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HomeMy WebLinkAboutCAP 2014-08-12 Item 2D - Discussion - Support Services Transition to Tukwila Pool Metropolitan Park DistrictTO: 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 23 24 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