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Home My WebLink AboutReg 2012-04-16 COMPLETE AGENDA PACKETTukwila City Counci /Agenda REGULAR MEETING 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 16, 2012; 7:00 PM Ord #2368 Res #1764 1. CALL TO ORDER PLEDGE OF ALLEGIANCE ROLL CALL 2. SPECIAL a. Oath of Office administered to Police Officer James Schwahn, PRESENTATIONS Badge #195, and Police Officer Colin Cufley, Badge #199. b. Employee recognition and awards. c. Valley Cities Counseling and Consultation, in partnership with the SCORE jail facility. Robyn Dunning, Valley Cities Program Manager, and Penny Bartley, SCORE Executive Director. d. Code Enforcement and Rental Licensing Update. MaryHuivey, Code Pg.1 Enforcement Officer. 3. APPOINTMENTS a. Confirm the re- appointment of Jan Bolerjack to Position #7 on the Pg.11 Human Services Advisory Board, with a term expiring 4/30/15. b. Confirm the re- appointment of Alice Russell to Position #2 on the Parks Commission, with a term expiring 3/31/15. c. Confirm the re- appointment of Scott Kruize to Position #5 on the Parks Commission, with a term expiring 3/31/15. 4. CITIZEN At this time, you are invited to comment on items not included on this agenda COMMENT (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. 5. CONSENT a. Approval of Minutes: 3/26/12 (SpeciaiMtg.); 4/2/12 (ReguiarMtg.) AGENDA b. Approval of Vouchers. c. Authorize the Mayor to sign an application for Community Development Pg.15 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. 6. UNFINISHED Authorize the Mayor to sign a contract with Berk Consulting for the City's Pg.23 BUSINESS Strategic Plan in an amount not to exceed $131,394.00. 7. NEW BUSINESS 8. REPORTS a. Mayor b. City Council c. Staff City Administrator Report Pg.39 d. City Attorney e. Intergovernmental 9. MISCELLANEOUS 10. EXECUTIVE SESSION 11. 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. COUNCIL AGENDA SYNOPSIS Initials ITEM NO. Meeting Date Prepared by Mayor's review Council review 04/16/12 I CO 2.D. ITEM INFORMATION STAFF SPONSOR: MARY HULVEY I ORIGINAL AGENDA DATE: 4/16/12 AGENDA ITEM TITLE Code Enforcement and Rental Licensing Update CATEGORY Presentation Motion Resolution Ordinance Bid Award Public Hearing ❑Other Mtg Date 04116112 Mtg Date Mtg Date Mtg Date Mtg Date Mtg Date Mtg Date SPONSOR Council Mayor HR DCD Finance Fire IT P&R Police PWI SPONSOR'S At the February 27, 2012 Community Affairs and Parks (CAP) Committee meeting, an SUMMARY update on Code Enforcement and Rental Licensing was provided. The presentation will be provided to the full Council at the April 16, 2012 Regular Meeting. REVIEWED BY COW Mtg. CA &P Cmte F &S Cmte Transportation Cmte Utilities Cmte Arts Comm. Parks Comm. Planning Comm. DATE: 2/27/12 COMMITTEE CHAIR: HOUGARDY RECOMMENDATIONS: SPONSOR /ADMIN. Code Enforcement COMMITTEE Presentation Only COST IMPACT FUND SOURCE EXPENDITURE REQUIRED AMOUNT BUDGETED APPROPRIATION REQUIRED Fund Source: Comments: MTG. DATE 4/16/12 1 RECORD OF COUNCIL ACTION MTG. DATE I ATTACHMENTS 1 4/16/12 1 Informational memorandums dated 2/27/12 that were presented to the CAP x City of Tukwila Jim Haggerton, Mayor INFORMATIONAL MEMORANDUM TO: Mayor Haggerton Community Affairs and Parks FROM: Jack Pace, Community Development Director DATE: February 27, 2012 SUBJECT: 2011 Code Enforcement Annual Report ISSUE 2011 Annual Report to the Council BACKGROUND The job of code enforcement is to field complaints on a wide variety of issues occurring on private property. Complaints run the gamut from construction without a permit, junk vehicles, debris, vacant structures, weeds and overgrowth, and improper parking on private property (unimproved surfaces). We also investigate business license violations, land altering and sensitive area violations, sign code violations and graffiti complaints. DISCUSSION In 2011, code enforcement opened 366 cases; 305 cases were closed or resolved. Debris complaints comprised 30% of the complaints in 2011. Most of these occurred in single family neighborhoods. Hoarders and scrappers contribute to the problem, as do procrastinators and the disinterested. Building code violations comprised 22% of the complaints. These are primarily construction without proper permits. We are seeing more businesses and residents attempting to bypass the permit process as a way to save money. Residential property owners, in particular, are oftentimes financially unable to comply and require frequent follow up and "handholding" to achieve resolution on these cases. It is not unusual for these cases to take more than 12 months to conclude. The "Other" category comprised 14% of the complaints. This category includes land altering, sensitive area violations and other miscellaneous items not included in any of the other categories. Land altering and sensitive area violations by residents are, like building code violations, an attempt to avoid the permitting process as a way to save money. Like building code violations, they are also very difficult and time consuming to resolve. Business license investigations, Junk Vehicles, Overgrowth, Parking, Graffiti and Sign code violations made up the final 34 In 2011 Code Enforcement did not actively pursue many sign code violations, due to the new regulations and the fact that the mall area businesses were so severely impacted by the Klickitat project. We expect to step up sign code enforcement in 2012. 3 INFORMATIONAL MEMO Page 2 Code Enforcement issued 106 infractions to business owners and residents for failure to resolve code violations. 