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Home My WebLink AboutPSBFOC 2017-06-29 Agenda PacketCity of Tukwila Public Safety Bond Financial Oversight Committee June 29, 2017 City Hall, Hazelnut Conference Room 4:00 p.m. — 5:3o p.m. City Council AGENDA I. Call to Order II. Roll Call III. Approval of Agenda IV. Approval of Minutes (n/a) V. Unfinished Business (n/a) VI. New Business 1. Election of Chair & Vice -Chair 2. Committee By -Laws 3. Public Safety Plan 101 4. Financial Overview 5. Expenditure Report VII. Adjournment Public Safety Bond Financial Oversight Committee Bylaws Article!. Authority and Name At the November 8, 2016 election, the City of Tukwila was successful in obtaining authorization by the qualified voters of Tukwila to issue up to $77,385,000 to pay for replacement of three seismically -deficient fire stations, guaranteed funding for fire equipment and apparatus for the life of the bond, and construction of a Justice Center to house the Tukwila Police Department and Municipal Court. Pursuant to Ordinance No. 2509, the City Council established a Public Safety Bond Financial Oversight Committee to independently represent taxpayers concerning the City's expenditure of revenues received from the sale of general obligation bonds. On October 3, 2016 the City Council adopted a Charter for the Public Safety Bond Financial Oversight Committee. Article II. Purpose The purpose of the Public Safety Bond Oversight Committee is as set out in the Charter, as it may be amended from time to time, and the contents of the Charter are fully incorporated herein by reference. Article III. Officers and Members A. Officers Officers shall be a Chair and a Vice -Chair; both appointed members of the Committee and voted into office by the Committee. In absence of both the Chair and the Vice -Chair members shall elect a Chair pro tem. B. Duties of the Officers Chair The Chair shall preside at all meetings and adhere to the duties of the presiding officer prescribed in Robert's Rules of Order Newly Revised. The Chair shall be a full voting member of the Committee. The Chair shall speak on behalf of the Committee before the City Council, the public and City staff. The term of office shall be one year. A Committee member may serve as Chair for no more than two consecutive terms. The Chair may delegate duties to other Committee members with the consent of the Committee. Vice -Chair The Vice -Chair shall perform the duties of the Chair in absence of the Chair. The Vice - Chair may also speak on behalf of the Committee before City Council, the public and City staff when the Chair is not available to speak. The term of office shall be one year. A Committee member may serve as Vice -Chair for no more than two consecutive terms. Page 1 of 4 C. Duties of Committee Members It is the responsibility of all Committee members to: Arrange adequate time to carry out responsibility as a Committee member; Come to meetings prepared: Read all reports, proposals and documents distributed prior to meetings; Listen to other Committee members and communicate with respect and courtesy; and Participate in group discussion and decision making. I. Ethics Training Committee members are bound by Tukwila Municipal Code Chapter 2.95, Code of Ethics for Employees and Appointed Officials. Every Committee member must complete Ethics Training and sign an Ethics Training Certification Form within six months of appointment and must complete the training within 90 days of reappointment. II. Conflict of Interest Every Committee member must sign a Conflict of Interest Disclosure Form within 90 days of appointment and must sign a new Disclosure Form within 90 days of reappointment. Article IV. Elections The Committee shall elect a Chair and a Vice Chair each year. Generally, officers shall be elected and take office