HomeMy WebLinkAboutCOW 2011-11-14 COMPLETE AGENDA PACKETTukwila City council Agenda
COMMITTEE OF THE WHOLE
Jim Haggerton, Mayor Councilmembers: Joe Duffle Joan Hernandez
David Cline, City Administrator Dennis Robertson Verna Seal
Allan Ekberg, Council President Kathy Hougardy De'Sean Quinn
Monday, November 14, 2011, 7:00 PM
Tukwila City Hall Council Chambers
1. CALL TO ORDER PLEDGE OF ALLEGIANCE
2. SPECIAL Swearing in of three new police officers: Leslie Shuck, Jed Slagter, and
PRESENTATIONS Michael Boehmer
3. CITIZEN COMMENT At this time, you are invited to comment on items not included on this agenda
(please limit your comments to rive minutes per citizen). To comment
on an item listed on this agenda, please save your comments until the issue is
presented for discussion.
4. PUBLIC HEARING An ordinance increasing the regular property tax levy 1 percent from the Pg.1
previous year commencing January 1, 2012, on all property, both real and
personal, in compliance with RCW 84.55.120.
5. SPECIAL
a. Tax levy legislation:
Pg.1
ISSUES
(1) An ordinance levying the general taxes for the fiscal year commencing
Pg.5
January 1, 2012, for all property, both real and personal.
(2) An ordinance increasing the regular property tax levy 1 percent from the
Pg.7
previous year commencing January 1, 2012, on all property, both real and
personal, in compliance with RCW 84.55.120.
b. A proposal regarding Rock 'n' Roll Marathon sponsorship.
Pg.13
c. A resolution adopting the procurement card (PCard) process.
Pg.21
d. A Memorandum of Understanding with the Washington Cities Insurance
Pg.81
Authority (WCIA) regarding the City's deductible.
e. A grant funding agreement for WSDOT. Rideshare Online Project.
Pg.93
f. An Interlocal Agreement with King County for transfer of drainage
Pg.125
facility.
g. An agreement for the 2012 Overlay and Repair Program.
Pg.137
h. A proposal for additional Police staffing.
Pg.155
i. Permit tracking system replacement.
Pg.163
j. A resolution regarding golf course fees.
Pg.185
k. Discussion on golf course budget and General Fund subsidy.
Pg.195
6. REPORTS
a. Mayor b. City Council
c. Staff d. City Attorney e. Intergovernmental
7. MISCELLANEOUS
8. EXECUTIVE SESSION
9. ADJOURNMENT
Tukwila City Hall is wheelchair accessible.
Reasonable accommodations are available at public hearings with advance notice to the
City Clerk's Office (206- 433 -1800 or tukclerk @tukwilawa.gov). This notice is available at
www.tukwilawa.00v, and in alternate formats with advance notice for those with disabilities.
Tukwila Council meetings are audio taped.
HOW TO TESTIFY
If you would like to address the Council, please go to the podium and state your name and address clearly for
the record. Please observe the basic rules of courtesy when speaking and limit your continents to five
minutes. The Council appreciates hearing from citizens but may not be able to take immediate action on
continents received until they are referred to a Committee or discussed under New Business.
COUNCIL MEETINGS
No Council meetings are scheduled on the 5th Monday of the month unless prior public notification is given.
Regular Meetings The Mayor, elected by the people to a four -year term, presides at all Regular Council
Meetings held on the 1st and 3rd Mondays of each month at 7:00 p.m. Official Council action in the
form of formal motions, adopting of resolutions and passing of ordinances can only be taken at Regular
Council meetings.
Committee of the Whole Meetings Council members are elected for a four -year term. The Council
President is elected by the Council members to preside at all Committee of the Whole meetings for a
one -year term. Committee of the Whole meetings are held the 2nd and 4th Mondays at 7:00 p.m.
Issues discussed are forwarded to the Regular Council meeting for official action.
GENERAL INFORMATION
At each Council meeting citizens are given the opportunity to address the Council on items that are not
included on the agenda during CITIZENS COMMENTS. Please limit your comments to 5 minutes.
Special Meetings may be called at any time with proper public notice. Procedures followed are the same as
those used in Regular Council meetings.
Executive Sessions may be called to inform the Council of pending legal action, financial, or personnel
matters.
PUBLIC HEARINGS
Public Hearings are required by law before the Council can take action on matters affecting the public interest
such as land -use laws, annexations, rezone requests, public safety issues, etc. Section 2.04.150 of the
Tukwila Municipal Code states the following guidelines for Public Hearings:
The proponent shall speak first and is allowed 15 minutes for a presentation.
2. The opponent is then allowed 15 minutes to make a presentation.
Each side is then allowed 5 minutes for rebuttal.
4. Citizens who wish to address the Council may speak for 5 minutes each. No one may speak a second
time until everyone wishing to speak has spoken.
5. After each speaker has spoken, the Council may question the speaker. Each speaker can respond to the
question, but may not engage in further debate at this time.
6. After the Public Hearing is closed and during the Council meeting, the Council may choose to discuss
the issue among themselves, or defer the discussion to a future Council meeting, without further public
testimony. Council action may only be taken during Regular or Special Meetings.
COUNCIL AGENDA SYNOPSIS
Initials ITEM NO.
Meelhtz Date Prepared by I Mayor's review Council review
11/14/11 1 PMc LAM (14' 1 4
11/21/11 PMc
i 5.A.
ITEM INFORMATION
CAS NUI B]3 'R: STAFF SPONSOR: PEGGY MCCARTHY ORIG INA], AGENDA DATF: 11/14/11
AGI-_.NDA IT M Trrt,I An ordinance levying property taxes for 2012 and an ordinance increasing the
regular property tax levy one percent from the previous year.
C,� i'I�:GORY Discussion Motion Resolution Ordinance Bid2livard Public Hearing Other
D4tg Date 11/14/11 1AZtg Date Nltg Date Alt g Date 11/21/11 Mtg Date rA2tg Date 11/14/11 11Itg Dale
SPONSOR Council Mayor HR DCD Finance .Fire IT P &R ❑Police PlV'
SPONSOR'S City Council is being asked to approve an ordinance levying property tax for 2012 and an
SUMMARY ordinance increasing the regular property tax levy one percent from the previous year.
Ri -I ;�xil :D I3Y CO \U Mtg. CA &P Cmte F &S Cmte Transportation Cmte
utilities Cmte Arts Comm. Parks Comm. Planning Comm.
DATE: 11/08/11 COMMITTEE CHAIR: HOUGARDY
RECOMMENDATIONS:
SPONs( /ADMIN. Finance
COmm""ITEr Unanimous Approval; Forward to Committee of the Whole
COST IMPACT FUND SOURCE
EXPI- :NDI'TUR1 R73OUlltED AMOUNT BUDGETED APPROPRIATION ,REQUIRED
$0
Fund Source:
Comments:
MTG. DATE
11/14/11
I MTG. DATE
11/14/11
11/21/11
RECORD OF COUNCIL ACTION
ATTACHMENTS
Informational memorandum dated 11/3/11
Draft Ordinances (2)
Preliminary Levy Limit Worksheet
Minutes from the Finance Safety Committee Meeting of 11/8/11
1
x
City of Tukwila
Jim Haggerton, Mayor
INFORMATIONAL MEMORANDUM
TO:
FROM:
DATE:
SUBJECT
ISSUE
Mayor Haggerton
Finance and Safety Committee
Peggy McCarthy, Interim Finance Director
November 9, 2011
2012 Property Tax Levy
The Council must consider and pass a property tax levy for 2012 by November 30, 2011.
BACKGROUND
A Public Hearing for adoption of the 2012 property tax levy is required by RCW 84.55.120. The
Hearing is scheduled for November 14, 2011.
The City was notified on October 31, 2011 that the assessed value for Tukwila for 2012 is projected
to be $4,662,144,321. This represents a decrease of $147,342,465, or 3.06 from the 2011
assessed value of $4,809,486,786. The allowable levy projected by King County and documented
on the Preliminary Levy Limit Worksheet -2012 Tax Roll is $13,737,816, representing the maximum
101 increase allowed.
DISCUSSION
The assessed value and the allowable levy are subject to change until final levy rate determination.
A levy amount of $13,800,000 will be used for the ordinance. If the final allowable levy is less than
the ordinance amount, King County Department of Assessments will adjust the ordinance amount to
the final allowable levy amount and no further action by the Council will be required. If the final
allowable levy is more than the ordinance amount, a revised ordinance will be presented to Council
at the Regular Meeting on December 5, 2011 for approval.
RECOMMENDATION
The Council is being asked to consider the ordinance adopting the General Tax Levy and the
ordinance adopting the Regular Tax Levy at the November 14, 2011 Committee of the Whole
meeting and the subsequent November 21, 2011 Regular Meeting. A public hearing has also
been scheduled at the November 14, 2011 Committee of the Whole.
ATTACHMENTS
Draft Ordinances
Preliminary Levy Limit Worksheet 2012 Tax Roll
9
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m.
AN ORDINANCE OF THE CITY COUNCIL OF THE CITY OF
TUKWILA, WASHINGTON, LEVYING THE GENERAL TAXES
FOR THE CITY OF TUKWILA IN KING COUNTY FOR THE
FISCAL YEAR COMMENCING JANUARY 1, 2012, ON ALL
PROPERTY, BOTH REAL AND PERSONAL, IN SAID CITY,
WHICH IS SUBJECT TO TAXATION FOR THE PURPOSE OF
PAYING SUFFICIENT REVENUE TO CARRY ON THE SERVICES
OF THE SEVERAL DEPARTMENTS OF SAID CITY FOR THE
ENSUING YEAR, AS REQUIRED BY LAW; PROVIDING FOR
SEVERABILITY; AND ESTABLISHING AN EFFECTIVE DATE.
WHEREAS, the City Council of the City of Tukwila has considered the City's
anticipated financial requirements for 2012 and the amounts necessary and available to be
raised by ad valorem taxes on real, personal and utility property, and
WHEREAS, the final assessed valuation calculation has been determined;
NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF TUKWILA,
WASHINGTON, HEREBY ORDAINS AS FOLLOWS:
Section 1. Regular Tax Levy.
A. There shall be and hereby is levied on all real, personal and utility property in the
City of Tukwila, in King County, whose estimated assessed valuation is $4,662,144,321,
current taxes for the ensuing year commencing January 2012, in the amount and at the
rates specified below:
Amount
Regular Tax Levy $13,800,000
B. The said taxes herein provided for are levied for the purpose of payment upon the
general bonded indebtedness of the City of Tukwila, the General Fund, and for the
maintenance of the departments of the municipal government of the City of Tukwila for the
fiscal year beginning January 1, 2012.
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Section 2. Collection. This ordinance shall be certified to the proper County
officials, as provided by law, and taxes here levied shall be collected to pay to the Finance
Director of the City of Tukwila at the time and in the manner provided by the laws of the
State of Washington for the collection of taxes for non chartered code cities.
Section 3. Corrections by City Clerk or Code Reviser. Upon approval of the
City Attorney, the City Clerk and the code reviser are authorized to make necessary
corrections to this ordinance, including the correction of clerical errors; references to
other local, state or federal laws, codes, rules, or regulations; or ordinance numbering
and section /subsection numbering.
Section 4. Severability. If any section, subsection, paragraph, sentence, clause or
phrase of this ordinance or its application to any person or situation should be held to be
invalid or unconstitutional for any reason by a court of competent jurisdiction, such
invalidity or unconstitutionality shall not affect the validity or constitutionality of the
remaining portions of this ordinance or its application to any other person or situation.
Section 5. Effective Date. This ordinance or a summary thereof shall be published
in the official newspaper of the City, and shall take effect and be in full force and effect
January 1, 2012.
PASSED BY THE CITY COUNCIL OF THE CITY OF TUKWILA, WASHINGTON, at
a Regular Meeting thereof this day of 2011.
ATTEST /AUTHENTICATED:
Christy O'Flaherty, CMC, City Clerk
APPROVED AS TO FORM BY:
Shelley M. Kerslake, City Attorney
Jim Haggerton, Mayor
Filed with the City Clerk:
Passed by the City Council:
Published:
Effective Date:
Ordinance Number:
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AN ORDINANCE OF THE CITY COUNCIL OF THE CITY OF
TUKWILA, WASHINGTON, INCREASING THE CITY OF
TUKWILA REGULAR LEVY FROM THE PREVIOUS YEAR,
COMMENCING JANUARY 1, 2012, ON ALL PROPERTY,
BOTH REAL AND PERSONAL, IN COMPLIANCE WITH
RCW 84.55.120; PROVIDING FOR SEVERABILITY; AND
ESTABLISHING AN EFFECTIVE DATE.
WHEREAS, the City of Tukwila has properly given notice of a public hearing held on
November 14, 2011, pursuant to RCW 84.55.120; and
WHEREAS, after hearing and duly considering all relevant evidence and testimony
presented, the City Council has determined that in order to discharge its expected
expenses and obligations the City requires an increase in property tax revenue from the
previous year, in addition to the increase resulting from the addition of new construction
and improvements to property and any increase in the value of State assessed property;
and
WHEREAS, the City Council has determined it is in the City's best interest and
necessary to meet its expenses and obligations for the property tax revenue to be
increased for 2012, and the final assessed valuation calculation has been determined;
NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF TUKWILA,
WASHINGTON, HEREBY ORDAINS AS FOLLOWS:
Section 1. An increase in the regular property tax levy, in addition to any amount
resulting from the addition of new construction and improvements to property and any
increase in the value of State assessed property, is hereby authorized for the 2012 levy in
the amount of $103,245, which is a percentage increase of 1.0% from the previous year.
This increase is exclusive of additional revenue resulting from new construction,
improvements to property, any increase in the value of State assessed property, any
annexations that have occurred and refunds made.
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Section 2. Corrections by City Clerk or Code Reviser. Upon approval of the
City Attorney, the City Clerk and the code reviser are authorized to make necessary
corrections to this ordinance, including the correction of clerical errors; references to
other local, state or federal laws, codes, rules, or regulations; or ordinance numbering
and section /subsection numbering.
Section 3. Severability. If any section, subsection, paragraph, sentence, clause or
phrase of this ordinance or its application to any person or situation should be held to be
invalid or unconstitutional for any reason by a court of competent jurisdiction, such
invalidity or unconstitutionality shall not affect the validity or constitutionality of the
remaining portions of this ordinance or its application to any other person or situation.
Section 4. Effective Date. This ordinance or a summary thereof shall be published
in the official newspaper of the City, and shall take effect and be in full force and effect
January 1, 2012.
PASSED BY THE CITY COUNCIL OF THE CITY OF TUKWILA, WASHINGTON, at
a Regular Meeting thereof this day of 2011.
ATTEST /AUTHENTICATED:
Christy O'Flaherty, CMC, City Clerk
APPROVED AS TO FORM BY:
Shelley M. Kerslake, City Attorney
Jim Haggerton, Mayor
Filed with the City Clerk:
Passed by the City Council:
Published:
Effective Date:
Ordinance Number:
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9
s�
LEVY LIMIT WORKSHEET 2012 Tax Roll
TAXING DISTRICT: City of Tukwila
The determination of your regular levy limit for 2012 property taxes is provided by the King County
Assessor pursuant to RCW 84.55.100.
Annexed to Library District (Note 1) Estimated Library rate: 0.50000
Using Limit Factor Using Implicit
For District Calculation of Limit Factor Levy Price Deflator
13,463,176 Levy basis for calculation: (2011 Limit Factor) (Note 2) 13,463,176
1.0100 x Limit Factor 1.0276
13,597,808 Levy 13,834,086
7,007,838 Local new construction 7,007,838
0 Increase in utility value (Note 3) 0
7,007,838 Total new construction 7,007,838
2.82566 x Last year's regular levy rate 2.82566
19,802 New construction levy 19,802
13,617,610 Total Limit Factor Levy 13,853,888
Annexation Levy
0
Omitted assessment levy (Note 4)
0
13,617,610
Total Limit Factor Levy new lid lifts
13,853,888
4,662,144,321
Regular levy assessed value less annexations
4,662,144,321
2.92089
Annexation rate (cannot exceed statutory maximum rate)
2.97157
0
x Annexation assessed value
0
0
Annexation Levy
0
Lid lifts, Refunds and Total
0
First year lid lifts
0
13,617,610
Limit Factor Levy
13,853,888
13,617,610
Total RCW 84.55 levy
13,853,888
120,206
Relevy for prior year refunds (Note 5)
120,206
13,737,816
Total RCW 84.55 levy refunds
13,974,094
Levy Correction: Year of Error +or
13,737,816
ALLOWABLE LEVY (Note 6)
13,974,094
Increase Information (Note 7)
2.94667
Levy rate based on allowable levy
2.99735
13,494,563
Last year's ACTUAL regular levy
13,494,563
103,245
Dollar increase over last year other than N/C Annex
339,523
0.77%
Percent increase over last year other than N/C Annex
2.52%
Calculation of statutory levy
Regular levy assessed value (Note 8)
4,662,144,321
x Maximum statutory rate
3.10000
Maximum statutory levy
14,452,647
+Omitted assessments levy
0
Maximum statutory levy
14,452,647
Limit factor needed for statutory levy
Not usable
ALL YEARS SHOWN ON THIS FORM ARE THE YEARS IN WHICH THE TAX IS PAYABLE.
Please read carefully the notes on the reverse side.
11/02/11 11:59 AM
LevyLimitWS.doc
9
Notes:
1) Rates for fire districts and the library district are estimated at the time this worksheet is
produced. Fire district and library district rates affect the maximum allowable rate for cities
annexed to them. These rates will change, mainly in response to the actual levy requests
from the fire and library districts. Hence, affected cities may have a higher or lower
allowable levy rate than is shown here when final levy rates are calculated.
2) This figure shows the maximum allowable levy, which may differ from any actual prior levy
if a district has levied less than its maximum in prior years. The maximum allowable levy
excludes any allowable refund levy if the maximum was based on a limit factor. The
maximum allowable levy excludes omitted assessments if the maximum was determined by
your district's statutory rate limit. If your district passed a limit factor ordinance in the year
indicated, that limit factor would help determine the highest allowable levy. However, if the
statutory rate limit was more restrictive than your stated limit factor, the statutory rate limit is
controlling.
3) Any increase in value in state assessed property is considered to be new construction value
for purposes of calculating the respective limits. State assessed property is property
belonging to inter- county utility and transportation companies (telephone, railroad, airline
companies and the like).
4) An omitted assessment is property value that should have been included on a prior year's roll
but will be included on the tax roll for which this worksheet has been prepared. Omits are
assessed and taxed at the rate in effect for the year omitted (RCW 84.40.080 -085). Omitted
assessments tax is deducted from the levy maximum before calculating the levy rate for
current assessments and added back in as a current year's receivable.
5) Administrative refunds under RCW 84.69.020 were removed from the levy lid by the 1981
legislature.
6) A district is entitled to the lesser of the maximum levies determined by application of the
limit under RCW 84.55 and the statutory rate limit. Levies may be subject to further
proration if aggregate rate limits set in Article VII of the state constitution and in RCW
84.52.043 are exceeded.
7) This section is provided for your information, and to assist in preparing any Increase
Ordinance that may be required by RCW 84.55.120. The increase information compares the
allowable levy for the next tax year with your ACTUAL levy being collected this year. The
actual levy excludes any refund levy and expired temporary lid lifts, if applicable. New
construction, annexation and refund levies, as well as temporary lid lifts in their initial year,
are subtracted from this year's allowable levy before the comparison is made.
8) Assessed valuations shown are subject to change from error corrections and appeal board
decisions recorded between the date of this worksheet and final levy rate determination.
11/02/11 11:59 AM
Levy Lini WS.doc
0
FINANCE AND SAFETY COMMITTEE DRAFT
Meeting Minutes
November 8, 2011— 4: 00 p.m.; Conference Room 93
City of Tukwila
Finance and Safety Committee
*N0TE::4pecia1.Ytar1 .Thee
PRESENT
COLmcllmembers: Kathy Hougardy, Chair; Joan Hernandez and Dennis Robprtson
Staff: Peggy McCarthy, Craig Zellerhoff, Mike Villa, David (641and Joyce Trantina, Bob Giberson,
Gail Labanara, Derek Speck, Katherine Kertzman, Rjck'Still
Others: Chuck Parrish, Ellen Gengler
CALL TO ORDER: Chair Hougardy called the meeting to order 'at 4:00 p.ma
nom.
I. PRESENTATIONS HV
No presentations.
II. BUSINESS AGENDA
A. Rock `N' Roll Marathon Sponsorship
Staff is seeking Council approval to ent alto a sponsors ffpJgagreement with Competitors Group for the
2012 Rock `N' Roll Seattle Marathon and,/2` in the' ount of $50,000. This is largely due to a
change in the route for the Marathon, gtuing the group /sponsors a1 opportunity to grow the size of the
event. The City received good visibility from th _event, as wel as good practice for emergency
management activities Tls�J -be a joint rriarket�ng:po�oct/sponsors� with Seattle Southside Visitors
Services between the cares of Tttkw�ala, SeaTaE Kent a7 d Des~ ones and the Tukwila portion of the cost
is $16,500 which will be funded from the lodgiiiA' nd. Pv
UNANIMOUS,APPROV L. FORWARD TO NOVEMBER 14 COW FOR DISCUSSION.
B. Resolution: ProcuremenUCard Process
Staff is peeking COUflC'I 4broval of a resolution thatradopts the City's Procurement Card Program.
The purpose of the PCardWgram wOto increase efficiencies by streamlining the purchasing process,
reduce purchase orders and the use of petty cash. The City also gets a rebate from the bank (about
$48K /yeas �Eas'ed on a recent audit, it was discovered that City Council needs to approve the new
process, per the drafted Resolution.
UNANIMOUS APPROVAL FORWARD TO NOVEMBER 14 COW FOR DISCUSSION.
C. Ordinances: 2012 Tax Levvw
Staff is seeking Council approval of an ordinance increasing the City's Regular Property Tax Levy from
the previous year and an ordinance levying the General Taxes.
After discussion regarding the tax levy, it was suggested that staff consider combining these two
resolutions into one combined resolution in future years. Dennis asked that staff investigate how far the
property tax would have to go before the City actually sees a decline in revenues, since the property
assessments have not shifted in a positive direction yet.
UNANIMOUS APPROVAL. FORWARD TO NOVEMBER 14 COW FOR PUBLIC HEARING
AND DISCUSSION.
11
12
COUNCIL AGENDA SYNOPSIS
AC;I :NDA ITri\I
Initials ITEMNO.
Meeting Date Prepared by Mayor's review Council review
11/14/11 KK
11/21/11 KK 5.6.
ITEM INFORMATION
(STAFF SPONSOR: KATHERINE KERTZMAN �ORIGINA]:,AGI ;NI)A DA'1'P;: 11/14/11
Rock Roll Marathon Sponsorship Proposal
Cx 1'1,cc >xY Dhwu.%rion Motion Resolution Ordinance Bid Aware/ ,Public HearinS Other
l7tg Date 11/14/11 12tg Date 11/21/11 Altg Date t14tg Date A1tg Date A11g Date Mt, Date
SPONSOR Council (Mayor .Adm Svcs DCD Finance Fire Legal .he:R ❑Police P r
SPONSOR'S The Council is being asked to authorize the Mayor to sign a one year sponsorship
SUIMMARY agreement with Competitor Group for the 2012 Rock "n" Roll Seattle Marathon &'/2
Marathon on behalf of Seattle Southside Visitor Services in the amount of $50,000.
cow Mtg. CA &P Cmte F &S Cmte Transportation Cmte
Utilities Cmte Arts Comm. Parks Comm. Planning Comm.
DATE: 11/8/11 CHAIR HOUGARDY
RECOMMENDATIONS:
SPONSOR /ADIVrIN. Authorize Mayor's signature.
Comm I"11-,r' Unanimous Approval; Forward to Committee of the Whole
COST ,IMPACT f `FUN'D SOURCE'
EXPf_?NDPI'URL 7Z1 AMOUNT BUDGETED APPROPRIATION REQUIRED
$50,000 $100,000
Fund Source: Lodging Tax Fund 101.00.557.301.44.12 (NOT GENERAL FUND)
Comments: Unanimous Approval by the Lodging Tax Advisory Committee; Forward to Finance Safety
13
ME
City of Tukwila
Jim Haggerton, Mayor
INFORMATIONAL MEMORANDUM
TO: Mayor Haggerton
Finance and Safety Committee
FROM: Katherine Kertzman, Tourism Marketing Program Manager
DATE: October 18, 2011
SUBJECT: Rock Roll Marathon Sponsorship Proposal
ISSUE
Seattle Southside Visitor Services has the opportunity to be an Official Sponsor of the Rock 'n'
Roll Seattle Marathon &'/2 Marathon in conjunction with the Seafair festival in 2012 for $50,000.
BACKGROUND
As you know, the City completed its three year contract with the Competitors Group at the
conclusion of this year's marathon, officially named the Dodge Rock 'n' Roll Seattle Marathon
1/2 Marathon. On September 20 2011, staff met with Beth Knox, President and CEO of
Seafair and Elizabeth O'Brien, Vice President of the Competitors Group, to discuss the City's
sponsorship in the future.
Beth and Elizabeth both expressed great gratitude for the City's financial support and most
importantly for the enthusiasm and dedication the City of Tukwila elected officials and staff have
shown these past 3 years. Both sincerely thanked the elected City elected officials and staff for
making this event a reality for our region.
As much as both organizations appreciate Tukwila, they have decided to change the course to
start and end in Seattle Center. The new course accomplishes several goals for the Competitor
Group and Seafair.
First, as you may remember, the course used these past 3 years encountered a bottle neck
under the 1 -90 Bridge, limiting the maximum number of runners the course could accommodate.
The new course will enable the race to increase the number of participating runners to generate
greater economic impact for their organizations and the region.
Second, the Competitor Group spent over $100,000 to shuttle runners from downtown Seattle to
the start line in Tukwila. The new course will save them that expense. Runners will instead be
encouraged to ride Link Light Rail and /or the Monorail before and after the race. Even though
the City's $150,000 sponsorship from lodging taxes basically covered the shuttle expense and
special event permit (for staffing of police, fire, etc.) the race was still limited from growing. In
addition, the City's lodging tax fund would run out of money in less than three years if we had
kept the same sponsorship level so we couldn't maintain or increase our sponsorship.
Although this change will change Tukwila's role in the marathon, Seattle Southside Visitor
Services has the opportunity to be an Official Sponsor of the Rock 'n' Roll Seattle Marathon &'h
Marathon in conjunction with the Seafair festival in 2012 for $50,000 and market all Southside
Cities as an ideal home base to stay and play before and after the race.
15
INFORMATIONAL MEMO
Page 2
We expect to continue to see hotel stays in the Southside for the marathon. Almost all
Southside hotels offer their overnight guests complimentary shuttle services to and from Sea-
Tac Airport. This will make it possible for hoteliers to drop off and pick up runners at the light rail
station "Kiss and Ride" in SeaTac. This transportation option will help all Southside cities remain
an ideal location for Rock "n" Roll Marathon runners to stay. In addition, as the race grows,
more runners mean more overnight stays and more overnight stays mean more visitors
spending and more business for everyone.
2011 Estimated regional economic impact data includes:
Direct Economic Impact: $21,177,000
Induced Economic Impact: $13,765,000
Total Economic Impact: $34,942,000
22,310 TOTAL room nights, and 22.8% of people said they stayed in Tukwila. This
would be approximately 5,087 room nights in Tukwila.
ANALYSIS
Seattle Southside will receive the same promotional benefits that the City of Tukwila received
for the past three years as the start line City sponsor for 1/3 the cost.
On Sept. 19, 2011, this item was discussed at the Tukwila Lodging Tax Advisory Committee
meeting. Committee members recommended staff negotiate a more cost effective sponsorship
with the Competitors Group and Seafair while maintaining the Cities ability to entice RnR
runners to stay overnight in Tukwila. This proposal is a one year sponsorship. Staff will evaluate
the economic impact of this sponsorship following next year's race given the new start line to
confirm total number of room nights in the City of Tukwila and Seattle Southside as a region.
Budget impacts: There is no additional budget request for this item. The cost for this work is
included within the Council approved 2011 -2012 Budget.
The sponsorship will be paid for using by the lodging tax dollars in the Seattle Southside
program budget under joint marketing projects; "Joint Marketing Projects" account that is funded
by the 4 SSVS participating cities: Tukwila, SeaTac, Kent and Des Moines. Tukwila's portion of
the sponsorship fee for one year is $16,500.
Since this is a tourism program item, the costs will be paid out of lodging taxes, not the City's
general fund.
RECOMMENDATION
The Council is being asked to authorize the Mayor to sign a sponsorship agreement with
Competitors Group for the 2012 Rock "n" Roll Seattle Marathon &'/2 Marathon on behalf of
Seattle Southside Visitor Services in the amount of $50,000.
The Council is also asked to consider this item at the November 14, 2011 Committee of the
Whole meeting and subsequent November 21, 2011 Regular meeting.
ATTACHMENTS
Official Sponsorship proposal
WA2011 Info Memos- CounciARock n Roll Marathon 2012 doc.docx
16
Rock `n' Roll Seattle
Marathon 1/2 Marathon
June 23, 2012
OFFICIAL SPONSORSHIP PROPOSAL
SEATTLE SOUTHSIDE VISITOR SERVICES Official Sponsorship Benefits
As an Official Sponsor of the Rock 'n' Roll Seattle Marathon Marathon, SEATTLE SOUTHSIDE VISITOR
SERVICES will receive the following promotional benefits:
Sponsor Designation
SEATTLE SOUTHSIDE VISITOR SERVICES will be an Official Sponsor of the Rock 'n' Roll Seattle
Marathon Marathon, and may use this designation in its advertising and promotion. *All
promotional programs and advertisements using the Rock 'n' Roll Seattle name and /or logo must
have prior approval from Competitor Group.
Event Advertising
SEATTLE SOUTHSIDE VISITOR SERVICES name and /or logo included in select event advertising.
SEATTLE SOUTHSIDE VISITOR SERVICES will receive a full -page, 4 -color advertisement in the Official
Event Guide.
SEATTLE SOUTHSIDE VISITOR SERVICES will be identified as an Official Sponsor on the Rock'n' Roll
Seattle website, and will receive a link to the SEATTLE SOUTHSIDE VISITOR SERVICES website.
Opportunity to provide tourism content for Weekend Activities and /or Area Attractions page of the
Official Website. CGI to manage website; SEATTLE SOUTHSIDE VISITOR SERVICES to provide content.
Print Promotional Material
SEATTLE SOUTHSIDE VISITOR SERVICES name and /or logo on all Seattle race specific full -color
promotional brochures distributed through sporting goods retailers, athletic clubs, grocery stores
and race expos throughout the U.S.
SEATTLE SOUTHSIDE VISITOR SERVICES will receive the opportunity to place a blurb in two e-
newsletters sent to all registered participants.
SEATTLE SOUTHSIDE VISITOR SERVICES name and /or logo on Final Information e- mailed to all
registered participants
17
t
�O�G
Event Signage
SEATTLE SOUTHSIDE VISITOR SERVICES will receive banner opportunities at the event, including the
following:
o Two (2) logos on banners at the Start Line
o Six (6) logos on banners at the Finish Line
Expo Display /Sampling Opportunities
SEATTLE SOUTHSIDE VISITOR SERVICES will receive a 10'x 20' booth space at the two -day Health
Fitness Expo.
SEATTLE SOUTHSIDE VISITOR SERVICES may insert promotional items or literature in 28,000 goodie
bags distributed to every participant, and may insert promotional literature into the virtual volunteer
goodie bags.
Media /Race -Day Promotion
SEATTLE SOUTHSIDE VISITOR SERVICES will receive verbal mentions by announcers throughout the
race.
Hospitality
SEATTLE SOUTHSIDE VISITOR SERVICES will receive corporate entertainment and hospitality
opportunities at the event, including:
Ten (10) Entries for the Marathon or Half Marathon.
Four (4) individual invitations to VIP Reception. RSVP required.
Six (6) VIP credentials for Start /Finish Hospitality.
Room NightPromotion
Competitor Group will partner with SEATTLE SOUTHSIDE VISITOR SERVICES to create a special Seattle
Southside room night promotion.
Competitor Group will work with the SEATTLE SOUTHSIDE VISITOR SERVICES to coordinate the
details of the promotion.
Competitor Group will create a page within the event website that will promote featured
destinations, area hotels and sample itineraries for each destination. SEATTLE SOUTHSIDE VISITOR
SERVICES may provide photo galleries and /or video footage for each destination.
Sponsorship Investment
Sponsorship fee of $50,000.
SEATTLE SOUTHSIDE VISITOR SERVICES will promote Rock `n' Roll Seattle to the VISITOR SERVICES's
current database of consumers. The race will be included in all cross promotional opportunities and
calendar of events, where appropriate.
SEATTLE SOUTHSIDE VISITOR SERVICES will place Rock `n' Roll Seattle event logo and link on VISITOR
SERVICES website. As available and appropriate, VISITOR SERVICES will provide space on website for
editorial content and tile /banner ads for the event. CGI to provide content and creative as needed.
W;
City of Tukwila
Finance and Safety Committee
FINANCE AND SAFETY COMMITTEE jw
Meeting Minutes
November 8, 2011 4: 00 p. m.; Conference Room 93 r ,N'0TE::S'pecial Start Time
PRESENT
Councilmembers: Kathy Hougardy, Chair; Joan Hernandez and Dennis Robertson
Staff: Peggy McCarthy, Craig Zellerhoff, Mike Villa, David and Joyce Trantina, Bob Giberson,
Gail Labanara, Derek Speck, Katherine Kertzman, Rrck��Still
Others: Chuck Parrish, Ellen Gengler
CALL TO ORDER: Chair Hougardy called the meeting to order at 4:00 p.1np:
1. PRESENTATIONS
No presentations.
II. BUSINESS AGENDA
A. Rock `N' Roll Marathon Sponsorship, °p
Staff is seeking Council approval to el to hnto a sponsorship„ greernent with Competitors Group for the
2012 Rock `N' Roll Seattle Marathon and /z M%tathon in the amount of $50,000. This is largely due to a
change in the route for the Marathon, giving the group /sponsors an, opportunity to grow the size of the
event. The City received good visibility from the�e ent, as well as good practice for emergency
management activities. This wrll be a joint ma�rketmgpr�ectlsponsorslip with Seattle Southside Visitors
Services between the cities of TulCWaa, SeaTa ,,{ent aad Des IVloines and the Tukwila portion of the cost
is $16,500 which will be funded fro =xthe lodging a fund.
UNANIMOUS APPROVAL. FORWARD TO NO `S MBER 14 COW FOR DISCUSSION.
B. R esoldi n. Procu'r`drnent.Card Pf oss
Staff isseeking Council approval of a resolution thatadopts the City's Procurement Card Program.
The pu
w, to the PCard program was to increase efficiencies by streamlining the purchasing process,
reduce prirclia orders and the .use of pety cash. The City also gets a rebate from the bank (about
$48K /year. `Bed on a recent audit, it was discovered that City Council needs to approve the new
process, per the drafted Resolution.
UNANIMOUS APPRQVAL FORWARD TO NOVEMBER 14 COW FOR DISCUSSION.
C. Ordinances: 2012 Tax Levv
Staff is seeking Council approval of an ordinance increasing the City's Regular Property Tax Levy from
the previous year and an ordinance levying the General Taxes.
After discussion regarding the tax levy, it was suggested that staff consider combining these two
resolutions into one combined resolution in future years. Dennis asked that staff investigate how far the
property tax would have to go before the City actually sees a decline in revenues, since the property
assessments have not shifted in a positive direction yet.
UNANIMOUS APPROVAL. FORWARD TO NOVEMBER 14 COW FOR PUBLIC HEARING
AND DISCUSSION.
19
20
COUNCIL AGENDA SYNOPSIS
Initials ITEM NO.
Meeting Date Prepared by I Maor f reviev Council review
11/14/11 CZ 11-V11K C N`)
11/21/11 CZ 5.C.
ITEM INFORMATION
CAS NUnrBi ;R: STAFF SPONSOR: CRAIG ZELLERHOFF O1tIGINrA, AGP:NDA DA'Z'E: 11/14/11
A(,FNDA I'rr_,m Trr7,I_? A resolution of the City Council of the City of Tukwila, Washington, approving and
adopting a Procurement Card (PCard) Program.
CATEGORY Discussion ,Motion Resolution Ordinance BidAward Public Hearing Other
D1tg Date 11/14/11 l�tg Date Mtg Date 11/21/11 [l�tg Date Mtg Date [17tg Date Mtg Date
SPONSOR Council JAIlayor HR DCD Finance Fire IT P6R Police Pir/
SPONSOR'S Pursuant to RCW 43.09.2855, the implementation of a Credit Card Program must be
SU�MINIAFZY adopted by the City Council. The Council is being asked to consider and approve the
resolution.
RI A'rF,WED BY COW Mtg. CA &P Cmte F &S Cmte Transportation Cmte
Utilities Cmte Arts Comm. Parks Comm. Planning Comm.
DATE: 11/8/11 COMMITTEE CHAIR: HOUGARDY
RECOMMENDATIONS:
SPONSOR /ADMIN. Finance
Com:M"Fl" T' Unanimous Approval; Forward to Committee of the Whole
COST IMPACT FUND SOURCE
FtPENDI'1'URL; RL;c )U]RL;D
$N /A
AMOUNT BUDGETED
$N /A
APPROPRIATION REQUIRED
$N /A
Fund Source:
Comments:
MTG. DATE
11/14/11
RECORD OF COUNCIL ACTION
MTG. DATE I ATTACHMENTS
11/14/11 Informational Memorandum dated 11/01/11
Resolution in draft format, with Attachment A
Minutes from the Finance and Safety Committee meeting of 11/8/11
11/21/11
21
22
City of Tukwila
Jim Haggerton, Mayor
INFORMATIONAL MEMORANDUM
TO: Mayor Haggerton
Finance and Safety Committee
FROM: Craig Zellerhoff, Fiscal Coordinator Payroll and Accounts Payable
DATE: November 1, 2011
SUBJECT: A Resolution adopting a Procurement Card (PCard) Program
ISSUE
The State Auditor's Office reviewed the City of Tukwila's PCard Program during the 2010 CAFR
Audit and found all aspects of the program to be in place with the exception of Council approval
pursuant to RCW 43.09.2855.
RCW 43.09.2855 states "The legislative body (Council) shall adopt a system for:
The distribution of the credit cards;
The authorization and control of the use of credit card funds;
The credit limits available on the credit cards;
Payment of the bills; and
Any other rule necessary to implement or administer the system under this section
BACKGROUND
The PCard Program was implemented City wide in September 2010. At the time of
implementation the City of Tukwila was already using credit cards for payment of certain
purchases by selected individuals. Due to the PCard's being similar in nature to credit cards, the
Finance Department didn't feel the need to submit for approval from the Council.
DISCUSSION
The PCard program has been well received by City of Tukwila employees and vendors. It has
streamlined the purchasing process, reduced purchase orders and the use of petty cash. As a
result, the Finance Department was able to reduce the Accounts Payable processing by two Full
Time Equivalent (FTE) positions. The PCard now makes up 70% of City purchases, virtually
eliminating the small dollar transactions from being processed by Purchase Order.
Purchasing Card Benchmark Survey results estimate a purchase made by a traditional
Purchase Order cost on average $89 per transaction. With the use of PCard's the transaction
cost is reduced to $19 or a savings of $70 per transaction. In addition the City has received
rebates totaling $47,464.11 for the period of September 2010 June 2011. We expect an
estimated rebate in the amount of $11,000 for the period of July 2011 September 2012.
