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HomeMy WebLinkAboutFS 2016-04-19 Item 2D - Budget - Draft 2017-2018 Budget Outreach PlanCity of Tukwila Allan Ekberg, Mayor INFORMATIONAL MEMORANDUM TO: Finance and Safety Committee FROM: Rachel Bianchi, Communications and Government Relations Manager CC: Mayor Ekberg DATE: April 11, 2016 SUBJECT: Draft Budget Outreach Plan ISSUE Staff has prepared a draft budget outreach plan for the Committee's review. BACKGROUND The Administration and Council have a shared goal to engage in a transparent and proactive budget process with the Tukwila community. To support this, staff prepared a draft outreach plan for review and discussion. FINANCIAL IMPACT Minimal funding is needed associated with the outreach plan, such as a mailing, which can be covered by existing communications and outreach budget. RECOMMENDATION The Committee is asked to review and provide feedback, suggestions to the draft plan before staff begins implementing. ATTACHMENTS Draft 2017/2018 Budget Outreach Plan 37 m Draft 201712018 Budget Outreach Plan Objective: Provide multiple pathways for residents and other stakeholders to learn about the City of Tukwila's budget, and provide input into the 2017/2018 budget priorities and process. Key Messages: As we have done since the development of the City's Strategic Plan, the City will once again base our budget on priorities developed by the Council and Administration that stem from the Strategic Plan and build on previous budgets. The 2017/2018 budget priorities are • [THE PRIORITIES WILL BE INCLUDED IN THE KEY MESSAGES ONCE THEY ARE FINALIZED BY THE COUNCIL; IT IS ANTICIPATED THIS WILL HAPPEN BEFORE OUTREACH BEGINS] The City of Tukwila will maintain investments to continue improving our city and the quality of life for everyone who lives, works and plays in Tukwila. The 2017/2018 budget will solidify and build on these investments to further the goals outlined in the City's strategic plan and budget priorities. • Because of the investments we have made to improve Tukwila International Boulevard the neighborhood is undergoing a significant transformation, with four problem motels and a smoke shop demolished, and a new library ready to open this fall. • Investments in the Police Department have brought dramatic and positive returns, with 2015 seeing a 15- year low in robberies and a 10 -year low in burglaries, 56% fewer than five years ago. • Recent infrastructure investments have brought new sidewalks and safer routes to school at both Cascade View and Thorndyke Elementaries, Interurban, Avenue will soon be complete, with new paving and sidewalks, and later this year construction will start on 42nd Avenue South and design will begin on 531d Avenue South, both projects to include new paving, sidewalks and undergrounding. • We have also invested in Code Enforcement, which in 2015 had the highest number of abatements in City history, Parks and Recreation, which is experiencing the highest program participation rates in its history, and community engagement, evidenced by the City's new website, improved public access television, revival of the Hazelnut newsletter, and more, The City is committed to enhancing, engagement with residents and other stakeholders during the 201712018 budget process and providing multiple ways for people to gain more information on the City's budget and the cost of providing various City services. In addition, this outreach effort will allow people to provide input into the 2017/2018 budget and overall process. • In order to ensure more transparency and opportunity for City Council deliberation, staff is coordinating the overall budget process with the Finance and Safety Committee and will present budget information to all committees at various times during the process, All Committee meetings are open to the public and minutes available online. • The City will use its various communications outlets to provide information on the budget, as well as ways for individuals to provide input, including the City Pages in the Tukwila Reporter, the City website, social media, mailings, utility inserts and TukTV, (Comcast channel 21 and available on the City's website). • A series of budget open houses will be held in various locations around the City and on different days of the week to seek a broad number of participants. An online open: house will also be available for people who cannot attend an in-person event. Draft 2017/2018 Budget Outreach Plan — Updated April 11, 2016 Page 1 W Community Connectors, which represent a number of the City's diverse communities, will also be engaged to identify ways to increase participation in these efforts among Tukwila's non-English speaking communities. Tactics: Presentation — PowerPoint presentation that includes, where taxes go, overview of the cilty's revenues, overview of expenditures, investments made in 2015/2016 that match the budget priorities, overview of 2017/2018 priorities. Presentation to be shown at open houses, available narrated on website, narrated version on TukTV, and used in road show activities. The City will narrate the presentation, in Spanish as well. Budget 101 Overview— Two-page document that includes the information in the presentation described above. Includes information on how to get involved in the 2017/2018 budget process,. Will be made available at City facilities and events, throughout the year. Road Show— Budget presentations described above presented to various community groups, including the Chamber, Rotary, boards and commissions, PTAs and other opportunities identified by staff and the community, Tukwila Reporter — Monthly budget articles in the City Pages of the Tukwila Reporter beginning in May. E-Hazelnut — Bi-monthly budget articles included in the E-Hazelnut. Kid Mail — Send the overview document home with every elementary school student in the Tukwila School District, Will include information on open houses. Postcard mailing — Postcard invitation to every residence regarding the open houses. Open houses — Three interactive open houses that have stations focused on City Budget 101, where taxes, go, 2015/2016 investments, 2017/2018 priorities and provide participants an opportunity to comment. Tentative schedule of open houses: May 23 — 5:30 to 7:010, at City Hall in advance of the COW meeting May 21 -10:00 to 11:30 at TCC May 25 — 3:00 to 6:010 at Thomidyke Elementary School Online open house — Interactive online open house live from May 16 through June 17. Various channels will promote participation in the online open house. Youth engagement — Staff will approach the Foster civics class with the goal of giving the budget 101 presentation to them in advance of the open houses as a way to engage youth, and encourage their parents' presentation in the upcoming in-person open houses. Council presentations — Staff will ensure there is at least one presentation per month to Council on the budget beginning in April. Hazelnut — Article in the Fall Hazelnut on the budget. Social media — These channels will be used to promote participation in the online and in-person open houses, as well as other activities such as the road show, budget 101 facts, etc. Once event dates are firrn,a calendared social media plan will be developed to support the various activities, TukTV — TukTV will run a narrated version of the Budget 101 presentation (in both English and Spanish), as well as the various budget presentations to Council, In addition, the City will film an episode of Tukwila: Your Community focused on the budget. Draft 2017/2018 Budget Outreach Plan — Updated April 11, 2016 M Timeline: Social media support for other tactics in red; dates are targets and may be subject to change Date Task Res "0n$ibka Notem April 30 � E-Hazelnut Save the date for Budget open houses Communications Week of May 2 | Road Show Solicit opportunities to speak at various meetings, events Communications * Chamber * Rotary � City Boards and Commissions � PTAs • Historical Society m STP • TIBAC * Block watches Other o[manizati0ns Week of May 2 Open house planning Room scheduling, work with school district, final planning for stations, design of boards, etc. Finance, communications Week of May 2 OnUOe Open Huuso�mning Mimic d made for stati ns, build O^em House Finance, communication Week o a '2 Postcard Postcard mailecl to all residents s Communications Week ifK4ay2 Youth Engagement Approach FHS Civics regarding vr9onn��inn Communications May 3 Power Point Presentation Complete and reviewed by F&S Communications TonuOonCh8nn8|21Gnd available on the website Bud "et 101 Overview Com^|- ~ .mm ^ i.^^" • F: s v i ~ iwm May 13 Power Point Presentation Translated into Spanish Communications TomnOnCh8OO8|218Rd available on the website S[v! to roniote when up nromote when up on 21 anO wen Bucket 1 Overview Tran in Gweniah Communications NIMIIIIII SKdhzpmmo0e when lip mn21 and web Power Point Presentation Narrated and available on TukTV and Cit website Communications Tukwila Retorter � Article onu*cumin» Olen | Houses Communications IIIII SM to romote in advance of mto Ma 16 Council presentation Res ubnmeetin* Finance May 16 Online Open House Live Make the open house live push out info over web and social media Communications 8yNho promote when goes live. reminders throughout the bme online Draft 2017/2018 Budge Outreach Plan — Updated April 11.2018 Page 3 May 16 TukTV Taping of Tukwila: Your Community Communications, Finance To run on Channel 21 and available on the website SM tc plornote when up or 21 and web TBD Youth engagement Present Budget 101 presentation to FHS civics class Finance SP,I to ion oe day of and afterviards TBD Road Show Present Budget 101 presentations to different •rou•s Finance with assistance from Communications al to p-omote day of and afterwards May 21 Open House At TCC Finance, communications st.i.i to promote save the date, day of and afterwards May 23 Open House At City Hall in advance of COW meeting Finance, communications SM to promote save the date da of and afterwards May 25 Open House Thorndyke (or alternate) Elementary Finance, communications SM to promote save the date, da' of and afterwards June 10 Tukwila Re rter Article on feedback from Olen houses Communications June 20 Council eresentation Re•ular meetin• Finance SM to promote in advance of info June 27 E-Hazelnut Feedback from Open Houses, graphic on where Tukwila residents' taxes •0 Communications July 8 Tukwila Reporter Overview of where Tukwila residents' taxes lo Communications Jul 18 Council •resentation Res ular meeting Finance SM to promote in advance of m n August 12 Tukwila Reporter Overview of City of Tukwila's revenues and services Communications August 15 Council •resentation Ref ular meetin• SM' to promote in advance of mto August 29 Iffiiw Overview of City of Tukwila's revenue and services Communications Se tember 9 Tukwila Re sorter Overview of CIP Communications September 12 Council presentation Present proposed budget Finance It is expected that subsequent presentations to full council will be occur more often than monthly SM to promote in advance of mt. October 4 Tukwila Reporter Overview of Mayor's proposed budget and u comin rocess Communications October 15 iE7rn11 Budget overview in the all edition Communications October 31 irFZiiui Info on upcoming Council Public Hearing, review of council deliberations Communications Draft 2017/2018 Budget Outreach Plan—Updated April 11, 2016 Page 4 November 11 Tukwila Re•orter Review of Council deliberations Communications TBD Council deliberations Workshops, meetings, final actions, etc. Council liaison, communications ic, promole evErs etc associFled :,,,tn Coo-ci de!it)rat:o-ls December 9 Tukwila Re sorter Overview of ado sted 2017/2018 bud e et Communications December 26 iEV2Ei11I Overview of adoeted 201/2018 bud, et Communications Draft 2017/2018 Budget Outreach Plan — Updated April 11, 2016 Page 5