80% of these were contested in court, with the majority of the contested cases coming to a satisfactory resolution. The remaining 20% remain unresolved. Each infraction represents 30 -60 minutes of officer time, plus court appearance time, if contested. Process Most code enforcement cases follow a similar process: We investigate and document the complaint, issue a courtesy letter or "pre- notice" to the property owner with a description of the problem, the code reference, and establish a compliance date (2 weeks). After the compliance date, we revisit the site and determine if progress or compliance has been achieved. If no compliance, we issue an official Notice of Violation, with a new compliance date (1 week). If still no compliance we can issue civil citations or proceed with a court order of abatement, if warranted. In the majority of cases, the courtesy letter /pre- notice opens the door to conversation with the property owner and we can obtain compliance by demonstrating reasonable flexibility on compliance dates. This approach saves attorney and /or court time and money and leaves the property owner feeling that they have been dealt with fairly. Code Enforcement juggles the need to resolve code violations with many residents who are dealing with foreclosures, job loss, overcrowding, neighborhood resentments, culture clashes, past due bills, limited human services, and other major life issues. Residents have tough choices to make fixing the non working (junk) vehicle on the front lawn, or buying food; paying overdue bills or paying for garbage service. Achieving resolution in these cases is a matter of flexibility, compromise, researching available resources, compassion and time. Mandatory garbage and recycling collection would improve some of our debris issues in the residential areas, by eliminating the self -haul "procrastinators" from accumulating their garbage and rubbish. Challenges 1. The Economy. The impact of the economic situation is the biggest challenge for residents, businesses and code enforcement. The ripple effect of unemployment, foreclosures and other financial problems extends to most areas of code enforcement: Families are "doubling up" two or more to a dwelling unit resulting in overcrowding, additional garbage, noise, and parking issues. Use of travel trailers or motorhomes as dwelling units on private property has increased. We no longer have the requirement on the books that travel trailers, motorhomes and RVs cannot be occupied as a dwelling unit outside a trailer park. It is very difficult to prove this type of occupancy. Businesses and residents are constructing, or clearing and grading without permits, displaying illegal signs, dumping debris or storing it improperly all in an effort to avoid paying permit fees. Businesses are failing to obtain or renew their business licenses in a timely manner, due to lack of funds. Industrious but out of work backyard mechanics are performing under the table auto repair at their home illegal and unlicensed and very difficult to verify and shut down. WA2012 Info Memos- Coundkode enfo annual report2.doc 4 INFORMATIONAL MEMO Page 3 All of these items ultimately end up with code enforcement involvement. 2. Confusing rules and regulations, lack of general code knowledge "I didn't know that needed a permit..."), and the attitude of asking for "forgiveness" rather than permission all contribute to our workload. Complex code language and processes often increase the "hassle- factor" and cause some citizens to take shortcuts. 3. Language and cultural barriers also contribute to the mix. Activities that are prohibited in this City may be perfectly normal in the home country. Communicating across the language barrier is difficult, as well, especially when it comes to explaining codes and regulations. 4. Citizens often expect that the City can (and will) instantly resolve their complaint. We find that neighbors don't interact and work together to solve neighborhood issues, preferring the anonymous hand of government to play the "bad guy" role. And they often have unrealistic expectations of the compliance timeline. 5. Implementation of the Rental Housing Licensing program has reduced the number of general code enforcement officer hours. This means that fewer cases can be investigated and resolved and proactive code enforcement has been discontinued. Next Steps What to Expect in 2012 Code Enforcement will continue to respond to complaints in a timely manner (usually within 2 -4 days) and continue various outreach efforts to educate citizens and encourage community pride. A revised vacant building ordinance will be presented to the Council in March 2012. RECOMMENDATION Information Only. ATTACHMENTS Code Enforcement Activities (2008 -2011) Graph M2012 Info Memos- Coundkode enfo annual report2.doc 5 x x x City of Tukwila Jim Haggerton, Mayor INFORMATIONAL MEMORANDUM TO: Mayor Haggerton Community Affairs and Parks FROM: Jack Pace, Community Development Director DATE: February 27, 2012 SUBJECT: 2011 Rental Housing Annual Report ISSUE Ordinance 2281, adopted in 2010 and codified as TMC 5.06 requires an annual review of the program and the submittal of an annual report. BACKGROUND The Residential Rental Housing Licensing and Inspection Program was adopted in 2010 as a way of ensuring that rental housing in the City of Tukwila met basic habitability standards. DISCUSSION 2011 marked the beginning of the Residential Rental Housing Licensing and Inspection program. Provisional licenses were issued to 602 properties and inspections were conducted on 551 units. As expected, implementing a new program resulted in a heavy administrative burden which accounted for much of the time spent in 2011. Processing the applications, ensuring the information was accurate, setting up files and assisting applicants with sometimes confusing forms and fees comprised most of the first half of 2011. Renewal notices were