annually at the first Committee meeting in the calendar year. The election will take place as the first item of new business and the elected officers will assume their duties at the close of elections. The election of the Chair will be conducted by the Committee staff liaison who will ask for nominations from Committee members. No one Committee member shall nominate more than one person for an office. Nominations do not require a second. Staff will repeat each nomination, ask for further nominations, and declare the nominations closed. A motion to close nominations is not necessary. Committee members will be asked to vote by a raise of hands. As soon as one of the nominees receives a majority vote of the seated members staff will declare that member elected as the Chair. No votes will be taken on any remaining nominees. A tie vote will result in a failed nomination. If none of the nominees receive a majority vote, staff will call for nominations again and repeat the process until a single candidate receives a majority vote. Upon election, the Chair will conduct the election for Vice -Chair following the same process. Should the Chair be vacated prior to the completion of the Term, the Vice -Chair will assume the duties and responsibilities of the Chair for the remainder of the Term. The Chair will then conduct elections for a new Vice -Chair. Should the Vice -Chair be vacated prior to the completion of the Term, the Chair will conduct elections for a new Vice -Chair to serve out the remainder of the Term. Page 2 of 4 Time spent fulfilling a vacated Term shall not count towards the two consecutive Term limit for Chair and Vice -Chair. Article III. Meetings All Committee meetings shall comply with the requirements of the Open Public Meetings Act RCW 42.30. All meetings shall be noticed and open to the public. A. Schedule and Frequency The Committee shall determine its meeting schedule according to the flow of information to evaluate. Meetings will be held at a time and place that work for all members of the committee. The Committee will meet no fewer than twice per calendar year. B. Notices Public notice of the meeting date, time and location will be provided on the City website, and the preliminary agenda for the forthcoming Committee meeting will be posted in the City's Digital Records Center. Article IV. Rules of Meetings A. Absences Absence without cause from more than two (2) meetings may be cause for removal. Members shall communicate with the Chair, the Vice -Chair and/or the City staff liaison with requests for an excused absence. Emergency requests may be considered. The Chair may approve the absence. B. Quorum A quorum is required for the Committee to take any action. At all meetings, the presence of the majority of the currently seated members constitute a quorum. C. Rules of Procedure The current edition of Robert's Rules of Order Newly Revised shall provide the basis for meeting structure and official decisions shall be made by motion and vote of the Committee. D. Meeting Decorum To provide a fair and efficient forum for the conduct of business at Committee meetings the following rules of decorum shall be observed: 1. No person shall address the Committee without first obtaining recognition from the chair. 2. The Committee may allow comments from members of the public attending Committee meetings by permission of the Chair or majority vote of the Committee members present. 