RECOMMENDATION
The Council is being asked to consider this item at the November 14, 2011 Committee of the
Whole meeting and subsequent November 21, 2011 Regular meeting.
ATTACHMENTS
-Draft Resolution, with Attachment A
-2011 Purchasing Statistics September 2011
23
C
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
TUKWILA, WASHINGTON, APPROVING AND ADOPTING A
PROCUREMENT CARD (PCARD) PROGRAM.
WHEREAS, for operational efficiency, the Finance Department has prepared and
implemented a Procurement Card (PCard) Policy in the form attached hereto as Exhibit A,
"Procurement Card (PCard) Policy," and recommends the PCard Program be approved and
adopted by the City Council for implementation; and
WHEREAS, pursuant to RCW 43.09.2855, "Local Governments —Use of Credit Cards,"
the legislative body must approve and adopt the Procurement Card Program; and
WHEREAS, it is intended for this resolution to retroactively extend approval of the
Procurement Card (PCard) Program to September 1, 2010;
NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF TUKWILA,
WASHINGTON, HEREBY RESOLVES AS FOLLOWS:
Procurement Card (PCard) Program Adopted. The Tukwila PCard Program Policy,
a copy of which is attached hereto as Exhibit A and by this reference fully incorporated
herein, is hereby retroactively approved and adopted, effective September 1, 2010. City
staff is hereby authorized and directed to implement the program in accordance with its
terms.
PASSED BY THE CITY COUNCIL OF THE CITY OF TUKWILA, WASHINGTON, at a
Regular Meeting thereof this day of 2011.
ATTEST /AUTH ENTICATED:
Christy O'Flaherty, CMC, City Clerk
APPROVED AS TO FORM BY:
Shelley M. Kerslake, City Attorney
Allan Ekberg, Council President
Filed with the City Clerk:
Passed by the City Council:
Resolution Number:
Attachment: Exhibit A, Procurement Card (PCard) Policy
W: \Word Processing- City \Resolutions \PCard Program Adopted 11 -1 -11
CZ: m rh
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PROCUREMENT CARD (PCard)
POLICY
2010
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Introduction 3
Whatis a procurement card? ..............................3
Consideration for departments ..............................3
How Ret a card ..............................3
PCardLimits ..............................4
PCardApplication ..............................5
PCard
6
Cardholder................................................................................................................................... ..............................7
Reconciler..................................................................................................................................... ..............................7
Department Director /Delegated Approver ..............................8
PCardAdministrator ..............................8
Accountabilitv. Ethics Control .............................10
PurchasingEthics .............................10
PurchasingOrdinance and Rules .............................10
SplitPurchasin2 .............................10
Agreement Si2natures .............................10
EmployeeTransfers .............................10
Accountabilitv& Controls .............................10
PurchasingObstacles .............................11
Lost Stolen or Cancelled PCard .............................11
A Sample of items that can be purchased with a PCard .............................12
M odi f vine Transaction Limits or De
13
PCard Use While Tr
14
Misuse Car
15
O nline Transaction Ma
16
USBank Online Setup .............................16
OnlineAccount Lo2in .............................21
Updatingthe GL Account Code .............................23
Change the GL Account Code by Ouery .............................26
Change a GL Account Code for multiple transactions .............................31
Apply multiple GL Account Codes to a transaction .............................34
Printingmonthly statements .............................36
R econcili at ion Process
41
StatementReconciliation .............................41
A p p rova I
42
FinanceReview .............................43
PCardPavment .............................43
RandomPhvsical Audit .............................43
Lost Receipt .............................43
Who to contact
44
Appendix
PCardFlowchart ..............................A
PCardApplication ..............................B
PCardTransaction Log ..............................0
PCardAffidavit
D
PCardProcessing Calendar
E
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INTRODUCTION
What is a Procurement Card (PCard)
The City of Tukwila procurement card is a commercial credit card to be used specifically for
purchasing goods and services for the City. The function of the PCard is confined to official use
only and must never be used for personal expenditures.
The City of Tukwila Procurement Card Program is designed to:
expand purchasing options
generate revenue for the City of Tukwila through a rebate
reduce the use of petty cash funds
streamline the small dollar purchasing process by making it simpler and faster
reduce the number of requests for special checks
reduce paperwork, transactions and checks associated with standard purchasing
and payments
eliminate the need to use personal funds
allows for some purchases under emergency conditions with approval
What to consider when determining a PCard cardholder.
What type of purchases will the department be making with the PCards?
What are the needs within a department?
Who will be purchasers and who will be reconcilers in a department?
When the PCard is used, is there a fee attached to using the card?
Who is responsible for the allocation of the appropriate budget object coding
for each purchase?
How to get a PCard
A Department Director will make the assessment of who receives a PCard by determining
the purchasing needs within their department. The employee will need to complete a City
of Tukwila Procurement Card Application and have their Department Director approve the
application. The completed form is submitted to the PCard Administrator who will request
the PCard online through US Bank. All employees of the City of Tukwila must attend a PCard
training session conducted by the Finance Department before receiving their PCard. The
training session will be held at regular intervals based on need. Contact the PCard
Administrator by email at QcardadminC@ci.tukwila.wa.us for questions about the PCard
program.
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INTRODUCTION
PCard Limits
PCard Limits can be assigned transaction limit as well as a monthly total spending limit. The
limits are important controls to reduce unnecessary purchases, maintain purchasing
authority by individual and limits fraud or abuse. Limits are assigned by the Department
Director when approving the Application form. There are five limit levels, four are
predetermined with a set per transaction limit and total spending per month (see table
below.) The fifth level can be assigned an amount needed for the purchasing needs of the
PCardholder.
l
501
500 2,500
$1 $5
1 10,000
$2,500 25, 000
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INTRODUCTION
PCard Application
The PCard Application form will contain the terms and conditions required of the
cardholder. The PCard is to be used only for official City of Tukwila purchases as authorized
by this policy. Under no circumstances shall personal purchases be charged to the City's
procurement card, even if the intent is to reimburse the City for such charges. Although the
card is issued to a specific employee, it remains City property and may be rescinded at any
time. The PCard application can be found on TukNet under the Finance Department (See
appendix "B" for sample form).
City of Tukwila
Procurement Gard (PCard) Application
This form Is used to apply for update or cancel a City PCard All fields are required unless otherwise noted. If you have
questions, please contact the PCard administrator by±email at pcandadnim( ei.t.lkarila.wa.41s.
Request Type. Apply for PCard Update Existing PCard Cancel PCard
Employee Ilnformatlon;
F�Y•st Name Middle 1,1,ar Last Name
Emoloy Ndumn•er ❑snanment Div sic!a.. Email address
Emplo P 1C and User .fig reeme nt. (Far cart appficarior£ o my Enoec not appip to cart up:+da ?ea or carrcedfataonc,i
By signing below I Indicate that I understand these term and agree to be bound by and comply with the City of Tukwila
PCard poHries. including, but not limited to each of the following, as a condition of receiving and continuing to have
authority to use a City of Tukwila PCard:
Select the check box next to each statement to indicate you have read each of the fofiowrfrig:
I am the only person authorized to use the card and will only charge City of Tukw fla business- related purchases. Use of
card for personal purchases, may constitute fraud and could result in disciplinary action, including termi- nation.
I will review my account regulad'y {vieek.ly review recommended), allocate charges, to other than default budget, if
necessary. resolve any discrepancies with supplies andior the card provider, and forward all receipts to the
reconcileriapprover for monthly purchases charged to my card: anthin 2 drays of the statement close date.
m the event my PCard 1s bosh, stolen or compromised, I will immediately contact US Bands Customer Service
at 817+0.344.5656 and the PCard Administrator by e-mail to pcarc1aamin o@ci tukwila.wa.!us.
I will use my PCard to purchase Items within my assigned spending limit and approvals as determined by
my departnr nt. Splitting of purchases to circumventtransactaon limits are pmhi'bited and•w,ill result in
cancellation of the card.
In the event my employment with the City of Tukwria ceases for any reason I will return my PCard
immediately to the Finance Department.. I also agree to surrender my PCard Upon request or if my reporting
relationship changes and I no longer need a PC and.
I have printed and read the PCard Manual.
II acknowledge that this card may be used for the purposes as described above, and any use for personal
purchases or any other unauthorized use with violate the state ethics law, chapter 42.52 RCLtid and City Policy. II
expressly permat the City of Tukwila to deduct from my paycheck any amount charged on the card- for an
unauthorized purchase.
Emplcy-- aig :,alure fF :mt. KII. Last NAarnei Date
Manager Approval
By approving this application I acknowledge that
I agree this spending Innat is at or below the aelthorized spending limits for this mclividual
I .sill review and approve this individuals PCard activity statement each month within the prescribed time frame
I will promptly investigate and take proper action to stop misuse or muse of the card
I will notify the Finance Department mirnediately if this cardholders employment is terminated for any reason in
advance of such termination, if practicable
PCa ^a Lmit iLava•,' Fire requires Grtyr'dnxini ;trafnr. 'Finance Dlrector Apprvaafl
Le•.e One 5500 per transackc.. 52.5470 #tai per month Level Three 5!,500 peg tran saction S ;0,000 total pex n
Levu Tkv� V,0,4 per transaction :55,CCQ total pert nno -th Level Four $2,5170 per Rrasactrz 5[5,1]x4 total per nw lh
Level Fkve- S per transactor: 5 instal per rent
U Huc get Ndum,DS7 I manger a,ppmvai and Date
Deaartment u irectc- Approval and Date I �Inance D €rect€- �r, ;h�ti_;ard kdm rtlzrrat^at.5np va. and Lrate
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ROLES
Procurement Card Roles and Responsibilities
There are four roles within the PCard process. They are the cardholder, reconciler, approver
and PCard administrator. The duties and responsibilities of each role are listed below.
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ROLES
Cardholders Are the department purchasing agents responsible for appropriate
purchases, obtaining sufficient documentation for purchases and performing the first
level of transaction review of their PCard purchasing account.
Responsibilities:
Attend a PCard training session.
Familiarize yourself with the City's administrative policies and procedures for
purchasing goods and services.
Make responsible and appropriate purchases.
Maintain online transactions. Make GL account code corrections. (If a computer
is available.)
Maintain all supporting documentation (receipts) /confirmations for each
transaction.
Print the online statement and match all supporting documentation paperwork
to the transactions listed on the statement.
Provide your department reconciler with all the necessary paperwork to prepare
PCard Packet for approval. (If computer is not available for printout, provide
reconciler with supporting documentation for each transaction.)
If Cardholder prepares own PCard Packet, cardholder must match statement to
PCard Transaction Log and submit to Department Director by the end of day on
workday three (WD3).
Reconcilers Are responsible for collecting card holders' supporting documentation
at the end of each transaction period. They will reconcile cardholder PCard purchases as
determined by the Department Director. This includes ensuring each transaction has the
correct supporting documentation attached and the correct General Ledger (GL)
account Code listed on the statement. They will work directly with the accounts payable
team.
Responsibilities:
Attend a PCard training session.
Familiarize yourself with the City's administrative policies and procedures for
purchasing goods and services.
Develop procedures within your department for managing and gathering all data
pertaining to a PCard purchase.
Help manage those individual accounts where computer access is not available.
Print all online statements for all card users who do not have online access.
Collect all department PCard statements and supporting documentation for all
cardholders within your department.
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ROLES
Reconcile all statements to the PCard Transaction Log and verify supporting
documentation is attached.
Submit statements to department director for approval by the end of day on
workday three (WD3).
Turn in all documentation to the Finance Department (accounts payable) by end
of the day on work day five (WD5).
Liaison to Accounts Payable Department to ensure all statements are collected
and answer questions related to specific purchases.
Department Director /Delegated Approver: Is responsible for
expenditures within their responsibility, and is ultimately responsible for the
management and success of the PCard Program in their Department. The Department
Director or delegate approver will have the final approval of all PCard purchases for
their department.
Responsibilities:
Attend a PCard training session.
Should be familiar with the City's administrative policies and procedures for
purchasing goods and services.
Makes determination of who should have a PCard within their department.
Provides the authorizing signature for each PCard agreement form and assigns a
default GL Account Code.
Delegate PCard roles and responsibilities for the department.
Establish internal procedures and identifying PCard responsibilities for
participating department individual.
Upon request, the administrator can monitor all department cardholder activity.
Approves monthly statements for purchases and proper G/L accounting.
Confirms purchased items are received and used for City of Tukwila business
purposes only.
PCard Administrator The PCard Administrator oversees and manages the PCard
program for the City of Tukwila. They are responsible for program functions and training
of the PCard process and working directly with US Bank.
Responsibilities:
Maintains and establishes guidelines /training for PCard program.
Establishes the policies and procedures for the PCard process.
Maintains all PCard user agreement forms.
Requests all new PCards through US Bank.
Maintains all cardholder information through the US Bank online program.
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ROLES
Upon request from a Department Director, this individual will make a change to
a card holder's monthly or individual transaction limit.
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ACCOUNTABLILITY, ETHICS CONTROLS
Purchasing Ethics
As a public employee, you are responsible for following the City of Tukwila and State of
Washington's ethics rules. Do not conduct any business with members of your family or with
businesses with which you have a financial interest. Any questions about this should be
directed to your supervisor or department head.
Purchasing Ordinance and Rules
Normal requirements (when applicable) for written quotes, competitive bidding, waiver
justification, dollar limits, necessary approvals, etc., cannot be circumvented by use of a
procurement card. The PCard does not relieve City employees from prudent expenditure of
City funds and obtaining the best value for goods and services.
Split Purchasing
Split purchases to circumvent transaction limits are prohibited. A split purchase is defined as
multiple transactions with the same vendor for a single purchase on the same date when the
combined purchase exceeds the single transaction limit on a card. Contact the PCard
Administrator if you require a temporary change to PCard single purchase limits.
Agreement Signatures
Do not sign any supplier agreement. If the supplier requires a standard form to be signed, send
the agreement to the Finance Department for review. Supplier agreements protect their
interests, and may need to be revised in order to protect the City.
Employee Transfers
An employee who has an existing card and transfers to another City position under a different
supervisor or budget authorization requires an updated card approval to change default
accounting, approver contacts and card authorizations. It is not necessary to reissue new cards
for transfer and receiving supervisors. The cardholder is responsible for assuring card transfers
are completed in a timely manner.
Accountability Controls
The PCard Program empowers departments and their personnel to purchase and pay for
certain goods and services quickly and easily. Within the general constraints of the policy,
departments have discretion to determine who is assigned cards and the level of procurement
authority given to individual employees.
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ACCOUNTABLILITY, ETHICS CONTROLS
Accountability for proper oversight, establishing internal controls, assuring compliance by
employees, and maintaining necessary records and documentation of PCard activity are
primarily department responsibilities.
Cardholders, designated PCard approvers and Department Directors are responsible for the
proper safeguarding of the card and to ensure its proper use, including appropriate and timely
review /approval of transactions and payments, reconciliation of statements, maintenance of
records and documentation, and compliance with the PCard Policy. Department Directors
should establish appropriate internal control and monitoring procedures that provide for
review of a cardholder's transactions, proper receiving of goods ordered and periodic review of
overall PCard program activity for their department. Each department's internal policies may
va ry.
Purchasing Obstacles
When making a purchase, there are procedures to keep in mind.
Know your 3 digit PIN on the back of your card.
When asked for an address by a merchant, always provide them with the City of
Tukwila's main address of 6200 Southcenter Blvd, Tukwila, WA 98188.
When asked for a zip code at point of purchase, use 98188.
If a purchase is declined, call US Bank customer service at 1- 800 344 -5696 or email
pcardadmin @ci.tukwila.wa.us.
Lost, Stolen or Cancelled Cards
The City of Tukwila is liable for all transactions until the PCard is reported compromised, lost or
stolen. However, it is the responsibility of the cardholder to immediately report fraudulent
charges, lost or stolen cards to both the bank and the PCard Administrator. To cancel a card,
email the PCard Administrator at Pcardadmin@ci.tukwila.wa.us.
Page 11 of 45 39
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ACCOUNTABLILITY, ETHICS CONTROLS
A Sample of items that can be purchased with a PCard
Advertising (no monetary limit when pre- approved)
Airfare
Books or manuals
Car rental
Conference services /registrations
Copier rentals/ monthly maintenance agreements
Event planning
Food (when allowed by City policy, per diem is not allowed if PCard is used to purchase food
while in travel status)
Fuel (while in travel status for rental vehicles if employee doesn't have a "Pacific Pride" card)
Express mail
Lodging
Mat cleaning
Materials and supplies
Memberships
Office Supplies
Postage
Printing /Copying services
Professional licenses
Registrations
Software (must have IT approval before purchasing)
Tools
Training
Utilities
Water service
40 Page 12 of 45
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TRANSACTION LIMITS OR DEFAULTS
Modifying PCard Transaction Limits or Defaults
All requests for increasing single or monthly transaction limits need to be approved by a
Department Director and emailed to the PCard Administrator.
Temporary monthly limit increases requires written approval of a Department
Director or department personnel with delegated department budget authority in their
absence. This can be accomplished by an email request from the Department Director
and is forwarded to the PCard Administrator.
Temporary single transaction limit increase requires a written approval of a
Department Director or department personnel with delegated department budget
authority in their absence. This can be accomplished by an email request from the
Department Director and is forwarded to the PCard Administrator.
Permanent monthly or single transaction limit increases requires completing the
PCard Application form for changes and sending it to the PCard Administrator. This
request must come from the Department Director or a person with budget authority.
Changing default budget code requires completing the PCard Application form and
sending to the PCard Administrator. This request must come from the Department
Director or a person with budget authority.
Changing employee profile information can be accomplished by emailing the Finance
PCard Administrator with the information request.
Reconciling access requests need to be requested with the approval of a Department
Director or an employee with delegated department budget authority. The Department
Director or designated employee sends an email request to the PCard Administrator,
noting required access changes.
Page 13 of 45 41
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USE OF CARD IN TRAVEL STATUS
PCards should be used for the following travel expenses
Conference registration
Airfare
Lodging
Room rental for meetings
Meals when per diem is not requested (employee is responsible for purchase amount
greater than allowed for geographic area of travel and must reimburse City at time of
reconciliation)
Required transportation (i.e. rental cars, taxi, bus, shuttle)
Fuel
Parking
Tolls and ferries
PCards cannot be used for the following expenses
Meals when a per diem meal allowance is requested by the traveler
Boot allowances /reimbursements
All listed permissible travel related purchases MUST be accompanied by an itemized receipt.
not just the credit card receipt. All City personnel in travel status are accountable for travel
policy compliance. See Policies and Procedures, Finance 03 -06, "Travel Expenses While on City
Business
When not using a per diem for meals, the City policy needs to be strictly adhered to. A tip of no
more than 15% in total can be added to any meal receipt. No alcoholic beverages at anytime
can be charged on a City credit card. All expenses not approved must be paid back to the City in
a timely manner or deducted immediately from an employee's pay check.
When a receipt of any type is lost, a PCard Affidavit (see appendix "D form needs to be
completed by the cardholder and signed by a Department Director and PCard Administrator.
Affidavit can be found on TukNet under Finance.
Employees must be sensitive to public expectations regarding the use of public funds and
employees are expected to use good judgment when conducting City business. Improper use
will result in your card privileges being revoked.
42 Page 14 of 45
Card Misuse
Although the City is liable for the Procurement Card Program and card activity, the cardholder is
responsible for the safekeeping of the card and its proper usage. By using the PCard, the
cardholder is accountable for the expenditure and use of City funds. Misuse of the PCard that is
determined as personal, will result in the cancellation of the PCard and disciplinary proceedings
including termination as appropriate.
Cardholder Misuse includes:
Personal purchases
Allowing others to use an individual card
Using card in violation of policies, directives or procedures
Allowing improper charges to go undetected or unresolved
Using card to make purchases through a merchant that may constitute a conflict of
interest (ethics violation)
Repeated incidents of missing receipts, disputed charges, lost or stolen cards
Splitting charges
Delivery of goods to location other than city work station
Not maintaining necessary documentation of card transactions and purchases
Not submitting documentation in a timely manner for transaction approvals
Not properly and promptly reviewing /reconciling transactions prior to payment
Using card to circumvent other City ordinances, policies, rules or procedures
Since the card is issued in the cardholder's name, all purchases are assumed to be made by the
cardholder. Be aware that improper use may result in your card privileges being revoked. The
PCard Administrator is the final authority in revoking an employee's card.
Page 15 of 45 43
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US BANK ONLINE SETUP
US BANK Online Access
Cardholders and reconcilers are required to setup an account with US Bank Access online at
httr)s: access .usbanl<.com /cPsAppl /index.isp to manage purchases. The US Bank website is
used to review and update transactions with GL Account Codes or to dispute a purchase.
How to set up an online account
v i https ushank.
File Edit Oew Favorites Tools Help Select
Favorites
Welcome to Access Gnline
U.S. BenkAccesV online
g ii Page Safety Tools (0-
a
M
Login into website Password:
given above
Click "register im
online"
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44 Page 16 of 45
Pb ank
Welcome to Access Online!
condsc€ u
Please enter the inforimation below and login to begin.
,..odli7
urgeniatian Shad Naime:
Reeister Online
user to
Login into website Password:
given above
Click "register im
online"
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44 Page 16 of 45
kL.6 :.�1'r� tC
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Gl
e https usbank,com
File Edit View Favorites Tools Help 4�,Convert Select
J Favorites 49
Add Accounts
US, Rank. Access. Online
Procurement Card Manual
US BANK ONLINE SETUP
cj
I
ft Page Safety Tools d
!Mbank Online Registration
Add Accounts
Contact Us
Lo in To join .CCes's' Online 4ou vill need a rninirnum of ona slid accountnumher. 'Register This :croimC' ,vill
g
validate a single account. 'Additional Account" ,+gill alla,w multiple accounts to he included in the registration
process.
required
„PwN Orgam�ti7n �h�rtflame "`"M,,,,
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2 A.ccountPJumher`"
;-Bacicto Lorai Page
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account Expiration Date:
t:luntW Year
.Jan V 2010
Done
Internet 1 ^t, 1001
Setup Login
1. Enter "COTUK" under Organization Short Name
2. Enter the 16 digit PCard number and expiration date on front of PCard
I Click "Register This Account"
Page 17 of 45 45
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v P, https usbankmm
File Edit View Favorites Tools Help q�k onvert 'select
Favorites
Licensing Agreement
U.S. Bank Access=' Online
.W
rat Page Safety Tools
n
CITY OF TUKIWILA.
Licensine Aereement
Read Licensing Agreement
Click "I accept" at the bottom of page to use online services. This is required to
use the PCard
Procurement Card Manual
US BANK ONLINE SETUP
46 Page 18 of 45
Licensing Agreement
Please read and 3CCeptthe Licensing A'.greementt0 COntin Lle
Access 09711ne Terms of Service
1 A•.Ck.N .VLED3hr1ENT AND ACCEPTANCE 1 F TER1r15 1 F ACCESS 1 NLINE
Access unline, owned and operated hr U S 63nk National Association i "U S 631W";, is provided to the
Customer under the terms and conditions ofthis Access mline Terms of Oerdi ce 1ATO; which incorporates hr
reference any operating rules or policies that i he published by U S 63nk The A'.TS 3s it i hereafter he
amended or modified without notice, comprises the entire agreement between Customer and U S 6311E and
sllpersedes 311 prior agreements between the parties regarding the SUbjeut matter Contained herein. 6y
logging on to Access 1nline and clicking the "1 Accept" Dutton, you are indicating Customer's agreement to he
hound Dy 311 ofthe terms and conditions ofthe A'.TS and that you have the 31-Ithorityto so agree on behalf Of m
Customer
In consideration for access to Access Online, Customer agrees to 11j provide certain Current, complete, and
accurate information Shout Customer 3s pro mpted to do so hr A'.ccess 0 nIine, and i2j maintain and update
this information as required to keep it current, complete and accurate All information requested on original
Sign LIP Shall be referred t0 as registration data i "Registration Data FLlrtherm Ore, CLIstomer gr3nts U S
3310. the right to disclose to third parties certain Registration Data 31DOLIt Customer in the aggregate, however,
such disclosures will exclude CLstomers 113me, mailing address, a -m311 3ddress, 3CCOLInt and phone
111-lmber Unless 11; CLIstomer expressly directs U S Bank, Or 311V Other person CLIstomer m3y spe CIfiC311y
designate t0 disclose such information or 92; U S 6311k is required to disclose such information Dy any
3pp1ic31Dle I3W or legal process served on U S 6310
If any infor1r13tion provided Dy Customer is inaccurate, U S 630 retains the right to terminate Customer's
;Done
Internet A 1%100%
Licensine Aereement
Read Licensing Agreement
Click "I accept" at the bottom of page to use online services. This is required to
use the PCard
Procurement Card Manual
US BANK ONLINE SETUP
46 Page 18 of 45
J
Online Registration
User ID
Procurement Card Manual
US BANK ONLINE SETUP
e https .1...
File Edit View Favorites Tools Help convert ti select
Favorites
P
Password and Contact Information j car Page Safety Tools
Enter a User ID U.S. Bank Acces
Online
7-12 alpha characters long bank.
Onfine Registration
Enter a password in the
Pa —word and cant -t inf-riatimin
Password field
Confirm your password by re-
User ID N—e.
entering the new password
Authentication
Select a question from the
Authentication Question
Enter your answer
Contact
Information
Enter your name as shown on
Auth E ntiC 3ti Gil
the PiCard
For address use
6200 Southcenter Blvd,
Tukwila, WA 98188
Enter your work phone and
fax number
Enter your work email
address
Finish
Make sure all red asterisk
boxes are filled in
Click the "Continue" button
The "Client Home Page" will
display
All of IZ7 servig you
Done Internet 65%
r r
Page 19 of 45 47
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US BANK ONLINE SETUP
U.S. Bank. Access=' Online
I
(User ID has heetn successfully added.
Transaction Management Message(s) from Access Online
Account Information .v :'el colnne to Access mllnel Stretch VOUr pfogf3m limits 3nd stfe3mllne 33finent processes with -'.cce ss
Reporting mllne, OUr InnoV3tive pfogf3m rnan3gernent 3nd reporting tool. This''weh- en3hled tool effefs 3 fe3tLlfe -fl ch
My Personal Information 313tfofinn that c3n he e3SiIV CO nflg Ured 3nd deplo to meet ti011f LInigUe needs. Access 4'OUr 33Yl rent
solutions anytime, 3nvvhere With •.ceess online
Home xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx .xxxxxxxxx. xxxxxxxxx. xxxxxxxxx. xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx .xxxxxxxxx
Contact Us Bianvpnlla silt A.ccass Onlinal Rapnllssa7 las limitas de vntre prngrannma at simplifia7 les pmcasslls de
331ement 3vec .ccess Online, notre outil 113V3terr d'et3hlisserinent de r3pports et de gestion de progf31
Get Ortil Internet offre rile 313te -forme riche en fondionn3lites qri pert titre 3iserinent confgrree et deplofee
p OUr fepondfe 3 Vos hesolns p3rtl CLlllefs A'.ccede 7 3 VOS sOILltlons de p3iement en tort temps, OU qUe VOLIs
soye7 3vec Access mline
xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx xxxxxxxxx. xxxxxxxxxxxxxxxxxxx. xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx .xxxxxxxxx
All of 4 s rving you°
e
Gone Internet
Client Home Paee
Transaction Manaeement
Review Transactions
Change Account Coding
Dispute a charge
Account Information
Statement
Account profile
Be porting
Review transactions in PDF or Excel format
My Personal Information
Change password
Change contact information
Manage Accounting Code Favorites
CITY OF TIJI4
Language Selection
Arnefic3n English v
R CARD
1
3
a
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48 Page 20 of 45
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Procurement Card Manual
ACCOUNT LOGIN
Account Login
The "Transaction Management" link allows cardholders and reconcilers to view current and
past PCard purchases. It also enables the cardholder or reconciler to change the GL Account
Code from the default accounting code. The following steps provide examples of how to view a
transaction and update GL Account Codes.
t ,eq. Welcome to Access Online gf, U t Page
U.S. Ban Acce55' OnHne
Account Login
Go to website
httr)s://access.usbanl<.com
/cr)sArml /index.isr)
Save as favorite
Enter personal login
information
Click "Login"
View Transactions
Click on Transaction
Management
�EMbank. Welcome to Access 0ini iniel
Contact us Please enter the information below and login to begin.
n
O Short flame:
V
User to
Welcome To Access Online ri Page Tools
t
A
U,, Barak Access° Online
Mbank, Message(s) from Access Online
'elcorne to Access Online! stretch your program limits and streamline
aun d #n niaMww�� Online, our innovative program management and reporting tool. This ,v
Transaction Pilanagemegt platform that Lan be easily corifigtued and deployed to meet your tlniqu
`AccoW� MffTf ter' solutions anytime, any with Access Online
Reporting a RaKKKRaKK KKRRaKKRa KRaKKKRaK RaKKRaKKK KKRaKKRRa RaaKKRaKKKRaKKKR
Data Exchange
My Personal Information Dienvanue surAccess Online! Repotlsse_les imites de votre program
paiement avecA.ccess Online. notre outil novateur d'etahlissernent de r
Get outil Internet offre Line plate -forme riche en foncti onnalites gtli peut
Home p our repondre a vos laesoins particuIiers. Acrede_a vas solutions de p
Contact Us soye; avec Access Online
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Page 21 of 45 49
Procurement Card Manual
ACCOUNT LOGIN
Transaction Management 9 fii Page Tools
U.S. Bank Accessr Online
View Transactions
Click on
"Transaction List"
Management
Account A.dministration
and add comments to
Transaction List transaction inforrination.
Account Infori-nation VIRW PrRVMIIq (.Vr.IR
Reporting Data resents the Transaction list for the previOLIS
My Personal Information cvcle
H—o
Contact Us
Account Search
Enter the last name
of cardholder to
view their account
All of serving you
Transaction Management Account Search
U.S. Bark Access= 0I
Inv--i rk inn-/. 4
rWj Tools
A
M bank.
Transaction, Management
Search and Select an Account
Account Ad ministration
Transaction Management
;111 1
Cardholder Account Search
Account Information
Reporting.
Search for 3n 3CCOUnt DYCadholder Account Number. N 3rne. Of Social 380.jrity Nun niter. You can also find a
Data Exchange
cardholder 3ccount L, frst q.p., for a Ibinaninn Account.
Ty Personal Information
ACCOUnt 111.1ni
me
Contact Us Narne Name
Mir
Done
Internet t 1001
50 Page 22 of 45
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UPDATING THE GL ACCOUNT CODE
Updating the GL Account Code
The US Bank transaction management web page allows viewing of PCard
transactions /purchases for the "open" billing cycle. Current transactions can be viewed and GL
Account Coding changed through WD2 after the statement close date. Past billing cycles can be
viewed by selecting the "Billing Cycle Close Date" function as shown below.
All purchases are assigned a default GL Account Code by PCard as assigned by the Department
Director. All GL Account Codes should be changed to the actual GL Account Coding by the
cardholder or reconciler once a transaction is available online, generally in 24 hours.
The following are examples of how to make single and multiple GL Account Coding changes for
a transaction.
e httpsifaccessusbankmmfcpsApplfUSE ComServlet
File Edit View Favorites Tools Help
r. Card Account Summary with Transaction List
Data Exchange 1 Card Account Summary
My Personal Information
ccaunt Number 9319
Home. Pcwllnt PJame: P ""'q, 13 EELLERHOFF
Contact us Billing I,rele Close Elite Pen v
1 +I Search Criteria
1 -1 Transaction List
sY A
I I V I r� ,J Page ,f Tools
.vwm ww
This page shoNvs an
J ar
open billing cycle. Past
billing c� -c les can be
shown by nsing the
a1ToNv down function
and then clicking the
Re¢ni -F
c ir., A11 shave
I unms d ?JI °h nun
Sdect Status
Trams
merdmt
(III
Amount
Detail f
Accouffling Code
Date D ate
07719 07121
COf.1PLETE OFFICE
296- 6289959, oN
$227.76
si 598408
EIAAA AS n14 240 31 MI,
07119 07!21
COMPLETE OFFICE
206 6289959. iN,A
$152.21
k i i 599573
EIAAA A5 F14 2R0 3l AAI,
07716 0719
COf.1PLETE OFFICE
206 6280059, oN
$589.11
iii 599376
EI000.05.514230.31.001
0714 0716
COMPLETE OFFICE
206- 6280059,iIiA
$1,240.09
tai; 598408
EI00.05.514.230.31.001
W715 07.16
PUGET SOUND FIN.ANCEOFFIC PIJY�LLUP, dA
$159.90
0 3 3
dul tll]IP
iU! Cispct Ary Rasllccstsd JU (yiUl
Tr Ceteil Lxvel
Internet
0
Page 23 of 45 51
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}.ccmmtPJumher 0 .9818
Home AcI.UntNaOn GR?.IGZELLERHOFF
Contact 0s Billing CAR Close Date Open
D "t
1 +1 Search Criteria R= t— r.W
I I Transaction List
Procurement Card Manual
UPDATING THE GL ACCOUNT CODE
eLti Ei Rurchai
07!19
OlE1
COMPLETE OFFICE
206 6280059 a?
$227.76
9 99376
Pinion OF F14 2 �1 001
A) 598408
Eino op F14 DO �i on i
07119
07 ?21
COMPLETE 0FFICE
2066266059 Nx
$152.21
07116
0719
COMPLETE OFFICE
206- 6289069.
$589.11
07,'14
0770
COMPLETE OFFICE
2061 '"Ai
$1,240.09
07115
0T16
PUGET SOUND FINANCE OFFIC
PUY,ALLUP, t ^J?.
$150.00
iq1 cin t_o
Al Reeiic tso
H) ni7
T-- cet9ii --,-1
R_=-1
zts
Procurement Card Manual
UPDATING THE GL ACCOUNT CODE
eLti Ei Rurchai
Wi Aoeoun Code
98408
'it)
9 99376
Pinion OF F14 2 �1 001
A) 598408
Eino op F14 DO �i on i
o
Hilift
Internet a 100°!
Undate Individual Transaction GL Account Code
To change the GL Account Code on a individual transaction, select a line
item by:
Clicking the check box to the left of the transaction to be changed and
then click on the "Reallocate button" on the bottom of screen.
OR
Click on the Accounting Code to go directly to the reallocation page.
52 Page 24 of 45
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UPDATING THE GL ACCOUNT CODE
P hops ilaccess usdank mmicpsApplil156Com5ervlet g
File Edit View Favorites Tools Help
W Transactmn Management- Reallocation Worksheet yj CC;![ Page Tools
n
U.S. Bank Access< Online CITY OF TUKINILA
Tob ank Transaction Management
Home
Contact Us required
0A'2312010 COMPLETE OFFICE '03.21 Add kllnn �E Q 1101010.10E.514.230.31 01
Q Les,
"'141 o rJ9t: ",Y!J
o
Fackt0Trairsaction List
All of 7 serving you
Internet
Undate Individual Transaction GL Account Code
Change the GL Account Code and or Project Account Code (only valid
values are accepted)
Click "Save Allocations"
4, 100%
Page 25 of 45 53
Reallocation Worksheet
Account Administration
I Cab Account number 21 A, uR.:l 1a ZELLERRCFF F'.Ait Acne.
Tran saction Management
Card kcccunt List
Reallocate transactions by changing the accounting information to allocate the amminita a different cast
caliber. Tu allocate to additional accuuiding Ludes, LliLk.ihe -.00 Alluc link..
A—um Information
Reporting
after modifying the allocations, click the "Cade 4.3cations button to save changes. ELClUde transactions from
Data Exchaxge
the save by selecting "Remove Trar iorns',' checkhozes and aptionallP clicking the Remove Transaction
My Personal information
c. button
Home
Contact Us required
0A'2312010 COMPLETE OFFICE '03.21 Add kllnn �E Q 1101010.10E.514.230.31 01
Q Les,
"'141 o rJ9t: ",Y!J
o
Fackt0Trairsaction List
All of 7 serving you
Internet
Undate Individual Transaction GL Account Code
Change the GL Account Code and or Project Account Code (only valid
values are accepted)
Click "Save Allocations"
4, 100%
Page 25 of 45 53
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UPDATING THE GL ACCOUNT CODE
Change a GL Account Code by Query
Valid City of Tukwila GL Account Codes are available for lookup on the US Bank website if you
are unsure of correct GL Account.
08!13 08116
SEA. LIGHT MET4 ",ANTE4r1 208- 684 -3000,
1%A..
$418.86
08113 08116
SEA LIGHT METkMNTE -111 20C -684 -3000,
1NA
$9.18
08}13 0916
SEA. LIG HT 11 ETkANTE -4,1 200 684 -3000,
AIA
$2421
08113 08116
SEA LIGHT 1JETAVANTE -I'd '205- 584- 3000,
WA
$'29.59
08113 09,
SEA LIG HT ICI ETNvANTE -1,1 206684- 3000,NA
FI000 OF. 114 ^M 31 001
$8174
0813 08116
SEA LIGHTMETMANTE -10 206 684- 3000.1NA
$9.18
00113 0 T1 6
SEA. LIG HT M ET VA.NTE -1,1 206- 604 -3000,
0'%'A.
$461.70
08113 08116
SEA LIGHT I,IFT4V..ANTF -1,1 206 684 -3000..
'A'A
34,64874
08113 08116
SEA LIGHT NETAwANTE -kl 266- 684 -3000,
NA.
$2,197.32
00117 00116
SEA LIG HT U ETKMNTE -h1 206- 604 -3000,
NA
$77.10
0813 08116
SEA LIGHT MET4 ",ANTE4u1 208 -684 -3000
'A
$2,803.08
08111 08113
COMPLETE OFFICE 206 6280059,
-.'F.A
$540.84
00110 00.12
COMPLETE OFFICE 206- 6200059.
62,27749
08_110 08112
COMPLETE OFFICE 2 0 6 62 8 0 0 59
.v'{A
$44..35
08110 OT11
IJOUNTAIN HIST 253 5355447
o'(A
$67076
00110 0711
S EA LI G HT U ETkMNTE-U 206-6N-J000,
NA
3125 JD
Ili Cis rte,
P =911 t n �,1
T C L 1
0109045E
FIAAA 01114 2M 11 001
S 01090451
EIOI111 111 5 1 4 2 311 3 1 MI
01090450
F1000 05 315 230.31.001
.i 111 0 9 114 4 9
PAN At 514230.31.001
01090448
RAM 01. 114 21011 MI
�n1 01090447
FI000 A' 1147M 31 001
01090446
E1000055152M.11001
(li? 010904.45
FI000 OF. 114 ^M 31 001
01090442
EIOM 05.514 2i0 91 001
S 01090441
E1000 08 5142, 2 0 31 001
!1 010904.40
FIMA A5114 2W 11 MI
pt} 007948
EIOI111111. 514 231A 31 011
60 7940
;1i.}
E1000055152 ^0.11.011
..Se 607901
F1 AAA f1111421f111 All
.J0 X5[081019150117
EIMO 01. 314 2M 11 MI
1T 01019561
E1000.16542.670.47. 001
Internet 'I!"100%
a
Chanee a GL Account Code by Query
Not sure of the correct GL Account Code, a query can be run to find a City of
Tukwila valid GL Account Code.
On the transaction page, identify the GL Account Code to be changed
Click on the GL Account Code
54 Page 26 of 45
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UPDATING THE GL ACCOUNT CODE
r htt henk,wn R IHSBCun Servlet
ps:Ifeuess us Ices PP f
File Edit View Favorites Tools Help
`OV ;iP Trans action Management Allocations Tab j`; 0,1j Page S Tools
Data Exchange Transaction summary a.
