HomeMy WebLinkAboutCOW 2014-10-13 Item 4B - Interlocal Agreement - 2014-2016 After-School Programming with Tukwila School DistrictCOUNCIL AGENDA SYNOPSIS
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SPONSOR Council
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ITEM INFORMATION
ITEM No.
4.B.
19
STAFF SPONSOR: JOYCE TRANTINA
RANA]. AGENDA DATE: 10/20/14
AGENDA ITEM TITLE
Interlocal
Services
Agreement with the Tukwila School District for Afterschool Programming
10/13/14
Mo/ion
Dale 10/20/14
Resolution
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SPONSOR Council
FIR — DC],) Finance Fire r IT pe7R Police LI PR7
11 Mayor
SPONSOR'S Interlocal Agreement (ILA) with the Tukwila School District to provide after school
SUMMARY programming at the three elementary schools for October 2014 - June 2015 & September
2015 - June 2016.
REVIE E BY COW Mtg. [ CA&P Cmte
— Utilities Cmtc n Arts Comm.
DATE: 10/07/ 2014
11 F&S Cmte
LI "fransportation Cmtc
Comm. E Planning Comm.
CHAIR: SEAL
Parks
a MITFEE
RECOMMENDATIONS:
sPoNsoR/ADNIIN.
CommITIEE
Mayor's Office
Unanimous Approval; Forward to Committee of he Whole
COST IMPACT / FUND SOURCE
ExpiNtirru H REu1RED AMOUNT BUDGETED APPROPRIATION REQUiRED
$ $100,000 per year
Fund Source:
Comments:
MTG. DATE
RECORD OF COUNCIL ACTION
10/13/ 14
MTG. DATE
ATTACHMENTS
10/13/14
Informational Memorandum from Joyce Trantina dated 9/10/14
Draft Interlocal Agreement for 2015-2016
Minutes from the Finance and Safety Committee Meeting of 0/07/14
10/20/
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City of Tukwila
.
Jim Mayo;
INFORMATIONAL MEMORANDUM
TO: Mayor H
Finance and Safety Committee
FROM: Evie Boykan, Human Services
Joyce Trantina, Mayors Office
DATE: September 10, 2014
SUBJECT: Inter local Agreement for Afterschool Programming
ISSUE
Staff requests Council approva to enter into an inter-local agreement (ILA) with the Tukwila
School District to provide after school programming. The purpose of this partnership is to
provide quality after school programming in a safe and structured environment. The purpose of
this agreement is to clarify and outline the intent, roles, responsibilities and communication in
the delivery of afterschool programming at the three elementary schools for the school district
years of September 2014 — June 2016.
BACKGROUND
The City has provided in-kind and financial support for after school programming since 2000.
In 2009. the City entered into a contrac with Community Schools Collaboration (CSC) to
provide afterschool programming at each of the five schools in Tukwila, covering the areas of
academic enrichment, family support including education about community resources, and
health services support including dental and vision services. The City has contributed $100.000
- $130,000 annually to support these activities. The existing contract with Community Schools
Collaboration will expire December 31, 2014.
Based on organizational and staffing changes at both CSC and the Schoo District and
uncertainty regarding the finances needed to sustain the current program, the District decided to
explore other options for providing these services. The District went through the Request for
Qualifications (RFQ) process and received proposals from the YMCA, Parks and Recreation,
and CSC. A joint stakeholder committee made up of representatives from the School District
and City reviewed the proposals and conducted interviews. This committee looked at a variety
of factors — model, capacity, financial stability, leveraging existing resources, and cost, in order
to make a recommendation. The committee recommended an integrated service model, where
Parks and Recreation and the YMCA would collaborate to provide a comprehensive program.
This proposal has previously been discussed at the following meetings:
• Community Affairs and Parks Committee Meeting August 12, 2014.
• Regular City Council Meeting August 18, 2014.
• Finance and Safety Committee Meeting August 19. 2014
22
INFORMATIONAL MEMO
Page 2
DISCUSSION
Under the integrated model, Parks and Recreation staff will provide enrichment activities,
supervised study time and recreational activities and the YMCA will provide general and
individual academic support, skill building and academic success programs. The School District
will provide in-kind services to include bus transportation and facilities.