mailed to all 2011 applicants in December with a renewal deadline of January 31, 2012. To date we have processed 405 renewal applications. There are 213 properties which have failed to renew by the deadline. Those owners have been issued a second notice with a 15 -day compliance deadline. Inspections Code Enforcement and Building staff conducted 235 inspections, the bulk of them between November 1 and December 30 due to the looming December 31, 2011 deadline for Zone 1 inspections. Many of the larger complexes opted to hire private inspectors. We have approved 8 private inspectors and have published this list on the City's website to assist property owners seeking private inspectors. The majority of units passed their initial inspections. Of those which did not pass, the most common reason was lack of smoke detectors in all required locations. We also found about a dozen units with more significant issues, including lack of adequate emergency egress from bedrooms, lack of heat, dangerous/ illegal mechanical installations, and other issues. These issues have been adequately resolved. F INFORMATIONAL MEMO Page 2 There is one apartment complex which legally evicted all their tenants in order to renovate and bring all the units up to standard to pass the required inspection. In reviewing the inspection reports submitted from other larger complexes, it appears that the landlords are using this opportunity to access each unit and assess its overall condition, making improvements along the way even if the items would not constitute a "failure" of the inspection. This speaks to a commitment by some landlords to improving overall living conditions throughout their complexes as a result of required inspections. When we are finished processing renewals, we will begin identifying units still requiring inspection in Zone 1 (2011 deadline), as well as begin inspections of Zone 2 properties. Challenqes We continue to identify and contact owners of unlicensed rental units through ads on Craigslist, inquiries from Human Services, police and fire reports, and "For Rent" signs posted on properties. We have published short articles in the Tukwila Reporter, reminding rental property owners of the program requirements. Application forms, inspection checklists, approved inspectors, and general information is published on our website as well. What's Ahead Incorporate additional process improvements for tracking and managing the program Continued outreach to citizens regarding the program requirements and benefits. Improved city website information Upgrade software tracking system and incorporate the use of handheld devices in 2013 RECOMMENDATION Information Only WA2012 Info Memos- Council\Rental housing annual report memo.doc 10 COUNCIL AGENDA SYNOPSIS CAS NUMBER: AGENDA ITEM TITLE Initials ITEM NO. Meeting Date Prepared by Mayor's review Council review 04/16/12 JT ITEM INFORMATION STAFF SPONSOR: MAYOR HAGGERTON ORIGINAL AGENDA DATE: 4/16/12 Confirm Re- appointments to the Human Services Advisory Board and Parks Commission. CATEGORY Discussion Motion Resolution Ordinance Bid Award Public Hearing Other Mt g Date Mtg Date 4/16/12 Mtg Date Mtg Date Mt Date Mtg Date Mtg Date SPONSOR E] Council ®Mayor Adm Svcs DCD Finance Fire Legal P&'R Police PW SPONSOR'S Confirm Re- appointment of San Bolerjack to Position 7 of the Human Services Advisory SUMMARY Board, position to expire April 30, 2015 Confirm Re- appointment of Alice Russell to Position 2 of the Parks Commission, position to expire on March 31, 2015 Confirm Re- appointment of Scott Kruize to Position 5 of the Parks Commission, position to expire on March 31. 2015. REVIEWED BY COW Mtg. CA &P Cmte F &S Cmte Transportation Cmte Utilities Cmte Arts Comm. Parks Comm. Planning Comm. DATE: N/A COMMITTEE CHAIR: N/A RECOMMENDATIONS: SPONSOR /ADMIN. Confirm Re- Appointments COMMITTEE N/A COST IMPACT FUND.'SOURCE` EXPENDITURE REQUIRED AMOUNT BUDGETED APPROPRIATION REQUIRED Fund Source: Comments: IM TG..DATE RECORD'OF COUNCIL ACTION 12 City of Tukwila Jim Haggerton, Mayor INFORMATIONAL MEMORANDUM TO: CITY COUNCIL FROM: Mayor Haggerton DATE: March 26, 2012 SUBJECT: Re- Appointments, Human Services Advisory Board (Jan Bolerjack); Parks Commission (Alice Russell and Scott Kruize). Issue The term for Position 7 (faith- based) on the Human Services Advisory Board, currently held by Jan Bolerjack will expire April 30, 2012. The terms for Positions 2 and 5 (citizens), on the Parks Commission, currently held by Alice Russell and Scott Kruize, respectively, will expire on March 31, 2012. Recommendation Jan Bolerjack has expressed her willingness to be re- appointed to Position 7 on the Human Services Advisory Board, and I am recommending her re- appointment. Her new term will expire April 30, 2015. Alice Russell and Scott Kruize have also expressed their willingness to be re- appointed to their existing positions on the Parks Commission, and I am recommending that Alice Russell be re- appointed to Position No. 2, and Scott Kruize be re- appointed to Position No. 5 on the Parks Commission. Both of these terms would expire March 31, 2015. If you have any questions regarding this re- appointment, please let me know by 5:00 p.m. on Friday, March 30, 2012. Unless I hear otherwise from members of City Council, I will invite Ms. Bolerjack, Ms. Russell and Mr. Kruize to the April 16, 2012 Regular City Council Meeting for confirmation. Cc: E. Boykan, Human Services S. Gardner, Parks Rec. 13 14 COUNCIL AGENDA SYNOPSIS Initials ITEM NO. Meeting Date Prepared by Mayor's review Council review 4/16/12 EB 5.C. ITEM INFORMATION STAFF SPONSOR: EVIE BOWAN ORIGINAL AGENDA DATE: 4/16/12 AGENDA ITr M TITLE Minor Home Repair Application to King County for Community Development