3. To aid in the creation of accurate meeting minutes all speakers should provide their first and last name each time they address the Committee. Page 3 of 4 E. Voting In instances where a vote is called for or required, the present majority is sufficient to act (provided a quorum is present). Each member shall have one vote and no proxies shall be allowed. Present members may abstain. The Chair may vote on any issue and shall vote in the event of a tie. No action is taken if the Chair votes and the tie continues. A majority vote shall carry and minority opinions shall be formally registered in the minutes and report to the City Council. F. Adjournment/Recess/Continuations Meetings shall be adjourned by a majority vote of the Committee or by the Chair when it appears that there is no further business. The Committee may, by majority vote or consensus, recess for a short break. The proposal to recess may set a time limit or can be until the Chair calls the meeting back to order. Continuations of meetings shall be to a definite time and place by the majority vote of present Committee members. Article V. Reports to the City Council The Committee shall report its findings and any recommendations for improvement to the City Council at least semi-annually. Any reports or recommendations shall be provided to the Council and the public in electronic format and posted on the City website. Hard copies shall be made available upon request at City Hall. Article V. Amendments These Bylaws may be amended or repealed and new Bylaws may be adopted at any meeting by a majority of the vote of the membership. A copy of the proposed Bylaws or amendments thereto, shall be furnished to each member at least three (3) days prior to the date of the meeting. All amendments to the Bylaws shall be submitted to the Mayor and City Council for their information. Page 4 of 4 City of Tukwila PUBLIC SAFETY PLAN Introduction How we got here... Public Safety Plan Implementation What is the Public Safety Plan? Three new fire stations • Includes upgrades to stations most at risk of earthquake damage • Provides equitable and improved response times • Guarantees funding for equipment for 20 years New Justice Center • Houses the Tukwila Police Department and Municipal Court • Provides modern facilities to allow better service • Improves safety and efficiency by co -locating related functions New consolidated shops facility • Supports Public Works first responders • Moves existing facilities out of flood plain • Allows Public Works staff to better respond to public infrastructure needs Funding the PSP In November 2016, Tukwila voters approved a 20 year Public Safety Bond ($77 million) to fund replacement of three Tukwila fire stations, fire equipment and apparatus, and a new Justice Center. Facility/Equipment Funding ource(s) Fire Stations $24.4 million Public Safety Bond; Fire Impact Fees Fire Apparatus/Equipment $29.9 million Public Safety Bond; Fire Impact Fees Justice Center $28.6 million Public Safety Bond Public Works Shop $29.5 million General Fund, Utility Fund TOTAL $112.4 million Community Oversight Financial Oversight Committee: • Five members, appointed in March • Review allocation of bond proceeds • Review progress on achieving the purposes of the proposition • Reports to Council and the public at least twice a year • Resolution #1892 Siting Advisory Committee: • Four community members; Two City Councilmembers; Public Works Director • Provide and participate in public outreach strategies • Ensure community feedback is incorporated when feasible • Provide feedback on potential sites, siting process, and outcomes s 0 J Public Safety Plan Timeline Start Finish % Done 2016 2017 2018 2019 2020 2021 J FMAMJJASOND J FIMAMJJASOND JFMAMJJA 5 OND J FIVIAMJJ A SON ID J FMAMJJASO Fir D JFIVIAMJJASONC CITY/SOJKICK-OFF MTG 11105116 101051,6 10C% • CITY VOTE 11108116 10131/10 10C% • BOND SALE PUBLIC OUTREACH - BITE SELECTON JUSTICE CENTER 1211:11/16 01'01/17 02/06/17 12131116 1213121 05125120 100% 7% • A C 0 Mi• =IN MI= • MIN MI= =IM MIN MIN STATION 51 02124117 00/27110 12% A G STATION 52 0120117 06/115120 D B STATION 54 02120117 00105120 A B CITY SI -10F3 02120/17 04105121 D A site selecjor programisite se