, KC Conservation Futuree, WA
State Aquatic Lands and WA State Earmark grant.
FINANCIAL Through Estimated
in $000's
2012 2013 2014
2015
2016
2017
2018
2019
BEYOND TOTAL
EXPENSES
Design
200
260
460
Land (R080
2.116
50
150
2.316
Const. Mgmt.
15
250
50
315
Construction
7
75
1.300
750
2,132
TOTAL EXPENSES
2,323
400
1.700
800
0
0
0
0
0
5.223
FUND SOURCES
Awarded Grant Land
2.011
2.011
Award Grant Design
111
350
139
600
Proposed Grants
1.550
780
2,330
Mitigation Expected
0
City Oper. Revenue
201
50
11
20
0
0
0
0
0
282
TOTAL SOURCES
2.323
400
1.700
800
0
0
0
0
0
5,223
Project Location
2014 - 2019 Capital Improvement Program
37
4
IIIIIIIIIIIIIIIIIIIIIIIIIIIII�I
I
A t, J�liif
Amalfi, LLC property
1111111 r
1111
1 11
rsi
Illllllui `" , „„ lolii'lllllll!
Area proposed to be appended
to Amalfi, LLC property
Yrrr$�fi811I I I, I I, I I?'�"
. , .!!NIIll141lrrj�tiflfgll
City of Tukwila Property
(Duwamish Gardens)
MZE11.11...
1111111 1111111
Area proposed to become
City of Tukwila property
(enhancement area)
uwamish R "v
Legend
Tukwila Property Exchange Areas
Parcel Boundaries
L.41 King County
Feet
0 100 200
The information included on this map has been compiled by King
County staff from a variety of sources and is subject to change
without notice. King County makes no representations or
warranties, express or implied, as to accuracy, completeness,
timeliness, or rights to the use of such information. This
document is not intended for use as a survey product. King
County shall not be liable for any general, special, indirect,
incidental, or consequential damages including, but not limited to,
lost revenues or lost profits resulting from the use or misuse of
the information contained on this map. Any sale of this map or
information on this map is prohibited except by written
permission of King County.
[M. Murphy/ Feb. 2014]
6
City of Tukwila
6200 Southcenter Boulevard, Tukwila WA 98188
Agreement Number:12-007(C)
CONTRACT FOR SERVICES
Amendment #4
Between the City of Tukwila and J.A. Brennan Associates
That portion of Contract No. 12-007 between the City of Tukwila and J.A. Brennan
Associates is amended as follows:
Section 1:
Scope of Services. Work under this contract shall be amended to include reimbursement
for direct expense and costs associated with additional contract scope of services
including contract administration, revising to the project base map, design, JARPA
application, mitigation plan, and mitigation plan graphics. See Exhibit A, attached, with
additional scope of service.
Section 4:
Payment. Payment is hereby changed to include an additional $5,047.50 for this additional
scope of services. The maximum amount payable under this contract as amended
inclusive of all fees and other costs shall not exceed $453,066.26 without express written
modifications of the Agreement signed by the City.
All other provisions of the contract shall remain in full force and effect.
Dated this day of , 2014.
CITY OF TUKWILA CONTRACTOR
Jim Haggerton, Mayor
ATTEST/AUTHENTICATED
Pr ted Name/TitIe: )A'v A IN-at\IIVAN)
APPROVED AS TO FORM
City Clerk City Attorney
CA: 2012
Page 1 of 1
7
July 18, 2014
Exhibit A
Scope of Work — Additional Services
Duwamish Gardens
a. brennan.
II I t' II t
Landscape Architects & Planners
100 S. King Street, Suite 200, Seattle, WA 98104
t. 206.583-0620 f. 206.583.0623
www.jabrennan.corn
Prepared For:
Ryan Larson, the City of Tukwila Public Works Department
Project Description
This request for fee for additional services includes several items as listed below:
Task 1 — Administration
Administration tasks include contract administration and subconsultant administration.
