HomeMy WebLinkAboutCOW 2012-04-09 COMPLETE AGENDA PACKETTukwila City Counci /Agenda
COMMITTEE OF THE WHOLE
Jim Haggerton, Mayor Counci /members: Joe Duff ie Dennis Robertson
David Cline, City Administrator Allan Ekberg Kathy Hougardy
Verna Seal, Council President De'Sean Quinn Kate Kruller
Monday, April 9, 2012, 7:00 PM
Tukwila City Hall Council Chambers
NOTE Discussion on agenda items for the Committee of the Whole meeting
may be delayed after the 7.•00 PM start time due to a lengthy agenda for
the Tukwila Metropolitan Park District meeting that begins at 6.•00 PM.
1. CALL TO ORDER PLEDGE OF ALLEGIANCE
2. SPECIAL A proclamation recognizing April 11, 2012 as Arbor Day. Pg.1
PRESENTATION
3. CITIZEN COMMENT At this time, you are invited to comment on items not included on this agenda
(please limit your comments to five minutes per citizen). To comment
on an item listed on this agenda, please save your comments until the issue is
presented for discussion.
4. SPECIAL A contract for the City's Strategic Plan. Pg.3
ISSUES
5. REPORTS a. Mayor
b. City Council
c. Staff
d. City Attorney
e. Intergovernmental
6. MISCELLANEOUS
7. EXECUTIVE SESSION
S. 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 TukwilaCityClerk @TukwilaWA.gov). This notice is available at
www.tukwilawa.aov, 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.
�.T11LA
O ffice M
Tukwila, Washington
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PROCLAMATION
WHEREAS, in 1982 J. Sterling Morton proposed to the Nebraska Board of
Agriculture that a special day be set aside for the planting of trees; and
WHEREAS, this holiday, called Arbor Day, was first observed with the
planting of more than a million trees in Nebraska; and
WHEREAS, Arbor Day is now observed throughout the world; and
WHEREAS, trees can reduce the erosion of our precious topsoil by wind and
water, cut heating and cooling costs, moderate the temperature, clean the air,
produce life giving oxygen, and provide habitat for wildlife; and
WHEREAS, trees in our City also increase property values and enhance the
economic vitality of business areas; and
WHEREAS, all members of the Tukwila community are urged to celebrate
Arbor Day and to support efforts to protect trees and woodlands; and
WHEREAS, all members of the Tukwila community are also encouraged to
plant trees to gladden the heart and promote the well -being of this and future
generations.
NOW, THEREFORE, I, Jim Haggerton, Mayor of the City of Tukwila, do
hereby proclaim Wednesday, April 11, 2012:
Arbor Day
in the City of Tukwila, and encourage all citizens to join me in recognizing this
special observance.
Presented at the City Council meeting this 9th day of April, 2012.
Jim *a rton, Mayor
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CouNuLAGEN.
Initials
Meetin-a Date Prepared by Mayor r 'ew
04/09/12 3T
04/16/12 7T
ITEM INFORMATION
STAFF SPONSOR: DAVID CLINE /JOYCE TRANTINA
DA SYNOPSIS
ITEM NO.
Cou #dl "review
4
ORIGINAL AGENDA DATE: 4/9/12
AGENDA ITEM TITLE Strategic Planning Contract with Berk Consulting
CATEGORY Discussion Motion Resolution Ordinance Bid Award Public Hearing Other
Mtg Date 04109112 Mtg Date 04116112 Mtg Date Mtg Date Mt Date Mt
g Dote Mtg Date
SPONSOR Council Mayor HR DCD Finance Fire IT P &R Police PW
SPONSOR'S The City Administration is recommending contracting with Berk Consulting to facilitate a
SUMMARY comprehensive City -wide strategic planning process in 2012. The Mayor's Office is seeking
Council approval for the Mayor to sign a contract with Berk Consulting.
*The Scope of Work (pages 6 -7) and project schedule have been amended to reflect
discussion at the 4/3/12 Finance and Safety Committee Meeting.
Chances are noted in strike throuah underlined format
REVIEWED BY COW Mtg. CA &P Cmte F &S Cmte Transportation Cmte
Utilities Cmte Arts Comm. Parks Comm. Planning Comm.
DATE: 04/03/12 COMMITTEE CHAIR: QUINN
RECOMMENDATIONS:
SPONSOR /ADMIN. Mayor's Office
COMMITTEE Unanimous Approval; Forward to Committee of the Whole
COST IMPACT FUND SOURCE
EXPENDITURE REQUIRED AMOUNT BUDGETED APPROPRIATION REQUIRED
$119,449 $131,394 $119,449
Fund Source: MAYOR'S OFFICE BUDGET, 2011 -2012
Comments:
MTG. DATE
4/9/12
I
I
MTG. DATE
04/9/12
4/16/12
RECORD OF COUNCIL ACTION
ATTACHMENTS
Informational Memorandum dated 3/28/12
Draft Contract with Berk Consulting Scope of Services amended after 4/3 FS Meeting
Minutes from the Finance and Safety Committee Meeting of 4/3/12
rd
TO:
FROM:
DATE:
SUBJECT
ISSUE
City of Tukwila
Jim Haggerton, Mayor
INFORMATIONAL MEMORANDUM
Mayor Haggerton
FINANCE AND SAFETY COMMITTEE
Joyce Trantina, Mayor's Office
March 28, 2012
Strategic Planning Consulting Agreement
The City is recommending contracting with Berk Consulting to facilitate a comprehensive City-
wide strategic planning process in 2012. This was identified as a key priority of the Mayor and
the City Council for 2012 and is funded using currently budgeted, but unspent, 2011 funds from
the Mayor's office.