ection design and permitting bidding and construction move-inloccupancy •c.ornpleteel 41111, public outreach COUNCILMEMBER DECISIONS (Al Architect Contract App,oval (DI Site Selection (B) Contractor Pre -Con Contract (E) Project Budget Changes (C) Contractor Construction Approval (Fli Bond Sale #2 IG) GetCM CPARB Key topics: • Feedback heard • Fire station site options • Justice center siting process and site options • Facility shop areas In-person open house Online open house Road show Planning Project Milestones Open Houses Ongoing Outreach Community Connectors Related Events May Jun Jul Aug Sep Oct Nov Dec Key topics: • Siting criteria discussion • Fire station sting process • Justice center programming • Facility shop space req's 6 In-person open house Online open house Road show Planning Notifications/education Notifications/education Key topics: • Feedback heard • Fire station design plans • Justice center design plans • Facility shop site options Planning In-person open house Online open house Notifications/education Road show Project website updates Response to public inquiries: phone, email and in person As scheduled or requested: • Mayor and City Council briefings • Neighborhood meetings • Key stakeholder briefings • Informational tables • Committee/commission briefings • Youth engagement • Site tours Key milestone communications: • Postcard mailing • Newsletter articles • Press releases • Email updates • TukTV • Tukwila Reporter City pages a Hazelnut • Social media posts • Kid mail • E -Hazelnut Connector outreach Feb. 23-25 • TIB Design Charrette PSP General Outreach Schedule 2017 Implementation to Date • Architect for the Fire Stations • Weinstein A + U http://weinsteinau.com/ • Sub: TCA Architecture + Planning + Design http://www.tca-inc.comi • Real Estate Broker: Heartland http://heartlandlIc.com/ • FACETS Fire Station Siting Study Expected completion end of May • Outreach Efforts • First Open House o Implementation overview, timeline, and public feedback opportunities o March 18th Pancake Breakfast at Fire Station 54 ■ 65 attendees ■ Post card was the most reported method of outreach o Two internal open houses for staff o Online Open House — 82 unique users o Roadshow Notification and Engagement Tools • Project Website: www.tukwilawa.gov/public-safety-plan • City Website Calendar • Postcard: went to over 10,000 addresses on 3/2 • Posters: went to key gathering locations on 3/7 • Kid Mail: went home with elementary school kids on 3/9 • Tukwila Reporter: published in February and March • Social Media: FB event, and multiple FB and Twitter posts • E -Hazelnut: February and March • Narrated Slideshow: English version 3/23, Spanish TBA • Community Calendars: St. Thomas Parish City of Tukwila 0 CL=D L/ PUBLIC SAFETY PLAN JOIN US FOR AN OPEN HOUSE! • Lea-) abobl •.a �.::. , . • Enjoy hreaistss: ,. . • Share your rTougi , Saturday, March 18 from 10;00 a.m. to noon Taksv .a Fi•e :a Ltr:•;LA, 1r":?1 1,:4':n St, I ukwife, WA 98168 • FREE pancake breakfast • Parking Bearable across he street a' Fos_er High School • C' Ad Care p dec Can't make it to the open house? Join us online! Questions? Contact us: �i Pu blicSa fetyPla•i L4Tuktai laWA gov 4.!f16-1554-1566 Residents recei iliy approved a I'ubl c Safely Bend to ensue a safer Tukwila for generations to come. The eon: pays for vial updates co safety facilities and equipment, organized under the Public Safety Ron Overview of Feedback from the Public • FIRE STATIONS- • Make the fire stations easier to find using signage so that kids and community members can visit • Provide services such as community CPR and fire extinguisher trainings, as well as disaster prevention education programs • JUSTICE CENTER- • Facilitate the work of community engagement and Neighborhood Watch programs by providing support and meeting space • Provide