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COW 2018-10-22 Item 4H - Budget - 2019-2020 Biennial Budget: Debt Service-Department 20 / Lodging Tax / Police / Court / Mayor's Office-Administrative Services-Funds 502-503 / Public Safety Plan
Co VNCIJ AGENDA SYNOPSIS 10/22 8 JF ITEM INFORMATION 117F SPo`Sc?R: JEFF FRIEND ITEM No. 4.H. .0/2.2/18 Ti I'I.I : Review Debt Service and Dept. 20 (Transfers) 2019-2020 Proposed Budget Council is being asked to review the Debt Service and Dept 20 2019-2020 proposed budget. If no changes are requested, Council concensus will be requested to move the Debt Service and Dept. 20 2019-2020 proposed budget to the final budget package for approval in November. .E: 10/8/18 NDATIONS: 5k)\s() R,t`.\i)\i \. Finance irianc (crs x a, [11 b he 5afci,v © 1)ark$ Comm. �I�iE"I J�I :E r (I LAIR: CLE©D ( )NINE' 111 .1 Unanimous Approval; Forward to Committee of the 4i"hole COST IMPACT / FUND SOURCE AmoUnrr BUDGETED Fund Source: Comments: APPROPRON R'EQUGR�^:C] RECORD OF COUNCIL ACTION MTG. DATE ATTACHMENTS 0/22/18 nformational Memorandum dated 10/2/18 Debt Service 2019-2020 Proposed Budget Dept. 20 201.9-2020 Proposed Budget Minutes from the T&I Meeting of 0/8/I.8 169 170 City of Tukwila Allan Ekberg, Mayor !NFCRMATIONAL MEMORANDUM TO. Transportation and Infrastructure Committee FROM. Peggy McCarthy, Finance Director BY: Vicky Carlsen, Deputy Finance Director CC: Mayor Ekberg DATE. October 5, 2018 SUBJECT: Department 20 (Transfers Out) and Debt Service 2019-2020 Proposed Budgets ISSUE As provided for in the budget process approved by the Finance Committee, Council Committees will be reviewing budget sections prior to review by the full Council. Department 20 (transfers out) and debt service fund sections of the budget are ready for review by the Transportation and Infrastructure Committee, BACKGROUND Department 20 accounts for transfers from the general fund into various other funds, including capital project funds and debt service funds. Debt service funds account for the payment of principal and interest on outstanding debt. DISCUSSION Department 20 Total proposed tr ers out are summarized as follows: 2019 2020 Capital Projects Funds $1,519,600 $1,321,950 Debt Service 4,033,861 3,587,190 Golf Course 300,000 300,000 Contingency 58,568 210,000 Total $5,912,029 $5,419,140 Debt Service Debt service provides for the payment of principal and interest for existing debt as well as proposed debt. Proposed debt service for a $25 million issue in 2019 for the Public Safety Plan and the remaining voter approved bonds are included in the budget. Details on debt service is included in the budget document. RECOMMENDATION Staff recommends that the Transportation and Infrastructure Committee forward these sections of the budget on to the Committee of the Whale for review, If there are no recommended changes, Council consensus will be requested to move this departmental budget forward to the final budget package in November, ATTACHMENTS Draft Department 20 and Debt Service Funds 2019-2020 Proposed Budgets fi1 172 DEPARTMENT; N/A FUND: Various Debt Service RESPONSIBLE MANAGER: Peggy McCarthy Description FUND NUMBER: 2XX. POSITION: Finance Director The funds in this section record the payment of principal and interest for the City's outstanding limited tax general obligation bonds. 2017-2018 Accomplishments • Issued $8,2 million bonds for 42"d Street and 53rd Street Sidewalk projects. Strategic Goal 4. ♦ Refunded line of credit of $2.25 million. New debt can be repaid without penalty prior to final maturity date. Strategic Goal 4. • Issued $20 million LTGO bonds for property purchases for the Public Works shops. Strategic Goal 4. 2019-2020 Outcome Goals + issue $25 million bonds for the Public Safety Plan. Proceeds will be used to pay for construction of a Justice Center, rebuild two fire stations, and provide for tenant improvements for Public Works Shops. Strategic Goal 4. • Issue taxpayer approved bonds for public safety purposes. Bond sales are structured to align with project cost timelines. Strategic Goal 4. 178 DEBT SERVICE SUMMARY Existing Debt Limited Tax GO Refunding Bonds, 2008: Build a City Hall annex (6300 building) and pay for economic revitalization projects. SCORE Limited Tax, GO Bonds, 2009: Pay for portion of the construction costs of SCORE jail, a correctional facility, in partnership with six other cities. Limited Tax GO Bonds, 2010: Construction and realignment of Southcenter Parkway in the Tukwila South Annexation area and to purchase emergency preparedness capital and other equipment. Limited Tax GO Bonds, 2011: Arterial street program. Limited Tax GO Bonds, 2013: Proceeds loaned to Tukwila Metropolitan Park District (TMPD) to pay for improvements to Tukwila Pool. Debt is being paid back by the TMPD. Limited Tax GO Bonds, 2014: Property purchased in the City's Tukwila Redevelopment (Urban Renewal) area. Limited Tax GO Bonds, 2015: Funding for Interurban Avenue South and Boeing Access Road Bridge projects. Interurban Avenue South consisted of designing and constructing sidewalks, pavement restoration, as well as drainage and lighting work. Boeing Access Road Bridge project rehabilitated the existing bridge with a 340' long concrete or steel bridge structure. Limited Tax GO Bonds, 2017: Funding for 42nd Street and 53rd Street. Sidewalk projects. Limited Tax GO Refunding Bonds, 2017: Funds used to purchase property in the City's Urban Renewal area. Limited Tax GO Bonds, 2018: Funding to purchase land for the Public Works Shops facility. This debt is part of the Public Safety Plan. Planned Debt Public Works Shop facility: Design and construct a new Public Works shops facility. Bond for the current biennium is to purchase land and begin design. Estimated bond proceeds are $7.5 million for land and tenant improvements to existing structure. Public Safety Plan: Design and construct a Justice Center that would accommodate the Tukwila Police Department, Municipal Court and Emergency Operations Center. Additionally, the bonds would rebuild two fire stations and provide fire department equipment for 10 years. Estimated bond proceeds are $17.5 million LTGO and $40.7 million in UTGO proceeds. 174 49 LTGO Debt Revenue and Expenditure Summary R Build America Bonds Tax Credit Capital Contribution - SCORE Debt Proceeds - Refinance LOC Total Miscellaneous Reuenue Transfers In - General Fund Transfers to - Utility Funds Total Revenue Expenditures Principal/Early Retirement of Debt 1,932,782 4,241,428 2,606,222 (ted General l bii*ation Debt Service Funds - Combined Budget 2,936,922 5,106 3,554,480 Total Debt Serice Fund Total Expenditures Beginning Fund Balance Change in Fund Balance Ending Fund Balance 812,539 872.288 48.257 2,745,321 5,113,716 3554,47 Percent Change 2019 2020 2018-19 2019-20 56,053 $ 49,807 $ 43,113-11,14% 428,288 427„869 426 484,341 5,848,580 246,000 477,676 469,771 4,033,861 467,725 -13,44% 2 00% 0.00% 3,587,190-31,03% 6,578,921 4,979,262 4,590,311 4,755,397 2,578,697 1,844,647 23,524 2,400,566 2,745,246 78,921 4,979,263 4,589,893 -24, 31% -11.07% 4.03°/ -7.81 % -45,770/-28.47% 64% 14,36`if -24.31% -7.82% 2,745,321 5,113,716 3,554,479 21 4,979,263 4,589,893 24.31% -7.82% 203,023 394,625 387, 191,602 (6,760) 394,625 $ 387,865 $ 387,866 UTGO Debt - Revenue and Expenditure Summary Unlit ited General Obligation D Actual 0 7866 387,865 7657,32% 0,00% (1) 418 0-00% 41900,00% 000 $ 387,865 $ 388,283 7657,30% 0.11% Service Funds . Combined Projected 2016 2017 2018 Retinue Property Taxes Total Miscellaneous Revenue Budg Percent Chan 2018 2019 2020 2019.2 $ 2,674,622 $ 2,750,879 - 2,674,622 2,750,879 Total Revenue 2,661,000 $ 2,841,675 $ 3,713,175 5.99% 30.67% 2,681,000 2,841,675 3,713,175 5.99% 30,67% 2,674,622 2,750,879 2penditures Principal/Early Retirement of Debt Interest Total Debt Service Funds Total Expenditures eginning Fund Balance flange in Fund Balance ding Fund Balance 2,681,060 2,841,675 3,713,175 5.99% 30,67% 1:115,000 1,240,000 1,496,709 1,533,675 2,611,709 2,773,675 2,611,709 2,773,675 681,000 1,370,000 1,310,000 101,17% 2,000,000 1,471,675 2,403,175 26,42% 6 2,681,000 2,841,675 3,713,175 5.99% -4, 38% ©.67 2,681,000 2,841,675 3,713,175 62,913 62,913 (22,796) 62,913 $ 40,117 67% 40,117 40,117 0,00% 0,00% 0 - $ 40,117 $ 40,117 0.00% 0.00%0 1 7c5 Local Improvement District & Guaranty Fund - Revenue and Expenditure Summary Local Improvement District #33 Debt Service Funds Combined Actual Budget Projected 2016 2017 2018 2018 2019 2020 Renue Percent Change 2018-19 2019.20 Miscellaneous $ 886 $ 1,511 $ - $ - $ - $ LID Assessments 542,180 478,838 408,593 408,593 445,000 445,000 LID Assessment Interest 267,932 240,790 286,748 271,440 243,937 223,913 Total LID Assessments Receipts 810,999 721,139 695,341 680,033 688,937 668,913 LID Bond Proceeds Total Revenue 8,91% 0,00% 0.00% -8, 21 % -2.91% 0.00% 0,00% 810,999 721,139 695,341 680,033 688,937 668,913 -2,9 Expenditures Principal 670,000 607,500 485,000 645,000 445,000 445,000-31.01°/a 0.00% Interest 281,044 259,939 239,588 257,655 243,637 223,613 5.44%-8.22,% Total Debt Semite Funds 951,044 867,439 724,588 902,655 688,637 668,613-23.71% -2,91% Transfers Among Debt Senke Funds Total, Expenditures Beginning Fund Balance Change in Fund Balance Ending Fund Balance 867,439 724,588 1.707, 915 1,567,870 1,421,570 (140,045) (146,304f (29,247 $ 1,567,870 $ 1,421,570 0,00% 0.00% 902,655 688,637 668,613 -23.71% -2, 489, 356 1,392,323 1, 392, 623 -6.52% 222,622) 300 300 100.13% 266,734 $ 1„392,623 $ '1, 92,923 9.94%m 176 51 This chart represents the general obligation debt service of the City. It includes debt being repaid with general fund revenue as well as debt that is being repaid from other sources. The City receives funds from the Tukwila Metropolitan Park District to repay the MPD capital loan, funds to repay the urban renewal LOC (line of credit) are proceeds from land sales. Since 2015, SCORE bonds have been paid directly by SCORE jail. SIOADO I $9,000 4 58400 3 S7,000 $6,000 $4,OCO S),000 S2,003 S LOCO SO • SCORE 42nd & Sled Skkwallt ▪ PSP •PW Shops City of Tukwila General Obligation Bond Debt Service 4'6"' 1.6") ^v°1' "g" 4'5' 14) e a SC Parkway Ext ension/HHD • Urban Renewal, LOC Refunding el Interurban Ave StRAR &Ace PW Shops Debt,' 1/2 pans' by general' fund, 1/2 part, by Lady funds • Anerla I Street, PC Bridge a MK) claSlesr, a, New - P5P PW Shops 41'`' 10' • Cit5 Hall Annex, Tukwia +1111age • Urban Renewal N New - PSI lust ke Center, Fire Stations 1•7 The chart below reflects the existing general obligation debt service of the City as well as planned debt. Debt service includes both principal and interest requirements. Fund 212 Fund 214 LTGO Bonds, LTGO 2010 2009 6,898,800 55,870, 0 CORE EatenstorJHH D edu10 r1f 11dcgeted General ObHgato 4 -Terra De Fund 217 Fund 211 Fund 200 LTGO LTGO Fund 200 LTGO2017 Fund 218 Fund 200 Fund 208 Fund 200 Refunc9ng„ Refunding, LTG©, 2017 Refunded LOC LTGO, 2013 LTGO, 2014 LTGO, 2018 LTGO, 201 2011 2008 4 A to al 90Cr KC Brdge 0 Original Issue O lslal Iss se On final City Hall 42nd Annex, Sides ilk Renewal LOC Loan Tukwila Refunding wage 2019 $ 427,673 9 567,307 S 548,7d10 2020 427.869 558,182 545,300 2021 426,239 552,520 546„300 2022 427,532 543,175 551,500 2023 427,379 533,018 545,900 2024 426,885 527,050 2025 426,356 2026 426,130 - 2027 425,896 2028 425,636 2029 425,335 2030 424,791 2031 424,762 - 2032 424,201 2033 423.889 2034 423,792 2035 423,485 2036 422,950 2037 422,56S 2038 422,264 2039 422.085 Totals 5 8,928.030 = $ 3,28't,251 7,7 558,250 553,500 553,600 558,400 557,750 556,'800 555,550 554,000 557,150 554,650 557, 250 554,200 555,650 557,050 557,800 551,875 555,625 553,725 ,344,280 New Debt PSP PW Shops 825,000 S7 anal Issue Planissue Fla New Dell - POP Fire Stations, Ic 7, Int rutanAle New-PSP New'-PSP TudalExisting S/BAR Bridge PW Shops Justice and Planned Center, Fre General Stations Obligalton Debt 260,455 $' 804,200 5 392,325 S 131,280 5 336,250 5 4,979,366 260,290 . 804,200 390,125 253,500 512,500 4,591,522 074 804,200 = 387,775 262,500 612,500 4,582,465 1,534,200 390,275 592,823 1,383,255 8.694„344 1,532,700 392,475 $92,623 1,383,255 : 6,226,109 1,534,450 389,375 592,823 1,383,255 5,671,459 260,783 ' 1,534,200 391,125 592,823 1,383,255 5,145,342 260,169: 1,531,950 387,575 592,823 1,383,255 5,137,452 260,412 1,532,700 391,050 592,823 1,383,255 5,140,135 260,484 1,531,260 392,050 592,823 1,383,265 5,142,598 260,385 1,532,450 387,750 592,823 1,383,255 5,136,847 260,115 1,536,200 386,300 592,823 1,363,255 5,142,733 260,674 1,533,000 388,550 592,823 1,383,255 5,137,264 260,033 1,533,200 388,500 592,823 1,3Et3,255 5,137,862 260,222' 1,531,600 388,150 592,823 1,383,255 0,136, 9 260,211 1,533,200 392,500 592,823 1„3S3,2S5 5,143,581 1,532,800 391,460 592,823 1,383,255 4,875,638 1,535,400 - 592,823 1,381,255 4,490,053 1,535,809 - 592,023 1,363,255 4,468,164 1,534,E 592,823 '' 1,383,255 3,932,362 422,085 4.164.922 5 28,481,650 5 6a625,305 5.10,734„241 S 25,04 5404,354,370 178 53 Expenditure Detail - Other Account Number 200.00,591,580,71,14 2014 GO Bond Principal 200.00,591,581.71,14 LOC Principal 200.00.591.950,71,15 2015 LTGO Bond Principal 200.00.592,181.83,14 LOC Interest/Commitment Fee 200.00.592.181.83,17 2017 LTGO Bond Interest 200,00.592.580,83,14 2014 LTGO Bond Interest 200,00.592.580,84,17 2017 LTGO Bond Interest 200.00.592,950,83.15 2015 LTGO Bond Interest 208,00.591280,71.00 2017 LTGO Bond Principal (PW Shops) 208.00.592,280,83.00 2017 LTGO Bond Interest (PW Shops) 209,00.591,950,71.00 2017 LTGO Bond Principal (42nd/53rd) 209.00,592.950,83,00 2017 LTGO Bond Interest (42nd153rd) 2 1. 0.591,180.71.00 2008 LTGO Refunding Bond Principal 211.00,591,950.71,00 2008 LTGO Refunding Bond Principal 211.00,592.180.83,00 2008 LTGO Refunding Bond Interest 211.00,592.950,83,00 2008 LTGO Refunding Bond Interest 212.00.591.950.71,00 2009 LTGO SCORE Bond Principal 212.00.592.950.83,00 2009 LTGO SCORE Bond interest 2 3.00.591.210.71,00 2017 UTGO Principal 213,00,591,220.71.00 2017 UTGO Principal 213,00.592,210.83,00 2017 UTGO Interest 213,00,592,220,83.00 2017 UTGO Interest 214,00.591.180,71,0D General Obligation Bonds 214.00,591,950,71,00 2010A LTGO SCORE Bond Principal 214.00.592.180,83,00 Interest on Long -Term External Debt 214.00,592.950.83,00 2010A LTGO Bond Interest 217,00,591.950.71.00 General Obligation Bonds 217.00,592.950.83,00 Interest on Long -Term External Debt 218.00,591.760.71,00 General Obligation Bonds 218,00,592,760.83.00 Interest on Long -Term External Debt 219,00.592,950,83.00 2017 LTGO Bond Interest Subtotal General Obligation Debt SenAce 233,00.592,950 83.00 Interest on Long -Term External Debt 233,00 591.950,71.00 LID #33 Bond Principal Total Other Debt Service Actual 2016 2017 $ 149,000 $ 150,000 2,250,000 220,000 225,000 33,473 33,184 111,918 172,575 524,000 131,000 124,880 31,220 120,523 25,067 165,975 87,448 544,000 136,000 103,920 25,980 669,000 446,000 898,025 598,683 105,268 107,933 289,733 297,068 50,755 46,955 139,695 129,235 420,000 435,000 128,675 117,300 93,782 96,428 19,348 16,702 2,745,321 7,725,425 281,044 259,939 670,000 607,500 3,696,364 8,592,863 Projected Budget 2018 2018 2019 2020 $ 153,000 153,000 $ 156,000 $ 160,000 2,250,000 230,000 230,000 240,000 245,000 0 40,000 61,970 59,176 59,176 107,775 107,775 104,455 100,290 159,225 159,225 152,325 145,125 239,026 92,000 400,000 804,200 804,200 305,000 172,000 242,700 233,250 251,850 500,000 315,000 325,000 576,000 144,000 71,280 17,82 744,00 496,00 920,20 613,470 110,597 110,598 113,263 115,92 304,402 304,403 311,738 319,073 42,681 42,681 37,925 32,828 117,471 117,471 104,382 90,354 445,000 445,000 460,000 475,000 104,250 104,250 88,700 70,300 99,196 99,196 99,196 99,196 13,936 13,934 13,934 13,934 437,500 875,000 6,328,154 9,259,921 7,820,938 8,303,068 239,588 257.655 243,637 223,613 485,000 645,000 445,000 445,000 I 7,052,741 10,162,576 8,509,575 8,971,681 17@ CWamnt C61e963 2400 2001- 2002 2002 7774 2405 2006 2007 2006: nos' 2n10 2411 2012 2013 2914 2015 2014 2017 2018 2019 2023 2224 2025 zone 2027 2525 2029 2030 2031 2022 2033 2034 2015 2035 2037 20303 2039 Tools 3 612,365 25.675 515100 613,923 510,123 51E±tl#t `raadP'Sa F4N755S 624223 250,525 SCHEDULE OF PRIOR, EXISTING, AND FUTURE ANTICIPATED LONG-TERM DEBT SERVICE 04Nmn5 2995209 $1135 244411,2033 2202 55277,500 1:t191911 15520 5aubs P0I5 01, 6+1. 5±, GOP 0.2235 Fund10 LTGG 2140033199, 788,71 5r 644451 20057 224,002 1515092 015.940 504990 757000 612,000 511,304 511,100 503.900 809,160 510 3 816500 50598,550 005409111414 SCE 01701I 430,157 429515 432,656' 427400 427,451 428260 437922- 4252,@C0 420.231. 427523 432229 4 295 5 . 429369 420,110 423,899 425,555 425,325 424,791 424,762 424201 423,889 423,702 423,485 422,950 422.561 422254 427065 5 0520,030 Section 1 9452109040426152424422746 Debt Fund2142208 2010 2010 $5;070.000 0e1996 5± ' 20100 186955 Cam 2 041025.911 Fund 217 1,360 1115509194 2011 54,030,040 1051 15304 552,00 540253 546,783 64379 5z0. 951529 545 S 2,717,700 0ol_ mn 13 26602.216 51,000,046 000491 #sw WO Los. S 452,505 Ce.Mrnn.13 Far,4200 LTG+3,2014 2014 11+65n Rs65r±bi 249,404 2403475 250,775 263,775 260,466 2295299 290,574 745253 no, in, '*a A01 200,753 760,169 250,412 240474 200 305 280,175 260,674 280,033 260222. 260211 Catoon 14 71o0d 200 4t04',2014 10C 201474 52,250920 LW 61C944 000. Renewal 2 2015 Fu94205 030, 3017 9147206 Tat51€ i0Oy 021169e61 1700,2010 GONG. LGC 2017 2017 2078 55.025053,180,000 52,270,0 0 _ 010 5,,008 ;;.e5' 20999110412± G1i:.2119. o2 292091#569 322,325 3,125 36M1h7775 705108s 397476 300,579 4.293 and 5501 5i457199 66770+1 536254 I 553.3"':Pi $5d, Ste WI $$57784 300,125 $56,800 387¢75 -. 555550 391060- 664,000 322,050 - 557,150 367,764 555850 308,300 507,T50 388550 554220 364600 '555,850 386,150 557,050 302700 55T,800 391,400 551,576 5$5,625 353,725 71s0s-w4A- PSP41W 70 tisd 3710Wa LOC 67-970 5u61ar1±11 ma a 1.75 1,643,310 2,027.425 2,514,257 2,647,196 1,090,065 5,107,504 3203,,674 10157210 2,101,007 5495579 3 $82,757 4} $.100,520 3,760,76€ 3,160,555 3,151,005 61,704 0260,911 3067,503 2,539,560 2513,475 31512,006 1,,54244 422,02E 555,523,544 I 1040, 4,310 2000 2001 2002 2003 2004 2005 2005 2007 2006 2000 2010 2011 2012 2011 2014 2015 2015 2017 2010 201R 2020 2021 7022 2223 2024 2025 2028 2927 2028 2229 2222 2031 2032 2033 2234 2035 2030 2037 2039 `033 DEPARTMENT: Non -Departmental Expenses (20) FUND: General RESPONSIBLE MANAGER: Peggy McCarthy Description FUND NUMBER: 000 POSITION: Finance Director This department had been utilized to pay unemployment claims for General Fund employees, pay City- wide insurance assessments and claims and judgments through 2012. These are now budgeted in Finance. General transfers to other funds are recorded here, Expenditures By Type 00 Transfers Out Department Total Department 0 Actual Projected 2016 2017 2018 S 4,759,513 5,518,211 5 5,059,776 $ 4,759,513 $ 5,518,211 Budget 2018 2019 202 Percent. Change 2018-19 2019-20 621 S 5,912,029 5 5,413,140 059,776 ! 9,539,621 5,912,0 419.14 TRANSFERS OUT -- From the General Fund to the Following Funds Actual Projected 2016 2017 2018 103 Residential Street 104 Arterial Street 105 Contingency 2"" Debt Service 301 Land & Park Acquisition 303 General Government. Improvements 306 City Facilities (PW Shops) 411 Golf Course 611 Firemen's Pension TOTAL 200,000 $ - 751,000 1,800,000 433,682 180,715 92,672 2,874,831 2,773,452 3,378,914 122,190 88,190 200,000 200,000 200,000 141,854 1,000,000 300,000 300,000 300,000 .414 Budget -8.34% -38.03% -8.34% 2018 2019 2020 $ 1,300,000 $ 100,000 3,000,000 1,000,000 58,568 210,000 5,848,580 4,033,861 3, 587,190 122,000 19,600 21,950 200,000 200,000 200,000 300,000 300, 000 300,000 69,041 4,759,513 5,518,211 $ 5,059,776 9,539,621 $ 5„912,029 $ 5,419,140 181 182 Transportation & Infrastructure Committee Minutes..,.,.....,,................m................ October 8, 2018 G. Proposed 2019-2020 Biennial Budget Staff presented preliminary budgets fo he following: Non -Departmental Expenses (20) Department 20 accounts for transfers from the general fund into various other funds, including capital projects and debt service. Proposed transfers for 2019 are $5,912,029 and for 2020 are $5,41.9,140. Debt Service Debt service provides for payment of principal and interest for existing debt as welt as proposed debt. The budget includes debt service for a $25 million issue in 2019 for the Public Safety Plan and the remaining voter approved bonds. FORWARD TO OCTOBER 22, 2018 COMMITTEE OF THE WHOLE. III. SCATBd f RTC IV. MISCELLANEOUS The Transportation Committee fleeting adjourned at 6:27 p.m. Committee Chair Approval nutes by LH, reviewed by GL 183 184 COUNCIL AGENDA SYNOPSIS 10/22 8 Prepared by ITEM INFORMATION ITEM No, 4.H. Sl't"7'vst I : VICKY CARLSEN Review Lodging Tax Budget 2019-2020 Proposed Budget e10/22/PA c n'frtz0rl 10/22/18 DP oh a ec Council is being asked to review the Lodging Tax 2019-2020 proposed budget. If no changes are requested, Council consensus will be requested to move the Lodging Tax 2019-2020 proposed budget to the final budget package for approval in November. 10/9/18 n1 Public S U Plan�'��1 IK, KRULLER CON ENDATIONS: Si>t, tiOR/AimIi ).N \ I I TT I Brandon Miles Unanimous Approval; Forward to Committee of the Whole COST IMPACT I FUND SOURCE AMOUNT BUDGETED APPROPRIATION REQUIRED Fund Source: Comments: MTG. DATE RECORD OF COUNCIL ACTION MTG. DATE ATTACHMENTS 0/22/0 Informational Memorandum dated 10/2/20 Draft 2019-2020 Lodging Tax Budge inutes from the CDN meeting of 10/9/ 18 185 186 City of Tukwila Allan Ekberg, Mayor INFORMATIONAL MEMORANDUM TO: Community Development and Neighborhoods FROM: Brandon J. Miles, Business Relations Manager CC: Mayor Ekberg DATE, October 2, 2018 SUBJECT: 2019/2020 Lodging Tax Budget ISSUE Proposed budget for Lodging Tax (101 Fund) for 2019/2020. BACKGROUND The City charges a 1% special excise tax on certain overnight stays in area lodging businesses and short-term rentals (stays under 30 days). Per Washington State Law, the use of these funds is limited to tourism promotion activities. Lodging tax funds are used to support a variety of tourism promotion activities within the City. Historically, the City has provided funding for Seattle Southside Regional Tourism Authority (SSRTA), the Museum of Flight, and Starfire Sports. As part of the branding process completed in 2017, the City expressed a desire to expand access to funding and support smaller events within the City in order to expand the tourism environment of the City. In 2018, the City provided funds to support the Rave Green Run, hosted by the Seattle Sounders and Renton Comic Con, two smaller events brought into the City. Historical Lodging Tax Revenue The Seattle region's overall economic boom continues to increase the need for hotel rooms in the area. Supply of hotels rooms in the area continues to increase. In 2017/2018, the area saw an increase in hotel properties in Renton, SeaTac, Des Moines, and Tukwila. Hotel revenue is forecasted to continue to grow in 2019/2020; however, at a much slower rate due to supply starting to catch up do demand. Year Amount 2012 822,033 DISCUSSION 2013 2014 2015 526,832 $596,781 $677,691 2©16 $710,267 4.08% 2017i $736,784 2018 $764, 767 (projected) 3,07% The following outlines staffs lodging tax revenue estimates for 2019 and 2020. Year Projected Revenue Amount: Projected Growth (Based budgeted amounts): 2019 $775,000 2020 $800,000 2.66%© 3,23% 187 INFORMATIONAL MEMO Page 2 Staff is predicting little growth for the lodging tax funds for 2018 and 2019, with growth limited to inflation. Increase supply (more rooms) will depress overall room rates as new hotels come online in the region, Proposed 20/8/2019 Expenditures for Lodging Tax The following are the general areas of spending City Administration is anticipating for lodging tax funds in 2019/2020. Note, these are placeholders for now as State Law requires that all formal requests be reviewed by the City's Lodging Tax Advisory Committee (LTAC), which then forwards a recommendation to the City Council. LTAC reviews lodging tax funding requests are monthly basis, with applications for 2019/2020 scheduled to be considered this fall. If the LTAC and Council approve lodging tax requests that exceed these placeholder amount, the Council may need to amend the budget. Continue Southcenter 50 celebration. Identify and/or create a Tukwila signature event for the region. Increase total number of recipients of lodging tax funds, including identifying how to support smaller events that help build a tourism destination for the City. Work with Seattle Southside Regional Tourism Authority and Seattle Southside Chamber of Commerce on south end restaurant week. Increase total lodging expenditures in the City by at least five percent per year. Complete wayfinding program in Southcenter District. Explore possible implementation of a banner program in the City, specifically in the Southcenter District, along Tukwila International Blvd, and Interurban Ave S. Staffing Costs For 2019/2020 the budget also includes a .5 FTE. This is not a new position. LTAC staff support; oversight of lodging tax contracts; and coordination of the City's tourism promotion activities are currently done by the Business Relations Manager in the Mayor's Office. This position is currently funded 100% by the general fund. Administration is proposing to split the cost for this position 50/50 between the general and lodging tax funds. RECOMMENDATION Staff recommends that the Committee forward this section of the budget to the Committee of the Whole for review. If there are not recommended changes, City Council consensus will be requested to move the lodging tax budget forward to the final budget package in November. ATTACHMENTS • Proposed 2019/2020 Lodging Tax Fund Budget 188 Z.1Cauncio Ag da EterrnslFinancel10.9 CUN\Inta Mena Lodging Tax Budget.docx DEPARTMENT: Mayor's Office FUND: Lodging Tax Fund RESPONSIBLE MANAGER: Brandon Miles Description FUND NUMBER: 101 POSITION: Economic Dev. Liaison This fund consists of proceeds from a special excise tax on lodging charges and is used to promote tourism (both day and overnight) within the City (Chapter 67,28 RCW), 2017-2018 Accomplishments • Completed and launched new Tukwila tourism and economic development brand. Strategic Goal 5 ♦ Worked collaboratively with the cities of SeaTac and Des. Moines, through Seattle Southside Regional Tourism Authority, to increase demand for overnight tourists in the region. Strategic Goal 5 ♦ Supported two new events in the City, Rave Green 5k and Renton Comic Con. Strategic Goal 5 ♦ Began Southcenter 50 celebration, in partnership with Seattle Southside Chamber of Commerce and Westfield Southcenter. Strategic Goal 5 ♦ Tukwila was selected as the host city for the new Major League Rugby team, Seattle Seawolves, Strategic Goal 5 2019-2020 Outcome Goals ♦ Continue Southcenter 50 celebration, Strategic Goal 5 • Identify and/or create a Tukwila signature event for the region. Strategic Goal 5 • Increase total number of recipients of lodging tax funds, including identifying how to support smaller events that help build a tourism destination for the City. Strategic Goal 5 • Work with Seattle Southside Regional Tourism Authority and Seattle Southside Chamber of Commerce on south end restaurant week. Strategic Goal 5 • Increase total lodging expenditures in the City by at least five percent per year, Strategic Goal 5 • Complete wayfinding program in Southcenter District, Strategic Goal 5 • Explore and potential implementation of a banner program in the City, specifically in the Southcenter District, along Tukwila International Boulevard, and Interurban Ave S. Strategic Goal 2019-2020 Indicators of Success • Identification and recruitment of new activities, festivals, and events to bring to the City. • Increased sales at hotels, restaurants, and entertainment establishments. ♦ More "feet on the streets" and "heads in beds." 189 Revenue and Expenditure Summary odging Tax Operating Revenue Hotel/Motel Taxes Total General Reim Miscellaneous Revenue Investment Earnings Other Misc Revenue Total Miscellaneous Revenue Total Revenue Actu Budge Percent Change Projected 2016 2017 2018 710,267 $ 736,784 $ 764,767 0,267 736.784 764,767 1,576 5,695 9,858 2018 2019 2020 755,000 $ 775,000 $ 800.000 755,000 775,000 800,000 3,000 ,576 5,695 3,000 3,000 2018-19 2019-20 2.65% 2,65% 3,23a/ 0.00% 0,00% 0,00% 0,00% 3,000 3,000 3,00 0,00% 0.00% 711,843 742,479 774,626 Operating Expenditures Salaries & Wages Personnel Benefits Supplies Serices IntergoJt Services & Taxes Total Operating Expenditure Indirect cost allocation 758,000 778,000 803,000 2.64% 3,21%'i 55,457 56,586 0.00% 2,04% 17,847 18,411 e 0.00% 3,16% (11,7'22) 74 2,382 5,000 5,000 5,000: 0,00% 0,00% 399,127 479,487 505,304 596,086 596,086 596,086 0.00% 0.00% - - 0.00% 0,00% 7,405 479,562 507,685 601,086 674,390 676,083 12,20% 0.25% 35,000 35,700 36,414 36,414 18,741 19,416-48.53% 3,60%_ Total Expenditures 422,405 515,262 544,099 637,500 693,131 695,498 8,73% 0.34% Beginning Fund Balance Change in Fund Balance 623,120 912,558 1,139,775 920,375 1,370,302 1,455,171 48,89% 6,19%' 289,438 227,217 230,526 120,500 84,869 107,502 -29,57% 26.67%! Ending Fund, Balance 2,558 $1,139,775 $1,370,302 $1,040,875 1,45,5,171 $ 1,562,673 39,80% 7.39%'. 