BACKGROUND
Strategic planning determines where an organization is going over 5 -10 years or more, and how
it's going to get there. A Strategic Planning process will help us develop a common
understanding, throughout the community, of what we want to achieve the changes that have
occurred in the past, and what's coming in the future and help utilize existing and future
resources to meet the greatest needs in the community. The process itself will encourage
engagement from our residents, businesses and employees, with a particular emphasis on
reaching out to our diverse population. When complete, the Plan will serve as a way to
organize and prioritize City initiatives and resources, with specific performance measures so we
will know when we "get there." The City has undergone many changes since its last visioning
efforts of the early 1990's, driven primarily as a result of numerous annexations and geographic
growth.
While much of this work will be done by City staff, the development of a successful Strategic
Plan requires the expertise of people who are knowledgeable in the field and have a proven
track record for success. In an effort to identify a qualified group of organizations who could
meet this need, the City issued a Request for Proposal on January 31, 2012.
Berk Consulting was chosen after an extensive review of the original 17 proposals. The finalists
were reviewed on March 8, 2012 by an interview team consisting of Council President Verna
Seal, Councilmembers Quinn and Hougardy, Mayor Haggerton, City Administrator David Cline,
Police Chief Mike Villa, Public Works Director Bob Giberson, Community Development Director
Jack Pace, Human Services Manager Evelyn Boykan, and Executive Assistant Joyce Trantina.
Berk Consulting was chosen based on the proposals submitted, review of similar Strategic Plan
documents (samples of similar work), formal presentations to the interview team, discussions
with other clients to assess customer satisfaction /results, and an analysis of how the work
teams might "fit" with the City's various stakeholder groups.
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INFORMATIONAL MEMO
Page 2
DISCUSSION
The Strategic Planning work will be done in three phases over the course of the next 8 -9
months and will utilize multiple outreach methods designed to engage a broad range of
stakeholders, the public and employees:
Phase 1 Information Gatherina and Communitv Visioning: This phase will involve a
community assessment consisting of public meetings, focus group sessions, and other
outreach forums. Stakeholder and staff work groups will be identified and organized. A
formal community, business, resident and employee outreach process will be conducted.
Data collection and analysis will be reviewed and summarized, evaluating the
community's resources, strengths and assets.
Phase 2 Develooinq Draft Plan: This phase will outline options for the strategic plan, and
create an implementation plan and schedule. This work will include public involvement
that engages the community in the strategic planning process, and a Public Review Draft
will be prepared and reviewed.
Phase 3 Test and Develoo Final Plan: This phase will include feedback from the public
and staff on the Draft Plan, analysis of input from the various sources (community open
house /online survey, Stakeholder Committee, Staff Work Group meetings, etc.) and
development of the Final Strategic Plan.
The attached scope of services includes a more extensive community and staff outreach
component than in the original proposal. Through the review process and in discussions with
the Mayor, City Council, City staff members and the community, it became apparent that one of
the most valuable elements of this effort will be a comprehensive outreach to our diverse
population.
The contract also reflects an expanded effort to reach every employee in the City by providing
an anonymous survey for City staff to contribute their ideas early in the process. Our front -line
employees are the people serving our community on a daily basis, and can provide valuable
insights (what's working, where can we improve, etc.) into this process.
The cost of the project ($119,449) and a 10% contingency, for a total "not to exceed" cost of
$131,394) will be funded by the Mayor's office 2011 budget.
RECOMMENDATION
The Council is being asked to approve the agreement and consider this item at the April 9, 2012
Committee of the Whole meeting and subsequent April 16, 2012 Regular Meeting.
ATTACHMENTS
Consulting Agreement w /Exhibits
CONSULTANT AGREEMENT FOR
STRATEGIC PLANNING (CONSULTING) SERVICES
THIS AGREEMENT is entered into between the City of Tukwila, Washington, hereinafter referred
to as "the City and Berk Consulting, 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 consulting services
services in connection with the project titled Strategic Planning.
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. Duration of Agreement Time for Performance. This Agreement shall be in full force and
effect for a period commencing upon execution and ending December 31, 2012 unless sooner
terminated under the provisions hereinafter specified. Work under this Agreement shall
commence upon 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 no later than December 31, 2012 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 $119,449 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.
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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.
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.
0)
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
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.
11. 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.
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15. Applicable Law; Venue; Attorney's Fees. This Agreement shall be subject to, and the
Consultant shall at all times comply with, all applicable federal, state and local laws,
regulations, and rules, including the provisions of the city of Tukwila Municipal Code and the
ordinances of the city of Tukwila. In the event any suit, arbitration, or other proceeding is
instituted to enforce any term of this Agreement, the parties specifically understand and agree
that venue shall be properly laid in King County, Washington. The prevailing party in any
such action shall be entitled to its attorney's fees and costs of suit. Venue for any action
arising from or related to this Agreement shall be exclusively in King County Superior Court.