My Personal Information
Status r; Posthai r r AoDountuatinCode
Home 08113 08115 SEA LIGHT METAV'ANTE -fl 205 -584 -3000 NA 82,803.08 0310 01000440 E1050.05.514.230.31Ag
Comsat us i j Cisr-i a°'. `1 T eersil Laal '.e' Rxellccsi,
summary I Allccaticns I User Lineftems
The Alocations tah provides the ability to reallocate a transaction hP changing the accounting information to
allocate an alnountto a dr1erent cost renter. The reallocation can he to one orto multiple accounting codes.
You can allocate amounts hP dollar amount or percentage. Total allocation amaunta muot equal 10055 otthe transaction. To allocate to additional accounting codes, elickthe -dd"
butler.
After adding, Todifying ar deleting allocations. clickthe "Save Allocations button to save changes.
required Allocation Source'. Default ACA Code Lact uhanged W: 54ctem
s l 21303,03 'DR 1 100.00 IE C, }11.00 `4
°Vera
go
Total Allocated: sI 2863.03 I 100.00 z; APPIr Accounting Cade: v
maunt Remaining'. sI 0.06 I 0.0014 Additional 4-3catiomsCl 1
Mute: Rowe marked for deletion are Subtracted Ton Total Allocated and Anount Remaining'valuec.
3
Chanee a GI Account Code by Query
Enter a partial GI_ Account Code (see 411.00 as example)
Click on the magnifying glass
Results in a list of valid City of Tukwila GI_ Account Codes
C, Add as Favorlta
v
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Page 27 of 45 55
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Procurement Card Manual
UPDATING THE GL ACCOUNT CODE
Chanee a GI_ Account Code by Query
Find the correct GL Account Code from the list
Click on "Select"
56 Page 28 of 45
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File Edit
View Favorites Tools Help
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Raleci 411 An F76 6Rn 4n n1
BGiOD BORNE PATHOREIIR
Select 411.00.576.580.64.01
INTERFUNDTAXES ADOIISEIONT.AXES
Select 411 00 5 76.581.12 00
E;iTRA'. LABOR
Select 411 00 576.691.24 00
INDUSTRIAL INSURANCE
Select 411 00 5 76.681.26 00
UIIEHPLOIMENTCOI1PEIISU.TION
Select 511 101) 57b.581.28 101)
UNIFORM CLOTHING
Select 511 00.576.681.31.00
OFFI CE 9 OPERATINd SUPPLIES
Select 311.00.576.581.31.01
BUILDING SUPPLIES
Select 411.00. h71i. Fl .31.U2
RENTAL SUPPLIES'
Select 411 00 576.691.3104
REPAIR SUPPLIES
Select 411 00 5 715.581.34 01
PRO SHOP SUPPLIES IRESA.LE'.
Aalert 411 In F76 6R1 41 011
PROFFRRIONAL �ERVICER
Select 411 00 576.691.42 00
COMMUNICATION
Select 411 00 576.581.43 00
TRAVEL
Select 411 00 676.691.44 00
bDVERTISING
Select 411 00 576.081.45 00
OPERATING RENTALS LEASES
@..�,,411.00.57b.581.45.U1
POA'7ER',ART RENTALiLE 4SESt
Select ..7411.00.576.581.17.00
PUBLIC UTILITY SERvICES
Select 411 00 570.681.48 00
REPAIRS AIJD MAINTENANCE
Select 411.110. b75.681:48.111
GULF FiJUIPNENT REPAIRS GUST
Select 411 00 676.691.40 00
MISCELLANEOUS
Select 411 00 576.581.49 01
PRINTING
Releri 411 In F766R14n n2
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Find the correct GL Account Code from the list
Click on "Select"
56 Page 28 of 45
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UPDATING THE GL ACCOUNT CODE
[s
Procurement Card Manual
Internet 'l'I ti
Chanee a GIL Account Code by Query
The selected GL Account Code is now displayed in GL account code box
Click on "Save Allocation"
This will direct you back to the main transaction page
Page 29 of 45 57
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File. Edit
VI— FBVft i", T-1, Help
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Transaction Management Allocations Tab
col L?;W3 'Page
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U8118 U806 SEA LIGHT METAVA.NTE 1V 2U6 U843000... 82 8U8 .US
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al luiate an ainuunttu e tlitfe -It 111t 'enter The reallu,-etiull —1 he to une ur to InUltiple utles.
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Chanee a GIL Account Code by Query
The selected GL Account Code is now displayed in GL account code box
Click on "Save Allocation"
This will direct you back to the main transaction page
Page 29 of 45 57
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Procurement Card Manual
UPDATING THE GL ACCOUNT CODE
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Chanee a GIL Account Code by Query
The GL Account Code change was successful
To log out of system, click on "Logout" at top of page
Do not use the internet explorer back arrow, as you will get a "webpage
has expired" notice
58 Page 30 of 45
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Procurement Card Manual
UPDATING THE GL ACCOUNT CODE
Change a GL Account Code for multiple transactions
Need the GL Account Code changed for more than one transaction and don't want to change
them individually.
H Transaction List Rmt- t, f°°
Che &All.c -,,y., I m_, All °Noun
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Chanee a GL Account Code for multiple transactions
Select the transactions for updating by clicking on the check box.
Click the "Mass Reallocate" button
Page 31 of 45 59
07 6T26 '01,1PLETE OFFICE
20662866 11p.
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Chanee a GL Account Code for multiple transactions
Select the transactions for updating by clicking on the check box.
Click the "Mass Reallocate" button
Page 31 of 45 59
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required
Naas Reallocation Action:
Replace Existing 4 11ocations
J Add 1l3inmon Allocations
n in IF
v
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Selected Transaction List
Transactiensthat mll he effected h'vthe actientaken ahaue,
Summary
Tutal PJwnher ut Trauaadiuns.� 6
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Change a GL Account Code for multiple transactions
Change the percent to 100%
Change the GL Account Code
Click "Save Allocations"
Procurement Card Manual
UPDATING THE GL ACCOUNT CODE
60 Page 32 of 45
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7 7 1 ban k Are You Sure?
Account Ad ministration You have chosen to Replace all selected transaction allocations with the same common allocatmms'.
Transaction Management This will elect 6 transactions totaling $1,620.05. The following will replace each selected transaction
Card Ac�uunt List
30C3110n'.
Account Information
Rep6rtlNg
Rata Exchange r
My Personal W. —atian 100.00% 1]1000.0 ;.514230.31 A1I
Home 3crolldo•,vn to review ,vhatthe selected transactions would looklike withthe change applied.
Contact us Lre asp Qu. aunt to change these allocations'
v to t;'Att1V�
Detail of Charged Transactions
Procurement Card Manual
UPDATING THE GL ACCOUNT CODE
0 7!23!2010 COMPLETE OFFICE
$204.;6 7R
E1000.05.514230.31 Al
(i COMPLETE OFFICE
$204.56 CR
E1000.05.514. 230.31.011
0 71 T2010 COMPLETE OFFICE
$22 776
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1012010 COMPLETE OFFICE
$152.21
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0 71 312010 COMPLETE OFFICE
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0 711412010 COMPLETE OFFICE
$1,240.09
E1000.05.514,230,31,01
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mtemet too./.
Verify the transaction GL Account Code changes
Click "Yes, Save Allocations"
Page 33 of 45 61
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Data Exchange I-1 Card Account Summary
My Personal Information
a,ccaunt Number: .9318
Home Aecaunt Name: DR?IG 2ELLERHOFF
C,ntact OR B Cycle Close Gate Open v.
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1 +1 Search Criteria
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ADDIV Multiple GI_ Account Codes to a Transaction
This is hoax the
acconntin.- code
looks after the
reallocation has
been done
w
To reallocate a purchase to multiple GL Account Codes, click on the select
box at the left of the transaction
Click "Reallocate"
OR
Click on the unallocated Accounting Code
62 Page 34 of 45
Delail
Pul ID
Aomuri Code
Date r,
97123 0 712 6
COMPLETE OFFICE
996 5280059.
1,L..
$9321
599375
rta
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07123 07126
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2.05 5280059,
NA
$294.55 CR
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07129 07126
COMPLETEOFFICE
206 5280059.
1,L..
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206 5280059.
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$152.21
590573
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205 5280050,
tgrA
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07 14 07 +16
COMPLETE OFFICE
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PUGET SOUND FINANCE OFFIG PUYALLUP eq
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ADDIV Multiple GI_ Account Codes to a Transaction
This is hoax the
acconntin.- code
looks after the
reallocation has
been done
w
To reallocate a purchase to multiple GL Account Codes, click on the select
box at the left of the transaction
Click "Reallocate"
OR
Click on the unallocated Accounting Code
62 Page 34 of 45
Cl
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Procurement Card Manual
UPDATING THE GL ACCOUNT CODE
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Summary I -llccau- I User Line items
The Allocations tall provides the ability to reallocate a transaction by Changing the 3CCOLInting information to
allocate an 2MOL111 to a different cast center. The reallocation can he to one orto multiple accounting codes.
Yuu can allocate amULdri Li tlullar anmuntor percentage. Total allucatiwi arnouutamust equal 1005 ofthe trausadiun. To allocate to additional accounting codes, Uick.the "odd`
bufian.
After adding ,modifying r deleting alloca5mm,clickAhe "Save+,lloca5mia l i lu Save chaligea.
required Allnratinn Hmlrre User Last nhangsd hY tellerhnff Craig
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Aooly Multiole GI_ Account Codes to a Transaction
The transaction can be allocated by using an amount, percentage or adding
additional allocation lines up to a maximum of 99.
Amount change the amount and GL Account Code for
each line item for the transaction
Percentage change the percentage and GL Account Code
for each line item for the transaction
Additional Allocation Input the number of additional lines
and then change the amount or percentage and GL Account
Code for each line
Click "Save Allocations" button when finished
v
H' §100%
Page 35 of 45 63
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PRINTING ONLINE MONTHLY STATEMENTS
Printing Monthly Statement
At the end of a billing cycle, each cardholder will need to print out a statement from the US
Bank website. (See appendix "E" for PCard Statement Processing Schedule) A hard copy
statement will not be sent to the City of Tukwila. This statement is matched to all transaction
backup and given to the department Reconciler.
Procurement Card Manual
0 https:JJaccess us6ank.comIcp,AppliL
File Edit View Favorites Tools Help
s ,y Welcome To Access Online tit Page u Tools
U.S. Bank Access-; Online
i oein Message(s) from Access online
1
t0 Ac0ess mllnel Stretch YOLIr pr0gr3m limits and stre3nlllne 334ment
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Information On ccount lntormatlan SOILItIOnS anrti n e 3ny here'With Access nllne
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64 Page 36 of 45
e https i�access..ushank comicpsApplJUSBCom5ervlet
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dministration
"last Management Insert the last name age Vivwriivvrsion +iawrAananinnACCOiint
of the person whose Cardholder Account Search
,ra..file
Statement is to be g,.,. Search for an account hr Cardholder 4 .cc0u nt idumher, Na Ine, or Social Se L'LI FIN Number. YO LI can also
Ar"Mange cardholder account hr first Searchinn for a Mananinn Acco1 nt.
viewed printed. Peroonal Information
A.cc0unt Number
Home
Contact bs K.w. La St Name for Vehl Ci 1'J First Name epa
OR zellerhoff
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Select Billine Cvcle
Go to the "Select
Billing Cycle" box and
select a billing cycle
Use drop down arrow
for a list of all billing
cycles
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selected, Click on the
"View statement"
button
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Page 37 of 45 65
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Procurement Card Manual
PRINTING ONLINE MONTHLY STATEMENTS
Windows Internet Explorer message
Cdr Page y Tools s
Imp.mel +r�tnn
When you click on the "View Statement" button, a pop up message
appears
Right click on the message for options
Pick the option "download file" and do not close message screen
Click on "View Statement" one more time to view the actual statement
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66 Page 38 of 45
I, Done Internet
J
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Procurement Card Manual
PRINTING ONLINE MONTHLY STATEMENTS
File Edit �n Document Tools Wndow Help x
PDF of Statement
Print statement
Reconcile the statement amount to receipts and /or purchase confirmations
Verify the purchase amount(s) on the statement matches to the receipt(s)
Attach all appropriate backup to statement
Receipts smaller than 8 X 11 must be taped to a blank 8 X 11 sheet of paper
Page 39 of 45 67
0 1 Uj i 1 i (w, 50% is L�
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Procurement Card Manual
PRINTING ONLINE MONTHLY STATEMENTS
ccauntNUnnber: .9318
Home I coo
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Contact Us
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07!22 07'26
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206- 6280059,
NA
$22776
07119 07121
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206 6280059.
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0716 07119
COMPLETE OFFICE
206- 6280059,A.A
$589.11
07!14 07'16
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206- 6280059,
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07,'15 07116
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Tins /Reminders for Statement orocessing
Maintain transactions weekly to ensure timely processing of
monthly statements.
See the PCard Statement Processing Schedule for dates when
online statements are available to print.
68 Page 40 of 45
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Procurement Card Manual
RECONCILATION PROCESS
The reconciliation process consists of three stages over 8 working days. The process begins with
the reconciliation of the statement, then approvals and followed by audit and review. The
PCard statements will close on the 27 of each month. See the PCard Reconciliation schedule
on Tuknet for the reconciliation processing dates by month (see appendix "E" for 2010 Process
Calendar).
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Statement Reconciliation
During the open statement period, the cardholder or reconciler should frequently monitor all
cardholder transactions online to maintain their personal online account in a timely fashion.
Page 41 of 45 69
J
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Procurement Card Manual
Not maintaining the GL Account Coding online within the reconciliation period in a timely
manner may result in the PCard being revoked.
GL Accounting Codes
GL Account Code changes are required to be corrected by the end of the day on WD2
after the statement closes. If the default GL Account Code is not correct, follow the
directions for online Ur)dating the GL Account Code, previously covered in this manual.
Failure to change the GL account before the deadline will mean the cardholder or
reconciler will need to request Finance to complete a journal entry to move the charge.
Such request must be approved by the Department Director and PCard Administrator.
7���P►I 1��II# Jff7TfI "IL9
Statement
The City of Tukwila PCard monthly statement closing date is the 27 of the month.
When the last day of the month falls on a weekend or banking holiday, the last posting
day for transactions is the next business day. The morning after the statement closes;
the online statement is available for printing.
PCard Packet Preparation
The cardholder or reconciler prepares the PCard Packet, which includes the PCard
Transaction Log, PCard Statement and Supporting Documentation. The PCard Packet is
to account for purchase transactions made by a cardholder, obtain approval and provide
documentation to Finance. The PCard Packet includes:
PCard Transaction Log distributed by the Finance Department on WD3. (see
appendix "C" for sample)
PCard Statement printed online statement from the US Bank website for
each cardholder. A hard copy via U.S. mail will not be provided. (See Monthly
Statement section of manual for example on how to print out statement)
Supporting Documentation includes a receipt or confirmation for each
transaction listed on the US Bank online statement. Examples include:
Receipts
Invoices
Email receipts or confirmations
A copy of the "Training Attendance Request" (TAR) form needs to be
attached for registration and travel receipts
All meal receipts for meetings must include where the event took
place, who attended and an agenda
70 Page 42 of 45
J
LL
y�
Procurement Card Manual
Approval
The completed PCard Packet is given to the Designated Approver or Department Director for
signature (see roles and responsibilities). The approved PCard Packet is forwarded to the
Finance department by the end of WD5.
Page 43 of 45 71
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Procurement Card Manual
RECONCILATION PROCESS
Finance Review
Finance will review cardholder PCard Packets for:
Use tax
Acceptable receipts
Correct account coding
Correct splitting of charges
Appropriate use of card
Fraud
Personal use
Approval signatures, etc...
Purchase transactions are uploaded to Eden and posted to the transaction month in which the
purchase took place.
PCard Payment
Payment for purchases made by PCardholders is processed by US Bank through automatic
withdrawal from the City bank account two days after the statement close date (27 of each
month). The payment time frame is supported by the reconciliation and review process
ensuring each purchase is supported by an invoice or receipt and reviewed by the Department
Director.
Random Physical Audit
Random physical audits are to ensure items purchased with the PCard remain on City of Tukwila
property and used for business purposes. On a periodic basis the Fiscal Coordinator Payroll and
Accounts Payable is responsible for performing a physical audit based on a random selection of
purchased items. Results of the audit are documented and reported to the PCard
Administrator.
Lost Receipt
An "Affidavit of Lost or Destroyed Receipts" need to be completed by the cardholder and
signed by a Department Director and PCard Administrator for any lost or stolen receipt.
Multiple lost receipts will result in cancellation of the PCard. The affidavit form is available on
TukNet, under the Finance department. See appendix "D" for sample of form.
72 Page 44 of 45
pcardadmin @ci.tukwila.wa.us
Procurement Card (PCard) online HELP!
PCard User Manual
PCard Application
PCard Affidavit
PCard Training Slides
Finance Department Contacts
Peggy McCarthy PCard Administrator
Finance Director
206 433 -1839
peggv.mccarthvCcDtul<wilawa.gov
Craig Zellerhoff PCard Administrator
Fiscal Coordinator Payroll AP
206 433 -1836
craig.zellerhoffCcDtul<wilawa.gov
Diane Jaber
Fiscal Specialist Accounts Payable
206 433 -1871
diane.iaberCcDtukwiIawa.gov
Page 45 of 45 73
x
Issued ('cards
326
JAN
1,314,677
67
19,622
81
16,231
11
576
324,006
563
Active ('cards
114
FEB
1,997,837
181
11,038
334
5,982
38
776
296,005
381 r.
MAR
2,122,735
195
10,886
348
6,100
52
774
408,860
528
2011
APR
2,134,454
215
9,928
386
5,530
74
818
253,762
310 s
AR Spend
33,057,93.6
MAY
5,813,588
407
14,284
615
9,453
45
780
369,715
474
Pcard Spend
2,955,495
JUN
5,292,568
222
23,840
410
12,909
40
723
323,707
448
Pcard Rebate
32,510
JUL
3,980,352
212
18,775
396
10,051
39
791
343,856
435
Total Invoices
9,850
AUG
6,134,619
305
20,114
302
20,313
50
748
366,122
489'
Pcard Invoices
6,633
SEP
4,267,087
169
25,249
345
12,368
28
647
269,462
416
Pcard Invoices
67,34%
OCT
NOV
AR Spersd
13,853,385
Pcard Spend
1,845,281
Pcard Rebate
23,079
Total Invoices
5,029
Pcard Invoices
2,247
Pcard Invoices
44.68%
Savings per transactional over traditional PO (per 2010 benchmark study) 70.58
PCard vs. PO Savings 468,157
Rebate Earned 32,510
2011 City of Tukwila PCard Savings 500,668
PCard statements include transactions posted by the 27th of each month
City wide PCard program began 9/1/2010
Monthly Spending
$7,000,000 900
$6,000,000 800
700
$5,000,000
600
$4,000,000 500
$3,000,000 400
300
$2,000,000
200
$1,000,000
100
JAN FEB MAR APR MAY JUN JUL AUG SEP OCT NOV DEC
Invoice Purchases PCard Purchases
$30,000
$25,000
$20,000
$15,000
$10,000
$5,000
Average Payment
$0
JAN FEB MAR APR MAY JUN JUL AUG SEP OCT NOV DEC
Checks Invoices PCard I
450
400
350
300
O
V 250
R
N 200
Monthly Transactions
r
JAN FEB MAR APR MAY JUN JUL AUG SEP OCT NOV DEC
Checks -Invoices -PCard Purchase Orders
PCard Transactions by Dollar Spend
C
R
100.,�,
JAN FEB MAR APR MAY JUN JUL AUG SEP OCT NOV DEC
..<$100 $100 200 aaaw$200 -500 $500 1000 $1,000 -5,000 >$5,000
75
76
Top 25 Vendors by Transactions
Transactions (Vendor Name
467
SEA LIGHT M ETAVANTE-M
348
NAPA STORE 3767007
301
COMPLETE OFFICE
198
LOWES #00010*
159
SPRINT *WIRELESS
130
BLUMENTHAL UNIFORMS AND E
107
THE HOME DEPOT 4705
92
GOGGLE *GOOG2461729549
84
CASHNCARRY56152105616
83
HONEY BUCKET /FLOHAWKS
79
GOGGLE *2461729549
67
GOGGLE *ADWS2461729549
60
EUREST /THOMPSON DINING
59
WW GRAINGER
56
ALARM CENTER INC
50
CPM DEVELOPMENT CORP
49
FACE BOOK.COM *ADS
41
HORIZON DISTRIBUTOR -540
41
CARQUEST 01037621
40
HIGHLINE WATER DISTRICTO
40
AMERICAN HOSE AND FI
39
CINTAS #460
38
NATIONALSAFETYINC-
34
OFFICE DEPOT #984
29
BOWEN SCARFF FORD SALES I
Top 25 Vendors by Dollar Spend
Transactions (Vendor Name
13
MITEL NETWORKS INC
467
SEA LIGHT M ETAVANTE-M
159
SPRINT *WIRELESS
5
CTY OF RENTON FIN DIV #1
7
DMI* DELL K- 12/GOVT
301
COMPLETE OFFICE
19
INTEGRA TELECOM
2
DATEC, INC
92
GOGGLE *GOOG2461729549
8
UNITED PIPE SUPPLY 23
67
GOGGLE *ADWS2461729549
79
GOGGLE *2461729549
4
DESTINATION MEDIA ALLIANC
21
MCKINSTRY CO LLC
1
COMP MANAGEMENT
2
FLINTTRADING, INC.
348
NAPA STORE 3767007
13
MERIT MECHANICAL INC
130
BLUMENTHAL UNIFORMS AND E
50
CPM DEVELOPMENT CORP
17
SEA WESTERN INC
1
SPECIAL ASPHALT PROD
4
KIRO AM KBSG FM KTTH A
13
FERGUSON ENT #3156
2
QWEST *INTERPRISE
S
S
Top 25 Vendor Categories by Transactions
Amount Transactions I Vendor Category
233,462.57
537
AUTOMOTIVE PARTS,ACCESSO
28,439.15
535
UTILITIES ELECTRIC, GAS, WA
56,285.16
360
ADVERTISING SERVICES
10,654.15
329
WHOLESALE OFFICE SUP
85,596.34
322
HOME SUPPLY WAREHOUSE STORES
27,835.72
286
WHOLSALE INDUSTSUPP
10,110.95
177
TELECOM SVC /CRED CRD CALL
46,195.28
174
BUSINESS SERVICES -OTHER
15,209.80
170
MISCELLANEOUS AND SPECIAL
11,584.06
162
GROCERY STORES,SUPERMARK
39,500.00
153
EATING PLACES AND RESTAURANTS
40,822.16
141
PROFESSIONAL SERVICES
954.77
141
WHOLESALE UNIFORMS
8,491.53
125
SPORTING GOODS STORES
7,959.12
118
WHOLESALE CONSTRUCT
26,791.60
116
HEATING, PLUMBING, AIR CO
1,460.68
87
CHARITABLE /SOCIAL SERVICE
9,857.89
86
OTHER DIRECT MARKETER
2,207.40
76
WHOLESALE COMMERCIAL
3,811.95
73
FAST FOOD RESTAURANTS
3,153.95
69
AUTO TRUCK DEALERS,NEW
3,217.91
67
GOVERNMENT SERVICES -OTHER
16,471.76
66
CLOTHING-RENTAL COSTUME
2,562.09
65
PUBLISHING /PRINTING
7,005.33
63
MEMBERSHIP ORGANIZATIONS
Top 25 Vendor Categories by Dollar Spend
Amount Transactions I Vendor Category
243,559.41
60
TELECOM EQUIPMENT
233,462.57
535
UTILITIES ELECTRIC, GAS, WA
85,596.34
360
ADVERTISING SERVICES
70,631.10
174
BUSINESS SERVICES -OTHER
66,634.82
286
WHOLSALE INDUSTSUPP
56,285.16
177
TELECOM SVC /CRED CRD CALL
54,882.47
170
MISCELLANEOUS AND SPECIAL
54,223.28
76
WHOLESALE COMMERCIAL
46,195.28
67
GOVERNMENT SERVICES -OTHER
45,995.94
25
WHOLESALE COMPUTERS/
40,822.16
23
COMPUTER REPAIR /MAIN
39,500.00
86
OTHER DIRECT MARKETER
37,072.00
329
WHOLESALE OFFICE SUP
34,362.03
537
AUTOMOTIVE PARTS,ACCESSO
31,619.49
125
SPORTING GOODS STORES
29,445.37
116
HEATING, PLUMBING, AIR CO
28,439.15
118
WHOLESALE CONSTRUCT
28,090.22
28
GENERAL CONTRACTORS RES
27,835.72
141
PROFESSIONAL SERVICES
26,791.60
65
PUBLISHING /PRINTING
24,768.81
55
WHOLESALE DURABLE GO
24,279.44
141
WHOLESALE UNIFORMS
24,000.00
36
WHOLESALE PLUMBING /H
23,739.19
43
CATALOG MERCHANT
23,558.13
44
WHOLESALE HARDWARE /S
S
S
Amount
61,511.47
239,138.61
179,996.01
62,319.59
25,860.83
132,215.67
93,549.69
154,169.38
89,403.95
17,999.94
8,256.30
39,930.68
31,510.65
60,982.02
48,207.76
55,736.87
23,203.09
65,505.82
87,015.42
2,857.19
21,222.90
80,166.43
5,367.14
39,778.21
10,368.95
Amount
307,999.90
239,138.61
179,996.01
154,169.38
132,215.67
93,549.69
89,403.95
87,015.42
80,166.43
77,304.30
73,522.89
65,505.82
62,319.59
61,511.47
60,982.02
55,736.87
48,207.76
42,980.17
39,930.68
39,778.21
36,956.89
31,510.65
30, 749.81
29,774.77
28,899.23
NWIN Pcard Personal .April I, May I June
Pcard
Missing
Personal
Personal
Personal
January I
July I
February
August I
March
Limit
Missing
Personal
Use
Trans
Dollars
Dollars I
Trans
Dollars I
Trans
Dollars
Department
Increase
Receipt
Use
Repaid
Trans
Dollars
4
Dollars I
Trans
Dollars I
Trans
Dollars
Council
32
5,338.09
7
817.79
12
1,618.42
13
2,901.88
Mayor
1
259
127,179.15
77
32,357.61
95
30,384.16
87
64,437.38
Human Resources
1
14
4,771.12
7
2,525.76
5
1,378.26
2
867.10
Finance
294
364,627.31
71
161,062.60
132
82,038.61
91
121,526.10
Recreation
2
2
32.33
(32.33)
193
36,562.87
49
7,092.12
81
15,808.35
63
13,662.40
DCD
53
15,319.60
10
4,151.07
18
2,779.47
25
8,389.06
Court
48
4,741.45
16
1,437.57
19
2,181.91
13
1,121.97
Police
6
207
73,715.07
47
10,500.06
60
10,778.01
100
52,437.00
Fire
116
50,357.20
36
21,425.54
40
17,227.30
40
11,704.36
IT
2
47
60,537.44
12
29,773.06
12
14,317.64
23
16,446.74
-'PW
7
48.44
(48.44)
700
231,941.31
204
47,450.74
245
98,059.93
251
86,430.64
Park
56
8,720.08
11
1,886.40
22
2,578.93
23
4,254.75
Park
56
9,992.58
18
2,130.33
16
2,419.49
22
5,442.76
Golf
1
107
43,787.57
22
3,282.07
41
17,013 22
44
23,492.28
Totals
20
2
80.77
(80.77)
2126
1,028,870.76
324,006.32
776
296,004.77
774
408,859.67_
NWIN Pcard Personal .April I, May I June
1, El I
Limit
Missing
Personal
Use
Personal
July I
August I
September
Increase
Receipt
Use
Repaid
Trans
Dollars
Dollars I
Trans
Dollars I
Trans
Dollars
Council
:Department
19
7,135.19
4
128.63
13
6,894.06
2
112.50
Mayor
2
23.70
(23.70)
284
141,784.64
94
39,653.12
85
46,688.37
105
55,443.15
Human Resources
1
36
7,570.02
8
1,424.42
19
3,077.97
9
3,067.63
468
2
40
Mayor
1
270
130,603.45
97
Finance
1
293
284,467.88
100
60,786.77
91
123,580.61
102
100,100.50
Recreation
5
1
299
73,292.53
112
20,316.40
99
28,800.56
88
24,175.57
DCD
2
58
14,884.68
17
1,917.42
21
8,684.72
20
4,282.54
Court
40
12,809.75
16
8,472.46
11
2,775.46
13
1,561.83
Police
1
1
222
63,013.09
88
21,331.64
65
19,140.26
69
22,541.19
Fire
96
41,504.81
24
8,654.45
39
14,953.00
33
17,897.36
IT
3
42
45,241.12
11
3,155.07
22
24,790.65
9
17,295.40
PW
2
26.19
(26.19)
718
189,213.16
271
62,310.60
240
70,140.09
207
56,762.47
Park
56
8,720.08
11
1,886.40
22
2,578.93
23
4,254.75
Golf
1
1
158
57,547.39
62
23,725.07
53
17,609.89
43
16,212.43
y Totals
16
5
49.89
(49.89)
2,321
947,184.34;
818
253,762.45
780
369,714.57
723
323,707.32
1, El I
Pcard
Personal
July I
August I
September
Limit
Missing
Personal
Use
I
I
am
'Department
Increase
Receipt
Use
Repaid
Trans
Dollars :I
Trans
Dollars
Trans
Dollars
Trans
Dollars
Council
5
508.30
3
468
2
40
Mayor
1
270
130,603.45
97
45,504.65
96
44,352.19
77
40,746.61
Human Resources
25
5,841.83
7
2,144.40
7
2,621.11
11
1,076.32
Finance
1
9.42
(9.42)
279
132,518.48
90
41,336.83
110
55,241.98
79
35,939.67
Recreation
4
250
62,356.70
88
22,867.30
72
16,292.56
90
23,196.84
DCD
2
54
20,086.97
12
10,049.85
16
4,593.79
26
5,443.33
Court
31
6,294.15
14
3,580.71
12
1,513.36
5
1,200.08
Police
1
1
254
68,397.51
106
26,528.09
74
17,497.71
74
24,371.71
Fire
3
112
59,730.76
38
11,588.26
37
30,247.13
37
17,895.37
IT
2
1
59
109,100.53
20
54,080.12
18
48,521.56
21
6,498.85
PW
11
0.52
(0.52)
668
317,389.64
244
96,749.17
238
122,070.88
186
98,569.59
Park
43
8,022.01
20
5,521.95
15
1,692.62
8
807.44
Golf
1
136
58,589.89
55
23,904.73
50
21,008.64
31
13,676.52
Totals
24
4
9.94
(9.94)
2;186
979,440.21
791
343;856.06
748
366,121.83
647
269,462.33
OR
City of Tukwila
Finance and Safety Committee
FINANCE AND SAFETY COMMITTEE DRAFT
Meeting Minutes
November 8, 2011— 4:00 p.m.; Conference Room 43 *.,?VOTE: Special Start Time
PRESENT
Councilmembers: Kathy Hougardy, Chair; Joan Hernandez and Dennis Robertson
Staff: Peggy McCarthy, Craig Zellerhoff, Mike Villa, David )P& and Joyce Trantina, Bob Giberson,
Gail Labanara, Derek Speck, Katherine Kertzman, ,Rick 'StiII
Others: Chuck Parrish, Ellen Gengler
CALL TO ORDER: Chair Hougardy called the meeting to order at 4:00 P.
I. PRESENTATIONS
No presentations.
II. BUSINESS AGENDA
A. Rock `N' Roll Marathon Sponsorship
Staff is seeking Council approval to enter into a sponsorship ;agreement with Competitors Group for the
2012 Rock `N' Roll Seattle Marathon affi'/2M arathon in the amount of $50,000. This is largely due to a
change in the route for the Marathon giving tliegrorap /sponsors aia.,opportunity to grow the size of the
event. The City received good visibility `from the :event, as well .as good practice for emergency
management activities Tli'
yswrll ajointmarketing. roJe&sponsomflp with Seattle Southside Visitors
Services between th ecrtles of Tukwila, SeaTae; Keata0d Des Mgtnes and the Tukwila portion of the cost
is $16,500 which wild =be funded from the lodging tai fund.
UNANIMOUS APPROVAL�FORWARD TO NOVEMBER 14 COW FOR DISCUSSION.
B. Resol.utioji:'Procur8 i4Card Process
Stafffi's seeking Councrl`approval df a resolution thatedopts the City's Procurement Card Program.
The purpose of the PCard ;grogram was Io increase efficiencies by streamlining the purchasing process,
reduce purchase orders and the use of petty cash. The City also gets a rebate from the bank (about
$48K /year. Based on a recent audit, it was discovered that City Council needs to approve the new
process, per the�driffted ResolutiM"
UNANIMOUS APP OVAL. FORWARD TO NOVEMBER 14 COW FOR DISCUSSION.
C. Ordinances: 2012 Tax Levv %F'
Staff is seeking Council approval of an ordinance increasing the City's Regular Property Tax Levy from
the previous year and an ordinance levying the General Taxes.
After discussion regarding the tax levy, it was suggested that staff consider combining these two
resolutions into one combined resolution in future years. Dennis asked that staff investigate how far the
property tax would have to go before the City actually sees a decline in revenues, since the property
assessments have not shifted in a positive direction yet.
UNANIMOUS APPROVAL. FORWARD TO NOVEMBER 14 COW FOR PUBLIC HEARING
AND DISCUSSION.
79
:1
COUNCIL AGENDA SYNOPSIS
ITEM NO.
1 CASNU,\ II1I-'1IZ:
A(;1 :ND:\ I'IT', T I' 17,L'
Meeting Date Prepared by I JA.If yor's review Coanaci! review
11/14/11 PMc LxklK C%
11/21/11 PMc 5.D.
ITEM INFORMATION
STAFF S1 PEGGY MCCARTHY OIZIGINAi,AcE,NDA DA'II� 11/14/11
A memorandum of understanding with WCIA authorizing a reduction in the City's
liability insurance deductible to $25,000.
Ct \'1EGORY ®Discussion ®Motion Resolution E] Ordinance ❑Bid Award Public Hearin 01ber
AP g Date 11/14/11 A7tg Date 11/21/11 11Itg Date A4tg Date A7tg Date Altg Date Aft Date
SPONSOR Council Mayor [:].HR DCD Finance .Fire IT P6R Police PW
ShoNSOIZ's City Council is being asked to approve a memorandum of understanding with Washington
Cities Insurance Authority (WCIA) setting forth a $25,000 liability insurance deductible
level per occurrence.
RI?v11 ;UiBD BY COW Mtg. CA &P Cmte F &S Cmte Transportation Cmte
Utilities Cmte Arts Comm. Parks Comm. Planning Comm.
DATE: 11/08/11 COMMITTEE CHAIR: HOUGARDY
RECOMMENDATIONS:
SP( /ADMIN. Finance
Co\1n -rIT 1 h.1 Unanimous Approval; Forward to Committee of the Whole
COST IMPACT FUND SOURCE
E\PI?NI)rruiU I RI;X)U AMOUNT BUDGETED APPROPRIATION REQUIRED
$0
Fund Source:
Comments:
MTG. DATE I RECORD OF COUNCIL ACTION
11/14/11
MTG. DATE I ATTACHMENTS
11/14/11 I Informational memorandum dated 11/2/2011
Memorandum of Understanding
WCIA Assessment Comparison
Minutes from the Finance Safety Committee Meeting of 11/8/11
11/21/11
L.*%
City of Tukwila
Jim Haggerton, Mayor
INFORMATIONAL MEMORANDUM
TO: Mayor Haggerton
Finance and Safety Committee
FROM: Peggy McCarthy, Interim Finance Director
DATE: November 2, 2011
SUBJECT: Reduction of Liability Insurance Deductible
ISSUE
Reduce the City's liability insurance deductible from $100,000 to $25,000 for 2012 and beyond.
BACKGROUND
Washington Cities Insurance Authority (WCIA), the City's liability insurance provider, prepared
an analysis comparing total costs to the City using a $25,000, $50,000 and $100,000 deductible
scenario, the City's actual claim history from 2006 through 2010, and the increase in insurance
premiums under each of these scenarios. The City's current deductible amount is $100,000.
DISCUSSION
The analysis demonstrates that if the City had had a deductible of $25,000 rather than the
$100,000 over this period of time, the City would have saved $264,568 ($3,145,042 total under
the $100,000 deductible scenario versus $2,880,474 total under the $25,000 scenario). To
realize these potential cost savings, staff recommends reducing the deductible to $25,000 for
2012 and re- evaluating the issue in the fourth quarter of 2012.
A revised Memorandum of Understanding (MOU) between WCIA and the City has been drafted
and includes the reduced deductible amount of $25,000; the Memorandum has been signed by
the City Attorney. The Council is being asked to authorize the Mayor to sign the agreement.
RECOMMENDATION
The Council is being asked to consider this item at the November 14, 2011 Committee of the
Whole Council meeting and subsequent November 21, 2011 Regular Council Meeting.
ATTACHMENTS
-Draft Memorandum of Understanding
WCIA's City of Tukwila Assessment Comparison
MN
:m
Memorandum of Understanding
This Memorandum of Understanding (Memorandum) is made and entered this day by and
between the City of Tukwila and Washington Cities Insurance Authority, (WCIA) to clarify
Tukwila and WCIA responsibilities under the WCIA Large Deductible program.
Tukwila as a current member of WCIA, has qualified and has exercised its option to participate
in the Large Deductible Program and will maintain a $25,000 deductible level per occurrence.
I. CLAIMS ADMINISTRATION
During the period or periods of Tukwila participation in the Large Deductible Program,
WCIA shall continue to represent and act for Tukwila in matters pertaining to the
automobile, errors omissions, police and general liabilities of Tukwila, including the
following:
A. Receive notice of and create files on each claim reported and maintain these files for
Tukwila. Each claim file shall be maintained on a current basis to reflect liabilities,
value, recommended disposition, and desirability of risk.
B. Investigate all claims submitted to WCIA by Tukwila to determine their liability and
settlement value.
C. Request timely payment to WCIA, in accord with payment procedures established
herein. Tukwila will be wholly responsible for providing payment as may be
required for any claims assessed against it, up to $25,000 per occurrence, and/or in
excess of or upon exhaustion of WCIA liability coverage.
D. Maintain and provide Tukwila pertinent data on all claim payments.
E. Promptly report to Tukwila the status of claims in a timely manner.
II. PAYMENT OF CLAIMS
A. Tukwila shall at all times provide funds to WCIA adequate for the payment of
qualified claims or losses and of allocated loss expenses within Tukwila's $25,000
per occurrence deductible -to a Deductible Fund (Fund) managed by WCIA. For this
purpose, allocated loss expenses shall mean all costs, charges or expenses of third
parties, incurred by WCIA, its agents or its employees, which are properly
chargeable to a qualified claim or loss including, without limitation, court costs, fees
and expenses of defense attorneys, independent investigators, experts and witnesses,
and fees for obtaining diagrams, reports, documents and photographs.
B. The initial deposit to the Fund of $25,000 was established in 2003. WCIA will
periodically analyze the sufficiency of this amount and may require Tukwila to
adjust the deposit amount to more accurately represent cash flow demands placed
upon the Fund.
5R
C. WCIA will provide Tukwila with monthly reports detailing all expenditures charged
to this Fund. Tukwila will have ten (10) working days from the date of this
notification to reimburse the Fund to its required deposit level, as established in
clause B above, by wiring finds to WCIA's bank account.
