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HomeMy WebLinkAboutReg 2017-12-04 Item 5B - Public Safety Plan - Report from Public Safety Bond Financial Oversight CommitteeCOUNCIL AGENDA SYNOPSIS Initials Meeting Date Prepared by Maygrs review Council review 12/04/17 LH �� t(` 2,LR [ Ordinance Mtg Date ❑ Bid Mtg Date Award 7 Public Hearing Mtg Date [ Other Mtg Date ❑Mayor ❑I iR ❑DCD ❑Finance Fire [TS EP&R .Court SPONSOR 11 Council 11 Police E P Wi SPONSOR'S The City Council requested an update from the Public Safety Bond Financial Oversight SUMMARY Committee. RI vIEWE,D BY ❑ C.O.W. Mtg. ❑I CDN Comm ❑ Finance Comm. ❑ Public Safety Comm. — Trans &Infrastructure ❑ Arts Comm. C Parks Comm. ❑ Planning Comm. DATE: N/A COMMITTEE CHAIR: ITEM INFORMATION ITEM No. 5.B. 205 STAFF SPONSOR: SEAN GOODE ORIGINAL AG1,ND:A DAM. 12/4/17 AGENDA III 1\1 TrrL] Report from the Public Safety Bond Financial Oversight Committee CAT] GORY ® Discussion AN Date 12/4/17 ❑ Motion Mtg Date ❑ Resolution Mtg Date [ Ordinance Mtg Date ❑ Bid Mtg Date Award 7 Public Hearing Mtg Date [ Other Mtg Date ❑Mayor ❑I iR ❑DCD ❑Finance Fire [TS EP&R .Court SPONSOR 11 Council 11 Police E P Wi SPONSOR'S The City Council requested an update from the Public Safety Bond Financial Oversight SUMMARY Committee. RI vIEWE,D BY ❑ C.O.W. Mtg. ❑I CDN Comm ❑ Finance Comm. ❑ Public Safety Comm. — Trans &Infrastructure ❑ Arts Comm. C Parks Comm. ❑ Planning Comm. DATE: N/A COMMITTEE CHAIR: RECOMMENDATIONS: SPONSOR/ADMIN• CoMMrrrm City Council N/A COST IMPACT / FUND SOURCE EXPI?NDITURB RBQUIR ) AMOUNT BUDGETED APPROPRIATION REQUIRED $ $ Fund Source: Comments: MTG. DATE RECORD OF COUNCIL ACTION MTG. DATE 1 ATTACHMENTS 12/4/17 Report to the City Council with attachments 205 206 CITY OF TUKWILA PUBLIC SAFETY BOND FINANCIAL OVERSIGHT COMMITTTEE Report to the City Council December 2017 On behalf of my fellow members, I am pleased to present you with the 2017 Report of the Public Safety Bond Financial Oversight Committee. The Public Safety Bond Financial Oversight Committee met in open session on Thursday, June 29, 2017 at 4:00 p.m. at Tukwila City Hall. Pursuant to Ordinance 2509 and Resolution 1892, during this meeting the Committee reviewed status and expenditure reports relating to the Public Safety Bond as approved by Tukwila voters at the November 8, 2016 General Election. City staff also provided an overview of the Public Safety Plan as well as schedules relating to construction and public outreach. As required by the Charter, the Committee elected a Chair (Sean Goode) and Vice -Chair (Jessica Jerwa) and approved by-laws. Minutes of this meeting are attached to this report. With regard to bond finances, the Oversight Committee reviewed a list of contracts and a report of revenues and expenditures through May 31, 2017. The Committee found that expenditures to date were in compliance with the purposes of the Public Safety Bond, and reported the same to the City Council's Finance Committee on September 6, 2017. The Oversight Committee met again on October 19, 2017 in open session at Tukwila City Hall. During this meeting, the Committee received an overview of the current status of the projects, then reviewed a report of all Public Safety Bond expenditures through August 2017. We also reviewed a list of all Public Safety Plan contracts as of August 2017. Draft minutes of this meeting are attached to this report, along with a copy of the materials we reviewed. The Committee finds the bond expenditures to date are in compliance with the purposes of the Public Safety Plan. The Committee understands that our work is