HomeMy WebLinkAboutCAP 2013-01-28 Item 2A - Funding - Memorandum of Understanding for Joint Human ServicesTO:
City of Tukwila
Jim Haggerton, Mayor
INFORMATIONAL MEMORANDUM
Mayor Haggerton
Community Affairs and Parks Committee
FROM: Evie Boykan, Human Services Manager
DATE: January 22, 2013
SUBJECT: Memorandum of Understanding (MOU) for Human Services funding
ISSUE
Beginning in 2010, the North, East, and South King County cities coordinated their efforts to
implement a common online application form for Human Services funding. There is now a need
to formally adopt this coordinated approach using City of Kent as the lead agency.
BACKGROUND
Common applications and common reporting has been implemented between the cities as ways
to create administrative efficiency for both cities and non - profit organizations that are applying
for funds. Initially the cities worked with E -Gov to pilot the common application process. A new
vendor, Western States Arts Federation, was identified as the most cost effective, best content
fit for further development. Historically, the cities had been billed with a subscription cost,
proportionate to the size of their city. This new arrangement will reduce costs further, while
supporting the continued development of coordinated planning, contracting and reporting
activities for non - profits funded by multiple cities.
DISCUSSION
The 19 participating cities are choosing to move this coordinated approach forward to clarify
roles, responsibilities and associated cost. The non - profits that participated in the common
online application last year found it efficient and easy. This efficiency allows the agencies to
spend more time providing the critical human services that we all contract for.
FINANCIAL IMPACT
Tukwila's proposed cost for participating in this subscription is $500 annually. See Exhibit A of
the MOU for the fee schedule. Additional in -kind staff costs center on providing feedback,
taking training, and coaching agencies.
RECOMMENDATION
The Community Affairs and Parks Committee is being asked to forward this item to the
February 4, 2013 Regular Meeting Consent Agenda.
ATTACHMENTS
Memorandum of Understanding
1
2
MEMORANDUM OF UNDERSTANDING BETWEEN
THE CITIES OF KENT, AUBURN, BELLEVUE,
BOTHELL, BURIEN, COVINGTON, DES MOINES,
FEDERAL WAY, ISSAQUAH, KENMORE,
KIRKLAND, MERCER ISLAND, REDMOND,
RENTON, SAMMAMISH, SEATAC, SHORELINE,
TUKWILA, AND WOODINVILE FOR PLANNING,
FUNDING, AND IMPLEMENTATION OF A JOINT
HUMAN SERVICES APPLICATION AND FUNDING
PROGRAM.
THIS MEMORANDUM OF UNDERSTANDING ( "MOU ") is entered into pursuant
to Chapter 39.34 RCW by the Cities of Kent, Auburn, Bellevue, Bothell, Burien,
Covington, Des Moines, Federal Way, Issaquah, Kenmore, Kirkland, Mercer Island,
Redmond, Renton, Sammamish, SeaTac, Shoreline, Tukwila, and Woodinville,
Washington hereinafter referred to as "Cities ", to provide for planning, funding, and
implementation of a joint human services application and funding program.
WHEREAS, the Cities engage in activities which support human service providers in
King County; and
WHEREAS, the Cities wish to make the most efficient use of their resources by
cooperating to provide funding to support human service providers in King County; and
WHEREAS, through the Interlocal Cooperation Act, the Cities have the authority to
engage in cooperative efforts which result in more efficient use of Government resources;
and
NOW THEREFORE, and in consideration of the terms, conditions and performances
made herein, it is agreed as follows:
1. Purpose of MOU: The purpose of this MOU is to facilitate the alliance of the 19
member Cities who independently provide funding to organizations to provide critically
needed human services in their communities, but jointly receive applications for grant
funding through one online grant subscription service and portal. The various human
service programs funded by the member cities include food security, housing and
homelessness prevention, health, mental health, youth services, and others.
2. Joint Participation.
a) Lead City. The City of Kent shall be the designated lead city ( "Lead City ").
The Lead City shall contract directly for and manage the online grants
subscription service with Western States Arts Federation ( "Vendor "). The
other responsibilities of the Lead City are described in Section 4.
3
Online Grant Funding Application MOU
Page 2 of 10
b) Participating City. A Participating City is a City participating in the joint
online funding application portal, who is a party to this MOU, and who is not
a Lead City.