190 Expenditure Detail Salaries and Benefits Position Description 2018 FTE Lodging Tax 2019 2019 Budgeted FTE Salaries Benefits 2020 FTE 2020 Budgeted Salaries Benefits Economic Development Liaison Department Total 0 0.5 55,457 $ 17,847 5. $ 55,457 $ 17,847 0.5 0.5 Expenditure Detail - Supplies and Services Data presented here is related to the Lodging Tax Advisory Committee (LTAC). Lodging Account Number 0 56,586 $ 18,411 56,586 $ 18,411 Actua Projected 2017 2018 2 udg 2019 2f120 00,557.300.31.00 Supplies - O ice & Operatirrig 00,557,302,31.00 Supplies -office and ©peratin Total Supplies 101,00,557,300.42.00 101.00.557.300.42,01 101,00.557.300.43.00 101,00,557,300.47.26 101.00.557.300.49.00 101, 00,557, 301,41.00 101, 00.557.301.44.00 1Q1.00.557..301.44.11 101.00.557.302.41.00 101.00.557.302,41.01 101.00.557, 302.41,03 101,00.557,302,41.05 101.00,557,302,43,00 101.00.5 57.3 02.4 9,00 101.00.557.303.44.10 Total Services Total Supplies 74 $ 2.382 729) 1,722) 4 2 ,000 $ 5,000 $ 5,000 Communication - Sprint, MCI, Eblast Communication - Postage Travel -Parking, meals, mileage, air trawl Utilities Misc Prof Sws Marketing Marketing - Startire Sports Prof Svcs - Conversion Study & SSRTA Prof Svcs - SW King County Chamber Prof Svcs - Community Events Museum of Flight Travel - Mileage, parking, etc. Misc _ Misc incidental costs Ad in - SeaTac marketing projects erices (127) 11 683 2,766 12,500 337,500 270,000 198,125 16,202 67,000 150,000 35,000 314 - 279 725 (6,000) (6,393) 343 9,856 123,337 15,345 10,710 72,102 63,836 00 5.00tk S 000 10,000 10,000 1'0, 000 20,000 20,000 20,000 100,000 100,000 100,000 113,586 113,586 113,586 202,500 202,500 202,500 150,000 150,000 150.000 27 479,487 505,,304 086 596,086 596,086 7,405 $ 479,562 $ 507, 601,086 $ 8Q1,086 $ 601,086 191 192 City of Tukwila City Council Community Development & Neighborhoods Committee COMMUNITY DEVELOPMENT & NEIGHBORHOODS COMMITTEE Meeting Minutes October 9, 2018 5:30 Am, - Hazelnut Conference Room, City Hall Council mernbers: Kate Kruller, Chair; Kathy Hougardy, Zak Idan Staff: David Cline, Jack Pace, Vicky Carlsen, Jeff Friend, Stephanie Gardner, Moira Bradshaw, Derek Speck, Brandon Miles, Laurel Humphrey CALL TO ORDER: Chair Kruller called the meeting to order at 5:30 p.m. I. PRESENTATIONS II. BUSINESS AGENDA. A. Grant Agreement: King Count Veterans Seniors and Human Services Lev VSHSL Staff is seeking Council approval to accept $77,500 in VSHSL funding from the King County Department of Community and Human Services Division. Funds will be used to develop an Older Adult Recreation and Services Needs Assessment and to perform minor capital improvements at the Community Center to update or enhance accessibility. No City matching funds are required for this award. UNANIMOUS APPROVAL. FORWARD TO OCTOBER 15, 2018 REGULAR CONSENT AGENDA. B. Ordinance: Off -Street Parking Regulations Staff is seeking Council approval of an ordinance that would allow off -premises parking areas for municipal uses and police stations as a conditional use in most zones as well as clarify standards for locating parking areas. The new Justice Center will include public parking across the street which is not allowed in the current code. The amendment is being handled as an emergency because it meets the requirements of preserving the welfare of the public, supporting the economic well-being of the city, and addressing the absence of public facilities and services. The Planning Commission recommends approval of the amendment. Chair Kruller asked if other potential uses, such as a farmer's market, would be possible under the amendment, and staff replied that they would. UNANIMOUS APPROVAL. FORWARD TO OCTOBER 22, 2018 COMMITTEE OF THE WHOLE. C. 2019-2020 Biennial Budget, Staff presented proposed 201.9-2020 budgets for the Lodging Tax (101 Fund). This fund includes the 10/0 special excise tax revenue charged on certain overnight stays in Tukwila, and use is imited to tourism promotion. Staff pointed out that the memo includes a typo for 2012 revenue t should be $522,033. The City's supply of hotel rooms continues to increase, but supply is starting to catch up to demand. Projected revenues are $775,000 for 2019 and $800,000 for 2020. Expenditures in 2019 and 2020 will be for the continuation and development of events, a 193 Community Development & Neighborhoods Minutes .............. h,.........t.......,.,. October 9, 2018 wayfinding program, and possible implementation of a banner program. It also includes .5 FTE to cover the portion of time spent by the City's Business Relations Manager on lodging tax activities. This will help the Mayor's Office budget with the city-wide expenditure reduction reflected in the next budget. Chair Kruller asked why banners would be successful now when. they weren't a few years ago. Staff replied that there wasn't enough funding for engineering help which is needed for the WSDOT owned property. Committee members and staff discussed the relationship with the Seattle Southside Regional Tourism Authority, which used to be managed by the City but is now independent and receives lodging tax from the City. The City has partnered recently with the SSRTA on the drag queen bowling event and planning for a future restaurant week. The Lodging Tax fund does not include programs at this point as the Priority Based Budgeting effort is focused only on the General Fund for now. FORWARD TO OCTOBER 22, 2018 COMMITTEE OF THE WHOLE. Adjourned 6:28 p.m. Committee Chair Approval Minutes by LH 194 Co UNCITI AGENDA SYNOPSIS 10/22/18 view JF ITEM INFORMATION ITEM No. 4.H. )'sc )R. JEFF FRIEND Review Police 2019-2020 Proposed Budget tit`\111\R Council is being asked to review the Police 2019-2020 proposed budget If no changes are requested, Council consensus will be requested to move the Police 2019-2020 proposed budget to the final budget package for approval in November. 1.1 8 RECOMMENDATIONS: SroNs(:)R/ADmIN Bruce Linton, Chief of Police Fund Source: Comments: MTG. DATE MTG, DATE 10/2.2/1.8 HOUGARDY 11 LI Unanimous Approval; Forward to Committee f the i141"hole COST IMPACT / FUND SOURCE AMOUNT BUDGETED APPROPRIATION REQUIRED. RECORD OF COUNCIL ACTION ATTACHMENTS Informational Memorandum dated 10/10/18 Dra 2019-2020 Police Budget Minutes from the Public Safety Com. meeting of 10/15/18 9.5_ 196 City of Tukrila Allan Ekberg, Mayor INFORMATIONA MEMORANDUM TO: Finance & Safety Committee FROM: Bruce Linton, Chief of Police BY: Eric Dreyer, Deputy Chief of Police DATE: October 8th, 2018 SUBJECT: Police Department 2019-2020 Proposed Budget ISSUE As provided for in the budget process approved by the Finance and Safety Committee, Council Committees will be reviewing budget sections prior to review by the full Council. The Finance section of the budget is ready for review by the Finance and Safety Committee. BACKGROUND The Police Department strives to be a premier, full -service department that is committed to creating a safe and livable community. We achieve this standard through the work of highly trained personnel who are responsible to the community they serve and who create and maintain successful partnerships and uphold public trust. DISCUSSION The proposed budget for the Police Department is increased by the following amounts: • 2019 (over 2018) $428,565 [+2.26%] • 2020 (over 2019) $288,302 [+1.48%] Changes from 2017-2018 Budget • Organization Chart titles and positions have been updated to better reflect the Police Department's operating structure. • Salaries/Benefits have been increased by $163,786 (+1.16%) in 2019 and $386,715 (+2,70%) for 2020, Included in our FTEs are the following positions: a Auto Theft Task Force Detective — Salary, most Personnel Benefits, and all ATTF-related Overtime reimbursed at 100% o VNET Detective - All VNET-Related Overtime is reimbursed at 100% o Records Disposition Specialist Salaries & Benefits reimbursed at an effective rate of about 90% • Supplies have been increased $76,500 (+38.28%) in 2019 and decreased by $30,000 (-10,86%) for 2020. This is due, in large part, to the following factors: a, The Department's Quartermaster budget was moved from Services (R&M) to Supplies (O&OS) in 2019. This increased our Supplies budget while decreasing Services, b. Other Supplies lines were decreased to meet the City's budget reduction request, • Services have been increased by $176,578 (+10.47%) for 2019 and then decreased by $188,692 (-14.13%) for 202©. The 2019 increase is mostly due to a climb in Fleet Transfers ($263,842 increase) as well as increases for Axon (Vehicle and Officer -worn Cameras) and Spillman (Department Database and Reporting) annual maintenance fees (together the Axon and Spillman annual fees represent $100,000 in budget). o The decrease in 2020 is due to Fleet Transfers dropping their expected transfer by $202,617. 197 INFORMATIONAL MEMO Page 2 The 2019/20 Services group also includes an increase of $34,000 as an investment in our Recruiting, Hiring, and Pre -Employment Processing efforts. • Intergovernmental budgets have been adjusted to reflect changes to our Animal Control, SCORE .Jail, and ValleyComrn contracts. • Capital Expenditures: The Department is budgeting for a Patrol K9 Officer for 2020. The budgeted amount is to cover the purchase of the canine, training, and boarding. Additional details on the proposed budget are included in the proposed budget. RECOMMENDATION Staff recommends that the Public Safety Committee forward this section of the budget to the Committee of the Whole for review. If there are no recommended changes, Council consensus will be requested to move this departmental budget forward to the final budget package in October, ATTACHMENTS Draft Police department 2019-2020 Proposed Budget 198 Police Department Polivng O '.«». (1) m 6learn Gc3 TAC m, m GE T. 199 200 DEPARTMENT: Police (10) FUND: General RESPONSIBLE MANAGER: Bruce Linton Description FUND NUMBER: 000 POSITION: Chief of Police The Police Department strives to be a premier, full -service department that is committed to creating a safe and livable community. We achieve this standard through the work of highly -trained personnel who are responsible to the community they serve and who create and maintain successful partnerships and uphold public trust, 2017-2018 Accomplishments Improved public safety by strengthening community trust and legitimacy. Strategic Goal 5 ♦ Accomplished through outreach efforts and community meetings. • Implemented new technologies and social media to provide opportunities to better engage and educate our communities, Strategic Goal 1 ♦ Implemented online reporting within the structure of our new records management system. Facilitated leadership training for all department employees. Strategic Goal 4 • Established Community Engagement Teams for addressing specific community concerns in designated districts. Strategic Goal 5 2019-2020 Outcome Goals ♦ As one of the six pillars from the report of the President's Task Force on 21st Century Policing, the Tukwila Police Department will endeavor to build trust and legitimacy through engagement with the community. Strategic Goal 5 Provide training and programs to department member Wellness. Strategic Goal 4 to prove Officer Safety and Focus on recruitment and retention strategies to address department staffing shortage. Strategic Goal 1 ♦ With the current. Police Department 5-year strategic plan concluding at the end of 2019, conduct an analysis of the current strategic plan and produce a new 5-year strategic plan based on the findings. Strategic Goal 4 Leverage technology to improve workplace efficiency and communication, Strategic Goal 4 201 2019-2020 indicators of Success Improved public safety by building community trust and legitimacy, • Worked with faith -based organizations to foster additional non -enforcement engagements with our communities. ♦ Increased collaboration/communication with businesses and communities regarding targeted traffic enforcement and emphasis patrol goals within their communities. • Integration of our policy manual and other police related information on the department website. • People feel safe and trust the officers that police their community. • Trained all employees on current and new Department technologies. • Integrated social media (Facebook, Twitter, Snap Chat, YouTube... as part of the department's daily public engagement strategy. ♦ Implemented on-line reporting within the structure of our new records management system. ♦ The community feels that they are informed and have a positive image of the Police Department. Be a high performing organization by facilitating leadership training for all department employees. ♦ Improved internal communication. • Providedvalues-based leadership training for all employees. • Encouraged a healthy and engaged workforce, • Improve our current organizational structure to best support our vision, mission values and strategic plan. ♦ Established a Peer Support Team. ♦ Established a department wellness program that includes resiliency training. • All budgeted positions filled, 202 Budget Change Discussion Salaries & Benefits COLA increases were applied to salaries, and benefits were adjusted to account for changes in healthcare and retirement Supplies The Department Quartermaster Budget was moved from Services to Supplies, resulting in an increase in Supplies Budget and a decrease in Services Budget. Services Annual maintenance fees for Axon (body and vehicle cameras) and Spillman (department database and reporting) were the largest contributors for increases, along with additional investments in recruiting and hiring budgets. Intergovernmental Animal contro was adjusted to account for an increase in the regional animal services control service contract. Capital: $30000 was added in 2020 for the acquisition of K9 police dog. Expenditure Summary Expenditures By Program Administration Patrol Special Operations Support Operations Investigations Tukwila Anti -Crime Professional Standards Training Traffic Department Total Ac Police Department Budget PercentChange Projected 2016 2017 2018 2018 2019 2020 2018-19 2019-20 $ 2,344,811 $ 2,056,519 $ 2,124,866 5 1,963,693 $ 2,490,846 $ 2,57 , 44 26.84% 3,41% 7,841,346 7,975,786 8,234,430 8,436,208 8,247,337 8,313,100 -2,24% 0.80% 1,308,337 1,344,493 2.76% 1,119,000 1,112,197 1.133,808 1,393,844 1,389,854 1,438,085 -0.29% 3.47°,4 2,281,507 2,149,103 2,141,019 2,202,519 2,283,109 2,278,940 3.66% -0.18% 642,153 812,805 837,611 869,025 1,064,597 1,075,408 22.50% 1.02% 1,754,667 1,465,834 1,620,576 2,066,539 264,069 263,674 -87.22% -0.15% 280,342 286,589 305,923 291,273 273,228 276,800 -6.20% 1.31% 1,591,871 1,622,253 1,628,579 1,775,948 2,106,237 2,149,571 18.50% 2,06% , 55,697 $ 17,481,085 $ 18,026,812 0999,049 $19,427,614 $ 19,715,91 2.26% 1,48% Police Departmen Expenditures By Type ,Salaries & Wages Personnel Benefits Supplies Services tergovt. Svcs & Taxes Capital Outlays Actual ud e Percent Chan e Projected 2016 2017 2018 2018 2019 2020 2018-19 2019-20 Department Total 9,551 874 9,758,680 S 9,878,974 $10,388,996 $10,536,551 $0,845,721 3,342,336 3,321,247 3,466,860 3,786,895 3,803,126 3,880,671 237,388 314,882 301,302 199,859 276,350 246,350 1,564,228 1,395,758 1,607,186 1,686,234 1,862,812 1,674,120 2,453,692 2,690,518 2,772,491 2,937,074 2,948,775 3,039,054 706,179 30,000 $ 17,855697 ,481,085 18,026,812 $18,9 9,049 ,427,614 19,715,916 1,42% 0.43% 38.28% 10.4 7% 0,40% 2, 3% 2.04% -10,86% -10.13% 3.06% 0.00% 2,26% .48°, 203 Department Detail Staffing and Expenditure by Program PROGRAMS BUDGET Police Patrol Services Felony and Sexual Crimes Unit(MCU) Detention and incarceration Services Front Office & Records Management Dispatching Services Community Policing Team Police Management and Administration Narcotics & Street Crimes' Team (TAC) Traffic Enforcement and Crash Investigation Team Department Training Program School Resource Officer Program Critical Incidents and SWAT (SWAT & Negotiations) Professional Standards Evidence & Property Management. Public and Community Relations Contracted Off -Duty Security Auto Theft Task Force PD Budget/Finance VNET (Valley Narcotics CnforcernentTeam) Police K9 Program (Tracking & Sniffing) Animal Control Recruiting & Hiring (Pre -Employment) Mutual Aid & Large Scale Incident (Response &. Plannin PD Quartermaster Civil Disturbance Unit Police Camera Program (Vehicle & Body Woe n) Traffic Safety Cameras PD Fitness Initiative PROGRAM TOTAL'S 'Priority Based Budgeting was nrpfemented beginning wiry Therefore, no historical data is available. Program Descriptions 2 5 O,E 0. 7,60 & D0 4,60 4,95 1.95 2,00 1,2.0 1,OD 1,20 1.50 0,10 1.00 1.00 1,00 0.20 D.0 0,35 0. 98.00 6,:193,468 2,372,340 1,718,823 8.8% 1,237,862 6,4% 1,177,,353 6.1% 1,154,087 5,9% 1,062,421. 5,5% 829,229 4.3% 821,787 4,2% 444,088 2.3% 287,628 1,5% 21.6,454 1.1% 209,565 1.1% 207„ 353 1.1% 192,528 LPG,$ 174,956 0.9% 141,638 0.7% 139,589 0.7% 1.32,071 0.7% 131,240 0.7% 125,000 0.6% 114,577 0.6% 96,675 0,5% 90,000 0.5% 56,711 ' 0.3% 51,000 ` 0.3% 36,169 0,2% 13.000 0,1% 31.9% 2020 % of Total Budget 6,204,936 2,369,808 1,772,842 1, 280„999 1,212,591 1,186,965 1,,065,335 846,637 823,707 454,918 298,293 225,027 212,755 214,791 1.97,157 174,956 145,318 142,397 136,752 163,863 131, 250 118,172 86,534 90,000 58,795 51,000 37,118 13,000 19,427,613 100.0% budget. 19,715,917 31.5% 12,0% 9.0% 6.5% 6,2% 6.0% 5,4% 4,3% 4,2% 2.3% 1.5% 1.1% 1..1% 1.1% 1.0% 0.9% 0.7% 0,7% 0.7% 0.8% 0.7% 0,6% 0,4% 0.5% 0,3% 0..3% 0.2% 0.1% YEAR-TO-YEAR PERCENT CHANGE 2019.20 0,2% (0.11%) 3,1% 3.5% 3.0% 2,8% 0.3% 2,1% 0,2% 2.4% 3.7% 4,0% 1.5% 3.6% 2,4% 2,6% 2.0% 3,5% 24.9% 5.0% 3,1% (10.49%) 3,7% 2,6% 99,7% .5% Police Patrol Services, Police Patrol Services is responsible for responding to the immediate needs of the Tukwila community. By providing a constant presence, both during and between calls for service, this program houses the City's law enforcement first responders. The employees assigned to this program are also tasked with nearly all facets of police work, requiring a high-level of expertise and training, Felony and Sexual Crimes Unit (MCUI: This program houses our Major Crimes Unit, whose primary responsibility is to investigate a wide variety of crimes, including homicide, robbery, burglary, felony assault, crimes against children and the elderly, felony theft, fraud, forgery, sexual assault, missing persons, and matters relating to registered sex offenders, 204 Detention and Incarceration Services: This program covers all tasks and responsibilities associated with bringing offenders to justices including the management of our relationships with jails, courts, and all probation programs. Front Office and Records Manactement: This program is tasked with ensuring that the Police Department's case report data are entered correctly into multiple State and Federal databases and that public records requests are received and managed in compliance with State and Federal laws. The program also ensures that officers in the street (both Tukwila as well as other agencies) are provided with a high-level of support ranging from database queries to verification of warrants. Dispatching Services: The City contracts with Valley Communications Center to provide dispatching services. Community Policing Team: The Community Policing Team (CPT) is a proactive team with a main goal of establishing a relationship between the Tukwila Police, residents, and business owners, allowing for a more proactive police role in the community. Patrolling on foot, bicycles, and via traditional vehicles, the team partners with community groups to identify opportunities for cooperation and increased safety. Police Management and Administration: This Program houses the Police Department's Administration team, whose goal it is to provide high-level leadership to the Police Department's employees and to ensure that the City's strategic goals and objectives are communicated to and followed by each employee. Narcotics and Street Crimes Team: This program's primary responsibility is to investigate drug and prostitution related crimes that affect the citizenry of Tukwila, The unit also addresses other crimes as assigned, often relying on special equipment and undercover skills to conduct those investigations. Employees assigned to this program also participate with a variety of local, State, and Federal investigators in an effort to curb crime using combined resources. Traffic Enforcement and Crash Investigation Team: This program houses the Police Department's Traffic Unit, which investigates serious traffic incidents and is tasked with enforcing the City's roadway laws. Department Training Program: The Department Training Program coordinates and tracks all training conducted for the Department. For new officers, this means coordinating their academy experience. For existing staff, the state requires all officers to attend 24 hours of in-service training every year, In the Department's effort to provide highly -trained personnel to the community we serve, that requirement is often greatly exceeded. School Resource Officer: This program provides additional presence and a shortened response time to the City's public schools as well as to foster better communications and relationships between students, faculty, and the Police department. Police Patrol Services: Police Patrol Services is responsible for responding to the immediate needs of the Tukwila community. By providing a constant presence, both during and between calls for service, this program houses the City's law enforcement first responders. The employees assigned to this program are also tasked with nearly all facets of police work, requiring a high-level of expertise and training. Felony and Sexual Crimes Unit (MCU): This program houses our Major Crimes Unit, whose primary responsibility is to investigate a wide variety of crimes, including homicide, robbery, burglary, felony 205 assault, crimes against children and the elderly, felony theft, fraud, forgery, sexual assault, missing persons, and matters relating to registered sex offenders. Detention and Incarceration Services: This program covers all tasks and responsibilities associated with bringing offenders to justices including the management of our relationships with jails, courts, and all probation programs. Front Office and Records Management: This program is tasked with ensuring that the Police Department's case report data are entered correctly into multiple State and Federal databases and that public records requests are received and managed in compliance with State and Federal laws. The program also ensures that officers in the street (both Tukwila as well as other agencies) are provided with a high-level of support ranging from database queries to verification of warrants, Dispatching Services: The City contracts with Valley Communications Center to provide dispatching services. Comm unitPlicin Team: The Community Policing Team (CPT) is a proactive team with a main goal of establishing a relationship between the Tukwila Police, residents, and business owners, allowing for a more proactive police role in the community. Patrolling on foot, bicycles, and via traditional vehicles, the team partners with community groups to identify opportunities for cooperation and increased safety. Police Management and Administration: This Program houses the Police Department's Administration team, whose goal it is to provide high-level leadership to the Police Department's employees and to ensure that the City's strategic goals and objectives are communicated to and followed by each employee, Narcotics and Street Crimes Team: This program's primary responsibility is to investigate drug and prostitution related crimes that affect the citizenry of Tukwila. The unit also addresses other crimes as assigned, often relying on special equipment and undercover skills to conduct those investigations. Employees assigned to this program also participate with a variety of local, State, and Federal investigators in an effort to curb crime using combined resources. Traffic Enforcement and Crash Investigation Team: This program houses the Police Department's Traffic Unit, which investigates serious traffic incidents and is tasked with enforcing the City's roadway laws. Department. Training Program: The Department Training Program coordinates and tracks all training conducted for the Department. For new officers, this means coordinating their academy experience. For existing staff, the state requires all officers to attend 24 hours of in-service training every year. In the Department's effort to provide highly -trained personnel to the community we serve, that requirement is often greatly exceeded. PD Budget/Finance: Provides analytical and budgetary assistance to the Chief's office and acts as a liaison between the City's Finance department and Police department. VNET (Valley Narcotics Enforcement Team): The mission of this program is to target major narcotic rings that are operating in the South King County area. Police K9 Program (Sniffing and Tracking): The Police Department leverages the heightened senses of man's best friend to aid in the capture of dangerous offenders, to recover hidden evidence, and to detect felonious substances. 206 Animal Control: The City contracts with King County Animal Control to provide these services. Recruiting and Hiring: This program is tasked with finding, attracting, evaluating, and hiring top talent. Mutual Aid and Large -Scale Incident (Response and Planning): As a part of a mutual aid agreement, the Department participates in events that exceed the limits of other local jurisdictions. Police Department Quartermaster Program: This program is tasked with ensuring that Police Department employees and teams are properly equipped with the clothing, tools, and supplies necessary for their assigned tasks, Civil Disturbance Unit: This team responds to the need of any city in the region that requires a well -trained and organized police presence proficient in crowd control for any type of large protest or gathering, Police Camera Program (Vehicle and Body Worn): Ensures that every patrol vehicle and patrol officer is equipped with audio and video recording hardware and software in an effort to capture evidence of crimes and to provide additional transparency into how our officers interact with the public. Traffic Safety Cameras: This program seeks to provide for a safer community by assisting the City's existing Police Officers with their enforcement of certain traffic laws through the use of technology coupled with oversight by a trained officer. Police Department Fitness Initiative: The goal of this program is to provide the Police Department's Employees with an opportunity to safely and effectively improve their physical and mental health through individual and supervised exercise efforts. 207 Expenditure Detail - Salaries and Benefits Salaries are based on actual costs for existing pos contract agreements. Position Police Chief Deputy Police Chief Police Commander Police Information Officer/Recruiter Public Safety Budget Analyst Crime Analyst Community Oriented Policing Coordinator Assistant to the Chief of Police Police Sergeant Police Officer Domestic Violence Advocate Administrative Assistant Support Operations Senior Manager Police Records Supervisor Police Information Analyst Police Records Specialist Evidence Technician Records Dipsoition Specialist VNET Detecti.e Police Support Officer Auto Theft Task Force Detective Retiree Medical Extra Labor O ertime Kelly/Holiday Pay Department Total ons and include a cost of living adjustment per Police Department 2018 FTE 2019 2019 Budgeted FTE Salaries Benefi 1 1 4 4 0 1 0 1 0 1 1 1 1 1 11 10 62 59 1 1 2 2 1 1 1 1 1 0 8 8 1 1 0 1 0 1 1 1 0 1 0 0 0 0 0 0 0 7 98 165,260 155,391 567,571 94,432 98,690 84,844 90,415 77,970 1,149,184 5,717,356 78,221 114,846 111,315 80,640 73,171 43,680 99,724 60,335 99,724 768,495 234,063 36,551 48, 355 31,234 194,374 37,338 38,749 34,845 27,200 32,407 504,975 2,082,709 33,505 54,390 48,247 34,138 231,071 27,634 17,195 40,679 36,500 40,679 106,000 1,546 76,158 23,196 3,803,125 2020 2020 Budgeted FTE Salaries Benefits 1 4 1 1 1 1 1 10 59 1 2 1 1 0 8 1 1 1 1 1 0 0 0 0 98 168,696 158,544 598,550 97,266 100,515 86,448 92,136 79,512 1,173, 849 5,881,644 80,136 120,552 118,962 82,505 573,567 74,568 46,301 101,616 64,628 101,616 S 50,156 32,196 203,141 39,116 40,116 36,069 28,014 33,574 438,730 2,180,073 34,791 57,140 51.117 35,440 15,60© 768,495 259,915 $ 10,845,721 $ 241,055 28,572 18,226 42,467 38,742 42,467 106,000 1,546 76,158 25,758 ,880,673 208 Expenditure Detail - Supplies, Services and Other Supplies include small tools and equipment; professional services and contract include travel, equipment replacement and O&M charges, insurance subscriptions and memberships, among others, Police Account Name Actual Budget Projected 2016 2017 2018 2018 2019 2020 Salaries Extra Labor O'ertime Kelly/Holiday Pay 'FICA Pension - LEOFF Pension - PERS Industrial Insurance Healthcare Unemployment 8,418,712 925,216 207,947 714,068 434,207 130,199 212,221 1,838,770 12,871 8,700,593 $ 8,587,367 858 845,730 1,059,885 211,499 231,721 736,012 738,258 450,010 465,288 143,903 152,499 189,411 217,085 1,792,979 1,879,492 8,932 14,238 Total Salaries Benefits 12,894,210 13,079, 927 13, 345, 834 $ 9,259,438 $ 9,518,393 $ 9,801,712 928,495 201,063 770,554 484,606 148,889 299,281 2,083,565 14,175, 891 15,600 15, 6£30 768,495 768,495 234,063 259,915 882,451 866,399 499,714 467,095 161,119 167,037 274,717 301,457 1,985,125 2,078,684 14,339,677 14,726,393 'Supplies Small tools 236,759 273,755 285,879 629 41,127 15,423 Total Supplies 237,388 84,250 15,600 230,750 230,750 45,600 15,600 314,882 301,302. 