expected to intensify in 2018 due to the number of Public Safety Plan projects and activities in progress, and we would appreciate any feedback from the City Council regarding its expectations for next year. Sean Goode, Chair 207 Attachments: Draft minutes of October 19, 2017 Agenda materials of October 19, 2017 Adopted Committee Bylaws 208 City of Tukwila Public Safety Bond Financial Oversight Committee October 19, 2017 City Hall, Hazelnut Conference Room 5:00 p.m. MINUTES' I. Call to Order II. Roll Call Committee members present: Sean Goode, Chair, Jessica Jerwa, Vice -Chair, Andy Reiswig City staff present: David Cline, Laurel Humphrey, Peggy McCarthy, Vicky Carisen, Sherry Wright Mr. Coplen and Mr. Castillo were absent. III. Approval of Agenda Mr. Reiswig moved approval of the agenda, and Ms. Jerwa seconded. The motion carried unanimously and the agenda was approved. IV. Approval of Minutes Mr. Reiswig moved approval of the June 29, 2017 minutes, and Ms. Jerwa seconded. The motion carried unanimously and the minutes were approved. V. Unfinished Business (n/a) VI. New Business 1. Public Safety Plan Project Update Overview City staff updated the Committee on the status of projects associated with the Public Safety Plan. Another open house will take place on December 2, and the Committee is encouraged to attend. Fire stations - Weinstein AU is in the design phase, the City has received General Contractor/Construction Manager (GC/CM) approval from the state, and contractors have been interviewed. GC/CM is a process wherein the contractor is brought in to provide feedback during the design process rather than waiting until design is complete. Mr. Reiswig expressed support for the GC/CM model based upon his professional experience. Mr. Goode asked about the benefit of working with one architect to design all stations, and staff replied that using one architect and one contractor typically provides a better value than treating each building separately. Justice Center- DLR Group, Inc. is the architect firm and are currently in the programming phase. The City will apply for GC/CM authorization from the state at the end of November, and will bid for contractor in January. Mr. Reiswig asked why there is a different architect and staff replied that architecture firms commonly have different niches. DLR Group, Inc specializes in justice -related buildings. 209 Public Works Shops — Design activities related to the combined shops facility will begin in 2018. Locations - The Council has received a recommendation from the Siting Advisory Committee and is moving forward through the site selection process. Mr. Goode noted that siting of a Justice Center on Tukwila International Boulevard could have positive and negative impacts on the community around it. Ms. Jerwa hopes the City will make the building's entrance visually welcoming to the families in the neighborhood to ensure it is viewed as a community asset and resource. 2. Public Safety Plan Financial Overview The Committee reviewed a report of all Public Safety Plan revenues & expenditures through August 2017. Total actual revenues through August 31, 2017 are $37,852,683 from the voter -approved bond, fire impact fees, and investment interest. Actual expenditures through August 31, 2017 are $569,887. Because the current construction market conditions are significantly higher than what the City had estimated, there is an estimated funding gap of around $8.4 million for the fire stations project. Mr. Reiswig asked if funds could be transferred between projects, and staff replied that the bond ordinance offers that