HomeMy WebLinkAboutFIN 2020-11-09 Item 1C - City Council - 2021-2022 Travel Budget
City of Tukwila
Allan Ekberg, Mayor
INFORMATIONAL MEMORANDUM
TO: Finance Committee
FROM: Laurel Humphrey, Legislative Analyst
DATE: October 29, 2020
SUBJECT: City Council Travel Budget, 2021-2022
Issue
Staff is asking the Finance Committee to make a recommendation to the City Council on a
travel budget for 2021-2022.
Background
Because of the financial downturn associated with the coronavirus pandemic, City staff
prepared proposed department budgets for 2021-2022 reflecting significant cuts. The City
Council’s department budget is small with few areas available for reduction. The Council
travel budget is assigned to all seven Councilmembers and the Legislative Analyst, and
includes the annual retreat, local meetings, and state and national conferences
(mileage/airfare, food, lodging). In 2016 and 2019, the City Council contributed funding for
the Teens for Tukwila participation in the National League of Cities Congressional Cities
Conference.
The City Council has traditionally prioritized travel expenses for local, regional and national
associations and legislator meetings to ensure that Tukwila’s priorities are represented and
addressed at all levels of government. Below is a table showing historical use of the travel
budget.
Year Budget Actual
2013 $25,000 $16,209
2014 $30,000 $26,980
2015 $40,000 $27,761
2016 $40,000 $30,988
2017 $40,000 $28,326
2018 $40,000 $26,950
2019 $30,000 $29,758
2020 $30,000 $8,000*
*projected
57
INFORMATIONAL MEMO
Page 2
To help achieve the City’s targeted overall budget reduction, staff proposed a 50% travel
reduction for the 2021-2022 biennium (15,000 per year or $30,000 total). Because the
pandemic is ongoing, it is likely that travel opportunities will continue to be minimal in 2021.
This year, organizations quickly responded to the pandemic by offering trainings and
networking in virtual formats, which is likely to continue.
The City Council could consider differing amounts for 2021 and 2022 to reflect this, such as
$5,000 in 2021 and $25,000 in 2022 to achieve the same overall savings, or some different
ratio or total amount. It is important to remember that if revenues return to previous levels,
the budget could be restored via a later amendment.
Whether the City Council proceeds with a 50% reduction or some other amount, decisions
about travel spending – for the retreat, for staff, allotment per Councilmember, or spending
decisions while on travel status – should be considered.
Recommendation
Staff is seeking the Committee’s recommendation to take back to the full Council for
consideration along with the overall budget package.
Attachments
Draft 2019-2020 City Council Budget
City Council travel policy
58
City Council
2021 - 2022 Biennial Budget City of Tukwila, Washington
43
59
DEPARTMENT: City Council (01)
FUND: General FUND NUMBER: 000
RESPONSIBLE MANAGER: Council President
Description
The City Council is the legislative branch of the City government and is responsible for establishing policy
through the passage of legislation, adoption of the biennial budget, approval of comprehensive plans and
capital improvement programs, and other responsibilities as set forth by state law. Councilmembers also
represent the City in regional intergovernmental affairs as well as through communications with state and
federal legislators. Tukwila has a seven-member City Council, each elected at-large and serving a four-
year term.
2019-2020 Accomplishments
Participated on over 25 external and regional boards, committees, and commissions per year.
Joined with other cities and King County in the South King Housing & Homelessness Partnership.
Reaffirmed commitment to Tukwila as a diverse, tolerant, and inclusive community and established
an annual recognition of Juneteenth.
Responded to COVID-19 impacts through authorization of cost saving measures, interim policies,
and transition to virtual meetings in accordance with State requirements.
2021-2022 Outcome Goals
Set policies and support programs that are in alignment with the City’s mission, vision and strategic
goals. Strategic Goal 4.
Optimize the committee process to monitor and discuss the implementation of strategic goals,
budget priorities, and work plan items. Strategic Goal 4.
Foster a welcoming and inclusive environment for civic engagement. Strategic Goal 5.
Maximize opportunities to engage diverse cultures within Tukwila. Strategic Goal 5.
Continue to review, improve and document Council processes and methods. Strategic Goal 4.