Task 2 — Schematic Design
Schematic design of new 'rectangle area' to include trail extension, clearing/grubbing, grading, planting;
no in-water work anticipated; excavation to be minimized to the extent possible considering below-
ground constraints; coordination with client; draft to client for review; Autocad drafting
Base mapping of 'rectangle area' (if survey not complete), with existing King Co. GIS info;
incorporating/merging w/ Duwamish Garden survey
Task 3 — Permitting
Revise 7 JARPA plan sheets (1-6, 8) to modify triangle area to show no work in that area (as shown in
90% drawings) and add 1 sheet via matchline showing all grading, layout planting on new rectangular
area; cad drafting, note manipulation, scaling, titleblock work; agency coordination by City
Update Mitigation Plan to include the survey approach for the "rectangle area" (by ESA)
Revise Mitigation Plan graphics (by ESA)
Assumptions
• Note that the following services are not included in this scope: cultural and historic
resource investigation, habitat inventory, hydraulics, engineering, permitting (except for
graphics), environmental/BA work, SEPA etc.
• Design of new parcel is to schematic level only; cost does not include detail design or
incorporating into a CD set/bid package.
• Cost estimating and specifications for improvements for the new piece of land is not included.
• Permit agency coordination and all other permit services not listed here are by Owner.
City of Tukwila Duwamish Gardens Scope of Work
8
Cfl
EXHIBIT B
City of Tukwila Public Works
J.A. BRENNAN ASSOCIATES, PLLC July 15, 2014
DUWAMISH GARDENS DESIGN ADDITIONAL SERVICES FOR LANDSWAP DESIGN SERV CES
WORK DESCRIPTION
ITEM
Rate
JO
PM
$145.00
TM/
PLA
9118.00
MP
LA
DC
LAII
$89,00
DS
Designer
$68.00
CN
Admin
$77.00
Total
JAB
Hours
Total
Labor
Total
Total
J.A. Brennan
LaborfExp
Total
J.A, Brennan
wf Markup
Total
ESA
Total
Subconsultan
Markup
Grand
Total
1 Administration
1.1 Contract administration and coordination
Total
2 Schematic Design
2.1 Base mapping
2.2 Schematic Design
Total
3 Permitting
3.1 Revised JARPA graphics (7 sheets)
3.2 Update Mitigation Plan
3.3 Revise Mitigation Plan graphic
Total
Total
1
77.00
77.00
77.00
0
0
0
0
0
.00
492.00
4
4
0
5
11
569.00
0.00, 77.00
10.00 502.00
20 00 589.00
0.00
77.00
1,061.00
502.00
589.00
1,091.00
0.00
0 00
0.00
0.00
0.00
502.00
589.00
1,091.00
0
10
1
1
12
22
22
24
0
33
35
47
2.701 00
106.00
106.00
2,913.00
70.00 2,771 00
106 00
106 00
70.00
4,051.00
2.771 00
106.00
18750
2,983.00 3,064.50
4,151.00 ::
815.00
815.00
4,232.50 ':8
0.00
815.00
15.00
815.00
0.00
0 00
81.50
2.771 00
106 00
1,002.50
81.50
3,879.50
81.50
7.50
Assumptions:
1. Design of new parcel is to schematic level only; cost does not include detail design or incorporating into a CD set/bid package.
2. Cost estimating and specifications for improvements for the new piece of land is not included
3. Permit agency coordination and all other permit services not listed here are by Owner.
Cooy of Cuxemish Land Swap extra se vices_2Q14 ;7- 15,Oppon A 71 4 . ee Proposal
10
TO:
City of Tukwila
Jim Haggerton, Mayor
INFORMATIONAL U��U�^�������U�
oo�x ��x��nmn��o n��n����~ nmn�~nmn��n�»�nn����yn�n
Mayor Haggerton, David Cline, Joyce Trantina, Derek Speck
Community and Parks
FROM: Evie Boykan, Human Services Manager
DATE: August 5, 2014
SUBJECT: Update on Afterschool Programming Plans
ISSUE
A joint committee composed of School District and City staff reviewed three proposals for
afterschool programming at the Tukwila School District. In discussion was provision of services
only at the three elementary schools. The results of this review and subsequent
recommendations are provided for Council review
BACKGROUND
Historically the Community Schools Collaboration organization has provided afterschool
programming at all five Tukwila schools. With changing staff both within the CSC organization
and at the School District, and a question of finances needed to operate the ppogr8nn, the
invitation to serve as the provider was broadened to the YMCA, Parks and Recreation, and
CSC.