flexibility. The City Council was informed of the fire station budget projection in June and directed staff to proceed with design. In 2018 the Council will continue discussing how to fully fund the projects. Mr. Goode asked how the community would be involved in the design of the; Justice Center, since decisions will be made based upon cost. Staff said that there have and will continue to be open houses, but it is largely functional needs that drive the design. Mr. Goode recommends the City give more consideration to community involvement. The Committee reviewed an updated list of Public Safety Plan contracts, including project management, fire station location study, architectural design and planning, real estate broker services, program management quality assurance services, and environmental assessments. VII. Miscellaneous Staff mentioned that the Council would like the Committee to deliver a report before the end of the year and asked for availability in December. Committee members expressed general availability and the, meeting can be scheduled via email. VIII. Adjournment Mr. Goode moved adjournment and Mr. Reiswig seconded the motion. The motion carried and the meeting was adjourned at 5.55 p.m. Minutes by LH, Reviewed by SW 210 City of Tukwila Public Safety Bond. Financial Oversight Committee October 19, 2017 City Hall, Hazelnut Conference Room 5:00 - 6:30 p.m. City Council AGENDA I. Call to Order II. Roll Call III. Approval of Agenda IV. Approval of June 29, 2017 Minutes V. Unfinished Business VI. New Business a. Public Safety Plan Project Update/Overview b. Financial Overview VII. Adjournment 211 212 City of Tukwila Public Safety Bond Financial Oversight Committee June 29, 2017 City Hall, Hazelnut Conference Room 4:00 p.m. MINUTES I. Call to Order II. Roll Call Attendees introduced themselves and briefly spoke to their interest in serving on the Committee or their role with the City of Tukwila. Those present were: • Sean Goode, Member • Jessica Jerwa, Member • Randy Coplen, Member • Andy Reiswig, Member • Jun Castillo, Member • Bob Giberson, Public Works Director • Laurel Humphrey, Council Analyst • Sherry Wright, Senior Fiscal Coordinato • Vicky Carlsen, Deputy Finance Director • Peggy McCarthy, Finance Director Ill. Approval of Agenda Ms. Jerwa moved approval of the agenda, and Mr. Reiswig seconded. The motion carried unanimously and the agenda was approved. IV. Approval of Minutes (n/a) V. Unfinished Business (n/a) VI. New Business 1. Election of Chair & Vice -Chair Mr. Goode offered to serve as Chair and Ms. Jerwa offered to serve as Vice -Chair. The Committee accepted both nominations and no further nominations were made. Mr. Goode was elected as Chair and Ms. Jerwa as Vice -Chair, each abstaining from the vote. 2 2. Committee By -Laws The Committee discussed the draft by-laws. Staff noted that the by -taws require no fewer than two meetings a year, and the staff recommendation is to meet a second time in October 2017 when there will be more substantial expenditure reports to review. The Committee agreed with that proposal. Mr. Coplen moved approval of the by-laws as presented, and Ms. Jerwa seconded. The motion carried unanimously and the by-laws were adopted. 