16. Entire Agreement. This Agreement contains the entire agreement between the parties, and
no other agreements, oral or otherwise, regarding the subject matter of this Agreement shall be
deemed to exist or bind either of the parties. Either party may request changes to the
Agreement. Changes which are mutually agreed upon shall be incorporated by written
amendments to this Agreement.
17. Severability and Survival. If any term, condition or provision of this Agreement is declared
void or unenforceable or limited in its application or effect, such event shall not affect any
other provisions hereof and all other provisions shall remain fully enforceable. The provisions
of this Agreement, which by their sense and context are reasonably intended to survive the
completion, expiration or cancellation of this Agreement, shall survive termination of this
Agreement.
18. Notices. Notices to the City of Tukwila shall be sent to the following address:
City Clerk
City of Tukwila
6200 Southcenter Boulevard
Tukwila, WA 98188
Notices to Consultant shall be sent to the following address:
Berk Consulting
Attn: Brian Murphy
2025 First Ave. Suite 800
Seattle, WA 98121
19. Entire Agreement; Modification. 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.
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No amendment or modification of this Agreement shall be of any force or effect unless it is in
writing and signed by the parties.
DATED this day of
CITY OF TUKWILA
Mayor
Attest/Authenticated:
City Clerk
20
CONSULTANT
By:
Printed Name:
Title:
Approved as to Form:
Office of the City Attorney
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CITY OF TUKWILA STRATEGIC PLANNING
Scope of Work 4/4/12
BERK's strategic planning approach focuses on aspirational and unifying visioning, market feasibility, and fiscal
sustainability. The result is a Vision and Strategic Plan that is compelling, resonant enough to unite the community
and practical enough to be realized.
To achieve this outcome, we will support informed consideration of policy issues by policy makers, planning
committees, and the public. Complex choices need to be made accessible to the audiences involved in developing
a Strategic Plan. The result is agreement and alignment around the community we are now, a Vision of the
community we want to be in the future, and the timeline and actions required to realize that Vision.
The Tukwila strategic planning process will be guided by a Stakeholder Committee, which will include the Mayor
and one Councilmember along with other community stakeholders. The ultimate responsibility of the Stakeholder
Committee is to forward a Recommended Draft Plan to the City Council for review and adoption. A Staff Work
Group comprised of representatives from key departments and divisions will meet prior to each Stakeholder
Committee to review materials and provide additional input for consideration by the Stakeholder Committee.
Opportunities will be provided for community members and City staff to provide input early in the planning
process and in review of a Draft Plan. The City's intention is to touch and gather input from every resident,
business owner, employee, and City staff member at least once in the process.
Task, 1: Ongoing Project Management Coordination.
Over the course of the project, BERK's Project Manager and other key staff will coordinate project details with a
core City Project Management team. This coordination will include emails with draft materials for review and
regular phone conversations.
Task 2: Kickoff Meeting &information Collection.
Task 2a. Kickoff Meeting Community Outreach Plan Development
The BERK project team will come to the City for a kickoff meeting with key staff. During this discussion, we will
review the desired outcomes of the project and finalize our approach. We will also:
Discuss the relationship of this project to other current City planning and budgeting efforts.
Conduct an initial SWOT with City staff identifying current issues, strengths, challenges, and opportunities.
Discuss formation and membership of the Stakeholder Committee. City staff will lead the recruitment effort,
with the benefit of input from BERK staff.
Review and revise plans to engage community members and City staff in the planning project, clarifying the
responsibilities of BERK and the City. The Kickoff Meeting may be followed by other collaborative strategy
sessions with City staff to finalize a Community Outreach Plan.
Determine how to best communicate and work together, with the understanding that staff are busy and
juggling multiple responsibilities.
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City of Tukwila Strategic Planning
Scope of Work 4/4/12
Based on these discussions, BERK will prepare a final project schedule and a Community Outreach Plan.
Task 2b. City Council Work Session #1
SWOT discussion identifying Tukwila's strengths, challenges, opportunities, and issues to be addressed in the
strategic planning process. Discussion of Council desires for planning process and outcomes.
Task 2c. Staff Work Group Meeting #1
Introductions, role and charge of the Work Group, and agreement on operating principles. Discussion of the
group's role as Ambassadors to rest of the City organization to spread the word and encourage broad
participation. Group visioning and SWOT brainstorming.
Task 2d. Stakeholder Committee Meeting #1.
Introductions, role and charge of the Committee, and agreement on operating principles. Discussion of the
group's role as Ambassadors to the community to spread the word and encourage broad participation. Group
visioning and SWOT brainstorming.
Task 3: Project Profile Raising
BERK will work with the City to develop a profile raising plan for the project. We will support City staff, who will
lead announcement of the project and development of a project website. Project communications will focus on
explaining how the visioning process will guide City efforts and investments that will have real impact on
individuals, families, and business and property owners. Part of the plan will also identify the strategies for keeping
stakeholders engaged throughout the project and allow for targeted follow up in future phases of the work.