D. In the event that the Fund is impacted by an unusually large volume of current or
pending claims or expenses, and upon special notice from WCIA detailing the nature
of this unusual demand and the amounts thereof, Tukwila will wire transfer the
requested amount within ten (10) days to avoid the possibility of a negative balance
in the Fund.
E. It is expressly understood that WCIA shall not be required to advance its own funds
to pay losses, allocated loss expenses or banking charges within the Deductible level,
or to perform any services hereunder if Tukwila fails to provide adequate funds as
herein set forth.
F. Reimbursement of the Fund not received within ten (10) days of written notification
will be charged a finance fee of I
III. TERM
This Memorandum shall become effective on January 1, 2012 and shall continue to be in
force as long as Tukwila continues as a WCIA member participating in the Large
Deductible program.
IV. GENERAL PROVISIONS
A. WCIA shall continue to have full authority to negotiate and settle claims within
Tukwila's deductible level, and up to WCIA coverage limits without prior approval
from Tukwila. WCIA, where possible, shall review all claims with Tukwila prior to
settlement.
B. WCIA shall continue to have full authority to appoint and retain defense attorneys to
defend Tukwila on any claim or lawsuit tendered to WCIA under this Memorandum
and to control the defense of said claims or lawsuits.
C. All claims and related files generated by WCIA as a result of its activity under this
Memorandum shall remain at all times the property of WCIA. All such files will be
available at WCIA offices for review and inspection by agents of Tukwila.
D. It is understood and agreed by the parties that a claim has occurred when the
incident, accident or event giving rise to the claim has occurred. The fact that the
claimant may not report the claim until some subsequent time or that Tukwila might
not report it to WCIA until some Subsequent time does not change the meaning of
when the claim occurred for purposes of this Memorandum. Any claim that occurs
during a coverage year in which Tukwila is a participant in the Large Deductible
program shall be administered and handled by WCIA per the provisions of this
memorandum.
E. Nothing in this Memorandum changes, alters or relieves WCIA or Tukwila of their
duties and obligations as set forth in the WCIA Interlocal signed by all member cities
of WCIA, or the Bylaws, Joint Protection Program and Coverage Document that was
approved by the membership.
F. Any changes in deductible status or levels cannot be implemented until the
conclusion of the calendar fiscal coverage year.
G. Tukwila shall keep the Fund replenished until all claims covered under this
Memorandum have been fully resolved or release WCIA from any further liability to
administer, defend or pay said claims within the deductible layer.
WASHINGTON CITIES INSURANCE AUTHORITY
LEWIS E. LEIGH, Executive Director Date
CITY OF Tukwila
Pke L
Authorized Signature Date
APPROVED AS T O FORM:
Mark Bucklin, Authority Counsel
APPROVED AS TO FORM:
e2 UJUA 1� I �,c
Shelley Kerslake, Kenyon Disend
Tukwila City Attorney
LM
L.*r.j
City of Tukwila Assessment Comparison
1/1/2006- 12/31 /2010 as of 9 -8 -11
Note
*Claims capped at $25,000 $50,000 $100,000 respectively
*Multiple claimants for each occurrence considered
*Statutes have not run on all years and not all claims have matured
May be rounding errors as no decimals
(A) Claims (B) C) MY (E) (F)
Total cost of Difference in Cost
No Deductible Deductible 2006 2010 LTD. Incurred'year Propdsed'Frogram to City (E)
Year Assessment Assessment by year w /Applicable (B)
$25,000 Deductible
2006
573,242
468,339
175,448
643,787
70,545
2007
531,720
434,415
150,418
584,833
53,113
2008
481,392
393,297
82,700
475,997
(5,395)
2009
549,411
448,869
148,723
597,592
48,181
2010
580,880
474,579
103,686
578,265
(2,615)
Total
2,716,645
2,219,499
660,975
2,880,474
163,829
$50,000 Deductible
2006
573,242
423,053
300,448
723,501
150,259
2007
531,720
392,409
211,408
603,817
72,097
2008
481,392
355,267
157,700
512,967
31,575
2009
549,411
405,465
232,627
638,092
88,681
2010
580,880
428,689
132,436
561,125
(19,755)
Total
2,716,645
2,004,884
1,034,619
3,039,503
322,858
$100,000 Deductible
2006
573,242
330,187
473,783
803,970
230,728
2007
531,720
321,449
311,408
632,857
101,137
2008
481,392
303,277
267,700
570,977
89,585
2009
549,411
344,481
299,595
644,076
94,665
2010
580,880
360,726
132,436
493,162
(87,718)
Total
2,716,645
1,660,120
1,484,922
3,145,042
428,397
Effect of change from
$100K deductibe
to $50K
2006
(92,866)
173,335
80,469
2007
(70,960)
100,000
29,040
2008
(51,990)
110,000
58,010
2009
(60,984)
66,968
5,984
Effect of change from $100K deductibe to $25K
2006 138,152 (298,335) (160,183)
2007 112,966 (160,990) (48,024)
2008 90,020 (185,000) (94,980)
2009 104,388 (150,872) (46,484)
Premium goes up by if change Out -of- pocket claims expenses Savings (lower claims expenses partial
from $100K to $25K deductible go down with lower deductible offset by higher WCIA assessment)
i
AM
mam
Finance Safety Committee Minutes
November 8. 2011— Paoe 2
D. Ordinance: 2011-2012 Budget Amendment
Staff is seeking Council approval of an ordinance amending the 2011-12 Biennial Budget.
After discussion, the City Administrator explained that the Council's legal authority is the fund and
appropriation. The responsibility to move /transfer dollars within a fund is an executive function.
Councilmember Robertson asked for more specific details regarding where the "surplus" funds came
from (Public Works /Mayor's Office /.Parks and Rec) i.e. vacant positions, reductions in overhead, etc.
Councilmember Hougardy noted that we seem to be consistently over budget in the City Attorney's
office, and she wondered if the City should consider moving back to an in -house attorney. Dennis
suggested that staff review the budgeting process further, especially in the area of legal costs, to look at
history, budget versus actual, etc. to see if we can do a better job m estimating expenditures
Discussion continued regarding the subsidies for Foster Golf Course. Dennis requested that staff provide
a summary of what the general find would have to subsld;izepr the next six years, since it has been
difficult to get a clear understanding of the costs related to t1e golfqurse. He also suggested a detailed
walk thru of this summary with Council members at the November 14 meeting.
As required by the Revised Code of Washington,, staff is seeking Council approval of an ordinance
amending the 2011- 12 Biennial Budget. The amendment includes many items that have been discussed
and addressed throughout the year.
UNANIMOUS APPROVAL. FORA .TO NOVEMBER 14 COW FOR DISCUSSION.
E. Memorandum of Understandiniz with W 19hmszt6n :C ties Insuraiw're Authority
Staff is seeking Council approval of a meffiorandum of:understand�tn� Washington Cities Insurance
Authority (WCIA) which ww ll reduce the Cf ,s liability insurance deductible from $100,000 to $25,000.
ft
Peggy explained that this change in deductible -could reduce the City's costs. After discussion, staff will
consider reformatting/siiriplifying the data and analysis. It was 1 suggested that staff look specifically
at the number and types of claims w eh this analysi8js done next year.
UNANI1VIOIS" APPROVAFO�RWART} TO NOVEMBER 14 COW FOR DISCUSSION.
F. Proposal�'.�Additional Police. Staffina
Chief Villa explained that the C#t�&had a bicycle patrol in the mid '1990's (he was one of the City's first
two bicycle officers). The recen closure of the Neighborhood Resource Center has resulted in more
reporting by citizen srgarding panhandling and prostitution. Whether crime has actually increased along
Tukwila lnternational 6'iulevard o> not, the Police Department is doing whatever it can to help create a
safe neighborhood environ inentA bicycle patrol cannot be staffed with the current number of officers.
He also explained that out oftle existing number of officers (68), the number that can actually be
deployed in the field is around 59, based on officers on administrative leave, military deployment
overseas, training, etc. The Police Dept. loses about 3 seasoned officers every year through attrition.
They are constantly training and trying to keep the pipeline filled.
UNANIMOUS APPROVAL. FORWARD TO NOVEMBER 14 COW FOR DISCUSSION AND
RECOMMENDATION FOR APPROVAL.
I11. MISCELLANEOUS
91
92
COUNCIL AGENDA SYNOPSIS
Meeting Date
11/14/11
11/21/11
Initials
Prepared by I Mayor's review
3P 1_1�7114
JP
Council revien)
I
ITEM NO.
5.E.
ITEM INFORMATION
CAS NU ,\dBI :R: STAFF SPONSOR: JACK PACE OIZIGINAI, DATI 11/14/11
A(;i,,Nl),p\ ITI -;M Tn't,r, A Federal /State Transportation Demand Management Implementation Agreement
with WSDOT (GCB -1081) for the Rideshareonline Project.
Cr \TTGnRY, Disaassion Motion Resolution Ordinance .BidAward Public Nearing ❑Other
A4tg Date 11/14/11 Mtg Date 11/21/11 Mtg Date
Mt
g Date Mtg Date Ildtg bate Mtg Date
SPONSOIZ Council Mayor HR DCD E] Finance Fire [:]IT P&R Police PIV
SPONSOR'S Review and approve WSDOT Federal /State Transportation Demand Management
SU \-I \d; \RY Implementation Agreement for 2011 -2013 to provide $101,370.00 grant funds for
Rideshareonline Pilot Project for South King County Cities
Rr ?w[ ?I.D mY COW Mtg. CA &P Cmte F &S Cmte Transportation Cmte
Utilities Cmte Arts Comm. Parks Comm. Planning Comm.
DATE: 11/07/11 COMMITTEE CHAIR: HERNANDEZ
RECOMMENDATIONS:
SPONSOR Department of Community Development
COn-IMIYFE Unanimous Approval; Forward to Committee of the Whole
COST IMPACT FUND SOURCE
E\PI?NDITUIZf? RI?( )UIRP:D AMOUNT BUDGETED APPROPRIATION REQUIRED
$101,370.00 $none $none
Fund Source: GRANT FUNDS
Coinnients: no genera/ fund impact
MTG.DATEI RECORD OF COUNCIL ACTION
11/14/11
11/21/11
I MTG.DATEI ATTACHMENTS
11/14/11 Informational Memorandum dated 11/04/11
Implementation Agreement with WSDOT
Minutes from the Transportation Committee dated 11/07/11
93.
x
City of Tukwila
Jim Haggerton, Mayor
INFORMATIONAL MEMORANDUM
TO: Mayor Haggerton
Transportation Committee
FROM: Jack Pace, DCD Director
DATE: November 4, 2011
SUBJECT: WSDOT Rides hareonIine.com Project with South King County Cities
Grant Funding Agreement
ISSUE
Should Tukwila accept grant funding to run the WSDOT Pilot Project, Rideshareonline.com?
BACKGROUND
From April to June, 2011, the cities of Tukwila, Renton and Kent implemented a demonstration
project for Rideshareonlin.com (RSO) to test the functionality of the program. Staff provided
management services for implementation of this project. A short duration employee was hired to
do outreach and training for businesses and employees in three cities for the state software
program. This first project was very successful and has spearheaded this current project.
DISCUSSION
WSDOT is awarding federal grant funding for a limited term Rideshareonline.com project that
will focus on South King County cities of Tukwila, Renton, SeaTac, Federal Way, Kent, Burien
and Auburn. Tukwila will be the lead agency. The project proposes to develop the use of
Rideshareonline.com as a significant tool using the parameters of growth centers defined by the
Puget Sound Regional Council and will offer trip reduction services. Deliverables include
intensive training and production of manuals for users.
The $101,370.00 in funding will completely cover costs for two positions; one full -time and one
part-time staff along with marketing and material expenses to implement the project. The
contract is titled "GCB1081, Federal /State Transportation Management Implementation
Agreement
For this program, Tukwila's CTR Coordinator will provide technical management for the project.
Staff will be hired and housed at the City of Tukwila, Department of Community Development.
There are no matching funds required for the City.
RECOMMENDATION
Council is being asked to consider accepting the WSDOT funding contract for Rideshareonline
program in the amount of $101,370.00 and consider this item at the November 14, 2011
Committee of the Whole meeting and subsequent November 21, 2011 Regular Meeting.
Attachments: GCB 1081 Grant for the Rideshareonline.com program
CADocuments and SettingsWaggielDesktoplRSo 2.0 CONTRAC RTCIInfo Memo Rideshareonline 11411.docx
W
U-9
Federal/State Transportation Demand Management
Implementation Agreement
Washington State Department of Contractor
Transportation City of Tukwila
310 Maple Park Avenue SE 6300 Southcenter Blvd.
PO Box 47387 Tukwila, WA 98188
Olympia, WA 98504 -7387
Contact Person: Christopher Aiken
Project Costs:
State Funds
Federal Funds 101,340
Contractor Funds 0
Total Project Cost 101,340
Agreement Number:
GCB1081
Term of Project:
July 1, 2011, through June 30, 2013
Contact Person: Margaret Lubov
I Federal ID 91- 6001519
Scope of Project: Carry out the
Project as described in Exhibit I, Project
Scope of Work
Service Area: See Exhibit I, Project
Scope of Work
This AGREEMENT is entered into by the Washington State Department of Transportation, hereinafter
referred to as "WSDOT" and the Contractor identified above, hereinafter referred to as
"CONTRACTOR and/or individually referred to as the "PARTY" and collectively referred to as the
"PARTIES."
WHEREAS, Federal funding is authorized under 49 USC chapter 53; Title 23 USC (Highways); the
Safe, Accountable, Flexible, Efficient Transportation Equity Act: A Legacy for Users (SAFETEA -LU)
enacted as Public Law 109 -59, August 10, 2005; as amended by SAFETEA -LU Technical Corrections
Act, 2008, Pub. L. 110 -244, June 6, 2008; the Transportation Equity Act for the 21 Century (TEA -21)
enacted as Public law 105 -178, June 9, 1998, as amended, the National Capital Transportation Act of
1969, D.C. Official Code, 9- 1111.01 et seq.; or other Federal laws the Federal Transit Administration
(FTA) administers to the extent FTA so determines;
WHEREAS, RCW 70.94.521 through RCW 70.94.555 establishes the State's leadership role, and the
requirements and parameters to reduce traffic congestion, fuel use, and air pollution through Commute
Trip Reduction programs, including the Growth and Transportation Efficiency Centers in Washington
State;
WHEREAS, RCW 47.06.050 requires that when planning capacity and operational improvements, the
State's first priority is to assess strategies to enhance the operational efficiency of the existing system,
and states that strategies to enhance the operational efficiencies include, but are not limited to, access
management, transportation system management, and demand management "Strategies and
WHEREAS, RCW 47.01.078 directs the State to develop strategies to reduce the per capita vehicle miles
traveled, to consider efficiency tools including commute trip reduction and other demand management
tools, and to promote the integration of multimodal planning in support of the transportation system
policy goals described in RCW 47.04.280; and
Page 1 of 25 GCB 1081
97
WHEREAS, the Legislature has directed the State to increase the integration of public transportation and
the highway system, to facilitate coordination of transit services and planning, and to maximize
opportunities to use public transportation to improve the efficiency of transportation corridors (RCW
47.01.330); and
WHEREAS, RCW 47.80.010 encourages the State and local jurisdictions to identify opportunities for
cooperation to achieve statewide and local transportation goals; and
WHEREAS, the State of Washington in its Sessions Laws of 2011, chapter 367, Section 220(8) and (9),
authorizes funding for Public Transportation and Commute Trip Reduction programs and other special
proviso funding through the multi -modal transportation account as identified in the budget through its
2011 -2013 biennial appropriations to WSDOT; and
WHEREAS, funding is authorized under 49 USC 5316 for Job Access and Reverse Commute; and any
subsequent amendments and resolutions thereto;
WHEREAS, funding is authorized under 49 USC chapter 53 of title 23, the Intermodal Surface
Transportation Efficiency Act (ISTEA) of 1991, continued under the Transportation Equity Act for the
21st Century (TEA -21), and re- authorized by the Safe, Accountable, Flexible, Efficient Transportation
Equity Act: A Legacy for Users (SAFETEA -LU), Pub. L. 109 -59, 114 (Aug. 10, 2005) for congestion
mitigation and air quality (CMAQ) improvement programs under 23 USC 149.
WHEREAS the WSDOT Public Transportation Division is responsible for administering funds on behalf
of the Washington State Legislature;
NOW, THEREFORE, in consideration of terms, conditions, performances and mutual covenants herein
set forth and the attached Exhibit I, "Project Scope of Work," Exhibit 11, "Project Progress Report,"
Exhibit III, "Final Project Progress Report," and Exhibit IV, "Invoice Voucher" which are all by this
reference incorporated and made a part of this AGREEMENT as if fully set forth herein, IT IS
MUTUALLY AGREED AS FOLLOWS:
Section 1
Purpose of Agreement
The purpose of this AGREEMENT is for WSDOT to provide funding to the CONTRACTOR to be used
solely for activities undertaken to manage demand for the transportation system, hereinafter known as
the "Project
Section 2
Scope of Work
The CONTRACTOR agrees to perform all designated tasks of the Project under this AGREEMENT as
described in Exhibit I, "Project Scope of Work", which is attached hereto and by this reference made a
part of this AGREEMENT.
Section 3
Term of Project
The CONTRACTOR shall commence, perform and complete the Project within the time defined in the
caption space header above titled "Term of Project" on this AGREEMENT regardless of the date of
execution of this AGREEMENT, unless terminated as provided herein. The caption space header above
entitled' "Term of Project" and all caption space headers above are by this reference incorporated into
this AGREEMENT as if fully set forth herein.
Section 4
Project Costs
The total reimbursable cost to accomplish the Project Scope of Work shall not exceed the amounts
detailed in the caption space header titled "Project Costs The CONTRACTOR agrees to expend
Page 2 of 25 GCB 1081
eligible funds, together with any "Contractor Funds" allocated for the Project in an amount sufficient to
complete the Project as detailed in Exhibit 1, "Project Scope of Work". The CONTRACTOR further
agrees that there shall be no reduction in any amount specified as the Contractor Funds unless there is a
concurrent proportional reduction in the Federal and/or State Funds, or WSDOT pre- approves the
reduction in writing. If at any time the CONTRACTOR becomes aware that the cost which it expects to
incur in the performance of this AGREEMENT will differ from the amount identified as "Total Project
Cost" in the caption space header titled "Project Costs the CONTRACTOR shall notify WSDOT in
writing within three (3) business days of making that determination. The CONTRACTOR agrees that
"Project Costs" eligible for federal participation, including State Funds and Contractor Funds used as
match to other FTA funds, must comply with the standards of OMB Circular A -87, Revised, "Cost
Principles for State and Local Governments or OMB Circular A -122, Revised, "Cost Principles for
Non Profit Organizations or Federal Acquisition Regulation (FAR), 48 CFR Chapter 1, subpart 31.2,
"Contracts with Commercial Organizations," whichever is appropriate.
Section 5
Reimbursement and Payment
A. WSDOT, using FTA funds and/or State funds, shall reimburse the CONTRACTOR for allowable
expenses incurred in completing the Project described in Exhibit I, "Scope of Work." In no event shall
the total amount reimbursed by WSDOT exceed the "Federal Funds" or "State Funds" identified in the
caption space header titled "Project Costs," above.
B. Payment will be made by WSDOT on a reimbursable basis for actual net project costs incurred
within the timeframe in the caption space header titled "Term of Project." Actual net project costs
consist of verifiable direct project expenses that meet the standards for "Project Costs" eligible for
federal participation as set forth in Section 4, Project Costs. WSDOT shall make no payments for costs
incurred prior to the beginning date or after the ending date shown. The CONTRACTOR shall submit an
invoice detailing and supporting the costs incurred. The CONTRACTOR must submit an invoice using
Invoice Voucher, attached as Exhibit IV and by this reference made part of this agreement, or a format
approved by WSDOT. Such invoices may be submitted no more than once a month and no less than
once per quarter. If approved by WSDOT, said invoices shall be paid by WSDOT within thirty (30) days
of receipt of the invoice. Payment is subject to the submission to and approval by WSDOT of
appropriate invoices, reports, and financial summaries as required in Section 8 Progress Reports. Any
financial summaries submitted to WSDOT must include a record of the actual costs.
C. The CONTRACTOR shall submit an invoice by July 15, 2012, for any unreimbursed eligible
expenditures incurred between July 1, 2011, and June 30, 2012. If the CONTRACTOR is unable to
provide an invoice by this date, the CONTRACTOR shall provide an estimate of the charges to be billed
so WSDOT may accrue the expenditures in the proper fiscal period. Any subsequent reimbursement
request submitted will be Iimited to the amount accrued as set forth in this section. The
CONTRACTOR's final payment request must be received by WSDOT by July 15, 2013, within thirty
(30) days of the completion of the Project, or within thirty (30) days of the termination of this
AGREEMENT, whichever is sooner. Any payment request received after July 15, 2013 will not be
eligible for reimbursement.
Section 6
Assignments and Subcontracts
A. Unless otherwise authorized in advance and in writing by WSDOT, the CONTRACTOR will not
assign any portion of the Project or execute any contract, amendment, or change order thereto, or
obligate itself in any manner with any third party with respect to its rights and responsibilities under this
AGREEMENT.
B. The CONTRACTOR agrees to include Sections 9 through 24 and Section 32 of this AGREEMENT
in each subcontract financed in whole or in part with federal assistance provided by FTA; and in all
Page 3 of 25 GCB 1081
I
contracts it enters into for the employment of any individuals, procurement of any materials, or the
performance of any work to be accomplished under this AGREEMENT, subject to the limitations set
forth in Section 17.E, Violating Facilities, of this AGREEMENT. It is further agreed that those clauses
shall not be modified in any such subcontract, except to identify the subcontractor or other person or
entity that will be subject to its provisions. In addition, the following provision shall be included in any
advertisement or invitation to bid for any procurement by the CONTRACTOR under this
AGREEMENT:
Statement of Financial Assistance:
This AGREEMENT is subject to a financial assistance contract between the Washington
State Department of Transportation and the Federal Transit Administration and the
appropriations of the State of Washington.
Section 7
Accounting Records
A. Project Accounts. The CONTRACTOR agrees to establish and maintain for the Project either a
separate set of accounts or separate accounts within the framework of an established accounting system
that can be identified with the Project, in accordance with applicable federal regulations and other
requirements that FTA may impose. The CONTRACTOR agrees that all checks, payrolls, invoices,
contracts, vouchers, orders, or other accounting documents pertaining in whole or in part to the Project
shall be clearly identified, readily accessible, and available to WSDOT and FTA upon request, and, to
the extent feasible, kept separate from documents not pertaining to the Project.
B. Funds Received or Made Available for the Project. The CONTRACTOR agrees to deposit in a
financial institution, all advance Project payments it receives from the Federal Government and record in
the Project Account all amounts provided by the Federal Government in support of this Grant
AGREEMENT or Cooperative AGREEMENT and all other funds provided for, accruing to, or
otherwise received on account of the Project (Project Funds) in accordance with applicable Federal
regulations and other requirements FTA may impose. Use of financial institutions owned at least 50
percent by minority group members is encouraged.
C. Documentation of Project Costs and Program Income. The CONTRACTOR agrees to support
all allowable costs charged to the Project, including any approved services contributed by the
CONTRACTOR or others, with properly executed payrolls, time records, invoices, contracts, or
vouchers describing in detail the nature and propriety of the charges. The CONTRACTOR also agrees
to maintain accurate records of all program income derived from implementing the Project.
D. Checks, Orders, and Vouchers. The CONTRACTOR agrees to refrain from drawing checks,
drafts, or orders for goods or services to be charged against the Project Account until it has received and
filed a properly signed voucher describing in proper detail the purpose for the expenditure.
Section 8
Progress Reports
The CONTRACTOR shall submit quarterly progress reports to WSDOT so that WSDOT may
adequately and accurately assess the progress made under the terms of this AGREEMENT. The
progress reports shall be prepared as prescribed by WSDOT on the forms provided in Exhibit 11, "Project
Progress Report" which is attached hereto and by this reference incorporated into this AGREEMENT
and/or as provided and modified by WSDOT staff. The CONTRACTOR shall provide a final
progress report, as prescribed in Exhibit III, "Final Project Progress Report", which is attached
hereto and by this reference made a part of this AGREEMENT, and/or as provided and modified by
WSDOT staff. Progress reports shall be submitted to WSDOT no later than forty -five (45) days from
the end of each calendar quarter.
Page 4 of 25 GCB 1081
100
Section 9
General Compliance Assurance
The CONTRACTOR agrees to give reasonable guarantees that it and its subcontractors, lessees and any
third party contractors under this AGREEMENT, will comply with all requirements imposed by, or
pursuant to, 49 USC chapter 53 and other applicable Federal regulations. The CONTRACTOR agrees to
comply with the provisions of 49 CFR Part 18 or 49 CFR Part 19 or FAR 48 CFR Chapter 1, subpart
31whichever is applicable, and cost principles as defined in OMB circulars A -87 and A -122. The
CONTRACTOR agrees that the United States, any agency thereof, WSDOT and any of WSDOT's
representatives, have not only the right to monitor the compliance of the CONTRACTOR with the
provisions of this Assurance, but also have the right to seek judicial enforcement with regard to any
matter arising under the Federal transit laws and this Assurance.
Section 10
Procurement
The CONTRACTOR shall make purchases of any incidental goods or supplies essential to this
AGREEMENT through procurement procedures approved in advance by WSDOT and consistent with
the following provisions:
A. General Procurement Requirements. The CONTRACTOR shall comply with third party
procurement requirements of 49 USC chapter 53 and other applicable Federal laws in effect now or as
subsequently enacted; with the United States Department of Transportation (U.S. DOT) third party
procurement regulations of 49 CFR 18.36 or 49 CFR 19.40 through 19.48 and other applicable
Federal regulations pertaining to third party procurements and subsequent amendments thereto. The
CONTRACTOR shall also comply with the provisions of FTA Circular 4220.117, "Third Party
Contracting Guidance," November 1, 2008 and any later revision thereto, except to the extent FTA
determines otherwise in writing, which by this reference are incorporated herein; and any reference
therein to "Grantee" shall mean CONTRACTOR.
B. Full and Open Competition. In accordance with 49 USC 5325 (a), the CONTRACTOR agrees to
conduct all procurement transactions in a manner that provides full and open competition as determined
by FTA.
C. Preference for United States Products and Services. To the extent applicable, the
CONTRACTOR agrees to comply with the following U.S. preference requirements:
1. Buy America. The CONTRACTOR agrees to comply with 49 USC 53230), with FTA
regulations, "Buy America Requirements," 49 CFR Part 661, and any later amendments thereto.
2. Cargo Preference —Use of United States -Flag Vessels. The CONTRACTOR agrees to
comply with 46 USC 55305 and U.S. Maritime Administration regulations, "Cargo Preference—U.S.-
Flag Vessels," 46 CFR Part 381, to the extent those regulations apply to the Project.
3. Fly America. The CONTRACTOR understands and agrees that the Federal Government will
not participate in the costs of international air transportation of any persons involved in or property
acquired for the Project unless that air transportation is provided by U.S. -flag air careers to the extent
service by U.S. -flag air carriers is available, in accordance with the International Air Transportation Fair
Competitive Practices Act of 1974, as amended, 49 USC 40118, and with U.S. GSA regulations, "Use
of United States Flag Air Carriers," 41 CFR 301 10.131 through 301 10.143.
D. Preference for Recycled Products. To the extent applicable, The CONTRACTOR agrees to
comply with U.S. Environmental Protection Agency (U.S. EPA), "Comprehensive Procurement
Guideline for Products Containing Recovered Materials 40 CFR Part 247, which implements section
6002 of the Solid Waste Disposal Act, as amended by the Resource Conservation and Recovery Act of
1976 as amended, 42 USC 6962. Accordingly, the CONTRACTOR agrees to provide a competitive
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preference for products and services that conserve natural resources, protect the environment, and are
energy efficient, except to the extent that the Federal Government determines otherwise in writing.
E. Geographic Restrictions. The CONTRACTOR agrees to not use any state or local geographic
preference, except those expressly mandated or encouraged by federal statute or as permitted by FTA.
F. Government Orders. In case any lawful government authority shall make any order with respect to
the Project or Project Equipment, or any part thereof, or the PARTIES hereto or either PARTY, the
CONTRACTOR shall cooperate with WSDOT in carrying out such order and will arrange its operation
and business so as to enable WSDOT to comply with the terms of the order.
Section 11
Incorporation of Federal Terms
A. Purchasing. This AGREEMENT's provisions include, in part, certain Standard Terms and
Conditions required by FTA, whether or not expressly set forth herein. All contractual provisions
required by FTA, as set forth in FTA Circular 4220. IF, are hereby incorporated by reference. Anything
to the contrary herein notwithstanding, all FTA mandated terms shall be deemed to control in the event
of a conflict with other provisions contained in this AGREEMENT. The CONTRACTOR shall not
perform any act, fail to perform any act, or refuse to comply with any WSDOT request, which would
cause WSDOT to be in violation of any FTA term or condition.
B. Federal Changes. The CONTRACTOR shall at all times comply with all applicable FTA
regulations, policies, procedures and directives, whether or not they are referenced in this AGREEMENT
and include any amendments promulgated by the FTA, during the term of this AGREEMENT. The
CONTRACTOR's failure to so comply shall constitute a material breach of this AGREEMENT.
Section 12
No Obligation by the Federal Government
A. WSDOT and the CONTRACTOR acknowledge and agree that regardless of any concurrence or
approval by the Federal Government of the solicitation or award of this AGREEMENT, the Federal
Government is not a party to this AGREEMENT unless it provides its express written consent. The
Federal Government shall not be subject to any obligations or liabilities to the CONTRACTOR,
subcontractor, lessee, or any other participant at any tier of the project (whether or not a PARTY to this
AGREEMENT) pertaining to any matter resulting from this AGREEMENT.
B. No contract between the CONTRACTOR and its subcontractors, lessees, or any other participant at
any tier of the project shall create any obligation or liability of WSDOT with regard to this
AGREEMENT without WSDOT's specific written consent, notwithstanding its concurrence in, or
approval of, the award of any contract or subcontract or the solicitations thereof. The CONTRACTOR
hereby agrees to include this provision in all contracts it enters into for the employment of any
individuals, procurement of any materials, or the performance of any work to be accomplished under this
AGREEMENT.
Section 13
Personal Liability of Public Officers
No officer or employee of WSDOT shall be personally liable for any acts or failure to act in connection
with this AGREEMENT, it being understood that in such matters they are acting solely as agents of
WSDOT.
Section 14
Ethics
A. Code of Ethics. The CONTRACTOR agrees to maintain a written code or standards of conduct that
shall govern the performance of its officers, employees, board members, or agents engaged in the award
and administration of contracts, subagreements, leases, third party contracts, or other arrangements
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supported by federal assistance. The code or standards shall provide that the CONTRACTOR's officers,
employees, board members, or agents may neither solicit nor accept gratuities, favors, or anything of
monetary value from any present or potential subcontractor, lessee, sub recipient, or participant at any
tier of the Project, or agent thereof. The CONTRACTOR may set de minimis rules where the financial
interest is not substantial, or the gift is an unsolicited item of nominal intrinsic value. These codes or
standards shall prohibit the CONTRACTOR's officers, employees, board members, or agents from using
their positions for a purpose that constitutes or presents the appearance of personal or organizational
conflict of interest or personal gain. As permitted by state or local law or regulations, such code or
standards shall include penalties, sanctions, or other disciplinary actions for violations by the
CONTRACTOR's officers, employees, board members, or agents, or by subcontractors, lessees, sub
recipients, other participants, or their agents. The CONTRACTOR must fully comply with all the
requirements and obligations of chapter 42.52 RCW that govern ethics in state and local governments.
1. Personal Conflict of Interest. The CONTRACTOR's code or standards shall prohibit the
CONTRACTOR's employees, officers, board members, or agents from participating in the selection,
award, or administration of a contract supported by Federal Funds if a real or apparent conflict of interest
would be involved. Such a conflict would arise when any of the PARTIES set forth below has a financial
or other interest in the firm or entity selected for award:
a. The employee, officer, board member, or agent;
b. Any member of his or her immediate family;
c. His or her partner; or
d. An organization that employs, or is about to employ, any of the above.
2. Organizational Conflict of Interest. The CONTRACTOR's code or standard of conduct must
include procedures for identifying and preventing real and apparent organizational conflicts of interest.
An organizational conflict of interest exists when the nature of the work to be performed under a
proposed third party contract, subagreement, lease, or other arrangement at any tier may, without some
restrictions on future activities, result in an unfair competitive advantage to the sub recipient, lessee,
third party contractor, or other participants at any tier of the Project or impair its objectivity in
performing the work under this AGREEMENT.
B. Debarment and Suspension. The CONTRACTOR agrees to comply, and assures the compliance of
each sub recipient, lessee, third party contractor, or other participant at any tier of the project, with the
requirements of Executive Orders Numbers 12549 and 12689, "Debarment and Suspension, "31 USC
6101 note, and U.S. DOT regulations, "Non- procurement Suspension and Debarment" 2 CFR Part 1200,
which adopts and supplements the provisions of U.S. Office of Management and Budget (U.S. OMB)
"Guidelines to Agencies on Governmentwide Debarment and Suspension (Non procurement)," 2 CFR
Part 180. The CONTRACTOR agrees to, and assures that its subrecipients, lessees, third party
contractors, and other participants at any tier of the Project will, review the "Excluded Parties Listing
System" at httn://enls.aov/ before entering into any third subagreement, lease, third party contract, or
other arrangement in connection with the Project, and will include a similar term or condition in each of
its lower -tier covered transactions.
C. Bonus or Commission. The CONTRACTOR affirms that it has not paid, and agrees not to pay, any
bonus or commission to obtain approval of its application for federal financial assistance for this Project.
D. Relationships with Employees and Officers of WSDOT. The CONTRACTOR shall not extend
any loan, gratuity or gift of money in any form whatsoever to any employee or officer of WSDOT, nor
shall the CONTRACTOR rent or purchase any equipment and materials from any employee or officer of
WSDOT.
E. Employment of Former WSDOT Employees. The CONTRACTOR hereby warrants that it shall
not engage on a full -time, part-time, or other basis during the period of this AGREEMENT, any
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professional or technical personnel who are, or have been, at any time during the period of this
AGREEMENT, in the employ of WSDOT without written consent of WSDOT.
F. Restrictions on Lobbying. The CONTRACTOR agrees to:
1. Comply with 31 USC 1352(a) and will not use Federal assistance to pay the costs of
influencing any officer or employee of a Federal agency, Member of Congress, officer of Congress or
employee of a member of Congress, in connection with making or extending the Grant AGREEMENT
or Cooperative Agreement; and
2. Comply, and assure compliance by each subcontractor at any tier, each lessee at any tier and
each sub recipient at any tier, with applicable requirements of U.S. DOT regulations, "New Restriction
on Lobbying," 49 CFR Part 20, modified as necessary by 31 USC 1352; and
3. Comply with federal statutory provisions to the extent applicable prohibiting the use of Federal
assistance Funds for activities designed to influence Congress or a state legislature on legislation or
appropriations, except through proper, official channels.
G. Employee Political Activity. To the extent applicable, the CONTRACTOR agrees to comply with
the provisions of the "Hatch Act," 5 USC 1501 through 1508, and 7324 through7326, and Office
of Personnel Management regulations, "Political Activity of State or Local Officers or Employees," 5
CFR Part 151. The "Hatch Act" limits the political activities of state and local agencies and their officers
and employees, whose principal employment activities are financed in whole or in part with Federal
Funds including a loan, grant, or cooperative agreement. Nevertheless, in accordance with 49 USC
5307 (k)(2)(B) and 23 USC 142(g), the "Hatch Act" does not apply to a non supervisory employee of a
public transportation system (or of any other agency or entity performing related functions) receiving
assistance pursuant to the SAFETEA -LU provisions and/or receiving FTA assistance to whom the
"Hatch Act" does not otherwise apply.
H. False or Fraudulent Statements or Claims. The CONTRACTOR acknowledges and agrees that:
1. Civil Fraud: The Program Fraud Civil Remedies Act of 1986, as amended, 31 USC 3801 et
seq., and U.S. DOT regulations, "Program Fraud Civil Remedies," 49 CFR Part 31, apply to its activities
in connection with the Project. Accordingly, by executing this AGREEMENT, the CONTRACTOR
certifies or affirms the truthfulness and accuracy of each statement it has made, it makes, or it may make
in connection with the Project covered by this AGREEMENT. In addition to other penalties that may
apply, the CONTRACTOR also acknowledges that if it makes a false, fictitious, or fraudulent claim,
statement, submission, or certification to the Federal Government, the Federal Government reserves the
right to impose the penalties of the Program Fraud Civil Remedies Act of 1986, as amended, on the
CONTRACTOR to the extent the Federal Government deems appropriate.
2. Criminal Fraud: If the CONTRACTOR makes a false, fictitious, or fraudulent claim, statement,
submission, certification, assurance, or representation to the Federal Government or includes a false,
fictitious, or fraudulent statement or representation in any agreement in connection with this Project
authorized under 49 USC Chapter 53 or any other federal law, the Federal Government reserves the right
to impose on the CONTRACTOR the penalties of 49 USC §5323(1), 18 USC 1001 or other applicable
Federal law to the extent the Federal Government deems appropriate.
I. Trafficking in Persons. To the extent applicable, the CONTRACTOR agrees to comply with, and
assures the compliance of each subrecipient with, the requirements of the subsection 106(g) of the
Trafficking Victims Protection Act of 2000 (TVPA), as amended, 22 USC 7104(g), and the provisions
of this Subsection 3.g of FTA Master Agreement (17) dated October 1, 2010, which by this reference is
incorporated herein as if fully set out in this AGREEMENT, and any amendments thereto, which is
accessible at htto:/ /www.fta.dot.eov /documents/TEAM Master Agreement 2011 17- Master.odf, consistent with
U.S. OMB guidance, "Trafficking in Persons: Grants and Cooperative Agreements," 2 CFR Part 175.
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Section 15
Compliance with Laws and Regulations
The CONTRACTOR agrees to abide by all applicable state and federal laws and regulations including
but not limited to, those concerning employment, equal opportunity employment, nondiscrimination
assurances, Project record keeping necessary to evidence compliance, with such federal and state laws
and regulations, and retention of all such records. The CONTRACTOR will adhere to all of the
nondiscrimination provisions in chapter 49.60 RCW.
Section 16
Civil Rights
The CONTRACTOR shall comply with all applicable civil rights laws, regulations and directives, except
to the extent that the Federal Government determines otherwise in writing. These include, but are not
limited to, the following:
A. Nondiscrimination in Federal Transit Programs. The CONTRACTOR agrees to comply, and
assures compliance by each third party contractor, lessee or other participant at any tier, with the
provisions of 49 USC 5332, which prohibits discrimination on the basis of race, color, creed, national
origin, sex, or age, and prohibits discrimination in employment or business opportunity;
B. Nondiscrimination -Title VI of the Civil Rights Act. The CONTRACTOR agrees to comply, and
assure compliance by each third party contractor at any tier, with all provisions prohibiting
discrimination on the basis of race, color, or national origin of Title VI of the Civil Rights Act of 1964,
as amended, 42 USC §§,2000d et seq.; and U.S. DOT regulations, "Nondiscrimination in Federally
Assisted Programs of the Department of Transportation Effectuation of Title VI of the Civil Rights
Act 49 CFR Part 21. Except to the extent FTA determines otherwise in writing, the CONTRACTOR
also agrees to follow all applicable provisions of the most recent edition of FTA Circular 4702.1A, "Title
VI and Title VI- Dependent Guidelines for Federal Transit Assistance Recipients," and any other
applicable Federal directives that may be issued;
C. Equal Employment Opportunity. The CONTRACTOR agrees to comply, and assures compliance
by each third party contractor, lessee or other participant at any tier of the Project, with 49 USC§ 5332
and all requirements of Title VII of the Civil Rights Act of 1964, as amended, 42 USC 2000e et seq.,
and any implementing Federal regulations and any subsequent amendments thereto. Except to the extent
FTA determines otherwise in writing, the CONTRACTOR also agrees to comply with any applicable
Federal Equal Employment Opportunity (EEO) directives that may be issued. Accordingly:
1. The CONTRACTOR agrees that it will not discriminate against any employee or applicant for
employment because of race, color, creed, sex, disability, age, or national origin. The CONTRACTOR
agrees to take affirmative action to ensure that applicants are employed and that employees are treated
during employment, without regard to their race, color, creed, sex, disability, age, or national origin.