199,850 276,350 246,350 Professional services Communication Trawl Advertising Operating leases Insurance Utilities Repair and maintenance 1�scetlaneous Total Services 63,438 105,106 52,985 811 873,932 240,000 2,518 71,454 4,228 52,781 116,565 47,434 453 795,836 230,223 3,499 65,910 83,057 78,090 118,685 54,865 7,520 891,036 254,359 4,177 108,969 89,485 70,000 121,000 41,880 1,500 872,046 253,245 246,922 79,641 395,758 1,607,186 86,234 Intergovernmental Capital Total Other 2,453,692 706,179 2,690,518 (0) 2,772,491 2,937,074 86,500 121,000 41,880 2,500 1,119,488 278,499 4,400 143,404 65,141 85,500 121,000 41,880 2,500 916,871 292,424 4,400 143, 404 65,141 1,862,812 1,674,120 2,948,775 3,039,054 30,000 71 2,690,518 2,772,491 2,937,074 2,948,775 3,069,054 Total Police 17,855,697 $ 17,481,085 $ 18,026,812 $ 18,999,049 $ 19,427,614 $ 19,715,916 209 210 DEPARTMENT. Police (10) FUND: General RESPONSIBLE MANAGER: Bruce Linton Description DIVISION: Administration FUND NUMBER: 000 POSITION: Chief of Police The management functions of the Police Department are included in this program. Those functions include fiscal, personnel, planning, research/development, inter- and intra-department operations and intergovernmental coordination. Expenditure Summary Police - Administration Expenditures Salaries & Wages Personnel Benefits Supplies Services lntergot. Services & Taxes Capital Outlays Expenditure Total Actua. dge Percent Chan Projected 2016 2017 2018 2018 2019 2020 2018-19 2019-20 904,689 $ 1,114,838 5 1,055,532 $ 951,512 $ 1,347,497 $ 1,394,590 41.62% 3,49% 250,001 330,647 331,569 308,096 445,783 463,662 44.69% 4,01 % 21,695 31,137 50,166 24,000 24,000 24,000 0,00% 0.00% 442,433 565,165 681,313 664,185 666,665 656„692 0,37% -1,50% 19,814 14,732 6,286 15,900 6,900 6,900-56.60% 0,00% 706,179 (0) - - 30,000 0.00°/® 2,344,811 $ 2,056,519 $ 2,124,86 ,963,693 $ 2,490 646 $ 2,575,844 26,84%© 3,41 %l Expenditure Detail - Salaries and Benefits Salaries are based on actual costs for existing positions and include a cost of living adjustment per contract agreements. Police - Administration Position Police Chief Deputy Police Chief Police Commander Police Information Officer/Recruiter Public Safety Budget Analyst Crime Analyst Community Oriented Policing Coordinator Assistant to the Chief of Police Overtime - Regular Total 2018 2019 FTE FTE 1 1 4 4 © 1 01 0 1 0 1 1 1 11 2019 Budgeted 2020 2020 Budgeted Salaries Benefits FTE Salaries Benefits 1 $ 168,696 $ 50,156 158,544 32,196 598,550 203,141 97,266 39,116 100,515 40,116 86,448 36,069 1 92,136 28,014 79,512 33,574 12,923 1,281 1,347,497 $ 445,783 11 $ 1,394,590 $ 463,662 165,260 $ 155,391 567,571 94,432 98,690 84,844 90,415 77, 970 12,923 48,355 31,234 194,374 37,338 38,749 34,845 27,200 32,407 1,281 1 4 1 1 1 1 211 Expenditure Detail - Supplies, Services and Other Supplies includes miscellaneous office, services include travel and training, equipment rental and repair costs, insurance, and memberships, among others; intergovernmental includes Valley SWAT costs, untNumber _ 0.521.100.31.00 Supplies - Office 0.521.100,35.00 Supplies Small Tools Total Supplies P0lic Adllaini'sfr ffOr1 Actual Projected 2016 2017 21,423 s 24,987 272 6,151 2{l18 2018 50,166 $ 24,000 000.10,521,100,41,00 Prof Svcs - Hiring/Pre-Et ployment and Confidential Counseling 000,10,521,100,42,00 Communication - f.3eparlmenl cell phone data and other communication services 000,10.521.100,43.00 Admin travel and ail Pre -Employment Hiring Travel 000.10,521.100,444.00 Advertising - Recruiting & Information Sharing 000,10.521,100.45.00 Rental - Rentals and lease fees 000.10.521,100.45.94 Rental -Equipment Replacement Fund 000.10,521,100,45,95 Rental - Equipment Rental 0 & M 000,10.521.100,46.01 Insurance - Insurance allocation to WCIA 000,10.521,100,48,00 R&M - Radio repairs and maintenance 000,10.521,100,48,01 R&M - Repairs and maintenance for 800 MHz system assessment 000.10.521.500.45,00 Lease for Evidence Facility, NRC, Gym 000.10,521,500,47,21 Utilities Electricity 000.10.521.500.47.22 Utilities - Gas 000,10.521.500,47,25 Utilities - Water 000.10.521.500.47,26 Utilities - Surface Water 000.'10.521,500,49,00 Miscellaneous 000.10.521,100,49.00 Misc - Memberships and subscriptions Total Services 000,10, 521,100, 51 Total Intergovernmental 4 ca'l Prof Svcs - KC RAIN, Websil Fees 64.00 Capital - Machinery and equipmen 4.210.64,00 Capital - Machinery and equipment 000,10.594,220.64.00 Capital - Machinery and equipment Total Other m ^^ Total Supplies Services and Other ude 2019 2020 24,000 $ 24,000 10,900 21,770 2,5,081 15,000 45,000 45,000 ,534 87,948 118,685 121,000 121,000 121,000 5,471 5,866 9,460 10,000 10,000 10,000 798 7,520 1,100 2,500 2 25,827 19,702 23,387 25,000 25,600 25,600 13,548 3,363 3,363 3,363 26,900 3,363 16,167 25,424 33,459 33,459 49,266 48,905 240,000 230,223 254,359 253,245 278,499 292,424 3,888 4,835 1,921 6,518 5,000 5,000 82,373 48,416 62,132 80,000 - 4,925 110,099 130, 603 965 633 267 255 126 1,106 5,448 442,433 565,165 19,814 14,732 4 14,732 9 699,559 (0) 706,179 (0) 90,120 $ 681,3 6,286 664,185 110,000 93,000 93,000 2,000 2,000 1,000 1,000 1,000 1,000 400 400 5,500 5,500 5,500 692 0 6,900 6,900 6,286 15,00 6,900 6,900 30,000 30,000 $ 704,085 $ 697,565 $ 717,592 212 DEPARTMENT: Police (10) FUND: General RESPONSIBLE MANAGER: Bruce Linton Description DIVISION: Patrol FUND NUMBER: 000 POSITION: Chief of Police Patrol division officers respond first to all emergency and non -emergency police calls, they investigate misdemeanor and felony crimes, gather evidence and make arrests, mediate disputes, assist motorists, identify and correct hazardous conditions, keep the peace in our community, maintain a patrol presence to prevent crime, identify and resolve community crime problems, and educate the public on the law and crime prevention measures, Operations division also includes K-9 teams and Police Explorers, Expenditure Summary Expenditures Salaries & Wages Personnel Benefits Supplies Services Intergovt. Senates & Taxes Expenditure Total 2016 Actual 2017 $ 4,073,329 1,555,176 105,638 688,331 1,418,872 $ 7,841,346 S 4,248,802 1,507,938 142,208 497,983 1,578,855 Police • Patrol Projected 2018 4,333,212 1,602,380 123,641 540,127 1,635,071 7„975,788 $ 8,234,430 2018 2019 2020. $ 4,424,520 1,61 1,864 60,050 587,517 1,752,257 4,163,396 1,565,682 146,550 630,354 1,751,355 $ 8,436,208 $ 8,247 $ 4,308,724 1,537,367 116,550 544,064 1,806,396 Percent Change 2018-19 2019-20 -5,90% -3,49% 144.05% 7,29% -0.05% 3,49% -1,18% -20,47% -13,69% 3.14% -2.24% 0.80% Expenditure Detail - Salaries and Benefits Salaries are based on actual costs for existing positions and include a cost of living adjustment per contract agreements. Position Police Sergeant Police Officer Administrative Assistant. Retiree Medical Kelly/Holiday Pay Overtime Contractual ©wrtime - Regular 2018 FTE 4 34 1 Police Patrol 2019 2019 Budgeted FTE Salaries Benefits 4 32 1 444,441 $ 283,147 2,992,602 1,079,613 59,111 20,798 106,0©0 234,063 23,196 127,995 12,684 305,184 30,244 2020 2020 Budgeted FTE Salaries Benefits 4 455,385 $ 207,666 32 3,096,549 1,132,824 1 63,696 22,191 106,000 259,915 25,758 127,995 12,684 305,184 30,244 213 Expenditure Detail - Supplies, Services and Other Supplies includes office supplies and supplies for Explorer Post and K-9 unit; services include equipment rental and repair charges, cell phone, and memberships, among others; intergovernmental includes SCORE jail and animal control costs. Account. Numbe P ce - Patrol Actua Projected 2016 2017 2018 2018 000,10.521.2.20.31,00 Supplies - Office & Operating 000.10.521.220.31.01 Supplies - Includes Department Quartermaster 000.10.521.220.31,02 Supplies - K-9 Unit 000.10,521.220.31,03 Supplies - Explorer Post 000,10.521.220,31.04 Supplies - Emergency Services Unit 000,10,521,220.31.05 Supplies - Civil Disturbance Unit. 000,10.521.220.35.00 Small Tools Total Supplies 000.10.521.220,41, 00 000.10,521,220.42.00 000,10.521.220,43,00 000.10, 521,220.45.00 000,10.521.220,45.94 000,10_521.220.45,95 000.10, 521. 220, 48.00 000.10.521.220.49,00 000.10.521,220.49_03 00.10,521,220,49.44 00,10.523, 220.41,00 Budget 2019.2020 33,185 S 1,511 $ "$ - $ S 55,967 94,606 104,915 40,950 110,950 110,950 3,722 3,880 3,916 3,500 5,000 5,000 98 10,134 10,424 2,174 6,940 358 24,848 9,262 4,948 600 10,000 - 5,000 - 600 30,600 600 105,638 142,208 123,641 Prof a s - K-9 vet bills and professional grooming Communication Travel - Mileage, parking Rental - Operating leases and rentals Rental -Equipment Replacement Fund Rental - Equipment Rental © & M R&M - Minor Repairs to equipment and uniforms, Software License Renewals Misc - Memberships and registrations Misc - BSA Charter, Explorer Academy Reg. and annual recruitment open house Misc - Registrations Prof Svcs - Monitoring of Prisoners 60, 050 146,550 116,550 4,970 3,662 5,121 8,000 6,000 6,0 51,885 349 88,390 107,940 354,232 39,240 5,471 170 3,400 56,531 411,003 1,736 847 500 500 56,531 427,982 19,818 56,531 166,878 427,982 432,472 65,404 6,904 500 56,531 456,529 6,904 2,778 398 3,480 2,000 500 500 670 955 2,100 2,100 2,100 2,100 2,805 i.07 4,657 24,247 25,000 15,000 15,000 Total Services 6 497,983 540,127 87,517 630,354 544,064 000,10,523,600.51.00 IntergoVt Prof Secs SCORE 00L1.10.554.300.51.00 Intergo'l Prof Svcs Animal Control Total intergovernrnen Supplie 1,310,736 1,466,963 1,579,506 1 p8,13t� 111.892 55,564 1,418,872 1,578,855 1,635,07 rvices and tither ,405 1,626,355 1,67 5,146 118,852 125,000 131,250 1,752,257 1,751,355 1,806,396 $2,212,841 $ 2,219,046 $ 2,298,839 2,399,824 52,528,259 $2,467,010 214 DEPARTMENT: Police (10) FUND: General RESPONSIBLE MANAGER: Bruce Linton Description DIVISION: Support Operations FUND NUMBER: 000 POSITION: Chief of Police Support Operations (formerly Special Services) process all department criminal and incident reports while complying with laws regarding privacy and security. Respond to public disclosure requests and serve as department receptionists. Maintain and store all criminal history records information, Expenditure Sum y Police - Support Operations Actua Budge Percent Change Projected Expenditures 2016 2017 2018 Salaries & Wages s 755,473 $ 760,864 $ 754,541 Personnel Benefits 299,684 296,615 307,205 Supplies 32,466 25,595 41,963 Services 31,378 29,122 30,09c3 2018 2019 2020 2018-19 2019-20 910,907 $ 910,962 $ 942,412 0,01% 3.45% 355,537 375,492 392,274 5,61% 4.47% 44,400 27,400 27,400-38,29% 0,00% 83,000 76,000 76,000 •8.43% 0.00% diture Total $ 1,119,000 $ 1,112,197 $ 1,133,808 44 $ 1,389,854 $ 1,438,085 -0.29% 3.47% Expenditure Detail - Salaries and Benefits Salaries are based on actual costs for existing positions and include a cost of living adjustment per contract agreements. Police Support Operations 2018 Position FTE 2019 FTE 2019 Budgeted 2020 2020 Budgeted ataries Benefits FTE Salaries Benefi Support Operations Senior Manager 1 Police Records Supervisor 1 Police Information Analyst 1 Police Records Specialist 7 Evidence Technician 1 Administrative Assistant 1 Records Dipsoition Specialist 0 Extra. Labor 1 1 0 7 1 1 1 111,315 48,247 1 118,962 51,117 80,640 34,138 1 82,606 35,440 0 490,821 209,175 7 507,519 218,459 73,171 27,634 1 74,568 28,572 55,735 33,592 1 56,856 34,949 4 3, 680 17,195 1 46,301 18,226 15,600 1,546 15,600 1,546 215 Expenditure Detail - Supplies, Services and Other Supplies includes miscellaneous office and evidence supplies; services include records destruction, repair costs, and ACCESS terminal rental, among others. Account Numb Poll Support Operations Actual 000,10.521.230.31.00 Supplies - Office & Ope 000,10,521 230.3 "Supplies - Evidence 000,10,521.230,35.00 Supplies - Evidence Budget Projected 2016 2017 2018 22,139 $ 13,294 5 23,483 10,327 2,174 3,658 10,128 14,823 2019 2020 Total Supplies 32,466 25,595 41,963 S 25,000 5 10,000 $ 10,000 4,400 2,400 2,400 15,000 15,000 15,000 44,400 27,400 27,400 000,10.521,230.41.00 Prof Sys - Records destruction, evidence 6,234 disposition, and translators 000,10.521,230.42.00 Communication - Communications services and equipment 000,10.521,230,42.01 Communication - Evidence Tech 200 000.'10.521,230,43.00 Travel 1,469 000,10.521,230.45.00 Rental - ACCESS terminal, Cole directory 6,491 and copy machine lease 000.10,521.230,48.00 R&M - Software Licenses: Spillman, 12,047 GovOA, and FileOnQ, etc, 000.10,521,230,49.00 Misc - Misc. costs for maintaining records and evidence Total Service Total Supplies, Se 8,698 4,254 6,109 7 3,167 9,257 16,238 683 8,796 5,163 31,378 ces and Other 9,000 1, 500 1,500 71,500 29,122 30,098 63,844 $ 54,717 $ 72,061 2,500 71,500 71,500 3,000 3,000 83,000 76,000 76,000 $ 127,400 $ 103,400 $ 103,400 216 DEPARTMENT: Police (10) FUND: General RESPONSIBLE MANAGER: Bruce Linton Description Conduct all follow-up investigation associated with major crimes against property, fraud, and white-collar offenses. Expenditure Summary Police Investigation DIVISION: Investigations FUND NUMBER: 000 POSITION: Chief of Police nes to include crimes against persons, Actu Budge Percent change penditure s 2016 Projected 2017 2018 2018 2019 2020. 2018-19 2019-20 afar es 8 Wages Personnel Benefits Supplies Services 617 462 499.'153 7,091 157,801 533,984 478,037 29,313 541,66'2 452,713 11,855 134,790 519,572 537,125 12,000 133,822 601,887 510,195 6,000 165,027 635, t32 5.42% 2,13% 531,291 -5.01% 4,13% 6,000-50,00% 0,00©% 105,717 23.32%-335.94% penditure Total $ 2,281,507 $ 2,14 Expenditure Detail - Salaries and Benefits 2,141,0 2,519 2,283,109 $$ 2„ 78,940 6% -0 Salaries are based on actual costs for existing positions and include a cost of living adjustment per contract agreements. Police Inv lions Position. Police Sergeant Police Officer Domestic Violence Advocate Police Records Specialist Auto Theft Task Force Detective Overtime - Regular 2018 2019. FTE FTE 2 2 10 10 1 1 1 1 0 1 2019 Budgeted Dries Benefits 234,731 62,040 984,408 338,201 78,221 33,505 64,803 21,896 99,724 40,679 140,000 13,874 2020 FTE 2020 Budgeted Salaries Benefits 2 10 1 1 1 239,040 1,009,092 80,136 66,048 101,616 140,000 64,485 353,068 34,791 22,606 42,467 13,874 217 Expenditure Detail - Supplies, Services and Other Supplies includes miscellaneous office and operating supplies; services include polygraph translation,. travel, equipment rental and repair, and investigation costs, among others. Police -Investigations Account Number Actual udg Projected 2016 2017 2018 000.10,521.210,31.00 Supplies -Office and Operating Total Supplies 00.10.521.210 000.10.521,210,42, 00 000,10. 521.210, 43, 00 000.10,521,210, 45.00 000.10, 521.210,45.94 000.10, 521.210. 45. 95 000.10.521, 210.47, 00 000.10.521,210, 47.22 000.10,521.2.10,47,25 000.10, 521, 210. 46.00 000.10, 521.210, 49,00 To Prof Sys - Polygraph, Translation/Transcription, Department Impounds Communication Travel Intiestigatiw Travel Rental - Vehicle rentals and leases Rental -Equipment Replacement Fund Rental - Equipment Rental 0 & M Public Utility Public Utility Gas Public Utility - Water Minor Repairs to Equipment Misc - Unanticipated misc. intestigation and DV expenses 2018 2019 7,091 5 29,313 6 1'1,655 7,091 2 3,404 474 6,351 2,334 63,462 55,700 536 859 13,780 901 7,227 6,246 (2,066) 7,595 74,365 12,000 000 4 6,345 7,595 104,727 2,896 669 669 330 4,500 777 2,784 4,000 5,000 7,595 104,727 6 2020 6,000 6,000 5,000 15,000 5,000 5,000 66,351 75,676 7,595 75,122 9,000 1,000 1,000 3,500 2,000 2,000 107,769 134,790 822 165„027 105,717 Total ices and 0 4,892 137,082 $ 146,644 45„822 171,027 $ 111,'717 218 DEPARTMENT: Police (10) FUND: General RESPONSIBLE MANAGER: Bruce Linton Description DIVISION: Tukwila Anti -Crime FUND NUMBER: 000 POSITION: Chief of Police This unit, internally referred to as Tukwila Anti -Crime Team (TAC Team), provides specific criminal emphasis operations, which include narcotics, gambling, and vice -related activities. Also included are all gambling licensee audits and adult entertainment license background checks. Expenditure Summary Police - Tukwila Anti -Crime 'Expenditures S Aries & Wages Perscrtnel Benefits Supplies ervices Actual Budge Percent Change Projected 2016 2017.2018 2018 2019 2020 2018-19 20`C9-20 408,488 $ 563,769 5 548,142 5 63,576 $ 719,269 $ 731,133 140505 182,600 186,613 204.770 244,899 255,086 2,180 4,886 2,814 2,000 2,500 2,500 90,980 61,550 100,041 98,679 97,929 86,689 27.63% 19,60% 25.00% -0.76%© 4,16% 0,00% -11.48% penditure Total 642,1 a3 $ 812,80E $ 837,611 $ 869,025 $ 1f064,597 $ 1,075,408 22.50% 1.02% Expenditure Detail - Salaries and Benefits Salaries are based on actual costs for existing positions and include a cost of living adjustment per contract agreements,. Police - Tukwila Anti -Crime 2018 Position FTE Police Sergeant. Police Officer 2019 FTE 2019 Budgeted Salaries Benefits 2020 FTE 2020 Budgeted Salaries Bene 4 1 4 $ 117,040 $ 34,249 414,428 161,242 4 $ 119,28© 422,160 168,244 219 Expenditure Detail - Supplies, Services and Other Supplies includes miscellaneous office supplies; services include equipment rental and repair, and license inspections, among others.. Police - Tukwt#a Anti -Crime Account Number 000,10.521.2 Actual Budget P roiecte d 2016 2017 2018 2018 2 Total Supplies 000.10. 521.250.42, 00 000.10.521, 250.43.00 000,10, 521,250,45.00 000.10, 521,250,4 5, 94 000,10, 521.250..45.95 Ot1C ,10.521.250.48.00 000.1 i7.521.250.49.00 2020 2,180 S 4,886 S 2,814 $ 2,000 $ 2',500 unication - Cellular phone seances Travel - Mileage, parking, etc Rental - Vehicle rentals and leases Rental -Equipment Replacement Fund Rental - Equipment Rental 0 & M R&M - Equipment Maintenance Misc Misc, expenses to include drug expenses, license inspections Total Services 2,180 3„26'8 68 20,272 21,820 32,887 12,665 2, 580 4,886 3.887 124 19,295 2,675 30,325 5,245 4 00 2 29,000 2,675 56,004 12,313 90,980 61,550 Total Supplies, Sen ices and Other 29,000 2,675 56,004 1,000 10,000 29,000 13,580 44,349 1,000 10,000 2, 29,000 2,675 44,014 1,000 10,000 041 98,679 97,929 86,689 159 $ 66,436 $ 102,856 00,679 S 100,429 220 DEPARTMENT: Police (10) FUND: General RESPONSIBLE MANAGER: Bruce Linton Description DIVISION: Professional Standards FUND NUMBER: 000 POSITION: Chief of Police This section provides on -going commercial and residential security surveys, training and information programs, and maintains community crime analysis for business and residential communities. Also, maintains an an -going D.A,R.E. program within elementary, middle, and high school levels. Expenditure Summary Expenditures Salaries & Wages Personnel Benefits Supplies Services Actua Police - Professional Standards Budget Percent Change Projected 2016 2017 2018. 1,263,547 $ 1,051,783 $ 1,178,102 428,460 367,320 424,090 20,221 27,450 8,778 42,439 19,280 9,605 2018.2019 2020 2018-19 2019-20 1,469,488 S 129,464 8 131,708-91,19% 1,73% 578,363 44,178 46,013 -92,36% 4.15% 8,300 10,300 10,300 24,10% 0.00% 10,388 80,127 75,653 671,34% -5,58% Expenditure Total ,754,667 $ 1,465,834 $ 1,620,576 $ 2,066,539 264,069 $ 263,674 -87,22% -0.15% Expenditure Detail - Salaries and Benefits Salaries are based on actual costs for existing positions and include a cost of living adjustment per contract agreements. Police - Professional Standards Position Police Sergeant Community Oriented Policing Coordinator Police Officer 2018 FTE 2019 FTE 0 0 2019 Budgeted 2020 alaries Benefits FTE 6,148 $ 42,858 1 0 0 2020 Budgeted Salaries Benefits 118,392 $ 44,693 221 Expenditure Details - Supplies, Services and Other Supplies include office supplies and supplies for D.A.R.E program; services include rental of equipment, equipment repair charges, among others, Account Numb 00C3.10.521.300. 1.0 000.10.521.300.31.0 Total Supplies Supplies - Office & Operating Supplies - Dare Police - Professional Standards Actual dqe Projected 2016 2017 2018 2018 2020 15,507 $ 23,761 a 5,231 $ 4,300 $ 6,300 5 6,300 4,714 3,690 3,548 4,000 4,000 4,000 20,221 27,450 80778 8„300 103 000.10.521, 300,42.00 000.10. 521.300, 43.00 000.10, 521.300,43, 01 000,10, 521, 300.44. 00 000,10, 521, 300.45.00 000,10, 521, 300, 45.94 000.10. 521, 300, 45.95 000.10, 521, 300, 47.21 000,10, 521, 300, 47, 25 000.10.521.300.47.26 000.10.521.300, 48.00 000,10, 521, 300, 49.00 Total Services Communication Travel - Mileage, parking Travel - Dare Donations ,Advertising Equipment Rentals Rental A Equipment Replacement Fund Rental - Equipment Rental 0 & M Public Utility - Electricity Public Utility - Water Public Utility - Surface water chgs R&M - Maintenance Fees, including Axon Misc Fees & Expenditures Total Supplies, S sand 0 233 547 2,028 42,439 6,457 5,451 4,698 (15) 13 453 1,209 14,052 11,413 889 832 119 245 42 130 280 62,661 $ 46,730 $ 222 3,023 4,995 9,605 18,384 400 1,365 5,672 3,023 22,855 1,000 51,000 4,600 600 0,388 80,127 8,688 $ 90,427 0 1,365 22,688 51,000 600 75,653 222 DEPARTMENT: Police (10) FUND: General RESPONSIBLE MANAGER: Bruce Linton Description DIVISION: Training FUND NUMBER: 000 POSITION: Chief of Police Planning, evaluation, scheduling, and documentation of all training programs within the department. Expenditure Summary Police - Training Actua. Budget Percent Change Projected Expenditures 2016 2017 2018 2018 2019 2020 2018-19 2019-20 Salaries & Wages $ 121,043 5 111,248 $ 121,456 $ 117,693 $ 118,442 $ 120.392 0.64% 1,65%o Personnel Benefits 36,677 35,098 38,638 40,459 39,165 40,789 3,20%Q 4.15% Supplies 40,508 45,708 47,980 ; 44,500 40,000 40,000 '-10,11% 0,00%q Services 82,113 94,535 97,85'0 i 88,621 75,621 75,621 -14,67% 0.00% Expenditure Total 280,342 5 286,589 $ 305,923 $ 291,273 $ 273,227 $ 276,802-6.20%m Expenditure Detail - Salaries and Benefits Salaries are based on actual costs for existing positions and include a co contract agreements. Position 2018' FTE Police - Training 2019 FTE 2019 Budgeted Salaries Benefits 0 2020 FTE lying adjustment per 2020 Budgeted Salaries Benefits 223 Expenditure Detail - Supplies and Services Supplies includes miscellaneous office supplies; services include instructor fees, travel for training, equipment rental and repair, memberships, and registrations, among others. Account Numbe Supplies Police - Tr l0 Supplies - Office & Oper2 Protected 2018 44,5 44, 2020 40,000 40,000 40,000 000.18.521.400.41,00 Prof Svcs • Outside Trainers 000.10.521.400.42,00 Communication 000.10,521,400,43,00 Travel Department Training Tra :l 000.10,521.400,45,00 Rentals m, Includes Range Fees, SIR, etc. 000.10.521,400,48,00 R&M - Repairs to Training Equipment 000.10.521.400,49,00 Misc Registrations for department training Services and ath 2,857 33,825 1,150 3066 43,976 1,225 33,847 1,479 57,844 37,990 1,800 1,000 48,060 0 5 4,000 3 4,000 26,380 26,380 1,800 1,800 1,800 2,500 2,500 2,500 48,941 40,941 40,941 82,113 94,535 97,850 88,621 75,621 75,621 22,622 145,829 621 5 11,62 224 DEPARTMENT: Police (10) FUND: General RESPONSIBLE MANAGER: Bruce Minton Description DIVISION: Traffic FUND NUMBER: 000 POSITION: Chief of Police Provides traffic law enforcement and traffic control. Investigates traffic related incidents and develops and works from a comprehensive traffic plan, which includes traffic safety education, enforcement programs such as D.U.I enforcement, and coordination with City Engineering. Also, management of the Traffic Volunteer Program,. Expenditure Summary Expenditures Salaries & Wages Personnel Benefits Supplies Services Intergovt, Services &Taxes Expenditure Total Police - Traffic Projected 2016 2017 2018 2018 2019 2020 40'7,843 373,392 8 346 132,680 122,992 123,653 7,588 8,584 14,105 28,753 20,354 13,361 ,006 1,096,931 1,131,134 871 5 1,622,253 Expenditure Detail Salaries and Benefits 728 620,807 681 232,388 4,600 4,600 20,022 71,089 1,168,917 1,177,353 1,212,5 201819 2019.20 84 243,012 4,600 4 43,80% 2,40% 54.23% 4,57% 0,00% 0,00% 255.05%-24,48% 0,72% 2,99% 1,775,948 a 2,106,237 $ 2,149,571 18.60% 2.06% Salaries are based on actual costs for existing positions and include a cost of living adjustment per contract agreements. Police Sergeant Police Officer 2019 FTE Police - Traffic 2019 Budgeted Salaries Benefits 1 4 2020 FTE 119,548 $ 39,674 410,924 153,242 4 2020 Budgeted Salaries. Benefits 121,752 $ 41,331 419,304 159,966 225 Expenditure Detail Supplies, Services and Other Supplies includes miscellaneous office supplies; services include equipment rental and repair, among others, Account Number 000,10,521.700,31.00 Supplies - Office & Operating Police - Tra is Actual Projected 2016 2017 2018 7,588 8 8,584 $ 14,105 2018 2019 2020 4,600 S 4,600 S 4,600 Total Supplies 7,588 8,584 14,105 000.10.521.700.42,00 Communication 35 000.10.521.700.45.00 Rentals 2,054 676 000,10,521.700.45,94 Rental -Equipment Replacement Fund 19,274 989 989 000.10.521.700,45.95 Rental - Equipment Rental 0 & M 5,562 15,037 8,533 000.10,521.700,48.00 R&M - Radar/LIDAR Repair & 1,804 1,294 3,311 Certification 000.10.521.700.49.00 Misc Fees & Expenditures 24 2,357 528 4,600 4,600 4,600 Total Services 28,753 20,354 000,10.521.240.51.00 IntergoVt Prof Svcs - Dispatching and Data ntergovernrnental upplies, ices and Other 989 18,906 989 8,533 47,183 47,695 10,000 4,500 4,500 500 500 500 20,022 71,089 53,684 1,015,006 1,096,931 1,131,134 1,168,917 1,177,353 1,212,591 1,015,006 1,096,931 1,131,1 4 1,051,348 $1,125,869 $1,158,600 1,168,917 1,177,353 1,212,591 ,253,042 $1,270,875 226 DEPARTMENT: Police (10) FUND: General RESPONSIBLE MANAGER: DIVISION: Special Operations FUND NUMBER: 000 POSITION: Chief of Police Description The Special Operations Division houses the Police Department's more specialized and proactive teams and equipment. Examples include the Community Policing Team, SWAT/Civil Disturbance/Hostage Negotiator equipment and vehicles, School Resource Officer, and Court/Jail Transport Officers. Expenditure Summary Expenditures aalaries Personnel Benefits Supplies lntergo+t Senitces Taxes Police - Special Operations Actual Projected 2016 2017 2018 Budget 2018 2019 2020 924,826 5 945,147 355,343 371,179 15,000 1 000 13,167 1;1,167 Percent change 2018-19 2019-2 2.20% 4.46% 6.C10% ©.©©% Expenditure Total Expenditure Detail T Salaries and Benefits 7 1,344,493 Salaries are based on actual costs for existing positions and include a cost of living adjustment per contract agreements. Position Police Sergeant Police Officer 2018 FTE Police - Sped 2019 FTE 8 perations 2019 Budgeted Salaries Benefits 117, 274 4 0 807,562 312,33 2020 FTE 8 2020 Budgeted Salaries Benefits 120,000 44,90 82.5,147 326,272 227 Expenditure Detail — Supplies, Services and Other Supplies include specialized gear specific to the teams included within this division. Operating Rentals and Leases includes vehicles such as SWAT/Hostage Negotiator vehicles, PD Command Vehicles, Transport Vehicles, as well as vehicles assigned to individual members of these teams. Account Numbe Police - Special Operations 000,10.521,260,31.04 Supplies Emergency Seances Unit 0f1q.10.521,260.31,05 Supplies - Civil Disturbance Unit Total Supplies Total Services Actual Projected 2016 2017 2018 $ $ 2 Budget. 