3. Public Safety Plan 101 Staff presented an overview of the Public Safety Plan, including background, description, funding, community oversight, project schedule, outreach schedule, implementation to date, engagement toots, and feedback received to date. 4. Financial Overview The Committee reviewed a list of contracts associated with the Public Safety Plan to date, including project management services, fire station location study, architectural design and planning, and real estate broker services. A contract for program management quality assurance was just approved by Council on June 26, 2017 and will be included with the next Committee update. Mr. Coplen inquired about the commission for the real estate brokerage services and suggested that staff look at the agreement to see if it would be worth further negotiation, noting that 6% is above the norm if proceeds are not shared with a selling agent. Mr. Coplen also inquired about cost controls on the fire station contracts and would like further information about this. 5. Expenditure report(s) The Committee reviewed a report of all Public Safety Plan revenues & expenditures to date. Total actual revenues through May 31, 2017 are $36,749,466 from the voter -approved bond and investment interest. Actual expenditures through May 31, 2017 are $143,125. On June 12, 2017, the Council Committee of the Whole discussed budget implications of fire station programming considering realities of the current competitive construction market. Staff will send the staff report and meeting minutes to the Committee. VII. Miscellaneous Trainings Staff reminded the Committee of the required Ethics and Open Public Meetings Act trainings. Links have been shared to training videos via email and certificates will be prepared when the requirements have been fulfilled. Each Committee member signed a conflict of interest disclosure form for filing with the City. Report 3 213 The Committee discussed the Charter requirement to report to the City Council at least semi- annually, which for 2017 would mean preparing a report based upon this committee meeting. Committee members asked staff to assist with a draft or template for their review. Mr. Coplen also asked staff to obtain additional clarification from the City Attorney regarding Committee members' fiduciary authority and liability. Mr. Goode also suggested using the first report as an opportunity to gain clarification from the Council on their expectations. VIII. Adjournment Ms. Jerwa moved adjournment and Mr. Coplen seconded the motion. The motion carried and the meeting was adjourned at 5:04 p.m. Minutes by LH, Reviewed by SW 214 4 NOVEMBER TUKWILA PUBLIC SAFETY PLAN FACILITIES PLAN Project Schedule D 2016 2017 2018 20 2020 2021 A J J A0O N A A OIN 0 M A A 0 N M A J A 0 0 0 M A 7000100 F M A A O CRYI50J 7107.007 h0TG CITY VOTE BOND SALE PUBLIC OUTREACH • SITE SELECTON — T JUSTICE CENTER 02,6/17 05,5,0 10, TATION 51 090,15) TAT10N 52 0,20,7 0,05,0 A STATION sa A CRY SHOPS 7,712762-41G62 &AIWA site selection program/elle selection design and permitting EtA bidding and construction -�, move-ln/occupancy III completed 4110. public outreach COUNCIL -MEMBER DECISIONS (A) Architect Contract Approval (D) Sae Sel ction (D) Contractor Pre -Con Contract (0) Project udgel Changes (C) Contractor Construction Approval (F) Bond S le 82 (G) GC/CM CPARB 5 215 216 FUNDING SOURCES CITY OF TUKWILA Public Safety Pian Revenues & Expenditures BUDGET vs ACTUALS Through August 2017 ''PrY z ®... ' ce '3 u..,. v`4c.>;d _.tE 4,4. I \6 .� e ... Fire Stations Fire Apparatus Total Fire Services Justice Center Total Public Safety Unlimited Tax General Obligation (Voter -approved bond) 18,824,000 29,932,000 48,756,000 28,629,000 77,385,000 Fire Impact Fees 4,750,000 - 4,750,000 MIIIIIIIIII 4,750,000 General Fund Support 858,000 - 858,000 - 858,000 Investment Interest - IIIIIIIMMIIIIIIIIIIIIII 116,008 - 11111111111111111111 TOTAL Revenues $ 24,432,000 $ 29,932,000 $ 54,364,000 $ 28,629,000 $ 82,993,000 u ray 4,4. I ,o. � � .. ... Funding Category 2016 2017 2018 2019 Project To Date Unlimited Tax General Obligation (Voter -approved bond) 36,709,954 - 36,709,954 Fire Impact Fees - 1,017,160 1,017,160 General Fund Support - - Investment Interest 9,561 116,008 125,569 TOTAL Revenues $ 36,719,516 $ 1,133,168 $ $ - $ 37,852,683 ire Impact ees have been accumulated over several years. W'.