Such action shall include, but not be limited to, employment, upgrading, demotion or transfer,
recruitment or recruitment advertising, layoff or termination; rates of pay or other forms of
compensation; and selection for training, including apprenticeship. The CONTRACTOR shall also
comply with any implementing requirements FTA may issue.
2. If the CONTRACTOR is required to submit and obtain Federal Government approval of its EEO
program, that EEO program approved by the Federal Government is incorporated by reference and made
part of this AGREEMENT. Failure by the CONTRACTOR to carry out the terms of that EEO program
shall be treated as a violation of this AGREEMENT. Upon notification to the CONTRACTOR of its
failure to carry out the approved EEO program, the Federal Government may impose such remedies, as it
considers appropriate, including termination of federal financial assistance, or other measures that may
affect the CONTRACTOR's eligibility to obtain future federal financial assistance for transportation
projects.
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D. Nondiscrimination on the Basis of Sex. The CONTRACTOR agrees to comply with all applicable
requirements of Title IX of the Education Amendments of 1972, as amended, 20 USC 1681 et seq.
and with any implementing Federal regulations that prohibit discrimination on the basis of sex that may
be applicable.
E. Nondiscrimination on the basis of Age. The CONTRACTOR agrees to comply with applicable
requirements of:
I. The Age Discrimination Act of 1975, as amended, 42 USC 6101 et seq., and with
implementing U.S. Health and Human Services regulations, "Nondiscrimination on the Basis of Age in
Programs and Activities Receiving Federal Financial Assistance 45 CFR Part 90, which prohibits
discrimination on the basis of age.
2. The Age Discrimination in Employment Act (ADEA) 29 USC 621 through 634 and with
implementing U.S. Equal Employment Opportunity Commission (U.S. EEOC) regulations, "Age
Discrimination in Employment Act" 29 CFR Part 1625.
F. Disabilities Employment. In accordance with section 102 of the Americans with Disabilities Act,
as amended, 42 USC 12112, the CONTRACTOR agrees that it will comply with the requirements of
U.S. Equal Employment Opportunity Commission, 'Regulations to Implement the Equal Employment
Provisions of the Americans with Disabilities Act," 29 CFR Part 1630, pertaining to employment of
persons with disabilities. In addition, the CONTRACTOR agrees to comply with any implementing
requirements FTA may issue.
G. Disabilities- Access. The CONTRACTOR agrees to comply with the requirements of 49 USC
5301(d) which state the Federal policy that the elderly and persons with disabilities have the same rights
as other persons to use mass transportation service and facilities, and that special efforts shall be made in
planning and designing those services and facilities to implement said policy. The CONTRACTOR also
agrees to comply with all applicable requirements of section 504 of the Rehabilitation Act of 1973, as
amended, 29 USC 794, which prohibit discrimination on the basis of handicap; with the Americans
with Disabilities Act of 1990 (ADA), as amended, 42 USC 12101 et seq., which requires the
provision of accessible facilities and services to be made available to persons with disabilities; and the
Architectural Barriers Act of 1968, as amended, 42 USC 4151 et seq, which requires that buildings
and public accommodations be accessible to persons with disabilities and with other laws and
amendments thereto pertaining to access for individuals with disabilities that may be applicable. In
addition, the Recipient agrees to comply with applicable implementing Federal regulations and any later
amendments thereto, and agrees to follow applicable Federal directives except to the extent FTA
approves otherwise in writing. Among those regulations and directives are the following: U.S. DOT
regulations, "Transportation Services for Individuals with Disabilities (ADA)," 49 CFR Part 37; U.S.
DOT regulations, "Nondiscrimination on the Basis of Handicap in Programs and Activities Receiving or
Benefiting from Federal Financial Assistance," 49 CFR Part 27; Joint U.S. Architectural and
Transportation Barriers Compliance Board U.S. DOT regulations; "Americans with Disabilities (ADA)
Accessibility Specifications for Transportation Vehicles," 36 CFR Part 1192 and 49 CFR Part 38; U.S.
DOJ regulations, "Nondiscrimination on the Basis of Disability in State and Local Government
Services," 28 CFR Part 35; U.S. DOJ regulations, "Nondiscrimination on the Basis of Disability by
Public Accommodations and in Commercial Facilities," 28 CFR Part 36; U.S. GSA regulations,
"Accommodations for the Physically Handicapped," 41 CFR Subpart 101 -19; U.S. Equal Employment
Opportunity Commission, "Regulations to `Implement the Equal Employment Provisions of the
Americans with Disabilities Act," 29 CFR Part 1630; U.S. Federal Communications Commission
regulations, "Telecommunications Relay Services and Related Custom Premises Equipment for the
Hearing and Speech Disabled," 47 CFR Part 64, Subpart F; U.S. Architectural and Transportation
Barriers Compliance Board (ATBCB) regulations, "Electronic and Information Technology
Accessibility Standards" 36 CFR Part 1194; FTA regulations, "Transportation for Elderly and
Handicapped Persons," 49 CFR Part 609; and Federal civil rights and nondiscrimination directives
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implementing the foregoing regulations, except to the extent the Federal Government determines
otherwise in writing.
H. Drug or Alcohol Abuse. Confidentiality and Other Civil Rights Protections. The
CONTRACTOR agrees to comply with the confidentiality and other civil rights provisions of the Drug
Abuse Office and Treatment Act of 1972, as amended 21 USC 1101 et seq.; with the Comprehensive
Alcohol Abuse and Alcoholism Prevention, Treatment and Rehabilitation Act of 1970, as amended; 42
USC 4541 et seq.; and comply with the Public Health Service Act of 1912, as amended, 42 USC
290dd through 290dd -2, and any amendments to these laws. The CONTRACTOR understands the
requirements of confidentiality concerning persons covered and/or receiving services and/or treatment
regarding alcohol and drug abuse, as defined in the aforementioned acts as applicable, including any civil
and criminal penalties for not complying with the requirements of confidentiality and that failure to
comply with such requirements may result in termination of this AGREEMENT.
I. Access to Services for Persons with Limited English Proficiency. The CONTRACTOR agrees to
comply with the policies of Executive Order No. 13166, "Improving Access to Services for Persons with
Limited English Proficiency," 42 USC 2000d -1 note, and with provisions of U.S. DOT Notice "DOT
Policy Guidance Concerning Recipients' Responsibilities to Limited English Proficiency (LEP)
Persons," 70 Fed. Reg. 74087, December 14, 2005.
J. Environmental Justice. The CONTRACTOR agrees to comply with the policies of Executive
Order No. 12898, "Federal Actions to Address Environmental Justice in Minority populations and Low
Income Populations 42 USC 4321 note; and DOT Order 5620.3, "Department of Transportation
Actions to address Environmental Justice in Minority Populations and Low Income Populations," 62
Fed. Reg. 18377 et seq., April 15, 1997, except to the extent that the Federal Government determines
otherwise in writing.
K. Other Nondiscrimination Statutes. The CONTRACTOR agrees to comply with all applicable
provisions of other Federal laws, regulations, and directives pertaining to and prohibiting discrimination
and other nondiscrimination statute(s) that may apply to the Project including chapter 49.60 RCW.
Section 16
Participation of Disadvantaged Business Enterprises
To the extent applicable, the CONTRACTOR shall take the following measures to facilitate participation
by disadvantaged business enterprises (DBE) in the Project:
A. The CONTRACTOR agrees to comply with section 1101(b) of SAFETEA -LU, 23 USC §101 note,
and U.S. DOT regulations, "Participation by Disadvantaged Business Enterprises in Department of
Transportation Financial Assistance Programs," 49 CFR Part 26; and
B. The CONTRACTOR agrees that it shall not discriminate on the basis of race, color, national origin,
or sex in the award and performance of any third party contract, or sub agreement supported with federal
assistance derived from the U.S. DOT or in the administration of its DBE program or the requirements of
49 CFR Part 26. The CONTRACTOR agrees to take all necessary and reasonable steps under 49 CFR
Part 26 to ensure nondiscrimination in the award and administration of all third party contracts and sub
agreements supported with federal assistance derived from the U.S. DOT. The CONTRACTOR's DBE
program, as required by 49 CFR Part 26 and approved by the U.S. DOT, is incorporated by reference and
made part of this AGREEMENT. Implementation of the DBE program is a legal obligation, and failure
to carry out its terms shall be treated as violation of this AGREEMENT. Upon notification to the
CONTRACTOR of its failure to implement its approved DBE program, the U.S. DOT may impose
sanctions as provided for under 49 CFR Part 26 and may, in appropriate cases, refer the matter for
enforcement under 18 USC 1001, and/or the Program Fraud Civil Remedies Act, 31 USC 3801 et
seq.
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Section 17
Energy Conservation and Environmental Requirements
A. Energy Conservation. The CONTRACTOR shall comply with the mandatory standards and
policies relating to energy efficiency standards and policies within the Washington State energy
conservation plan issued in compliance with the Energy Policy and Conservation Act, 42 USC 6321
et seq., and any amendments thereto.
B. Environmental Protection. The CONTRACTOR agrees to comply with all applicable
requirements of the National Environmental Policy Act of 1969, as amended (NEPA), 42 USC 4321
through 4335; Executive Order No. 11514, as amended, "Protection and Enhancement of Environmental
Quality," 42 USC 4321 note; FTA statutory requirements at 49 USC 5324(b); U.S. Council on
Environmental Quality regulations imposing requirements for compliance with the National
Environmental Policy Act of 1969, as amended, 40 CFR Part 1500 through 1508; joint Federal Highway
Administration (FHWA)/FTA regulations, "Environmental Impact and Related Procedures," 23 CFR
Part 771 and 49 CFR Part 622, and subsequent Federal environmental protection regulations that may be
promulgated. The CONTRACTOR agrees to comply with 23 USC 139 and 326 as applicable, and
implement those requirements in accordance with the provisions of joint FHWA/FTA final guidance,
"SAFETEA -LU Environmental Review Process (Public Law 109 -59)," 71 Fed. Reg. 66576 et seq.,
November 15, 2006, and any applicable Federal directives that may be issued at a later date, except to
the extent that FTA determines otherwise in writing.
C. Clean Water. The CONTRACTOR agrees to comply with all applicable Federal laws and
regulations and follow Federal directives implementing the Clean Water Act, as amended, 33 USC
1251 through 1377, 42 USC 300f through 300j -6, and 42 USC 7606 including any revisions
thereto. In the event that the Federal Funds identified in the caption space header of this AGREEMENT
entitled "Project Cost exceed $100,000, the CONTRACTOR agrees to comply with all applicable
standards, orders, or regulations issued pursuant to Section 508 of the Clean Water Act, as amended, 33
USC 1368, and other applicable requirements of the Clean Water Act.
D. Clean Air. The CONTRACTOR agrees to comply with all applicable Federal law and regulations
and follow Federal directives implementing the Clean Air Act, as amended, 42 USC 7401 through
7671q and 40 CFR parts 85, 86, 93 and 600, and any revisions thereto. In the event that the federal share,
identified in "Project Cost" of this AGREEMENT exceeds $100,000, the CONTRACTOR shall comply
with all applicable standards, orders or regulations issued pursuant to Section 306 of the Clean Air Act,
as amended, 42 USC 7606, and other applicable provisions of the Clean Air Act.
E. Violating Facilities. The CONTRACTOR agrees to:
1. Refrain from using any violating facilities.
2. Report each violation to WSDOT and understands and agrees that WSDOT will, in turn, report
each violation to the FTA and to the appropriate EPA Regional Office.
3. Include the requirements of the Clean Air Act, as amended, 42 USC 7401 through 7671q and
other applicable requirements and the requirements of the Clean Water Act, as amended, 33 USC
1251 through 1377 and other applicable requirements in each subcontract exceeding $100,000 financed
in whole or in part with federal assistance provided by FTA.
Section 18
Accounting Records
A. Project Accounts. The CONTRACTOR agrees to establish and maintain for the Project either a
separate set of accounts or separate accounts within the framework of an established accounting system
that can be identified with the Project, in accordance with applicable federal regulations and other
requirements that FTA may impose. The CONTRACTOR agrees that all checks, payrolls, invoices,
contracts, vouchers, orders, or other accounting documents pertaining in whole or in part to the Project
Page 12 of 25 GCB 1081
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shall be clearly identified, readily accessible, and available to WSDOT and FTA upon request, and, to
the extent feasible, kept separate from documents not pertaining to the Project.
B. Funds Received or Made Available for the Project. The CONTRACTOR agrees to deposit in a
financial institution, all Project payments it receives from the Federal Government and record in the
Project Account all amounts provided by the Federal Government in support of this Grant
AGREEMENT or Cooperative AGREEMENT and all other funds provided for, accruing to, or
otherwise received on account of the Project (Project funds) in accordance with applicable Federal
regulations and other requirements FTA may impose. Use of financial institutions owned at least 50
percent by minority group members is encouraged.
C. Documentation of Project Costs. The CONTRACTOR agrees to support all allowable costs
charged to the Project, including any approved services contributed by the CONTRACTOR or others,
with properly executed payrolls, time records, invoices, contracts, or vouchers describing in detail the
nature and propriety of the charges.
D. Checks, Orders, and Vouchers. The CONTRACTOR agrees to refrain from drawing checks,
drafts, or orders for goods or services to be charged against the Project Account until it has received and
filed a properly signed voucher describing in proper detail the purpose for the expenditure.
Section 19
Audits, Inspection, and Retention of Records
A. Submission of Proceedings, Contracts, Agreements, and Other Documents. During the course
of the Project and for six (6) years thereafter, the CONTRACTOR agrees to retain intact and to provide
any data, documents, reports, records, contracts, and supporting materials relating to the Project as
WSDOT may require. Reporting and record keeping requirements are set forth in 49 CFR Part 18 orl9,
whichever is applicable. Project closeout does not alter these recording and record keeping requirements.
Should an audit, enforcement, or litigation process be commenced, but not completed, during the
aforementioned six -year period then the CONTRACTOR's obligations hereunder shall be extended until
the conclusion of that pending audit, enforcement, or litigation process.
B. General Audit Requirements. The CONTRACTOR agrees to perform the financial and
compliance audits required by the Single Audit Act Amendments of 1996, 31 USC 7501 et seq. As
provided by 49 CFR 18.26 or 19.26, whichever is applicable, these audits must comply with OMB
Circular A -133, Revised, "Audits of States, Local Governments, and Non Profit Organizations," and the
latest applicable OMB A -133 Compliance Supplement provisions for the U.S. DOT, and any further
revision or supplement thereto. The CONTRACTOR agrees that audits will be carried out in accordance
with U.S. General Accounting Office "Government Auditing Standards The CONTRACTOR agrees
to obtain any other audits required by the Federal Government or WSDOT. Project closeout will not alter
the CONTRACTOR's audit responsibilities.
C. Inspection. The CONTRACTOR agrees to permit WSDOT, the State Auditor, the United States
Department of Transportation, and the Comptroller General of the United States, or their authorized
representatives, to inspect all Project work materials, payrolls, and other data and records, and to audit
the books, records, and accounts of the CONTRACTOR and its subcontractors pertaining to the Project.
The CONTRACTOR agrees to require each third party contractor whose contract award is not based on
competitive bidding procedures as defined by the United States Department of Transportation to permit
WSDOT, the State Auditor, the United States Department of Transportation, and the Comptroller
General of the United States, or their duly authorized representatives, to inspect all work, materials,
payrolls, and other data and records involving that third party contract, and to audit the books, records,
and accounts involving that third party contract as it affects the Project as required by 49 USC 5325(g).
Page 13 of 25 GCB 1081
e,
Section 20
Labor Provisions
A. Contract Work Hours and Safety Standards Act. The CONTRACTOR shall comply with, and
shall require the compliance by each subcontractor at any tier, any applicable employee protection
requirements for non construction employees as defined by the Contract Work Hours and Safety
Standards Act, as amended, 40 USC 3701 et seq., and specifically, the wage and hour requirements of
section 102 of that Act at 40 USC 3702 and USDOL regulations, "Labor Standards Provisions
Applicable to Contracts Governing Federally Financed and Assisted Construction (also Labor Standards
Provisions Applicable to Non construction Contracts Subject to the Contract Work Hours and Safety
Standards Act)" at 29 CFR. Part 5; and the safety requirements of section 107 of that Act at 40 USC
3704, and implementing U.S. DOL regulations, "Safety and Health Regulations for Construction," 29
CFR Part 1926.
B. Fair Labor Standards Act. The CONTRACTOR agrees that the minimum wage and overtime
provisions of the Fair Labor Standards Act, as amended, 29 USC 201 et seq., apply to employees
performing work involving commerce, and apply to any local government employees that are public
transit authority employees. The CONTRACTOR shall comply with the Fair Labor Standards Act's
minimum wage and overtime requirements for employees performing work in connection with the
Project.
C. Overtime Requirements. No contractor or subcontractor contracting for any part of the contract
work which may require or involve the employment of laborers or mechanics shall require or permit any
such laborer or mechanic in any workweek in which he or she is employed on such work to work in
excess of forty (40) hours in such workweek unless such laborer or mechanic receives compensation at a
rate not less than one and one -half times the basic rate of pay for all hours worked in excess of 40 hours
in such workweek.
D. Payrolls and Basic Records. Payrolls and basic records relating thereto shall be maintained by the
CONTRACTOR during the course of the work and preserved fora period of six (6) years thereafter for
all laborers and mechanics working at the site of the work (or under the United States Housing Act of
1937, or under the Housing Act of 1949, in the construction or development of the Project). Such records
shall contain the name, address, and social security number of each such worker, his or her correct
classification, hourly rates of wages paid (including rates of contributions or costs anticipated for bona
fide fringe benefits or cash equivalents thereof of the types described in section l(b)(2)(B) of the Davis
Bacon Act, Public Law 88 -349 as amended by 40 USC 3141 et seq., and pursuant to 49 USC
§5333(a) et seq., daily and weekly number of hours worked, deductions made and actual wages paid.
Whenever the Secretary of Labor has found under 29 CFR 5.5(a)(1)(iv) that the wages of any laborer or
mechanic include the amount of any costs reasonably anticipated in providing benefits under a plan or
program described in section l(b)(2)(B) of the Davis -Bacon Act, Public Law 88 -349, as amended by 40
USC 3141 et seq. and pursuant to 49 USC 5333(a), the CONTRACTOR shall maintain records
which show that the commitment to provide such benefits is enforceable, that the plan or program is
financially responsible, and that the plan or program has been communicated in writing to the laborers or
mechanics affected, and records which show the costs anticipated or the actual cost incurred in providing
such benefits. CONTRACTOR's employing apprentices or trainees under approved programs shall
maintain written evidence of the registration of apprenticeship programs and certification of trainee
programs, the registration of the apprentices and trainees, and the ratios and wage rates prescribed in the
applicable programs.
E. Violation; liability for unpaid wages; liquidated damages. In the event of any violation of the
clause set forth in paragraph (A) of this section the CONTRACTOR and any subcontractor responsible
therefore shall be liable for the unpaid wages. In addition, such CONTRACTOR and subcontractor shall
be liable to the United States for liquidated damages. Such liquidated damages shall be computed with
respect to each individual laborer or mechanic, including watchmen and guards, employed in violation of
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the clause set forth in paragraph (A) of this section, in the sum of ten dollars ($10) for each calendar day
on which such individual was required or permitted to work in excess of the standard workweek of forty
(40) hours without payment of the overtime wages required by the clause set forth in paragraphs (B) and
(C) of this section.
F. Withholding for unpaid wages and liquidated damages. The CONTRACTOR shall upon its own
action or upon written request of an authorized representative of the Department of Labor withhold or
cause to be withheld, from any moneys payable on account of work performed by the CONTRACTOR
or subcontractor under any such contract or any other federal contract with the same prime
CONTRACTOR, or any other federally- assisted contract subject to the Contract Work Hours and Safety
Standards Act, which is held by the same prime CONTRACTOR, such sums as may be determined to be
necessary to satisfy any liabilities of such CONTRACTOR or subcontractor for unpaid wages and
liquidated damages as provided in the clause set forth in paragraph (E) of this section.
G. Public Transportation Employee Protective Agreement. To the extent required by Federal Law,
the CONTRACTOR agrees to implement the Project in accordance with the terms and conditions that
the U.S. Secretary of Labor has determined to be fair and equitable to protect the interests of any
employees affected by the Project and that comply with the requirements of 49 USC 5333 (b), in
accordance with the USDOL guidelines, "Section 5333(b), Federal Transit Law," 29 CFR Part 215 and
any amendments thereto. These terms and conditions are identified in USDOL's certification of public
transportation employee protective arrangements to FTA. The CONTRACTOR agrees to implement the
Project in accordance with the conditions stated in that USDOL certification, which certification and any
documents cited therein are incorporated by reference and made part of this AGREEMENT. The
CONTRACTOR also agrees to comply with the terms and conditions of the Special Warranty for the
Non urbanized Area Program that is most current as of the date of execution of this AGREEMENT and
any alternative comparable arrangements specified by USDOL for application to the Project, in
accordance with USDOL guidelines, "Section 5333(b), Federal Transit Law," 29 CFR Part 215, and any
revision thereto.
Section 21
Planning and Private Enterprise
FTA Requirements. The CONTRACTOR agrees to implement the Project in a manner consistent with
the plans developed in compliance with the applicable planning and private enterprise provisions of 49
USC 5303, 5304, 5306, and 5323(a)(1); joint Federal Highway Administration (FHWA)/ FTA
regulations, "Statewide Transportation Planning: Metropolitan Transportation Planning," 23 CFR
Part 450 and 49 CFR Part 613; and any amendments thereto, and with FTA regulations, "Major Capital
Investment Projects," 49 CFR Part 611, to the extent that these regulations are consistent with the
SAFETEA -LU amendments to the public transportation planning and private enterprise laws, and when
promulgated, any subsequent amendments to those regulations. To the extent feasible, the
CONTRACTOR agrees to comply with the provisions of 49 USC 5323(k), which afford governmental
agencies and non profit organizations that receive Federal assistance for non emergency transportation
from Federal Government sources (other than U.S. DOT) an opportunity to be included in the design,
coordination, and planning of transportation services. During the implementation of the Project, the
CONTRACTOR agrees to take into consideration the recommendations of Executive Order No. 12803,
"Infrastructure Privatization," 31 USC 501 note, and Executive Order No 12893, "Principles for
Federal Infrastructure Investments," 31 USC 501 note.
Section 22
Substance Abuse
A. Drug and Alcohol Testing. If receiving FTA 5309 and/or FTA 5311 funding, CONTRACTOR
agrees to establish and implement a drug and alcohol testing program that complies with 49 CFR Part
655, produce any documentation necessary to establish its compliance with Part 655, and permit any
authorized representative of the U.S. DOT or its operating administrations and WSDOT to inspect the
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facilities and records associated with the implementation of the drug and alcohol testing program as
required under 49 CFR Part 655 and review the testing process. The CONTRACTOR agrees further to
submit annually the Management Information System (MIS) reports to WSDOT each year during the
term identified in the caption space header above titled "the Term of Project."
B. Drug -free Workplace. To the extent applicable, the CONTRACTOR agrees to comply with the
Federal regulations and guidance related to the Drug Free Workplace Act of 1988, 41 USC 701 et
seq., and any amendments thereto, 2 CFR Part 182, and 49 CFR Part 32, and to FTA regulations,
"Prevention of Alcohol Misuse and Prohibited Drug Use in Transit Operations," 49 CFR Part 655 and 49
USC 5331.
C. Privacy Act. The CONTRACTOR agrees to comply with the confidentiality and other civil rights
provisions pertaining to substance abuse contained in the Civil Rights clause of this AGREEMENT.
Section 23
Federal "$1 Coin" Requirements
To the extent required by the Federal Government, the CONTRACTOR agrees to comply with the
provisions of section 104 of the Presidential $1 Coin Act of 2005, 31 USC 5112(p), so that the
CONTRACTOR's equipment and facilities requiring the use of coins or currency will be fully capable of
accepting and dispensing $1 coins in the connection with that use. The CONTRACTOR also agrees to
display signs and notices denoting the capability of its equipment and facilities on its premises where
coins or currency are accepted or dispensed, including on each vending machine.
Section 24
Safe Operation of Motor Vehicles
As applicable, CONTRACTOR is encouraged to comply with the following provisions:
A. Executive Order No. 13043, "Increasing Seat Belt Use in the United States," 23 USC 402 note.
CONTRACTOR is encouraged to adopt and promote on-the-job seat belt use policies and programs for
personnel that operate company -owned vehicles.
B. Executive Order No. 13513, "Federal Leadership on Reducing Text Messaging While Driving," and
DOT Order 3902.10, "Text Messaging While Driving." CONTRACTOR is encouraged to adopt and
enforce workplace safety policies to decrease crashes caused by distracted drivers including policies to
ban text messaging while driving. CONTRACTOR is also encouraged to conduct workplace safety
initiatives in a manner commensurate with its size.
Section 25
Freedom of Information Act
CONTRACTOR understands and agrees that the Freedom of Information Act (FOIA), 5 USC 552,
applies to the information and documents, both paper and electronic, submitted to WSDOT, FTA and
U.S. DOT. The CONTRACTOR should therefore be aware that all applications and materials submitted
that are related to the PROJECT will become agency records and are subject to public release as may be
required by law through individual FOIA or state public disclosure requests.
Section 26
Agreement Modifications
A. Either PARTY may request changes to this AGREEMENT, including changes in the Scope of
Project. Such changes that are mutually agreed upon shall be incorporated as written amendments to this
AGREEMENT. No variation or alteration of the terms of this AGREEMENT shall be valid unless
signed by the persons authorized to bind each of the PARTIES.
B. If an increase in funding by the funding source augments the CONTRACTOR's allocation of
funding under this AGREEMENT, the CONTRACTOR and WSDOT agree to enter into an amendment
to this AGREEMENT, providing for an appropriate change in the Scope of Project and/or the Project
Cost in order to reflect any such increase in funding.
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C. If a reduction of funding by the funding source reduces the CONTRACTOR's allocation of funding
under this AGREEMENT, the CONTRACTOR and WSDOT agree to enter into an amendment to this
AGREEMENT providing for an appropriate change in the Scope of Project and/or the Project Cost in
order to reflect any such reduction of funding.
Section 27
Changed Conditions Affecting Performance
The CONTRACTOR hereby agrees to immediately notify WSDOT in writing of any change in
conditions or law, or of any other event, including any current or prospective dispute, which may
adversely affect WSDOT's interst in the PROJECT or affect CONTRACTOR's ability to perform the
Project in accordance with the provisions of this AGREEMENT.
Section 28
Universal Identifier
The CONTRACTOR shall, in accordance with 2 CFR Part 25, obtain a Dun and Bradstreet Data
Universal Numbering System (DUNS) number as a univeral identifier for Federal financial asistance
recipients.
Section 29
Recapture Provision
In the event that the CONTRACTOR fails to expend State Funds in accordance with state law and/or the
provisions of this AGREEMENT, WSDOT reserves the right to recapture State Funds in an amount
equivalent to the extent of noncompliance. Such right of recapture shall exist for a period not to exceed
three (3) years following termination or expiration of this AGREEMENT. The CONTRACTOR agrees
to repay such State Funds under this recapture provision within thirty (30) days of demand.
Section 30
Disputes
A. Disputes. Disputes, arising in the performance of this AGREEMENT, which are not resolved by
agreement of the PARTIES, shall be decided in writing by the WSDOT Public Transportation Assistant
Director or Assistant Director's designee. This decision shall be final and conclusive unless within ten
(10) days from the date of the CONTRACTOR's receipt of WSDOT's written decision, the
CONTRACTOR mails or otherwise furnishes a written appeal to the Director of the Public
Transportation Division or the Director's designee. The CONTRACTOR's appeal shall be decided in
writing by the Director of the Public Transportation Division within thirty (30) days of receipt of the
appeal by the Director of Public Transportation Division or Director's designee. The decision shall be
binding upon the CONTRACTOR and the CONTRACTOR shall abide by the decision.
B. Performance During Dispute. Unless otherwise directed by WSDOT, CONTRACTOR shall
continue performance under this AGREEMENT while matters in dispute are being resolved.
C. Claims for Damages. Should either PARTY to this AGREEMENT suffer injury or damage to
person, property, or right because of any act or omission of the other PARTY or any of that PARTY's
employees, agents or others for whose acts it is legally liable, a claim for damages shall be made in
writing to such other PARTY within thirty (30) days after the first observance of such injury or damage.
D. Rights and Remedies. All remedies provided in this AGREEMENT are distinct and cumulative to
any other right or remedy under this document or afforded by law or equity, and may be exercised
independently, concurrently, or successively and shall not be construed to be a limitation of any duties,
obligations, rights and remedies of the PARTIES hereto. No action or failure to act by the WSDOT or
CONTRACTOR shall constitute a waiver of any right or duty afforded any of them under this
AGREEMENT, nor shall any such action or failure to act constitute an approval of or acquiescence in
any breach thereunder, except as may be specifically agreed in writing.
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Section 31
State and Local Law
Except when a Federal statute or regulation pre -empts state and local law, regulation or ordinance, no
provision of this AGREEMENT shall require the CONTRACTOR to observe or enforce compliance
with any provision, perform any other act, or do any other thing in contravention of state or local law,
regulation, or ordinance. Thus if any provision or compliance with any provision of this AGREEMENT
violates state or local law, regulation or ordinance, or would require the CONTRACTOR to violate state
or local law, regulation or ordinance, the CONTRACTOR agrees to notify WSDOT immediately in
writing. Should this occur, WSDOT and the CONTRACTOR agree to make appropriate arrangements
to proceed with or, if necessary, expeditiously, terminate the Project.
Section 32
Termination
A. Termination for Convenience. WSDOT and/or the CONTRACTOR may suspend or terminate this
AGREEMENT, in whole or in part, and all or any part of the federal and/or state financial assistance
provided herein, at any time by written notice to the other PARTY in accordance with 49 CFR Part 18
18.44 or 49 CFR Part 19 19.61, whichever is applicable. WSDOT and the CONTRACTOR shall agree
upon the AGREEMENT termination provisions including but not limited to the settlement terms,
conditions, and in the case of partial termination the portion to be terminated. Written notification must
set forth the reasons for such termination, the effective date, and in case of a partial termination, the
portion to be terminated. However, if, in the case of partial termination, WSDOT determines that the
remaining portion of the award will not accomplish the purposes for which the award was made
WSDOT may terminate the award in its entirety. WSDOT and/or the CONTRACTOR may terminate
this AGREEMENT for convenience for reasons including, but not limited to, the following:
1. The requisite federal and/or state funding becomes unavailable through failure of appropriation
or otherwise;
2. WSDOT determines, in its sole discretion, that the continuation of the Project would not produce
beneficial results commensurate with the further expenditure of federal and/or state funds;
3. The CONTRACTOR is prevented from proceeding with the Project as a direct result of an
Executive Order of the President with respect to the prosecution of war or in the interest of national
defense; or an Executive Order of the President or Governor of the State with respect to the preservation
of energy resources;
4. The CONTRACTOR is prevented from proceeding with the Project by reason of a temporary
preliminary, special, or permanent restraining order or injunction of a court of competent jurisdiction
where the issuance of such order or injunction is primarily caused by the acts or omissions of persons or
agencies other than the CONTRACTOR;
5. The Federal Government and/or State Government determines that the purposes of the statute
authorizing the Project would not be adequately served by the continuation of federal and/or state
financial assistance for the Project; or
6. The Federal Government terminates this AGREEMENT due to a determination that the
CONTRACTOR has: (a) willfully misused Federal assistance Funds by failing to make adequate
progress on the Project, (b) failed to make reasonable and appropriate use of the Project real property,
facilities, or equipment, or (c) failed to comply with the terms of this AGREEMENT. In the event of a
termination under this subsection, and the Federal Government exercises its right to require WSDOT to
refund any or all of the Federal Funds provided for the Project, the CONTRACTOR shall return all
monies reimbursed to it by WSDOT, in the amount required by the Federal Government, within sixty
(60) days of its receipt of a certified letter from WSDOT.
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7. In the case of termination for convenience under subsections A.1 through A. 5 above, WSDOT
shall reimburse the CONTRACTOR for all costs payable under this AGREEMENT which the
CONTRACTOR properly incurred prior to termination. The CONTRACTOR shall promptly submit its
claim for reimbursement to WSDOT. If the CONTRACTOR has any property in its possession
belonging to WSDOT, the CONTRACTOR will account for the same, and dispose of it in the manner
WSDOT directs.
B. Termination for Default. WSDOT may suspend or terminate this AGREEMENT for default, in
whole or in part, and all or any part of the federal financial assistance provided herein, at any time by
written notice to the CONTRACTOR, if the CONTRACTOR materially breaches or fails to perform any
of the requirements of this AGREEMENT, including:
1. Takes any action pertaining to this AGREEMENT without the approval of WSDOT, which
under the procedures of this AGREEMENT would have required the approval of WSDOT;
2. Jeopardizes its ability to perform pursuant to the AGREEMENT, United States of America laws,
Washington state laws, or local governmental laws under which the CONTRACTOR operates.
3. Fails to make reasonable progress on the Project or other violation of this AGREEMENT that
endangers substantial performance of the Project; or
4. Fails to perform in the manner called for in this AGREEMENT or fails to comply with, or is in
violation of, any provision of this AGREEMENT. WSDOT shall serve a notice of termination on the
CONTRACTOR setting forth the manner in which the CONTRACTOR is in default hereunder. If it is
later determined by WSDOT that the CONTRACTOR had an excusable reason for not performing, such
as events which are not the fault of or are beyond the control of the CONTRACTOR, such as a strike,
fire or flood, WSDOT may: (a) allow the CONTRACTOR to continue work after setting up a new
delivery of performance schedule, or (b) treat the termination as a termination for convenience.
C. WSDOT, in its sole discretion may, in the case of a termination for breach or default, allow the
CONTRACTOR ten (10) business days, or such longer period as determined by WSDOT, in which to
cure the defect. In such case, the notice of termination will state the time period in which cure is
permitted and other appropriate conditions. If the CONTRACTOR fails to remedy to WSDOT's
satisfaction the breach or default within the timeframe and under the conditions set forth in the notice of
termination, WSDOT shall have the right to terminate this AGREEMENT without any further obligation
to CONTRACTOR. Any such termination for default shall not in any way operate to preclude WSDOT
from also pursuing all available remedies against CONTRACTOR and its sureties for said breach or
default.
D. In the event that WSDOT elects to waive its remedies for any breach by CONTRACTOR of any
covenant, term or condition of this AGREEMENT, such waiver by WSDOT shall not limit WSDOT's
remedies for any succeeding breach of that or of any other term, covenant, or condition of this
AGREEMENT.
Section 33
Forbearance by WSDOT Not a Waiver
Any forbearance by WSDOT in exercising any right or remedy hereunder, or otherwise afforded by
applicable law, shall not be a waiver of or preclude the exercise of any such right or remedy.
Section 34
Waiver
In no event shall any WSDOT payment of grant funds to the CONTRACTOR constitute or be construed
as a waiver by WSDOT of any CONTRACTOR breach, or default, and shall in no way impair or
prejudice any right or remedy available to WSDOT with respect to any breach or default. In no event
shall acceptance of any WSDOT payment of grant funds by the CONTRACTOR constitute or be
Page 19 of 25 GCB 1081
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construed as a waiver by CONTRACTOR of any WSDOT breach, or default which shall in no way
impair or prejudice any right or remedy available to CONTRACTOR with respect to any breach or
default.
Section 35
WSDOT Advice
The CONTRACTOR bears complete responsibility for the administration and success of the work as it is
defined in this AGREEMENT and any amendments thereto. Although the CONTRACTOR may seek the
advice of WSDOT, the offering of WSDOT advice shall not modify the CONTRACTOR's rights and
obligations under this AGREEMENT and WSDOT shall not be held liable for any advice offered to the
CONTRACTOR.
Section 36
Limitation of Liability and Indemnification
A. The CONTRACTOR shall indemnify and hold harmless WSDOT, its agents, employees, and
officers and process and defend at its own expense any and all claims, demands, suits at law or equity,
actions, penalties, losses, damages, or costs (hereinafter referred to collectively as "claims of
whatsoever kind or nature brought against WSDOT arising out of, in connection with or incident to this
AGREEMENT and/or the CONTRACTOR's performance or failure to perform any aspect of this
AGREEMENT. This indemnity provision applies to all claims against WSDOT, its agents, employees
and officers and subcontractors arising out of, in connection with or incident to the negligent acts or
omissions of the CONTRACTOR, its agents, employees and officers. Provided, however, that nothing
herein shall require the CONTRACTOR to indemnify and hold harmless or defend the WSDOT, its
agents, employees or officers to the extent that claims are caused by the negligent acts or omissions of
the WSDOT, its agents, employees or officers. The indemnification and hold harmless provision shall
survive termination of this AGREEMENT.
B. The CONTRACTOR shall be deemed an independent contractor for all purposes, and the employees
of the CONTRACTOR or its subcontractors and the employees thereof, shall not in any manner be
deemed to be the employees of WSDOT.
C. The CONTRACTOR specifically assumes potential liability for actions brought by
CONTRACTOR's employees and/or subcontractors and solely for the purposes of this indemnification
and defense, the CONTRACTOR specifically waives any immunity under the State Industrial Insurance
Law, Title 51 Revised Code of Washington.
D. In the event either the CONTRACTOR or WSDOT incurs attorney's fees, costs or other legal
expenses to enforce the provisions of this section of this AGREEMENT against the other PARTY, all
such fees, costs and expenses shall be recoverable by the prevailing PARTY.
Section 37
Governing Law, Venue, and Process
This AGREEMENT shall be construed and enforced in accordance with, and the validity and
performance thereof shall be governed by the laws of the State of Washington. In the event that either
PARTY deems it necessary to institute legal action or proceedings to enforce any right or obligation
under this AGREEMENT, the PARTIES hereto agree that any such action shall be initiated in the
Superior Court of the State of Washington situated in Thurston County. The CONTRACTOR hereby
accepts service of process by registered mail consistent with RCW 4.28.080(1) or (2) as applicable.
Each PARTY shall bear its own legal costs and expenses, including attorney fees, in any such litigation.
Page 20 of 25 GCB 1081
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Section 38
Severability
If any covenant or provision of this AGREEMENT shall be adjudged void, such adjudication shall not
affect the validity or obligation of performance of any other covenant or provision, or part thereof, that in
itself is valid if such remainder conforms to the terms and requirements of applicable law and the intent
of this AGREEMENT. No controversy concerning any covenant or provision shall delay the
performance of any other covenant or provision except as herein allowed.