2019 2020 0,000 $ 10,000 5,000 5,000 15,000 15,000 0©0.10,521.260.51,gq lnterg0 t Prof Suss - VS AT Operating Fees Total Intergovernmental Total Supplies, Services and Other 13,167 13,167 13,167 13,167 28,167 $ 28,167 228 Public Safety Committee Minutes. _October 15, 2018 the communications around Mayor's letters and she is looking forward to process improvements to insure the Council is kept informed and asked to weigh in when appropriate. DISCUSSION ONLY. C. 2019-2020 Biennial Budget: Staff presented proposed budgets forthe following departments: Police Department The proposed Police Department budget for 2019 includes a +2.260/© increase over 2018 and a 2020 increase of +1.48% over 2019. The budget includes salaries/benefits, supplies, services, animal control, SCORE jail, ValleyComm, and a K9 replacement. The organizational chart includes updated titles and positions that better reflect the current operating structure. Municipal Court The proposed Court budget includes salaries and benefits, 25°/© reduction in office supplies, and stable services expenditures. Reductions were made to interpreters and witness and juror fees, offset by an increase to the Securitas contract and equipment rentals and leases. If the red light camera pilot project is approved by Council, the Court anticipates increasing two .5 FTEsto full- time. FORWARD TO OCTOBER 22, 2018 COMMITTEE OF THE WHOLE. MISCELLANEOUS Adjourned 6:18 p.m. Committee Chair Approval Summary by LH 229 230 COUNCIL AGENDA SYNOPSIS ITEM .No. 4.H. ORIGty,.;110- 2.1C,I.yl) v DXIN:: 10/22/18 10 22/18 JF ITEM INFORMATION )R: JEFF FRIEND Review Court 2019-2020 Proposed Budget Council is being asked to review the Police 2019-2020 proposed budget, ff no changes are requested, Council consensus will be requested to move the Police 201.9-2020 proposed budget to the final budget package for approval in November. R COMENDA'TIONS: Sp()\U()It,r'.1i)1I I. I H`I°T Unanimous Approval; Forward to Committee of the Whole iV"11_?ItN i ISM 1RIt:I) COST IMPACT / FUND SOURCE AMOUNT BUDGETED APPROPRIATION REQUIRED Fund Source:. Comments: MTG. DATE RECORD OF COUNCIL ACTION TG. DATE ATTACHMENTS 0/22/18 nformational Memorandum dated 10/10/18 Draft 2019-2020 Police Budget mutes from the Public Safety Co e ting of 1©/ 1/ 18 232 City cif Tukwila Allan Ekberg,Mayor INFORMATIONAL, EMORANDUM TO: Public Safety Committee FROM. Kimberly Walden, Judge; Trish Kinlow, Court Administrator CC: Mayor Ekberg DATE: 10/10/2018 SUBJECT: 2019-2020 Court Budget ISSUE City departments are developing their proposals for the 2019-2020 biennial budget while also incorporating methods of Priority Based Budgeting (PBB). The 2019-2020 biennial budget will include general fund department budgets allocated to programs. The City Council requested that individual departmental budgets be presented to its standing committees as they become available, BACKGROUND The primary function of the Municipal Court —under the jurisdiction of the appointed Judge --is to provide a forum by which infractions and misdemeanor/gross misdemeanor criminal offenses may be resolved. The Court handles all ordinance/statutory violations, petitions for Domestic Violence/Anti-harassment Orders, and traffic infractions occurring within the Tukwila City limits. The objective is to make our City a better place to live through responsible and impartial administration of the laws designed to protect the public, while safeguarding the rights of individual citizens. DISCUSSION Salaries and Benefits COLA increases were applied to salaries, and benefits were adjusted to account for changes in healthcare and retirement.. Additionally, if the council approves the Police Department's request to move forward with traffic safety cameras, the court anticipates the need to increase two of the part-time FTE positions to full-time at the start of the program, Additional increases in FTEs will be necessary if the traffic safety camera program produces a large number of infractions. Supplies and Services The budget for office supplies was reduced nearly 25%. Services expenditures remain relatively stable. Reductions were made to expenditures for interpreters and witness and juror fees. These reductions were offset by increases for the Securitas contract and equipment rentals and leases. 233 INFORMATIONAL MEMO Page 2 RECOMMENDATION Staff is seeking Public Safety Committee feedback on the proposed department budget and direction and to forward it to the Committee of the Whole for consensus on October 22, 2018. ATTACHMENTS Draft 2019-2020 Court Biennial Budget 234 Court nicipalCourt Judge courr Administrator Judicial Support Coordinator -Lead` (1) udicial Suppor Associate II. (2.75) udicial Suppi Associate (.5) Judicial Support Coordinato-Balif (1) Probation Officer (1) ail Alternative Specialist (.75) udicial Support Associate II 235 236 DEPARTMENT: Court (09) FUND: General RESPONSIBLE MANAGER: Kimberly Walden Description FUND NUMBER: 000 POSITION: Judge The primary function of the Municipal Court —under the jurisdiction of the appointed Judge —is to provide a forum by which infractions and misdemeanor/gross misdemeanor criminal offenses may be resolved. The Court handles all ordinance/statutory violations, petitions for Domestic Violence/Anti-harassment Orders, and traffic infractions occurring within the Tukwila City limits, The objective is to make our City a better place to live through responsible and impartial administration of the laws designed to protect the public, while safeguarding the rights of individual citizens. 2017-2018 Accomplishments Participated and supported State court efforts to develop a statewide case management system. Strategic Goal 4 + Full implementation of ©Court and electronic document storage (Laserfiche) resulting in more efficient case flow management. Completed initial implementation and will continue to expand use, Strategic Goal 4 Streamlined and uniformed processes and forms which assists in creating consistency with neighboring courts, resulting in increased compliance with court orders. Strategic Goal 4 + Enhanced collaboration between court, public defender, prosecutor and police for continued improved efficiencies between all parties,. Strategic Goal 2 Improved court participation in citywide community outreach efforts. Strategic Goal 2 Implementation of OCourt for case setting and court forms, as well as Laserfiche for electronic court files. This implementation creates opportunities to reduce court expenditures and improve services. Strategic Goal 4 Rewrote the curriculum for the Washington State Probation Academy. Strategic Goal 4 Continue to participate in county -wide trial court coordination efforts. Strategic Goal 2 Expanded community connections by hosting three Junior Achievement sessions as part the Courts For Kids program (C4K), school collaboration efforts, and mock trials. Strategic Goal 2 2019-2020 Outcome Goals Continue to participate and support state court efforts to secure a statewide case management system, Strategic Goal 4. Continued collaboration with Renton and SeaTac Municipal Courts to expand use of technology for the improvement of court services to decrease court expenditures: improve calendar setting; 237 online forms (including multiple languages); scanning; self -scheduling for traffic hearings, and a jury management system. Strategic Goal 4 Continue working with the CLJs in King County on the Unified Payment Program (relicensing program). Strategic Goal 4 Continue to provide input to the Executive Branch in preparation for compliance with Supreme Court Indigent Defense Standards for Criminal Offender Cases: post filing diversion programs; Improved notification to Public Defenders for assigned cases. Strategic Goal 5 Continue to improve and expand probation services by expanding in-house MRT Classes; retool and expand jail alternative program. Strategic Goal 2 Continue to focus on Court's succession plan to include participation in State and local training opportunities. Strategic Goal 2 Continue to participate in county -wide trial court coordination efforts. Strategic Goal 2 Increase joint meetings with police department, prosecutor and public defender to enhance communication, and improve court services. Strategic Goal 2 Expand community connections to include Courts For Kids (C4K), school collaboration efforts, mock trials, and Faith Based Summit on Domestic Violence. Strategic Goal 2 2019-2020 Indicators of Success ♦ Full implementation of OCourt and electronic document storage (Laserfiche) resulting in more efficient case flow management. • Provided input in the statewide review of legal financial obligations to change the long-term effects on the impoverished. ♦ Increased succession planning efforts. • Full participation in the City's new performance evaluation system. + Streamlined and uniformed processes and forms which assists in creating consistency with neighboring courts, which results in increased compliance with court orders. + Enhanced collaboration between court, public defender, prosecutor and police for continued improved efficiencies between all parties. ♦ Improved court participation in citywide community outreach efforts. 238 Performance Measures Charges Filed Infraction Proceedings Criminal Proceedings Total Revenue Collected Budget Change Discussion Court 2014 Actual 4,110 0 2,40c 321,950 Performance Measur 2015 2016 Actual Actual 5,000 6,700 13,000 12,500 3,150 3,200 235,000 559,000 2017 Actual 4,50©' 12,500 3,600 608,000 2018 imated 2,700 600 6,200 440,000 2019 Projection 3,500 1,000 7,000 400, 000 2020 Projection 3,500 0 7,000 400,000 Salaries & Benefits COLA increases were applied to salaries, and benefits were adjusted to account for changes in healthcare and retirement. Additionally, if the council approves the Police department's request to move forward with traffic safety cameras, the court anticipates the need to increase two of the part-time FTE positions to full-time at the start of the program. Additional increases in FTEs will be necessary if the traffic safety camera program produces a large number of infractions. Supplies and Services Several changes were made to this category, Court security line was increased due to contractual obligations, Other line items had minor changes. 239 Department Detail: Staffing and Expenditure by Program 240 PROGRAMS Law Related Education Court Administration Court Hearings Administrative and Logistical Support for the Judges Scanning Customer Assistance and Payment Processing !Compliance Monitoring Case Preparation `Formal & Monitored Probation Supervision 'Warrants ,Commissions, Ass dons, .Boards, and Committees `Public Record Act/Subpoena ,Responses ;Maintenance of Court Records 'Court Interpreter Management (Court Financial Operations Collections/Write- `Offs/Maintenance of Inactive Non -Compliance Case Processing (Probation} Court Required'Educationel Programs Customer Service Adjudication - General Offenses & Traffic Account Reconciliation and Auditing Technical Support Court Case Management Systems Judicial Administration Community Work Alternative LFO Recovery Programs Community Service Policy & Procedures, & Program Management Pre -Sentence Investigations Community Education and Outreach tvtail Processing Video Conference Facilitation Collections Records Retention/Appeals Management/Mental Health Bail Bonds Assessment of Court Costs/Fines/Restitution !Day Reporting 'Public Defender Screening Citations/Fines and Fees Data Input Jury Manager/Management Conflict Counsel - Indigent Defendants 'Non -Compliance Case Processing (Admin) PROGRAM TOTALS 1.0 0.5 0.4 0.61 0.61 0.51 0.56 0,30 0,36 0.19 0.30 0.23 0.25a 0.17 0.22 0,18 0,20 0,16 0.15 0. 0.10 0.16 0,23 0.15 0,09 0.10 0,08 0,13 0.10 0,12 0.10 0.10 0,0 0,08 0.08 0,09 0.09 0.07 0.05 2019 ,307 98,594 79,615 58,212 55,032 54,692 49,213 47 44,089 33,285 27,695 27,201 26,914 26,003 25,742 24,934 24,729 24,292 23,946 21,503 21,369 20,830 20,051 19,730 17,737 17,322 15,963 14,925 13,313 1 2, 665 12,572 11,604 11,604 9,25 8,766 8,766 8,671 8,671 8,335 820 1,298,227 BUDGET of To Budge 2020 of Tote I Budget 9.0% 118,768 9.0% 7,6% 98,754 7.4% 6,1% 81,807 6.2% 4.5% 59,581 4,5% 4.2% 4,2% 3.8% 56,522 4.3% 56,041 4.2% 50,516 ' 3.8% 3.7% 49,01.7 3,7% 3.4% 44,907 3.4% 2.6% 34,028 2,6% 2.1% 2,1% 2.1.% 2.0% 28,368 27,906 27,655 26,594 2.1% 2.1% 2.1% 2.0% 2.0% 26,367 2,0% 1.9% 25,536 1,9% 1,9% 25,331 1.9% 24,835 1.9% 1.9% 1,8% 24,236 1,8% 1,7% 21,989 1.7% 21,902 1,7% 20,864 1.6% 20,508 1.5% 20,432 1,5% 18,190 1.4% 1.3% 17,689 1.3% 1,2% 16,339 1.2% 1.1% 1,0% 1.0% 1,0% 15,124 1.1% 13,628 1.0% 13,022 1,0% 12,910 1..0% 0.9% 11,881 0.9% 0.9% 11,881 0.9% 0.7% 0.7% 0.7% 0.7% 0.7% 0.6% 9,273 0.7% 8,993 ' 0,7% 8,993 0.7% 8,936 0,7% 8,936 ' 0.7% 8,545 0,6% 0.6% 8,374 0.6% 0.1% 820 7 0.1% YEAR-TO-YEAR PERCENT CHANGE 2019-20 2,1% 2.1% 0,2% 2.8% 2.4% 2.7% 2.5% 2,6% 2,4% 1.9% 2,2% 2.4% 2,6% 2.8% 2.3% 2,4% 2,4% 2.4% 2.2% 1.2% 2.3% 2,5% 0.2% 2.3% 3.6% 2.6% 2,1% 2,4% 1,3% 2,4% 2, 8% 2.7% 2,4% 2.4% 0.2% 2.6% 2.6% 3.1% 3.1% 2,5% 2,3% 2,2% 241 Program Descriptions Law Related Education: Attend court and job specific training; Participate in Misdemeanant Probation Association, This program is supported by both Court Administration and Probation. Court Administration; Manage all non -judicial functions of the court including hiring, termination, court policy development/input, case flow management, court financials, technology, business continuity in the event of a crisis, etc. Responsible for vendor selection and contract negotiations for court security services, Ensure case flow management meets with the legal requirements according to the law and court rules; manage the reimbursement grant for interpreter services which includes reporting activity, coordinate countywide compliance (Municipal Courts), negotiate interpreter rates, Responsible for vendor selection and contract negotiations for Court security services. Oversee the court's website and work with the Executive Branch on keeping the website current, oversee the installation, maintenance, operation of all audio/video equipment.. Court Hearings: Preside over all hearings; pc, conditions of release. Arraignments, pretrials, readiness, motions, mitigation/contested, jury trials, voir dire, civil protection orders, mental health hearings, etc. Responsible for ensuring a proper record of court hearings is created. Administrative and Logistical Support for the Judges, Provide administrative support to the bench and provide oversite of all non -judicial functions in the courtroom including entering for DVPO'S, NCO's, firearm orders, protection orders; assist attorneys, defendants and those in -custody; responsible for managing the jury. Scanning: Laserfiche. Customer Assistance and Payment Processing: Provide customer service, schedule hearings, process warrants, process payments; general customer service responsibilities, Compliance Monitoring: Review conditions of sentence and schedule hearings. Case Preparation: Input new case filings,. Formal and Monitored Probation Supervision: Provide case management and monitor compliance; review probation files to ensure compliance with case conditions. Warrants: Order warrants, oversee warrant hearings (motion to recall and expired warrants; process Judge's rulings; process warrants as ordered by the Judge and in accordance with policy and procedures. Commissions, Associations, Boards, and Committees: DMCMA & DMCJA committees, trainings, Public Record Act/Subpoena Responses: Respond to public records requests by providing information as requested within the guidelines of the law and local court policy. 242 Maintenance of Court Records: Laserfiche/retention as well as audio and docket. Court Interpreter Management: Maintain database and schedule interpreters for hearings, Court Financial Operations: Manage all financial operations of the court including daily financial accounting, monthly accounting, budget preparation/management, account reconciliation, etc. Collections/Write-Offs/Maintenance of Inactive Cases: Process collections, process 10 year write offs, expungements and process inactive cases. Non -Compliance Case Processing (Probation): File violations, attend hearings, make recommendations. Court Required Educational Programs: Provide/facilitate classes such as DV MRT, Customer Service: Assist customers in person and over the phone including accepting payments, completing paperwork, scheduling hearings, customer inquiries, etc. Adjudication - General Offenses & Traffic: Adjudicate FTA's upon payment in full; mitigation, contested hearings. Issue findings on traffic/non-traffic infractions resulting from mitigation, contested hearings. Account Reconciliation and Auditing: Reconcile bank state ents and JIS accounting records. Technical Support - Court Case Management Systems: Works with the Technology and Innovation Department (Executive Branch), court system vendors and AOC to troubleshoot system issues. Makes recommendations for technology improvements. Judicial Administration: General administration costs expenditures. Community Work Alternative: Judge orders commitment, In -court services issues commitments, Jail Alternative makes sure commitment is completed. LFO Recovery Programs: Coordinate the Unified Payment Program (Relicensing Program). Community Service (Probation): Coordinate work crew, community work program, and community service program. Policy, Procedures & Program Management: Draft local policies for judicial review and approval; develop procedures for daily processes; manage the development of court programs including focus, design and implementation. Pre -Sentence Investigations: Conduct pre -sentence investigations, make sentencing recommendations. Community Education and Outreach: Educate the community and surrounding areas on the law and judicial processes through community education events including partnership with school's, churches, and civic organizations. Mail Processing: Process incoming and outgoing mail. Video Conference Facilitation: Operation of video court. Collections: Process and refer past due accounts to collections. 243 Records Retention/Appeals ITManagement/Mental Health: Retention and destruction schedules; process and refer cases to Superior Court RALJ Division; process paperwork and order mental health evaluations. Bail Bonds: Input new bail bonds and process exonerations and forfeiture. Schedule bail bond hearings and send notices of forfeiture to bond companies and individuals. Assessment of Court Costs/Fines/Restitution: Impose required court costs, fees, and restitution. Day Reporting: Coordinate and supervise day reporting program. Public Defender Screening: Assistance at front counter, probation, and courtroom. Citations/Fines and Fees: Receipt payments for fines and penalties. Data Input: Input and update case date in the statewide case management system (JIS). Jury Manager/Management: Order/mail/track/summons/prepare payment invoices. Conflict Counsel - Indigent Defendants: Assign conflict counsel to defendants when necessary. Community Service (Adminl: Verify hours upon receipt of form. Community service is filed at front counter or courtroom. Docket entries made re: case. Non -Compliance Case Processing (Adrninl Admin reviews/case condition reviews, review hearings for noncompliance, docket updates. 244 Expenditure Su rnrr ary Expenditures By Type Salaries 8a WVages Personnel Benefits Supplies Serufces lntergt�vt. Taxes 2016 723,501 291,891 12,988 127,020 co Actual 2017 757,068 312,811 16,187 147,107 Projected 201$ 84,049 339,279 17,996 144,779 Budget 2018 2019 777,647 353,457 14,283 150,420 797,741 336,527 10,728 153,225 5 2020 813,646 348,662 10,728 153,225 5 Percent Change 2018-19 2019-20 2 -4,79% -24,89% 1.86% 0,00% 3.61 % 0, 00% 0.00% 0 ok Department T'ot'a 5,400 2 286,104 ; $ 1,295,812 $ 1,298,227 26,'166 0.19% 2 Expenditure Detail - Salaries and Benefits Salaries are based on actual costs for existing positions and include a cost of living adjustment per contractual agreements. Position Description 2018 FTE Court - Aclr i 2019 2019 Budgeted FTE Salaries Benefits 2020 2020 Budgeted FTE Salaries Benefits Municipal Court Judge Court Administrator Admin Support Coordinator Bailiff Court Admin Support Technician Admin Support Assistant Extra Labor Overtime 0,64 0.75 1 1 2.75 0,50 0.68 0.75 1 1 2,75 0.50 8,342 99,175 71,744 70,447 152,299 28,804 1,858 3,731 $ 29,344 36,881 27,739 39,642 67,088 6,280 184 370 0.68 0.75 1 2, 75 0,50 97,864 101,163 73,483 72,349 157,066 29,509 1,858 3,731 30,047 38,035 28,767 41,311 69,566 6,453 184 370 Total Admini Position Description .ration Municipal Court Judge CourtAdministrator Probation Officer Admin Support Technician Admin Support Specialist Extra Labor Overtime Total Probation Departmen ota l 6.64 2018 FTE 0,2.1 0.25 1 0,75 3.21 9.85 6.67 $ 526,399 $ 207,528 Court - Probation 2019 Budgeted Salaries Benefits 2019 FTE 0.23 0.25 1 1 0.75 3.23 9.90 $ 32,781 33,058 98,398 54,734 49,619 1,822 930 9,781 12,294 44,669 36,360 25,623 181 92 $271,342 $ 129,000 $ 797,741 $ 336,527 6.67 $ 537,024 $ 214,733 2020 FTE 0.23 0.25 1 1 0,75 3.23 9.90 2020 Budgeted Salaries Benefits 32,621 $ 10,016 33,721 12,678 100,464 46,363 56,135 37,923 50,828 26,677 1,822 181 930 92 $ 276,522 $ 133,'92.9 $ 813,46 $ 348,662 245 Expenditure Detail - Supplies, Services and Other Supplies include miscellaneous office supplies. Services include pro tern judges, pro tern judge review, interpreters, court security, travel, memberships, training, and juror fees, among others. Court - Administration Account Number 000.09.512.5f1(.31.00 Supplies - Office 000,09,512.500.35.00 Supplies - Small Tools & Minor Equipment Actual Budget Projected 2016 2017 2018 2018 2019 2020 0,053 $ 10,623 $ 13,311 $ 10,528 $ 7,028 $ 7,028 542 953 - 500 500 Total Supplies 10,595 11„576 10,528 7,528 7,528 000.09,512.500,41.00 Professional Serivices ,000.09.512.500.41,01 Prof Svcs - Pro Tem Judges '000,09.512.500.41.03 Prof Svcs - Interpreters 000,09,512.500.42,00 Communication - Postage, delivery service, shipping, and KC I -Net Charges 000.09,512.500.43.00 Travel - Meals, parking, training -St Court Conf, Regional Trng, Team Trng/Retreat 000.09,512.500.45.00 Rental - Operating rentals and leases 000,09.512.500.48,00 R&M - Annual maintenance costs of JIS System printer, 'in -court Fax, Misc. equip. 000.09.512.500.49.00 Misc - Annual memberships, DMCJA, DMCMA, NACM, New employee/Bailiff trng, regional tmg, Registration - annual training through DMCMA, DMCJA, Line Staff Conf. 000.09,512.500.49.01 Misc - Printing 000.09.512_500.49.04 Misc - Witness & Juror fees 000.09.512.500.49,08 Misc - credit card fees 64 13,440 40,320 ,886 19,050 11,683 12,000 11,500 11,500 34,651 33,848 39,000 36,000 36,000 6,691 6,302 8,300 8,300 8,300 3,057 7,082 4,021 3,500 3,500 3,500 2,094 7,653 4,418 2,000 7,700 7,700 521 348 4,075 2,000 1,000 1,000 5,786 13,711 10,704 8,320 8,070 8,070 4,561 2,653 3,437 2,000 1,000 1,000 4,079 2,388 4,248 6,000 2,500 2,500 2,091 2,172 2,464 2,200 2,200 2,200 Total Services 79,899 96,399 85,200 85,320 81,770 81,770 Intergovernmental 000.09,512,500.53.00 Taxes & Assmnts - Excise tax Total Intergovernmental 5 5 5 5 Total Supplies, Services and Other $ 90,494 $ 107,975 $ 98,511 $ 95,853 $ 89,303 $ 89,303 246 Court- Probat'io Account Numbe Actuat Budget Projected 2016 2017 2018 2018 2019 2020 00Lt.09.523'.300, 1.00 Supplies -Office and Operating Total Supplies 2,393 $ 4,611 $ 4,685 $ 3,755 $ 3,200 $ 3,200 2,393 4,611 4,685 3,755 3,200 3,200 000.09.523.300,41,00 Prof Svcs -t NW Recovery Centers 000.09,523,300.41.01 Prof Svcs - Pro Tem Judges - Review Calendar Probation Cases 000.09.523,300.41,03 Prof Svcs - Interpreters for probation appts, Public Defender screening, Jail Alt. Prog. 000.09,523.300.41.04 Prof Svcs - Court Security 000.09.523,300.42,00 Communication - Postage, fax, and on- line usage 000.09,523.300.43.00 Travel - Meals, parking, training for Probation Dept, 000.09,523.300,45,00 Operating Rentals and Leases 000,09.523,300,48,00 R&M Annual maintenance costs for equipment in Probation Office 000.09.523.300,49,00 Misc - Registration for conferences and regional training 000,09,523.300.49.01 Misc - Annual memberships 000.09,523.300.49.02 Misc - Training Total Services Total Supplies and Services 3,015 56 5,000 5,000 5,000 5,000 1,000 500 500 480 - 1,000 500 500 40,609 44,147 48,749 49,200 58,680 58,680 1,300 2,392 2,361 2,250 1,250 1,250 362 2,308 1,989 4,000 3,000 3,000 150 300 300 300 290 45 300 300 300 255 405 550 425 425 00 1,550 1,030 1,500 1,500 1,500 247 248 Public Safety Committee Minutes_ .. October 15, 2018 the communications around Mayor's letters and she is looking forward to process. improvements to insure the Council is kept informed and asked to weigh in when appropriate. DISCUSSION ONLY. C. 2019-2920 Biennial Budget: Staff presented proposed budgets for he foll©wing departments: Police Department The proposed Police Department budget for 2019 includes a +2.260/© increase over 2018 and a 2020 increase of +1.48% over 2019. The budget includes salaries/benefits, supplies, services, animal control, SCORE jail, ValleyComm, and a K9 replacement. The organizational chart includes updated titles and positions that better reflect the current operating structure, Municipal Court The proposed Court budget includes salaries and benefits, 250/0 reduction in office supplies, and stable services expenditures, Reductions were made to interpreters and witness and juror fees, offset by an increase to the Securitas contract and equipment rentals and leases. If the red light camera pilot project is approved by Council, the Court anticipates increasing two .5 FTEs to full- time. FORWARD TO OCTOBER 22, 2018 COMMITTEE OF THE WHOLE. III. MISCELLANEOUS Adjourned 6:18 p.m. Committee Chair Approval mmary by LH 249 250 COUNCIL AGENDA SYNOPSIS 1©/22/18 ITEM INFORMATION VICKY CARLSEN D.X I N: 10/22/18 Review Mayor, Administrative Services, Self -Insurance, and LEOFF 1 2019-2020 Proposed Budgets I'(",\tic 11\ \S(11i'ti Council is being asked to review the Mayor, Admin Services, Self -Insurance, and LEOFF 2019-2020 proposed budgets. If no changes are requested, Council consensus will be requested to move these proposed 2019-2020 proposed budgets to the final budget package for approval in November. .0AV. Mtg. ' CDN Comm &lnkrastrucwre Art$ Comm. . 10/16/18 l$a.zccc Comm. Parks Comm. I Pl., 1 \ft1"T'l l r CHAT QUINN RECOIL IENDATIONS: SiOysOR DNI1 . Finance C::()11\II [I'I?V"s Unanimous Approval; Forward to Committee of the Whole COST IMPACT / FUND SOURCE AMOUNT BUDGETED APPROPRIATION REQUIRED Fund Source: Comments: TG. DATE RECORD OF COUNCIL ACTION MTG. DATE ATTACHMENTS 10/22/18 Informational Memorandums dated 10/10/18 Draft 2019 - 2020 Mayor Budget Draft 2019 2020 Administrator a Services Budge aft 2019 - 2020.Self-Insurance Fund Budge Draft 2019 - 2020 LEOFF 1 Fund Budge mutes from the Finance Committee meeting of 10/1.6 251 252 City of Tukwila Alian Ekberg, Mayor INFORMATIONAL MEMORANDUM TO: Finance Committee FROM: David Cline, City Administrator BY: Cheryl Thompson, Executive Assistant CC: Mayor Ekberg DATE: October 10, 2018 SUBJECTS Mayor's Office Department 201g-2020 Proposed Budget ISSUE As provided for in the budget process approved by the Finance Committee, Council Committees will be reviewing budget sections prior to review by the full Council. The Mayor's Office section of the budget is ready for review by the Finance Committee. BACKGROUND The Mayor's Office is composed of Administration, the City Attorney's Office, the City Clerk's Office and Economic Development. The Mayor's Office Budget also includes the Planning Commission, the Equity and Social Justice Commission, the Arts Commission, the Park Commission and the Library Advisory Board. DISCUSSION The proposed budget for the Mayor's Office is a 3.12 percent decrease of the 2018 budget in 2019 and a 1.63 percent decrease of the 2018 budget in 2020. The following will summarize the proposed changes to the Mayor's Office budget by division, in the order they appear in the budget document. Changes fro am2017-20't8 Budget Administration • Public Defense Contract for services reduced by $24,000 due to a decrease in case assignments. • Operating Supplies reduced by $2,200 based on actual costs in previous years. • Professional Services reduced by $40,000 due to the reduction of the Summit Strategies Contract for Federal Lobbying Services. • Memberships and Dues increased in 2020 based on increase in dues from Association of Washington Cities, Puget Sound Clean Air and Sound Cities Association. • Leasehold Tax was added to the 2019 and 2020 budgets in the amount of $20,000 each. year after the State Auditor's Office, during their audit this year, identified that the City had lease agreements subject to Leasehold Tax. Payment was made in 2018 and this was added to cover Leasehold Tax payments going forward. Boards and Commissions •- Reductions made based on actual costs in 2016 & 2017. Planning Commission • Miscellaneous reduced by $1,000. 