DISCUSSION
The review committee looked at a variety of factors; model, capacity, financial stability,
leveraging existing neSOUrCes, and cost in order to make a recommendation. The committee
were especially impressed with a proposal that includes an integrated model including Parks
and Recreation as well as the YMCA. Parks and Recreation brings the experience and great
visibility with the community. The YMCA brings expected and proven success in providing
academic programming, coordination of health services and the ability to leverage additional
funding. Both parties considered an integrated model that would cost approximately $204.000.
The District has committed $80.000 however dollars are restricted by the nature of the funding
source to serve underperforming students.
Parks and Recreation has proposed providing all elementary school programming at the
Tukwila School District. The District will offer space in each of the three schools as an in-kind
resource. Transportation resources need to be arranged at the Building |eve|, as the Buildings
have discretion over dollars that would be used for this source. Transportation dollars are not
included in this budget. They are estimated at $70,000 for all elementary schools.
All parties would like to start programming in the fall. It is estimated that the costs from
September — December will be $87,170. ($23.00O for Parks and Recreation and $$O4.170for
YMCA). Community Schools Collaboration will be providing programming for the middle school
and the high echoo|, however the proposed external funding from Race to the Top funds may
not materialize until 2015. The team talked about options of amending CSC's cnntract, and
reallocating some funds to Recreation services.
RECOMMENDATION
Staff is recommending that the Committee review this issue and that it be forwarded to a future
Committee of the Whole meeting once further specifics of budget are identified for September —
December of this year and for 2015.
12
TO:
City of Tukwila
Jim Haggerton, Mayor
INFORMATIONAL MEMORANDUM
Mayor Haggerton
Community Affairs and Parks Committee
FROM: Rick Still, Parks and Recreation Director
BY: Robert Eaton, Parks and Recreation Superintendent \
DATE: August 4, 2014
SUBJECT: Inter local Agreement with the U.S. Department of Agriculture
ISSUE
Seeking City Council approval to enter into an Inter local Agreement with U.S. Department of
Agriculture.
BACKGROUND
For the past six years, the City has contracted with the U.S. Department of Agriculture, in
partnership with eleven other agencies in the Puget Sound region, for wildlife services. The
purpose of this program is to manage the population of non-migratory Canada Geese. The
project focus in Tukwila is along the Duwamish River at Foster Golf Links. The City strives to be
fiscally responsible and partnering with other agencies for this service achieves this.
DISCUSSION
The U.S. Department of Agriculture is asking the City to enter into an Inter local Agreement,
along with the eleven other agencies that have partnered in this program in the past, to
participate in the program.
FINANCIAL IMPACT
The regional expense for this program is $27,528 however, the City of Tukwila's portion is
$2,230.
RECOMMENDATION
The Community Affairs and Parks Council Committee is being asked to approve the Inter local
Agreement with the U.S. Department of Agriculture and forward to the Consent Agenda at the
August 18, 2014 Regular Meeting.
ATTACHMENTS
U.S. Department of Agriculture Inter local Agreement
13
14
For Your Action
2014 Interlocal Agreement for
Waterfowl
(Canada Goose)
Management Program
Please Note:
Final Form Ready for Your Submittal for Signature and Funding Authorization
n: staffosp \dh \waterfwl \agreemnt \Inter2000 1
15
2014 INTERLOCAL AGREEMENT FOR WATERFOWL (CANADA GOOSE)
MANAGEMENT PROGRAM
WHEREAS, Chapter 39.34.040 RCW (Interlocal Cooperation Act) permits local government
units to make the most efficient use of their powers by enabling them to communicate and
cooperate with other localities on a basis of mutual advantage and thereby to provide services in .
a manner pursuant to forms of government organization that will accord best with recreational,
park and natural resources and other factors influencing the needs and development of local
communities and
WHEREAS, the various agencies, cities, counties, Washington State and agencies of the Federal
Government listed in Exhibit A - Page 6 of this Agreement, desire to manage waterfowl,
especially Canada Geese; and
WHEREAS, all parties require assistance from the Wildlife Services Program of the U.S.