\Public Safety Plan \Financial Oversight Committee\Sherry's working file 10/12/2017 217 PROJECT COSTS CITY OF TUKWILA Public Safety Plan Revenues & Expenditures BUDGET vs ACTUALS Through August 2017 r3� i3O'- T ,, '.1i ,, 8' J � XPENo .m,, , xrc r_ UG4T�0 �e�, tll- 3 R a ' 7 r, x �x.,€N; �:`` c Project Category FS 51 17,950 sf FS 52 6,567 sf FS 54 8,228 sf TOTAL FS 32,745 sf Equipment & Apparatus TOTAL Fire Services Justice. Center TOTAL Bond Financed A/E Services (both design & CA) 731,003 356,000 464,000 1,551,003 2,314,136 1,551,003 1,906,190 3,457,193 Land Acquisition - 653,000 862,000 1,515,000 - 1,515,000 6,000,000 7,515,000 Permits/Fees 254,521 89,000 116,000 459,521 - 459,521 439,890 899,411 Construction (pre -con, const, tax) 7,808,854 _ 3,278,000 4,273,400 15,360,254 - 15,360,254 16,532,615 31,892,869 Construction Related Costs (incl bond) 1,047,140 438,000 551,200 2,036,340 - 2,036,340 1,034,797 3,071,137 PM Services (incl other prof Svcs) 459,552 297,000 397,000 1,153,552 , 1,181,096 1,153,552 1,145,956 2,299,508 Contingency (Inc! Construction & Pro)) 1,145,000 546,000 665,000 2,356,000 - 2,356,000 1,569,552 3,925,552 Fire apparatus - - - - 25,598,488 25,598,488 25,598,488 25,598,488 Fire equipment -• - - 4,333,874 4,333,874 - 4,333,874 TOTAL Expenditures $ 11,446,070 $ 5,657,000 $ 7,328,600 $ 24,431,670 $ 29,932,362 $ 54,364,032 $ 28,629,000 $ 82,993,032 r3� i3O'- T ,, '.1i ,, 8' F {�J .0. . 00.P £T �� s., a„ .,.. 4 s ri?s fz Project Category FS 511 9,426 sf FS 521 15,068 sf FS 54 9,287 sf TOTAL FS 33,781 sf Equipment & Apparatus TOTAL Fire Services Justice Center TOTAL Bond Financed FUNDING GAP A/E Services (both design & CA) 635,372 1,052,393 626,371 2,314,136 - 2,314,136 1,906,190 4,220 326 ' 'll163,133.: Land Acquisition/ROW 653,400 862,300 1,515,700 - 1,515,700 6,000,000 7,515,700 .1700; Permits/Fees l 166,465 300,718 164,010 631,193 - 631,193 439,890 1,071,083 171,672'. Construction (pre -con, const, tax) 6,324,204 9,547,131 6,233,378 22,104,713 - 22,104,713 16,532,615 38,637,328 6,744,459' Construction Related Costs (Inc! bond) 657,361 1,184,308 708,713 2,550,382 - 2,550,382 1,034,797 3,585,179 514,042; PM Services (incl other prof svcs) 299,637 576,376 305,083 , 1,181,096 - 1,181,096 1,145,956 2,327,052 ,'27,544; Contingency (inti Construction & Pro() 749,092 1,093,884 765,381 2,608,357 - 2,608,357 1,569,552 4,177,909 .252,357' Fire apparatus - - - • 25,598,488 25,598,488 - 25,598,488 - Fire equipment - - - 4,333,874 4,333,874 4,333,874 , $ 8,473,907 TOTAL Expenditures $ 9,485,531 $ 13,754,810 $ 9,665,236 $ 32,905,577 $ 29,932,362 $ 62,837,939 $ 28,629,000 $ 91,466,939. e main fire station was onginally en le as FSSO, but has been changed to FS52 in the revised estimate. W9Pubtc Safety Play' icial Oversight CommitteelPSP Financial Reports for FOC 218 10/19/2017 CITY OF TUKWILA Public Safety Plan Revenues & Expenditures BUDGET vs ACTUALS Throu:h Au:ust2017 TOTAL FS Equipment & TOTAL 33,781 sf Apparatus Fire Services Justice Center TOTAL Bond Financed A/E Services (both design & CA) 34,672 34,661 34,661 103,995 103,995 180 104,175 Land Acquisition/ROW Permits/Fees Construction (pre -con, const, tax) Construction Related Costs Bond Issuance Costs 59,853 8,256 68,109 14,447 82,556 123,833 206,388 PM Services (incl other prof svcs) 40,949 25,123 26,478 92,551 92,551 105,673 198,224 Contingency (incl Construction & Proj) Fire Apparatus Fire Equipment 61,101 61,101 61,101 TOTAL Expenditures $ 135,475 $ 68,040 $ 61,139 $ 264,654 $ 75,547 $ 340,202 $ 229,686 $ 569,887 o W.