In previous years, the Parks and Recreation staff have served 30-35 elementary students in the
after school program at the Tukwila Community Center. The new model will serve up to 85
students at each of the three elementary schools five days per week.
This proposal does not include after schoo programming at the middle school or high school.
The existing contract with CSC goes through December 31, 2014 and CSC will use these funds
to continue providing after school programming at the middle school and high school through
the end of 2014. CSC has applied for grant funding to continue this programming next year,
and is working closely with the District to identify new resources. If unable to secure the
required funding, CSC may need to reduce programs or seek additional funding sources (which
could include the City).
BUDGET IMPACT
The Human Services budget would not need to be changed. Starting in 2015 the $100,000
previously allocated in the Human Services annual budget for CSC will be redirected to the
School District.
The Parks and Recreation 2014 budget included approximately $45,000 in expenditures for
after school programs that were provided at TCC. Those would be reallocated to this new
model. As shown on Exhibit A, the total annual Parks and Recreation Department expenditures
would increase to approximately $97,659. Thus, the 2015/2016 Parks and Recreation
expenditure budget will need to be increased by approximately $51,759 per year. This is not a
net increase in cost to the City, however, because the Parks and Recreation expenditures will
be reimbursed by the District.
In summary, of the $100,000 previously allocated to CSC, $48,241 will be directed to the YMCA
through the School District, and $51,759 will be directed to the Parks and Rec. Dept.
FINANCIAL IMPACT
There is no net financial impact to the City because the increased Parks and Recreation
expenditures will be reimbursed by the District. If the Parks and Recreation revenues from
student fees come in below budget, the City, District, and YMCA will mutually agree on service
reductions to fall within budget.
W: \Jvyce\Afteoohou|Lsm1n-2m1 *14p|wALms
INFORMATIONAL MEMO
Page 3
RECOMMENDATION
Staff is requesting that the Finance and Safety Committee forward the Interlocal Agreement to
the October 13 Committee of the Whole meeting for discussion and to the Consent Agenda of
the October 20, 2014 Regular Meeting.
ATTACHMENTS
• Draft Interlocal Agreement, with Exhibits A and B
• Memorandum, dated September 10, 2014
W:Woyce\Afte rschool I LA2015- 2016 \I nfoMemoafterschool I LA9- 10 -14F I N AL.doc
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,C)
)-4
City of Tukwila
6200 Southcenter Boulevard, Tukwila WA 98188
Agreement Number:
AN INTERLOCAL AGREEMENT BETWEEN THE TUKWILA SCHOOL DISTRICT
AND
THE CITY OF TUKWILA FOR AFTER SCHOOL PROGRAMMING AT THE
ELEMENTARY SCHOOLS
THIS IS AN INTERLOCAL AGREEMENT between The Tukwila School District, hereinafter
referred to as the "District," and the City of Tukwila, a municipal corporation of the State of
Washington, hereinafter referred to as the "City" (collectively the "Parties").
WHEREAS, the Parties desire to have quality after school programming for students at the
District and;
WHEREAS, the Parties value and practice collaboration, leveraging local resources, and
maximizing partnerships to bring the best possible services to our District children and families;
WHEREAS, research indicates that those who regularly attend high quality after school
programs demonstrate increased academic performance;
WHEREAS, the Parties feel that the best way to provide high quality after school programs is
through a partnership with the City of Tukwila Parks and Recreation Department ("Parks and
Recreation") and the YMCA , hereafter collectively referred to as (the "Partners").
NOW THEREFORE, in consideration of the benefits that a quality after school program
provides to both Parties and the terms and conditions contained herein, it is mutually agreed by
the District and the City as follows:
. AUTHORITY
This Agreement is entered into pursuant to Chapter 39.34 RCW, the Inter local
Cooperation Act.
2. PURPOSE
The purpose of this partnership is to provide quality after school programming in a safe
and structured environment, thereby reducing crime and increasing academic
performance of the children served. The purpose of this agreement is to clarify and
outline the intent, roles, responsibilities, and communication in the delivery of after
school programming at the three elementary schools for the School District years of
September 2014- June 2016.
DISTRICT RESPONSIBILITIES
3.1 The District will fund the elementary after school program, covering all costs for
October through December, 2014 and September through December, 2015.
25
3.2 The District will collaborate with Partners to jointly develop service delivery and
outcome expectations.
