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Home My WebLink About09/17/2013 10a Letters of Support Policy and Pending RequestsBUSINESS OF THE CITY COUNCIL YAKIMA, WASHINGTON AGENDA STATEMENT Item No. loq For Meeting of: 9/17/2013 ITEM TITLE: Letters of Support Policy and pending requests SUBMITTED BY: Randy Beehler, Communications & Public Affairs Director SUMMARY EXPLANATION: On July 2nd, 2013, the Council tabled a request from Inspire Development Centers ( "IDC ") for a letter of support regarding IDC's forthcoming application to provide Head Start services in the Yakima area in order to further consider the approach the Council might follow to consider such requests. On July 16, the Council passed a motion outlining a basic approach to processing requests for letters of support. At its August 9th meeting, the Council Partnerships Committee heard a presentation by representatives of Educational Service District 105 ( "ESD 105 ") and Enterprise for Progress in the Community ( "EPIC ") regarding a forthcoming ESD 105 application to provide Head Start/Early Head .Start services in the Yakima area. As part of the meeting, ESD 105 requested a letter of support from the Council regarding its forthcoming application. At its August 16th meeting, the Council Partnerships Committee further refined the proposed protocol for Council consideration of letters of support requests (see attached). The Council is being asked to adopt the attached Letters of Support Request Policy and to consider pending requests for such letters from IDC and ESD 105. Resolution: Other (Specify): Contract: Start Date: Item Budgeted: NA Funding Source /Fiscal Impact: Strategic Priority: Insurance Required? No Mail to: Phone: Ordinance: Contract Term: End Date: Amount: N/A Partnership Development APPROVED FOR Manager 2O2g8[ SUBMITTAL: � ' _ � The Council Partnerships Committee voted umaninnomok/ for the full Council to approve letters of support regarding both I DC's forthcoming application to provide Head Start services in the Yakima area and ESD 1O5'o forthcoming application h»provide HeadStsrt/Eady Head Start services in the Yakima area. ATTACHMENTS: Description U Letters of Support Request Policy Memo O Draft Council Letter of Support Policy Draft Inspire Development Centers Letter of Supgort Draft ESD 105 Letter of.Support Upload Date Type 8/23/2013 Cover Memo 8/19/2013 Cover Memo 8/23/2013 Cover Memo 8/23/2013 Cover Memo To: Council Members From: Communications & Public Affairs Director Randy Beehler Subject: Letters of Sup ort Date: September 12t , 2013 Council members, In May of this year, Inspire Development Centers ( "IDC ") requested an opportunity to make a presentation to the Council Partnerships Committee (Ettl, Cawley, Adkison) with the intent of soliciting a letter of support from the full Council regarding IDC's forthcoming application to provide Head Start services in the Yakima area. Following IDC's presentation at the May 171h Council Partnerships Committee meeting, the committee voted unanimously to forward a recommendation to the full Council to approve IDC's request for a letter of support. At the Council's July 2nd business meeting, a draft IDC letter of support was presented to the Council for its consideration. Because two members of the Council were absent, by a vote of 5 -0, the issue was tabled. At its July 16th business meeting, following a discussion about letters of support in general, Council Member Ettl made a motion for a policy to be developed allowing letters of support requests to be initially processed by the Council Partnerships Committee and ultimately be considered by the full Council. Council Member Coffey seconded the motion and, by a vote of 5 -2, it was adopted. In late July, Educational Service District 105 ( "ESD 105 ") requested an opportunity to make a presentation to the Council Partnerships Committee (Coffey, Cawley, Adkison) with the intent of soliciting a letter of support from the full Council regarding ESD 105's forthcoming application to provide Head Start /Early Head Start services in the Yakima area. Following ESD 105's presentation at the August 16th Council Partnerships Committee meeting, the committee voted unanimously to forward a recommendation to the full Council to approve ESD 105's request for a letter of support. At its September 12th business meeting, the Council is being asked to consider a draft Letters of Support Request Policy as well as pending requests for letters of support from IDC and ESD 105. The draft Letters of Support Request Policy sets certain parameters for entities from whom such requests will be considered, namely that such entities be established non- profit organizations under laws of the State of Washington. The draft policy also establishes a process for letters of support requests to go through, which includes initial review of such requests by the city manager or City staff assigned by the city manager, further review by the Council Partnerships Committee, and, ultimately, consideration by the full City Council. Please let me know if you have any questions regarding this issue. Yakima City Council Letters of Support Request Policy The Yakima City Council will consider requests for letters of support submitted by non-profit organizations regarding prospective and/or existing programs, services, plans, proposals, applications, etc. utilizing the following procedure: 1. Upon receipt, letter of support requests will initially be evaluated by the city manager and/or city staff assigned by the city manager in order to determine whether the entity making the request meets the criteria of an established non- :*::::::. profit organization under the laws of the State of Wq ton. 2. If the entity making the request for a letter of Mbws the criteria of an ........... ............ ............. established non-profit organization under the laws of th6ifte of Washington, ............. the request will be forwarded to the Council Partnerships C%mittee for further ............. .............. ............. ........... evaluation. ............. .............. ............. 3. If the entity making the request for a letter of support desires to make a presentation regarding its request, such presentation shall initially be made to the Council Partnerships Committee. 4. After evaluating a request for a letter of support and/or following a presentation regarding such request, the Council Partnerships Committee may: a. By majority vote, forward the request for a letter of support to the full Council with an action recommendation from the committee b. By majority vote, forward the request for a letter of support to the full ............................................................ aftt.out an action recommendation from the committee C. majoritV9ftp, recommend a presentation regarding the request for ........... .............. ........... ............... .......... .............. a letter of su PW t be made to the full Council prior to any action being ............ ............ '%ken by the .......... ............ ......... .......... ......... ............ ......... d. T no action::`:::::::::" 5. Upon receipt of enclation regarding a request for a letter of support from the Council Pd' M erships Committee, the Council may: a. By majority vote, accept the recommendation of the Council Partnerships Committee regarding the requested letter of support b. By majority vote, reject the recommendation of the Council Partnerships Committee regarding the requested letter of support C. Take no action OFFICE OF THE CITY COUNCIL 129 North Second Street City Hall, Yakima, Washington 98901 Phone (509) 575-6050 ® Fax (509) 576-6335 R r4 # =-1 I *TZ M I FAW61 i Inspire Development Centers Tadeo Saenz-Thompson, CEO 105 B. South 6 th Street Sunnyside, Washington 98944 I= Micah Cawley, Mayor Maureen Adkison, Assistant Mayor Sara Bristol Kathy Coffey Rick Ensey Dave Eat The Yakima City Council wishes you success in your application to provide Head Start services in the Yakima area and anxiously looks forward to forging a cooperative and productive relationship with Inspire Development Centers if your application is successful. 9= Yakima Mayor Micah Cawley bow City of Yakima, Washington *swbca S 1994 OFFICE OF THE, CITY COUNCIL 129 North Second Street City Hall, Yakima, Washington 98901 Phone (509) 575-6050 - Fax (509) 576-6335 Steve Myers, Superintendent 33 South 2nd Avenue Yakima, Washington 98902 1021 W-AT"NIVILOIN 0 longs A112- Micah Cawley, Mayor Maureen Adkison, Assistant Mayor Sara Bristol Kathy Cojfey Rick Ensey Dave Ettl RT4 3 viol districts will create i: outcomes. The City of Yakima looks forward to collaborative opportunities that may develop were ESD 105's application for Head Start/Early Head Start services in the Yakima area • be approved. 93= Yakima bilball 7944