3. Funding Arrangement. The Lead City and each Participating City will jointly
participate in the costs to run the online grants subscription service. The allocation of
costs shall be based on population ranges of each city, as established by population
estimates made by the Office of Financial Management pursuant to RCW 43.62.030. The
initial allocation shall be as described in Exhibit A, attached and incorporated herein.
Any Participating City requesting a change in allocation may only do so by written
amendment to this MOU, in accordance with Section 12. Each Participating City shall
provide its annual financial contribution to the Lead City no later than thirty (30) days
after receiving invoice from the Lead City, pursuant to Section 4(a) below.
4. Responsibilities of Lead City. The Lead City has been designated to act as the
fiscal and administrative agent for the Participating Cities. The responsibilities of the
Lead City shall include the following:
a) Send an invoice to each Participating City by February 15th of each year for
their annual funding participation.
b) Contract with the Vendor, and manage the performance of the online grants
subscription service.
c) For each year after the first year of this agreement, provide a projected
estimate of the annual financial contribution to be made by each of the
Participating Cities no later than September 30th of the preceding calendar
year in which the contribution is to be made.
d) Maintain accounts and records which properly reflect transactions related to
this MOU.
5. Duration. This MOU shall become effective when it is approved by a majority of
the Cities and shall remain in effect through December 31, 2013, with automatic
extensions annually, unless terminated as described in section 6.
6. Termination. Any City may terminate its participation in the MOU without cause
by giving the other Cities a thirty (30) day written notice. The terminating party shall
remain fully responsible for meeting its funding responsibilities and other obligations
established by this MOU through the end of the calendar year in which such notice is
given. If at any time termination of a City results in fewer than ten Cities remaining as
parties to this MOU, then this MOU shall automatically terminate after sixty (60) days
for all remaining Cities, provided that all Cities shall remain fully responsible for funding
responsibilities and other obligations established by this MOU through the end of the
calendar year in which such termination becomes effective.
4
Online Grant Funding Application MOU
Page 3 of 10
7. Notices. Notices to the Cities shall be sent to the following persons:
City
Contact
Auburn
Michael Hursh, Advisor to the Mayor
Bellevue
Joseph Adriano, Human Services Grant Coordinator
Bothell
Lynda Quinn, Sr. Administrative Assistant
Burien
Lori Fleming, Management Analyst
Covington
Victoria Throm, Human Services Analyst
Des Moines
Sue Padden, Senior Center Manager
Federal Way
Jay Bennett, Community Services Manager
Issaquah
Mark Hinthorne, Planning Director
Kenmore
Leslie Harris, Public Information Officer
Kent
Katherin Johnson, Human Services Manager
Kirkland
Sharon Anderson, Human Services Coordinator
Mercer Island
Cynthia Goodwin, Department of Youth and Family
Services Director
Redmond
Brooke Buckingham, Human Services Planner
Renton
Karen Bergsvik, Human Services Manager
Sammamish
Melonie Anderson, City Clerk
SeaTac
Colleen Brandt - Schluter, Human Services Manager
Shoreline
Rob Beem, Community Services Manager
Tukwila
Evie Boykan, Human Services Manager
Woodinville
Zach Schmitz, Management Analyst
8. Indemnification.
Each City agrees to indemnify the other Cities from any claims, damages, losses, and
costs, including, but not limited to, attorney's fees and litigation costs, arising out of
claims by third parties for property damage and bodily injury, including death, caused
solely by the negligence or willful misconduct of such City, the City's employees,
affiliated corporations, officers, and lower tier subcontractors in connection with this
MOU.
Each City hereby waives its immunity under Title 51 of the Revised Code of Washington
for claims of any type brought by any City agent or employee against the other Cities.
This waiver is specifically negotiated by the parties and a portion of the City's payment
hereunder is expressly made the consideration for this waiver.
9. Insurance. Each City shall procure and maintain in full force throughout the
duration of the MOU comprehensive general liability insurance with a minimum
coverage of $1,000,000.00 per occurrence /aggregate for personal injury and property
damage. In the event that a City is a member of a pool of self - insured cities, the City
shall provide proof of such membership in lieu of the insurance requirement above. Such
5
Online Grant Funding Application MOU
Page 4 of 10
self insurance shall provide coverage equal to or greater that required of non -self
insurance pool member Cities.