253 INFORMATIONAL_ MEMO Page 2 ity and Social Justice Commission • Supplies reduced by $1,125. • Services reduced by $2,550. Arts Commission • Repairs and Maintenance reduced by $2,500. Park Commission • Miscellaneous reduced by $400, Library Advisory Board • Operating Supplies reduced by $1,000. City Clerk • Postage reduced by $6,000. • Micro-filming/Imaging reduced by $10,000.. Economic Development • Economic Development Liaison position reduced to .5 FTE from Economic Development budget with .5 FTE transferring to the Lodging Tax. Fund budget. • Professional services increased by $3,000 but funds were reallocated from Miscellaneous. • Travel reduced by $2,000. • Miscellaneous: $3,000 reallocated to Professional Services and reduced by an additional $5,750, City Attorney • $5,000 for extra labor for prosecution support eliminated as we are now contra prosecution services. • Office Supplies reduced by $2,000 with the change in prosecution services. • Contracted attorney services increased by 1,5°/© for 2019-2029. • Special Matters reduced by $29,000 which covers the 3% reduction for the division and still is in line with amount spent in previous years prior to the Public Safety Plan. cting for RECOMMENDATION Staff recommends that the Finance Committee forward this section of the budget on to the Committee of the Whole for review. If there are no recommended changes Council consensus will be requested to move this departmental budget forward to the final budget package in October. ATTACHMENTS Draft Mayor's Office 2019-2020 Proposed Budget 254 Mayor's Off*ce Mayor (1) City Administrator Executive Coordinator (1) City Attorneys ©dice (Contract) Governance Manager and City Clerk (1) Deputy City Clerk (1) Economic Development Administrator Economic Development Liaison (•5) Content Management Coordinator (1) Admin Support Coordinator (1) Adrnin Support Technician (1) 255 256 DEPARTMENT: Mayor (03) FUND: General RESPONSIBLE MANAGER: Allan Ekberg Description FUND NUMBER: 000 POSITION: Mayor The Mayor is the Chief Executive and Administrative Officer of the City, in charge of all departments and employees as set forth by ROW 35A,12,100, The Mayor has general supervision of the administration of all City government and all City interests. It is the Mayor's responsibility to prepare and submit to the City Council a proposed budget and to serve as the official and ceremonial head of the City. The Mayor is assisted with his duties by the City Administrator, The Mayor's Office encompasses Administration, the City Attorney's Office, the City Clerk's Office, Communications & Government Relations, Economic Development, and Human Services. 2017-2018 Accomplishments Completed the sale of phase 1 land for Tukwila Village to developer and celebrated the grand opening of two affordable senior apartment buildings, the new Tukwila Library, Kona Kai Coffee, the Sullivan Center, and plaza, Formed non-profit community organization to operate the Sullivan Center and plaza. Strategic Goals 1, 3 & 5 • Awarded designation of four census tracts as Opportunity Zones to attract investment through federal capital gains tax incentives, Began marketing the opportunity zones and facilitating development. Strategic Goals 1, 3 & 5 Supported Forterra's purchase of the Knights Inn motel for eventual partnership with Abu Bakr Islamic Center to develop affordable apartments and small business spaces, Strategic Goals 1, 2,3&5 ✓ Supported business outreach and negotiations related to the Public Safety Plan. Strategic Goals 1&3 • Finished Phase 2 of the GET -IT project, which added SEPA/EPIC permit records from 1991-2909 to the Digital Records Center. Strategic Goal 4 2019-2020 Outcome Goals Sale of the second (and final) phase of Tukwila Village land and opening of the final two senior apartment buildings and mini -food hall/small business incubator. Strategic Goals 1, 3 & 5 Sale of land to HealthPoint to develop a health and wellness facility providing primary medical care, dental care, behavioral health and other community services. Strategic Goal 2 Facilitate private redevelopment along Tukwila International Boulevard. Strategic Goals 1, 3 & 5 257 Facilitate private development in the Southcenter District with a focus around Tukwila pond. Strategic Goals 1, 3 & 5 Implement online records request system through the City's Digital Records Center. Strategic Goal 4 Finish GET -IT Phase 3 to include Public Works as-buiilts on the City's Digital Records Center. Strategic Goal 4 ♦ Facilitate 2019 election with King County Elections, provide enhanced Open Public Meetings Act training to new and returning elected officials implementing new best practices. Strategic Goal 4 20' 9-2020 Indicators of Success ♦ Continued implementation of Strategic Plan goals including increased partnerships between the City, businesses, non -profits, and regional organizations, as well as enhanced leadership by staff ensuring that City policies and practices reflect Tukwila's diverse community. ♦ Tukwila Village land sale and construction is finished; land sale to HealthPoint is complete and construction has started. ♦ Improvement of the public records request process resulting in a reduction of time spent fulfilling requests. 258 Department Detail Staffing and Expenditure by Program PROGRAMS FTE BUDGET PERCENT CHANGE 2019 % of Total Budget 2020 % of Total Budget 2019-20 Public Defense Program Attorney Services Prosecution Services Digital Records Center Special Matters Services Public Records Requests Required Citywide Functions Strategic Planning and Policy Implementation Community Representation Council Agenda/Meeting Functions Records Management Intergovernmental Relations Legislative Affairs Oversight Commute Trip Reduction/Green Initiatives Ordinance, Resolution & TMC Development Council Legislative Support City Clerk Division Administration City Property Development and Management Meeting Coordination, Scheduling, and Facilitation Boards, Commissions and Committees Essential Public Services Internal Communications Personnel Conferences/Training ;Legal/Public Notices Public Safety Plan Organizational Development and Training EiectionsNoler Registration City Policy Development Regional Partnerships and Reit t.ionships Employee Recognition Program Emerging Issues & Opportunities Budgeting/Purchasing Accounts Payable Business & Development Attraction and Retention Destination Development Economic Development Administration ,City Scholarship Tukwila International Blvd Reitalization Resident Inquiries and Assistance Business Relationships and Satisfaction Citywide Strategic Goals :Special Presentations Special Event Coordination 'Professional Services Administration Essential Services Administration Records Retention, Management, Archiving, & Destruction Lodging Tax Applications Oversight & Support Marketing & Sales to Overnight Tourists Marketing & Sales to fay Tourists PROGRAM TOTALS 'Priority based Budgeting seas implemented beginning bvr b Therefore; no historical data is available. 0.00 0, 00 0.76 0.00 0.61 0,25 0,30 0, 25 0.89 0.85 0.35 0,00 0.00 0,61 0,30 0,41 0,33 0,30 0,10 0, 44 0,25 0.20 0,10 0,21 0.23 0,15 0,01 0.18 0,08 0.10 0.05 0.10 0.10 0, 08 0.05 0,05 0.05 0.08 0,'10 0.08 0,08 0.05 0,05 0.00 0,00 0, 03 0, 05 0,03 0.03 479,685 406,230 166,000 128,500 120,899 113,180 111,619 104,023 103,910 100,469 97,789 93,333 91,000 67,575 G8,225 64,160 60,404 57,187 54,188 48,946 47,470 40,850 37,475 37,406 37,239 36,982 33,328 32,035 32,302 28,240 22,383 20,970 18,913 18,530 18,047 17,418 16,743 14,291 13,445 13,122 13,122 11,198 10,44D 10,000 9„677 8,257 6,825 3,665 3,665 3,665 114,6°/ 12,4% 5,1% 4,0% 3,9% 3.4% 3.2% 3.2% 3,1% 3,0% 2.5% 2.8% 2,1% 2,1% 2.0% 8% 1.7% 1.6% 1.5% 1,4% 1,2% 1.'1% 1,1% 1,1 % 1.1% 1.0% 1' . 0% 1,0% 0.9°/ 0.7% 0, 6% 0, 6% 0, 6% 0.5% 0.5°/ 0.5°/ 0,4% 0,4% 0.4% 0,4% 0,3% 0.3% 0.3% 0, 3% 0.3% 0,'2% 0.1% 0,1% 0.1% 481,193 406,230 166,000 134,917 128,500 125,235 114,402 113,229 105,984 108,783 104,410 100,449 93,333 91,000 70,314 69,727 65,938 61,738 59,068 54,942 50,793 48,812 41,815 37,957 38,462 38,076 37,733 33,407 32,744 32,679 28, 994 22,591 21,723 19,329 18,822 18,216 17,626 17,120 14,584 14,199 13,414 13,414 11,411 10,817 30,000 0,441 8,342 7,202 3,750 3,750 3,750 14,3% 12,1% 4,9% 4.0% 3.8% 3,7% 3.4% 3,4% 3.2% 3,2% 3.1 % 3.0°/ 2,8 % 2.7% 2.1% 2,1% 2.0% 1,8°/ 1, 8% 1,6% 1,5% 1,5% 1,2% 1,1% 1,1% 1,1% 1,.0% 1.0% 1,0% 0,9% 0, 7°/a 0.6% 0, 6% 0, 6% 0.5% 0,,5% 0,5% 0.4% 0,4% 0.4% 0.4% 0.3°/ 0.3% 0,9% 0.3°/ 0,2% 0,2% 0,1 % 0,1% 0. 1% 0,3% 2.5% 3.6% 1.1% 1,4% 1,9% 4,7% 3, 9% 2, 7% 4.1 2.2% 2.8% 2.2% 3,3% 1,4% 3, 8% 2.8°! 2.4% 1,3% 2.8% 2.3% 2,0% 0,2% 2, 2% 1.2°/ 2.7% 0, 9% 3.6% 2.2% 1.6% 0,9% 1,2% 2,3% 2.0°/ 5,6% 2. 2% 2.2% 1.9% 3,6% 200,0% (12.8%) 1,0% 5, 5% 2.3% 2,'3% 2.3% 3,286,243 1 5.367 100% 2 bienn/um budget. 259 Program Descriptions Public Defense Program: Oversight of the Public Defense Program, processing invoices, reports, complaints. Prepares annual program report, Applies for grant funds to support the pr©gram. Oversight of Office of Public Defense Grant funds, Prepares reports as required. Attorney Services: Contracted City Attorney services. Prosecution Services: Contracted Prosecuting Attorney services. Digital Records Center: Growth and development of system, microfilming and digitization, importing new record series, GET -IT, policies, training, new initiatives, maintenance costs. Special Matters Services: Legal representation for matters not covered under Attorney Services, Public Records Requests: Administration of City-wide process, handling all aspects of requests, database updates, JLARC reporting, risk mitigation. Required Citywide Functions: Postage accounts, postage meter lease, recorded documents, plant care, participate on City committees & initiatives, administration, Strategic Planning and Policy Implementation: Provide strategic direction, set goals, and evaluate policy choices to best serve the city; establish priorities, create workplans, monitor progress, evaluate and assess next steps, Community Representation: Participation in a variety of community groups for the purposes of providing leadership; offering the city perspective; strengthening community ties; and fostering good relationships with Tukwila School District, Rotary, Chamber of Commerce. Council Agenda/Meeting Functions: Administration, agenda production, agenda review and long-term planning, meeting facilitation„ minutes, legislative history. Records Management: Central files, contracts, records center, retention & destruction, archival transfers, staff training, risk mitigation & compliance, policy development, databases, security costs, program administration. Intergovernmental Relations: Participation in a variety of organizations for the purposes of maintaining good relations and open communication with other organizations providing leadership and perspective on shared concerns and issues. Liaise with other governmental entities. Publicly support and recommend legislation that is deemed beneficial to the community. Regional: Sound Cities Association, King County City Managers/Administrators, Highline Forum State: Association of Washington Cities Federal: National League of Cities, International City/County Management Association, US Conference of Mayors Legislative Affairs Oversight: Monitors contracts with federal and state lobbyists that assist the City in lobbying for legislative matters relevant to the City, 260 Commute Trip Reduction/Green Initiatives: Commute Trip Reduction Program incentives: ORCA cards, incentives for carpoolers and walkers/bicyclists. Ordinance, Resolution & TMC Development: Legislation creation and review, amending and repealing documents, ongoing TMC development, administration. Council Legislative Support: Oversees and coordinates with city staff in preparation for City Council meetings; Provide information to Council for their deliberation. Support and implement Council policy decisions, Also collects and monitors agenda items for Committee and Council meetings. City Clerk Division Administration: Invoice payment, timecards, staff mtgs, Firemen's Pension Board, budgeting, supplies, copier costs, printing, training & travel, Administration. City Property Development and Management: Coordinating development and managing specific city owned properties including the following: HealthPoint Health and Newporter site Tukwila Village ness Center Meeting Coordination, Scheduling, and Facilitation: Organizes and conducts meetings for city staff as needed. Admin Team, bi-weekly meetings, retreats, cross -departmental teams. Boards, Commissions and Committees: Provides support to City Boards and Commissions by assisting with appointments and monitoring terms of appointment and training requirements. Receive applications and compiles memo for Mayor, schedule interviews, as requested, maintains a roster with all appointees and expiration dates, send memos for approved appointment for city council agenda, issue press releases, send thank you, regrets and/or congratulations letters to residents. Essential Public Services: Accept claims, litigation appeals, petitions, Conduct bid openings, notary service, pet licensing, general counter inquiries, point of sale, central switchboard, mail distribution, research. Maintain logs and databases. Internal Communications: Share the vision for the city administration, pertinent news, and other information. Assist other departments in the strategy, organization, coordination and implementation of inter -departmental city activities and programs. Make recommendations effecting change in programs, policy and established practices for communications. Personnel: Appointment of Department Directors/staff members as outlined in the municipal code; advise Human Resources on personnel issues; review grievances per union contracts. Conferences/Training: Represent the City at Conferences and receive training to stay current with the latest developments, skills, and new technologies available. Handle registration and travel arrangements (flight, hotel, transportation, meals, registration, etc.) for Mayor, City Administrator, and Government Relations Manager and Executive Assistant. Legal/Public Notices: Legally requiired OPMA notices, publication, advertising bids, RFPs, RFQs, Special Meetings, Ordinance Summaries, Risk Mitigation & Compliance, 261 Public Safety Plan: Work on the public safety plan such as providing assistance to affected businesses Organizational Development and Training: Offer training opportunities intended to expand the knowledge and effectiveness of staff to accomplish city goals. ElectionsNoter Registration: General and Special Elections, voter registration, oaths of office, election certificates, administration. City Policy Development: General City policy work. Includes reviewing policy changes proposed by other departments, participating on policy development teams, and recommending policy changes. Regional Partnerships: Participation in regional partnerships. Various boards and commissions the City serves on related to tourism. Employee Recognition Program: Oversight of the Employee Recognition Program including Annual Employee Awards, Longevity Awards and quarterly recognition events. Emerging Issues & Opportunities Budgeting/Purchasing: Budget oversight, supply and inventory maintenance, processing of invoices. Preparation of correspondence, memos, presentations. Oversight of scheduling for Mayor and City Administrator. Accounts Payable: Processing and payment of vendor invoices. Business & Development Attraction and Retention: Attracting businesses and developments to Tukwila, This includes staff time communicating with prospects and businesses considering moving or expanding, marketing materials, and related work, Destination Development: Related to investments in the area to support tourism Economic Development Administration: General administrative work. City Scholarship: Oversight of the City Scholarship program for high school seniors. Advertises scholarship, coordinates with local schools, receives and reviews applications, schedules interviews as needed, administrative support to City Scholarship Committee, arranges for presentation of recommendations to City Council, coordinates with recipients to appear before City Council, prepares award letters, certificates and arranges for disbursement of funds to schools, Tukwila International Blvd Revitalization: Work assisting the revitalization of Tukwila International Boulevard Resident Inquiries and Assistance: Acts as the executive level of contact for resident inquiries and complaints. Directs and answers questions as needed including coordinate responses between departments. See Click Fix - respond to issues as assigned Business Relationships and Satisfaction: Building and maintain relationships with businesses and includes attendance at business networking events, providing general assistance to businesses, and helping businesses resolve issues related to the City. Citywide Strategic Goals: Staff time working on general citywide strategic goals 262 Special Presentations: Prepares and executes presentations to convey city progress. Special Event Coordination: (Groundbreakings/Ribbon Cuttings, etc.) Attend meetings, assist with all aspects of planning, organization, sponsorship and promotion of events. Assist with set up and take down of events, send emails and/or letter invitations or informational items, compile all necessary resources (reading material, presenters, location, food, etc.), any necessary purchases, coordinate with other agencies/businesses, get promotional materials designed and made, Professional Services: Courier services, court filing fees, investigations, temporary assistance. Administration Essential Services: General office equipment costs such as copier maintenance and lease expense. Administration: General administrative costs. Records Retention, Management, Archiving, & Destruction: Retains, manages, archives and disposes of records. Provides upkeep and organizes ongoing electronic files for ease of use. Lodging Tax. Applications Oversight & Support: Administration oversight of third -party funding requests Marketing & Sales to Overnight Tourists: Funding third parties and city activities involved in marketing for overnight guests. Marketing & Sales to Day Tourists: Funding of third parties and city activities involving day visitors. Budget Change Discussion: Salaries & Benefits COLA increases were applied to salaries, and benefits were adjusted to account for changes in healthcare and retirement, Supplies and Services Over $100,000 of cuts were made to the Services category. Funds budgeted for the contracted Public Defender were decreased to bring the budget in line with the attorney's actual caseload. Funds for other professional services, special matters, and office supplies were also reduced while balancing the budget, 263 Expenditure Su rTlra Lary Expenditures By Division Administration Economic De+elopment City Clerk Attorney (Contracted) Equity & Diversity Commission Planning Commission Arts Commission Parks Commission Library Advisory Board Department Total Actual udge Percent Chan 2016 Projected 2017 2018 395,829 $ 1,428,586 439,617 384,226 750,259 655,802 530,725 664,913 4,643 3,409 725 1,079 21,245 25,903 2,336 3,208 3,501 3,528 058 371,600 728,366 871.964 3,475 3,547 25,349 2,251 3,326 2018 2019 2020 ,470,084 381,890 779,453 733,185 9,675 3,750 26,000 3,688 5,000 432,322 313,227 790,425 710,730 6,000 2,750 23,500 3,288 4,000 2 394,936 412,725 $ 3,286,242 2018-19 2019-20 ,470,106 -2.57% 2,64% 319,082 17,98% 1.87% 815,910 1.41% 3.22% 710,730 -3.06% 0.00% 6,0 -37, 98% 0.00% 2,750-26,67% 0,00% 23,500 -9.62% 0,00% 3,288 10.85% 0.00% 4,000 -20.00% 0,00% 7 -3.71% 2.10% Mayor Expenditures By Type Sa ries & Wages Personnel Benefits Supplies Services Intergovt, Svcs & Taxes Capital Outlays Department Total 2016 2017 Projected 2018 $ 1,026,479 $ 960,332 $ 1,035,368 372,469 375,013 400,858 44,612 42,045 49,629 1,613,375 1,744,573 1,871,931 38,247 42,425 37,150 56,700 6,265 - Budget $ 1,047,432 $ 1,037,503 401,796 400,020 54,856 48,531 1,871,641 1,763,188 37,000 37,000 1,069,915 416,132 48,531 1,783,789 37,000 412,725 $ 3,286,242 $ 3,3 Percent Change 2018.19 2019-20 -0,95% 3.12% -0.44% -11,53% -5,79% 0.00% 0,00% 4.03% 0.00% 1.17% 0.00% 0,00% -3.71 2.10% 264 Expenditure Detail - Salaries and Benefits Salaries are based on actual costs for existin contract agreements. Position Description positions and include a cost of living adjustment per Mayor 2018 2019 2019 Budgeted 2020 FTE FTE Salaries Benefits FTE 2020 Budgeted Salaries Benefits Mayor City Administrator Economic Development Admin Executive Assistant Economic Dev. Liaison City Clerk Deputy City Clerk Admin Support Technician Admin Support Coordinator Extra Labor 1 1 $ 110,770 $ 53,985 1 1 1 183,748 59,999 1 1 1 150,096 39,035 1 1 1 91,765 40,637 1 1 0.5 55,457 17,847 0.5 1 1 120,159 42,514 1 1 1 74,849 28,017 1 1 1 61,589 37,790 1 2 2 141,070 71,617 2 48,000 8,581 De pa rune nt Total 9.5 1,037,503 $ 400,020 112,992 $ 56,034 187,320 61,801 153,336 39,957 97,089 42,850 56,586 18,411 127,770 45,001 79,048 29,541 63,101 39,376 144,673 74,531 48,000 8,629 1,069,915 $ 416,132 265 Expenditure Detail - Supplies, Services, and Other Supplies include small tools and equipment. Services include travel, equipment replacement and O&M charges, insurance subscriptions and memberships, among others. Mayor Account Name Actual Budget Projected 2016 2017 2018 2018 2019 2020 Salaries $ 1,02.1,611 $ 947,846 $ 995,015 $ 994,432 $ 989,503 $ 1,021,915 Extra Labor 4,868 12,486 40,353 53,000 48,000 48,000 FICA 74,203 71,397 78,730 73,725 75,110 77,150 Pension 110,306 111,503 128,533 118,947 129,435 133,550 industrial Insurance 3,103 3,102 2,904 3,996 3,952 4,334 Healthcare 184,858 189,012 190,690 205,128 191,523 201,099 Total Salaries & Benefits 1,398,948 i, 345 1,436,226 ,228 1,437, 524 1,486,047 Supplies Small tools 41,826 42,045 49,629 54,856 48,531 48,5 2,787 Total Supplies 44,612 42,045 49,629 Professional services 1,183,644 1,345,847 1,458,790 Communication 68,707 64,628 66,775 Travel 20,881 16,961 22,185 Advertising 4,610 11,305 10,117 Operating leases 28,835 36,828 38,557 Repair and maintenance 50,203 22,534 29,473 Miscellaneous 256,495 246,471 246,035 54,856 48,531 48,531 1,418,730 1,342,230 1,342,230 72,600 66,600 66,600 37,050 30,000 30,000 14,750 14,750 14,750 38,126 38,873 37,474 31,860 29,360 29,360 258,525 241,375 263,375 Total Services lntergmernmental Excise Taxes Capital Total Other Total Mayor 75 1,744,573 1,871,9. 38,246 42,425 1 1 56,700 6,265 94,947 48,690 51,882 $ 3,170,654 $ 3„394,936 37,149 1,871,641 1,763,188 1,783,789 37,000 37, 000 37,000 37,149 37,000 37,000 37,000 ,412,725 $ 3,286,243 $ 3,355,367 266 DEPARTMENT: Mayor's Office (03) FUND: General RESPONSIBLE MANAGER: Allan Ekberg Description DIVISION: Administration FUND NUMBER: 000 POSITION: Mayor The Mayor is the Chief Executive and Administrative Officer of the City, in charge of all departments and employees as set forth by RCW 35A.12.100. The Mayor has general supervision of the administration of all City government and all City interests. it is the Mayor's responsibility to prepare and submit to the City Council a proposed budget and to serve as the official and ceremonial head of the City. The Mayor is assisted with his duties by the City Administrator, The Mayor's Office encompasses Administration, the City Attorney's Office, the City Clerk's Office, Communications & Government Relations, Economic Development, and Human Services. Expenditure Summary Expenditures By Type Salaries & Wages Personnel Benefits Supplies .Services Intergovt. Services & Taxes Capital Outlays Expenditure Total Mayor Administration Actual Projected 2016 2017 2018 $ 350,742 136,142 17,845 855,853 38,247 $ 361,124 $ 372,912 145,413 153,139 11,068 13,510 662,290 6t18,347 42,425 37,150 6,265 98,829 $1,428,586 $1,385,058 Budget 2018.2019 2020 $ 368,565 $ 391,283 $ 402,401 150,143 155,116 161,181 17,200 15,000 15,000 897,176 833923 854,524 37,000 37,000 37,000 $1,470,084 $1,432,322 $1,470,106 Percent. Change 2018R19 2019.20 6.16% 3,31% 12.79% -7,05% 0.00% 0.00% 2.'84% 3.91 % 0.00% 2,47% 0.00% 0.00%© -2.57 / 2.64% Expenditure Detail - Salaries and Benefits Salaries are based on actual costs for existing positions and include a cost of living adjustment per contract agreements. Position Description Mayor City Administrator Executive Assistant Extra Labor Department Total Mayor's 0 2018 FTE 1 2019 FTE 1 ce - Administration► 2019 Budgeted Salaries Benefits 110,770 $ 53,985 183,748 59,999 91,765 40,637 5,000 496 391,283 $ 155',116 2020 FTE. 2020 Budgeted Salaries Benefits 112,992 56,034 187,320 61,801 97,089 42,850 5,000 496 402,401 $ 161,181 267 Expenditure Detail - Supplies, Services, and Other Supplies includes office supplies and meals for meetings. Services include public defender costs, consulting, travel, memberships, among others; intergovernmental includes election and voter registration costs, among others, ayof - Administration Account Numb Actua Bud Projected 2016 2.017 2018 2018 20"19 202 000,03.512,500.31.00 Supplies - t f5ce 000,03.513,100.31,00 Supplies - Office .000E 0 43 Supplies - Meeting Me Total Supplie. 14,196 3,649 5,158 8,801 12,200 4,710 5,000 10,000 10,000 5,000 5,000 17,845 11,0 0 17,200 15,000 15,00 000, 03, 512.500.41,00 000, 03.513.100.41,01 000. 03. 513,100.41. 02 .000.03.513.100,41, 04 000, 03.513,100,41, 05 000.03, 513.100,42.00 000, 03, 513,100,43.00 000.03,513,100,45,00 000.03.513,100, 45.94 000.03, 513.'100.45.95 000,03, 513.100, 48,00 ' 000, 03, 513..100,49.00 000.03.513.100,49.01 000, 03, 513,100.49, 03 000,03,513,100,49,05 000,03, 513.100,49.51 '000,03.513.100.49,53 000. 03, 513.100, 49. 56 Total Services Prof Sws - Public Defender Costs Prof Sws -POEL Prof Sws -Strategic Plan, Washington DC consultants Prof Svcs -Scholarships Prof Sws -Tukwila Pantry donations Communication - Telecom chgs Travel - Travel for NLC. AWC conferences, SWKC Chamber events, etc, Rental - Operating Rentals and leases Rental -Equipment Replacement Fund Rental - Equipment Rental O&M R&M - Repairs for 1 copier and 2 printers Misc - Community recognition Misc - Memberships in various national, state, and local organizations and subscriptions Misc Employee appreciation Misc - Registrations: AWC and NLC meetings, other meetings and training Misc - Carpool subsidies Misc - Leasehold Tax Contracts Misc - Green initiatives 13,849 13,836 2,589 2,662 17,836 1,668 10,562 462,135 451,038 426,702 477,000 453,000 453000 32,416 13,058 2,500 121,714 157,152 125,622 180,000 140,000 140,000 13,000 10,000 10,000 10,000 413 597 17,801 3,048 1,812 591 591 18,242 22,735 3,250 819 2,890 10,000 10,000 20,000 20,000 20,000 2,600 591 22,735 3,250 5,500 61,268 60,531 64,350 ' 65,000 19,814 26,196 18,600 15,000 2,600 1,827 22,246 5,500 2,600 591 22,083 3,250 5,500 65,000 67,000 15,000 15,000 4,885 4,693 4,489 4,500 4,500 4,500 100 456 102,573 106,408 91,000 20,000 0 91,000 2,280 808,•347 897,176 833,923 854,524 000,0 000, 03.514, 900. 