Department of Agriculture, to reduce negative impacts on water quality, minimize resource
damage, ensure safety from disease for park visitors, and enhance other property managed; and
WHEREAS, yearly surveys by Wildlife Services indicates an increasing population trend for
Canada geese in Lake Washington from the previous 10 years, expanding smaller groups of
geese in surrounding areas and along Puget Sound, earlier pairing and nesting activity and a
larger surplus of other waterfowl species in the Seattle area; and
WHEREAS, this program will be an ongoing resource management activity attempting to
maintain a manageable number of birds on a year -to -year basis; and
NOW, THEREFORE, in consideration of the covenants herein, it is mutually agreed as
follows:
SECTION I - PURPOSE
The purpose of this Agreement is to provide joint funding for an egg addling program,
lethal control, population monitoring and census; mainly of Canada Geese, within King, Pierce,
and Snohomish Counties.
This program will assist each party in communicating, maintaining, and managing public
and selected and approved private site impacts of surplus waterfowl.
n: staffosp \dh \waterfwl \agreemnt \lnter2000 2
16
SECTION II - SCOPE OF PROGRAM
Wildlife Services (WS) will receive funds from each participating member for the
continuation of an egg addling program, lethal control and evaluation during spring and summer
2014.
Using best management practices WS will carry out an egg addling program, seeking as
many accessible nesting areas as possible and will make every effort to minimize damage to the
surrounding environment.
With the assistance of Wildlife Services, the WMC members will continue a yearly
program to increase monitoring activities that will enhance our location and access of nests on
public and private land and to facilitate expanded egg addling program, including advertisement
of an addling and nesting location hotline number for the general public and others, posters and
webpage advertising and other activities to keep the public well informed of the Waterfowl
Management Program.
WS will also implement a program of "lethal control" as requested by the Waterfowl
Management Committee, subject to the terms and conditions of a permit to be issued by the U.S.
Fish and Wildlife Service. This will be done on a case by case basis in situations where an over
population of Canada geese may result in an impact on human health and safety, such as potable
water contamination, bird aircraft strikes, disease transmission or other situations as determined
by WMC members.
To request lethal control, WMC members must contact the WS District
Supervisor or Assistant District Supervisor at 360- 337 -2778. WS will work
with the member agency to determine if removal is warranted and if the
location is suitable for removal operations.
WS will provide an annual report to the members of the WMC which will include
information regarding egg addling, the general location of nests and number of eggs addled,
number of geese removed, difficulties encountered and whatever other information would be
valuable to the WMC.
2014 will be the twenty -first year of an egg addling program and the thirteenth year
utilizing "lethal control ". All methods and tools utilized to accomplish addling and "lethal
control" activities in 2013 will again be used in 2014.
WS will conduct a standardized monthly goose population survey of selected area parks
and will annually conduct up to six goose surveys of Lake Washington by boat. As in previous
years, census counts will be expanded using staff from local agencies and participants at times
and places to be specified. Survey results will be presented annually to the WMC.
Where possible, educational programs such as `don't feed wildlife' and interpretive
signage will be initiated to inform the public about urban Canada Geese, the associated
problems, and the efforts of this committee at addressing those problems.
17
SECTION III - RESPONSIBILITIES
Each party, represented on the Waterfowl Management Committee, as shown on Exhibit
"A ", and incorporated by reference herein, will share in the ongoing review of the programs
carried out by WS.
Each party agrees that if necessary, an Oversight Committee will be appointed to monitor
and report back to the general committee on a regular basis. Three members of the Committee
will make up the Oversight Committee chaired by the Seattle Parks and Recreation
representative.
SECTION IV - COMPENSATION
The total cost of the 2014 waterfowl management program shall not exceed twenty seven
five hundred and twenty -eight dollars ($27,528).
Each party shall contribute to the financial costs of the program as shown in Table I.
SECTION V - TERM AND EXTENSION
The Term of this Agreement is from January 1, 2014 to December 31, 2014. This
Agreement may be extended in time, scope or funding by mutual written consent from all parties
referenced herein.
SECTION VI - TERMINATION
This agreement may be unilaterally terminated by any of the parties referenced herein or
Wildlife Services upon presentation of written notice to the Oversight Committee at least 30 days
in advance of the severance date shown in Section V.