additional clarification at future open houses on how holding facilities will be incorporated into the Justice Center, including detail on the maximum number of detainees and the maximum length of time they could remain at the Justice Center • PUBLIC WORKS SHOP FACILITY- • Partner with local schools to provide trainings to students and residents • Incorporate a radio room Overview of Feedback from Staff • FIRE STATIONS — • No new comments • JUSTICE CENTER- • Provide additional clarification at future open houses on how holding facilities will be incorporated into the Justice Center, including detail on the maximum number of detainees and the maximum length of time they could remain at the Justice Center • Publicly available conference rooms; adequate number and size of meeting rooms • Major investments in technology • Host events • Training for youth • PUBLIC WORKS SHOP FACILITY- • More resources are needed for the Sign Shop • Adequate parking • Updated technology and communication facilities, including email and computer access, and related training • Combine PW engineering staff with maintenance staff to have more efficient daily operation Resources • www.TukwilaWA.gov/Public-Safety-Plan Check often —Frequent updates! • Email us at PublicSafetyPlan@tukwilaWA.gov s 0 J TUKWILA PUBLIC SAFETY PLAN FACILITIES PLAN Project Schedule JUNE - 6/7/17 site selection program/site selection design and permitting ▪ bidding and construction ▪ move-in/occupancy ▪ completed ♦ public outreach COUNCILMEMBER DECISIONS (A) Architect Contract Approval (D) Site Selection (B) Contractor Pre -Con Contract (E) Project Budget Changes (C) Contractor Construction Approval (F) Bond Sale #2 (G) GC/CM CPARB Start Finish % Done 2016 2017 2018 2019 2020 2021 J FMAMJJASONDJ FMAMJ J ASONDJ FMAMJJ ASONDJ FMAMJJ ASONDJ FMAMJ J ASONDJ FMAMJ J ASOND CITY/SOJ KICK-OFF MTG 10/05/16 10/05/16 100% ■ CITY VOTE 11/08/16 10/31/19 100% BOND SALE 12/01/16 12/31/16 100% PUBLIC OUTREACH - SITE SELECTON 01/01/17 12/31/21 20% JUSTICE CENTER 02/06/17 05/25/20 7% I Al G 1 B �I STATION 51 02/24/17 09/27/19 12% rIVL1i I A G 1 I B 1 1 G STATION 52 02/20/17 06/05/20 12% 1 1 I A 1 1 I — 1 Ii I B C STATION 54 02/20/17 06/05/20 12% I 1 A I I I 4 B . C CITY SHOPS 02/20/17 04/09/21 5% I 1 I 1 I 1 A D C i_ site selection program/site selection design and permitting ▪ bidding and construction ▪ move-in/occupancy ▪ completed ♦ public outreach COUNCILMEMBER DECISIONS (A) Architect Contract Approval (D) Site Selection (B) Contractor Pre -Con Contract (E) Project Budget Changes (C) Contractor Construction Approval (F) Bond Sale #2 (G) GC/CM CPARB CITYI C F TUKWILA Public Safety) PIIan Conlraicts for Services MIIIIIM=EMPI .M..1" Dural ion of Agreement (IamFleri1alion — Starr nate End Date 1E1-11]11 Shiers Obletz Johnsen (SOJ) Project Management Services - Phase I (Pre bond election project planning) 10/11/2016 12/31/2016 Not to exceed $37,000 11E1-1719 Shiels Obletz Johnsen (SOJ) Project Management Services 12/22/2016 3/31/2021 Not to exceed $2,694,716 17-009 FACETS Consulting, LLP Fire Station Location Study 1/10/2017 3/31/2017 FIa1 Fele of ; 36,000 171-CIE18 W eirisl ein AL, Ll CI Architectural Design and Planning Services 4/19/2017 12/31/2020 Not to exceed $2,087,717 12-(184 I- earl rant LLC Real Eslatei 9noker Services 9/ 23/20171 1:1/311/;101E1 1. Commission: 2.5% of gross purchase price of each property purchased during term of agreement; 2. Sub -consultant fees: not to exceed $60,000. W )PutIlic Safety Fl Ian' SCJ 9ucgel,Tikicking\1Iu1wila Pnajecls Eudgetllnacking - 21(14171-09 /09/2C1171 FUNDING SOURCES CiiY OF iuKwI[A Public Satety Plan Revenues & Expenditures BUDGET vsACIDA[5 Fire Services PoRion of Public 5afety Plan ACTOgr rREvENUEs - through 5/31-Jzr' Fanaii wtege4 Fire stations Fire Apparatus -rota! Fire servi,.s Unlimited Tax General Obligation (Voter -approved bond) 18,824,000 29,932,000 . 