Task 3a. About the Strategic Plan Brochure Text for Website
BERK will develop an About the Strategic Plan brochure for the website and distribution at City Hall, libraries,
businesses, and community centers as well as concise text to promote the project via the City's Twitter account
and other social media.
Task 4: Data Collection and Analysis
Task 4a. Stakeholder Interviews
City Leaders. We will interview the Mayor and Council members early in the project to understand perspectives
and dynamics, and their aspirations for the future. During interviews, we will discuss the relevancy of the current
Mission Statement and how the City's key planning documents should inform the Strategic Plan.
Community Leaders. Working with City staff, we will identify representative community and business leaders and
groups that the City would like to hear from. We will conduct 10 phone interviews on the City's challenges and
opportunities and vision for the future. We will also ask interviewees to identify existing or potential events that
could serve as forums to engage the community in visioning that they could sponsor and /or host, along with their
thoughts on the engagement strategy.
Task 4b. Online Staff Survey
We will administer a concise, anonymous survey for City staff to contribute their ideas early in the planning
process, during the issue identification phase. Staff input will be sought on their Vision for the future of the
community, the role of the City as an organization, and key issues to be addressed in the Strategic Plan.
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City of Tukwila Strategic Planning
Scope of Work 4/4/12
Task 4c. Demographic, Market, and Fiscal Analysis
BERK staff will create a concise series of exhibits that present an easily understandable overview of the City's
current demographic, employment and retail makeup, as well as trends over time. As part of an external scan,
BERK will conduct research and potentially conduct a few interviews on the regional and national trends that could
affect Tukwila. For example, changes in regional housing supply or the pay and location of newly created jobs
could have an impact on the residential make -up of Tukwila. We will also analyze the City's baseline fiscal outlook,
taking into consideration the effects of the economic recession, recent development, and the political and
economic context of each primary revenue stream. This information can be used in discussions with the City
Council and Stakeholder Committee, and available at community meetings and on the website.
Task 4d. Review of City Documents
BERK will review the City's current Comprehensive Plan, Capital Improvement Program, and other key plans and
policies. The outcomes of the strategic planning process will inform adjustments to ensure the City's full suite of
plans and policies are properly aligned.
Task4e. Development of Situation Assessment
Task 4 will generate input from a variety of sources in a range of formats, including data, narrative reports, and
visual forms, such as pictures, photographs, and sketches. We will compile and synthesize this quantitative and
qualitative input in a concise Situation Assessment that summarizes key trends, highlights important themes, and
identifies points of agreement and potential conflict or tension.
Task 4f. Staff Work Group Meetings #2 and #3
Staff Work Group Meeting #2. Review public input, additional analytics, and draft materials for Stakeholder
Committee Meeting #2.
Staff Work Group Meeting #3. Discuss the full Situation Assessment and key topics to be addressed in the
Strategic Plan. Review draft materials for Stakeholder Committee Meeting #3.
Task 4g. Stakeholder Committee Group Meetings #2 and #3
Stakeholder Committee Meeting #2. Discuss public input and additional analytic inputs.
Stakeholder Committee Meeting #3. Discuss the full Situation Assessment and key topics to be addressed in
the Strategic Plan.
Task 5: Community Visioning
Our goal with the Visioning and the Strategic Planning processes is to engage Tukwila's whole community in
inspiring and unifying explorations of the City's best future.
A community vision is a powerful thing. A successful vision establishes an aspirational and optimistic tone and
provides direction, aligns expectations, and helps to prioritize investments and actions. It reflects the diversity of
the community while at the same time asserting a sense of common purpose. It is flexible and broad enough to
apply to future opportunities and challenges, yet specific and tangible enough to provide real guidance. It is much
more than a "feel good" statement: it establishes preferences and boundaries that will guide future decision
making.
Throughout the Visioning process, key inputs from Task 4 will be communicated in an accessible format that will
facilitate informed Visioning, where participants can express their aspirations with an understanding of potential
choices and tradeoffs. Potential topics to explore with participants include:
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City of Tukwila Strategic Planning
Scope of Work 4/4/12
What do you want Tukwila to be like in the future?
What are the community's assets? What do you love about living or working here?
What are its challenges?
What do you want more of? Less of?
What is most important, important, and less important?
It is important to communicate why community visioning and strategic planning matters, making the connection to
on- the ground changes that will affect the lives and well -being of individuals, families, businesses. At the same
time, it is critical that community outreach be accessible and engaging.
Tukwila's diverse demographics will guide our community outreach strategy, ensuring we gain input from a
representative sample of Tukwila's population. We will collaborate with the City and others to employ a
multi pronged approach to engage a broad group of participants in planning for Tukwila's future. Our outreach will
rely on a three -fold strategy as described below.
Task 5a. Invite the Community In: Community Open House ##1
The traditional form of community engagement is the City- hosted town hall meeting that is noticed broadly and
attended by a share of the community. While these meetings are an important part of the outreach strategy, they
will not reach the entire community. BERK will collaborate with City staff to design and implement a dynamic
community meeting. BERK will lead materials development, facilitation and the creation of summary documents,
while City staff will lead event promotion, logistics, and hosting.