Should termination of this agreement occur without completion of the egg addling, each
party shall pay only its' pro rata share of any expenses incurred under the agreement at the date
of the termination, and each party shall receive copies of all products resulting from the addling
activities up to the time of the termination.
SECTION VII - DELIVERABLE
Using best management practices Wildlife Services will carry out an egg addling
program, seeking as many accessible nesting areas as possible and will make every effort to
minimize damage to the surrounding environment. Field conditions or changing conditions may
increase or decrease the number of eggs addled from previous years' totals. Eggs will be coated
with vegetable oil on dates to be determined by USDA - Wildlife Services.
Lethal control will be implemented as requested and the total numbers are established by
the U.S. Fish and Wildlife Service Permit. Participants will receive a report on the number of
eggs addled and geese euthanized in 2014.
4
18
SECTION VIII - FILING
As provided by RCW 39.34.040, this agreement shall be filed prior to its entry and force
with the City or County Clerks of the participating parties, the County Auditor and the Secretary
of State, and, if found to be necessary, with the State Office of Community Affairs as provided
by RCW 39.34.120.
SECTION IX - LIABILITY
Each party to this agreement shall be responsible for damage to person or property
resulting from the negligence on the part of itself, its employees, its agents or its officers. No
party assumes any responsibility to another party for the consequences of any act or omission of
any person, firm, or corporation not at party to this agreement.
5
19
EXHIBIT A
2013 WATERFOWL MANAGEMENT COMMITTEE PARTICIPANTS
City of Bellevue Dan Acker
City of Kent — Riverbend Golf Course .Dave Owen
City of Kirkland Jason Filan
City of Mountlake Terrace Curt Brees
Port of Seattle — Seattle - Tacoma International Airport Steve Osmek
City of Renton Kelly Beymer
City of SeaTac Roger Chouinard
Tacoma MetroParks .Marina Becker
City of Tukwila — Foster Golf Links ..Curt Chandler
City of Woodinville Amy Ernsminger
Seattle of Parks and Recreation Barbara DeCaro
University of Washington Charles Easterberg
U.S.D.A. Wildlife Services Roger Woodruff
U.S. Fish and Wildlife Service Brad Bortner
6
20
TABLE I
AGENCIES CONTRIBUTIONS
City of Bellevue 2230
City of Kent 2230
City of Kirkland 2230
City of Mountlake Terrace 2230
Port of Seattle — SeaTac Airport 2230
City of Renton 2230
City of SeaTac 2230
Tacoma MetroParks 2230
City of Tukwila — Foster Golf 2230
Links
City of Woodinville 2230
Seattle Parks and Recreation 2998
University of Washington 2230.
All checks will be made payable to the USDA- APHIS -WS, earmarked for the Wildlife Services and sent
to the following addresses:
Mr. Roger Woodruff
State Director - Wildlife Services Program
U.S. Department of Agriculture
720 O'Leary Street Northwest
Olympia, Washington 98502
(360) 753-9884
In case of procedural questions regarding this project, please contact:
Roberta Bushman, Administrative Officer
Wildlife Services Program
(360) 753 -9884 FAX: 753 -9466
For questions regarding implementation of control measures and census, please contact:
District Supervisor 360 - 337 -2778
SECTION X. - SEVERABILITY
...If any section of this agreement is adjudicated to be invalid, such action shall not affect the
validity of any section so adjudged.
This agreement shall be executed on behalf of each party by its authorized representative. It
shall be deemed adopted upon the date of execution by the last so authorized representative.
7
21
This agreement is approved and entered into by the undersigned county and local government
units, university and other private parties.