2021-2022 Indicators of Success
City legislation, policies, and budget are adopted as appropriate and reflective of strategic goals.
All Councilmembers regularly participate in community and City sponsored events.
Effective participation on external and regional boards, committees, and commissions.
Council meetings are efficient, effective, and reflect responsiveness to the community.
2021 - 2022 Biennial Budget City of Tukwila, Washington
44
60
Program Change Discussion
The Council’s budget adjustments are primarily in the areas of Professional Services & travel. The
Council’s PMQA consultant scope of work is reducing due to the Public Safety Plan construction
progress. Cuts to travel are also proposed due to an expectation that trainings and conferences will be
impacted by COVID-19 next year.
Department Detail
Staffing and Expenditure by Program
Programs by Tier
Programs are scored amongst four tiers with Tier 1 being the most directly connected and supportive of
the City’s strategic goals. Programs identified by Council fall into the top two tiers with 81% of the budget
allocated to the top tier.
Legislative Oversight 2.45 198,485 45.3%2.45 129,902 35.7%132,131 35.7%
Governmental Affairs and Appointments 1.95 92,579 21.1%1.95 84,013 23.1%85,586 23.1%
Budget Oversight 2.00 80,256 18.3%2.00 81,780 22.5%83,508 22.5%
Community Engagement and Events 1.60 66,705 15.2%1.60 67,924 18.7%69,306 18.7%
PROGRAM TOTALS 8.00 438,025 100%8.0 363,618 100%370,531 100%
PROGRAMS % of Total
Budget 2022 % of Total
BudgetFTEFTE
PRIOR BUDGET PROPOSED BUDGET
2020 2021% of Total
Budget
$69
$302
$68
$296
$67
$371
$66
$367
$0 $100 $200 $300 $400
Tier 2
Tier 1
In Thousands
City Council Programs by Tier
2019 Budget
2020 Budget
2021 Budget
2022 Budget
2021 - 2022 Biennial Budget City of Tukwila, Washington
45
61
Program Descriptions
Legislative Oversight: Study information and attend meetings to provide policy direction for City
services.
Governmental Affairs and Appointments: Liaise with other government entities. Includes travel and
registrations to regional, state, and national boards.
Budget Oversight: Study information and attend meetings to provide budget authority and fiscal policy
direction for City services.
Community Engagement and Events: Constituent relations, participation in local groups, and
facilitation of special events.
Expenditure Summary
General Ledger Code Details
Expenditure
Projected
2018 2019 2020 2020 2021 2022 2022-2023 2023-2024
Salaries & Wages 205,968$ 210,885$ 206,280$ 212,760$ 213,562$ 215,715$ 0.38% 1.01%
Personnel Benefits 90,505 95,228 103,592 100,512 105,056 109,816 4.52% 4.53%
Supplies 1,863 2,629 1,353 3,500 2,000 2,000 -42.86% 0.00%
Services 75,784 73,161 25,400 123,000 43,000 43,000 -65.04% 0.00%
Department Total 374,120$ 381,903$ 336,625$ 439,772$ 363,618$ 370,531$ -17.32% 1.90%
City Council
Expenditures By Type
Budget Percent ChangeActual
Projected
GL Account Code Account Description 2018 2019 2020 2020 2021 2022
Acct Code Account Description 2018 ACTUAL 2019 ACTUAL 2020 PROJECTED2020 BUDGET 2021 BUDGET 2022 BUDGET
000.01.511.600.11.00 SALARIES 205,968 210,885 206,280 212,760 213,562 215,715
000.01.511.600.21.00 FICA 16,186 16,599 16,299 17,024 16,337 16,502
000.01.511.600.23.00 PERS 12,867 13,601 13,100 13,686 12,604 11,348
000.01.511.600.24.00 INDUSTRIAL INSURANCE 2,337 2,411 2,660 2,966 2,706 2,706
000.01.511.600.24.50 PAID FAMILY & MEDICAL LEAVE PREMIUMS 13 313 306 - 316 319
000.01.511.600.25.00 MEDICAL,DENTAL,LIFE,OPTICAL 812 847 12,619 894 878 949
000.01.511.600.25.97 SELF-INSURED MEDICAL & DENTAL 58,290 61,457 58,608 65,942 72,215 77,992
000.01.511.600.31.00 OFFICE & OPERATING SUPPLIES 1,280 1,660 1,200 2,000 2,000 2,000
000.01.511.600.31.43 OFFICE & OPERATING SUPPLIES-MEETING MEAL 584 968 153 1,000 - -
000.01.511.600.31.44 OFFICE & OPER SUPPLIES-TRAINING SPLY - - - 500 - -