3.3 The District will appoint a contact person at the District administration level to
coordinate overall communication with the City regarding the after school
program.
3.4 The District will provide transportation and facility use for the after school
program.
4. CITY RESPONSIBILITIES
4.1 The City will provide elementary after school programing services as described
in Exhibit B.
4.2 The City will appoint a contact person from the Mayor's Office to coordinate
overall communication with the District regarding the after school program.
4.3 Parks and Recreation will identify a lead staff member to coordinate services with
the District and the YMCA.
4.4 Quarterly reports from Parks and Recreation will be provided, showing the
numbers of children served and activities provided.
4.5 The City will coordinate with the School District to identify objectives and
outcomes, and reports will be shared with the City Administration and City
Council.
5. COMPENSATION
5.1 Parks and Recreation shall invoice the District monthly for the period October,
2014 — June, 2015 and September, 2015 — June, 2016 for services rendered and
not covered by fees (not to exceed $10,851 per month). Payment as provided in
this section shall be considered full compensation for work performed, services
rendered, and for all materials, supplies, equipment and incidentals necessary to
complete the work.
5.2 The District shall invoice the City monthly for the period January — June, 2015
and January — June, 2016 (not to exceed $16,667 per month) for work performed,
and services rendered by the YMCA and Parks and Recreation.
6. INDEMNIFICATION
Each of the Parties shall defend, indemnify and hold the other Party, their officers,
officials, employees and agents harmless from any and all costs, claims, judgment, and/or
awards of damages, arising out of, or in any way resulting from that other party's
negligent acts or omissions in performing under this Agreement. No Party will be
required to defend, indemnify or hold the other Party harmless if the claim, suit or action
for injuries, death or damages is caused by the sole negligence of that Party. Where such
claims, suits or actions result from the concurrent negligence of the Parties, the indemnity
provisions provided herein shall be valid and enforceable only to the extent of each
party's own negligence. Each Party agrees that its obligations under this subparagraph
Rev. 2012 Page 2
26
include, but are not limited to, any claim, demand, and /or cause of action brought by, or
on behalf of, any of its employees or agents. For this reason, each of the Parties, by
mutual negotiation, hereby waives, with respect to the other Party only, any immunity
that would otherwise be available against such claims under the Industrial Insurance
provisions of Title 51 RCW.
7. AUDITS AND INSPECTIONS
The records and documents with respect to all matters covered by this contract shall be
subjected to inspection, review or audit by the City or the District at the requesting
party's sole expense during the term of this Agreement and three (3) years after
expiration or termination, or longer if required by Washington State retention laws. Such
records shall be made available for inspection during regular business hours within a
reasonable time of the request.
8. JOINT BOARD /SEPARATE LEGAL ENTITY
It is not intended that a separate legal entity be established to conduct this cooperative
undertaking. The District shall act as administrator of this Agreement.
9. FINANCE AND BUDGET
The Tukwila School District and City Administration will annually create a working
budget outlining expected revenues and costs The District, City, and the Partners will
meet on at least a quarterly basis to discuss operational costs and will propose changes in
programming if costs exceed the budgeted funding.
10. DURATION; TERMINATION
This Agreement shall be in in full force and effect from the date of mutual execution
through June, 2016, unless extended by the mutual written consent of the Parties.
Either party (City or District) can initiate termination of this Agreement upon sixty (60)
days prior written notice to the other party.
11. APPLICABLE LAW; VENUE; ATTORNEYS FEES
This Agreement shall be subject to, and the Parties shall at all times comply with, all
applicable federal, state and local laws, regulations, and rules, including the provisions of
the City of Tukwila Municipal Code and ordinances of the City of Tukwila. In the event
any suit, arbitration, or other proceeding is instituted to enforce any term of this
Agreement, the parties specifically understand and agree that venue shall be properly laid
in King County, Washington. The prevailing party in any such action shall be entitled to
its attorney's fees and costs of suit. Venue for any action arising from or related to this
Agreement shall be exclusively in King County Superior Court.
12. SEVERABILITY AND SURVIVAL
Rev. 2012 Page 3
27
If any term, condition or provision of this Agreement is declared void or unenforceable or
limited in its application or effect, such event shall not affect any other provisions hereof
and all other provisions shall remain fully enforceable. The provisions of this
Agreement, which by their sense and context are reasonably intended to survive the
completion, expiration or cancellation of this Agreement, shall survive termination of this
Agreement.