Block (CDBG) Grant Funds 2013 CATEGORY Discussion ®Motion /Consent Resolution Ordinance BidAward Public Hearing Other Mtg Date Mtg Date 4/16112 Mtg Date Mtg Date Mtg Date Mtg Date Mtg Date SPONSOR Council Mayor HR DCD Finance Fire IT P&R Police PW SPONSOR'S The City Council is being asked to authorize the Mayor to sign the CDBG application to SUMMARY King County for Minor Home Repair for the cities of Tukwila, SeaTac, Des Moines, Covington and Pacific in the amount of $125,000, with $25,000 for Tukwila. The Council President has authorized this item to go directly to the Consent Agenda as this application for grant funding is submitted annually and administrative in nature. REVIEWED BY COW Mtg. CA &P Cmte F &S Cmte Transportation Cmte Utilities Cmte Arts Comm. Parks Comm. Planning Comm. DATE: TO CONSENT AGENDA COMMITTEE CHAIR: RECOMMENDATIONS: SPONSOR /ADMIN. Human Services/ Mayor's Office COMMPITEE N/A To Consent Agenda per Council President EXPENDITURE REQUIRED Fund Source: CDBG Comments: MTG. DATE 4/16/12 1 MTG. DATE 4/16/12 COST IMPACT FUND SOURCE AMOUNT BUDGETED APPROPRIATION REQUIRED RECORD OF COUNCIL ACTION ATTACHMENTS Informational Memorandum dated 4/9/12 Pre Application Form 15 16 City of Tukwila Jim Haggerton, Mayor INFORMATIONAL MEMORANDUM TO: Mayor Haggerton Tukwila City Council FROM: Evie Boykan, Human Services Manager DATE: April 9, 2012 SUBJECT: Authorization to submit CDBG application for Minor Home Repair 2013 ISSUE King County must receive a Mayor's signed application as authorized by the City Council for the annual application to King County for Federal Community Development "Block Grants. These funds target the Tukwila Minor Home Repair program. For 2013, we again propose serving as the fiscal administrator for minor home repair in the cities of Tukwila, SeaTac, Des Moines, Covington and Pacific. This program assists low and moderate income homeowners in maintaining their homes. BACKGROUND The Office of Human Services has been administering this program in -house since 2005. In 2011 our contractors served 25 unduplicated Tukwila households with 153 hours of labor. Tukwila's current budget for this program is $125,000 for the entire program and $25,000 for Tukwila. We will be asking for the same amount. DISCUSSION This application competes county -wide with other capital federal applications from both cities and non profit agencies. We sit at the table to recommend capital projects, but of course cannot vote on our own application. FINANCIAL IMPACT We are required to upfront the dollars for the program, and then are fully reimbursed by the federal dollars. RECOMMENDATION The Council is being asked to authorize the Mayor to sign the grant application by Consent Agenda motion at the April 16, 2012 Regular Meeting. (Approved for placement on the Consent Agenda by the Council President on 413112). ATTACHMENTS Pre- application form. 17 im Released: 9, 2012 2012 Allocation Process for King County L Community Development Block Grant (CDBG) Kin Count Consortium Funding in 2013 King County Department of Community and Human Services Community Services Division SUBMITTAL of PRE- APPLICATION Housing and Community Development Program REQUIRED to QUALIFY for FUNDING *North /East sub region *South sub region Identify the Sub Region of service delivery *see page 4): 3. On page 2 please provide a brief description of the proposed project. Include the project location, address, the geographic area the project will serve, and the population group the project will serve in King County. 4. Identify the category to which you are applying Community Facilities Microenterprise Minor Home Repair Public Improvements Parks Other 5. Identify the population that will be served, Low /Moderate Income Elderly (62 Persons with Disabilities Homeless Other: 6. Is acquisition of property or right of way involved? Yes No 7. Matching Funds: Indicate Cities: (check all that apply) I Status Indicate one: King County Consortium Joint Agreement Cities: Total A,fticipated Committed Award Date Funding Redmond Renton Shoreline I Other Grant, State, Federal Funding Other CDBG Entitlements: Auburn, Bellevue, Kent, Seattle) i. 3 Private Funds: I I Anticipated Capital Campaign Funds: Total Other Funds: 0 2013 King County Consortium CDBG Fund Request:: $125,000 Total Project Cost: $125,000 Al formats availab upon raw est 206 ):296-9 062 or TTY:711 (Relay Service) -.,.fig The purpose of this pre application is to assist CDBG applicants with the submission of their project proposals. Using the answers provided by applicants, we hope to ensure that proposals contain all necessary information to qualify by the final application deadline. If the proposed project is ineligible under the CDBG Program guidelines, this screening will prevent the applicant from spending time on an unnecessary final application. (For paper forms, please type or print legibly) v Check both boxes if both sub regions are served. 1. Project Title: Tukwila, SeaTac, Des Moines, Covington, Pacific Minor Home Repair 2. Project Location: Jurisdictional boundaries of above cities Agency Name: City of Tukwila Office of Human Services Agency Address: 6200 Southcenter Blvd, Tukwila WA 98188 Contact Person: Evie Boykan Title: Human Services Manager Telephone: 206- 433 -7180 Email Address: evie.boykanptukwilaWA.gov 3. On page 2 please provide a brief description of the proposed project. Include the project location, address, the geographic area the project will serve, and the population group the project will serve in King County. 