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HomeMy WebLinkAboutReg 2011-11-21 Item 6 - Interlocal Agreement - Amendment to Metropolitan Park District Support Services for 1/15/13 ExtensionCOUNCIL AGENDA SYNOPSIS Initials ITEMNO. Meeting Date Prepared by Mayor's review Co�utm l-review 11/21/11 CZ ITEM INFORMATION I CAS NUN, 4131?R: STAFF SPONSOR: PEGGY MCCARTHY OIZ1G1NrU.,AGI3NDA DA'IT: 11/21/11 l�c,i:NU,� Irr,n -r 'lrll,I; Amend the Metropolitan Park District (MPD) Interlocal Agreement for adminstrative support services by the City of Tukwila CA"I'I GORY Discussion Motion Resolution Ordinance BidAward .Public.Hearii7 OtherIMPD A/Itg Date A /IIg Dnte 11/21/11 Mtg Date A4tg Date Mtg Date A71� Date A2tg Date 11/14/11 SPO NSOR Council Mayor NR DCD Finance Fire IT P &R Police .P1h S1'()NS0>IZ's An amendment to the Interlocal Agreement was reviewed and approved by the MPD Board s�I�I�L�RY on November 14, 2011. Both the MPD and City Staff are recommending the extension of the MPD Interlocal Agreement for support services by one year from January 15, 2012 to January 15, 2013. The Council is being asked to authorize the Mayor to sign the amendment to the Interlocal Agreement. Ri ?vIEU /I?D 13Y COW Mtg. CA &P Cmte F &S Cmte Transportation Cmte Utilities Cmte Arts Comm. Parks Comm. Planning Comm. DAT'] COMMITTEE CFIAIR: RECOMMENDATIONS: Shc >NS<>Iz /ADN -nN. Finance CONCMIT 73E Unanimous Approval COST IMPACT FUND SOURCE E \I'I?NDI "I'URf; RI?QUIRI?D AMOUNT BUDGETED AI'I'R01'RIATION REQUIRED $N /A $N /A $N /A Fund Source: Connnaents: MTG. DATE I RECORD OF COUNCIL ACTION 11/14/11 The Tukwila MPD Board approved the amendment to the Interlocal Agreement. MTG. DATE I ATTACHMENTS 11/21/11 I Copy of Informational Memorandum to the MPD Board dated 11/8/11 Amendment to the Interlocal Agreement Original Interlocal Agreement 11 -124 37 m INFORMATIONAL MEMORANDUM Tukwila Metropolitan Park District TO: Tukwila Pool MPD Board President FROM: Peggy McCarthy, Interim Finance Director O P I r DATE: November 8, 2011 SUBJECT: Amend Interlocal Agreement ISSUE Extend the duration of the current interlocal agreement for support services between the City of Tukwila and the Metropolitan Park District (MPD). BACKGROUND The MPD would like to extend the interlocal agreement with the City by one year changing the termination date from January 15, 2012 to January 15, 2013 to allow more time to evaluate and put in place the appropriate administrative support structure for the MPD. DISCUSSION City staff agrees with the proposed extension of time and recommends the Board approve the addendum to the interlocal agreement with the City for provision of the support services by City staff to the MPD: RECOMMENDATION Staff is recommending adoption of Addendum I to the Interlocal Agreement. This item is scheduled for the November 14, 2011 MPD Board meeting. If approved by the Board, the agreement will then come before the Tukwila City Council at the November 21, 2011 Regular City Council Meeting for approval. ATTACHMENTS Addendum I to Interlocal Agreement Interlocal Agreement .m ADDENDUM NO. 1 ADDENDUM TO INTERLOCAL AGREEMENT FOR SUPPORT SERVICES BETWEEN THE CITY OF TUKWILA AND THE TUKWILA POOL METROPOLITAN PARK DISTRICT THIS ADDENDUM is made and entered into this day of 2011, by and between the City of Tukwila and the Tukwila Pool Metropolitan Park District, both of whom are Washington municipal corporations, in accordance with the Interlocal Cooperation Act (RCW 39.34). ITEM ONE REVISION TO SECTION II AGREEMENT: That Item 1.1. "Term" is amended to read as follows: 1. Term of Aareement and Renewal. 1.1 Term. This Agreement shall be valid until January 15, 2013. IN WITNESS WHEREOF, the parties hereto have caused this Agreement to be executed. CITY OF TUKWILA By: Jim Haggerton, Mayor Dated: Attest: City Clerk Approved as to Form: Shelley M. Kerslake, City Attorney TUKWILA POOL METROPOLITAN PARK DISTRICT By: Allan Ekberg Board President Dated: Attest: Verna Seal, Clerk of the Board Approved as to Form: Lisa M. Marshall, Attorney for TPMPD -1 41 42 11 -124 Council Approval 9/12/11 INTERLOCAL AGREEMENT FOR SUPPORT SERVICES BETWEEN THE CITY OF TUKWILA AND THE TUKWILA POOL METROPOLITAN PARK DISTRICT In accordance with the Interlocal Cooperation Act (RCW 39.34), the City of Tukwila "Tukwila and the Tukwila Pool Metropolitan Park District "TPMPD both of whom are Washington municipal corporations, hereby enter into the following agreement: I. RECITALS Tukwila and TPMPD, through their respective legislative bodies, have declared their intent to create a relationship whereby TPMPD contracts for support services from Tukwila; and Tukwila and TPMPD recognize that the cost savings from shared support services greatly outweighs the increased facility and administrative expenses in creating and maintaining separate facilities and accounting practices associated with the operation of the City of Tukwila Pool and related services; Now, Therefore, Tukwila agrees to provide, and TPMPD agrees to pay for, support services to facilitate the operation of TPMPD and the City of Tukwila Pool: Il. AGREEMENT 1. Term of Agreement and Renewal. 