Section 39
Counterparts
This AGREEMENT may be executed in several counterparts, each of which shall be deemed to be an
original having identical legal effect. The CONTRACTOR does hereby ratify and adopt all statements,
representations, warranties, covenants, and agreements and their supporting materials contained and/or
mentioned in such executed counterpart, and does hereby accept State Funds and agrees to all of the
terms and conditions thereof.
Section 40
Execution
This AGREEMENT is executed by the Director of the Public Transportation Division, State of
Washington, Department of Transportation or the Director's designee, not as an individual incurring
personal obligation and liability, but solely by, for, and on behalf of the State of Washington,
Department of Transportation, in his/her capacity as Director of the Public Transportation Division.
Section 41
Binding Agreement
The undersigned acknowledge that they are authorized to execute this AGREEMENT and bind their
respective agency(ies) and or entity(ies) to the obligations set forth herein.
IN WITNESS WHEREOF, the PARTIES hereto have executed this AGREEMENT the day and year last
signed below.
WASHINGTON STATE CONTRACTOR
DEPARTMENT OF TRANSPORTATION
By: BY hill
Lagerberg
Director, Public Transportation Print Name:
Title:
Date:
Approved as to form only:
By: Susan Cruise
Assistant Attorney General
Date: October 12, 2011
Date:
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EXHIBIT I
Project Scope of Work
Total Project Costs
Federal Funds 101,3701
Contractor Funds 01
Total Cost 101,3701
PROTECT A 2011 South King County /RideshareOnline.com Pilot Project
A. Budget
$101,370
B. Concept
Offer trip reduction services to any employer, employees and residents within the Tukwila
GTEC, and the PSRC recognized centers within Auburn, Burien, Kent, Renton, Federal
Way and SeaTac
C. Deliverables
Create Step by Step Guide for ETC's to manage networks (from the User's Manual
developed by University of Washington)
Create Easy Steps Guide for end -users (employers and general public)
Schedule and complete at least 10 training sessions or one on one consulting
Provide quarterly performance reports
Develop a marketing plan for review and approval
Produce a report detailing lessons learned and recommendations for improvements
Provide an assessment of the viability for establishing a South King County
transportation coalition
D. Outcome
300 people signed up and actively participating in RSO
Target: reduce 100 daily vehicle round trips
E. Timeline
1 year of implementation activities resulting in deliverables
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EXHIBIT II
Project Progress Report
Quarterly Project Report
Reporting quarter:
Organization:
Trip reduction
target:
Contract required
deliverables:
Date:
Agreement number: I GCB 1081
Planned milestones for entire program (based on work plan)
Changes to planned milestones (completed or delayed milestones)
Completed activities this quarter
Planned activities for next quarter
Describe issues, risks or challenges and resolutions
Estimated expenditures of state funds for this quarter
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EXHIBIT III
Final Performance Report
Final Performance Report
Your final performance report should include the following information:
Project title
Trip reduction target and actual trips reduced
Did you met the deliverables required by contract
What were your lessons learned? Include what worked, what didn't work, and why
Page 24 of 25 GCB 1081
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EXHIBIT IV
Washington State
M// department of Transportation
VENDOR OR CLAIMANT (WARRANT TO BE PAYABLE TO)
City of Tukwila
6300 Southcenter Blvd.
Tukwila, WA 98188
Margaret Lubov mlubov@ci.tukwila.wa.us
FEDERAL I.D. NUMBER OR SOCIAL SECURYTY NUMBER 91- 6001519
(FOR REPORTINGPERSONAL SVCS. CONTRACT PAYMENT TO IRS)
DATE
CHECKED AND APPROVED FOR PROCESSING BY DATE WARRANT NUMBER
Page 25 of 25
Invoice Voucher
VENDOR'S CERTIFICATE. I here by certify under penalty of perjury that the items and
total listed herein are proper charges for materials, merchandise or services furnished to
the State of Washington, and that all goods furnished and or services rendered have
been provided without discrimination on the grounds of race, creed, color, national origin,
sex or age.
BY (SIGNATURES IN INK)
TITLE
DATE
CURRENT "`EXPENDITURES
EXPENDITURES TO DATE
VOUCHER NUMBER
GCB 1081
121
122
TRANSPORTATION COMMITTEE Meeting Minutes
November 7, 2011— 5: 00 p.m. Conference Room 1
Citv o f Tukwila
Transportation Committee
PRESENT
Councilmembers: Joan Hernandez, Chair; Joe Duffie and Verna Seal
Staff: Bob Giberson, Frank Iriarte, Jack Pace, David Cline, Maggi Lubov and Gail Labanara
Guests: Chuck Parrish
CALL TO ORDER: The meeting was called to order at 5:02p.m.
I. PRESENTATIONS
No presentations.
II. BUSINESS AGENDA
A. WSDOT Rideshareonline.com Proiect Grant Fundine Avreement
Staff is seeking Council approval of a Washington State Department of Transportation funding contract in
the amount of $101,370.00 for the pilot project, Rideshareonline.com. This contract will fund the South
King County cities of Tukwila, Renton, SeaTac, Federal Way, Kent, Burien, and Auburn, with Tukwila as
the lead agency. The contract is for one year and requires no City matching funds.
The WSDOT funding contract will cover two positions, one full -time and one part-time, along with
marketing and materials to implement the project. Deliverables include guides, training sessions, marketing
plan, and assessment of the viability for establishing a South King County transportation coalition.
UNANIMOUS APPROVAL.FORWARD TO NOVEMBER 14 COW FOR DISCUSSION.
B. Interlocal Agreement with King Countv to Transfer Ownership of a Tukwila South Drainage Facilitv
Staff is seeking Council approval to allow Tukwila to accept transfer ownership, via an interlocal
agreement, of a parcel of land located in the Tukwila South area that contains a storm drainage detention
pond.
All rights -of -way were automatically transferred from King County to Tukwila for the Tukwila South
annexation, but real property owned by King County was not automatically transferred. This specific parcel,
Number 0222049061, now needs to be transferred to Tukwila, as it is needed as part of the Sensitive Areas
Master Plan (SAMP) that has been approved for the Tukwila South area. The parcel will be transferred to
Tukwila and then will become part of the regional stormwater pond and river habitat. .UNANIMOUS
APPROVAL. FORWARD TO NOVEMBER 14 COW FOR DISCUSSION.
C. 2012 Overlav Repair Program Consultant Selection and Agreement
Staff is seeking full Council approval to enter into a contract with KPG, Inc. in the amount of $79,986.87
for final design services for the 2012 Overlay Repair Program.
KPG, Inc. started the initial design for the proposed seven street segments in 2011, but due to budget
restrictions, design was put on hold. This contract will finish the seven street segments and prepare the
project to be advertised for bid. Bid advertisement is anticipated for March /April 2012.
As with past practice, the list of streets for repair was largely developed from the City's Pavement
Management Program. Staff will return to Committee in 2012 with a construction bid. The final list of
projects will depend on cost estimates, with a balance made between the cost of the project and its priority.
UNANIMOUS APPROVAL. FORWARD TO NOVEMBER 14 COW FOR DISCUSSION.
123
124
COUNCIL AGENDA SYNOPSIS
Initialr ITEMNO.
Meeting Date Prepared by Mayors review I Council review j
11/14/11 BG elg C I r,
11/21/11 BG i 5. F.
ITEM INFORMATION
CAS NUMBER: I STAFF SPONSOR: BOB GIBERSON I ORIGINAL AGENDA DATE: 11/14/11
AGENDA ITEM TrrLr_. Interlocal Agreement with King County allowing Transfer of Ownership
of a Tukwila South Parcel with a Drainage Facility
CATEGORY Discussion Motion Resolution Ordinance Bid Award Public Hearing ❑Other
Mtg Date 11/14/11 Mtg Date 11/21/11 Mtg Date Mtg Date Mtg Date Mtg Date Mtg Date
SPONSOR Council Mayor HR DCD Finance Fire IT P &R Police PW
SPONSOR'S When the Tukwila South annexation occurred, King County owned rights -of -way were
SUMMARY automatically transferred to Tukwila. Real property was not automatically transferred and
King County owned a parcel on which a storm drainage detention pond was built. This
Interlocal Agreement will transfer the ownership to Tukwila for the Sensitive Areas Master
Plan (SAMP improvements. Council is being asked to approve the Interlocal Agreement
with King County to transfer parcel number 0222049061.
R13VIEWED BY COW Mtg. CA &P Cmte F &S Cmte Transportation Cmte
Utilities Cmte Arts Comm. Parks Comm. Planning Comm.
DATE: 11/07/11 COMMITTEE CHAIR: JOAN HERNANDEZ
RECOMMENDATIONS:
SPONSOR /ADMIN. Public Works
COMMITTEE' Forward to Committee of the Whole.
COST IMPACT FUND SOURCE
EXPENDrrUR}- REQUIRED AMOUNT BUDGETED APPROPRIATION REQUIRED
$0.00 $0.00 $0.00
Fund Source:
Comments:
MTG. DATE
11/14/11
11/21/11
MTG. DATE
11/14/11
11/21/11
RECORD OF COUNCIL ACTION
ATTACHMENTS
Informational Memorandum dated 11/02/11
Interlocal Agreement with King County with Exhibits
Minutes from the Transportation Committee meetings of 11/07/11
125
126
City of Tukwila
Jim Haggerton, Mayor
INFORMATIONAL MEMORANDUM
TO: Mayor Haggerton
Transportation Committee
FROM: Bob Giberson, Public Works Directorjg�
DATE: November 2, 2011
SUBJECT: Interlocal Agreement with King County
Transfer of Drainage Facility
ISSUE
Authorize the Mayor to enter into an Interlocal Agreement with King County allowing
Tukwila to accept transfer and ownership of a King County owned parcel used as a
storm drainage facility.
BACKGROUND
When the Tukwila South annexation occurred, King County owned rights -of -way were
automatically transferred to the ownership of the City of Tukwila. Real property owned
by the county is not automatically transferred with an annexation. King County currently
owns a parcel of land on which a storm drainage detention pond was built as part of the
S 200 St improvements. Future use of this pond will not be necessary, as the drainage
from S 200 St will be re- routed to a large regional detention pond as part of the
Southcenter Parkway Extension and Tukwila South projects. Furthermore, the parcel
currently occupied by the pond is proposed to be redeveloped as part of the Sensitive
Areas Master Plan (SAMP) approved for Tukwila South. Tukwila must own the storm
drainage parcel in order for the SAMP improvements to be constructed.
ANALYSIS
King County has prepared the attached Interlocal Agreement which transfers ownership
of the storm drainage parcel to Tukwila. The parcel number is 0222049061 and is
located at S 200 St and Frager Road in the Tukwila South area.
RECOMMENDATION
The Transportation Committee is being asked to approve this item authorizing the
Mayor to execute the Interlocal Agreement with King County and forward it for
consideration at the November 14, 2011 Committee of the Whole meeting and
subsequent November 21, 2011 Regular Meeting.
Attachment: Interlocal Agreement
W: \PW Eng \PROJECTS\A- RW RS Projects \11000300 (Tukwila South Project Coordination) \Info Memo ILA for Drainage Facility.doc
127
128
AN INTERLOCAL AGREEMENT BETWEEN KING COUNTY AND
THE CITY OF TUKWILA RELATING TO THE TRANSFER OF
A DRAINAGE FACILITY
THIS IS AN INTERLOCAL AGREEMENT between King County, a home rule charter
county, a political subdivision of the State of Washington, hereinafter referred to as the
"County," and the City of Tukwila, a municipal corporation of the State of Washington,
hereinafter referred to as the "City."
A. The County owns a storm drainage facility within the City adjacent to Frager
Road South.
B. The storm drainage facility is located on parcel 022204 -9061 as shown in Exhibit
1, (the "Parcel
C. The storm drainage facility supports the section of Frager Road South that is
within the City as a result of the approved Tukwila South Annexation.
D. The City requests that the County transfer the Parcel to the City so that the City
can include the Parcel in the City's Sensitive Areas Master Plan (SAMP) which
includes the construction of a regional storm drainage facility and a river habitat
enhancement.
E. The County wishes to transfer the Parcel to the City. The Parcel is legally
described in Exhibit 2.
F. The City desires to accept the Parcel.
G. The County is willing to comply with the City's request for the transfer of the
Parcel for the purpose of including it in the City's SAMP.
H. RCW Chapter 39.33 permits the transfer of property from the County to the City.
I. The County and the City are authorized, pursuant to RCW Chapter 39.34, to enter
into an Interlocal Cooperative agreement of this nature.
NOW THEREFORE, in consideration of the terms and conditions contained herein, it is
mutually agreed by the County and the City as follows:
COUNTY RESPONSIBILITIES
1.1 Within thirty (30) days of the execution of this Agreement by the parties,
the County shall transfer to the City, ownership of the Parcel by quit claim
deed.
129
1.2 The City agrees to accept the Parcel "as is" and assumes full and complete
responsibility for operation, maintenance, and repairs to the Parcel upon
transfer of the Parcel to the City.
2. CITY RESPONSIBILITIES
2.1 The Parcel will be maintained and used, in perpetuity, as part of the City's
SAMP which includes a regional stormwater pond and a river habitat
enhancement.
2.2 The deed to the property shall contain all reservations of record known to
the County, and the following specific covenant pertaining to use:
"The Grantee shall maintain the property in its existing or
improved condition as set forth in the City's SAMP in perpetuity."
3. DURATION
This agreement shall be effective upon execution by both parties, and shall
continue in force and in accordance with the terms of this Agreement, or until this
Agreement is terminated in writing by mutual consent of both parties.
4. INDEMNIFICATION
Washington State law shall govern the respective liabilities of the parties to this
Agreement for any loss due to property damage or injury to persons arising out of
activities conducted pursuant to it.
5. 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 County at the
requesting party's sole expense during the term of this Agreement and three (3)
years after expiration or termination. Such records shall be made available for
inspection during regular business hours within a reasonable time of the request.
6. WAIVER OR AMENDMENTS
Waiver of any breach of any term or condition of this Agreement shall not be
deemed a waiver of any prior or subsequent breach. This Agreement shall not be
modified or amended except by an instrument, in writing, signed by the parties
hereto.
7. ENTIRE AGREEMENT
2
130
This Agreement is the complete expression of the terms hereof and any
representations or understandings, whether oral or written, not incorporated herein
are excluded
8. INVALID PROVISION
If any provision of this contract shall be held invalid, the remainder of the
agreement shall not be affected thereby if such remainder would then continue to
serve the purposes and objectives of the parties.
IN WITNESS WHEREOF, the parties have executed this Agreement on the date last
written below,
KING COUNTY
KING COUNTY EXECUTIVE
DATE
Approved as to Form:
King County Deputy Prosecuting Attorney
DATE
CITY OF TUKWILA
CITY MAYOR
DATE
Approved as to Form:
City Attorney
DATE
131
132
x
EXHIBIT 2
PERMANENT STORMWATER RIGHT OF WAY
Commencing at the SE corner of the SW 1 /4 of the NW 1 /4 of said Section 2;
Thence North 89'16'32" West along the East -West centerline of said Section 458.30 feet;
Thence North 2 °40'47" East 53.72 feet to the POINT OF BEGINNING;
Thence continuing North 2 °40'47" East 68.04 feet;
Thence North 20 °24'53" East 88.72 feet;
Thence North 49 °07'02" East 82.00 feet to an intersection with the Southwesterly margin of
Frager Road;
Thence South 40 °52'58" East along said Southwesterly margin 117.97 feet to a point on a curve
from which the radial center bears South 49 °07'02" West 798.51 feet;
Thence Southeasterly along the arc said curve concave to the Southwest 93.58 feet to a point on
a non tangent curve from which the radial center bears South 84 °31'00" West 40.00 feet;
Thence Southwesterly along the arc of said curve concave to the Northwest 67.17 feet;
Thence North 89'l 6'32" West 190.00 feet to the POINT OF BEGINNING. Containing 31,447
square feet more or less.
134
TRANSPORTATION COMMITTEE Meeting Minutes
November 7, 2011— 5: 00 p.m. Conference Room I
Citv of Tukwila
Transportation Committee
PRESENT
Collncilmembers: Joan Hernandez, Chair; Joe Duffie and Verna Seal
Staff: Bob Giberson, Frank Iriarte, Jack Pace, David Cline, Maggi Lubov and Gail Labanara
Guests: Chuck Parrish
CALL TO ORDER: The meeting was called to order at 5:02p.m.
I. PRESENTATIONS
No presentations.
IL BUSINESS AGENDA
A. WS DOT Rideshareonline.com Proiect —Grant Fundinv Agreement
Staff is seeking Council approval of a Washington State Department of Transportation funding contract in
the amount of $101,370.00 for the pilot project, Rideshareonline.com. This contract will fund the South
King County cities of Tukwila, Renton, SeaTac, Federal Way, Kent, Burien, and Auburn, with Tukwila as
the lead agency. The contract is for one year and requires no City matching funds.
The WSDOT funding contract will cover two positions, one full -time and one part -time, along with
marketing and materials to implement the project. Deliverables include guides, training sessions, marketing
plan, and assessment of the viability for establishing a South King County transportation coalition.
UNANIMOUS APPROVAL.FORWARD TO NOVEMBER 14 COW FOR DISCUSSION.
B. Interlocal Aereement with Kina Countv to Transfer Ownership of a Tukwila South Drainaee Facilitv
Staff is seeking Council approval to allow Tukwila to accept transfer ownership, via an interlocal
agreement, of a parcel of land located in the Tukwila South area that contains a storm drainage detention
pond.
All rights -of -way were automatically transferred from King County to Tukwila for the Tukwila South
annexation, but real property owned by King County was not automatically transferred. This specific parcel,
Number 0222049061, now needs to be transferred to Tukwila, as it is needed as part of the Sensitive Areas
Master Plan (SAMP) that has been approved for the Tukwila South area. The parcel will be transferred to
Tukwila and then will become part of the regional stormwater pond and river habitat. UNANIMOUS
APPROVAL. FORWARD TO NOVEMBER 14 COW FOR DISCUSSION.
C. 2012 Overlav Repair Program Consultant Selection and Agreement
Staff is seeking full Council approval to enter into a contract with KPG, Inc. in the amount of $79,986.87
for final design services for the 2012 Overlay Repair Program.
KPG, Inc. started the initial design for the proposed seven street segments in 2011, but due to budget
restrictions, design was put on hold. This contract will finish the seven street segments and prepare the
project to be advertised for bid. Bid advertisement is anticipated for March /April 2012.
As with past practice, the list of streets for repair was largely developed from the City's Pavement
Management Program. Staff will return to Committee in 2012 with a construction bid. The final list of
projects will depend on cost estimates, with a balance made between the cost of the project and its priority.
UNANIMOUS APPROVAL. FORWARD TO NOVEMBER 1.4 COW FOR DISCUSSION.
135
lsH."
COUNCIL AGENDA SYNOPSIS
Initials ITEMNO.
Meeting Date Prepard b Mayor's review Council rem
11/14/11 B
11/21/11 B 5.G.
ITEM INFORMATION
I CASNUMBER: STAFF SPONSOR: BOB GIBERSON I ORIGINAL AGENDA DATE: 11/14/11
AGENDA I'rEM TITLE 2012 Annual Overlay Repair Program Consultant Agreement with KPG, Inc.
CATEGORY N Discussion N Motion Resolution Ordinance Bid Award Public Hearing Other
Alt g Date 11/14/11 Mtg Date 11/21/11 Aft Date Alt Date AV Date Alt Date Mtg Date
(SPONSOR Council Mayor HR DCD Finance Fire IT P &R Police N PW
SPONSOR'S This contract is for final design and bid documents for the 2012 Annual Overlay and Repair
SUMMARY Program. KPG had completed approximately 30% of the design last year for these street
segments, but budget restrictions delayed the final design until 2012. The street segments
scheduled for 2012 include seven road sections. Council is being asked to approve the
design contract with KPG, Inc. in the amount of $79,986.87.
REVIEWED BY COW Mtg. CA &P Cmte F &S Cmte N Transportation Cmte
Utilities Cmte Arts Comm. Parks Comm. Planning Comm.
DATE: 11/07/11 COMMITTEE CHAIR: JOAN HERNANDEZ
RECOMMENDATIONS:
SPONSOR /ADMIN. Public Works
COMMITTEE Forward to Committee of the Whole.
COST IMPACT FUND SOURCE
EXI'ENDI' uR REQUIRED AMOUNT BUDGETED APPROPRIATION REQUIRED
$79,986.87 $100,000.00 $0.00
Fund Source: 104 ARTERIAL STREETS (PG 14, 2012 PROPOSED CIP)
Comments:
MTG. DATE I RECORD OF COUNCIL ACTION
11/14/11
11/21/11
MTG. DATE I ATTACHMENTS
11/14/11 Informational Memorandum dated 11/04/11
vicinity Map
Contract with KPG, Inc with Scope of Work and Fee
Minutes from the Transportation Committee meetings of 11/07/11
1
11/21/11
137
138
City of Tukwila
Jim Haggerton, Mayor
INFORMATIONAL MEMORANDUM
TO: Mayor Haggerton
TRANSPORTATION COMMITTEE
FROM: Bob Giberson, Public Works Director
DATE: November 4, 2011
SUBJECT: 2012 Overlav and Repair Program
Project No. 91110404
Consultant Selection and Agreement
ISSUE
Execute a contract with KPG, Inc. to provide design services for the 2012 Overlay Program.
BACKGROUND
The City generally uses the Municipal Research and Services Center (MRSC) consultant roster whenever possible to
select engineering firms to provide necessary services. In this instance, all of the projects included on the overlay list
for 2012 were carried over from the 2011 Overlay Program designed by KPG, Inc. A preliminary +30 design was
completed in 2011 in order to estimate construction costs to determine which projects could be constructed within the
budget. More projects were identified than could be constructed within the 2011 budget. Since KPG has already
prepared preliminary plans for each project segment, it is unreasonable to expect another firm to compete with KPG
in a knowledgeable and cost effective manner. Therefore, it is recommended to contract with KPG, Inc. to complete
design of the projects started in 2011 that are proposed to be constructed in the 2012 Overlay Program. KPG has
performed very well on previous City projects.
Starting the design process in the fall and advertising for construction bids in January or February of each year allows
the City to take advantage of the optimal bidding climate that usually occurs early in the year. The list of streets for
the 2012 Overlay Program was developed using the City's Pavement Management Program with input from
engineering and maintenance staff.
DISCUSSION
KPG, Inc. has provided a contract, scope of work, and fee estimate to complete design of the 2012 Overlay and
Repair Program and advertise for construction bids (see attached).
Contract Budqet
Final Design 2012
$79.986.87 $100.000.00
1. Tukwila Parkway: Andover Park W to Bahama Breeze (including 61St Ave S to bridge)
2. S 150th St:
3. Beacon Avenue:
4. Andover Park East:
5. Andover Park West:
6. 49th Avenue South:
7. S 114th St:
RECOMMENDATION
Tukwila International Blvd to 42nd Ave S
Bangor St to S 107th St
Strander Blvd to Tukwila Parkway
S 180th St to Minkler Blvd (including intersection
S 107th St to S 114th St
49th Ave S to 51 It Ave S
The Council is being asked to approve and forward the proposed contract with KPG, Inc. in the amount of $79,986.87
for consideration at the November 14, 2011 Committee of the Whole meeting and subsequent November 21, 2011
Regular Meeting.
Attachments: Vicinity Map
Contract, Scope of Work and Fee Estimate
W1PW EngWROJECTSIA- RW RS Projects01210401 2012 0verla#nfo Memo Consult Select 11 -4-11 gl.docx
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CONSULTANT AGREEMENT FOR
ENGINEERING DESIGN SERVICES
THIS AGREEMENT is entered into between the City of Tukwila, Washington, herein -after referred
to as "the City and KPG, Inc., hereinafter referred to as "the Consultant in consideration of the
mutual benefits, terms, and conditions hereinafter specified.
1. Project Designation. The Consultant is retained by the City to perform engineering design
services in connection with the project titled 2012 Overlay Program.
2. Scope of Services. The Consultant agrees to perform the services, identified on Exhibit "A"
attached hereto, including the provision of all labor, materials, equipment and supplies.
3, Time for Performance. Work under this contract shall commence upon the giving of written
notice by the City to the Consultant to proceed. The Consultant shall perform all services and
provide all work product required pursuant to this Agreement within 365 calendar days from
the date written notice is given to proceed, unless an extension of such time is granted in
writing by the City.
4. Payment. The Consultant shall be paid by the City for completed work and for services
rendered under this Agreement as follows:
A. Payment for the work provided by the Consultant shall be made as provided on Exhibit
"B" attached hereto, provided that the total amount of payment to the Consultant shall not
exceed $79,986.87 without express written modification of the Agreement signed by the
City.
B. The Consultant may submit vouchers to the City once per month during the progress of
the work for partial payment for that portion of the project completed to date. Such
vouchers will be checked by the City and, upon approval thereof, payment shall be made
to the Consultant in the amount approved.
C. Final payment of any balance due the Consultant of the total contract price earned will be
made promptly upon its ascertainment and verification by the City after the completion of
the work under this Agreement and its acceptance by the City.
D. Payment is provided in this section shall be full compensation for work performed,
services rendered, and for all materials, supplies, equipment and incidentals necessary to
complete the work.
E. The Consultant's records and accounts pertaining to this Agreement are to be kept
available for inspection by representatives of the City and state for a period of three (3)
years after final payments. Copies shall be made available upon request.
um,
5. Ownership and Use of Documents. All documents, drawings, specifications and other
materials produced by the Consultant in connection with the services rendered under this
Agreement shall be the property of the City whether the project for which they are made is
executed or not. The Consultant shall be permitted to retain copies, including reproducible
copies, of drawings and specifications for information, reference and use in connection with
the Consultant's endeavors. The Consultant shall not be responsible for any use of the said
documents, drawings, specifications or other .materials by the City on any project other than
the project specified in this Agreement.
6. Compliance with Laws. The Consultant shall, in performing the services contemplated by
this Agreement, faithfully observe and comply with all federal, state, and local laws,
ordinances and regulations, applicable to the services to be rendered under this Agreement.
7. Indemnification. The Consultant shall indemnify, defend and hold harmless the City, its
officers, agents and employees, from and against any and all claims, losses or liability,
including attorney's fees, arising from injury or death to persons or damage to property
occasioned by any act, omission or failure of the Consultant, its officers, agents and
employees, in performing the work required by this Agreement. With respect to the perform-
ance of this Agreement and as to claims against the City, its officers, agents and employees,
the Consultant expressly waives its immunity under Title 51 of the Revised Code of
Washington, the Industrial Insurance Act, for injuries to its employees, and. agrees that the
obligation to indemnify, defend and hold harmless provided for in this paragraph extends to
any claim brought by or on behalf of any employee of the Consultant. This waiver is mutually
negotiated by the parties. This paragraph shall not apply to any damage resulting from the
sole negligence of the City, its agents and employees. To the extent any of the damages
referenced by this paragraph were caused by or resulted from the concurrent negligence of the
City, its agents or employees, this obligation to indemnify, defend and hold harmless is valid
and enforceable only to the extent of the negligence of the Consultant, its officers, agents and
employees.
8. Insurance. The Consultant shall secure and maintain in force throughout the duration of this
contract comprehensive general liability insurance, with a minimum coverage of $500,000 per
occurrence and $1,000,000 aggregate for personal injury; and $500,000 per occurrence/
aggregate for property damage, and professional liability insurance in the amount of
$1,000,000.
Said general liability policy shall name the City of Tukwila as an additional named insured
and shall include a provision prohibiting cancellation of said policy except upon thirty (30)
days prior written .notice to the City. Certificates of coverage as required by this section shall
be delivered to the City within fifteen (15) days of execution of this Agreement.
9. Independent Contractor. The Consultant and the City agree that the Consultant is an inde-
pendent contractor with respect to the services provided pursuant to this Agreement. Nothing
in this Agreement shall be considered to create the relationship of employer and employee
between the parties hereto. Neither the Consultant nor any employee of the Consultant shall
7
IT",
be entitled to any benefits accorded City employees by virtue of the services provided under
this Agreement, The City shall not be responsible for withholding or otherwise deducting
federal income tax or social security or for contributing to the state industrial insurance
program, otherwise assuming the duties of an employer with respect to the Consultant, or any
employee of the Consultant.
10. Covenant Against Contingent Fees. The Consultant warrants that he has not employed or
retained any company or person, other than a bonafide employee working solely for the
Consultant, to solicit or secure this contract, and that he has not paid or agreed to pay any
company or person, other than a bonafide employee working solely for the Consultant, any
fee, commission, percentage, brokerage fee, gifts, or any other consideration contingent upon
or resulting from the award or making of this contract. For breach or violation of this warrant,
the City shall have the right to annul this contract without liability, or in its discretion to
deduct from the contract price or consideration, or otherwise recover, the full amount of such
fee, commission, percentage, brokerage fee, gift, or contingent fee.
1 1. Discrimination Prohibited. The Consultant, with regard to the work performed by it under
this Agreement, will not discriminate on the grounds of race, color, national origin, religion,
creed, age, sex or the presence of any physical or sensory handicap in the selection and
retention of employees or procurement of materials or supplies.
12. Assignment. The Consultant shall not sublet or assign any of the services covered by this
Agreement without the express written consent of the City.
13. Non- Waiver. Waiver by the City of any provision of this Agreement or any time limitation
provided for in this Agreement shall not constitute a waiver of any other provision.
14. Termination.
A. The City reserves the right to terminate this Agreement at any time by giving ten (10)
days written notice to the Consultant.
B. In the event of the death of a member, partner or officer of the Consultant, or any of its
supervisory personnel assigned to the project, the surviving members of the Consultant
hereby agree to complete the work under the terms of this Agreement, if requested to do
so by the City. This section shall not be a bar to renegotiations of this Agreement
between surviving members of the Consultant and the City, if the City so chooses.
15. Attorneys Fees and Costs. In the event either party shall bring suit against the other to
enforce any provision of this Agreement, the prevailing party in such suit shall be entitled to
recover its costs, including reasonable attorney's fees, incurred in such suit from the losing
party.
3
145
16. Notices. Notices to the City of Tukwila shall be sent to the following address:
City of Tukwila
6200 Southcenter Boulevard
Tukwila, WA 98188
Notices to Consultant shall be sent to the following address:
KPG, Inc.
753 9th Avenue N.
Seattle, WA 98109
17. Integrated Agreement. This Agreement, together with attachments or addenda, represents
the entire and integrated Agreement between the City and the Consultant and supersedes all
prior negotiations, representations, or agreements written or oral. This Agreement may be
amended only by written instrument signed by both the City and the Consultant.
DATED this
CITY OF TUKWILA
day of
Jim Haggerton, Mayor
Attest/Authenticated:
Christy O'Flaherty, CMC, City Clerk
2011
CONSULTANT
By
Nelson Da k xplo
Title:
Principal
Approved as to Form:
Office of the City Attorney
0
'm:
EXHIBIT A
City of Tukwila
2012 Overlay Program
Scope of Work
November 1, 2011
PROJECT DESCRIPTION
The Consultant shall prepare final Plans, Specifications and Estimates for the 2012overlay program.
Specific projects will be determined from the following list of candidate streets:
Tukwila Parkway Andover Park West to Bahama Breeze (including 61 st Ave to S -line
bridge)
S 150th St
Tukwila International Blvd to 42nd Ave S
Beacon Ave
Bangor St to S 107th St
Andover Park West
S 180` St to Minkler Blvd.
Andover Park East
Strander to Tukwila Parkway
49th Ave S
S 107th St to S 114th St
S 114th St
51 st Ave S to 49` Ave S
The Consultant performed preliminary mapping and design to the approximate 30% level of completion
for budget estimating purposes in 2011. Design and specifications for all project segments will be
completed through the 90% and final bid documents. Projects will be included in the 2012 overlay
program for a total construction budget of approximately $1 Million.
The Consultant shall provide all necessary field reviews, base mapping, and utility notification required to
complete final bid documents. The Consultant shall also prepare the bid tabulation, check low bidder(s)
references, and provide a recommendation for award to the City.
Projects will be bid as a single bid package as budget allows. Projects may be re- prioritized or deferred to
a future overlay program based on available budget and other considerations. Detailed estimates will be
prepared at the 90% design to verify the final project list to be included in the 2012 Overlay Program.
An allowance is included to provide support to the City's pavement management system. This work will
be performed by the Consultant and/or Pavement Engineers Inc. under subcontract to the Consultant as
required.
The City of Tukwila may require other services of the consultant. These services could include additional
design, right of way, construction phase services, or other work tasks not included in the scope of work.
At the time these services are required, the Consultant will provide the City with a detailed scope of work
and an hour and fee estimate. The Consultant will not proceed with the work until the City has authorized
the work and issued a Notice to Proceed.
City of Tukwila KPG, Inc.
2012 Overlay Program Page 1 of 3 November 1, 2010
147
SCOPE OF WORK
TASK 1 MANAGEMENT /COORDINATION /ADMINISTRATION
1.1 The Consultant shall provide continuous project management and administration for the
duration of the Project. (Estimate 6 months).
Hold project coordination meetings with the City to update progress and review
submittals. Assume (4) meetings.
The Consultant shall provide monthly status reports and billings.
1.2 The Consultant shall provide independent QA/QC reviews by senior in -house staff of all
deliverables prior to submittal to the City.
TASK 2 PREPARE PLANS, SPECIFICATIONS AND ESTIMATE
2.1 The Consultant shall finalize base maps for all of the project segments using field
measurements, available record drawings and ortho photography.
2.2 The Consultant shall prepare final Plans for the proposed improvements including the
following:
Plans shall be prepared with such provisions in such detail as to permit field layout and
construction within a degree of accuracy acceptable to the City and per industry
standards.
It is assumed there will be eighteen (18) plan sheets at 1 =20' scale full size (22" X 34
1 =40' at reduced scale (11" X 17
Typical sections and details will be prepared for items not available as standard details
from the City, State, or APWA standard drawings.
The Plans shall illustrate complete details of construction of the proposed improvements
including limits of construction and removals, utility adjustments, surfacing depths and
details, and applicable channelization and signing.
The Consultant shall perform Project site walkthroughs with the City to determine extent
of roadway improvements /resurfacing (Estimate 2 meetings).
Pavement sections will be determined through consultation with the City's maintenance
staff and previous experience.
2.3 The Consultant shall calculate quantities and prepare Engineers Estimate of Probable
Construction Cost for each review submittal and the bid documents.
2.4 The Consultant shall prepare the Contract Specification per 2012 WSDOT Standard
Specifications.
2.5 The Consultant shall distribute 90% and Final review submittals to franchise utility owners
for utility adjustments within the Project limits.
City of Tukwila
2012 Overlay Program
Page 2 of 3
KPG, Inc.
November 1, 2010
MR,
2.6 The consultant shall assist the City with Project Advertisement and Award by uploading
plans and specifications to bxwa.com, preparing addenda, bid tabulation, and
recommendation for award..
Assumptions
Field survey will not be required.
Typically, only surface utilities requiring adjustment to grade will be shown.
No federal funding is anticipated for the Project engineering or construction.
No utility upgrades are anticipated in the project design.
Drainage Water Quality Reports will not be required.
Geotechnical Engineering services will not be required.
Environmental Documentation will not be required.
Deliverables
90% review submittal with Plans, Specifications, and Estimate.
Bid Documents and Engineer's Estimate
6 sets of Plans (11" X 17 and specifications provided for each review submittal.
10 sets of Plans (11" X 17 and specifications for the Bid Documents.
Coordinate upload of Plans and Specifications to Builders Exchange.
TASK 3 PAVEMENT MANAGEMENT SUPPORT (AS NEEDED)
3.1 The City may require other services of the consultant in updating the City's Pavement
Management Program. This work will be conducted on an as needed basis within the budget
allowances contained in Schedule B. For budgeting purposes, we have included 24 hours of
staff time and a $2,000 allowance for Pavement Engineers under subcontract to the
Consultant.
City of Tukwila
2012 Overlay Program
Page 3 of 3
KPG, Inc.
November 1, 2010
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152
TRANSPORTATION COMMITTEE Meeting Minutes
November 7, 2011— 5: 00 p.m. Conference Room I
Citv of Tukwila
Transportation Committee
PRESENT
Councilmembers: Joan Hernandez, Chair; Joe Duffie and Verna Seal
Staff: Bob Giberson, Frank Iriarte, Jack Pace, David Cline, Maggi Lubov and Gail Labanara
Guests: Chuck Parrish
CALL TO ORDER: The meeting was called to order at 5:02p.m.
I. PRESENTATIONS
No presentations.
II. BUSINESS AGENDA
A. WS DOT Rideshareonline.com Pro iect —Grant Fundinv Agreement
Staff is seeking Council approval of a Washington State Department of Transportation funding contract in
the amount of $101,370.00 for the pilot project, Rideshareonline.com. This contract will fund the South
King County cities of Tukwila, Renton, SeaTac, Federal Way, Kent, Burien, and Auburn, with Tukwila as
the lead agency. The contract is for one year and requires no City matching funds.
The WSDOT funding contract will cover two positions, one full -time and one part-time, along with
marketing and materials to implement the project. Deliverables include guides, training sessions, marketing
plan, and assessment of the viability for establishing a South King County transportation coalition.
UNANIMOUS APPROVAL.FORWARD TO NOVEMBER 14 COW FOR DISCUSSION.
B. Interlocal Aiireement with Kine Countv to Transfer Ownership of a Tukwila South Drainaee Facilitv
Staff is seeking Council approval to allow Tukwila to accept transfer ownership, via an interlocal
agreement, of a parcel of land located in the Tukwila South area that contains a storm drainage detention
pond.
All rights -of -way were automatically transferred from King County to Tukwila for the Tukwila South
annexation, but real property owned by King County was not automatically transferred. This specific parcel,
Number 0222049061, now needs to be transferred to Tukwila, as it is needed as part of the Sensitive Areas
Master Plan (SAMP) that has been approved for the Tukwila South area. The parcel will be transferred to
Tukwila and then will become part of the regional stormwater pond and river habitat. .UNANIMOUS
APPROVAL. FORWARD TO NOVEMBER 14 COW FOR DISCUSSION.
C. 2012 Overlav Repair Program Consultant Selection and Agreement
Staff is seeking full Council approval to enter into a contract with KPG, Inc. in the amount of $79,986.87
for final design services for the 2012 Overlay Repair Program.
KPG, Inc. started the initial design for the proposed seven street segments in 2011, but due to budget
restrictions, design was put on hold. This contract will finish the seven street segments and prepare the
project to be advertised for bid. Bid advertisement is anticipated for March /April 2012.
As with past practice, the list of streets for repair was largely developed from the City's Pavement
Management Program. Staff will return to Committee in 2012 with a construction bid. The final list of
projects will depend on cost estimates, with a balance made between the cost of the project and its priority.
UNANIMOUS APPROVAL. FORWARD TO NOVEMBER 14 COW FOR DISCUSSION.
153
154
COUNCIL AGENDA SYNOPSIS
Initials ITEM NO.
Ylleetin� Date Prepared by Mayors review Council review
11/14/11 MV
11/21/11 MV J 5. H.