Task 5b. Go out in the Community: Collaborative Outreach with Community Partners
Tukwila has a wealth of existing formal and informal groups that come together to meet, socialize, and learn from
one another. We will collaborate with City and community leaders to identify opportunities for engagement where
we can interact with community members on their own terms. Some events might be suitable for visioning, while
others might be used to raise awareness of the effort and direct residents to in- person and online opportunities to
provide input.
BERK will work closely with City staff to develop a plan to connect with community -based organizations active in
Tukwila. A particular effort will be made to develop approaches that will reach non English speaking residents,
such as attending partner- hosted events and meetings and going to community hubs such as places of worship,
community centers, and other places people congregate. The project's Community Outreach Plan developed
collaboratively with City staff in Task 2a will determine how best to use project resources to engage Tukwila's
non English speaking residential population, addressing both the type of input to be gathered and the specific
tools and methodologies for obtaining that input.
BERK will be responsible for analysis of input received, integrating community input with other project inputs. The
tasks below will be shared among City staff, BERK staff, and possibly other contractors:
Material design and development
Translation and interpretation into languages other than English
Communication and coordination with individual community partners
Direct engagement with target population or training of community partner
Compilation of input received
$10,000 has been allocated for these purposes and may be used in any of the following ways at the direction of the
City's Project Manager:
16 4
City of Tukwila Strategic Planning
Scope of Work 4/4/12
BERK staff may utilize all or a portion of these resources
BERK or City staff may use a portion of these resources for translation and interpretation services provided by
a to -be- determined contractor(s)
The City may separately contract with another provider for significant public engagement assistance, drawing
on the language and cultural skills of a to -be- determined contractor(s). In this case, BERK's budget will be
reduced by the amount paid to the contractor.
Task 5c. Engage Virtually: Project Website and Online Community Survey
In addition to using traditional media to raise awareness of the visioning effort and promote opportunities for
residents to share their input, the internet and social media can directly engage residents allowing for interactive
and creative online input. It will be important to share timely information on the website, and to use other tools
that allow stakeholders to post ideas, photos, and videos.
BERK will support City staff in developing materials for the City's website. BERK will lead development,
administration, and analysis of an online survey open to residents, business owners, and individuals who work or
shop in Tukwila. City staff or contractors will be responsible for translating the survey into languages other than
English, as well as any long -form (narrative) responses.
From Input to Vision. BERK will take an active role in the public engagement design and implementation, as well as
in leading the Stakeholder Committee through the crafting of a draft Vision. Our role is to facilitate productive
conversations and do the hard work between Staff Work Group and Stakeholder Committee meetings of analyzing
and summarizing what we've heard and bringing forward starting points, options for consideration, and revised
drafts.
lPnase I1: ueyelop uratt Plan
Task 6: Draft Strategic Plan Development
Task 6a. Staff Engagement Meetings
At this point in the process, it will be important to engage all City staff in reviewing input gathered to date, helping
to identify potential strategies, and contributing suggestions for the City's Vision, Mission, and Values statements.
BERK will collaborate with City staff to design and administer three meetings, each engaging about a third of the
City's total staff. BERK will lead the meeting design, materials development, facilitation, and meeting summary,
while the City will host the meetings and be responsible for associated logistics.
Task 6b. Development of Strategic Options Summary
Based on the findings and discussions to date, we will develop a Strategic Options Summary for staff and
Stakeholder Committee discussion, serving as a preliminary outline of the strategic plan. The document will
organize identified needs, challenges, and opportunities into major themes, and translate the themes into draft
Goals. These Goals will then be developed iteratively by the Stakeholder Committee (with the benefit of input from
the Staff Work Group), with supporting Action Strategies that describe how, when, and with what resources the
Goals will be achieved.
Task 6c. Staff Work Group Meetings #4 and #5
Staff Work Group Meeting #4. Review the Strategic Options Summary and draft materials for Stakeholder
Committee meeting #4.
5 17
City of Tukwila Strategic Planning
Scope of Work 4/4/12
Staff Work Group Meeting #5. Review the Public Review Draft and draft materials for Stakeholder Committee
meeting #5.
Task 6d. Stakeholder Committee Meetings #4 and #5
The Stakeholder Committee will have the opportunity to provide input on each Goal, as well as their preferences
for specific actions in the short medium and long -term. Phases may be used to identify priority areas of focus
over time. For example, if a two -year phase of investment in the City's economic base is agreed to be followed by a
phase of investment in quality of life enhancements, this clarity of expectations will alleviate uncertainty among
policy makers and residents alike.
Stakeholder Committee Meeting #4. Review the Strategic Options Summary and advance development of the
Strategic Plan.
Stakeholder Committee Meeting #5. Develop the Public Review Draft; prepare for public outreach.
Task 6e. Development of Public Review Draft
BERK will develop an attractively designed Public Review Draft for review by the Staff Work Group and Stakeholder
Committee. Revisions will be made based on input from these groups, and a final Public Review Draft will be
completed.
Task 6f. City Council Work Session #2
Update en pregress te date and preview ef Publie Review Discussion of Situation Assessment, Stratepic
Options Summarv, and potential directions the strategic plan should take.