1.1 Term. This Agreement shall be valid from the Effective Date set forth in Section 4.1 of this Agreement until January 15, 2012. 1.2 Renewal. This Agreement may be renewed only by written agreement of both Parties. 2. Scope of Work. 2.1 Duties shall be performed primarily by the incumbent identified by job title, however, the City Administrator may delegate responsibilities based on staff availability and organizational needs. Tukwila shall perform the following duties for TPMPD: A. Administrative Services performed by the City Clerk: 1. Production of minutes for TPMPD meetings; 2. Collect agenda items, prepare agendas, and prepare meeting packets and agenda items; 3. Prepare meeting rooms; 1-1 -1 j si. 43 4. Notice meetings; and 5. Organize and maintain District records and files according to state archive requirements. B. Information and Technology Services: 1. Consult with the TPMPD Board of Commissioners on TPMPD website design and creation, including e -mail capability; 2. Build TPMPD website; 3. Maintain and post documents, and update TPMPD's website; and 4. Provide support of computers, telephones, cell phones, printers, copiers, fax machines used by the TPMPD. C. Finance: 1. Prepare annual report to the State Auditor's Office; 2. Support State Auditor's Office with annual audit; 3. Maintain records and prepare reports, such as monthly expense and revenue reports; 4. Provide general accounting services, monthly reports to the Board on the status of TPMPD funds; 5. Provide semi monthly payroll processing, file any necessary monthly, quarterly and/or annual payroll reports and returns; 6. Provide Accounts Payable services, payment of invoices and Purchasing Card administration; and 7. Provide risk management administration. D. Parks and Recreation: 1. Project Management Support; 2. Maintenance of exterior pool grounds /landscaping; 3. Janitorial services; and 4. Pool staff and management. 2 -1 I, E. Human Resources: 1. Recruitment of TPMPD employees; 2. Maintenance of employee records; and 3. Benefit administration. 3. Cost of Support Services and Pavment. 3.1 Cost Basis. TPMPD shall pay Tukwila for providing support services based on the hourly wages and benefits of City staff and their time spent providing support services; plus 10% for overhead expenses. The services provided under this agreement shall not exceed $7,500.00 per month. 3.2 Monthlv Invoice. Tukwila shall provide to TPMPD a monthly invoice for support services provided to TPMPD no later than 15 business days after the end of each month. Payment shall be due from TPMPD 30 days from the date of invoice and made payable to the City of Tukwila. 3.3. Transfer of Tukwila Pool Assets. Due to the formation of the TPMPD, Tukwila no longer is in need of the assets associated with the Tukwila Pool. For the consideration of $100.00 Tukwila will transfer the assets listed on Exhibit A. to the TPMPD. 4. General Provisions. 4.1 Effective Date. This Agreement shall be effective upon ratification by each Party's governing body and execution by TPMPD's Board President and the Mayor of Tukwila. 4.2 Amendment. This Agreement may be amended only upon the consent of both Parties. Any amendments shall be in writing and shall be ratified and executed by the Parties in the same manner in which this Agreement was originally adopted. 4.3 Waiver. The waiver by any party of any breach of any term, covenant, or condition of this Agreement shall not be deemed to be a waiver of any subsequent breach of the same term, covenant, or condition of this Agreement. 4.4 Severabilitv. If any provision of this Agreement shall be held invalid, the remainder of the Agreement shall not be affected thereby. 4.5 Entire Agreement. This Agreement represents the entire understanding of the Parties and supersedes any oral representations that are inconsistent with or modify its terms and conditions. -3 -1 EN 4.6 Countemarts. This Agreement shall be effective whether signed by all Parties on the same document or signed in counterparts. 4.7 Notices. Any notice to be provided under the terms of this Agreement, shall be delivered by certified mail, return receipt requested, or by personal service to the following: For Tukwila: 0(�� 'Zim ©0. City Clerk City of Tukwila 6200 Southcenter Blvd. Tukwila, WA 98188 For TPMPD: �1�(piJw F.�NLt President J TPMPD 6200 Southcenter Blvd. Tukwila, WA 98188 IN WITNESS WHEREOF, the parties hereto have caused this Agreement to be executed. CITY OF TUKWILA B Jiz� Maggerfon r 4-, 2V1 TUKWILA POOL METROPOLITAN PARK DI RICT -J1 By Tit oar President'' Dated: Attest: Christy O'Flaherty, City Clerk Attest: Title: Clerk of the Board Approved as to Form: Approved as to Form: 1$ Shelley M ers�'7cee, 'ty Attorney M. Marshall, Attorney for TPMPD Attachment: Exhibit A 4 -1 .N x