City of Bellevue
By:
Port of Seattle — Seattle- Tacoma International
Airport
By:
Patrick Foran, Director of Parks and Community
Services
Date:
Mark Reis, Airport Director
Date:
City of Kent
By:
Seattle Department of Parks and Recreation
By:
John Hodgson, Director
Date:
Christopher Williams, Acting Superintendent
Date:
City of Kirkland
By:
City of SeaTac
By:
Todd Cutts, City Manager
Date:
Kurt Triplett, City Manager
Date:
City of Mountlake Terrace
By:
Tacoma MetroParks
By:
John J. Caulfield, City Manager
Date:
Steve Knauer, Director, Parks and Building
Services
Date:
City of Renton
By:
City of Tukwila
By:
Denis Law, Mayor
Date:
Jim Haggerton, Mayor
Date:
City of Woodinville
By:
University of Washington
By:
Richard A. Leahy, City Manager_
Date:
Jude Van Buren
Director of Environmental. Health & Safety
Date:
8
22
TO:
City of Tukwila
Jim Haggerton, Mayor
INFORMATIONAL MEMORANDUM
Mayor Haggerton
Community Affairs and Parks Committee
FROM: David Cline, City Administrator
By: Robert Eaton, Parks and Recreation Superintendent
DATE: August 6, 2014
SUBJECT: Support Services Transition to TPMPD
ISSUE
Transition and conclusion of support services to the Tukwila Pool Metropolitan Park District.
BACKGROUND
The City and the Tukwila Pool Metropolitan Park District (TPMPD) have been negotiating a new
Interlocal Agreement (ILA) and it is expected that the ILA will be signed by each party in the
near future. At the June 25, 2014 TPMPD Board meeting, City administration announced they
would most likely exercise the 120 day termination clause included in the new ILA. City
administration has determined that continuing to provide support services to the TPMPD is not
the best use of City resources.
DISCUSSION
City staff is committed to facilitating a professional and efficient transition of support services to
the TPMPD. It is the goal of City staff to provide a transition that is seamless and gracious to
ensure minimal impact to pool patrons. City Staff have initiated the development of a transition
plan to facilitate a positive, productive and professional transition and conclusion of support
services to the TPMPD.
Attached is a draft task list matrix that each City Department affected by the transition has
started to complete. Staff will deliver regular updates to the Community Affairs and Parks
Committee and the full Council as the transition progresses.
FINANCIAL IMPACT
Unknown
RECOMMENDATION
The content of this memo is for information only.
ATTACHMENTS
Draft Matrix of Departmental Transition Task Lists
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Department: City Clerk's Office
Primary Goal: Transition City Clerk support services responsibilities to MPD.
Task
List Actions, Steps, Coordination and /or Questions
Target Date Assigned
to
A. City to transfer custody of paper records produced on behalf of the MPD
to the MPD to include but not limited to original Resolutions, ILAs,
Contracts and Agreements, Agendas, Minutes, legal notices, and public
records request files.
City to transfer custody of electronic documents produced on behalf of the
MPD to the MPD, to include but not limited to WORD documents, PDF
files, public records responsive records, and all documents contained in
the "Metropolitan Park District (MPD) Pool" directory in the Digital
Records Center.
FUTURE RECORDS CONSIDERATIONS FOR THE MPD:
A, Establish appropriate storage area (away from moisture and humidity),
particularly for storage ofrecords with lotg -term or archival requirements
Collaborate with local Washington State Archives office regarding
retention and disposition of records.
Name a public records official as required by RCW 4.56
a public records request policy and form (examples available on
City of Tukwila website and through MRSC.org)
E. Post information on MPD website as required by law (RCW 42.56).
F. Establish procedures for 5 -day responses, tracking, and exemptions.
G. Adopt legislation eliminating requirement for MPD to maintain a central
index of records. (Examples at MRSC.org)
H. Research a document imaging tool.
I. Work with MPD attorney and WCIA regarding processing of claims for
damages, litigation and bidding.
Completed
Meeting Support Services
A.
Enter into a contract for minute taking and /or transcription services.
(Currently the contract with the vendor the MPD is using for minutes is
with the City.)
FUTURE MEETING CONSIDERATIONS FOR THE MPD:
A. Determine method for producing paper copies of agenda packets.
B. Determine location for meetings and make any contractual arrangements.
C. Make decision about a recording system, if any.
D. Meeting needs: microphone system, electronic presentation capabilities,
flag (if desired), podium (if needed), speaker sign -up sheets, Executive
Session record sheet.
s,n ode for Commissioners and /o, other officials, if
E.
Have na
desired
Establi
Collab
Meetin
ting set -up and take
n with Boa
t (OPMA).
orney and WCIA regarding pen Public
Department: Finance
Primary Goal: Transition all finance and treasurer items /duties to MPD
Task
Transfer Treasurer and
Duties
Actions and /or Steps
List actions or steps to facilitate City responsibilities
1. Notify King County t# at the City will no longe
services for the MPD'.
