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HomeMy WebLinkAbout2014-01-24 Special Minutes - City Council Retreat City of Tukwila City Council 2014 Council Retreat Meeting Summary January 24-26, 2014 Doubletree by Hilton 415 Capitol Way N Olympia, WA 98501 Friday, January 24, 2014 7:007:31 p.m. Board Room PRESENT Elected Officials: Allan Ekberg, Verna Seal, Kathy Hougardy and Kate Kruller Staff: David Cline, Peggy McCarthy and Laurel Humphrey Welcome and Introduction Retreat and provided an overview of the agenda, his objectives, and suggested ground rules. He invited those in attendance to share thoughts on personal objectives for the weekend. 2013 in Review Past president Kathy Hougardy shared reflections on her experience in 2013, thanking every Councilmember for demonstrating great leadership, and emphasizing the ongoing importance of innovation, flexibility and thoughtful collaboration with Administration. Mayor Haggerton complimented the Council on maintaining effective working relationships with one another and with Administration and staff. Saturday, January 25, 2014 8:00 a.m.4:42 p.m. Olympia Room PRESENT Elected Officials: Dennis Robertson, Allan Ekberg, Verna Seal, Kathy Hougardy and Kate Kruller Staff: David Cline, Peggy McCarthy, Mike Villa and Laurel Humphrey Discussion with Mayor Haggerton and David Cline - Strategic Plan Mayor Haggerton provided an update on Strategic Plan efforts in the City. In 2013, around 70 -In 2014, a team of employees will be convening to develop recommendations for shared City values. The Mayor stated that he has identified the following three priorities with supporting actions to focus on in 2014: Effective organization: maximize efficiencies to provide better services. Financial sustainability: establish via the Council process clear policies on reserves, debt, and one-time revenues. Employee engagement: create a proactive succession plan for key positions, providing training opportunities for all employees. Mayor Haggerton also described proposed employee reorganization actions designed to strengthen the areas of economic development and communications and streamline reporting relationships. The Mayor noted his intent to reconvene a Fire Exploratory Committee, with a recommendation to be made this summer. A notebook containing information about Strategic Plan goals, 2013/2014 priorities, potential 2015/2016 priorities, employee survey results, and a draft resolution establishing a scholarship program was distributed at the meeting. Discussion with Chief Villa Police Department Update Chief Villa shared a presentation regarding the Crime Reduction Initiative, Police Department Strategic Plan, and Departmental Core Values (leadership, excellence, accountability and dedication.) Discussion Committee Work Plans Laurel Humphrey led a discussion in which draft work plans for each of the standing committees were reviewed. These drafts included items carried over from 2013, implementation items identified at the October joint Executive/Council workshop, items adding with Council consensus during Council meetings, and items identified by staff, including CIP projects. She is working with staff to design a standardized committee work plan format that can be brought to committee meetings, used for check-ins, and formalize Council additions. Council President Quinn would like to see a midyear update for Committee work plans. Council Lunch Meeting Councilmembers used this time to discuss Council-specific matters, including: 2014 Travel Plans: Laurel distributed a handout indicating which Councilmembers were planning to attend which major conference events, as well as a draft spreadsheet she will use to track travel expenses throughout the year. This information will be distributed to Councilmembers periodically. Counc and that Council should monitor travel spending to ensure it is sufficient. An adjustment can be made at a future date. use of travel funds for professional development opportunities, but it is not a requirement of the position to accompany Councilmembers on all travel opportunities. Council Participation at Community Events: Councilmembers were supportive of promoting Council participation in community events and will share information about opportunities that arise. Councilmember Hougardy would like to continue with the work she started last year regarding expanding Council outreach in diverse communities, in partnership with the Community Connectors She reminded Councilmembers that they had previously each identified areas of interest for specific outreach efforts. Interaction with Board and Commissions: Councilmembers shared ideas on how to effectively interact with City Boards and Commissions. It was noted that the Equity and Diversity Commission is unusual in that it includes a Council position. Executive Session Notification: Councilmember Robertson noted that he has asked the City Attorney to provide options regarding notifications of Executive Sessions. Currently, the Council does not receive any type of briefing of the topic in advance of the meeting. He will share information with the entire Council once it is available. 