0 000.03,511,800,51,00 000,03, 573,9©0, 51,00 Taxes & Assmnts - Ex tnterg mm�tl Prof Svcs Intergvmmntl Prof Svcs registration costs Intergvmmntl Prof Svcs excise tax Total I me rgorre rnme Intergovernmental case tax - Election costs King County ester Liquor profits 33,109 37,235 5,137 5,190 0 32,032 32,000 5,117 5,000 32,000 32,000 5,000 5,000 47 42,425 37,150 37,000 37,000 700 000,0.594,130.64,0 Capital - Machinery & Equipme 6,2.65 Total Other 6,265 Total Supplies, Services and Other 911,944 $ 922,04 007 76 $ 885,923 906,524 268 DEPARTMENT: Mayor (03) FUND: General RESPONSIBLE MANAGER: David Cline Description DIVISION: Planning Commission FUND NUMBER: 000 POSITION: City Administrator The Planning Commission consists of seven members. The mission of the Planning Commission is to conduct public hearings on and decide land use applications or forward recommendations to the City Council. The Planning Commission also serves as the Board of Architectural Review, which reviews the design of commercial and multi -family developments. It also reviews and makes recommendations regarding the Comprehensive Plan and Zoning Regulations. Expenditure Summary Expenditures By Type Supplies =Services Expenditure Total Mayor - Planning Commission Actual Budget Projected 2016 2017.2018 2018 2019 2020 154 $ 234 $ 1,563 $ 1,000 $ 1,000 $ 1,000 571 845 1,984 2,750 1,750 1,750 725 $ 1,079 $ 3,547 $ 3,750 $ 2,750 2,750 Expenditure Detail - Supplies, Serriices, and Other Percent Change 1 2018-19 2019-20 0.00% 0.00% -36.36% 0.00% -26.67% 0.00% Supplies includes miscellaneous office supplies. Services include travel, registration memberships, among others. Mayor- Planning Commission Actual Projected 2016 2017 2018 Budget 2018 2019 2020 000.03.558.600 31,00 Supplies Office & Operating Total Supplies 4 t34 $ 1,56 1.000 000,03,558.600,41.00 Prof ass 000,03.558,600.43.00 Tra+,el - tvleals, mileage, parking for State APA conference, training, meetings 000,03,558,600.49,00 Misc - APA memberships for 7 commissioners, plus misc expenses Total Services Total Supplies, 121 234 00 1,000 1„000 450 845 1,984 500 500 500 2,250 1,250 1,250 sand Other 571 845 1,984 2,750 1,750 1,750 725 $ 1,079 $ 3,547 3,750 $ 2,750 $ 2,750 269 DEPARTMENT: Mayor (03) FUND: General RESPONSIBLE MANAGER: David Cline Description DIVISION: Equity & Social Justice Commission FUND NUMBER: 000 POSITION: City Administrator The City of Tukwila will identify and implement strategies to involve more families and children of color and other diverse populations in school and community activities. These strategies include: ♦ Promote education and understanding that accepts, appreciates, and celebrates diversity, and strives to eliminate prejudice and discrimination in the Tukwila community. ♦ Provide information, communication, and forums for better understanding and acceptance of ethnic and cultural differences. • Bring together all citizens for the purpose of making them feel welcome and part of the community. The Commission is made up of nine members and one student representative appointed by the Mayor and confirmed by the City Council. Expenditure Summary Mayor - Equity & Div ity Commission Expenditures By Type Actual Budget Percent Change 2016 2017 Projected 2018 2018 2019 2020 2018.19 2019.20 Supplies Services $ 4,643 $ 785 2,624 $ 1,625 1,850 $ 1,625 8,050 $ 500 5,500 $ 500 5,500 -69.23% -31.68% 0,00% 0,00% Expenditure Total $ 4,643 3,409 $w 3,475 $ 9,675 $ 6,000 $ 6,000 -37.98% 0.00% Expenditure Detail,. Supplies, Services, and Other Supplies includes miscellaneous office supplies. Services include program costs including grants, among others. Mayor - Equity and Social Justice Commtssr"on Account Number Actual Budge' Projected 2016 2017 2018 20113 2019 2020 000.03,513,203,'31,00 Supplies - Office & Operal 000.03.513.204.31.00 Supplies Office & Operat 785 $ 1,200 $ 1,2 75 5 7 425 425 425 425 To Supplies 78 25 600 0ii0.03.513.204,41.00 Prof Svcs - Translation services, tour planning agency fees 000.03.513.204,43,00 Travel 000,03.513.203.49.00 Misc - Equity & Diversity Commission. program costs including grants 000,03.513.204.49.00 Misc - Registrations Total Servlc 4,113 0 ; 5,050 30 2,624 1,800 2,000 5,000 5,000 500 500 500 500 4w64 2,624 0 8,050 5,500 5,500 Total Supplies, Seruices and Other 4,643 $ 3,409 $ 3,475 $ 9,675 $ 6,000 $ 6,000 270 DEPARTMENT: Mayor (03) FUND: General RESPONSIBLE MANAGER: David Cline Description DIVISION: Arts Commission FUND NUMBER: 000 POSITION: City Administrator The mission of the Tukwila is to promote all artistic and cultural activities within the City for the ultimate enjoyment of visual and performing arts by our residents, businesses, and visitors, The Commission is made up of 5-7 members and one student representative,. Expenditure Summary Mayor - Arts Commission Actual Projected Expenditures By Type 2016 2017 2018 Supplies $ 6,494 $ 11,454 $ 12,184 Seances 14,751 14,449 13,165 Expenditure Total $ 21,245 $ 25,903 $ 25,349 Expenditure Detail - Supplies, Services, and Other Budget 2018 2019 2020 $ 9,035 16,965 9,035 $ 9,035 14,465 14,465 26,000 $ 2.3,500 $ 23,500 Percent Change 2018-19 2019-20 0.fl0°I 0,00%© -14,74% 0,00% -9.62% 0.00% Supplies include office supplies and small tools, Services include advertising, grants, repair & maintenance of art work, memberships, and registrations, among others, Ya Arts arnrnission Account Numbe Actual Bud P ro)e cte d 2016 2017 2018 0 2019 2020 000.03.573.200. 1.00 Supplies - OfOce & Operating 000,03.573.200,31,01 Supplies - Special Projects 000,03.573.200.31.02 Supplies - Community Programs, Events, and Outreach 000.03,573,200.35.00 Small Tools -Instruments 6,325 $ 2,536 5,130 9,647 2,787 0 ,000 $ 1,0 8,035 8,035 Total Supplies 6,494 11,454 12,184 9,035 9,035 9,035 000.03.573.200.41.00 Prof Svcs y Ivlisc ser�s'ees including piano 2,239 400 tuning, care of artwork, etc. 000.03.573,200.41,01 Prof Svcs -- Rainier Symphony 7,000 7,000 7,000 7,000 7,000 7,000 000.03.573,200.41,03 Prof Svcs - Community Programs, Events & Outreach - funding for teaching artists, 5,900 3,300 4,702 5,000 5,000 5,000 musicians, & entertainers 000,03.573,200.44.00 Advertising - Paid ads for TAC sponsored 51 129 450 450 450 programs and events 000.03.573.200,48.00 R&M Care of artwork - - 2,500 000.03.573.200.49.00 Misc - Memberships, training, workshops 1,800 1.910 934 . 2,015 2,015 Total Services 14,751 14,449 13,165 16,965 14,465 Total Supplies, Services and other $ 21,245 $ 25,903 $ 25,349 $ 26,000 $ 23,500 2,015 14,465 23,500 271 DEPARTMENT: Mayor (03) FUND: General RESPONSIBLE MANAGER: David Cline Description DIVISION: Park Commission FUND NUMBER: 000 POSITION: City Administrator The Park Commission's foremost responsibility is to advise the Administration and City Council about recreation services and park -related issues, such as land acquisition, development, expansion, and operation. The Park Commission typically reviews proposed fees and charges and hosts meetings for neighbors of proposed parks. Expenditure Summary Expenditures By Type Supplies Services Mayor - Parks Commission Actual Projected 2016 2017 2018 433 $ 2,558 $ 1,503 1,903 650 748 Expenditure Total 2,336 $ 3,208 $ 2,251 Expenditure DetailSupplies, Services, and Other Budget 2018 2019 2020 $ 1,688 $ 1,688 $ 1,688 2,000 1,600 1,600 3,688 $ 3,288 $ 3,288 PercentChange 2018--19 2019-20 0.00% 0.00% -20.00% 0.00% 0.00% Supplies includes miscellaneous office supplies. Services include memberships, registrations, among others, Account Numbe Mayo r- Parks Commission Actual Budge Projected 2016 2017 2018 2018 2019 2020 000.03.576,800.31.00 Supplies - ©tt'Sce Operating 5 433 5 2 T upp ie 000,0'3.576,800.49,00 t ltsc • 9er workshops 433 2.558 1.503 1,688 1.6 berships, training and 1,903 650 748 2,000 1,600 1,6 Total Services 650 748 ,00t9 1,606 1,600 Total Supplies, Services grad Other $ 2,336 $ 3,208 $ 2,251 $ 3,688 $ 3,288 $ 3,28 272 DEPARTMENT: Mayor (03) FUND: General RESPONSIBLE MANAGER: David Cline Description DIVISION: Library Advisory Board FUND NUMBER: ON POSITION: City Administrator The Library Advisory Board meets monthly on library issues and serves in an advisory role to the City Council. Board members continually work for better library services for the citizens of Tukwila. The Advisory Board consists of 5-7 members and one student representative. Expenditure Summary Mayor Library Advisory Board Expenditures By Type Actual Projected 2016 2017 2018 Budget 2018 2019 2020 Percent Change 2018-19 2019-20 Supplies Services Expenditure Total 3,501 $ 3,528 $ 3,076 250 5000 $ 4,000 $ 4,000 -20,00/0 0,00% 3,501 $ 3,528 $ 3,326 5,000 $ 4,000 $ 4,000 Expenditure Detail - Supplies, Services, and Other Supplies includes miscellaneous office supplies. Mayor - Library Advisory Board -20:00% 0.00% Account Number Actual Budget Projected 2016 2017 2018 2018 2019 2020 00003,572.210,31,00 Supplies -Office & Operating Total Supplies 000,03,572,2104900 Misc Total Services 3,501 3528 S 3,076 $ 5,000 $ 4,000 $ 4,000 3,501 3,528 3,076 5,000 4,000 4,000 250 ! 250 Total Supplies, Services and Other 5 3,501 $ 3,528 $ 3,326 $ 5,000 $ 4,000 $ 4,000 273 274 DEPARTMENT: Mayor (03) FUND: General RESPONSIBLE MANAGER: Christy O'Flaherty Description DIVISION: City Clerk FUND NUMBER: 000 POSITION: City Clerk The purpose of the City Clerk's Office is to provide to the public a point of access for specific municipal service functions as the official records depository and archivist for the City. This office manages the retention and retrieval of all official City records, oversees administration of City Council meetings, including agenda coordination and development and preparation of the official minutes, Other responsibilities include oversight of the imaging system, automating legislative history, public records requests, providing reception and telephone answering services for the City, recording contracts and agreements, issuing pet licenses, and providing notary services, City Clerk staff also participate in local, state, and international associations relative to their positions. Expenditure Summary Expenditures By Type Salaries & Wages Personnel Benefits Supplies Services Capital Outlays Expenditure Tota Actual 2016 2017 Mayor City Clerk Projected 2018 63,556 $ 343,663 $ 398,249 159,823 175,348 10,161 9,364 10,391 166,443 142,952 144,378 56,700 $ 750,259 655,802 $ 728,366 Budget 2018 2019 2020 $ 413.9€75 $ 432,667 $ 449,592. 179,020 187,230 195,790 12,308 12,308 12,308 174,2.20 158,220 158,220 $ 779,453 $ 790,425 $ 815,9"10 Percent Change 2018-19 2019-20 4.53% 4.59% 0,00% -9,18% 0,00% 1,41% Expenditure Detail - Salaries and Benefits Salaries are based on actual costs for existing positions and include a cost of living adjustment per contract agreements. yor's ce - City Clerk 3,91 % 4,57%© 0,00% 0,00% 0.0©% 3.22% Position Description 201, FTE 2019 FTE 2019 Budgeted 2020 aries Benefits FTE 2020 Budgeted Salaries Benefits City Clerk Deputy City Clerk Admin Support Technician Admin Support Coordinator ,Extra Labor Department Total 2 1 1 1 2 120,159 $ 42,514 . 1 74,849 28,017 1 61,589 37,790 1 141,070 71,617 2 35,000 7,292 432,667 - $ 187,230 5 127,770 $ 45,001 79,048 29,541 63,101 39,376 144,673 74,531 35,000 7,341 449,592 $ 195,790 275 Expenditure Detail - Supplies, Services, and Other Supplies include office and operating supplies. Services include City-wide advertising, postage, security for records center, memberships, and registrations, among others. Mayor - City Clerk Account Number Actual Budget Projected 2016 2017 2018 2018 2019 2020 000.03,514,300.31.00 Supplies - Office & Operating all statuan 000.03.514,300,31.90 Supplies Central 10,161 $ 9,364 $ 10,391 $ 12,306 $ 12,308 $ 12,308 Total Supplies 10,161 9,364 10,391 12,308 .12,308 12,308 000.03.514,300.41,00 Prof Sass - 000.03.514.300,42.00 Communication Security Alarm for Records Ctr 000.03.514.300.42.02 Postage- City-wide postage 000,03,514,300.43.00 'Trawl - Trawl to WMCA, IIMC, ARMA cont. CMC & MMC and laser fiche tmgs 000,03,514.300.44.00 Advertising City-wide advertising - public hearings, call for bids, RFP/RFOs, auctions 000,03,514.300,45.00 Rental - Postage meter lease - software/hardware upgrades 000,03,514.300.48.00 R&M - Copiers, laser fiche, agenda management program 000,03.514.300.49.00 Misc - Memberships/Training - WMCA, IIMC, ARMA, King County Clerks 000,03,514.300.49.01 Printing Business cards 000.03.514,300,49,02 Microfilming, Imaging - City-wide microfilming, records purging, digitization of microfilmed docs 000.03.514.300.49.04 Recorded Documents - City-wide recording of documents 000.03.514.300.49.08 Credit Card Fees - PPI credit card fees 2,096 2,136 4,499 6,000 6,000 6,000 565 540 570 600 600 600 68,142 63,675 2,032 2,271 4,558 9,255 65,808 72,000 3,451 5,500 9,988 . 12,300 66,000 66,000 5,500 5,500 12,300 12,300 5,748 12,085 12,032 10,100 10,100 10,100 48,535 22,534 24,823 24,710 24,710 24,710 12,426 2,389 4,742 6,200 6,200 6,200 61 121 100 100 100 100 16,979 22,695 4,300 4,300 1,001 952 13,336 31,529 4,300 4,30 929 881 21,529 21,529 4,300 4,300 881 881 Total Services 443 142,962 144,378 174,220 18,220 158,220 000.03.514.300.64.00 Capital - Laserfiohe upgrades Total Other Total Supplies, Services and Other 56,700 56,700 $ 233,304 $ 152,316 $ 154,76 70,528 $ 170,528 276 DEPARTMENT. l! ayor (03) FUND: General RESPONSIBLE MANAGER: Derek Speck Description DIVISION: Economic Development FUND NUMBER: ago POSITION: Econ. Dev, Administrat The Economic Development division of the Mayor's Office leads the City's business retention. attraction and marketing efforts, facilitates commercial real estate development, and serves as a general liaison to the business community. The Division manages real estate related projects, urban renewal, tourism, and marketing. Expenditure Sum Expenditures By Type es & Wages Personnel Benefits Supplies Services Expenditure Total Mayor - Economic Actual Projected 2016 2017 2018 $ 309,672 $ 253,078 $ 257,911 82,703 69,555 71,800 1,194 464 462 46,048 61,128 41,428 velopment Budget. 2018 2019 2020 $ 259,962 $ 213,553 $ 217,922 72,178 57,674 59,160 1,000 1,000 1,000 48,750 41,000 41,000 $ 439,617 $ 384„226 $ 371,600 $ 381,890 $ 313,227 $ 319,082 Percent change 2.018-19 2019.20 -17,85% -20,09% 0.00% -15.90% 2,05% 2.58%0 0,00% 0,00% -17.98% 1.87% Expenditure Detail - Salaries and Benefits Salaries are based on actual costs for existing positions and include a cost of living adjustment per contract agreements, Position Description Economic Development Admin Economic Dev, Liaison Extra Labor Department Total Mayor's Office - Economic Development 2018 FTE 1 1 2019 FTE 2019 Budgeted'. Salaries Benefits 2020 FTE 2020 Budgeted Salaries Benefits 1 0,5 1.5 150,096 $ 39,035 55,457 17,847 8,000 793 213,553 $ 57,674 0.5 1.5 153,336 $ 39,957 56,586 18,411 8,000 793 217,922 $ 59,160 277 Expenditure Detail - Supplies, Services, and Other Supplies include office and operating supplies. Services include marketing, advertising, memberships and registrations, among others. Mayor- Economic Development Account Number 000,03,558,700.31.00 Supplies -Office and Operating Total Supplies 000.03,558.700,41,00 Prof Svcs - Economic Development Plan In'itiati e, SKCEOI: Small Business Development Center, Southside Alliance, Southcenter Marketing Partnership, Chamber of Commerce, Misc Prof Svcs 000.03.558,700.43.00 "travel - Meals, mileage, and training 000.03.558.700.44.00 Advertising - Marketing info and materials 000.03,558.700.49.00 Misc - EDC of Seattle/King County, website improvements, NW Properties website, Tuk Intl Blvd Total Services Total Supplies, Services and Other Actual Budget Projected 2016 2017 2018 1,194 $ 464 5 462 1,194 464 462 16,100 44,377 21,374 887 854 882 2,050 29,061 13,847 19,172 2018 2019 2020 1,000 $ 1,000 $ 1,000 1,000 1,000 1,000 16,000 6,000 2,000 24,750 19,000 19,000 4,000 2,000 4,000 2,000 16,000 46,048 61,128 41,428 48,750 41,000 41,000 47,242 $ 61,592 $ 41,890 $ 49,750 $ 42,000 $ 42,000 278 DEPARTMENT: Mayor (03) FUND: General RESPONSIBLE MANAGER: Rachel Turpin Description DIVISION: Attorney FUND NUMBER: 000 POSITION: Contract City Attorney The mission and primary function of the City Attorney's Office is to provide legal advice and counsel to the City Administration and City Council, to prosecute persons cited into Tukwila Municipal Court, to defend the City against claims and suits, and to approve contracts as to legal form. Expenditure Summary Expenditures By Type Salaries & Wages Personnel Benefits Supplies Services Expenditure Total Mayor - Attorney (C Actual 2016 2017 2,508 $ 2,466 224 222 4,830 2,590 523,163 659,635 530,725 $ 664,913 Projected 2018 5 6,297 572 5,314 859,781 $ 871,964 cted) 2018 Budget Percent Change 2019 2020 2018-19 2019-20 5,000 455 6,000 721,730 733,185 $ 4,000 4,000-33,33%a 706,730 706,730 -2,08% 710,730 $ 710,730 -3.06% 0.00%© 0,00% 0.00% Expenditure Detail - Supplies, Services, and Other Supplies include office supplies, Services include instructor fees, travel, equipment replacement and O&M charges, membership, and registrations, among others. Mayor -Attorney (Contracted) Account Number Actua Budge 2016 P 2017 rojected 2018 2018 2019 000,06,515.300.31.00 Supplies - Office Total Supplies 4,830 4,830 '000,06.515,300,41.00 Prof Svcs - Public Records Request initiative, courier and other services 000.06.515.300.41.01 Prof Svcs - Contracted attorney services ,000.06.515.300.41.02 Prof Svcs - Prosecution services 000.06,515,300,41.03 Prof Svcs - Special matters 000,06,515,300,45,00 Rental - Water cooler rental 000.06.515,300.48.00 R&M - Copier maintenance and repairs 000.06,515,300,49.00 Misc - Printing of specialized forms and other misc. expenses Total Services 2,590 $ 5,314 2,590 5,314 6,000 4,000 4,000 2020 4,000 4,000 36,819 9,164 6,194 10,000 10,000 10,000 324,600 368,322 376,597 371,830 402,230 402,230 150,966 180,000 183,600 185,400 162,000 162,000 10,778 98,061 289,599 150,000 128,000 128,000 2,862 1,387 2,100 2,100 2,100 1,400 1,400 1,400 1,400 1,226 1,004 : 1,000 1,000 1,000 Total Supplies, Services and Other 523,163 659,635 859,781 721,730 706,730 706,730 27,993 $ 662,225 865,095 $ 727,,730 $ 710,730 $ 710,730 279 280 City of Tukwila Allan Ekberg, Mayor INFORMATIONAL MEMORANDUM TO: Finance Co rnr ittee FROM, Rachel Bianchi, Deputy City Administrator CC: Mayor Ekberg DATE. October 10, 2018 SUBJECT: Administrative Services and Funds 502 & 503 Proposed 2019/2020 Budgets ISSUE City departments are developing their proposals for the 2019/2020 biennial budget while also incorporating methods of Priority Based Budgeting (PBB). The 2019/2020bienniel budget will include general fund budgets allocated to programs, The City Council requested that individual departmental budgets be presented to its standing committees as they become available. BACKGROUND The Administration recently formed the Administrative Services Department to better support internal services in the City and cross department efforts that affect and include a variety of expertise, individuals and issues, The Administrative Services Department includes Communications, Community Engagement, Human Services and Human Resources, and combining them into one department provides additional support to all of these key City services, DISCUSSION Administrative Services Combining the various functions and services discussed above allowed efficiencies to be found, and the overall budget for 2019 is 3.7% less than what was budgeted for the functions in 2018. All positions are fully funded, including the currently vacant Human Resources Director. A process for filling this role is currently being developed and will be implemented in the near future. This budget keeps the City's commitment to providing superior Human Services to our residents and funds these programs at the same level as the last biennium, including the $50,000 per year increase proposed and passed by the Council in the 2017/2018 budget. Through a detailed Request for Proposal (RFP) process and deliberation by the Human Services Advisory Board, 34 programs were chosen for funding. Human Services funding continues to be prioritized for Housing, Wellness, Food Security and Support for Independence. Salaries and Benefits This department anticipates a decline in salaries and benefits in 2019 over the 2018 budget. 2020 should see an increase due to contractual obligations and changes in healthcare costs, Supplies and Services Supplies and services were reduced by 12.19% and 6.74% respectively. The largest portion of the reduction in services is due to the anticipated amount received for the Community Development Block Grant (CDBG) that funds the Minor Home Repair program. While the City budgeted $130,000 per year in the 2017/2018 budget, the funding did not come in at that level, and the current budget of $90,000 per year is more realistic. It is important to remember that CDBG funds are pass through dollars, most of which goes to the other partner cities that Tukwila partners with to administer this program. 281 INFORMATIONAL MEMO Page 2 Fund 502 This fund covers the City's self -insured healthcare plan. All of the anticipated costs are fully covered in this plan, including the IBNR reserve at more than 25 times the anticipated need each year in the biennium. Instead of looking at two to three years of data, the City has looked at the past ten years to better determine an approach to reduce plan overfunding and achieve balance between annual premium changes and maintenance of reserve levels. As such, the City will be contributing 5% per year to level out the fund accordingly. Fund 503 This fund covers the City's LEOFF I retiree self -insured healthcare plan. The budget has been reduced from the 2018 budgeted amount to better reflect actual expenses and is funded to the level recommended by the City's broker and actuary. RECOMMENDATION Staff is seeking the Finance Committee's feedback on the proposed Administrative Services budget and direction to forward it to the Committee of the Whole for consensus on October 22, 2018. ATTACHMENTS Proposed Administrative Services Budget Proposed Fund 502 — Self -Insured Healthcare Plan Budget Proposed Fund 503 LEOFF I Retiree Self -Insured Healthcare Budget 282 W:120 Ir [o MemosiAdrnin Services Budget Memo.doc Administrative Services Deputy City Administrator (1) Human Resourc Director (1) i ieman Resources Analyst/Civil Service Examiner (1) uman Resources Analyst (1) rr�ar Resources Technician (1) Community Engagement Manager (1) Human Services Coordinator (1) Web Comn unications (1) Design Communications (1) Human Services Specialist (1) 283 284 DEPARTMENT: Administrative Services (04) FUND: General RESPONSIBLE MANAGER: Rachel Bianchi Description FUND NUMBER: 000 POSITION: Deputy City Administrator The Administrative Services department provides communications, human services, community engagement and human resources services to the Tukwila community. The department supports the work of other City departments in these efforts and leads inter -departmental efforts on a variety of special issues and projects, including the City's Public Safety Plan. 2017-2018 Accomplishments • Implementation of the Public Safety Plan, including acquisition of property, facilities design and engineering, and mutual agreement with business owners, as well as community engagement on the Plan's progress through open houses, online platforms and other methods. Strategic Goals 2, 4 & 5. 1 Continued to strengthen communications and community engagement efforts through expanded Community Connectors program, ongoing variety of communications platforms, successful high school internship program, and staffing of the Equity and Social Justice Commission. Strategic Goal 5. • Ensuring stronger alignment with the community through a refresh of the City's Strategic Plan, development and implementation of a City Equity Policy, and Human Services Strategic Plan. Strategic Goal 1, 2, 4 and 5. • Supporting the most vulnerable and improving the community with a 30% increase in direct Human Services supporting housing, independence, vocational support, overall physical and mental health and food security; leveraging regional partnerships and other funds to benefit residents and the broader community. Strategic Goals 1, 2 & 5. 2019-2020 Outcome Goals • Continued implementation of the Public Safety Plan; Fire Station 51 and Justice Center substantially complete; ongoing community engagement around the Plan. Strategic Goals 2, 4 & 5. • Additional communications platforms brought online, use of translation and transcreation increased, ongoing implementation of the City Equity Policy. Strategic Goal I, 2, 4 and 5. • Continue to implement the Human Services Strategic plan, streamline intake processes, contracts and forms to allow for more time for direct services to residents, continue to leverage regional partnerships and outside funding to benefit residents and the broader community. Strategic Goals 1, 2 & 5. 285 2019.2020 Indicators of Success ♦ Continued implementation of the Strategic Plan Goals and City Equity Policy. ♦ Communications tools and vehicles are relevant, diverse and timely. ♦ Leverage local and regional partnerships on behalf of the City's residents and guests. Department Detail Staffing and Expenditure by Program PROGRAMS Communications Housing Physical/Mental/Dental Well-Bei ng abor Relations Support for Independence inor Home Repair Public Safety Plan HR General Administration Classifcati on/Compensation Recruitment Internal Communications Performance Management/Training, Community Engagement Health & Safety Food Insecurity Policy Development/Compliance Civil Service Compliance Benefit Plan Management Accounts Payable/Budget Preparation School District Regional Collaboration Training Government Relations Equity Tukwila Works Emergency Preparedness/Response PROGRAM TOTALS FTE 1,58 1,03 0.23 0.71 0,08 0,18 0,53 0.56 0,50 0,56 0.61 0.46 0,23 0,35 0.13 0.30 0.30 0.30 0.33 0,30 0.23 0.20 0.13 0.08 0.05 0.03 10.00 2019 238,329 230,486 173,381 142,163 123,371 116,085 95,975 89,622 86,528 81,781 75,687 72,040 68,646 63,645 63,394 57,278 55,060 53,812 40,791 41,600 34, 81.4 27,586 25,911 20,049 10,041 5,884 2,111, 510 BUDGET % of Total Budget 11.3% 10.9% 8.2%© 6.7% 5.8% 5,5% 4.5%© 4,2% 4.1% 3.9% 3,6% 3.4% 3.3% 3.0% 3.0% 2, 7% 2.6% 2,5% 1, 9% 2.0% 1.6% 1.3% 1.2% 0.9% 0.5% 0.3% "Priority Based Budgeting was implemented beginning with the 2019 - 2020 biennium budget. Therefore, no historical data is available. 2020.% of Tota Budget 261,311 12.0% 236,278 10.8% 174,495 8.0% 147,969 6.8©%© 123,839 5,7% 117,767 5,4% 101,568 4.7% 90,334 4.1% 90,135 4,1% 82,696 3.8% 82,954 3,8% 73,244 3.4% 70,772 3.2% 65,183 3,0% 64,301 3, 0% 59,710 2.7% 55,733 2.6% 55,906 2,6% 48,522 2,2% 43,904 !, 2.0% 36,310 1.7% 28,862 1.3©% 27,432 1.3% 20,854 1.0%© 10,626 0.5% 6,248 0% YEAR PERCENT 2019-20 9.64% 2, 51% 0.64% 4.08% 0.38% 1.45% 5.83% 0.80% 4.17% 1.12% 9, 60% 1,67% 3.10% 2,42% 1.43©% 4.25% 1.22% 3..89©% 18, 95©% 5.54% 4.30% 4.62©% 5,87% 4.01% 5.82% 6.19©% 2,178,952 100% 3,2% 286 Program Descriptions Communications: Digital communications include all digital forms of media, such as the website, social media, video production, Channel 21, etc. Digital communications can be internal or external. Also includes communications strategies targeted to the media, the community, and the public at large. Media/external communications work includes issuing press releases, the City pages of the Tukwila Reporter, the City's social media pages, etc. Media/external communications can be digital and/or print. Housing: Funding for and approval/referrals to agencies that provide administration of rent/utility financial assistance, shelter, or other housing assistance (including hygiene/clothing tangibles). Physical/Mental/Dental Well -Being: Funding for and referrals to agencies that provide physical health, mental health and dental services. Labor Relations: Contract/collective bargaining negotiations. Complaints, grievances, investigations. Support for Independence: Funding for and referrals to agencies that help people live independently, support empowered decision -making that focuses on stability and self-sufficiency. Minor Home Repair: Tukwila serves as the fiscal agent for the Minor Home Repair Program for the Cities of Tukwila, SeaTac, Covington and Des Moines. On an annual basis, Tukwila applies for the Federal CDBG funds on behalf of the four cities, that are distributed through King County. None of the cities are large enough to receive a direct allocation. Minor home repair assists very low to moderate income homeowners with repairs addressing conditions such as minor plumbing and electrical issues, and health and safety repairs, Public Safety Plan: in November 2016, Tukwila voters passed a public safety bond to fund three new fire stations, fire apparatus for 20 years, and a justice center for police and courts. In addition, the City is committing general and utility funds for a new public works facility. The purpose is to replace aging facilities that no longer meet the functional, safety, and regulatory needs of our first responders. The last building is scheduled to be completed in 2022. HR General Administration: Administrative duties supporting the Human Resources department. Classification/Compensation: Job descriptions, rep and non -rep Recruitment: Recruitment for non -Police and Fire, NeoGov. Internal Communications: Internal communications includes communications strategies targeted at City employees about internal projects and programs such as finance deadlines, technology updates, records management, etc., and how community facing programs and projects may affect day-to-day work in different departments. Internal Communications can be digital and/or print, Performance Management/Trainin_g: Tracking evaluations; record keeping. Training. Community Engagement: Community Connectors, future civic engagement projects. Tukwila's Community Connectors Program improves outreach to communities historically underrepresented in civic processes by utilizing members from these communities to act as liaisons from their community to the City and civic processes. Health & Safety: Accident prevention plan, safety plan. Employee injury/illness reports, Training. 