Coordinate with King County to transfer tax deposi
account to King County
Coordinate with King County to set up proces
and payroll checks
Reconcile final tax deposits received fro
WC IA
Cashier /POS System
oviding administrative
m the City bank
Transfer remaining items
Update mailing address
Update contact information
hat steps need to be taken forCity to conclude these service
1. Transfer records related to MPD from Class to MPD
2. Remove MPD from armored car contract
ure considerations for the MPD.
1. How to transport deposits from pool to bank
counts payable
Target Date
Augur
August
August
After transition
Assigned
to ,;
Completed
cern
December
December /January
December
Finance records
❑ Determine types of records t transfer: invoices, vouchers, receipts, repo
etc.
❑ Determine desired format of records
Audit
EOY Audit?
1. Notify State Auditor about change in provider of administrative services
2. Provide State Auditor contact information to MPD
August
September
P -Cards
List actions or steps to facilitate City responsibilities
1. Any credit cards issued by the City to MPD staff cancelled
2. Provide information to MPD so they can set up their own PCard system
3.
December
August
an
St actions or steps'tolac itate`City respoTts tithe
1. Coordinate with King County to begin accepting MPD deposits
Future considerations for the MPD
1. Decide if staying with King County for banking services or open own bank
account
2. Develop RFP for banking services or piggy back off an existing contract
3. Consider coordinating with King County to invest cash reserves
List actions or steps to facilitate City responsibilities
1. Coordinate with King County to begin issuing checks
2. Prov ,MPD with all benefit provider information
3. Transition benefit administration to MPD
ure considerations for the MPD
Decide if, staying with King County, issue o
accountant, etc
Deferred compensa on provider
porary employees during transition?
Coordinate with King County to begin issuing checks
ctions or steps to facilitate City responsibilit,
. Provide MPD with templates for current'
2. Provide MPD with final year -end final±'
Future considerations for the MPD:;,
1. Consider what year-end repo ing
List actions or steps: ILA, Revenue Pledge
1. Coordinate with Legal to draft ILA tha
repayment of loans
secures revenue to ensue
August
August
November
December
Augus
November
January
August
Unclaimed Property
ist actions or steps to facilitate City responsibilities
1. Provide MPD with final unclaimed property report
2. Provide reporting documentation from WA State Unclaimed Property
division
November
November
Final
List actions or steps to facilitate City responsibilities
1. Process final check to MPD after EOY reconciliations
2. Provide assistance with final audit, if needed
Department: Human Resources
Primary Goal: Transition Human Resources support service responsibilities to the MPD.
Task
Actions, Steps, Coordination and /or Questions
Target
Date
Assigned
to
Completed
./
List actions or steps to facilitate City responsibilities
❑ Provide sample copies of personnel policies to
❑ Job Descriptions for temporary staff
El Salary schedule for temporary staff
El Parent /School Authorization Form
El Sample copy of application form
❑ Emergency contact ft rrr
Sta
actions or steps to facilitate City responsibilit
Determine end date for part-time / temporary staff recruitment
Determine end date for advertising part-time/temporary staff
Send final PAF's for temporary staff signatures
Provide Public Employees Retirement System (PERS) withdrawal in
W
0
Department: Information Technology
Primary Goal: Transition all IT responsibilities to MPD.
Task
Actions, Steps, Coordination and /o
uestions
POS (Point
Transi
Sale,
Sys
st actions or steps
❑ Determine date
❑ Remove hardware
Social Media
CLASS Records
Analogue Phone Lines
Telephone Service
Cell Phone Service
e City responsibilities
ion
actions or steps to facili
City responsibilities
❑ Already being handled by Jennafer
actions or steps to facilitate City responsibilities
❑ City staff to determine retention and possible transfer of relevant record
Jennafer Amy, or Malcolm need to identify the type of information they''ll
to continue with MPD programs after the transition.' Amy may be able to
out much of that data before the transition, but she'll have to work with
extract.
actions or steps to facilitate City responsibilities
ID Determi ne date of .transition to new phone system.