4. Identify the category to which you are applying Community Facilities Microenterprise Minor Home Repair Public Improvements Parks Other 5. Identify the population that will be served, Low /Moderate Income Elderly (62 Persons with Disabilities Homeless Other: 6. Is acquisition of property or right of way involved? Yes No 7. Matching Funds: Indicate Cities: (check all that apply) I Status Indicate one: King County Consortium Joint Agreement Cities: Total A,fticipated Committed Award Date Funding Redmond Renton Shoreline I Other Grant, State, Federal Funding Other CDBG Entitlements: Auburn, Bellevue, Kent, Seattle) i. 3 Private Funds: I I Anticipated Capital Campaign Funds: Total Other Funds: 0 2013 King County Consortium CDBG Fund Request:: $125,000 Total Project Cost: $125,000 Al formats availab upon raw est 206 ):296-9 062 or TTY:711 (Relay Service) -.,.fig The purpose of this pre application is to assist CDBG applicants with the submission of their project proposals. Using the answers provided by applicants, we hope to ensure that proposals contain all necessary information to qualify by the final application deadline. If the proposed project is ineligible under the CDBG Program guidelines, this screening will prevent the applicant from spending time on an unnecessary final application. (For paper forms, please type or print legibly) Response to question 3: Project Description: Describe in detail what you plan to acquire, construct, or rehabilitate. Give specific details related to the project and proposed use of the CDBG funds. Identify the permits that will be required for the project as well as any land use approvals (i.e. lot line adjustment, subdivision, rezone, conditional use, etc.) Limit answer to space provided. CDBG funds will be used to pay licensed and approved contractors to provide minor home repair services for income eligible homeowning populations within the cities of Tukwila, SeaTac, Des Moines, Covington and Pacific. Staff support from each city provides in -kind contribution in the administration of the program. The City of Tukwila Office of Human Services serves as the fiscal agent. Repairs help maintain the safety and health of residents and preserve the house as affordable housing stock. All permits required by consistency with city code are obtained as necessary. Activities are those that are qualified to meet a maintenance, and repair determination that are either prequalified re relationship to disturbance of paint, or considered eligible with the normal prequalifications of environment review. All jobs will have a completed environmental review. The program is offered to residents on a first come, first serve basis with safety and health concerns prioritized. Historically the majority of residents served within the program are extremely low to low income. Funds will be set aside to cover environmental review costs as well as costs for an independent lead based paint evaluator, and potential testing and clearance costs. 51% of Tukwila households are under 80% of King County median income of $40,718. (2005 -2009 American Community Survey). 24% of the Tukwila population are considered to be below the poverty level.45% of Tukwila homeowners pay more than 30% of their income for housing. Economic development is also supported by this program, in that those in the construction trade are still experiencing the recession in the economy. Our ability to provide work to locally owned contractors contributes to a healthier economy in addition to meeting a significant need for our low income homeowners. SUBMITTAL INSTRUCTIONS: Return this form by April 6, 2012 electronically by e-mail (kathv.tremaernkinecountv.L-ov); and /or hand deliver to: Kathy Tremper, Community Development Coordinator `King County Housing and Community Development; 401 Fifth Avenue, Suite 510, Seattle, WA 98104. Telephone: (206) 263 -9097 Fax (206) 296 -0229 TTY: 711 (Relay Service). If sending fax, please confirm the receipt of document with Kathy Tremper. Kathy.tremper @kingcounty.gov Alternate formats available u pon request 206) 296 -9062, or TTY:711„ (Rela Service To request additional information contact King County Housing Community Development Program (HCD), (206) 293 -9092, or TTY:711 (Relay Service). ELIGIBLE ACTIVITIES Fire Protection acquisition, design, construction or rehabilitation of fire protection facilities and purchase of fire protection equipment. Relocation relocation payments and assistance to individuals, families or businesses displaced temporarily or permanently by a CDBG project. A CDBG proposal which may entail relocation must include a relocation plan and budget. Community Facilities acquisition, design, construction, or rehabilitation of community facilities which primarily serve, or will 3 serve, low- and moderate income persons. CDBG funds can be used to acquire, rehabilitate, or construct senior centers, food banks, emergency shelters, and community clinics. Minor Home Repair Programs activities related to emergency repairs including activities that protect, repair or arrest the effects of disasters, imminent threats or physical deterioration that pose an imminent danger to life, health or safety. !Public Infrastructure Improvements paving of gravel streets; installation of curbs, gutters, sidewalks, drainage, etc. I Environmental Quality Projects design, construction or reconstruction of water and sewer projects, flood drainage facilities, and solid waste disposal facilities to serve existing low- and moderate income communities or neighborhoods. Parks, Recreation, Open Space acquisition, design, site preparation, drainage, construction or rehabilitation of parks or recreational facilities. Any park structure must be permanently affixed. Communities can use these funds to build picnic shelters, and purchase and install play structures. Streets, Walkways, and Architectural Barriers street improvements such as curb and roadside drainage; purchase and