48,756,000 Fire Impact Fees 4,750,000 - 4,150,000 General Fund Support 858,000 - 853,000 Investment Interest- 9,561 - - TOTAL Revenues $ 24,432,000 $ 29,932,000 $ 54,36 4,uuu ACTOgr rREvENUEs - through 5/31-Jzr' Funding Category 26l6 zuli Project i o Date Unlimited Tax General Obligation (Voter -approved bond) 36,789,954 - 36.709,954 Fire Impact Fees - - - General Fund Support - - - Investment Interest 9,561 29,958 39,512_ TOTAL Revenues $ 36,719,516 $ 29,950 5 5o,466 W:\Public afety PIanx50J Bouget,Tracking\TaRWila Projecis Rangel i raciting - al i -Do 6/23/201. PRu]Ec I cu5 15 CITY OF TUKWILA Public Safety Plan RCvErtUEs & EAptndlturEs BUDGET vs ACTUALS Fire Services Portion of Public Safety Plan 1 The main fire muLian was originally iaemified as F551 bat has been chonge0 t0 FS52 in the revises estimate. PRuJEC I ExPEI1DI I ORE 6000E I - Original - Project cater", y FS 51 1/,950 DT FS 52 6,55/ iT Fs 54 8,228 3T 1 u 171[ F5 32,745 3T Equipment & Apparat03 1 v 1 AE Fire servici A/E Services (both design & CA) 731,003 356,000 464,000 1,551,003 - 1,551,003 Land Acquisition - 653,000 862,000 1,515,u00 - 1,515,000 Permits/Fees 254,521 89,000 116,000 459,521 - 459,521 Construction (pre -con, const, tax) 7,808,854 3,278,000 4,273,400 15,360,254 - 15,360,254 Construction Related Costs (incl bond) 1,047,140 438,000 551,200 2,036,340 - 2,036,340 PM Services (incl other prof svcs) 459,552 297,000 397,000 1,153,552 - 1,153,552 Contingency (incl Construction & Proj) 1,145,000 546,000 665,000 2,356,0W - 2,356,000 Fire apparatus - - - - 25.598.488 25.598.488 Fire equipment - - - - 4,333,874 4,s33,814 TOTAL Expenditures $ 11,446,070 $ 5,657,000 $ 7,328,600 5 24 431,670 $ 29.932,362 5 54.364.032 1 The main fire muLian was originally iaemified as F551 bat has been chonge0 t0 FS52 in the revises estimate. PROJECT EXPEND!! URE U ! ET - Revised 5/31/17 Fs 54 9,23/ sf Project category Fs 511 9,42b ST F5 5Z 1 15,068 sT F5 54 9,28/ ST TOTAL FS 33,/813T Equipment & Apparat:.i TOTAL Fire SZrvices r e IC o l lm GAP A/E Services (beth design & CA) 635,372 1,052,393 626,371 2,314,135 - 2,314,136 /63,133 Land Acquisition/ROW 653,400 - 862,300 1-515-700 - 1-515,700 700 Permits/Fees 166,465 300,718 164,010 631,193 - 631,193 1/1,672 Construction (pre -con, const, tax) 6,324,264 9,547,131 6,233,378 22.104,713 - 22.104,713 5/44,459 Construction Related Costs (incl bond) 657,361 1,184,368 768,713 2,550,382 - 2,550,382 514,042 PM Services (incl other prof Svcs) 299,637 576,376 305,083 1,181,096 - 1,181,096 2/,544 Contingency (incl Construction & Proj) 749,092 1,093,884 765,381 2.608.357 - 2.608.357 252,357 Fire apparatus - - - - 25,598,488 Z5,598,488 - Fire equipment - - - - 4,333,874 5,333,5/4 TOTAL Expenditures $ 9,485,531 5 13,754,810 $ 9,665,236 5 32,905,577 $ 29,932,362 5 62,837,939 $ 8,473,7137 1 The main fire muLian was originally iaemified as F551 bat has been chonge0 t0 FS52 in the revises estimate. W:\Public Safety Pian1S00 8aaget, i racRing+.1 uRwila Projects 8u0get i racRing - 201 r -0o 6/23/2017 ACTUAL EXPENDITuREs F5 51 9,426 sf - through F5 5z 15,0688 sf 5/31/17 Fs 54 9,23/ sf Tu7AL F5 33,/331 sf Equipment & Apparatus Rill AT. Fire Services Project Caiegory A/E Services (both design & CA) 60 49 49 1.59 - 159 Land Acquisition/ROW - - - - - - Permits/Fees -- - - - Construction (pre -con, const, tax) -- - - - - Construction Related Costs (incl bond) 59,853 8,256 - 68,1u9 - 68,109 PM servi4n (Inc! ogler prof svcs) 25,688 16,320 18,402 60,410- bu,410 Contingency (incl Construction & Proj) - - - - - - Fire Apparatus- - - - 14,447 14,44/ Fire Equipment- - - - - TOTAL Expenditures $ 85,602 $ 24,625 $ 18,451 $ 128,578 $ 14,447 $ 143,125 W:\Public Safety Pian1S00 8aaget, i racRing+.1 uRwila Projects 8u0get i racRing - 201 r -0o 6/23/2017