❑ Transfer: service of Integra account from City tti MPD.
❑ Determine type of phone system and features to be implemented.
❑ MPD:will need to install new wiring if analogue phones will be, used.
❑ Remove Remote Access Call Forwarding from primary phone line.
ist actions or steps to facilitate City responsibilities
❑ Determine date of transition
❑ Transfer service of alarm systems from City to MPD
❑ Transfer DID lines from City to MPD (206- 454 -7578 through 454 -7581)
❑ Reclaim VOIP phones (done at time of PC /hardware reclamation)
is actions or steps to facilitate City responsibilities
❑ Determine date of transition
ti service of Verizon account from City to MPD
❑ Reclaim Amy Kindell's iPhone or be reimbursed for 'Phone (if not paid by MPD).
It was purchased in Oct 2012 with budget 000.07.574.100.42.00
Target
Date
Assigned
to
Completed
Email
List actions or steps to facilitate City responsibilities
Currently hosted by Rackspace
❑ MPD must obtain credit card processing capabilities before target transition date.
❑ Setup meeting with Jennafer, to transition Admin account and methods of
payment to MPD
JaSSMEGUR
DNS Hosting
Currently hosted by Rackspace
❑ Will be taken care of at the same time we transition Email above.
Server
Internet connectivity
Hardware
Currently no server is assigned to MPD, will be their responsibility after transition
X
No internet after City removes network equipment. MPD will address after transition.
X
❑ Determine date of transition
❑ Rem ovehard
wa
re
So
Co
peripherals
❑ Determine date 'of transition
❑ Will be removed with hardware
❑ De
❑ Re
Network/ Network Switch
Technical Support
HVAC facility Monitoring
Mine date of transition
%e: "hardware
Determine date of transition
Remove hardware
Technical support ends after equipment is re
entlyaSi
❑ After
vend
City
Deter
iatabase hosted by City, with rem to access orvendor
. has network established they must make contac
d nocfy controller IP for web access
o dete rmine. retention and possible transfer
e date of transition.
elevant reco
X
X
Department: Legal
Primary Goal: Facilitate t
egal matters related to the TPMPD.
Task
Loan ikepyrnent
List Actions, Steps, Coordination and/or Questions
A. Revi
B. Develop ne
Transition Agreemen
Ending Document(s)
A. Records transfer
B. Continuing support se
req nests)
Indemnification
fng secured loan repayment
. Formal' termination le
Terminate or amend
FUTURE CONSIDERATION!
- Repeal MPD Resolution
f January 1.,;2015
Target
Date
.e. closing books :pr icessing future public records
ity use agreem
OR THE MPD:
regarding organization of the Disti
eflect ope
Assigned
to
ed
W
Department: Parks and Recreation
Primary Goal: Transition all maintenance and operations to TPMPD
Task
Actions and Timeline
Target Date
Assigned to Completed
Boiler
Chemicals Monitoring
Provide procedures and operations of boiler system.
Provide procedures for operation of computerized chemical feed system.
Water Circulation
Provide procedures and overview of
cu
ion system.
Pool filtration system
Provide procedures and overview of pool filtration system.
Maintenance Procedures
Provide schedule of weekly, monthly, quarterly and/or annual
maintenance procedures.
WebCNTRL
Provide procedures and overview of WebCNTRL system.
Inventory supplies and equipment
Prepare final inventory
Health Department Permit
Pool Programs
Emergency Action Plans
Marketing
Communications
Ensure permit is TPMPD name
Provide copy of procedures manual
oxide copy of pool programs descriptions
C. Provide copy of annual program schedule overvie
Provide copy of pool scheduling tool
Provide copy of current EAP procedures.
Provide list of 2013 and 2014 marketing resources
Develop joint communications letter to communicate with contract()
and services to reduce confusion and save time for each agency.
Keys /Facility Security/Codes
Transfer all keys and codes fro
City Staff to MPD ED
Switch garbage se
Contract to MPD
City
Work with PW staff that. manages
his and Waste Management.
Future Considerations for the MPD
Grounds Maintenance
Contract with a landscape maintenance company (typical tasks):
Mowing, line trimming, fertilizing, spraying, blowing, weeding, pruning,
garbage cans, litter p /u, etc
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