15. ENTIRE AGREEMENT; MODIFICATION
This Agreement, together with attachments, exhibits or addenda, represents the entire and
integrated Agreement between the City and the District and supersedes all prior
negotiations, representations, or agreements written or oral. No amendment or
modification of this Agreement shall be of any force or effect unless it is in writing and
signed by the parties.
16. NOTICES
Notices to the City of Tukwila shall be sent to the following address:
City Clerk
City of Tukwila
6200 Southcenter Boulevard
Tukwila, WA 98188
Notices to the District shall be sent to the following address:
IN WITNESS WHEREOF, the parties have executed this Agreement on the date last written
below.
TUKWILA SCHOOL DISTRICT CITY OF TUKWILA
By: By: Jim Haggerton, Mayor
DATE DATE
Approved as to Form: Approved as to Form:
Rev. 2012 Page 4
28
City Attorney
DATE DATE
Attest/Authenticated:
City Clerk, Christy O'Flaherty
DATE
Rev. 2012
Page 5
29
W
0
Tukwila Afterschool Funding Worksheet (3 Elementary Schools)
2014 -15 School Year
(in $)
Sept Oct Nov Dec
Project Funding Sources (Estimated)
City of Tukwila - -
Tukwila School District 4,500 20,488 20,488 20,488
TSD Transportation & Facility (in kind) - 10,000 10,000 10,000
Non - Public Funding (TBD) -
Parks and Recreation Fees (some families) - 5,100 5,100 5,100
Total Revenue 4,500 35,588 35,588 35,588
Sept -Dec
Total
65,964
30,000
15,300
Jan Feb Mar Apr May June
16,667 16,667 16,667 16,667 16,666 16,666
3,821 3,822 3,822 2,571
10,000 10,000 10,000 10,000 10,000 10,000
1,251 3,823 3,823
5,100 5,100 5,100 5,100 5,100 5,100
Jan -June
Total
100,000
14,036
60,000
8,897
30,600
School
Yeas
T
00,000
0,000
90;000
,,897
111,264
35,588 35,589 35,589 35,589 35,589 35,589
213,533
324,797
Project Provider Costs (Estimated)
YMCA 4,500 14,737 14,737 14,737
Tukwila Parks and Recreation - 10,851 10,851 10,851
TSD Transportation & Facility (in kind) - 10,000 10,000 10,000
Total Costs 4,500 35,588 35,588 35,588
District Invoice to City (Estimated)
Human Services Budget
City Invoice to District (Estimated)
Parks and Recreation Expenses
Parks and Recreation Fees
Estimated District Payments to City
Estimated City Payments to District
Updated: l0 /2/14
Subtotal
48,711
32,553
30,000
14,737
10,851
10,000
14,738
10,851
10,000
14,738
10,851
10,000
14,738
10,851
10,000
14,738
10,851
10,000
14,738
10,851
10,000
88,427
65,106
60,000
111,264
35,588 35,589 35,589 35,589 35,589 35,589
213,533
324.797
10,851 10,851 10,851
(5,100) (5,100) (5,100)
5,751 5,751 5,751
32,553
(15,300)
17,253
16,667 16,667 16,667 16,667 16,666 16,666 100,000
10,851 10,851 10,851 10,851 10,851 10,851 65,106
(5,100) (5,100) (5,100) (5,100) (5,100) (5,100) (30,600
5,751 5,751 5,751 5,751 5,751 5,751
34,506
5,751 5,751 5,751
17,253
17,253
10,916 10,916 10,916 10,916 10,915 10,915 65,494
65,4
Estimated Net Payment City to District: 48,241
m
2
EXHIBIT B
Tukwila Parks and Recreation and YMCA will jointly establish program policies, procedures and
guidelines for daily operations.