installation of traffic signals; construction of walkways, crosswalks, neighborhood roads, parking lots, and pedestrian malls; and the removal of architectural barriers that bar persons with disabilities and elderly and limit their mobility within the public right of way. Removal of Architectural Barrier A project which removes material or architectural barriers restricting mobility and. accessibility of elderly persons or adults meeting the Bureau of the Census' Current Population Reports definition of "severely disabled" to publicly -owned and privately -owned nonresidential buildings, facilities and improvements, and the common areas of residential structures containing more than one dwelling unit is considered to benefit primarily low- and moderate income persons if it is restricted to the extent possible to the removal of such barriers. (Must be qualified through Public Facility or Public Improvement) Alternate formats available up reque 206 296 -90 or TTY:711 (Relay Service) ELIGIBLE RECIPIENTS 9. Presumed Benefit Certain groups are presumed by HUD to be principally low- and moderate income. 1 These are abused children, battered spouses, elderly persons, adults meeting the Bureau of the Census' Current Population Reports definition of "severely disabled," homeless persons, illiterate persons, persons living with AIDS, and migrant farm workers. Verification of Benefit For public facility projects: Agency client data must verify the income of those receiving benefit, and at least 51 of the beneficiaries must be low- and moderate income. For public infrastructure improvement projects of a neighborhood or community -wide benefit at least 45.2% of the beneficiaries must be low- and moderate income. Income Eligibility (Direct Benefit) Requirements In this case, each direct beneficiary is screened for income to restrict project benefit to only those persons who are low- and moderate income. Benefit by Nature /Location of the Project This means that the project activity is of such a nature and in such a location that it may be concluded that the clientele will be primarily low- and moderate income persons; for instance, a food bank at an assisted housing project. Request For Proposal (RFP) application are available for non -profit organizations and public agencies only who serve residents of- North/East sub region cities: Beaux Arts, Bothell, Carnation, Clyde Hill, Duvall, Hunts Point, Issaquah, Kenmore, Kirkland, Lake Forest Park, Mercer Island, North Bend, Redmond, Sammamish, Skykomish, Snoqualmie, Woodinville and Yarrow Point. South sub- region cities: Algona, Black Diamond, Burien, Covington, Des Moines, Enumclaw, Maple Valley, Pacific, SeaTac and Tukwila. Please return the Pre Application form to: King County Housing and Community Development; Kathy Tremper, Community Development Coordinator; 401 Fifth Avenue, Suite 510, Seattle, WA 98104. Telephone: (206) 263 -9097 Fax (206) 296 -0229 TTY: 711 (Relay Service). If sending fax, please confirm receipt. FUNDING TIMELINE March 9, 2012 Pre Applications Available on Web March 9 April 5, 2012 Pre Application Technical Assistance Workshops April 6, 2012 Pre Applications Due (Required to be eligible to submit Application April 13, 2012 Applications Available March /April /May Technical Assistance Workshops and One on One consultation w/HCD Staff June 1, 2012 Applications Due to King County HCD, 4:30 p.m. at the Chinook Lobby, 401 Fifth Avenue, Seattle, WA. June July 2012 Review Process (Applicants may be contacted during this time for additional information). August, 2012 Evaluation Process August 10, 2012 Public Forum Applicant Presentations at the King County International Airport August (TBD); Sub Regions Advisory Group(s) meet finalize award recommendations (if needed) 2nd Meeting (if needed) September 27, 2012 JRC Adopts /Modify Recommendations i November 2012 Applicants are notified of awards January 1, 2013 New program year begins l King County Community Development Block Grant Consortium Cities are: *North /East sub region cities: Beaux Arts, Bothell, Carnation, Clyde Hill, Duvall, Hunts Point, Issaquah, Kenmore, Kirkland, Lake Forest Park, Mercer Island, North Bend, Redmond, Sammamish, Skykomish, Snoqualmie, Woodinville and Yarrow Point. *South sub region cities: Algona, Black Diamond, Burien, Covington, Des Moines, Enumclaw, Maple Valley, Pacific, SeaTac and Tukwila. Alternate formats available u pon reques 206) 296 -9062. or TTY:711 (Relay.Service) COUNCIL AGENDA SYNOPSIS Initials Mayor' ry�iew Meeting Date Prepared by 04/09/12 JT 04/16/12 JT Couwt "review ITEMNO. X ITEM INFORMATION STAFF SPONSOR: DAVID CLINE /JOYCE TRANTINA ORIGINAL AGENDA DATE: 4/9/ 12 AGENDA ITEM TITLE Strategic Planning Contract with Berk Consulting CATEGORY Discussion Motion Resolution Ordinance Bid Award Public Hearing El Other Mtg Date 04109/12 Mtg Date 04116112 Mtg Date Mtg Date Mtg Date Mtg Date Mtg Date SPONSOR Council Mayor HR DCD F Finance E] Fire IT PAR E] 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. Chanaes 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 J RECORD OF COUNCIL ACTION 4/9/12 IForward to next Regular Mee ting, with amendment to Scope of Service Page 2 MTG. DATE 04/9/12 4/16/12 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 Contract with Berk Consulting with amended Scope of Services (Dage 2) G �1 24 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. 25 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. 2 26 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. 3 27 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. 