\Pubhc Safety PlanlFnancial Oversight Commitee\Sherry's working file 10/12/2017 219 220 CITY OF TUKWILA Public Safety Plan Contracts for Service 16-121 Shiels Obletz Johnsen (SOJ ) Project Management Services - Phase I (Pre bond election project planning) Stark Date: 10/11/2016 12/31/2016 Not to exceed $37,000 16-179 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 Flat Fee of $36,000 17-068 Weinstein AU, LLC Architectural Design and Planning Services (Fire Stations) 4/19/2017 12/31/2020 Not to exceed $2,087,717 17-084 Heartland LLC Real Estate Broker Services 5/23/2017 12/31/2018 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. 17-125 Steven M. Goldblatt Program Management Quality Assurance Services 7/25/2017 12/31/2021 Not to exceed $250,000 17-157 DLR Group, Inc Architectural Design and Planning Services (Justice Center) 9/9/2017 12/31/2020 Not to exceed $2,146,084 17-167 Sound Earth Strategies, Inc Phase 1 Environmental Site Assessments 9/18/2017 12/31/2017 Not to exceed $15,000 W:\Public Safety Plan\Financial Oversight Committee\Sherry's working file 10/12/2017 221 City of Tukwila Public Safety Financial Oversight Committee Expenditure Detail Through August 31, 2017 Justi e f ` TOTAL Center 1 NE Services DAILY JOURNAL OF COMMERCE FACETS CONSULTING, LLP SEATTLE TIMES WEINSTEIN Legal ad for PSP justice cente Legal Ad FS51 Legal Ad FS52 Legal Ad FS54 Legal ad:PSP 51 Legal ad:PSP JC Legal ad:PSP S2 Legal ad:PSP S4 PSP -FIRE ST LOCAT & DEPLOY STD Legal ad for Justice cntr Legal ad for PSP Legal Ad PSP Fire Legal Ad PSP JC RELOCATE FIRE STATION 51 NE Services Total 6 Bond Issuance IPREO PARENT HOLDCO LLC PACIFICA LAW GROUP LLP PUBLIC FINANCIAL MGMT INC STANDARD AND POOR'S FINANCIAL 0 2016 UTGO Underwriter's Disc ELECTRONIC DISTR. OF POS/OS LGL SVCS-UNLMTD TAX GEN OBLIG. FINANCIAL ADVIOSRY SVCS -2016 B FINANCIAL ADVISORY SVCS -2016 B ANAL. SVCS-UNLMTD TAX GEN OBLI Bond Issuance Tot 7 PM Services SHIELS OBLETZ JOHNSEN INC JUSTICE CENTER JUSTICE CENTER JUSTICE CENTER PUBLIC SAFETY PLAN PM Services Total 26 23 12,000 11 22,612 I $ 34,672 $ 29,417 218 9,077 14,037 I 7,105 $ 59,853 $ 3,643 8,116 1 29,191 $ 40,949 $ 26 23 j 23 ' 12,0001 12,000 26 68;$ 23 , 20 54, 15; 22,612 I 22,612 I I 34,661 $ 34,661 $ 180 $ 4,057 ; 7,101 60,862 30 ! 52 450 ! 1,252 ; 2,191 ; 18,779 1,936 1 3,388 I 29,042 980 ! 1,715 14,700 8,256 $ 14,447 $123,833 $ 1,301 ; 1,822 9,368 ; 8,116 1 8,116 1 11,237 I 15,706 ; 16,541 85,068 25,123 $ 26,478 $105,673 $ 10 Fire Equipment LN CURTIS & SONS SEAWESTERN, INC. 0 Corr code PSP bunker gear MISCELLANEOUS AND SPECIAL 305.98.522.220.35.00 Bunkergea Fire Equipment Tota Grand Total 411,418 I I 14,883 4,800 I $ 61,101 $ 8135 475 : $ 68,040 : $ 61,139 $ 75,547 $ 229,686 $ 569,887 68; 26 26 26 I 23 � 23 , 23 j 23 36,000 I 20 54 11 15 67,836 I 104,175 101,437 750 ! 31,299 ; 19,361 I 29,042 24,500 206,388 16,134 35,583 I 146,506 198,224 41,418 14,883 4,800 I 61,101 10/19/2017 222 Public Safety Bond Financial Oversight Committee Bylaws Article I. 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 4 223 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 person 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 4 224 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 4 225 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 4 226