After school program sites will run daily from 3:15-6:00pm according to the following tentative
schedule:
3:15-3:30 — Snack
3:30-4:25 — Activity Rotation 1:
Group A (grades 1-2) — Enrichment & Recreation (led by 3 P&R staff)
Students will participate in physical fitness and enrichment activities which will be thematic in
nature and may include, but not be limited to the following:
Move-lt
Mondays
Together
Tuesdays
Wellness
Wednesdays
Totally
Crafty
Thursdays
Fun
Fridays
Exercise &
Movement Activities;
Intramural Sports
Social Skills, Team
Building,
Community Service
Projects
Nutrition, Group
Exercise, Fitness
Arts & Crafts
Groups Games,
Sports, Exercise,
Special Events
Group B (grades 3-5) — Academic Support (lead by 3 YMCA staff)
Students will participate in targeted academic support activities led by YMCA staff; Students
needing time to complete homework can utilize the study table led by Parks & Recreation staff.
Mondays
Tuesdays
Wednesdays
Thursdays
Fridays
Math focus —
Reading focus —
Math focus —
Reading focus
STEAM Activities
includes: time on ST
Includes: Sounds
includes: time on
—
— hands on
Math, math games,
activities to support
Partners, Read
Naturally, Read
ST Math, math
games, activities
Includes:
Sounds
science and
technology
mathematical skill
Live (online)
to support
Partners, Read
activities
gaps
Readers Theatre,
silent reading with
staff
conferring/pull out
time
mathematical skill
gaps
Naturally,
Read Live (on
line) Readers
Theatre, silent
reading with
staff
conferring/pull
out time
4:30'5:25 — Activity Rotation 2:
Group A (grades 1-2) — transition to Academic Support (as described above)
Group B (grades ]'S) — transition to Enrichment & Recreation (as described above)
S:ZS'5:30pm— School bus departs atS:3Opm for those needing transportation home.
5:30-6:00pm — Open recreation time for students with parent pick up by 6:00pm (staffed by P&R).
City of Tukwila
Jim Haggerton, Mayor
Parks & Recreation Department Rick Still, Director
MEMORANDUM
TO: Mayor Haggerton
Finance & Safety Committee
FROM: Rick Still, Parks & Recreation Director '
Tracy Gallaway, Parks & Recreation Superintendent 17-15"
DATE: September 10, 2014
SUBJECT: After School Program Brief
In April 2014, Tukwila Parks and Recreation (P&R) supplied a proposal to the Tukwila School District
(TSD) outlining an after school program model the Department could offer for all five school sites, with
100 kids per site (500 total served). The estimated cost for this proposal was $306,800.
On July 17, 2014 TSD conducted a meeting with P&R staff regarding the proposal. The panel expressed
their interest was to serve three elementary schools and a primary focus was providing academic support
in addition to social, recreation, and wellness opportunities offered within an after school program.
Targeted enrollment would be 65 students per school (195 total served).
After the meeting, a verbal counter proposal offering P&R the opportunity to provide enrichment
programs Monday and Friday, and the YMCA the opportunity to provide academic support on Tuesday,
Wednesday and Thursday was a great starting point for an integrated proposal. Both P&R and the YMCA
expressed their belief that a balanced after school program supports educational performance, health and
wellness, social and cultural equity, and ultimately contributes to building individuals, families, and
communities.
The three organizations agreed that a partnership approach would be the best alternative to service
Tukwila families and together are developing a program that will provide daily (M-F) enrichment and
physical activity implemented by P&R Staff, and provide daily academic support implemented by YMCA
staff. Implementation would begin October 6, 2014, which would allow for agreement approval
processes by all the agencies involved.
After School Program — Integrated Programming Model
In the integrated model, 65 students from each school would be targeted for program participation based
on the need for academic support services. Selected participants would receive an academic scholarship
to participate in this program (no fee to participate). Additionally, children who currently pay to
participate in afterschool programs at Tukwila Community Center would be integrated into each program
site, thus having the opportunity to attend the same quality program in their neighborhood. These
program participants would pay a monthly fee to participate, approximately $120 per month, with limited
scholarships available to help offset costs (scholarship awards are based on verified financial need).
GOOD HEALTHY FUN
32
12424 42nd Ave. S. • Tukwila, Washington 98168 • Phone: 206-768-2822 • Fax: 206-768-0524
City of Tukwila
Jim Haggerton, Mayor
Parks & Recreation Department
Rick Still, Director
Tukwila Parks & Recreation and the YMCA will jointly establish program policies, procedures and
guidelines for daily operations.