4 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 CITY OF TUKWILA Mayor Attest/Authenticated: City Clerk day of .20 CONSULTANT By: Printed Name: Title: Approved as to Form: Office of the City Attorney 5 29 30 CITY OF TUKWILA STRATEGIC PLANNING Scope of Work 4/11/12 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. (Phase I: Information Gathering Community visioning 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. 1 31 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 at least 10 telephone interviews, or more as determined by the Communitv Outreach Plan. 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. 32 2 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: 3 33 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: 34 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 Sc. 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. 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 35 City of Tukwila Strategic Planning Scope of Work 4/4/12 Staff Work Group Meeting #S. 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 #S. 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 Discussion of Situation Assessment, Strategic Options Summary, 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 normally scheduled City Council meeting. Task 7: Comment an 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. 36 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 Work Session #3 Discussion of Recommended Draft Plan. Task 8c. Staff Work Group Meeting #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 Meeting #7 Stakeholder Committee Meeting #7. Discuss Council feedback on the Recommended Draft Plan and develop a Final Draft Plan. Task 8e. 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 37 City of Tukwila Strategic Planning Scope of Work 4/4/12 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. Michael Hodgins, Brian Murphy, Allegra Calder, Survey Public Financial Strategic Advisor Project Manager Lead Analyst Engagement Lead Market Analyst 10 1S Facilitator Facilitator 3 3 2012 Hourly Rate $250 $180 $140 $110 $110 Phase 1: Information Gathering Visioning 25 5 $115,970 1 Ongoing Project Management Coordination 5 20 2a Kickoff Meeting Community Outreach Plan Development 3 3 3 3 2b City Council Work Session #1 5 5 2c Staff Work Group Meeting #1 3 3 2d Stakeholder Committee Meeting #1 5 7 3a About the Strategic Plan brochure text for web 2 4 4a Stakeholder Interviews (Mayor, Council, 10 community leaders) 10 10 4b Online Staff Survey 2 2 20 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 4f Staff Work Group Meetings #2 and #3 6 6 4g Stakeholder Committee Meetings #2 and 3 10 18 5a Community Open House #1 4 10 4 5b Collaborative Outreach with Community Partners 5 15 5c ProjectWebsite Online Community Survey 2 2 20 Subtotal 9 87 83 62 52 Phase 2: Develop Draft Plan 6a Staff Engagement Meetings (3) 6b Development of Strategic Options Summary 2 6c Staff Work Group Meetings 44 and #5 6d Stakeholder Committee Meetings #4 and #5 6e Development of Public Review Draft 2 6f City Council Work Session #2 Subtotal 4 Phase 3: Test Develop Final Plan 7a Community Open House #2 7b Collaborative Outreach with Partners, Round 2 7c Web -Based Feedback (Public Staff) 7d Staff Work Group Meeting #6 7e Stakeholder Committee Meeting #6 Sa Recommended Strategic Plan (with layout) 2 8b City Council Work Session #3 Sc Staff Work Group Meeting #7 8d Stakeholder Committee Meeting #7 Be Development of Final Strategic Plan Subtotal 2 Supporting Total Hours and Analyst Estimated Cost $70 I by Task 3 10 3 6 20 30 is 6 20 5 $7,500 30 148 441 $59,930 12 15 20 8 8 5 2 10 6 6 10 18 6 10 15 2 15 5 5 10 51 67 5 4 61 192 $24,820 4 10 5 15 2 2 10 3 3 $119,449 5 9 $11,945 10 1S 5 5 5 3 3 5 9 256 5 10 I $31,220 42 66 25 5 20 5 $2,500 30 $3,479 3 $119,449 30 $11,945 10 Total with Contingency 3 15 116 256 I $31,220 325 I 889 $115,970 Total Estimated Hours 15 180 216 92 61 Cost Totals Subtotal Consultant Cost $115,970 Project Expenses X7'3% of project budget $3,479 Protect Total $119,449 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 Community Partners may be used in a variety of ways as described in Task 5b 38 s City of Tukwila Jim Haggerton, Mayor CITY ADMINISTRATOR REPORT TO: Mayor Haggerton Councilmembers FROM: David Cline, City Administrator DATE: April 11, 2012 SUBJECT: Report for April 16, 2012 Regular Council Meeting The City Administrator Report is intended to provide the Council, staff and community an update on the activities of the City and on issues that concern Tukwila. The report consists of information provided by the Executive Team, with editing and input by the City Administrator. Please let us know if you have any questions or need additional information about any of the following items, and please feel free to contact any of the department heads for additional information. Intergovernmental and Local Issues Update Meetings Economic Development staff attended the Chamber of Commerce Government Affairs Committee on April 3, which was held at Western Cascade's office in Allentown. This was the first time the Chamber held the meeting at one of its member locations as a means to spotlight local business. Department Updates POLICE DEPARTMENT The Police Community Relations Committee has partnered with Target and the Tukwila School District 5`" grade class for a poster contest in April. The theme is to "Help Build a Stronger and Safer Community." The winning poster will be posted at Target and a smaller version placed on the flyers for the August 7 National Night Out Against Crime events. Target is contributing gift cards to the top three winners, and the class winning first place will receive a pizza party. See the flyer on page 3. COMMUNITY DEVELOPMENT Right Size Parking. .King County Metro has been awarded a grant to address the issues around multifamily residential parking supply in King County. Tukwila is participating