287 Food Insecurity: Funding for and referrals to agencies that provide food assistance, creation/distribution of emergency snack bags distributed by Human Services. Policy Development/Compliance: Duties related to the development of Human Resources policies as well as ensuring compliance, Civil Service Compliance: Recruitment, testing and hiring for Police and Fire. Benefit Plan Management: Managing health, retirement and other benefits. Claims processing, Accounts Payable/Budget Preparation: Processing of invoices for payment and preparing and monitoring department biennial budget, School District: The City values the youth in our community, and desires that they succeed, Programs and partnerships with our local schools include the high school internship program, support for youth workforce development, and college/trade school scholarships, school based mental health support. Regional Collaboration: In addition to collaborating with other government entities, the City maintains close relationships and partnerships with nonprofit organizations, businesses, and other community groups in the region to provide services to our residents, businesses, and visitors. Training: Staff development training. Government Relations: The City works with many other government entities, including the Metropolitan Park District, the Port of Seattle, King County, tribal governments, state and federal governments. These relationships are important to maintain and require strong communication skills and knowledge of laws and regulations to be successful. Equity: The City has a strong commitment to equity in city government, and they desire that all residents, visitors and employees have the opportunity to reach their full potential, Societal, environmental, and legal factors, both historic and present-day, have resulted in inequitable access to opportunities and services for some individuals and groups of people, To that end, the City has formed an Equity Team that is open to all City employees interested in learning more about equity. The City formed the Equity and Diversity Commission in 1990, now named the Equity and Social Justice Commission, The City has also held several formal and informal trainings on equity issues. Most recently, the City adopted an Equity Policy, and is currently working on developing and implementation plan for that policy, Tukwila Works: Tukwila works is an online reporting tool that allows residents, businesses, visitors„ and employees to report and track non -emergency issues through the City's website or via a smartphone app. Tukwila Works currently tracks the following issue types: Animal Control, Camping, Code Enforcement (both private and public property), Garbage/Debris, Graffiti, Illegal Parking, Overgrown Brush/Trees, Potholes, Rental Property Concerns, Speeding or Traffic Complaints, Stormwater/Sewer Issues, Traffic Signal/Traffic Sign Issues, Tukwila Parks issues, Other. Issues are sent directly to the appropriate City employee and tracked until the issue is closed, Emergency Preparedness/Response: Time spent preparing for and communicating with the public and employees about emergencies. 288 Budget Change Discussion: The Administrative Services Department is new in the 2019-2020 budget and was created out of the merger between an existing department {Human Resources) and a division of the Mayor's Office (Community Services and Engagement). There were no new staff added in the creation of this department. Salaries & Benefits COLA increases were applied to salaries, and benefits were adjusted to account for changes in healthcare and retirement.. Supplies and Services Budgeted expenditures were reduced for various line items in an effort to bring them in line with actual expenditure levels. These reductions resulted in 12.2% and 6.8% decrease from the previous budget in supplies and services, respectively. Expenditure Summary Administrative Services Expenditures By Type Salaries & Wages Personnel Benefits Supplies Serr%ces Department Total Actual 2016 2017 2 ed 5 82.9,539 $ 893.302 $ 867,689 299,365 326,292 338,846 31,957 19,403 27,780 728,803 727,775 7 64,382 2018 d 2019 2020 $ 969,965 $ 957,494 $ 1,005,702 387,921 377,402 396,636 27,205 2.3,888 23,888 7,103 752,725 752,725 2,111,509 $ 2 Administrative Services Percent Change 2018-19 2019-2020 -1.29% 5.03% -2.71% 5.10% -12.119 % 0.000/ -6.74% 0.00% 3.68% 3.19% Expenditures By Type Administration Human Resources Community Services and Engagement Department Total Actua Budge 2016. Projected 2018 2018 Percent Charlie 2019 2020 2018-19 2019-2020. - $ - $ 647,426 656,847 1,242,242 1„309,926 646,447 $ 728,083 1,464,111 207,345 $ 221,92 693,636 720,91 1,210.529 1,236.12 0.00% -4,73% -17.32% 7, 03% 3.93% 2.11% 9 $ 1,966,773 $ 1„964,382 2,192,194 5 2,111,5509 5 2,178, -3.68% 289 Expenditure Detail - Salaries and Benefits Salaries are based on actual costs for existing po Position Description Deputy City Administrator Human Resources Director Human Resources Analyst Human Resources Technician Community Engagement Manager Program Coordinator Admin Support Coordinator Admin Support Specialist Program Manager Extra Labor 2018 FTE 0 1 2 1 1 0 0 2 ions and include a cost of living adjustment. Administrative Services 2019 FTE 1 1 2 1 1 1 2 2019 Budgeted 2020 Salaries Benefits FTE 150,730 $ 56,615 133,488 53,357 196.747 71,015 73.605 32,574 103,229 43,084 93,772 36,902 141,826 63,112 53,096 19,654 11,000 1,090 1 1 2 1 1 1 2 1 0 2020 Budgeted Salaries Benefits 161,745 143,769 204,484 75,048 109,604 1 00, 317 145,303 54,432 11,000 $ 60,176 56,781 74,203 33,774 45,517 39,146 65,564 20,384 Department Total 10 10 Expenditure Detail r Supplies, Services and Other 957,494 $ 377,402 10 Supplies include office and meeting supplies, meals and refreshment travel, subscriptions and memberships, among others. Administrative Ser-vies $ 1,006,702 $ 96,636 for meetings; services include, Account Name Actual Projected 2016 2017 2018 2018 Budget 2019 2020 Salaries 'Extra Labor FICA Pension Industrial Insurance Healthcare Total Salaries & Benefits Supplies Total Supplies Professional services Communication Travel Advertising operating leases Repair and maintenance Miscellaneous Total Services 822,699 6,840 59,728 90,384 2,585 146,672 $ 889,492 3,810 64,943 102,661 2,545 156,144 $ 861,466 $ 6,223 65,246 111,290 2,783 159,527 ,128, 908 1,219 594 1,206 536 25,426 $ 19,403 $ 27,780 957 19,403 27,,780 542,241 27,168 4,105 6,541 7,653 2,790 138,304 519,867 19,658 8,044 3,170 8,170 2,994 165,871 $ 552,651 $ 31,809 5,509 6,526 13,439 18,267 101,866 957,933 $ 11,50© 70,752 115,015 3,903 198,251 946,494 11,000 73,260 120,574 3,605 179,962 994,702. 11,000 76,995 126,725 3,956 188,961 4, 896 1,402, 339 21,705 $ 23,888 $ 23,888 27,205 567,045 40,050 7,500 11,250 9,108 17,500 154,650 23,888 23, $ 567,045 40,000 6,500 8,500 7,500 9,230 113,950 $ 567,045 40,000 6,500 8,500 7,500 9,230 113,950 Total Parks and Recreation 728,803 727,775 730,067 89,669 1, 966, 773 1,964,382 807,103 2,192,194 752,725 752,725 2,111,509 2,178,952 290 DEPARTMENT Administrative Services (04) FUND: General RESPONSIBLE MANAGER: Rachel Bianchi Description DIVISION; Administration FUND NUMBER: 000 POSITION: Deputy City Administrator The Administrative Services department provides communications, human services, community engagement and human resources services to the Tukwila community. The department supports the work of other City departments in these efforts and leads inter -departmental efforts on a variety of special issues and projects, including the City's Public Safety Plan, Expenditure Summary Administrative Services - Adminis Actual a Budget Percent Change Projected Expenditures By Type 2016 2017 2018 aries & Wages $ $ Personnel Benefits Supplies Seri e 2018 2019 2020 2018-19 2019-2020 150,730 $ 161,745 0.00% 7.31% 56,615 60,176 0,00% 6,29% 0,00% 0,00% 0,00% 0,00% Department To 207,345 $ 221,921 0.00% 7,03% Expenditure Detail - Salaries and Benefits Salaries are based on actual costs for existing positions and include a cost of living adjustment. Administrative Services -Administration Posilb n Description Deputy City Adrninistrst© Department T 0 2019 FTE 2019 Budgeted Salaries Benefits 150,730 $ 56,615 2020 FTE 150,730 $ 56,615. 1 2020 Budgeted Salaries Benefits 745 $ 60,176 161,745 $ 60,17 291 292 DEPARTMENT: Administrative Services (04) FUND: General RESPONSIBLE MANAGER: Rachel Bianchi Description DIVISION: Human. Resources FUND NUMBER: 000 POSITION: Deputy City Administrator Human Resources provides internal support services in the areas of classification/compensation, benefit administration, labor and employee relations, civil service, recruitment and hiring, performance management, organizational development, training and professional development. Expenditure Summary Administrative Services- Human Resources Expenditures By Type SS ages Personnel Benefits Suppies Department Total Actual Projected 2016 2017 2018 403,941 $ 401,717 $ 381,199 135,420 137,269 9,337 12,861 98,729 105,000 135,225 121,940 647,426 $ 656,847 $ 646,447 2018 419,405 5 164,728 11,017 2,933 Budget. 409,840 $ 157,540 7,700 118,555 728,083 $' 693,636 $ Percent Chan 2020 2018-19 2019-2020 -2,28% 4,75% -4.3655 4,96% 30.11s% 0,00% -10,82% 0.00% 720 910 -4.73% 3.93%! 429,301 165,354 7,700 118,555 Expenditure Detail - Salaries and Benefits Salaries are based on actual costs for existing positions and include a cost of living adjustment per contract agreements, r0 iption Human Resources Director k urnman Resources Analyst Human Resources Technician 'xtra Labor Department Tota l Administrative Services - Hu r tan Resourc 2 7 1 $ 14'3763 ,7 196,747 71,015 2 204,484 74,203 73,605 32,574 1 75,048 33,774 5 6,000 595 409 84© IS7,54C1 4 429,3Qt 165354 293 Expenditure Detail - Supplies, Services and Other Supplies include office and safety supplies, meals and refreshments for meetings; services include labor relations professional services, employee assistance program, public safety testing, software maintenance, equipment repair, travel, subscriptions and memberships, among others. Administrative Services - Human Resources Account Number Actual Projected 2016 2017 2018 Budget 2018 2019 2020 000,04.518,100,31,00 Supplies - Office 6,918 $ 9,629 $ 4,199 000.04.518,100,31.02 Supplies - Safety 906 1,003 104 000.04.518,110,31,00 Supplies -Office and Operating 122 675 389 000.04,518.110,31 43 Supplies - Meals and Refreshments 1,390 1,554 3,392 $ 6,917 S 5,500 $ 5,500 1,500 1,000 1,000 1,000 500 500 1,600 700 700 Total Supplies 9,337 12,861 8,083 11,017 7,700 7,700 000,04.518.100,41,00 Prof Svcs - Misc training, instigations, and background check and fees 000,04.518.100.41.02 Prof Svcs - General safety and training 000,04.518,100,41,03 Prof Svcs - Labor relations, negotiations/mediations for bargaining units and potential grievances and/or Civil Service hearings 000.04,518,100,41.04 Prof Svcs - Employee Assistance Program 000,04,518,100.41,05 Prof Svcs - NEOGOV Software 000.04.518.100.42,00 Communication - Postage 000.04,518.100.43.00 Travel - Meals, Parking, Mileage, Lodging for WAPELRA and NPELRA 000.04,518.100A4.00 Advertising - Advertising job openings 000,04.518,100.45.00 Rental - Rentals/leases 000.04.518.100.48.00 R&M - Eden software, copier maintenance 000,04.518,100,49.00 Misc - Citywide anti -harassment training 000,04,518,100.49,01 Misc - Annual memberships for various organizations 000,04,518,100.49,02 Misc - Printing of department forms and new employee packets !000,04.518.100.49,03 Misc - Registrations for conferences and training 1,000.04.518.110,41.00 Prof Svcs - Public Safety Testing quarterly fees, Promotional Testing Fees, Legal Fees 000,04.518.110,44.00 Advertising - Advertising for non- commissioned, lateral police and firefighters positions 000,04,518,110,45.00 Rental - Room rentals and other expenses for testing for non-commissioned positions 000.04.518.110.49.00 Misc - Conference registration for Commissioners 34,676 3,805' 20,022 600 4,085 2,426 10,108 47,287 39,823 8,790 4,768 8,550 6,801 9,500 50 943 1,234 1,354 6,541 3,133 2,087 2,328 2,790 2,994 (160) 8,609 5,576 1,593 11,229 856 972 630 123 598 2,395 2,000 20,578 20,252 20,184 1,650 2,785 354 751 Total Services 98,729 105,000 121,940 30,000 30,000 30,000 2,500 1,000 1,000 25,000 25,000 25,000 9,075 9,075 9,075 9,500 13,000 13,000 50 3,000 2,000 2,000 6,000 3,500 3,500 2,108 500 500 15,500 7,230 7,230 - - 1,200 500 2,000 1,000 1,000 2,000 2,000 22,500 20,500 20,500 250 3,000 3,000 3,000 750 750 750 132,933 118,555 118,555 Total Supplies, Services and Other $ 108,066 $ 117,861 $ 130,023 $ 143,950 $ 126,255 $ 126,255 294 DEPARTMENT: Administrative Services (04) DIVISION: Community Services and Engagemen FUND: General FUND NUM ER: 00 RESPONSIBLE MANAGER: Rachel Bianchi POSITION: Deputy City Administrator Description The mission of Community Services and Engagement is to support the well-being of Tukwila's residents by assisting residents to access human services; funding programs to address prioritized gaps and needs; leveraging community resources and partnerships; and working regionally to generate solutions that contribute to a thriving community. The office also manages a Minor Housing Repair program. The Division is also responsible for ensuring accurate, timely, and effective communications with Tukwila's residents, businesses, visitors, and employees, as well as the media. The Community Services and Engagement supports every City department to inform stakeholders of key issues and events, and to help find and tell the great stories within the City of Tukwila. Serving a diverse community, the Division ensures a broad use of communication methods and encourages two-way communications and feedback, with the goal of encouraging a true conversation within our community. Expenditure Summary Expenditures By Type Salaries & Wages Personnel Benefits Supplies SerNcos Administrative Services - Community Services and Engagement Actual Budget hang 2016 Projected 2017 2018 425,598 $ 491,585 $ 486,490 163,949 189,024 203,622 22,621 6,542 19,697 630,075 622,775 608,127 2018 2019 2020 550,560 $ 396,923 $ 414,656 223,193 163,247 171,107 16,188 16,188 16,188 674,170 634,170 634,170 2018.19 2019-I202.0 -27,91% -26.86% 0.00% -5,93% 4.47% 4.81% 0,00%, 0.00% Department Total $ 1,242,242 $ 1,309,926 $ 1,317,936 Expenditure Detail - Salaries and Benefits Adminis,! $ 1,464,111 $ 1,210,529 $ 1,236,121 lye Services - Community Se s and Engagement -17,32% 2,11% ;Position Description Community Engagement Manager Program Coordinator Admin Support Coordinator Admin Support Specialist Program Manager Extra Labor Department Total 2018 FTE 2019 FTE 1 1 0 1 3 2 0 1 2 0 6 2019 Budgeted Salaries Benefits 103,229 $ 43,084 93,772 36,902 141,826 63,112 53,096 19,654 5,000 496 396,92 163,247 2020 2020 Budgeted FTE Salaries Benefits 1 1 2 1 0 109,604 $ 45,517 100,317 39,146 145,303 65,564 54,432 20,384 5,000 496 414,656 $ 171,107 295 Expenditure Detail - Supplies, Services and Other Administrative Services - Community Services and Engagement Account Number Actual udget Projected 2016 2017 2018 2 2019 2020 000, 03.518,110, 31, 00 000,03,518.110, 35, 00 '000,03,557.201.31.00 Total Supplies Supplies - Office & Operating Supplies - Human Services Small Tools & Minor Equipment - Video equipment, etc. 6,532 1,072 ,017 $ 4,914 $ 14,197 1,628 5,500 9,000 $ 10,688 $ 10,688 5,500 1,688 5,500 5,500 ' 22,621 6, 542 19,697 16,188 16,188 16,188 000, 03.518.110, 41,00 000.03, 518.110,42, 00 000.03.518,110,43.00 000, 03, 518.110, 44. 00 000.03, 518.110.45.00 000, 03, 518,110,48, 00 000.03. 518.110.49.00 000. 03, 518.110.49, 01 [ 000, 03, 518,110.49. 03 000. 03. 518.110, 49.05 000.03.557.201,41, 00 000.03„557,201.43,00 000, 03 557.201 49 00 000.03.557.201.49.0 `000.03,557:202.4 Total Services Total Supplies, Prof Svcs - Website assistance Communication - Postage, translation, banners, etc. Travel -Mileage, parking, other travel for events Advertising - Tukwila Reporter Rental - Video equipment R&M Misc equipment as needed Misc - Memberships, training and workshops Misc •- Memberships, dues and subscriptions Misc - Printing and Binding Misc - Registrations Prof Svcs - Information and Referral: crisis lines, capacity building; Positive, and Healthy Relationships: mental health counseling, substance abuse, sexual abuse, family support services; Support for. Self -Sufficiency: aging in place, legal support eviction prevention, neighborhood legal clinics; Safety Net: homeless shelters, domestic violence support services, food banks, medical, dental, financial eviction preention, Travel - Parking for various meetings - regional and sub -regional Misc - Associations, registrations, professional development, translation, childcare Misc - Human Services Commission mtgs, food, program registrations, materials 01 Misc - CDBG pass through funding for rotor home repair program and Other 3,250 ,739 30,424 35,000 35,000 35,000 27,168 19,658 31,759 40,000 40,000 40,000 2,920 6,792 15,537 50 5,959 590 455,690 38 3,057 20,718 112 2,920 408,932 3,626 4,000 950 11,845 7,038 5,000 4,000 2,000 10,364 5,000 2,000 4,000 4,000 5,000 4,000 2,000 5,000 4,000 2,000 5,000 5,000 8,000 8,000 1,783 2,000 2,000 2,000 423,470 433,470 433,470 433,470 243 18 529 500 500 500 660 407 4, 530 4,700 4,700 4,700 500 500 500 500 114,092 129,385 79,309 130,000 90,000 90,000 0,075 622,775 608,12.7 674,170 634,170 634,170 $ 652,695 5 629,317 $ 627,824 $ 690,358 $ 650,358 $ 650,358 296 DEPARTMENT: Finance FUND: Self Insured Healthcare Plan RESPONSIBLE MANAGER: Peggy McCarthy Description FUND NUMBER: 502 POSITION: Finance Director This fund accounts for the City's self -insured healthcare plan. This fund receives contributions on behalf of the employees through premiums charged to their respective organization units. Healthcare claims, program administrative fees and a Wellness Program are expensed in this fund. 2017-2018 Accomplishments ♦ Made changes in funding level to reduce plan overfunding and achieve balance between annual premium charges and maintenance of reserve levels. Strategic Goal 4 2019-2020 Outcome Goals ♦ Monitor fund balance to ensure adequate balance between annual premium charges and maintenance of reserve levels. Strategic Goal 4 ♦ implement new State paid family leave act. Strategic Goal 4 2019-2020 Indicators of Succes ♦ A premium structure that adequately funds the plan and maintains a smooth and predictable premium trajectory is achieved. Strategic Goal 4 ♦ A balance is maintained between Plan benefits and City priorities. Strategic Goal 5 297 Revenue and Expense Summary perating Re+enue Employer Trust Cantrbutions Employee Contributions Employee Benefit Programs vestment Earnings Total Operating Revenue 2016 Self Insured Healthca Actual Projected 2017 2018 8,549 S 5,729,693 114,244 2,344 1,582 22,288 55,442 Plan Budget Percent Change 2 2019 2020 6,474,405 $ 6,157,653 $ 6,465,56 105,346 77,000 349,024 366,39 1,280 1,200 1,200 1,200 56,246 96,000 55,995 56,274 5,451,214 5,900,960 5,926,406 6,648,605 6,563,872 6,889,43 2018-19 2019-20 -4,89°/0 5.00% 353.28% 4.98% 0.005''0 0,00% -41.67% 0.50% -1,27% 4.96% Operating Expenses Self -Insured Medical Claims Dental Claims Prescription Claims Vision Claims Stop Loss Reimbursements TPA Admin Fees Excess Loss Premiums IBNR Adjustment Professional Services Miscellaneous Wellness Program Total Operating Expenses direct cost allocatio Expenses 3,542,958 4,009,657 3,792,418 4,424,000 4,353,129 603,736 584,822 528,631 583,978 567,061 1,123,821 1,048,018 1,000,331 1,084,400 1,007,556 32,726 28,120 13,182 32,300 30,777 (105,351) (68,255) (193,695j (75,750) 203,538 158,995 134,328 237,200 379,705 385,397 402,642 564,350 17,750 117,750 28,076 16,105 32,000 4,891 3,850 7,000 22,526 18,000 18,000 18,000 27,777 3,013 5,703 7,626 6,202,247 166,070 482,807 48,900 2,204 4,723,375 590,87 1,124,432 31,854 169,391 519,500 48,70 35,60 2,26 18,00 733,543 7,025,228 6,761,703 7,263,99 120,793 123,117 125,579 6,325,364 7,150,807 6,904,662 7 2 2 Beginning Fund Balance Change in Fund Balance Ending Fund Balance Unrestricted iBNR reserve 1,981,939 1,494,824 1,070,420 (487,115) (424,404) 67,284 1,494,824 $ 1,070,420 $ 1,137,704 -1,60% -2.90% -7, 09% -4,72% 0,00% -29.99% -14,45% -58.47% 166,25% -68, 51 % 0,00% -3.75% 8.51% 4,20% 11, 60% 3, 50% 0.00% 2.005%% 7,60% -0,41 % -58.22% 2. 90% 0.00% 7.43% 125,579 142,659 148,106 13.84°l0 3.6 2 1 51.48 °Ja 2,344,927 1, 37,704 796,914 (502,202) (340,790) (522,668) -32.14% 53.37% $ 1,842,725 $ 796,914 $ 274,247-56,75% 7,35°i 1,494,824 1,070,420 1,137,704 1,858,250 1,858,250 1,533,750 1,842,725 796.914 274,247 2,186,250 1,656,000 1,777,750 -29.95V -56.75% -24,25% 7,35% -3,44° '`0 04 298 502. 00, 517. 370, 25, 01 502.00.517. 370.25.02 502, 00.517.370, 25,03 5'02.00,517, 370, 25.04 2,00.517.370.25.05 542, 00, 517.370,25.06 502, 00.517.370.25.07 502, 00.517, 370.25,10 Total Ben Expenditure Detail - Benefits and Services Employee benefits costs include medical, vision, and dental claims for all employees and dependents. Services includes broker fees, other healthcare plan fees, and Wellness program costs. Account Numb Self Insured Healthcare Plan Actual ud Projected 2016 2017 2018 2018 2019 2020 502,00,517,37C1.25.00 Benefits m Self insured medical claim Benefits - Dental claims Benefits - Prescription claims Benefits Vision claims Benefits - Stop loss reimbursements Benefits - Prescription fees Benefits -'TPD Admin fees Benefits _ Excess loss premiums Benefts - IBNR adjustment 502,00.517.370.41.00 Prof S\cs - Broker fees 502.00,517.370.49.00 Misc - Other healthcare plan fees 02,00,517,900,49,01 Misc - Wellness program 3,542,958 34,009,657 $3,792,418 $4,424,000 34,353,129 34,723,375 603,736 584,822 528,631 583,978 567,061 590,878 1,123,821 1,048,018 1,000,331 1,084,400 1,007,556 1,124.432 32,726 28,120 13,182 32,300 30,777 31,854 (105,351) (68,255) (193,695) (75,750) 203,538 158,995 134,328 237,200 1666,070 169,391 379,705 385,397 402,642 564,350 482,807 519,500 17,750 117,750 48,900 48,700 46,754 5,698,587 6,968,228 27,777 2, 3,013 4,891 3,850 7,000 2,204 2,268 22,526 18,000 18,000 18, 000 18,000 Total Services Total Benefits and 36,493 299 This page intentionally left blank 300 DEPARTMENT: Finance FUND: LEOFF I Retiree Self -Insured Healthcare Plan. RESPONSIBLE MANAGER: Peggy McCarthy Description DIVISION: N/A FUND NUMBER: 503 POSITION: Finance Director This fund accounts for the City's self -insured healthcare plan for Law Enforcement Officers and Fire Fighters (LEOFF l) retirees. This fund receives contributions on behalf of retired LEOFF I employees through their respective organization units. Healthcare claims and program administrative fees are expensed in this fund. 2017-2018 Accomplishments ♦ Optimize use of Medicare insurance coverage to manage plan costs. Strategic Goal 4 2019-2.020 Outcome Goals ♦ Continue to analyze and revise funding structure to achieve a smooth and predictable premium trend. Strategic Goal 4 2019-2020 Indicators of Success ♦ A smooth funding trend is achieved. Strategic Goa! 4 ♦ Reserves levels are maintained. Strategic Goa/ 4 ♦ Costs are managed and stabilized. Strategic Goal 4 301 Revenue and Expense Summary OFF I Self Insured Healthcare Plan Operating Revenue Employer Trust Contributions Investment Earnings Total Operating Revenue Actual udt4et Percent C'a Projected 2017 2018 630,444 253.445 250,336 569 (5,621) 2,2_1_7 631„012 247,824 252,53 2018 2019 2020 2018-19 2019-20 265,000 265,000 265,000 0,00% 0.00% 3, 340 1 533 1,541 -54.10% 0.52% 268,340 266,533 266,541 -0.67% 0.00% Operating Expenses Self -Insured Medical Claims Dental Claims Prescription Claims Vision Claims Stop Loss Reimbursements TPA Admin Fees Excess Loss Premiums Long Term Care Insurance IBNR Adjustment Retiree Medical Reimbursement. Retiree Medicare Reimbursement Professional Services Miscellaneous 164,120 164,645 164,929 25,293 36,832 47,599 131,386 104,840 95,748 5,110 5,481 8,073 67,395 - 39,918 15,744 15,678 19,515 16,493 6.436 9,881 11,555 14,840 8,750 10,025 24,545 6,557 33,628 33,512 39,957 6.340 4,095 2,689 250 500 Total Operating Expenses indirect cost allocation 265,000 181,401 189,201 -31.55% 36,040 35,986 37,641 -0.15% 169,600 114,048 125,339 -32.75% 8,480 6,193 6,324-26,97% 0,00% 21,200 16,682 17,017 21.31% 26,500 2.6,500 26,500 0.00% 14,840 23,891 25.0.86 60.99% 8,750 1,500 600 -82, 86% 20,000 19,555 20,555 -2.23% 33,000 33,000 35,816 0,00% 6,000 6,499 4,734 8.32% 500 500 500 0.00% 512,861 417,740 411,756 6 9 46 4.30% 4.60% 9.90% 2,12% 0.00% 2.01 % 0,00% 5, 00% -60.00% 5.11% 8.53% -27.16% 0,00% -23,64% 408 12,549 13.804 04 0.00%i Total Expenses 24,269 430,289 425,560 Beginning Fund Balance Change in Fund Balance Ending Fund Balance 775,734 882,478 700,012 106,744 (182,466) (173,007) $ 882,478 $ 700,012 $ 527,005 623,714 465,755 4 -2 .06% 872,246 527,005 327,78 -37.80% 355,374) (199,222) (222,772) -43.94% 11.82% Unrestricted IBNR reserve 882,478 700,012 527,005 146,250 184,2 157,250 -36.58% -67. 516,872 327,783 105,011 156,500 158, 750 160,250 302 Expenditure Detail - Benefits and Se r rtces Employee benefits costs include medical, vision, and dental claims for immEOFF I members. Services includes broker fees and other healthcare plan fees. OFF l Self Insured Healthcare Plan Accou Actual Budg P roje cte d 2016 2017 2018 2018 2019 2020 00.517.200.25.03 Benefits Seif-insured medical 8 den 03,00,517,200.25.0'1 Benefits Dental claims .00.517,200,25,02 Benefits - Prescription claims 503,00.517.200.25.03 Benefits - Vision claims 7.200,25,04 Benefits - Stop loss reimbursements 3,00.517.200.25,05 Benefits - Prescription fees 00,517,200,25,06 Benefits - WA adrnin fees 50'3.Q0.517,200,2.5,07 Benefits Excess loss premiums 7.200,25.08 Benefits - Long term care 7,200.25.10 Benefits - IBNR adjustment 03.00,517,200,25,20 Benefits Medical,dental,life,optical 503.00,517,200,25,21 Benefits - Medical,dental,life,optical Tota 517.200.41.00 Prof 200.4 164,120 $ 164,645 '$ 164,929 $ 265,000 $ 181,401 5 189,2 25,293 36,832 47,599 ; 36,040 35,986 131,386 104,840 95,748 169,600 114,048 5,110 5,481 8,073 8,480 6,193 67,395 - - 39, 918 15,744 15,678 21,200 16,682 17,017 19,5'15 16,493 6,436 26,500 26,500 26,500 9, 881 11,555 14,840 14,840 23,891 25,086 - 8,750 8,750 1,500 600 10,025 24,545 6,557 20,000 19,555 20,555 33,628 33,512 39,957 33,000 33 000 35,816 506,271 413,645 408,567 37,641 125,339 6,324 410 458,756 4 os - Broker fees Plan document fees 6,340 4,095 2,689 250 500 000 500 Total Services 6,594 4,095 3,189 6,500 Total Benefits and Services 6,499 4,734 500 500 6,999 5,23'4 512,861 $ 417,740 $ 411„756: 6090910 $ 465„755 5 489,313 303 This page intentionally left bunk 304 Finance Committee Minutes October 16, 2018 F. Contract Amendment: Labor Relations Support Staff is seeking an amendment to Contract 18-035 with Cabot Dow & Associates for an additional $23,000 to retain labor relations support services through December 31, 2018. There has been additional work this year due to simultaneous negotiations and one contract going to arbitration. The original amount of $35,000 does not cover these additional services. Chair Quinn requested additional language to confirm the City will receive the data and any other documentation. UNANIMOUS APPROVAL. FORWARD TO NOVEMBER 5, 2018 REGULAR CONSENT AGENDA. G. Proposed 2019-2020 Biennial Budget Staff presented proposed budgets for the following departments: Mayor's Office Department The proposed Mayor's Office budget contains a 3.12% decrease of the 2018 budget in 2019 and a 1.63% decrease of the 2018 budget in 2020 with reductions and additions outlined in the memo. Councilmember Kruller stated that she has heard that departments have been asked to underspend by 5%for the Mayor to have discretionary funds. Staff replied that all departments except Police and Fire have been asked to cut 3% to address the revenue shortfall. These savings were primarily in unfilled positions in 2018 but in 2019 and 2020 they are ongoing savings such as contracts and supplies. Councilmember Kruller again stated she would like to better understand the mechanics of any discretionary spending available to the Mayor. Administrative Services Administrative Services is a new department that includes Communications, Community Engagement, Human Services, and Human Resources. The overall budget for 2019 is 3.7% less than what was budgeted for these functions in 2018. Human Services is funded at the same level, including the additional $50,000 approved by the Council in 2016, and 34 programs were chosen for funding through the RFP process. Self -Insured Healthcare (Fund 502) This fund covers the City's self -insured healthcare plan and all costs are fully covered, including the IBNR (insured but not reported) reserve. LEOFF I Retiree Self -Insured Healthcare Plan (Fund 503) This fund covers the City's LEOFF I retiree self -insured healthcare plan and has been reduced to better reflect actual expenses and is funded to the level recommended by the City's broker an actuary. FORWARD TO OCTOBER 22, 2018 COMMITTEE OF THE WHOLE. III. MISCELLANEOUS Adjourned at 6:48 p.m. Committee Chair Approval Minutes by LH 305 306 COUNCIL AGENDA SYNOPSIS Aee td 1-.1,Jle p dC `r'2�t�r�1` t �'a�t-�"*�fJt �s'!"d'dtt�d' ....