Tentative Daily Programming Schedule
After school program sites will run daily from 3:15-6:00pm according to the following tentative schedule:
3:15-3:30 — Snack
3:30-4:15 — Activity Rotation 1:
Group A (grades 1-2) — Enrichment & Recreation (led by 3 P&R staff)
Students will participate in physical fitness and enrichment activities which will be thematic in
nature and may include, but not be limited to the following:
Move-It
Mondays
Together
Tuesdays
Wellness
Wednesdays
Totally
Crafty
Thursdays
Fun
Fridays
Exercise &
Movement Activities;
Intramural Sports
Social Skills, Team
Building,
Community
Service Projects
Nutrition, Group
Exercise, Fitness
Arts & Crafts
Groups Games,
Sports, Exercise,
Special Events
Group B (grades 3-5) — Academic Support
Students will participate in targeted academic support activities led by YMCA staff; Students
needing time to complete homework can utilize the study table led by Parks & Recreation staff.
4:30-5:15 — Activity Rotation 2:
Group A (grades 1-2) — transition to Academic Support (as described above)
Group B (grades 3-5) — transition to Enrichment & Recreation (as described above)
5:15-5:30pm — School bus departs at 5:30pm for those needed transportation home.
5:30-6:00pm — Open recreation time for students with parent pick up by 6:00pm (staffed by P&R).
GOO[) HEALTHY FUN
12424 42nd Ave. S. • Tukwila, Washington 98168 • Phone: 206-768-2822 • Fax: 206-768-0524
34
City of Tukwila
Finance and Safety Committee
FINANCE AND SAFETY COMMITTEE
Meeting Minutes
October 7, 2014 — 5:30 p.m.; Hazelnut Conference Room
PRESENT
Councilmembers: Verna Seal, Chair; Joe Duffie, Kathy Hougardy
Staff: David Cline, Joyce Trantina, Cheryl Thompson, Evie Boykan, Vicky Carlsen, Tracy
Gallaway, Laurel Humphrey
Guests: Martin Turney, Tukwila School District; Nathan Phillips, YMCA;
CALL TO ORDER: Committee Chair Seal called the meeting to order at 5:30 p.m.
PRESENTATIONS
No presentations.
II. BUSINESS AGENDA
Consensus existed to consider the interlocal agreement for afterschool programming as the first
item of business.
A. I nterlocal Agreement: Afterschool Programming
Staff is seeking Council approval to enter into an interlocal agreement with the Tukwila School
District that will clarify roles and responsibilities in the delivery of afterschool programming at
the three elementary schools from September 2014 — June 2016. Programming will be offered
in an integrated service model representing a collaboration between the Parks and Recreation
Department and the YMCA, with in -kind services such as transportation and facilities provided
by the District. This model will serve up to 85 students at each school five days per week. The
City's ongoing annual commitment of $100,000 toward afterschool programming will be
redirected to the School District starting in 2015. The additional costs to the Parks Department
will be reimbursed by the School District, and this agreement represents no net financial impact
to the City. Programming provided by Community Schools Collaboration at the middle and high
school will continue through the end of 2014, and CSC is seeking grant funding to continue.
Council will receive an annual update from CSC this fall. UNANIMOUS APPROVAL.
FORWARD TO OCTOBER 13, 2014 COMMITTEE OF THE WHOLE.
B. Contract: Legislative Services — Ball Janik, LLC
Staff is seeking Council approval to enter into a contract for federal representation and
legislative services with Ball Janik, LLP through December 31, 2016. This represents a renewal
of existing services at a monthly flat rate of $6,375 plus expenses, with the contract not to
exceed $80,000 per year. This is approximately a 6.5% increase from the previous contract.
UNANIMOUS APPROVAL. FORWARD TO OCTOBER 20, 2014 REGULAR CONSENT
AGENDA.
C. Resolution: Cancelling Past Due Accounts Receivable
Staff is seeking Council approval of the annual resolution that would declare the cancellation of
uncollectible accounts receivable. The total for this year includes false alarm fees equaling
$200.00, miscellaneous billings equaling $35,931.12, and NSF checks equaling $109.50 for a
total of $36,240.62. UNANIMOUS APPROVAL. FORWARD TO OCTOBER 20, 2014
REGULAR CONSENT AGENDA.
35