in this effort by staffing the Jurisdictional Committee and assists in the data collection effort by contacting all multi family property owners offering them the opportunity to participate. More information will be forthcoming on this issue as data is collected and the study progresses. W City Administrator Report Page 2 HUMAN SERVICES The new Healthpoint Urgent Health clinic on Military Road has already served 700 patients. On demand video interpretation service is available at the clinic as part of the Global to Local partnership. The service is managed by University of Washington volunteers and sponsored by Swedish Hospital and the Public Health Department through the use of grant funds. The service uses telephone communication to connect customers with an interpreter, and the City is looking into use of the service for City business. III. Internal Updates CROSS DEPARTMENTAL On April 4, staff from Public Works, Community Development, and Economic Development attended a workshop hosted by the US Army Corps of Engineers on the Corps' proposed new policy on vegetation on levees. These critical policies continue to be complex and in flux. On April 5, staff from Economic Development and Seattle Southside Visitor Services attended the Washington Tourism Alliance (WTA) second annual summit in SeaTac. This summit was a venue for the WTA to update its members on the health of the tourism industry and the WTA. In front of over 400 tourism professionals in attendance, the WTA's Executive Director thanked our own Katherine Kertzman for her hard work and successful efforts in 2011 to arrange for Washington State's tourism website and brand to be transferred to the WTA. This was important since the State's budget cuts forced the closure of the State's tourism office. 40 ZACityAdm in istratorReports2012\ FinaIReports \CAReporftri116- 2012.docx City Administrator Report Page 3 r"W- L all e epartrnent TtAkwila Polic u POSTER CONTEST lffi� for t4se in promoting Ti kwiia's National Night Out Against Crime Create a poster with t1lis tberne: Help Build a Stronger and Safer CommunitY Poster boord will be provided Deadline for entries: April 30, 2-012 Submit entries to your teacher Z: \CityAdmin istratorReports2012\Fina I Reports\CAReporftri 1 6-2012.docx 41 42 Upcoming Meetings Events April 2012 16th (Monday) 17th (Tuesday) 18th (Wednesday) 19th (Thursday) 20th (Friday) Transportation Finance Volunteer Tukwila Cmte, Safety Cmte, Appreciation Historical 5:15 PM 5:15 PM Ice Cream Social Society, (CR 91) (CR #3) 4:30 6:30 PM 7:00 PM (Embassy Tukwila (Tukwila City Council Community Center Heritage City Council Hivy) 206- 768 -2822 Cultural Center, 14475 59` Ave Regular Mtg., 7:00 PM S) 7:00 PM (Council 4 t"I" Q (Council 6:30 PM C.O.W to be Chambers) Parks Commission, 5:30 PM (Community Center) Library Advisory Board, 7:00 PM (Foster Library) 23rd (Monday) 24th (Tuesday) 25th (Wednesday) 26th (Thursday) 27th (Friday) Community Utilities Cmte, Lodging Tax Planning Affairs Parks 5:00 PM Advisory Commission, Crate, (CR 91) Committee 6:30 PM 5:00 PM meeting, (Council (CR #3) 12:00 NOON Chambers) (Embassy Suites, 15920 City Council West Valley Committee of Hivy) the Whole Mtg., 7:00 PM (Council COPCAB, Chambers) 6:30 PM C.O.W to be (CR 95) immediately followed by a Special Meeting. 21st (Saturday) Hands On Tukwila Healthy You Healiby Earth 5X Registration is 520.00 Register at www. active. corn For additional information or to volunteer contact the Tukwila Community Center at 206- 768 -2822 Celebrate Earth Day and Duwamish Alive Duwamish Hill Preserve 10: 00 AM 2: 00 PM For information and registration, visit www.forterraorg Free Paper Shredding and Recycling Event Boeing Employees Credit Union 12770 Gateway Drive 10: 00 AM -1: 00 PM www becu.ore for more details April Pools Day 1:00 3:00 PM Tukwila Pool 206 -267 -2350 Water safety carnival and FREE public swim! 28th (Saturday) Tukwila Int'l. Blvd. Action Cmte's Trash Pickup Day 9:00 10:00 AM ;r For location contact Rick at rick@forschler.org ➢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. Civil Service Commission: 1st Mon., 5:00 PM, Conf. Room #3. Contact Kim Gilman at 206 431 -2187. ➢Community Affairs Parks Committee: 2nd 4th Mon., 5:00 PM, Conf. Room #3 COPCAB (Community Oriented Policing Citizens Adv. Board): 4th Wed., 6:30 PM, Conf Rm #5. Phi Huynh (206- 433 7175). Finance Safety Committee: 1st 3rd Tues., 5:15 PM, Conf Room #3. (A) Non represented employees salary study. ➢Library Advisory Board: 3rd Wed., 7:00 PM, Foster Library. Contact Stephanie Gardner at 206 767 -2342. Lodging Tax Advisory Committee: Every other month (or as scheduled), 12:00 NOON. Contact Katherine Kertzman at 206 -575 -2489. Parks Commission: 3rd Wed., 5:30 PM, Senior Game Room 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 Wynetta Bivens at 206- 431 -3670. ➢Transportation Committee: 1st 3rd Mon., 5:00 PM, Conf. Room #1 (A) Resolution to Surplus City Vehicles. (B) Southcenter Parkway Extension —Puget Sound Energy Service Connection Fees. (C) Boeing Access Road Over BNRR Bridge —Grant Applications. (D) Safe Routes to School Grant Applications. (E) Resolution to Adopt 2012 Citywide Work Plan. ➢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 43 Tentative Agenda Schedule NWNTHSIR. MEETING,1- MEEVNG 2 REGULAR C.O W April 2 9 MEETING 3 REGULAR 16 Special Issues: Discussion on Solid Waste Contract Mandatory Collection. Housekeeping Code Amendments. 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. May 14 S pecial Presentations: Presentation on Strategic Plan. 2011 Fourth Quarter Financial Update. Proclamations: A Proclamation identifying May 7 -11, 2012 as Drinking Water Week. 21 Special Presentations: 1st Quarter 2012 Financial Report. W: EE