ITEM hNFORMATION
STAFF SPONSOR: MIKE VILLA �ORIGINAI,AGE'NI)ADATE: 11/14/11
AGI?ND:\ A proposal for additional Police staffing
Discztssion F Motion Resolution Ordinance BidAuard 1 ❑Other
AIt1 Date 11114111 Mtg Date 11121111 Mt1 Date Mt Date 117t1 Date 111tg Date t17t1 Date
SPONSOR Council Mayor Adm Svcs DCD Finance Fire Legal P&R Police Plu
SPONSOR'S The city would like to add three positions to our Police Department -two Community
SU`'I� -I;aRY Oriented Policing bicycle officers and one Tukwila Anti -Crime Team detective. The purpose
of these officers is to increase public safety on Tukwila International Boulevard. The
Council is being asked to authorize the hiring of three full -time poilce officers in 2012 and
authorize the funding to be included in the year -end 2011 -2012 budget amendment.
R3.VIEWED BY COW Mtg. CA &P Cmte F &S Cmte Transportation Cmte
Utilities Cmte Arts Comm. Parks Comm. Planning Comm.
DATE: 11/08/11
RECOMMENDATIONS:
SPONSOR /ADMIN. Police Department
CO;\ NIFT'FEL Unanimous Approval; Forward to Committee of the Whole
COST IMPACT FUND SOURCE
EkPENDI'1'URl Rh:QUIRF.D AMOUNT BUDGETED APPROPRIATION REQUIRED
$345,000 $0 $345,000
Fund Source: 2011/2012 POLICE DEPARTMENT BUDGET
Conzntents: A $220,000 department budget savings is expected in 2011 and we expect a savings of
$125,000 in our 2012 jai/ budget.
155
156
City of Tukwila
Jim Haggerton, Mayor
INFORMATIONAL MEMORANDUM
TO: Mayor Jim Haggerton
Finance and Safety Committee
FROM: Mike Villa, Chief of Police
DATE: October 31, 2011
SUBJECT: Community Oriented Policing (COP) Bicycle Team
ISSUE
The Police Department would like to add three full time police officer positions to our current
staffing —two Community Oriented Policing (COP) Bicycle Officers and One TAC Team
Detective. The purpose of these officers is to enhance safety on Tukwila International Boulevard
(TIB) through increased police visibility, proactive enforcement of laws, and problem solving with
community stakeholders to reduce and prevent crimes.
BACKGROUND
In 1996, the Police Department implemented a COP Bicycle Team on TIB. It was an effective
tool in uniting the community along the corridor and driving down crime. City -wide violent crime
dropped 27% from 1996 to 1997. The team grew to four officers, but with competing interests
and demands, the department could not sustain the team and the members were absorbed into
patrol and other units. This was in part due to a decrease in staffing. From 2001 to 2003, the
department went from 71 officers to 68 officers where it remains today.
The Tukwila Anti -Crime (TAC) Team absorbed two of the original bike positions. This team is
dedicated primarily to city -wide gang, narcotics, gambling, and vice enforcement. However, the
TAC Team resources have decreased over the last several years. From 2005 to 2010 we did
not fill the TAC Team uniformed officer position due to patrol shortages and that position was
dissolved by the end of 2010. We then eliminated a TAC Team detective position in 2011 due to
budget reductions.
The reductions in these assets have decreased our enforcement and problem solving
capabilities along Tukwila International Boulevard.
DISCUSSION
Tukwila International Boulevard and its surroundings continue to be an area in which we see a
greater level of crime than other areas in the city. In the last 36 months, there were 322
narcotics investigations, 231 prostitution cases, and 143 robberies. We average four robberies
a month in the area from Southcenter Boulevard to S. 130 Street and 42 Avenue S. to the
west city limits. So far this year there has been a decrease in narcotic and prostitution cases.
However, this decrease is mostly reflective of our lack of enforcement activities due to staffing.
Reports from our patrol staff is that the activity level has either remained the same over the past
year or slightly increased. Citizen reports tend to reflect an increase in open drug transactions,
pan handling, loitering, and prostitution, as well as a general feeling of a lack of personal safety.
157
INFORMATIONAL MEMO
Page 2
Since the annexations in the early 1990's we have lacked the consistent resources necessary to
adequately address the criminal issues along that corridor and at the same time maintain
expected levels of service throughout the city. A staffing analysis conducted by the department
in 2008 and again in 2011 revealed that our department was significantly understaffed. One
measure that compared crime rates indicated that we should employ 90 officers to provide
similar levels of service as our surrounding jurisdictions.
In addition to the above, although our authorized staffing level is 68 officers, only 59 of those are
deployable at this present time. There are three officers in training, two on military leave, and
another four on leave for other purposes. Unfortunately, this disparity between authorized
staffing and actual staffing has been a constant reality for many years. It is not uncommon to
have officers in training, on medical leave or military duty, or out for some other administrative
purpose.
A contributing factor to the aforementioned is that we experience an average attrition of three
experienced officers per year. I anticipate that number will increase with our increasing average
age and tenure of officers. We lose another 1.5 officers during their initial training per year. As it
takes approximately one year to hire an entry level officer from time of interview to working solo
we regularly have two to five officers in background or training. These officers are counted as
part of our regular staffing. Since May of this year, we have implemented a more aggressive
hiring strategy of pipeline officers unfunded positions —in hopes of getting ahead of this curve.
Without hiring pipeline officers we will never get close to a full complement.
There are long- standing crime issues on TIB and our department lacks sufficient staffing to
address the issues. There are three strategies that we recommend. (1) The first strategy is to
continue to hire the four pipeline officers as mentioned above. This strategy is already in
progress. (2) The second strategy we could implement as early as the first quarter of 2012 and
is a two person bike team on TIB. (3) A third related strategy is to refill the TAC team detective
position that was cut from the budget at the beginning of 2011. Our decrease of proactive
enforcement of narcotic violations and prostitution is a direct result of that prior reduction in
staffing.
In order to implement, we would need to fund salaries, benefits, and overtime for three full time
officer positions. The department would absorb all the other ancillary costs associated with
these positions. Salaries and benefits for one officer for 2012 is estimated at $105,000.
Overtime should be budgeted at $10,000 per officer. Total cost in 2012 is estimated at
$345,000. This is the cost if the officers are hired on January 1, 2012.
We are proposing to fund the officers with both savings from the 2011 Police Department
budget and with a 2012 adjustment within the PD budget. A $220,000 departmental budget
savings is expected in 2011 that will be used to help fund these positions in 2012. In addition,
we anticipate a savings in 2012 of $125,000 from the jail budget. This amount will be moved to
salaries and benefits as a budget amendment.
WA2011 Info Memos- CouncilToliceStaffing.doc
158
INFORMATIONAL MEMO
Page 3
It is our intent to continue these positions into and beyond 2013. We recognize that the city will
need a sustainable funding source funding the police department at 71 officers.
In addition, beginning in 2014 we will begin to fund the three COP officers hired in 2011. The
COPS Office is currently reimbursing us for their salaries and benefits. We are committed to
fund those officers for 12 months after the grant expires. Although it is the city's intent to fund
these officers past 2014, we will need to evaluate at that time.
RECOMMENDATION
I recommend approval of three full time police officer positions as stated above. Carry over and
an amendment within the Police Department budget will fund these positions in 2012.
City Administrator David Cline and Mayor Jim Haggerton fully support this proposal.
The Council is being asked to consider this item at the November 14, 2011 Committee of the
Whole and November 21, 2011 Regular Meeting to authorize the hiring of three full -time police
officers in 2012 and authorize the funding to be included in the year -end 2011 -2012 budget
amendment.
I appreciate your consideration. Please let me know if you need anything else.
WA2011 Info Memos- CouncilToliceStaffing.doc
159
160
Finance Safety Committee Minutes
November 8, 2011- Paoe 2
D. Ordinance: 2011 -2012 Budget Amendment
Staff is seeking Council approval of an ordinance amending the 2011 -12 Biennial Budget.
After discussion, the City Administrator explained that the Council's legal authority is the fund and
appropriation. The responsibility to move /transfer dollars within a fund is an executive function.
COUncllmember Robertson asked for more specific details regarding where the "surplus" funds came
from (Public Works /Mayor's Office /Parks and Rec) i.e. vacant positions, reductions in overhead, etc.
Councilmember Hougardy noted that we seem to be consistently over budget in the City Attorney's
office, and she wondered if the City should consider moving back to an in -house attorney. Dennis
suggested that staff review the budgeting process further, especially in the area of legal costs, to look at
history, budget versus actual, etc. to see if we can do a better job in.;estimating expenditures
Discussion continued regarding the subsidies for Foster Golf Course. Dennis requested that staff provide
a summary of what the general fund would have to subsidize for the next six years, since it has been
difficult to get a clear understanding of the costs related to�tlie go course. He also suggested a detailed
walk thru of this summary with Council members at the`November 14- GO OW meeting.
MR
As required by the Revised Code of Washington, staff is seeking Council .approval of an ordinance
amending the 2011- 12 Biennial Budget. The amendillent includes many item §ghat have been discussed
and addressed throughout the year.
UNANIMOUS APPROVAL. FOR LA"W TO NOVEIVI 1214 COW FOR DISCUSSION.
E. Memorandum of Understanding with W asllin 2t6n,Citti
Staff is seeking Council approval of a meihorandum
Authority (WCIA) which dWill reduce the City s liabil
Peggy explained that tli s�'Zhange in::deductibl`6
consider reformatting/ plifying the; data and anal'
YS
at the number and tvoes` fcIai ill s w-h n this analvsis =i
Insurahce!Authority
ugderstand�gg with Washington Cities Insurance
insbrance deductible from $100,000 to $25,000.
lace tl)e Gtty's� costs. After discussion, staff will
It was I Ash `suggested that staff look specifically
s done next year.
UNANIMQt1S APPROVAL. FORWA 2D O NOVEMBER 14 COW FOR DISCUSSION.
s
F. Pro posa a «Additional Police'StaffinQ
Chief Villa ex p dined that the City had a bicycle patrol in the mid 1990's (he was one of the City's first
two bicycle officers)„ The recent closure of the Neighborhood Resource Center has resulted in more
reporting by citizens egarding panhandling and prostitution. Whether crime has actually increased along
Tukwila International4BO or°not, the Police Department is doing whatever it can to help create a
safe neighborhood enviroii►ngnt- A bicycle patrol cannot be staffed with the current number of officers.
He also explained that out of., the existing number of officers (68), the number that can actually be
deployed in the field is around 59, based on officers on administrative leave, military deployment
overseas, training, etc. The Police Dept. loses about 3 seasoned officers every year through attrition.
They are constantly training and trying to keep the pipeline filled.
UNANIMOUS APPROVAL. FORWARD TO NOVEMBER 14 COW FOR DISCUSSION AND
RECOMMENDATION FOR APPROVAL.
III. MISCELLANEOUS
161
162
COUNCIL AGENDA SYNOPSIS
Meeting Date
11/14/11
11/21/11
Initials
Prepared by I 411ayor's review
NG ,//;l F
NG
ITEM NO.
Council review
ITEM INFORMATION
STAFF SPONSOR: NORA GIERLOFF OItIGINAI,AGI NDA DA "1'E: 11/14/11
AGl_,NDA I'rEm Trrl::e: Permit Tracking System Replacement
C,\ I'I ,GORY Discussion
lltg Date 11/14/11
Motion Resolution Ordinance Bid Axard ❑Public Hearing Other
A -1tg Date 11/21/11 Mt g Date Mtg Date Mt Date tVltg Date A/Itg Date
SPONSOR Council Mq)1or HR DCD .Finance Fire IT P &R Police PIu
SPONSOR'S The software program used to track City permits is being phased out by the vendor. An
SU,NJIMARY interdepartmental committee has been formed to research issues and options for its
replacement. This is an opportunity to significantly improve service to the public. The
Council is being asked to consider a budget amendment for 2012 that would allow us to
move forward with the permit software selection and migration process. Implementation
and additional costs expected in 2013. A technology fee could cover this expense.
RI ,vI ISWI =,D RY cow Mtg. CA &P Cmte F &S Cmte Transportation Cmte
Utilities Cmte Arts Comm. Parks Comm. Planning Comm.
DATE: 10/24/11 COMMITTEE CHAIR: SEAL
RECOMMENDATIONS:
SPONSORR/ADMIN• Department of Community Development
Co k'M "I °rr:I: Unanimous Approval; Forward to Committee of the Whole
COST IMPACT FUND SOURCE
EXPI- 1NDrI'U1ZL RL?()UIR13D AMOUNT BUDGETED APPROPRIATION REQUIRED
$175,000 2012 $150,000 2013 $0 $175,000 in 2012
Fund Source: OFFSET OF $50,000 IF WE STOP PAYING MAINTENANCE ON PERMITS PLUS.
Conznents: Costs are approximate, a technology fee could pay back the investment in 4 -6 years
MTG. DATE
11/14/11
RECORD OF COUNCIL ACTION
I MTG. DATE I ATTACHMENTS
11/14/11 Informational Memorandum dated 10/14/11 with attachments
Minutes from the Community Affairs and Parks Committee meeting of 10/24/11
163
164
City of Tukwila
Jim Haggerton, Mayor
INFORMATIONAL MEMORANDUM
TO: Mayor Haggerton
Community Affairs and Parks Committee
FROM: Nora Gierloff, Deputy DCD Director
DATE: October 14, 2011
SUBJECT: Permit Tracking System Replacement
ISSUE
The software program used to track City permits is being phased out by the vendor. An
interdepartmental committee has been formed to research issues and options for its
replacement. The change will require a significant investment of financial and personnel
resources.
BACKGROUND
The City's current permit tracking system is Permits Plus by Accela. We have used this system
since 1992 (when it started as a DOS -based system). It is used by the Building Division
(building, plumbing, mechanical and electrical permits), Planning (land use applications, sign
permits), Public Works (land altering, utility, paving, street use permits), Code Enforcement and
Rental Housing. Over time we have made improvements to the system to improve service to the
public. Applicants can call the City's automated inspection request line which then populates the
daily inspection schedule in Permits Plus. Applicants can also send an e-mail and receive an
automated response with the status of their permit, inspection results, and fees.
Accela has developed a web based permit tracking system called Accela Automation and is
focusing its efforts on enhancements to that program rather than on Permits Plus. We expect
that support for Permits Plus will be phased out over the next few years. Another issue is that
annual maintenance fees for Permits Plus have been steadily increasing by 10% a year for a
current annual fee of $45,000. For these reasons developing a recommendation for
replacement of Permits Plus is a 2011 program goal for the Department of Community
Development (DCD).
A 2008 report on permit software selection commissioned by the eCityGov Alliance cities had
this to say:
Recent changes in the permit management software marketplace, notably Accela's
planned retirement of its earlier generation products, drove participating cities to re -think
their approaches to permit automation. Accela's replacement product, Automation, will
be expensive to implement and appears to have high operating and maintenance costs.
In addition, Accela's preferred funding model for online permits through Automation
would collect a percentage of permit fees. A number of Accela clients, including at least
seven cities using myBuilding Permit. com, will have difficulty passing these costs on to
their customers. As a result, many local governments are considering alternatives to
WA2011 Info Memos- CouncilTermitSystem.docx
10/19/2011
165
INFORMATIONAL MEMO
Page 2
Automation, and some of them (e.g., the City and Borough of Juneau, AK) have decided
to move off the product.
Tukwila formed an interdepartmental committee in March of this year to identify City -wide
permitting needs, hear vendor presentations, find out more about why other jurisdictions have
chosen their vendors and reach consensus on a recommendation to Council. DCD invited
participation by representatives from all City departments and a core group of representatives
from DCD, IT, Public Works, Fire, Finance, and the City Clerk have regularly attended.
ANALYSIS
One of the Committee's first objectives was to learn what we could from the experiences of
other cities as they made their permit system choices. Lynnwood issued a Request for Proposal
(RFP) for permitting software in April 2008 and selected the EnerGov program. A group of six
cities (Bothell, Issaquah, Kirkland, Redmond, Renton and Sammamish) joined together under
the eCityGov Alliance framework to issue a joint RFP for permit software systems in November
2009. They did a very thorough selection process and required all of the information we would
need to make our decision. They received fourteen responses which they narrowed down to a
short list of seven. They then conducted in -depth demonstrations and due diligence research
with each vendor. Ultimately five of the participating cities chose the EnerGov system while
Issaquah chose to go with CRW.
Short List Recommendation
i ecityGov i
Hosting
Red'. Avg lV,y cost >455oK.
Black AJj yr cost <$300K ,f `o fit
esources
Infbr CSDC
Accela
Best Match
FnerGov
i Ckw
<$4a0K Cost
Gov' Partnek
i t
EDEN
They designed the RFP to allow other cities to join it later through an interlocal agreement per
RCW 39.34and receive the same terms as they had negotiated with the vendors. Pricing,
including the negotiated group discount, is guaranteed for three years from the first executed
WA2011 Info Memos- CounciWermitSystem.docx 2 10/19/2011
166
INFORMATIONAL MEMO
Page 3
contract in 2010. Using the interlocal process to join the existing RFP would be faster and
simpler than issuing our own RFP.
Ranae of Costs
Of the cities who participated in the eCityGov process Tukwila is most similar to Sammamish
with 20 simultaneous system users and Bothell with 30. While Tukwila may choose different
options than the ones specified in the vendor price estimates the bids are useful for getting a
ballpark estimate of the purchase cost and in determining relative costs between vendors.
Vendor
Infor Hansen
Accela
EnerGov
GovPartner
CRW Systems
Tyler Eden
1 s Year Costs 1 5 Year Costs
Sammamish
1,022,370
785,129
419,577
241,000
210,400
173,613
1,217,475
971,841
514,941
325,000
283,945
248,059
Bothell
1 s Year Costs
1,135,120
724,075
490,258
238,200
230,450
217,103
5 Year Costs
1,409,635
934,662
619,806
315,000
320,803
325,242
Hansen is so much more expensive than the other vendors staff recommends removing them
from consideration. Accela, our current vendor, has the second highest price quote and is three
times the cost of the three lowest priced vendors. They also have high ongoing maintenance
costs. EnerGov is the mid priced quote and five of the cities chose this vendor as the best
match for their needs. GovPartner is the next lowest price though the consensus of the
eCityGov group was that it did not have the full functionality they were looking for. CRW was
chosen by Issaquah, the sixth member of the eCityGov group, whose Building Official said that
it meets their needs well for half the cost of EnerGov. Staff made a site visit to Puyallup to see
Tyler and spoke with staff from Bonney Lake who also use that system. While they were
satisfied with the program it seemed to require a lot of work arounds to meet their needs. At first
it appeared that choosing Tyler would make for an easier integration with our Eden financial
system but after talking with other cities any of the permit systems can interface with Eden.
Issaquah is a recent example of integration between CRW permitting and Eden financial
programs.
Benefit
Many of the jurisdictions in our region already have a web based permit system or are
implementing a system within the next 2 -5 years. These systems typically allow for electronic
plan submittal, online status checks, greater automation of processes and public access to
permit information. Another benefit is a more efficient link to the KC Assessor's Office resulting
in faster property tax updates for new construction.
The MyBuilding Permit. com application is used in conjunction with a permit tracking system by
thirteen local jurisdictions allowing contractors to do "one stop shopping" for over the counter
permits. Other jurisdictions use electronic permitting modules that are part of their permit
tracking system. Some cities such as Seattle have developed proprietary systems.
While there are capital costs associated with implementing an electronic permitting system it
could have significant benefits for our customers and our staff. Mercer Island did a study when
they implemented their ePlan review system and found that the benefits included:
WA2011 Info Memos- CouncilTermitSystem.docx 3 10/19/2011
167
INFORMATIONAL MEMO
Page 4
increased efficiency of staff review,
faster permit review since there is no wait for plans to be stamped and routed,
greater convenience for applicants as permits can be submitted at any time,
significant cost savings for applicants due to elimination of paper, printing and transport
costs, and
streamlined emergency response and disaster recovery efforts.
According to Marty Grisham this last item could be an important element of our disaster
recovery strategy because it would allow us to help get our businesses open and operating
more quickly after a disaster. Staff is working on developing a low cost pilot project to allow for
electronic submittal of sign permits as we work through the larger permit software issue.
Implementation Issues
Listening to the experiences of other cities it seems that implementing a new permit system is
time consuming and requires a significant investment of staff resources. Staff has been
attending a working group of cities implementing the EnerGov program and several of them
recommended the use of a consultant to negotiate the contract with the software vendor.
Making sure that the City's needs for customization in permit processes, reports and permit
documents are documented in the contract and included in the price can prevent costly
overruns during implementation.
Of the six cities in our region who have decided to switch to EnerGov in the past several years,
only Lynnwood and Bothell have actually gone live with the system. Lynnwood spent three
years in the migration and implementation phase. Issaquah went live with CRW almost a year
ago and reported that implementation took about six months, much faster than the EnerGov
cities.
Financing Options
Given the significant investment required to upgrade to a new permit system many cities are
imposing technology user fees. Fees are assessed as either a flat fee, fee per sheet or
percentage that ranges from 1.3% to 5 see Attachment B. The Master Builders have written a
letter in support of city technology fees if they are used to provide better service and in our
informal discussions with applicants many think the efficiencies of electronic permit review
would be worth a modest fee increase. The cost to use the online MyBuilding Permit. com
electronic permitting site is 1.3% of the permit fee.
The intent of a proposed technology fee would be service cost recovery. It would be applied to
all permits that are processed through our tracking systems (except fire department licenses,
rental housing). However, it would apply to the "Permit" fee only, excluding the plan review fee,
mailing fees, state building code fee, impact fees, Cascade Water Alliance Fee and any other
water or sewer assessments. For hourly land use permits it would be assessed once on the
retainer and not added to any additional hours that may accrue during permit review.
A chart of the amount Tukwila would have collected from different fee structures is included as
Attachment C. It appears that we could cover the annual expenses associated with a permit
tracking system that allowed for electronic plan review with a fee in line with that charged by
other jurisdictions in our area. Over a longer term we could recover most or all of
implementation costs, depending on future permit volumes. If we opted to proceed with this
approach one question would be whether to start charging during the implementation phase
when we were incurring costs or wait until the system was live. It would be most equitable to
only charge the fee once the applicants were able to benefit from the upgrade.
VVA2011 Info Memos- CouncilTermitSystem.dou 4 10/19/2011
168
INFORMATIONAL MEMO
Page 5
Timinq
Staff suggests that a reasonable time frame for Tukwila to move forward with replacing our
permit system would be:
2011 Review our permit processes to increase efficiency and prepare for electronic permitting
Adopt an interlocal agreement to join the eCityGov Alliance RFP
Select a permit software vendor
Decide on an electronic permitting approach (MyBuilding Perm it.com or vendor system)
2012 Select and contract with a consultant to assist with negotiating the software contract
Negotiate a contract for the permit software
Start migration and customization which will extend into 2013.
2013 Go live with permit system and electronic permitting
Adopt a financing mechanism
This timeline will require a budget amendment for 2012 to cover expenditures for a contract
consultant and initial permit software payments. The cost for these items would be
approximately $175,000 with a possible offset of $50,000 if we opted to stop paying
maintenance on Permits Plus. Additional costs for data migration, training, hardware and
maintenance of approximately $150,000 would need to be included in the 2013 budget.
Depending on the software configuration and technology fee level that we choose we anticipate
a payback time of 4 -6 years.
RECOMMENDATION
Staff recommends that the Council consider a budget amendment for 2012 that would allow us
to move forward with the permit software selection and implementation process.
The Council is being asked to consider this item at the November 14 Committee of the Whole
and November 21 Regular meeting to authorize acquisition of the Permit Tracking System and
include the amount of $175,000 in the year -end 2011 -2012 budget amendment.
ATTACHMENTS
-Short List Vendor Information Comparison
Technology Fee Survey
Potential Technology Fee Revenue
WA2011 Info Memos- CouncilTermitSystem.docx 5 10/19/2011
169
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Technology Fee Usage
yf= Fee ifildi
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ar�tl l sc jMb 1161,fbrkg�N
#es
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I I
also charged against mech, plumb,
City of Federal Way
6.00 yes
yes yes
elect
also charged against mech, plumb,
City of Covington
38.00 yes
yes yes
fire sprinkler /alarm
(City of Bellingham
1$ I
I I
I
(City of Des Moines
1 25.00 (yes
Ino Ino
I
City of Black Diamond
I I
City of Auburn
I$ I
I I
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ICity of Ocean Shores
I I
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ICity of Kent
1 3 %1
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(considering adoption of technology
ICity of Burien
1$ I
I I
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City of SeaTac
1$
City of Newcastle
1$
City of Lynnwood
I I
I
City of Sammamish
I$ I
I I
I
effective 11/2010 applies to all
City of Renton
3%
permits
The cost to submit via the EPlan
process is based on the number of
original plan sheets (at $2 per
sheet; there are not additional fees
for subsequent submittals,
see
supplemental documents,
City of Mercer Island
notes
calculations, letters, forms, etc.).
City of Maple Valley
I l
applies to all permits, land use
City of Redmond
3%
applications, public works, fire
1City of Tacoma
1 5 %1
I 1
levery permit
added to all fees listed other than
City of Bothell
5%
state, impact, mitigation or facility
also charged against mech, plumb,
City of Issaquah
1.3% yes
yes yes
fire sprinkler /alarm
also charged against mech, plumb,
City of Kirkland
1.3% yes
yes yes
fire sprinkler /alarm
Email sent out April 2010
Updated: July 27, 2011
181
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182
City of Tukwila
Community Affairs and Parks Committee
COMMUNITY AFFAIRS AND PARKS COMMITTEE
Meeting Minutes
October 24, 2011 5:00 p.m.; Conference Room #3
PRESENT
Councilmembers: Verna Seal, Chair; and Joe Duffie
Absent: De'Sean Quinn
Staff: Derek Speck, Peggy McCarthy, Nora Gierloff, Jack Pace, David Cline and Kimberly Matej
CALL TO ORDER: Committee Chair Seal called the meeting to order at 5:03 p.m.
I. PRESENTATIONS
No presentations.
II. BUSINESS AGENDA
A. Parks Recreation Events Calendar
As an information only item, Committee Members reviewed the Parks Recreation calendar for November
and December. INFORMATION ONLY.
B. Resolution: Foster Golf Links Green Fees
Staff is requesting Council approval of a resolution to increase green fees at Foster Golf Links. The draft
resolution proposes a $1.00 in each category with the exception of Junior and Twilight green fees increases.
The last fee increase at Foster Golf Links was in 2010 when Council approved increases across the board
from $0.50 to $2.00.
This green fee increase is anticipated to raise revenue by approximately $45,000, and will be implemented
immediately upon Council passage. UNANIMOUS APPROVAL. FORWARD TO NOVEMBER 14
COW FOR DISCUSSION.
C. Permit Tracking Svstem Reolacement
Staff is seeking Council approval for a 2011 -12 Budget Amendment for approximately $175,000 which will
allow staff to contract a consultant and make initial payments for a new permit tracking system that will
replace the current Permits Plus program by Accela.
The vendor for Permits Plus is phasing out the software program. City staff has known this for some time and
had planned accordingly; however, this was an item removed from the budget during cuts over the past
several years. After implementation of an interdepartmental committee to assess permitting software options,
and review of information provided by the eCityGov Alliance, staff is recommending moving forward with a
new computerized permit tracking system that will improve communications, support citizen interaction and
link staff reports and other necessities such as pictures.
Staff is hopeful that potential assessment of a technology fee to each permit application will eventually pay
for the new system over a 4 -7 year timeframe making this purchase revenue neutral after a set payback period.
Regardless of the permitting software chosen, implementation and migration will require a financial
investment and a significant amount of staff time.
Although a software vendor has not yet been chosen, initial costs in 2012 are anticipated to be approximately
$175,000, with an additional $150,000 in 2013. Annual maintenance costs, if any, are not yet known.
Currently, the City pays an annual fee of $45,000 to Permits Plus for maintenance, and costs have increased
on an average of 10% per year. UNANIMOUS APPROVAL. FORWARD TO NOVEMBER 14 COW
FOR DISCUSSION.
183
x
COUNCIL AGENDA SYNOPSIS
Initials ITEM NO.
tllleethN Date Prepared by Mayor's review Council review
11/14/11 RS
11/21/11 RS 5.J.
ITEM INFORMATION
STAFF SPONsoR: RICK STILL ORIGINtv_A(;]-NDA DATr: 11/14/11
AGI -:NDA I'Em Tt' n,1? A resolution regarding Foster Golf Links Greens Fee Increase
CATI?,GORY Discussion Motion Resolution Ordinance .Bid Award Puhlic.Hearing ❑Other
tlltg Date 11/14/11 Mtg Date 12tg Date 11/21/11 111tg Date t17tg Date Altg Date Alt
g Date
S Council Mayor HR DCD E] Finance Fire IT PAR Police PIVI
SPONSOR'S The Foster Golf Links 2011 revenue projection was set with a goal of reaching $1,200,000
SU,N1 ,\MARY in green fee sales. Due to poor weather, a suffering economy, and increased play options,
revenue goals will not be accomplished. To maintain proper price points, stimulate growth
and achieve 2012 revenue goals, fees should be increased.
Ri I WF;D BY cow Mtg. CA &P Cmte F &S Cmte Transportation Cmte
Utilities Cmte Arts Comm. Parks Comm. Planning Comm.
DATE: 10/24/2011 COMMITTEE CHAIR: SEAL
RECOMMENDATIONS:
SPONSOR /ADMIN. Parks and Recreation
C0'1\4Mr1 Unanimous Approval; Forward to Committee of the Whole
ExPI`.NDI'ruRl RF,QUIRI;D
Fund Source: N/A
Comments:
J MTG. DATE J
11/14/11
MTG. DATE
11/14/11
11/21/11
COST IMPACT FUND SOURCE
AMOUNT BUDGETED
APPROPRIATION REQUIRED
RECORD OF COUNCIL ACTION
ATTACHMENTS
Informational Memorandum dated 10/18/2011
Resolution in Draft Form
Green Fee Increase Comparison
Minutes from the Community Affairs and Parks Committee meeting of 10/24/11
185
W-LI-
City of Tukwila
Jim Haggerton, Mayor
INFORMATIONAL MEMORANDUM
TO: Mayor Haggerton
Community Affairs and Parks Committee
FROM: Rick Still, Parks and Recreation Director
DATE: October 18, 2011 (Revised after CAP meeting, changes underlined)
SUBJECT: 2011 Golf Fee Resolution
ISSUE
Golf Fees Increase Resolution
BACKGROUND
The Foster Golf Links 2011 revenue projection was set with a goal of reaching
$1,200,000 in green fee sales. Due to poor weather, a suffering economy, and
increased play options, revenue goals will not be accomplished.
DISCUSSION
In 2011 it is anticipated that golf fees will reach approximately 85% of the proiected
revenue or $1.020,000. If the same rounds are obtained as in 2011, it is anticipated that
approximately $49,000 in additional revenue will be reached in 2012 from the
recommended golf fees increase. These proiected numbers are consistent with the
Attachment G that has been presented and discussed at this vear's special budaet
meetinas.
In order to move towards meeting revenue goals staff will continue to offer promotions
and develop creative ways to increase play. To maintain proper price points, stimulate
growth and work towards revenue goals fees should be increased. The Parks and
Recreation Department seeks input from the Community Affairs and Parks Committee
regarding the greens fee increase.
RECOMMENDATION
It is the recommendation of the Parks Recreation Department that the Council
consider this item at the November 14, 2011 Committee of the Whole Meeting and
subsequent November 21, 2011 Regular Meeting.
ATTACHMENTS
Resolution in Draft Form
-Green Fee Increase Comparison
lE'�1
..I
HLELS
DRAFT
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
TUKWILA, WASHINGTON, SETTING GREEN FEES FOR
THE CITY'S FOSTER GOLF LINKS; AND REPEALING
RESOLUTION NO. 1707.
WHEREAS, pursuant to Tukwila Municipal Code 12.12.010A, green fees are
established and updated by City Council resolution, most recently by Resolution No.
1707, passed March 1, 2010; and
WHEREAS, green fees are the major source of revenue for operating and
improving the City of Tukwila -owned Foster Golf Links and an increase is necessary to
meet the revenue needs for operating, maintaining and making capital improvements;
NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF TUKWILA,
WASHINGTON, HEREBY RESOLVES AS FOLLOWS:
Section 1. The following green fees are hereby established for play at the City's
Foster Golf Links.
GREEN FEES 2011
18 holes, Weekday (Mon. -Fri.)
30.00
9 holes, Weekday (Mon. -Fri.)
21.00
18 holes, Weekend (Sat. or Sun.)
I 35.00
9 holes, Weekend (Sat. or Sun.)
24.00
18 holes, Senior (62 years or older) (Mon. -Fri.)
I 25.00
9 holes, Senior (62 years or older) (Mon. -Fri.)
17.00
18 holes, Junior (17 years or younger) (anytime)
16.00
9 holes, Junior (17 years or younger) (any time)
I 10.00
Twilight, Weekday (Mon. -Fri.)
12.00
Twilight, Weekend (Sat. or Sun.)
12.00
18 holes, Resident, Weekday (Mon. -Fri.)
28.00
9 holes, Resident, Weekday (Mon. -Fri.)
20.00
W: \Word Processing- City \Resolutions \Green Fees 2011.docx
SG:mrh
Page 1 of 2
18 holes, Resident, Weekend (Sat. or Sun.) 33.00
9 holes, Resident, Weekend (Sat. or Sun.) 23.00
18 holes, Senior Resident (62 years or older) (Mon. -Fri.) 23.00
9 holes, Senior Resident (62 years or older) (Mon. -Fri.) 16.00
Section 2. Repealer. Resolution No. 1707 is hereby repealed.
PASSED BY THE CITY COUNCIL OF THE CITY OF TUKWILA, WASHINGTON,
at a Regular Meeting thereof this day of 2011.
ATTEST /AUTHENTICATED:
Christy O'Flaherty, CMC, City Clerk
APPROVED AS TO FORM BY:
Shelley M. Kerslake, City Attorney
W: \Word Processing- City \Resolutions \Green Fees 2011.docx
SG:mrh
Allan Ekberg, Council President
Filed with the City Clerk:
Passed by the City Council:
Resolution Number:
Page 2 of 2
ims
Foster Golf Links
Green Fee Increase Comparison
Junior: 17 years or younger
Senior. 62 years or older
191
Summer
Summer
2011
2012
18 Holes, Weekday (Mon- Fri)
$29.00
$30.00
9 Holes, Weekday (Mon- Fri)
$20.00
$21.00
18 Holes, Weekend (Sat or Sun)
$34.00
$35.00
9 Holes, Weekend (Sat or Sun)
$23.00
$24.00
18 Holes, Senior (62 years or older) (Mon- Fri)
$24.00
$25.00
9 Holes, Senior (62 years or older) (Mon- Fri)
$16.00
$17.00
18 Holes, All Juniors (17 years or younger) (any time)
$16.00
$16.00
9 Holes, All Juniors (17 years or younger) (any time)
$10.00
$10.00
All Twilight Weekday (Mon- Fri)
$12.00
$12.00
All Twilight Weekend (Sat or Sun)
$12.00
$12.00
18 Holes, Resident Weekday (Mon- Fri)
$27.00
$28.00
9 Holes, Resident Weekday (Mon- Fri)
$19.00
$20.00
18 Holes, Resident Weekend (Sat or Sun)
$32.00
$33.00
9 Holes, Resident Weekend (Sat or Sun)
$22.00
$23.00
18 Holes, Resident Senior (62 years or older (Mon -Fri)
$22.00
$23.00
9 Holes, Resident Senior (62 years or older)(Mon- Fri)
$15.00
$16.00
Junior: 17 years or younger
Senior. 62 years or older
191
I'A
City of Tukwila
Community Affairs and Parks Committee
COMMUNITY AFFAIRS AND PARKS COMMITTEE
Meeting Minutes
October 24, 2011 5:00 p.m.; Conference Room #3
PRESENT
Councilmembers: Verna Seal, Chair; and Joe Duffie
Absent: De'Sean Quinn
Staff: Derek Speck, Peggy McCarthy, Nora Gierloff, Jack Pace, David Cline and Kimberly Matej
CALL TO ORDER: Committee Chair Seal called the meeting to order at 5:03 p.m.
I. PRESENTATIONS
No presentations.
II. BUSINESS AGENDA
A. Parks Recreation Events Calendar
As an information only item, Committee Members reviewed the Parks Recreation calendar for November
and December. INFORMATION ONLY.
B.
P
INN
11"
Resolution: Foster Golf Links Green Fees
Staff is requesting Council approval of a resolution to increase green fees at Foster Golf Links. The draft
resolution proposes a $1.00 in each category with the exception of Junior and Twilight green fees increases.
The last fee increase at Foster Golf Links was in 2010 when Council approved increases across the board
from $0.50 to $2.00.
This green fee increase is anticipated to raise revenue by approximately $45,000, and will be implemented
immediately upon Council passage. UNANIMOUS APPROVAL. FORWARD TO NOVEMBER 14
COW FOR DISCUSSION.
C. Permit Tracking Svstem Replacement
Staff is seeking Council approval for a 2011 -12 Budget Amendment for approximately $175,000 which will
allow staff to contract a consultant and make initial payments for a new permit tracking system that will
replace the current Permits Plus program by Accela.
The vendor for Permits Plus is phasing out the software program. City staff has known this for some time and
had planned accordingly; however, this was an item removed from the budget during cuts over the past
several years. After implementation of an interdepartmental committee to assess permitting software options,
and review of information provided by the eCityGov Alliance, staff is recommending moving forward with a
new computerized permit tracking system that will improve communications, support citizen interaction and
link staff reports and other necessities such as pictures.
Staff is hopeful that potential assessment of a technology fee to each permit application will eventually pay
for the new system over a 4 -7 year timeframe making this purchase revenue neutral after a set payback period.
Regardless of the permitting software chosen, implementation and migration will require a financial
investment and a significant amount of staff time.
Although a software vendor has not yet been chosen, initial costs in 2012 are anticipated to be approximately
$175,000, with an additional $150,000 in 2013. Annual maintenance costs, if any, are not yet known.
Currently, the City pays an annual fee of $45,000 to Permits Plus for maintenance, and costs have increased
on an average of 10% per year. UNANIMOUS APPROVAL. FORWARD TO NOVEMBER 14 COW
FOR DISCUSSION.
193
194
COUNCIL AGENDA SYNOPSIS
ITEM NO.
CAS NU ,v4BI R:
Aleetin� Date Prepared by Maitor.r revien
11/14/11 PMc
11/21/11 PMc
ITEM INFORMATION
STAFF SPONSOR: PEGGY MCCARTHY
Consider for approval certain financial chan
Council rey 9w
5. K.
ORIGINAL Acr -NDA DATE: 11/14/11
ges in Golf Course Fund.
CATF?GORY Discussion Motion Resolution Ordinance Bid_Axard Public Hearing ❑Other
117tg Date 11/14/11 P1tg Date Mtg Date 11 21 11 Mtg Date tlltg Date Nltg Date Mtg Dale
SPONSOR Council Mayor PR DCD Finance E] Fire IT P &R Police Plr/
SPONSOR'S The City Council is being asked to consider for approval certain financial changes to the
SUk1M!\IZY Golf Course fund to enable a balanced budget without the need for significant General
Fund subsidy.
Ri i F kXcI D BY COW Mtg. CA &P Cmte F &S Cmte
Utilities Cmte Arts Comm. Parks Comm.
DATE: COMMITTEE CHAIR:
RECOMMENDATIONS:
SPONSOR /ADMIN. Finance
COST IMPACT FUND SOURCE
EkPI ?NDI "I'URI_; Rl_:QU1RI_.D AMOUNT BUDGETED
Fund Source:
Cornmentc.
I MTG. DATE
11/14/11
Transportation Cmte
Planning Comm.