Council comment on the Public Review Draft to be developed subsequently by the Advisory Committee will be
gathered by City staff at a normaliv scheduled Citv Council meeting.
Devel Phase III: Test Final Plan
Task 7; Comment on Public Review Draft
It is important to allow members of the public and City staff to review and provide input on the Public Review Draft
of the Strategic Plan. This review process is important to confirm that community and staff input has been
interpreted correctly and to explore community preferences for prioritization, phasing, and key tradeoffs.
Task 7a. Community Open House #2. A second Community Open House is an efficient way to reach some
members of the Tukwila population. Format and roles will be similar to the first event, described on page 4.
Task 7b. Collaborative Outreach with Community Partners, Round 2. Additional outreach via selected community
partners will complement the Community Open House and reach a more diverse segment of the population.
Format and roles will be similar to the first round, described on page 4.
Task 7c. Web -based Feedback on Draft Plan for Public and City Staff. An online survey or series of comment fields
will be used to gather public and staff input on the draft plan. BERK will design the instrument and analyze the
results.
Task 7d. Staff Work Group Meeting #6
Staff Work Group Meeting #6. Review public feedback and draft materials for Stakeholder Committee
meeting #6.
18 6
City of Tukwila Strategic Planning
Scope of Work 4/4/12
Task 7e. Stakeholder Committee Meeting #6
Stakeholder Committee Meeting #6. Review public feedback and revise the draft, creating the Recommended
Draft Plan for Council consideration.
Task 8: Development of Recommended Draft Plan and Final Strategic Plan
The final plan will be an attractively designed document that artfully describes Tukwila's desired future and the
specific strategies and investments to realize that Vision. Key elements of the plan will include:
A standalone Executive Summary, designed for an audience of residents and partners.
A succinct summary of the planning process and the most salient analytic findings.
A powerful articulation of the community's Vision and Mission.
Phases, Goals, and supporting Action Strategies that are SMART (Specific, Measurable, Achievable,
Results- oriented and Time bound), creating an implementation plan with metrics.
Section on the fiscal sustainability of the Plan and implications for the Comprehensive Plan update process.
Task 8a. Development of Recommended Strategic Plan
Final Recommended Strategic Plan with Executive Summary and performance metrics
Descriptive text for City's website
Task 8b. City Council 1 Session #3
Ddiscussion of Recommended Draft Plan.
Task 8c. Staff Work Grouo Meetina #7
Staff Work Group Meeting #7. Review Council feedback on Recommended Draft Plan and draft materials for
Stakeholder Committee meeting #7.
Task 8d. Stakeholder Committee Meetina #7
Stakeholder Committee Meeting #7. Discuss Council feedback on the Recommended Draft Plan and develop a
Final Draft Plan.
Task 8de. Development of Final Strategic Plan.
BERK will make final revisions per input from the City Council and Advisory Committee and prepare the Final
Strategic Plan.
Summary of Major Work Products
Community Outreach Plan
About the Strategic Plan brochure
Situation Assessment, compiling qualitative and quantitative inputs to the strategic planning process
Strategic Options Summary
Strategic Plan Public Review Draft
Strategic Plan Recommended Draft Plan
Strategic Plan Final Draft Plan
Strategic Plan Final Plan
7 19
City of Tukwila Strategic Planning
Scope of Work 4/4/12
Elk" aft °V
BERK will invoice the City monthly on a time and materials basis, with a total budget not to exceed $119,449. The
City has set aside a 10% contingency for unforeseen additional effort. This amount beyond the base budget of
$119,449 is not to be used without the direction of the City's Project Manager.
Our anticipated level of effort by individual and by task is reflected below.
$10,000 in project resources for Collaborative Outreach with Communi tv Partners may be used in a variety of ways as described in Task 51b
20 s
Michael Hodgins,
Brian Murphy,
Allegra Calder,
Survey Public
Financial
Supporting
Total Hours and
Strategic Advisor
Project Manager
Lead Analyst
Engagement Lead
Market Analyst
Analyst
Estimated Cost
Facilitator
Facilitator
by Task
2012 Hourly Rate I
$250
SS80
$140
$110
$110
$70
1
Phase 1: Information Gathering Visioning
1 Ongoing Project Management Coordination
5
20
2a Kickoff Meeting& Community Outreach Plan Development
3
3
3
3
3
2b City Council Work Session #1
5
5
10
2c Staff Work Group Meeting #1
3
3
2d Stakeholder Committee Meeting #1
5
7
3
3a About the Strategic Plan brochure text for web
2
4
6
4a Stakeholder interviews (Mayor, Council, 10 community
leaders)
10
10
20
4b Online Staff Survey
2
2
20
30
4c Demographic, Market, Fiscal Analysis
2
2
5
30
4d Review of City Documents
5
5
5
4e Development of Situation Assessment
2
5
10
5
15
4f Staff Work Group Meetings #2 and #3
6
6
4g Stakeholder Committee Meetings #2 and 3
10
18
6
5a Community Open House #1
4
10
4
20
5b Collaborative Outreach with Community Partners
5
i5
5
$7,500
Sc Project Website Online Community Survey
2
2
20
30
Subtotal
9
87
83
62
52
148
441
$59,930
Phase 2: Develop Draft Plan
6a Staff Engagement Meetings 13)
12
15
20
6b Development of Strategic Options Summary
2
8
8
5
2
10
6c Staff Work Group Meetings #4 and #5
6
6
Ed Stakeholder Committee Meetings #4 and #5
10
18
6
6e Developmentof Public Review Draft
2
10
15
2
15
6f City Council Work Session #2
5
5
10
Subtotal
4
51
67
5
4
61.