2 Discussion with Finance Director City Finances and Budget Process Finance Director Peggy McCarthy led a conversation regarding City Finances and the upcoming Budget process. The following items were distributed and the topics are summarized below: Proposed timeline for 2015/2016 Budget process Fund balance comparison chart Schedule of prior, existing, and future anticipated long-term debt Historical legal debt margin information Recap of LID source and use of funds King County 2015 Transportation Benefit District distribution estimates Budget Process: Priority setting is occurring earlier this year than in years past, and the City hopes to engage the community and employees in new ways. Priority-based budgeting is gaining national momentum, and Tukwila will work with some of those concepts. Councilmembers were supportive of the proposed timeline and appreciated the community and Council touch points. Council will meet with City leadership in March to work on priorities. Fund Balance Comparison: Councilmembers and staff reviewed fund balances for the years 2008- 2012 as well as an estimate for 2013. Financial policies regarding debt, reserve fund, and one-time revenue sources will be reviewed this year in a process parallel to the budget process. The economic forecast is positive for 2014, particularly in construction. Debt Policy: Council and staff will consider a debt policy in 2014. Such a policy will investigate appropriate levels of debt capacity as well as the percentage or amount that should be dedicated to debt service. Cities should maintain the capacity to issue debt to take advantage of opportunities or deal with emergencies. Councilmembers and staff reviewed the schedule of prior, existing, and anticipated debt service. Project prioritization was also mentioned as a policy that needs to be investigated. Proposed King County Transportation Benefit District (TBD): King County has proposed a TBD to form the authority to ask voters to approve a $60 annual vehicle fee and a 1/10 cent increase in sales tax. If approved these sources would generate about $130 billion annually. 40 percent of the funds would be distributed to cities for transportation improvements, and 60 percent would be used d 2015 distribution to Tukwila, if approved by voters, is $504,800. Sound Cities Association plans to make a declaration of support or non-support and has asked its members for input from their respective Councils. The City may choose to establish its own TBD as a revenue source in future. If the County moves forward the election on this item will be April 22. Miscellaneous: The Finance and Safety Committee will also be reviewing accident recovery costs and a City fee policy. The most significant revenue sources available to the City, such as TBD or levy lid lift, will require a public vote. If Council has the will to explore those, then staff will be prepared to present options. 3 Sunday, January 26, 2014 9:00 11:00 a.m. Harbor House, Percival Landing PRESENT Councilmembers: DeJoe Duffie, Dennis Robertson, Allan Ekberg, Verna Seal, Kathy Hougardy and Kate Kruller School Board Members: Mark Wahlstrom, President; Mary Fertakis, Steve Mullet, Dave Larson Tukwila School District Superintendent: Nancy Coogan City Staff: Laurel Humphrey Joint Meeting with School Board The joint City Council and Tukwila School Board meeting consisted of informal roundtable discussions on the following items: Opportunities for youth engagement with local government: Council and Board members continue to support opportunities for student engagement. Transitional housing for students: Attendees discussed the possibility of using the seized motel properties for temporary housing. There are numerous legal considerations to evaluate. Superintendent Coogan expressed the need for housing opportunities to last the duration of the school year. November 19, 2013 Socratic Seminar: Those who attended this event appreciated the candor of the student participants. A common theme was the desire for a youth-oriented gathering place near Tukwila International Boulevard. The School District would like to invite the Council to another Socratic Seminar in early 2014. Community Schools Collaboration: School and City Administration have been meeting on the issue of funding the afterschool programs operated by CSC. Superintendent Coogan indicated she is convening a task force to create a needs assessment, expected to report by May 1. Student Use of Tukwila Pool: The pool is a strong asset for students, but there is ambiguity around the fee structure that was negotiated with the last School Administration. A new cost assessment and agreement should be developed via the new MPD Executive Director. Providing swimwear for low-income students continues to be a challenge, relying heavily on donations and gifts. Foster Library Site: There are a number of possibilities for this location, including early learning or teen center uses. The building will not be available until 2016. There may be future space Roundtable: Attendees appreciated the opportunity to meet out of the City. All find joint meetings to be continuously beneficial. 2014 Retreat Adjourned 11:03 a.m. Summary by LH 4