HomeMy WebLinkAboutReg 2014-11-17 Item 2E - Presentation - Tukwila Pool Metropolitan Park District Support Services Transition UpdateTo
from the Ci of
transfer daily operations and all support services
Tukwila to the TPMPD.
To professionally assist the TPMPD in setting up their own
self- operated model while caring for the pool patrons through
making the transition as seamless as possible.
The City of Tukwila has committed to being
professionally responsive throughout this transition and has
allocated necessary staff and resources to the transition project to
set the TPMPD up for success.
Legal —1
i
i
July 29, 2014 — City Staff Meet to Create Transition Plan
August 5, 2014 — City Staff Create Transition Matrix
August 28, 2014 — P &R (Project Lead Dept) Began Weekly Meetings with TPMPD
P &R Facilitates Matrix Tasks Coordination between City Departments and TPMPD Committees
IT
1
Clerk's Office HR
TPMPD - Logistics
TPMPD - Budget
Completion of all Matrix Tasks by December 31, 2014
TPMPD -IT
RJWPURT SERVICES T itIi ftat4 F Bt4ANLE
Department: Finance
1,1, Primary Goal: Transition all finance and treasurer items /duties to MPD
Task
Actions and/or Steps
Target Date
Assigned
to
Completed
Ni.`
Transfer Treasurer
and Duties
List actions or steps to facilitate City responsibilities
1. Notify King County that the City will no longer be providing administrative services for the
NTPD. Vicky has made contact with King County and will provide contact info. to Jennafer.
2. Coordinate with King County to transfer tax deposits from the City bank account to icing
County. * See note below
3. Coordinate with King County to set up process to issue accounts payable and payroll
checks *See note below
4. Reconcile final tax deposits received from King County
`A resolution regarding treasurer change with a land, 15 effective date must be competed 12
to perform items 2 and 3.1
* *Jennafer had indicated that she would be working through items 2 and 3. Vicky has emailed
King County to find out what progress, if any, has been made. Finance will work to transition
the MPD to King County prior to December 31, 2014,
August
August
August
After
transition
i
Vicky
MPD
MPD
Vicky
d
CIA I
Transfer remaining items
1. Update mailing address
2. Update contact information
December
December
Vicky
Cashier /POS
System
What steps need to be taken for City to conclude these services
1. Transfer records related to MPD from Class to MPD
City will provide recommendations regarding types Plinio, that could be transferred.
Agreed info. created within past two years is sufficient
New P05 system may have additional parameters for how info could be provided, Jen to
provide as soon as they learn — sooner the better.
2. Remove MPD from armored car contract, provide contact to Jennafer. * *Vicky will
contact Dunbar to have the N1PD removed from the City's pick up schedule.
Future considerations for the MPD
1. Now to transport deposits from pool to bank
October
December
December
Steph
MPD
Vicky
Finance records
a Determine types of records to transfer: invoices, vouchers, receipts, reports, etc.
2011 to present * *Most invoices and vouchers have been scanned into a folder for the
MPD. Receipts and reports will be worked on in November and December.
Ongoing
Vicky
Clerk
Finance
Legal
HR
IT
Board
Logistics Committee
Budget Committee
IT Committee
Developed Transition Matrix Task List
Created Communications Plan
Coordination of City Departments and TPMPD
City Department Task List Update Summaries
Key Tasks By City Departments
IT — Equipment
Removal
Legal — I me rl oca l
Agreement
Clerk — Records HR — P/T Employee
Transfer Transition
Finance — Tax Levy, P &R — Operations
Payroll, Vouchers, Wrap -up, Files
Receipts Transfer