I 192
$24,820
Phase 3: Test Develop Final Plan
7a Community Open House #2
4
10
20
7b Collaborative Outreach with Partners, Round 2
15
5
$2,500
7e Web -Based Feedback (Public Staff)
2
2
10
30
7d Staff Work Group Meeting #6
3
3
7e Stakeholder Committee Meeting #6
5
9
3
8a Recommended Strategic Plan (with layout)
2
10
i5
5
30
Bb City Council Work Session #3
5
5
10
Sc Staff Work Group Meeting #7
3
3
8d Stakeholder Committee Meeting #7
5
9
3
Be DevelopmentofFlnaIStrategic PIan
5
10
i5
Subtotal
2
42
66
25
5
116
I 256
$31,220 11
Total Estimated Hours
i5
180
216
92
61
325
889
Cost
$115,970
Totals
Subtotal Consultant Cost
$115,970
Project Expenses 3% of project budget
$3,479
Prolect Total
$119A49
10 %Contingency (not to be used without direction of the City's Project Manager)
$11,945
Total with Contingency
$131,394
$10,000 in project resources for Collaborative Outreach with Communi tv Partners may be used in a variety of ways as described in Task 51b
20 s
Strategic Planning Project Schedule
22
FINANCE AND SAFETY COMMITTEE Meeting Minutes
April 3, 2012 5:15p. m.; Conference Room #3
City of Tukwila
Finance and Safety Committee
PRESENT
Councilmembers: De'Sean Quinn, Chair; Dennis Robertson and Verna Seal (filling in for Kate Kruller)
Staff: Peggy McCarthy, Joyce Trantina, Gail Labanara and Kimberly Matej
Guests: Chuck Parrish, resident and Marie Parrish, resident
CALL TO ORDER: Chair Quinn called the meeting to order at 5:15 p.m.
I. PRESENTATIONS
No presentations.
II. BUSINESS AGENDA
A. Consultant Agreement: Citv's Strategic Plan
Staff is seeking Council approval to enter into a consultant agreement with Berk Consulting for
facilitation of strategic planning services in the amount of $119,449 plus a 10% contingency.
Joyce Trantina introduced this item, provided a brief overview of the strategic plan consultant selection
process and summarized the Agreement's scope of services and timeline. Committee Chair Quinn
inquired about the contract dollar amount as well as how it will be funded. Staff responded that the base
price of proposals increased once the applicants explained, that statistically valid surveys would be nearly
impossible to achieve and the need for broad community outreach would be vital. It was apparent that the
selected consultant will need to conduct additional outreach in City's diverse community which increased
the scope of service and related costs. The Agreement will be paid for with unspent funds from the
Mayor's Office 2011 -12 budget. These unspent funds are primary related to salary savings from the
unfilled positions and CTR program funds not spent due to the elimination of City -wide issued ORCA
cards.
Committee Member Robertson stated he would like to see the Agreement's scope of services reflect more
City Council involvement in the Strategic Planning process. Specifically, he recommends modifying
some of the scheduled Council Presentations to actually be Council Work Sessions. This will allow for
more input from and discussion among Councilmembers regarding the Plan during each stage. The
Committee was in agreement with Committee Member Robertson's suggestion, and believes that Council
involvement is extremely important to the acceptance and application of a final Plan. Additionally, the
Committee is willing to be flexible in regards to specific suggestions Berk Consulting may have regarding
these processes. UNANIMOUS APPROVAL WITH COMMITTEE RECOMMENDED CHANGES.
FORWARD TO APRIL 9 COW FOR DISCUSSION.
B. Self- Insured Healthcare Plan Contingencv Reserve
Staff is seeking Committee approval to amend existing reserve Policy No. 300 -15 to reflect an addition
and reference to a contingency reserve balance for the self insured healthcare plans.
Staff discussed changes made to the Washington State Administrative Code (WAC) that became effective
in 2011 and required that IBNR (incurred but not reported) claim reserves for the City be calculated by
an independent actuary. The WAC also recommends that the governing body (in this case, the City)
establish an additional contingency reserve amount to this calculation. Based on research conducted by
staff, a contingency reserve amount equaling 2.5 times the actuarial calculation of the IBNR is
recommended for the City. Each of the self insured plans has sufficient fund balance to cover the reserve
amounts. COMMITTEE APPROVAL.