APPROPRIATION REQUIRED
$0
RECORD OF COUNCIL ACTION
MTG. DATE I ATTACHMENTS
11/14/11 Informational memorandum dated 11/8/11, with attachments
11/21/11
195
x
City of Tukwila
Jim Haggerton, Mayor
INFORMATIONAL MEMORANDUM
TO: Mayor Haggerton
Councilmembers
FROM: Peggy McCarthy, Interim Finance Director
DATE: November 8, 2011
SUBJECT: Golf Course Fund Proposed Financial Changes
ISSUE
For 2012 and beyond, implement proposed financial changes to allow the Golf Course Fund to
operate at a break -even level or with a small operating surplus.
BACKGROUND
Foster Golf Links was purchased in 1978 pursuant to a vote by the citizens of Tukwila. The
Course provides governmental type services through its park -like setting, its role as a meeting
place for residents and others, and the recreational opportunities it affords to resident youth,
seniors and others. Additionally, it functions as a wildlife habitat and is a Washington State
Department of Ecology King County riverbank restoration site. The golf course property is in a
flood plain making development of the site for purposes other than a golf course difficult.
In 2003, bonds were issued to construct the new clubhouse. The golf course has had
insufficient operating revenues to pay the debt service on these bonds. Additionally, in 2011 the
General Fund indirect cost allocation charges increased to the extent golf course operating
revenues have been insufficient to cover them as well. In the past, the shortfall has been
addressed through the budget process and sales tax was allocated, or funds were transferred in
from the General Fund, to cover these costs. A more permanent and committed funding
solution is being sought.
Historical financial data demonstrates, for the most part, that the golf course operating revenue
can fund golf course operations but is insufficient to fund the debt service and certain charges
from the General Fund. At the September 27, 2011 Budget Workshop, certain financial
changes were proposed by the Parks and Recreation Director to structure the Golf Course fund
as self- sustaining alleviating the need for significant, annual subsidies from the General Fund.
The specific financial changes proposed follow and are numbered to correspond with the
references on Attachment G in the proposed 2012 -2017 draft CIP.
2. Eliminate the General Fund subsidy (in the form of sales tax or transfers in) to the Golf
Course Fund.
4a. 25% of the Park Recreation Director's salary and benefits will no longer be
charged to the golf course fund but will instead be charged to the General Fund Parks Division.
197
INFORMATIONAL MEMO
Page 2
4b. The 5% Admissions tax charged by the General Fund and paid by the Golf Course
Fund will be waived.
4c. 50% of the operating costs of the maintenance building will be paid for by the
General Fund Parks Division, consistent with the Parks Division usage, instead of 100% of
these costs being paid for by the Golf Course Fund.
5. The indirect costs allocated by the General Fund and paid by the Golf Course Fund
will be waived.
6. Debt service on the golf course portion of the LTGO 2003 bond issue will be paid by
the General Fund in 2012 and 2013 and the remaining outstanding bond balance will be paid -off
in December 2013 using sales tax revenue accumulated into the 301 Park Acquisition fund.
7. The $650,000 transfer into the Golf Course Fund in 2004 from the General Fund will
be considered the General Fund's approximate 50% contribution to the construction cost of the
maintenance building since at least 50% of the structure is used by the General Fund Park
Division. It will no longer be considered a loan to the Golf Course Fund.
At the October 25, 2011 Workshop, the Council was given the following handouts.
1. Attachment A as shown in the draft 2012 -2017 CIP.
2. Attachment A as described in 1 above except with the Golf Course changes suggested
at the September 27, 2011 Budget Workshop incorporated.
3. Debt Service schedule for the governmental funds and including the Golf Course debt
service for 2012 and 2013 and a proposed debt payoff on December 1, 2013 of the golf
course portion of the 2003 bond.
4. Attachment G as shown in the draft 2012 -2017 CIP.
5. Attachment G as described in 4 above except with the Golf Course changes suggested
at September 27, 2011 Budget Workshop incorporated.
The effect on Attachment A and Attachment G of incorporating the changes was to reduce the
six -year carryover to a $1496K deficit for the governmental funds, as shown on Attachment A,
and to increase the six -year carryover to a $629K surplus for the Golf Course Fund, as shown
on Attachment G.
Revised Attachment A and Attachment G
To provide a more precise analysis and present changes more favorable to the governmental
funds, revised Attachments A and G were prepared and are attached to this memorandum. A
description of the attachments and the changes from the October 25, 2011 handouts follows:
1. Attachment A as shown in the draft 2012 -2017 CIP book with the debt service line
revised to match actual debt service.
2. Debt service schedule for governmental funds.
3. Attachment A as described in 1 above except with the recommended Golf Course
changes incorporated (see Discussion below) and reflecting payoff of the golf course
bonds in 2013.
4. Debt Service schedule for the governmental funds and the golf course bonds with golf
course bonds paid off in 2013.
5. Attachment A as described in 1 above except with the recommended Golf Course
changes incorporated (see Discussion below) without payoff of the golf course bonds in
2013.
6. Debt Service schedule for the governmental funds and the golf course bonds without
M2011 AGENDA- CouncikGolf Course Financial Chgs Aft A 3 11- 8- 11.doc
198
INFORMATIONAL MEMO
Page 3
payoff of golf course bonds in 2013.
7. Attachment G as shown in the draft 2012 -2017 CIP. This schedule did not change
except the footnotes were revised to match those in the draft CIP page XXIII.
8. Attachment G as described in 4 above except with the recommended Golf Course
changes incorporated (see Discussion below).
DISCUSSION
To remain balanced, the Golf Course fund requires subsidy from the General Fund or cost
restructuring. The recommendations proposed by the Parks Recreation Director at the
September 27, 2011 budget workshop suggested cost restructuring. Staff responses to these
recommendations follow.
2. Eliminate the General Fund subsidy (in the form of sales tax or transfers in) to the Golf
Course Fund.
Recommended. To the extent the transfers are not needed to allow the Golf course to operate
at break -even level, the transfers will be discontinued.
4a. 25% of the Park Recreation Director's salary and benefits will no longer be charged to the
golf course fund but will instead be charged to the General Fund Parks Division.
Recommended. Since the utility enterprise funds are not charged with a portion of the Public
Works Director's salary, this change is consistent with City practice.
4b. The 5% Admissions tax charged by the General Fund and paid by the Golf Course Fund will
be waived.
Not recommended. To provide consistency among all City businesses, the admissions tax will
continue to be charged.
4c. 50% of the operating costs of the maintenance building will be paid for by the General Fund
Parks Division, consistent with the Parks Division usage, instead of 100% of these costs being
paid for by the Golf Course Fund.
Recommended. Requiring the Parks Division to pay its share of the maintenance building
operating costs, consistent with usage, is an equitable distribution of costs.
5. The indirect costs allocated by the General Fund and paid by the Golf Course Fund will be
waived.
Partially recommended. To the extent the Golf Course Fund can afford to pay an indirect cost
allocation to the General Fund, such a charge and payment will be made. A $15,000 annual
cost allocation is proposed for 2012 and is modeled to increase at 3% each year over the 6 year
period. The City -wide indirect cost allocation model will be reviewed and updated by staff soon
to ensure the allocations to all funds reasonably reflect the services received.
6. Debt service on the golf course portion of the 2003 bond issue will be paid by the General
Fund in 2012 and 2013 and the remaining outstanding bond balance will be paid -off in
W:12011 AGENDA- Council\Golf Course Financial Chgs Aft A 311- 5- 11.doc
199
INFORMATIONAL MEMO
Page 4
December 2013 using sales tax revenue accumulated into the 301 Park Acquisition fund.
Recommended. To relieve the Golf Course Fund of debt service costs, the golf course bond
balance will be moved into Debt Service Fund 209, (the fund that services debt on the Arterial
Street portion of this bond); funding each year will be accomplished through General Fund
transfers into this debt service fund.
The option to pay off the debt on December 1, 2013 remains and could be accomplished using
accumulated sales tax revenue from the 301 fund.
7. The $650,000 transfer into the Golf Course Fund in 2004 from the General Fund will be
considered the General Fund's approximate 50% contribution to the construction cost of the
maintenance building since at least 50% of the structure is used by the General Fund Park
Division. It will no longer be considered a loan to the Golf Course Fund.
Recommended. Since 50% of the building is used by the Parks Division, allocating 50% of the
building construction costs to the Parks Division cost seems equitable.
The effect on Attachment A of making these changes is a $4.1M reduction if the golf course
bonds are paid off in 2013 and a $2.8M reduction if they are not.
RECOMMENDATION
The Council is being asked to consider the financial changes proposed in this memorandum. If
the Council agrees with the policies as submitted, they will be formalized into a resolution and
presented at the November 21, 2011 Regular meeting for approval.
ATTACHMENTS
1. Attachment A draft 2012 -2017 CIP
2. Debt service governmental funds
3. Attachment A draft 2012 -2017 CIP with recommendations and payoff of Golf Course
bonds in 2013.
4. Debt service governmental funds and golf course with payoff of Golf Course bonds in
2013.
5. Attachment A draft 2012 -2017 CIP with recommendations, no payoff of Golf Course
bonds in 2013.
6. Debt service governmental funds and golf course without payoff of Golf Course bonds
in 2013
7. Attachment G- draft 2012 -2017 CIP
8. Attachment G- draft 2012 -2017 CIP with recommendations.
WA2011 AGENDA- Council\Golf Course Financial Chgs Att A 3 11- 8- 11.doc
200
ATTACHMENT A
1 CITY OF TUKWILA
TOTAL REVENUES EXPENDITURES
2012 2017 Analysis in 000's
RGRL
One -time sale of property
Interfund Utility Taxes
2009
Gambling Taxes
2011
REVENUES (see.A -1)
Actual
2010 Actual
Budget
General Revenues
1,857
Intergovernmental Revenue
3,572
Sales Tax
14,739
16,060
15,400
Property Taxes
12,190
13,189
13,530
Utility Taxes
4,942
4,064
4,723
RGRL
One -time sale of property
Interfund Utility Taxes
1,813
Gambling Taxes
2,568
Contract Agreement SCL
1,967
Charges /Fees for Services
2,727
Transfers In Other Funds
1,857
Intergovernmental Revenue
3,572
Other Taxes /Miscellaneous
2,793
Subtotal
49,168
Dedicated Revenues (Capital)
0
Real Estate Taxes
257
Motor Vehicle Taxes
393
Investment Interest/Misc.
136
Property Taxes
12
Parking Taxes
156
Transfers from Golf Course
0
Subtotal
954
TOTAL REVENUE AVAILABLE 50,122
EXPENDITURES
Operations Maintenance:
44,641
(See Attachment B)
17,241
Debt Service
2,094
Transfer to Reserve Fund
0
Estimated Unfunded PERS
0
Admin /Engineering Overhead
497
Subtotal Available
2,890
Caoital Attachment C
4,985
Residential Streets
0
Arterial Streets /Bridges
5,560
Parks Trails
0
General Government
1,550
Facilities
193
General Imp /HHD Response
2,612
Fire Improvements
0
Subtotal Capital
8,365
Balance by Year
(5,475)
Carryover from 2011
26,556
(Accumulated Totals
21,081
1,498
2,110
2,071
3,985
1,696
1,189
2,386
48,248
379
394
62
0
144
0
979
49,227
43,640
2,331
0
0
552
2,704
32
1,202
315
16
1,740
0
3,305
(601)
21,082
20,481
1,900
700
1,426
2,586
2,000
4,338
1,475
872
2,432
51,382
201
339
18
64
108
0
730
52,112
2011
Estimate
16,200
13,800
4,800
1,465
10
1,500
2,400
2,000
4,345
1,837
949
2,400
51,706
250
360
100
99
133
0
942
52,648
45,335 43,600
2,925 2,750
400 2,000
0 0
384 515
3,068 3,783
(80) 20
2,705 2,000
590 (43)
101 10
2,144 326
0 (50)
5,460 2,263
(2,392) 1,520
18,640 20,480
16,248 22,000
ORIGINAL CIP DRAFT WITH
DEBT SERVICE REVISION.
2012 2013 2014 2015 2016 2017 Totals
16,248
16,492
16,739
17,241
17,759
18,291
102,770
13,868
14,215
14,570
14,934
15,308
15,690
88,585
4,840
4,985
5,135
5,289
5,289
5,447
30,985
1,475
1,512
1,550
1,588
1,588
1,628
9,341
1,300
0
0
0
0
0
1,300
1,524
1,545
1,628
1,741
1,820
1,907
10,165
2,502
2,577
2,654
2,734
0
0
10,467
2,050
2,112
2,175
2,240
2,240
2,307
13,124
4,169
4,294
4,423
4,556
4,556
4,692
26,689
1,869
1,925
1,983
2,042
2,042
2,104
11,965
812
836
861
887
887
914
5,198
1,609
1,657
1,707
1,758
1,758
1,811
10,301
52,266
52,150
53,425
55,011
53,247
54,792
320,891
200
206
212
219
219
225
1,280
345
355
366
377
377
388
2,209
129
133
137
141
141
145
826
65
67
68
70
72
74
415
111
114
118
121
125
129
718
0
0
150
150
175
175
650
850
875
1,051
1,078
1,108
1,136
6,098
53,116
53,025
54,476
56,089
54,355
55,928
326,989
44,941
46,963
49,077
51,285
53,593
56,005
301,864
1ll l 2 94,5
3,068
3;]30
2 643
2 41,4
2 406.;;
16,606
2,025
2,025
2,025
0
0
0
fiU75;:
803
835
868
903
939
939
5,287
309
318
328
338
338
348
1,978
2,093
(185)
(951)
920
(2,929)
(3,770)
(4,821)
430
0
200
500
3,000
0
4,130
(3,921)
2,550
1,935
2,865
1,945
2,035
7,409
1,119
338
142
142
(58)
(54)
1,629
100
(4,355)
0
0
0
0
(4,255)
2,715
500
500
500
500
500
5,215
(50)
0
0
0
(50)
(55)
(155)
393
(967)
2,777
4,007
5,337
2,426
13,9731
1,700
782
(3,728)
(3,087)
(8,266)
(6,196)
(18,794)
22,000
0
0
0
0
0
22,000
23,700
24,482
20,754
17,667
9,401
3,206
Contingency Fund 105 (Reserve) has a total of $8,075,000.00 in 2017 (including the $2,000,000.00 from 2011).
2011 2016 Financial Planning Model
VII
11/08/2011
201
O
(D
202
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203
ATTACHMENT A
REVISED WITH
3
CITY OF TUKWILA
RECOMMENDATIONS
Golf Course bonds
TOTAL REVENUES
EXPENDITURES.
paid -off in 2013
2012 2017 Analysis
in 000's
REVENUES (see A-1)
2012
2013
2014
2015
2016
2017
Totals
General Revenues
Sales Tax
16,248
16,492
16,739
17,241
17,759
18,291
102,770
Property Taxes
13,868
14,215
14,570
14,934
15,308
15,690
88,585
Utility Taxes
4,840
4,985
5,135
5,289
5,289
5,447
30,985
RGRL
1,475
1,512
1,550
1,588
1,588
1,628
9,341
One -time sale of property
1,300
0
0
0
0
0
1,300
Interfund Utility Taxes
1,524
1,545
1,628
1,741
1,820
1,907
10,165
Gambling Taxes
2,502
2,577
2,654
2,734
0
0
10,467
Contract Agreement SCL
2,050
2,112
2,175
2,240
2,240
2,307
13,124
Charges /Fees for Services
4,169
4,294
4,423
4,556
4,556
4,692
26,689
5.
F
Transfersln Other- ,F,unds
1,656
17�06�;,;
1,757
1:;810
1,803
1,857
10
Intergovernmental Revenue
812
836
861
887
887
914
5,198
4b
Oth.6 /Miscellaneous
1,609
1,657 l
A 1;707
1758-
1F,758w 1:
10,301
Subtotal
52,053
51,931
53,199
54,779
53,008
54,546
319,516
Dedicated Revenues (Caoital)
Real Estate Taxes
200
206
212
219
219
225
1,280
Motor Vehicle Taxes
345
355
366
377
377
388
2,209
Investment Interest /Misc.
129
133
137
141
141
145
826
Property Taxes
65
67
68
70
72
74
415
Parking Taxes
111
114
118
121
125
129
718
7.,
Transfers fro(nr' Course
Subtotal
850
875
901
928
933
961
5,448
TOTAL REVENUE AVAILABLE
52,903
52,806
54,100
55,707
53,941
55,507
324,964
EXPENDITURES
2, 4a Operations Mainfgnanc
44,760. ,;46,774 _;48,879
51,078
53,377
55,77£
300,647
(See Attachment B)
6
3DebtService
,f,.
3,279
6,037 3 3 X2;643
2,91g 2406
19909,
Transfer to Reserve Fund
2,025
2,025
2,025
0
0
0
6,075
Estimated Unfunded PERS
803
835
868
903
939
939
5,287
Admin /Engineering Overhead
309
318
328
338
338
348
1,978
Subtotal Available
1,727
(3,184)
(1,129)
745
(3,127)
(3,965)
(8,933)
Caoital Attachment C
Residential Streets
430
0
200
500
3,000
0
4,130
Arterial Streets /Bridges
(3,921)
2,550
1,935
2,865
1,945
2,035
7,409
Parks Trails
1,119
338
142
142
(58)
(54)
1,629
General Government
Facilities
100
(4,355)
0
0
0
0
(4,255)
General Imp /HHD Response
2,715
500
500
500
500
500
5,215
Fire Improvements
(50)
0
0
0
(50)
(55)
(155)
Subtotal Capital
393
(967)
2,777
4,007
5,337
2,426
13,973
Balance by Year
1,334
(2,217)
(3,906)
(3,262)
(8,464)
(6,391)
(22,906)
Carryover from 2011
22,000
0
0
0
0
0
22,000
Accumulated Totals
23,334
21,118
17,212
13,949
5,485
(906)
REVISIONS INCORPORATED INTO SCHEDULE ABOVE:
Revenue reduction:
5.
Indirect cost allocation 2012 original budget
(228)
(234)
(241)
(249)
(256)
(264)
(1,472)
Revised new estimate
15
15
16
16
17
17
97
Effect of change on Attachment A
(213)
(219)
(226)
(232)
(239)
(246)
(1,375)
4b
Admissions tax
(59)
(59)
(62)
(62)
(64)
(64)
(370)
Admissions tax will remain in effect
59
59
62
62
64
64
370
Effect of change on Attachment A
0
0
0
0
0
0
0
7
Loan payback 50% of Mnt Bldg
0
0
(150)
(150)
(175)
(175)
(650)
Effect of change on Attachment A
0
0
(150)
(150)
(175)
(175)
(650)
TOTAL REVENUE REDUCTION
(2,025)
Operations Maintenance (reduction) increase
2.
Transfer in sales tax
(225)
(235)
(246)
(257)
(268)
(280)
(1,511)
4a
25% Directors salary and benefits
40
41
43
45
47
49
267
4c
50% Mnt bldg operating costs
4
4
5
5
5
5
28
(181)
(189)
(198)
(207)
(216)
(226)
(1,216)
6.
Debt Service increase (reduction)
334
2,969
3,303
TOTAL EXPENDITURE INCREASE
2,086
NET EFFECT OF GOLF COURSE CHANGES
(4,112)
CARRYOVER BEFORE CHANGES
3,206
CARRYOVER AFTER CHANGES
(906)
2011
2016 Financial Planning Model
VII
11108/2011
203
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204
OR
ATTACHMENT A
REVISED WITH
C
5
CITY OF TUKWILA
RECOMMENDATIONS
ay-offofGolf
TOTAL REVENUES
EXPENDITURES
Cnds
Courrse se b b00
2012 2017 Analysis
in 000's
REVENUES (see A -1)
2012
2013
2014
2015
2016
2017
Totals
General Revenues
Sales Tax
16,248
16,492
16,739
17,241
17,759
18,291
102,770
Property Taxes
13,868
14,215
14,570
14,934
15,308
15,690
88,585
Utility Taxes
4,840
4,985
5,135
5,289
5,289
5,447
30,985
RGRL
1,475
1,512
1,550
1,588
1,588
1,628
9,341
One -time sale of property
1,300
0
0
0
0
0
1,300
Interfund Utility Taxes
1,524
1,545
1,628
1,741
1,820
1,907
10,165
Gambling Taxes
2,502
2,577
2,654
2,734
0
0
10,467
Contract Agreement SCL
2,050
2,112
2,175
2,240
2,240
2,307
13,124
Charges /Fees for Services
4,169
4,294
4,423
4,556
4,556
4,692
26,689
5.
Transfers In ®tt)er Funds.. T
...�r
656 4.
1,706
1;757
F 3,810
1 803
X1.857 x u
10,590
Intergovernmental Revenue
812
836
861
887
887
914
5,198
41b
Other Taxes /Miscellaneous
1,609
1
1,707
1,758
1,758
1
10
Subtotal
52,053
51,931
53,199
54,779
53,008
54,546
319,516
Dedicated Revenues (Capital)
Real Estate Taxes
200
206
212
219
219
225
1,280
Motor Vehicle Taxes
345
355
366
377
377
388
2,209
Investment Interest /Mist.
129
133
137
141
141
145
826
Property Taxes
65
67
68
70
72
74
415
Parking Taxes
111
114
118
121
125
129
718
7
Transfers frorn:Gplf Course..,
Subtotal
850
875
901
928
933
961
5,448
TOTAL REVENUE AVAILABLE
52,903
52,806
54,100
55,707
53,941
55,507
324,964
EXPENDITURES
2, 4a, 4c
Operations Maintenance;
3 4n44760 s
46,774
48,879
51,078
537:7
56,779
300647'
(See Attachment B)
Ei.
Debt Service
3,279
3,401
3 4:63
2 977.• 2 748
2;739
18 606
Transfer to Reserve Fund
2,025
2,025
2,025
0
0
0
6,075
Estimated Unfunded PERS
803
835
868
903
939
939
5,287
Admin /Engineering Overhead
309
318
328
338
338
348
1,978
Subtotal Available
1,727
(547)
(1,462)
411
(3,461)
(4,298)
(7,629)
Capital Attachment C
Residential Streets
430
0
200
500
3,000
0
4,130
Arterial Streets /Bridges
(3,921)
2,550
1,935
2,865
1,945
2,035
7,409
Parks Trails
1,119
338
142
142
(58)
(54)
1,629
General Government
Facilities
100
(4,355)
0
0
0
0
(4,255)
General Imp /HHD Response
2,715
500
500
500
500
500
5,215
Fire Improvements
(50)
0
0
0
(50)
(55)
(155)
Subtotal Capital
393
(967)
2,777
4,007
5,337
2,426
13,973
Balance by Year
1,334
420
(4,239)
(3,596)
(8,798)
(6,724)
(21,602)
Carryover from 2011
22,000
0
0
0
0
0
22,000
(Accumulated Totals
23,334
23,755
19,515
15,919
7,122
398
I
I
REVISIONS INCORPORATED INTO SCHEDULE ABOVE:
Revenue reduction:
5.
Indirect cost allocation 2012 original budget
(228)
(234)
(241)
(249)
(256)
(264)
(1,472)
Revised new estimate
15
15
16
16
17
17
97
Effect of change on Attachment A
(213)
(219)
(226)
(232)
(239)
(246)
(1,375)
4b
Admissions tax
(59)
(59)
(62)
(62)
(64)
(64)
(370)
Admissions tax will remain in effect
59
59
62
62
64
64
370
Effect of change on Attachment A
0
0
0
0
0
0
0
7.
Loan payback 50% of Mnt Bldg
0
0
(150)
(150)
(175)
(175)
(650)
Effect of change on Attachment A
0
0
(150)
(150)
(175)
(175)
(650)
TOTAL REVENUE REDUCTION
(2,025)
Operations Maintenance (reduction) increase
2.
Transfer out /sales tax
(225)
(235)
(246)
(257)
(268)
(280)
(1,511)
4a
25% Directors salary and benefits
40
41
43
45
47
49
267
4c
50% Mnt bldg operating costs
4
4
5
5
5
5
28
(181)
(189)
(198)
(207)
(216)
(226)
(1,216)
6.
Debt Service increase (reduction)
334
332
333
334
334
333
2,000
TOTAL EXPENDITURE INCREASE
783
NET EFFECT OF GOLF COURSE CHANGES
(2,808)
CARRYOVER BEFORE CHANGES
3,206
CARRYOVER AFTER CHANGES
398
2011
2016 Financial Planning Model
V i l
11/08/2011
OR
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a
ATTACHMENT G
7
ORIGINAL
PROPOSED
City of Tukwila
ATTACHMENT
G
GOLF
ENTERPRISE FUND
2012 2017 Analysis in 000's
2009
2010
2011
2011
REVENUES
Actual
Actual
Budget
Estimate
2012
2013
2014
2015
2016
2017
Total
Green Fees 111
1,034
1,018
1,200
1,020
1,070
1,070
1,120
1,120
1,170
1,170
6,720
Sales Tax (2)
328
330
225
225
225
225
250
300
350
350
1,700
Merchandise Sales
158
132
148
130
130
130
136
136
142
142
816
Power Cart Rentals
186
172
195
173
175
175
183
183
191
191
1,098
Concession Proceeds
19
80
120
120
120
120
126
126
131
131
754
Other Revenue 131
31
24
24
24
24
24
25
25
26
26
150
Total Revenues
1,756
1,756
1,912
1,692
1,744
1,744
1,840
1,890
2,010
2,010
11,238
1EXPENDITURES
Operations Maintenance 141
1,672
1,600
1,701
1,467
1,814
1,390
1,425
1,461
1,499
1,538
9,127
Indirect Cost Allocation 151
13
13
222
222
96
49
85
49
80
41
400
Debt Service 161
378
335
339
339
351
352
352
352
355
357
2,119
Payback to General Fund (7)
0
0
0
0
0
150
150
175
175
0
650
Subtotal
2,063
1,948
2,262
2,028
2,261
1,941
2,012
2,037
2,109
1,936
12,296
Golf Capital CIP Program
0
0
75
67
66
80
80
80
82
82
470
Total Expenditures
2,063
1,948
2,337
2,095
2,327
2,021
2,092
2,117
2,191
2,018
12,766
Cash Flow Year by Year
(307)
(192)
(425)
(403)
(583)
(277)
(252)
(227)
(181)
(8)
(1,528)
Carryover from 2011
610
220
425
425
22
22
Accumulated Totals
303
28
22
(561)
(838)
(1,090)
(1,317)
(1,498)
(1,506)
1) The Green Fees are expected to increase modestly as a function of both increased players' participation and periodic greens fee increases. This
model is at zero growth for golf rounds and includes only a $1.00 increase in green fees every two years.
2) A portion of the City's total sales tax revenue was allocated to pay the Golf Course's share of the 2003 bond. See also note (4).
3) Other revenue includes golf instruction, equipment rental, and interest.
4) Assumptions for Operations and Maintenance include; removal of the Parks and Recreations' Director's 25% of salary and benefits, admissions tax will
no longer be collected, and 50% of the Golf Maintenance building will be covered by the Parks Department.
5) Indirect Cost Allocation will be calculated on an annual basis.
6) The debt service on the 2003 Bond issue, see note (2).
7) This is the proposed payback schedule for the $650,000 borrowed in 2004.
Golf Enterprise Fund
The City's Enterprise Funds account for operations that are self- supported through user charges. The funds are financed and operated like a private
business enterprise which requires periodic determination of revenues earned, expenses incurred, and net income for capital maintenance, public
policy, management control and accountability. The Golf Enterprise fund accounts for operation, maintenance, debt service and improvements of the
municipal golf facility. The difference between the other utility enterprise funds is that Golf has voluntary users as opposed to involuntary users of the
water, sewer, and surface water funds.
2012 2017 Financial Planning Model
XXI I
1110912011
207
8
REVENUES
Green Fees 1 1
Sales Tax 121
Merchandise Sales
Power Cart Rentals
Concession Proceeds
Other Revenue 131
Total Revenues
EXPENDITURES
Operations Maintenance 14)
Indirect Cost Allocation 151
Debt Service 151
Payback to General Fund 1 1
Subtotal
Golf Capital CIP Program
Total Expenditures
Cash Flow Year by Year
Carryover from 2011
Accumulated Totals
(62) (65)
ATTACHMENT G
(68)
(329)
62 65
65 68
68
329
(40)
Director salary /benefit elimination
already reflected in 2013 -2017
(40)
REVISED WITH
City Of Tukwila
Efficiencies /cut -backs already reflected in 2013 -2017
(2001
!(244)
(4) :45)..
(5) (N}.
{5)`
.(268)
RECOMMENDED
CHANGES
GOLF
ENTERPRISE FUND
2012
2017 Analysis in 000's
2009
Actual
2010
Actual
2011
Budget
2011
Estimate 2012 2013
2014
2015
2016
2017
Total
1,034
1,018
1,200
1,020 1,070 1,070
1,120
1,120
1,170
1,170
6,720
328
330
225
225
158
132
148
130 130 130
136
136
142
142
816
186
172
195
173 175 175
183
183
191
191
1,098
19
80
120
120 120 120
126
126
131
131
754
31
24
24
24 24 24
25
25
26
26
150
1,756
1,756
1,912
1,692 1,519 1,519
1,590
1,590
1,660
1,660
9,538
1,672
1,600
1,701
1,467 1,458 1,448
1,486
1,521
1,562
1,601
9,076
13
13
222
222 15 15 v 16
16
17
17
y 97:
378
335
339
339
0
0
0
0• C
2,063
1,948
2,262
2,028 1,473 1,463
1,501
1,538
1,579
1,618
9,173
0
0
75
67 66 80
80
80
82
82
470
2,063
1,948
2,337
2,095 1,539 1,543
1,581
1,618
1,661
1,700
9,643
(307)
(192)
(425)
(403) (20) (24)
9
(28)
(1)
(40)
(105)
610
220
425
425 22
22
303
28
22 2 (22)
(14)
(42)
(43)
(83)
REVISIONS INCORPORATED INTO ATTACHMENT G ABOVE:
4) Operations Maintenance Reduction:
4b Admissions tax
No waiver of Admissions tax
Effect on Attachment G
4a 25% Director's salary
4c 50% Mint bldg costs
Operational effiencies proposed
Effect on Attachment G
1) The Green Fees are expected to increase modestly as a function of both increased players' participation and periodic greens fee increases. This model is at zero growth
for golf rounds and includes only a $1 00 increase in green fees every two years.
2) A portion of the City's total sales tax revenue was allocated to pay the Golf Course's share of the 2003 bond. See also note (4).
Discontinue subsidy to Golf Course fund.
3) Other revenue includes golf instruction, equipment rental, and interest.
4) Assumptions for Operations and Maintenance include; (4a) removal of the Parks and Recreations' Director's 25% of salary and benefits,(41g) admissions tax will no longer
be collected, and (4c) 50% of the Golf Maintenance building will be covered by the Parks Department.
Incorporate all changes except retain the admissions tax.
5) Indirect Cost Allocation will be calculated on an annual basis.
Reduce indirect cosst allocation to $50,000 annually until allocation methodology can be reviewed and updated.
6) The debt service on the 2003 Bond issue, see note (2).
Consider debt service a governmental cost: transfer debt to debt service fund. Consider using sales tax residing in Fund 301, Park Land Acquisition Fund, to pay off
remaining balance in December 2013.
7) This is the proposed payback schedule for the $650,000 borrowed in 2004.
Consider this advance as a reimbursement to the Golf Course Fund from the General fund for 50% of maintenance building construction costs; 50% of the building is used
by the Parks Division.
2012 2017 Financial Planning Model XXII 1110812011
a
(62) (65)
(65) (68)
(68)
(329)
62 65
65 68
68
329
(40)
Director salary /benefit elimination
already reflected in 2013 -2017
(40)
(200)
Efficiencies /cut -backs already reflected in 2013 -2017
(2001
!(244)
(4) :45)..
(5) (N}.
{5)`
.(268)
1) The Green Fees are expected to increase modestly as a function of both increased players' participation and periodic greens fee increases. This model is at zero growth
for golf rounds and includes only a $1 00 increase in green fees every two years.
2) A portion of the City's total sales tax revenue was allocated to pay the Golf Course's share of the 2003 bond. See also note (4).
Discontinue subsidy to Golf Course fund.
3) Other revenue includes golf instruction, equipment rental, and interest.
4) Assumptions for Operations and Maintenance include; (4a) removal of the Parks and Recreations' Director's 25% of salary and benefits,(41g) admissions tax will no longer
be collected, and (4c) 50% of the Golf Maintenance building will be covered by the Parks Department.
Incorporate all changes except retain the admissions tax.
5) Indirect Cost Allocation will be calculated on an annual basis.
Reduce indirect cosst allocation to $50,000 annually until allocation methodology can be reviewed and updated.
6) The debt service on the 2003 Bond issue, see note (2).
Consider debt service a governmental cost: transfer debt to debt service fund. Consider using sales tax residing in Fund 301, Park Land Acquisition Fund, to pay off
remaining balance in December 2013.
7) This is the proposed payback schedule for the $650,000 borrowed in 2004.
Consider this advance as a reimbursement to the Golf Course Fund from the General fund for 50% of maintenance building construction costs; 50% of the building is used
by the Parks Division.
2012 2017 Financial Planning Model XXII 1110812011
a
Upcoming Meetings Events
November 201.1.
14th (Monday) 15th (Tuesday) 16th (Wednesday) 17th (Thursday) 18th (Friday)
Lodging Tax
Utilities Cmte,
Annual
Tukwila
Advisory
5:00 PM
Thanksgiving
!-Historical
Committee
(CR 41)
Dinner for
Society,
meeting,
5:00 PM
Seniors
7:00 PNn
12:00 NOON
(CR 93)
t'
(I'ulnvlla
(Courtyard by
Sister City
a
Heritage
Marriott
Cntte,
s
Cultural (enter,
144755ViAve
400 Andover
5:30 PM
S.)
Park West)
(Coininunity
Center)
Tukwila Village
Community
Community
Affairs &Parks
Meeting
Cnrte,
Tukwila
(Tukwila
8:30 PM
5: 00 PM
Community
(Cascade View
(Cl? 43)
Center)
Elementary
Doors open at
School)
Tukwila
11:00 Am,
Lunch is served
This family friendly
Metropolitan
at 12:00 Noon.
meeting is to
Park District
This is a free
generate ideas on
Board of
Commissioners
event for Seniors.
how our
community would
Meeting,
To reserve a
like to use and
6:00 PM
space call:
enjoy the outdoor
(Council
206- 768 -2822
plaza and indoor
C:hamber•s)
'v Parks
commons space
that will be part of
Commission,
the Tukwila
City Council
5:30 PM
Village
Committee of
(Community
development.
the Whole Mtg.,
Center)
Light refreshments
7:00 PM
will be provided
(Council
For more
information on the
Chambers)
Library
Tukwila Village
Advisory
project visit
Board,
www.tukwilawa.org1
7:00 PM
tukwilavillage.html
(Foster Library)
Human
Services
Advisory
Board,
10:00 AM
(Human
Services office)
21st (Monday)
22nd (Tuesday)
23rd (Wednesday)
24th (Thursday) 25th (Friday)
Transportation
Finance
COPCAB,
77tank:sgiving Day
Cmte,
Safety Cnrte,
6:30 PM
City offices City Offices
5:00 PM
5:00 PM
(CR #5)
closed Closed
(CR #1)
(CR 93)
M .A6
City Council
Budget Work
Session
5:00 7:00 PM
(Council
Chambers)
City Council
Regular Mtg.,
7:00 PM
(Council
Chrmrbers)
19th (Saturday)
Fall Recycling
Collection Event
9:00 AM to 3:00 PM
Tukirila Village site at
the corner <f S. 144th
St. 41st Ave. S.
Look under
"Headlines" at
Nvww.tukwilawa.gov
for additional
information.
Volunteer Work
Party
10:00 AM 1:00 PM
Duwamish Hill
Preserve
For information and
registration visit
www.cascadeland.org
(or call 206- 905- 6931).
Citizenship Day
FREE assistance
with citizenship
applications from
Washington New
Americans Program.
I0:00 AM -3:00 PM
Visit www.wanew
americans.org for more
information (or call
1 -877 -926- 3924).
26th (Saturday)
Tukwila Int'l. Blvd.
Action Cmte's
Trash Pickup Day
9:00 10:00 AM
f
ForForlocation contact
Rick at
rick @forschler.org
City Council Committee of Whole (C.O.W.) Meeting: 2nd 41h Mon., 7:00 PM, Council Chambers at City Hall.
City Council Regular Meeting: 1 st 3rd Mon., 7:00 PM, Council Chambers at City Hall.
Civil Service Commission: 1st Mon., 5:00 PNi, Conf. Room #3. Contact liiinran Resources al 206- 433 -1831.
Community Affairs Parks Committee: 2nd 4th Mon., 5:00 PNf, Conf. Room #3 (4) An ordinance regarding panhandling.
COPCAB (Community Oriented Policing Citizens Adv. Board): 4th Wed., 6:30 PM, Conf. Rni #5. Phi Huvnh (206- 433 7175).
➢Finance Safety Committee: 1st 3rd Tues., 5:00 Pmt, Conf. Room #3.
➢Human Services Advisory Brd: 2nd Fri. of odd months, 10:00 AM, Human Services Office. Contact Evie Bovkarr al206- 433 -7180.
Lodging Tax Advisory Committee: Every other month (or as scheduled), 12:00 NOON. Contact Kaiherine Kerr_man at 106 575 2489
Parks Corn mission: 3rd Wed., 5:30 PM, Senior Game Roan at Community Center. Contact Stephanie Gardner at 206- 767 -2342.
Planning Commission/Board of Architectural Review: 4th Thurs. except 2nd Thursday in Nov. Dec., 6:30 PM,
Council Chambers at City Hall. Contact Wvnetta Biven.s at 206 -431 -3670.
Sister City Committee: Quarterly, 5:30 PM, Tukwila Community Center. Contact Tracv Gallaivav at 206- 767 -2305.
➢Transportation Committee: 1st 3rd Mon., 5:00 PM, Conf: Room #1
➢Tukwila Int'l. Blvd. Action Corte: 2nd "fues., 7:00 PM, Tukwila Community Center. Contact Chief Villa at 206- 433 -1815.
Utilities Committee: 2nd 4th rues., 5:00 PM, Conf. Room (A) 2012 Annual Small Drainage Program Consultant Selection and
Agreement. (B) Cascade Water Alliance huerlocal Contract Amendment. (C) Water, Sewer, and Surface Water Rates for 2012.
209
Tentative
Agenda Schedule
MONTH 'MEETING 1
MEETING 2
3 MEETING 4
REGULAR
C.O.W.
REGULAR C.O.W.
November 7
14
21 28
See agenda packet
Snecial Presentation:
cover sheet for this
Certified Municipal
week's agenda
Clerk recognition
(November 14, 2011
awarded to Melissa
Committee of the Whole
I-lart, Deputy City
Meeting)
Clerk.
Unfinished Business:
Tax Levy Legislation
A proposal regarding
Rock Roll Marathon
sponsorship
A resolution adopting
the Procurement Card
(PCARD) process
A Mernorandurn of
Understanding with
the Washington Cities
Insurance Authority
(WCIA) regarding the
City's deductible
A grant funding
Agreement for WSDOT
Rid eshare Online
Project
Permit tracking system
replacement.
Resolution regarding
golf course fees.
December 5 12 19 27 (Tuesday)
6:00 Pm
EXECUTIVE' SLSSION
Snecial Presentations:
Valley SWAT award.
3rd Quarter financial
status report.
Annointment-:
Confirm the
reappointment of
Ronald Joluiston to
Position #2 on the
Civil Service
Commission, with a
term expiring
12/31/2017.
Unfinished Business:
Tukwila Village—
draft deal terms
210