-L«d z;"rTcfi�tr,=,C�,• 19 / 22 / 18 VC ITEM INFORMATION ITEM No. 4.H. Oarrtr7t` I I SPONSOR: VICKY CARLSEN 10/22,/18 Review Public Safety Plan Fund and City Facilities PW Shops) Funds 2019-2020 Proposed Budget ''F8 Council is being asked to review the Public Safety and City Facilities Funds 2019-2020 proposed budget. If no changes are requested, Councel consensus will be requested to move the Public Safety and City Facilities funds 2019-2020 proposed budget to the final budget package for approval in November. pm- 0/01/18 HOUGARDY Comm. R CO ENDATfONS: SPONSOR, Finance Co .\I \El°I"!°I #iUnanimous Approval; Forward to Committee of the Whole COST IMPACT / FUND SOURCE AMOUNT BUDGETED APPROPRIATION REQUIRED Fund Source: Cotnrnerrts: TG. DATE RECORD OF COUNCIL ACTION 10/22/18 +LTG. DATE ATTACHMENTS 10/22,/18 Informational Memorandum dated 08/1 /18 Public Safeand City Facilities Funds 2019-2020 Proposed Budge mutes from the Public Safety Committee meeting 10/01/ 18 307 308 City of Tukwila Allan Ekberg, Mayor INFORMATIONAL MEMORANDUM TO: Finance Committee FROM: Peggy McCarthy, Finance Director BY: CC: Mayor Ekberg DATE: August 15, 2018 Vicky Carlsen, Deputy Finance Director SUBJECT: Public Safety Plan and City Facilities Funds 2019-2020 Proposed Budget Updated September 27, 2018 ISSUE As provided for in the budget process approved by the Finance Committee, Council Committees will be reviewing budget sections prior to review by the full Council. The Public Safety Plan and City Facilities funds section of the budget is ready for review by the Finance Committee. BACKGROUND The Public Safety Plan fund is used to account for construction costs associated with the new Justice Center and reconstruction of fire stations. Projects in this fund are funded by voter approved debt, non -voted debt (LTGO) and dedicated revenue sources including real estate excise tax, fire impact fees, and land sale proceeds. The City Facilities fund accounts for costs associated with major reconstruction of City facilities including the Public Works shops facility. Projects in this fund are funded by LTGO or other non -voted debt options. DISCUSSION Public Safety Plan Fund: The proposed budget reflects updated project costs as presented by SOJ on August 1, 2018. Because fire station 54 was removed from the plan, soft costs that had been allocated to fire station 54 had to be reallocated to the remaining projects. At the end of the biennium, the fund is expected to have an ending fund balance of approximately $2.5 million. City Facilities fund (PW Shops): Funding for PW Shops facility in the City Facilities fund include LTGO bond proceeds in 2019 to purchase land for the Public Works Shops facility and remodel existing structures to accommodate City staff needs. It is anticipated that construction will be completed in 2020 and any remaining funds will be transferred to the public safety plan fund. Updates to the Financial Framework: The financial framework, as presented to the Finance committee on June 5, 2018 included issuing LTGO debt of $20 million in 2020. Because of changes in timing of expenditures and reallocating soft costs from fire station 54 to the remaining projects, the City now expects to issue $25 million in 2019. Fire impact fee budget has also been increased from $300 thousand to $500 thousand to reflect the increase in the impact fee rates. At the August 20, 2018 Public Safety committee meeting, the proposed budget for the Public Safety Plan and City Facilities (PW Shops) funds were presented. Staff was asked to provide (1) a footnote explaining capitalization of supplies and equipment, (2) a footnote explaining revenues on the Capital improvement Program pages in gre detail, e 309 INFORMATIONAL MEMO Page 2 (3), footnotes explaining the proposed $297 thousand estimate for fire station 54 in 2019, and (4) an explanation for the change in LTG° debt from $20 million to $25 million. (1) Capitalization of supplies and equipment Supply line items included in the budget have been updated to reflect exactly what equipment is being purchased. Bunker gear and SCBAs were purchased in 2017. Purchase of extrication equipment is planned for the upcoming biennium,. (2) Capital Improvement Program (C!P) pages revenues Caption has been updated to correctly state "Fund Balance" (3) Costs associated with Fire Station 54 Below is a chart summarizing costs spent to date on Fire Station 54 as well as the proposed budget for 2019. Summary of Fire Station 54 Costs (rounded) 2017 2018.2019 Total A&E Services $ 82,000 $ 69,000 $ $ 151,000 Land Acq, & related costs 9,000 905,000 914,000 Project Mgmt 49,000 58,000 107,000 Pre -Construction 500 33,000 33,500 Study to retrofit existing station 297,000 297,000 Totals $ 140,500 $ 1,065,000 $ 297,000 $ 1,502,500 At the July 16, 2018 Public Safety committee meeting, discussion was held regarding contract amendments to the Public Safety Plan, Committee members discussed the amendments as well as the unknown costs of retrofitting Station 54, Mr. Goldblatt stated that preliminary work is planned to assess the condition of the station. The preliminary work will build on past studies and provide an updated cost estimate for retrofitting the existing station. The proposed budget includes $297 thousand for this assessment. Also included in the revised budget of $1,5 million is budget to demolish the existing structure on the new station 54 site. (4) Proposed change in debt from $20 million to $25 million Steve Goldblatt, PMQA Consultant provided a Public Safety Plan update dated August 9, 2018, In his report, he states that with the deletion of station 54 from the project, there will be a loss of some economy of scale on design, construction, and dependent costs for stations 51 and 52. The City received updated budgets for the Plan at the July 23, 2018 Committee of the Whole and, due to the removal of station 54, total project costs increased approximately $3 million. Cost changes are summarized in the chart below. 310 INFORMATIONAL MEMO Page 3 Summary of Project Budget Changes (in thousands) Scenario D - 20 Year Debt as. presented at June 11, 2018 Work. Updated at July 23, Session 2018 C.O.W, Change Justice Center $ 68,570 $ 68,536 $ (34) Fire Station 51 12,540 13,272 732 Fire Station 52 17,651 18,610 959 Fire Station 54 143 1,502 1,359 Apparatus & Equipment 15,825 15,825 PW Shops 30,000 30,000 Total Budget $ 144,729 $ 147,745 $ 3,016 Scenario D -'20 Year Debt showed a budget for station 54 at $143 thousand, The updated budget includes all costs in incurred to date as well as $297 thousand for a study to retrofit existing station 54. In order to true up the budget in the next biennium and provide an ending fund balance to carry forward into the next budget cycle, the 2019-2020 budget proposes a debt issuance of $25 million. It should be noted that, when it becomes necessary to issue the debt in 2019, the City can choose to issue less than the budgeted amount if the full $25 million is not needed, Increasing the debt issuance was proposed because it provides the greatest flexibility for the general fund. There are other options available to true up the updated budget. Some of the options include: • Reduce the proposed budget for debt issuance to $23 million • Reduce PSP plan costs in other projects • Reduce budget for fire apparatus and equipment • Dedicate additional general fund sources to the plan Once a decision is reached on the preferred method of truing up the 2019-2020 budget for the Public Safety Plan fund and City Facilities fund, a revised proposed budget will be presented to the Committee for review. At the September 4, 2018 Public Safety Committee meeting, a table comparing cost estimates for Station 54 both before Council adopted the D-20 model and after, including the soft costs that were absorbed by Station 51 and 52. The information requested is presented below in the following tables: 311 INFORMATIONAL MEMO Page 4 Fire Station 54 Project Cost Comparison Before/After• D 20 Nate: this table does not reflect,future cost of assessing the current ,tire Station 54 needs, as of September 20„ 2018/reconciled to Aug 2018 GL C Revised d3-20 Budget to Change in Dollars gn Council on Budget Spent to 712311 A- B) Date Mayo AtE Services (both design & CA) $ 1,003,000 Property $ 854,000 Perrrnits/Fees $ 262,000 Construction (pre -con, const & tax) $ 9,935,000 0 $ 476,000 $ 1.184,500 Construction. Related Costs PM Services find Other Professional Svcs) Contingency (incl Construction Project) 150,000 906,193 20,000 230.000 48,875 107,500 39,432 (242,001 1,705,001 (989,62: (368,S0i 1,145.06� TOTAL $ 14,753,000 $ 't,502,000 $('f3,251,000) Additional Cost Impacts to FS 51 8452 Fire Station 51 Fire Station 52 Before D-20 $ 12,500,$100 $ 17,652,000 After D-20 $ 13,273,000 610,000 Delta 764,000 958,000 131,4 904,70 22,628 79,570 Programming, Site analysis, ate property Purchase and Commission SQJ and legal Drive -through Site Plan Impact at FS 52 650,000 Total Cost Increase to FS 51&FS52 Balance Ftenldning Budget 363,606 764,000 1,608,000 2,372,000 Notes Utility ecl, etc or Existing n Up (Likely ray lower than his number) r iazMat, Site Ens ile d tion, Sac, Latest Offi Budgets $ 13,273,000 19, 260, 000 RECOMMENDATION Staff recommends that the Public Safety Committee forward this section of the budget on to the Committee of the Whole for review. If there are no recommended changes, Council consensus will be requested to move this departmental budget forward to the final budget package in November. ATTACHMENTS 312 DEPARTMENT: N/A FUND: Public Safety Plan Fund RESPONSIBLE MANAGER: Henry Hash Description FUND NUMBER: 305 POSITION: Public Works Director The Public Safety Plan fund is used to construct a new Justice Center, which will house the Police department and Court, and reconstruct existing fire stations. Projects in this fund are paid for with voter - approved debt, non -voted debt (LTGO), and other dedicated revenue sources including real estate excise taxes, impact fees, and proceeds from land sales. Revenue and Expenditure Summary 2016 Actual 2017 Public Safety Plan 2018'. 2018 tenue eons Reeenue E Total °tisce8ane<aus Revenue Capital Pra,iect Re+,enue Tukwila South Mitigation Real Estate Excise Tax Sale of Land Budget Percent Change 2020 2018.19 2019-20 500.000 300,000 500,000 UTCO Bond Proceeds 32,990,000 x LTGO Bond Proceeds Premium an Bond Proceeds 3,719,954 Total Capital Project Re+.enue 36,709,954 500,000 800,000 Transfers In - Fire Impact Fees - 1,017,000 400,000 Transfers In - City Facilities Fund Total Revenue 36,719,516 1,'775,283 1,703,546 300,000 300,000 500,000 4,889, 300 40, 675, 046 17, 500, 000 0 0.00% -66-67Y 300, 000 500,000 1,000,000 Expenditures Justice Center Fire Station 51 Fire Station 52 Fire Station 54 re Equipment Total Capital Projects Transfer for Fire Apparatus Total Expenditures inning Fund Balance Change in Fund Balance 36,513,127 123,833 431,266 17,869,000 59,853 254,484 1,145,000 8,256 161,299 771,000 142,791 1,062,000 942 989,640 20,847,000 447 573,651 4,542,972 206,389 1,563,49' 25,389,972 6,513,12, 36,724,918 211,792 (23,686,427) Ending Fund Balance "Projected $ 36,513,127 $ 36,724,918 $ 13,038,491 0,00%-66.67% 0.00% 0.00% 0.00% 0.00 0.00%-79.55% 0,00% 0.00% 0,00% 0,00% 0.00% 0,00% 300,000 63,664,346 1,800,000 21188.12%-97,18% 500,000 500,000 0,00% 0.00% 1,750,000 283,709 0,00%-83,79% 300,000 66,414,3,46 2,683,709 22038,12% -95.96% 2,157,000 26,596,000 23,515,000 1133,01%-11.58% 5,320,000 9,416,000 2,396,000 76.99% -74,55% 672,000 2,963,000 13,749,000 340,92% 364.02°/0 297,000 - 0,00% 0,00% 324,578 28,146 0.00% -91,33% 8,149,000 39,596,578 39,688,146 385.91% 0,23% 3,695,000 300,000 340,000 11,844,000 39,896,578 40,028,146 11,673,000 13,035,491 39,556,259 11.70% 203.38% (11,544,000) 26,517,768 (37,344,437) -329,71% -240.83% 129,000 $ 39,556,259 $ 2,211,822 30563.77%-94.41% 313 Expenditure Detail —Services and Capital Services include consulting and design. Capital includes land acquisition and construction. Project costs are related to Public Safety Plan, Included in line 305.98.594.220,62.00 2019 budget of $12,676,000 below is $297 thousand to study what it would take to make life safety improvements to the existing fire station 54, punt Number .522.220,35.00 Supplies - Bunker gear, SCBAs 305,98.594.220,35.00 Supplies - Extrication, SCBA fill station Total Supplies ,98.594.180.41.00 Prof Secs • Design far Justice Center 94.220,41.00 Prof Secs - Design for Fire Stations rcrovernmental 305. 00. 594. 220, 64.00 305,96.594,160.61, 00 4,210,61.00 4_210,62,00 305.98.594,220,61,00 594.220,62.00 94,220.64 00 4,220.65.00 Other Total Supplies, Beret "Projected Capital - Land Fire Station Capital - Buildings & Structures Capital - Construction of Justice Center Capital - Land for Justice Center Capital - Land Fire Station Capital - Construction of Fire Stations Capital - Fire equipment Capital - Fire Stations sand Other Public Safety Plan Acura 2016 2017 $ 403,948 2018" 4,0 403,948 6,4 $m $ 815,9 12.7 431 266 558,574 9,130 882,730 2,977,600 13,499,142 576,256 917,002 288,183 1,684 868,4 20,011 2,157,000 6 1,314,000 3,471,000 2,269,000 4,654,000 6,923,000 $ 1,402,917 $ 20,846,233 $ 10,394,000 $ 39,59 Budget 2019 2020 324,578 28,14 324,578 28,14 460,000 - 26,136,000 23,515,000 12,676,000 16,145,000 39,272,000 39,660,000 ,688,146 314 DEPARTMENT: N/A FUND: City Facilities Fund FUND NUMBER: 306 RESPONSIBLE MANAGER: Henry Hash POSITION: Public Works Director Description The City Facilities Fund is used for new construction or major reconstruction of city fac project accounted for in this fund is the Public Works Shops facility. Revenue and Expenditure Summary City Facilities Actual e Th ent Budget Percent. Change Projected 2016 2017 2018 2018 2019 2020 2018-19 2019-20 Res+enue nd Proceeds l"eansfers In • General Fund Transfers In - Land Acq. (REET) Transfers Ina Ut€Iitu Funds Total Revenue 20,000,000 923,343,000 $ 7,500,000 $ 141,854 1,000,000 3,000,000 141,854 4,000,000 ,709 28,000,000 23,343,000 7,500,000 Expenditures Capital Projects Public Works 170 Total Capital Projects Transfer to General Fund Transfer to Utility Funds Transfer to Public Safety Plan Fund Total Expenditures eginning Fund Balance Claanpe in Fund Balance 7% 0 O,CSO% 0.00% 0,00% 0,00%© 0,00% 0,00% -67,87% ,709 22,336,000 ,709 22,3 6,000 ,7 1,000,000 2,750,000 2,302,000 2,379,000 4,501,29i 25.07% 2,302,000 2,879.000 4,501,291 25.07% 1,750,000 283,709 0,©0% 0.00% 0,00% 0.00% 0,00% 83,79% 0 2,302,000 4,629,000 4,785,000 / 3,37% 1,914,000 4,785,000 0.00% 150.00% 4,000 21,041,000 2,871,000 (4,785,000)-86,36% -266,67% -77,26% •100,00°% 315 Expenditure Detail —Services and Capital Services include consulting and design. Capital includes land acquisition and construction. Project costs are related to City Facilities. City Faciliti Account Number 306.98.594,180.49.00 Prof Sys - Design for PV1t Sh Total Services 306,98.594.180,61.00 Capital - Land PW Shops 306,98,594.450.62,00 Capital - Buildings & Structures Total Other Total Supplies, Services and Other Projected 201E $ 2,302,000 2,302,000 2018 2019 2020 $ 2,302,000 $ $ 2,302,000 19, 897, 974 283,709 136,026 263,709 20,034,000 2,879,000 4,501,291 2,879,000 4,501,291 283,709 $ 22,336,000 $ 2,302,000 $ 2,879,000 $ 4,501,291 316 City of Tukwila CAPITAL IMPROVEMENT PROGRAM for 2017 - 2022 PUBLIC SAFETY PLAN 305 Fund CIP *'Other After Six Page # PROJECT TITLE 2019 2020 2021 2022 2023 2024 TOTAL Sources Years 54 Justice Center 26,596 23,515 0 0 0 0 50,111 46,714 0 55 Replace Fire Station 51 9,416 2,396 0 0 0 0 11,812 5,032 (2,150) 56 Replace Fire Station 52 * 2,963 13,749 957 0 0 0 17,669 10,750 (7,860) 57 Replace Fire Station 54 297 0 0 0 0 0 297 0 0 58 Fire Apparatus & Equipment 625 366 482 608 507 2,597 5,187 0 5,558 Grand Total 39,897 40,028 1,439 608 507 2,597 85,076 62,496 (4,452) Chances frorp 2017 to 201 CIP: None. " Fire Impact Fee List Projects (tees must be used within 10 years). ** Denotes other funding sources, grants, or mitigation. Fire Impact Fees effective January 1, 2009, Ordinance 2365. Amended on 5/7/18 by Ordinance No, 2571 317 2019 - 2024 Capital Improvement Program 51 9/27 CITY OF TUKWILA CAPITAL PROJECT SUMMARY 2019 to 2024 PROJECT: Justice Center Project No. 9.2E+07 DESCRIPTION:As part of the City's Public Safety Plan, build a Justice Center for the Police Department, Municipal Court, and Emergency Operations to ensure the continuity and improvement of City services. JUSTIFICATION: Almost all City buildings have structural and seismic concerns for public safety. Existing facilities are located throughout the City and could be consolidated for better function, use of space, and service to our citizens, Voter -approved Bond in 2016. Property acquisition on Tukwila International Blvd. Design in 2017/2018 with STATUS: construction scheduled for 2019/2020. MAINT. IMPACT: Improves public safety and efficiency for City operations. COI 'MENT: Public Safety Plan will be paid by voter -approved debt. Various City land sales are included in funding. FINANCIAL (in $000's) EXPENSES Design Land (R/W) Const. Mgmt, Construction TOTAL EXPENSES Through Estimated 2017 2018 2019 2020 508 47 555 2,9 14,8 2 7 17,869 1,725 460 6,573 17,838 26,596 6,375 17,140 23,515 2021 2022 2023 2024.BEYOND TOTAL 5,215 15„394 12„948 34,978 68,535 FUND SOURCES Public Safety Bond 22,026 Longacres Land Sale Tukwila Village Land Sales Traveler's Choice Land 305 Fund Balance (2.1,471) TOTAL SOURCES 555 17,869 17,869 40,675 2,000 2,289 750 (19,118) 26,596 1,000 22,515 23,515 0 0 0 0 0 0 0 0 62,701 2,000 3,289 750 (205) 68,535 318 2019 - 2024 Capital Improvement Program 52 CITY OF TUKWILA CAPITAL PROJECT SUMMARY 2019 to 2024 PROJECT: Replace Fire Station 51 Project No. 90830402 DESCRIPTION: As part of the City's Public Safety Plan, construct a new 11,933 square foot Fire Station 51 at South 180th Street and Southcenter Parkway. The existing Fire Station 51 is too small to house needed fire apparatus and equipment and is also seismically JUSTIFICATION: unsound. Expected growth in Tukwila South led to the donation of land for the new Fire Station 51 as part of the Tukwila South Development Agreement. Voter -approved Bond in 2016, Fire headquarters is currently located in Fire Station 51, but with the new STATUS: construction of Fire Stations 51 and 52, headquarters will now be at Fire Station 52. Design in 2018 with construction in 2019/2.020. MAINT, IMPACT: New facility will still require ongoing maintenance. Public Safety Plan will be paid with voter -approved debt. Project is on Fire Impact Fee. Revenue shown in COMMENT: 2017 through 2031 is from the Tukwila South Development Agreement #14-065 for fire impact fees and was approved by Council on 6/2/14, FINANCIAL Through Estimated (in $000's) 2017 2018 2019 2020 EXPENSES Design 365 1,061 490 1,916 Land (RAN) 710 . 710 Canst. Mgmt. 2,034 967 3,001 Construction 84 6,892 1,429 8,405 TOTAL EXPENSES 1,075 1,145 9,416 2,396 0 0 0 0 0 14,032 2021 2022. 2023 2 4 BEYOND TOTAL FUND SOURCES Public Safety Bond 4,754 Land Donation/Sale 710 Tukwila South 500 Fire Impact Fees 51 Fire Impact Fees Exp 285 305 Fund Balance (5,225) TOTAL SOURCES 1,075 300 250 595 1,145 250 300 500 8,366 9,416 300 500 1,596 2,396 1,000 300 300 300 300 300 382 (1,600) (600) (682) 0 0 0 300 (300) 0 2,150 (2,150) 0 4,754 1,960 4,750 301 2,267 0 14,032 2019 - 2024 Capital Improvement Program 319 CITY OF TUKWILA CAPITAL PROJECT SUMMARY 2019 to 2024 PROJECT: Replace Fire Station 52 Project No. 90830405 DESCRIPTION: As part of the City's Public Safety Plan, construct Fire Station 52 with a 15,068 square foot fire station located in the City Hall Campus, at Southcenter Blvd and 65th Avenue South. Fire headquarters will now be at FS 52. The existing Fire Station 52 is too small to house needed fire apparatus and equipment and is also seismically JUSTIFICATION: unsound. In order to continue to provide fast response times, high quality service, and meet compliance with state law, Fire Station 52 must be replaced. Voter -approved Bond in 2016. Fire headquarters is currently located in Fire Station 51, but with the new STATUS: construction of Fire Stations 51 and 52, headquarters will now be at Fire Station 52. Design in 2019 with construction in 2020/2021, MAINT, IMPACT: New facility will still require ongoing maintenance. COMMENT: Public Safety Plan will be paid with voter -approved debt. Project is on Fire Impact Fee list. FINANCIAL in $000's) 2017 2018 2019 2'020 2021 2022 2023 2024. EXPENSES Design Land (RAN) Const. Mgmt92 2,718 364 3,174 Construction 237 11,031 593 11,861 TOTAL EXPENSES 169 772 2,963 13,749 957 0 0 0 0 18,610 Through Estimated 756 16 2,634 BEYOND TOTAL FUND SOURCES Awarded Grant Public Safety Bond Land Sale Fire Impact Fees Expected 305 Fund Balance 169 TOTAL SOURCES 169 772 772 10,000 750 (7,78; 2,963 13,749 13,749 957 957 Project ©cation 0 10,000 750 7,860 7,860 (7,860) 0 0 18,610 320 2019 - 20.24 Capital Improvement Program 54 CITY OF TUK IILA CAPITAL PROJECT SUMMARY 2019 to 2024 PROJECT: Replace Fire Station 54 Project No, 91630402. DESCRIPTION: As part of the City's Public Safety Plan, replace/remodel Fire Station 54, JUSTIFICATION: The existing Fire Station 54 is too small to house needed fire apparatus and equipment and is also seismically unsound, As Fire Station 54 is in the correct location, in 2t119 the City will review options for remodeling Fire Station STATUS:54 to determine appropriate next steps. MAINT. IMPACT: Facility will still require ongoing maintenance, COMMENT: Public Safety Plan will be paid with voter -approved debt. Project is on Fire Impact Fee list. FINANCIAL Through Estimated (in $000's) 2017 2018 2019 2020 2021 2022 2023 2024 BEYOND TOTAL EXPENSES Design Land (RNV) Const. Mgmt Construction TOTAL EXPENSES 143 143 169 893 1,062 156 20 121 297 0 0 0 FUND SOURCES Awarded Grant Public Safety Bond Fire Impact Fees Fire Impact Fees Expected 305 Fund Balance 143 TOTAL SOURCES 143 1,062 1,062 297 297 0 0 468 893 20 121 0 0 0 0 0 1,502 1,502 2019 - 2024 Capital improvement Program 55 321 CITY OF TUK)iV"ILA CAPITAL PROJECT SUMMARY 2019 to 2024 PROJECT: Fire Apparatus & Equipment Project No, 91630401 DESCRIPTION: Fire trucks and fire equipment must be purchased on a regular basis. Funding this life/safety equipment via a voter -approved bond guarantees that the Tukwila Fire Department is funded. JUSTIFICATION: Safety and well-being of Tukwila citizens and visitors, STATUS: Voter -approved bond in 2016. Purchase of apparatus and equipment ongoing, MAINT. IMPACT: COMMENT: Public Safety Plan will be paid with voter -approved debt. FINANCIAL (in $000's) EXPENSES Through Estimated 2017 2018 2019 2020 Design Land (R/W) Apparatus & Equip 749 Construction TOTAL EXPENSES 749 FUND SOURCES Awarded Grant Public Safety Bond 12,127 Fire Impact Fees Fire Impact Fees Expected 305 Fund Balance (11,378) TOTAL SOURCES 749 3,506 3,506 3,506 3,506 625 625 625 625 368 368 368 368 2021 482 482 482. 482 2022 2023 2024 BEYOND TOTAL 608 608 608 608 507 2,597 507 2,597 507 507 2,597 2,597 5,558 2,873 2,685 5,558 0 0 15,000 0 15,000 0 15,000 0 0 0 15,000 Capital Equipment Purchases, 2017 Self Contained Breathing Apparatus (SCBAs) and bunker gear Administrative vehicles and Emergency Operations vehicle 2018 Bunker gear and Mobile Data Computer Aerial Ladder and two fire pumpers 2019 SCBAs, SCBA Fill Station, bunker gear, extrication equipment, and body armor Two Training vehicles 2020 Bunker gear and helmets Battalion Chief vehicle and Rescue Truck 322 2019 - 2024 Capital Improvement Program 56 City of Tukwila CAPITAL IMPROVEMENT PROGRAM for 2019 - 2024 CITY FACILITIES 306 Fund CIP "Other After Six Page # PROJECT TITLE 2019 2020 2021 2022 2423 2024 TOTAL Sources Years 60 Public Works Shops 2,879 4,501 0 0 0 0 7,380 8,750 0 Grand Total 2879 4,501 0 0 0 0 7,380 8,750 '" Denotes other funding sources, grants, or mitigation. Changes from 2015 to 2017 CIP: Added new 306 Fund for City Facilities 60 Changed name from City Maintenance Facility to Public Works Shops 323 2019 - 2024 Capital Improvement Program 57 9/27/201e 324 2019 - 2024 Capital Improvement Program 58 CITY OF TUKWILA CAPITAL PROJECT SUMMARY 2019 to 2024 PROJECT: Public Works Shops Project No. 91630501 DESCRIPTION' Construct a new City Public Works maintenance and operations center, combining all operational functions at one location. Facility may also include a City Clerk & Police Records Center and Police evidence storage. Existing Public Works operations and maintenance areas are inadequate structurally and seismically. Current ,JUSTIFICATION: land for staging dirt and vactor materials is only temporary. Project includes selling dirt/vactor land, Minkler Shops, and George Long Shops to acquire the real estate to build an equipment operations center that meets current STATUS: Separate from the Public Safety Plan. Was formerly known as City Maintenance Facility, MAINT. IMPACT: COMMENT: Improves safety and efficiency for First Responders and maintenance operations. Based on usage and benefits, it is estimated that the Water, Sewer, and Surface water enterprise funds will fund 50% of the Public Works Shops with the other 50% funded by Streets, Facilities, & Equipment Rental. FINANCIAL Through Estimated (in $000"s) 2017 2018 2019 2020 2021 EXPENSES Design/PM Land (RAN) Const. Mgmt. Construction TOTAL EXPENSES 284 284 357 21,979 22,336 1,379 1,500 2,879 1,501 3,000 4,501 0 2022 2023 2024 T 0 0 BEYOND TOTAL 0 3,521 2.1,979 0 4,500 30,000 FUND SOURCES Enterprise Funds Councilmatic Bond Mitigation Received Mitigation Expected 306 Fund Balance TOTAL SOURCES 284 284 10,000 10,000 2,336 22,336 3,750 3,750 (4,621) 2,879 1,250 3,251 4,501 0 0 15,000 13,750 0 0 1,250 30,000 2013 - 2024 Capital Improvement Program 59 325 326 Public Safety Comm mute......................e,......,......,..4,..r.,.,..m.........................,.....,e,..,,,.....,...a......a...,,..........October1, 2018 After completion of the master planning and programming phase, the contract will be amended to move into the next phase, which is Likely Rehabilitation and Tenant Improvements of the existing buildings. The scope, budget and schedule of this phase will be unknown until site acquisition and the master planning and programming phase are complete. Councilmember McLeod asked what would happen if this step wasn't approved, and staff stated that the project would be paused. Ms. Kim stated that if the Council wishes to pause the Public Works project, it would make more sense to do so after the Master Plan is complete. Mr. Goldblatt stated that this is a good investment and recommends the Council move forward. FORWARD TO OCTOBER 8, 2018 COMMITTEE OF THE WHOLE. D. 2419-2020 Biennial Budget: Staff presented proposed budgets for the following funds and departments: Drug Seizure (Fund 109) This fund was established to account for revenues resulting from the proceeds of property and money forfeited as a result of their involvement with criminal drug activity. Revenues are impossible to predict and are budgeted at $55,000 in 2019 and 2020. The Committee asked for examples of expenditures associated with this fund as well as the amounts that were budgeted for 2016 and 2017. Fire Department The proposed budget anticipates lower levels of overtime and increases budget for radio replacement costs and apparatus. Capital outlays of $200k per year were added to upgrade the keyless locking "Knox" system. Councilmember Hougardy asked why the Fire Department had so many programs identified and staff replied it is the nature of the department. Public Safety Plan (Fund 305) and City Facilities (Fund 306) Staff returned with the requested table comparing cost estimates for Station 54 both before adoption of the D-20 financing plan and after, including the soft costs absorbed by Stations 51 and 52. Councilmember Hougardy asked about the plan to project the costs of rehabilitation Station 54. The Committee will be presented three fee proposals at the next Committee meeting. FORWARD TO OCTOBER 8, 2018 COMMITTEE OF THE WHOLE. E. Police Department Vehicle Purchase Staff is seeking Council approval to approve the purchase of four vehicles in the total amount of $268,000 for the four Tukwila Valley SWAT (VSWAT) team members that do not have vehicles assigned to them. The lack of vehicles results in these members being delayed in their response to critical incidents, as they have to respond to the station first or wait to have their equipment brought to the scene. The Police Department budget has enough savings from 2018 to cover the cost of the vehicles and the equipment installation. An initial purchase order has been made to reserve the four vehicles as they were the last four that would have been available to any city in Washington. The purchase process can be halted depending on Council action. Councilmember Robertson expressed concerns about this expenditure at a time when the City is facing budget pressures. Chair Hougardy said it would be good to know if there were other 327