23
24
Upcoming Meetings Events
April 2012
9th (Monday) 10th (Tuesday) 11th (Wednesday) 12th (Thursday) 13th (Friday)
Community
Affairs Parks
Cmte,
5: 00 PM
(CR #3)
Tukwila
Metropolitan
Park District
Board of
Commissioners
Meeting,
6:00 PM
(Council
Chambers)
City Council
Committee of
the Whole Mtg.,
7.00 PM
(Council
Chambers)
NOTE: Discussion of
agenda items may be
delayed due to a
lengthy agenda for
the MPD meeting that
begins at 6:00 PM
Utilities CFAt
Cancelled
Tukwila
International
Boulevard
Action Cmte,
7:00 PM
(Community
Center)
14th (Saturday)
MPD's Citizens Pool
Advisory Committee
8:00 AM
(Tukivila Community
Center)
Council Coffee Chat
10:00 AM to
12:00 NOON
Stop by and informally
talk with a Tukwila
City Councilmember
about anything on your
mind regarding
Tukwila.
Foster Golf Links
Clubhouse
(13500 Interurban Ave S)
16th (Monday)
17th (Tuesday)
18th (Wednesday)
19th (Thursday) 20th (Friday)
21st (Saturday)
Transportation
Finance
Volunteer
Tukwila
Hands On Tukwila
Cmte,
Safety Cmte,
Appreciation
Historical
Heahhy You Healthy
5:15 PM
5:15 PM
Ice Cream Social
Society,
Earth 5K
Registration is 820.00
(CR #1)
(CR 93)
4:30 6:30 PM
7:00 PM
Tukwila
(Tukwila
Register at
Community Center
Heritage
www.active.com
For additional
City ouncil
ty
206- 768 -2822
Cultural Center,
14475 59" Ave
information or to
Regular Mtg.,
S
volunteer contact the
7:00 PM
0
Tukwila Community
(Council
Center at 106 768 -2812
Chambers)
Celebrate Earth Day
and Duwamish Alive
Duwamish Hill
Parks
Preserve
Commission,
J0.00AM— 2:00 PM
5:30 PM
For information and
(Community
registration, visit
Center)
wwwforterra.org
Free Paper
Library
Shredding and
Advisory
Recycling Event
Board,
Boeing Employees Credit
7:00 PM
Union
(Foster Library)
12770 Gateway Drive
10:00 AM -1:00 PM
www becu.ors for
more details
April Pools Day
1:00 3:00 PM
Tukwila Pool
206 -267 -2350
Water safety carnival
and FREE public swim!
➢City Council Committee of Whole (C.O.W.) Meeting: 2nd 4th Mon., 7:00 PM, Council Chambers at City Hall.
➢City Council Regular Meeting: 1st 3rd Mon., 7:00 PM, Council Chambers at City Hall.
➢Community Affairs Parks Committee: 2nd 4th Mon., 5:00 PM, Conf. Room #3 (A) "Housekeeping" Code Amendments.
➢Finance Safety Committee: 1st 3rd Tues., 5:15 PM, Conf. Room #3.
Library Advisory Board: 3rd Wed., 7:00 PM, Foster Library. Contact Stephanie Gardner at 206 767 -2342.
➢Parks Commission: 3rd Wed., 5:30 PM, Senior Game Room at Community Center. Contact Stephanie Gardner at 206- 767 -2342.
➢Transportation Committee: Ist 3rd Mon., 5:00 PM, Conf. Room 91
➢Tukwila Historical Society: 3rd Thurs., 7:00 PM, Tukwila Heritage Cultural Center, 14475 59 Avenue S. Contact Pat Brodin at
206 433 -1861.
➢Tukwila Int'I. Blvd. Action Cmte: 2nd Tues., 7:00 PM, Tukwila Community Center. Contact Chief Villa at 206- 433 -1815.
➢Utilities Committee: 2nd 4th Tues., 5:00 PM, Conf. Room #1 4110112 meeting cancelled.
25
Tentative Agenda Schedule
MONTH 'MEETING-,? MEETING, 2 MEETIlVG 3
REG7,LAR C:OW. REGULAR.
April 2 9 16
See agenda packet
cover sheet for this
week's agenda
(April 9, 2012
Conuaitteee of the Whole
Meeting)
Special Presentations:
Oath of Office
administered to Police
Officer James
Schwalm, Badge #195
and Colin Cufley,
Badge #199.
Valley Cities
Counseling and
Consultation.
Employee Recognition.
Appointments:
Confirm the re-
appointment of Jan
Bolerjack to Position
#7 on the Human
Services Advisory
Board, with a term
expiring 4/30/15.
Confirm the re-
appointment of Alice
Russell to Position #2
on the Parks
Commission, with a
term expiring 3/31/15.
Confirm the re-
appointment of Scott
Kruize to Position #5
on the Parks
Commission, with a
term expiring 3/31/15.
Consent Agenda:
Authorize the Mayor to
sign an application for
Community
Development Block
Grant (CDBG) funds
for the 2013 Minor
Home Repair Program
to serve the cities of
Tukwila, SeaTac, Des
Moines, Covington,
and Pacific in the
amount of $125,000.00.
Unfinished Buisness:
A contract for the
City's Strategic Plan.
MEETING 4
CO.W
W
Public Hearines:
Solid Waste Contract
Mandatory
Collection.
Special Issues:
Discussion on Solid
Waste Contract
Mandatory
Collection.
An ordinance
adopting the
Development
Agreement between
the City of Tukwila
and Riverton
Development
Company regarding
development of land
along East Marginal
Way South.
Tukwila Village
Development
Agreement.
26