10. Oversight Committee. This MOU shall be managed by an Oversight Committee
made up of six City representatives, as follows: one each from three member Cities from
South King County, and one each from three member Cities in East King County, to be
designated by the Lead City. The representative of each City shall be that person
designated in section 7 of this MOU. The Oversight Committee shall meet at least
annually to discuss the terms of the MOU and request any changes to the services
provided pursuant to the MOU.
11. Applicable Law; Venue; Attorney's Fees. This MOU shall be governed by and
construed in accordance with the laws of the State of Washington. In the event any suit,
arbitration, or other proceeding is instituted to enforce any term of this MOU, the parties
specifically understand and agree that venue shall be exclusively in King County,
Washington. The prevailing party in any such action shall be entitled to its attorney's fees
and costs of suit.
12. Amendments. This MOU may be amended, altered, changed or extended in any
manner by the mutual written consent of all member Cities.
13. Counterparts. This document may be executed by facsimile or electronic mail in
any number of current parts and signature pages hereof with the same effect as if all
parties had all signed the same document. All counterparts, each one which shall be
considered an original, together constitute one and the same instrument.
IN WITNESS WHEREOF, the undersigned have entered into this MOU as of this
day of , 2013.
Online Grant Funding Application MOU
Page 5 of 10
CITY OF AUBURN
By:
Title:
Date:
CITY OF BELLEVUE
By:
Title:
Date:
CITY OF BOTHELL
By:
Title:
Date:
CITY OF BURIEN
By:
Title:
Date:
Approved As To Form:
City Attorney
Approved As To Form:
City Attorney
Approved As To Form:
City Attorney
Approved As To Form:
City Attorney
7
Online Grant Funding Application MOU
Page 6 of 10
CITY OF COVINGTON
By:
Title:
Date:
CITY OF DES MOINES
By:
Title:
Date:
CITY OF FEDERAL WAY
By:
Title:
Date:
CITY OF ISSAQUAH
By:
Title:
Date:
8
Approved As To Form:
City Attorney
Approved As To Form:
City Attorney
Approved As To Form:
City Attorney
Approved As To Form:
City Attorney
Online Grant Funding Application MOU
Page 7 of 10
CITY OF KENMORE
By:
Title:
Date:
CITY OF KENT
By:
Title:
Date:
CITY OF KIRKLAND
By:
Title:
Date:
CITY OF MERCER ISLAND
By:
Title:
Date:
Approved As To Form:
City Attorney
Approved As To Form:
City Attorney
Approved As To Form:
City Attorney
Approved As To Form:
City Attorney
9
Online Grant Funding Application MOU
Page 8 of 10
CITY OF REDMOND
By:
Title:
Date:
CITY OF RENTON
By:
Title:
Date:
CITY OF SAMMAMISH
By:
Title:
Date:
CITY OF SEATAC
By:
Title:
Date:
10
Approved As To Form:
City Attorney
Approved As To Form:
City Attorney
Approved As To Form:
City Attorney
Approved As To Form:
City Attorney
Online Grant Funding Application MOU
Page 9 of 10
CITY OF SHORELINE
By:
Title:
Date:
CITY OF TUKWILA
By:
Title:
Date:
CITY OF WOODINVILLE
By:
Title:
Date:
P: \Civil \Files \Open Files \0733 -12 Human Services \19CityOnlineGrantMOU DAG Final.doc
Approved As To Form:
City Attorney
Approved As To Form:
City Attorney
Approved As To Form:
City Attorney
11
Online Gran Funding Application MOU
Page 10 of 10
Exhibit A
Fee Schedule
City
2013 Fee
Population
Auburn
S750.00
63'390
Bellevue
$1,000.00
1,600
Bothell
$500.00
� 17,280
Burien
$500.00
47,7](
Covington
$500.00
17,700
Des Moines
B500.00
29,700
Federal Way
S750.00
89,460
Issaquah
S500.00
31'150
Kenmore
$500.00
21/020
Kent
$1,000.00
119/100
Kirkland
$750.00
81'480
Mercer Island
$500.00
23,154
Redmond
$750.00
55/360
Renton
S1,000.00
'| 93,910
Sammamish
5500.00
47,420
SeaTac
$500.00
27,210
Shoreline
$750.00
53,270
Tukw|||d
S500.00
19,080
Woodinville
B500.00
10,960
$12,250.00
Population
0-50000
50000-90000
90000+
12
Fee
500.00
750.00
$1,000.00