000.01.511.600.41.00 PROFESSIONAL SERVICES 38,707 29,893 12,000 76,500 16,500 16,500
000.01.511.600.42.00 COMMUNICATION 4,482 4,113 4,500 6,000 6,000 6,000
000.01.511.600.43.00 TRAVEL 26,950 29,758 8,000 30,000 15,000 15,000
000.01.511.600.49.00 MISCELLANEOUS - - - 500 500 500
000.01.511.600.49.44 MISC-TRAINING REGISTRATION 5,645 9,397 900 10,000 5,000 5,000
Totals 374,120 381,903 336,625 439,772 363,618 370,531
Actual Budget
2021 - 2022 Biennial Budget City of Tukwila, Washington
46
62
TUKWILA CITY COUNCIL
OPERATING POLICY
Number: CC-POL-06
Page 1
of 2
TITLE: COUNCILMEMBER TRAVEL
PURPOSE:
Councilmembers are encouraged to be actively involved in city, county, state, regional and
national organizations that affect Tukwila, its residents, and its businesses. Education,
lobbying, professional responsibilities, (e.g. policy boards, offices, and committees), public
relations, and relationship-building with other agencies are examples of activities for which
travel funds can be used. While the entire Council approves the travel budget, it is up to
individual Councilmembers to decide how best to use their own travel allotment.
REFERENCES:
N/A
STATEMENT OF POLICY AND/OR PROCEDURES:
I. Travel Budgets
A. Budgets for Council travel will be set during the biennial budget process and
adjusted during the second year, if necessary.
B. Review of the preceding year’s travel may serve as a guide in allocating travel
for the following year.
C. The Council will consider the City’s financial situation in setting its annual travel
budget.
II. Travel Decisions
A. Beginning each year, after funds for local meetings, the Council retreat, and
meals are subtracted, each Councilmember will be allotted an equal share of
the remaining Council travel budget for use during the remainder of the year.
That amount shall be communicated to all Councilmembers as soon as
available.
B. Any Councilmember’s travel funds which are not planned to be used in that
year may be returned to the shared travel fund for use by other
Councilmembers.
C. Upon returning from a class or conference, Councilmembers will prepare an
oral or written report for the Council. If more than one Councilmember
attends, a consolidated report may be presented.
D. Sister City related travel is not budgeted separately and will be funded from the
individual Councilmember’s travel allocation.
E. The entire Council, by majority, will make the final decision on use of funds if
issues arise.
63
III. Travel Expenses
A. The City will pay for airfare, ground transportation, registration, hotel, and
meals when a Councilmember is on official travel.
B. The City will not assume costs for a spouse, partner or guest.
C. A daily record of expenses for lodging, meals, transportation, and incidental
expenses should be maintained, with receipts attached to the record. An
itemized bill should be kept for meals. The record and receipts will be submitted
to the Finance Department and processed in accordance with current
procedures.
IV. Travel Arrangements
A. City Council travel will be coordinated through the Council Analyst, who will
monitor the travel budget as well as make travel arrangements if desired by the
Councilmember.
B. Intention for out-of-state travel should be communicated to the Council
President.
C. Significant effort will be made to secure the best value for airfare and lodgings.
V. Miscellaneous
A. When a City vehicle is available, it may be reserved by Councilmembers for
appropriate business-related travel.
B. If a Councilmember uses his or her personal vehicle for City-related travel,
mileage will be reimbursed according to IRS rules.
END
Title: COUNCILMEMBER TRAVEL
Effective Date:
December 3, 2013
Supercedes:
N/A
Approved by the City Council on the 2nd day
of December, 2013
City Attorney:
Council President:
64