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City of Tukwila
Finance and Governance
Committee
Zak Idan, Chair
Kathy Hougardy
Cynthia Delostrinos Johnson
Distribution:
Z. Idan
K. Hougardy
C. Delostrinos Johnson
K. Kruller
V. Seal
D. Quinn
T. McLeod
Mayor Ekberg
D. Cline
R. Bianchi
C. O’Flaherty
A. Youn
L.Humphrey
AGENDA
MONDAY, FEBRUARY 8, 2021 – 5:30 PM
HAZELNUT CONFERENCE ROOM
(At east entrance of City Hall)
THIS MEETING WILL NOT BE CONDUCTED AT CITY FACILITIES
BASED ON THE GOVERNOR’S PROCLAMATION 20-28.
THE PHONE NUMBER FOR THE PUBLIC TO LISTEN TO THIS
MEETING IS: 1-253-292-9750, Access Code 458647898#
Click here to: U 22TU Join Microsoft Teams Meeting U22TU
For Technical Support during the meeting call: 1-206-431-2179.
Item Recommended Action Page
1.BUSINESS AGENDA
a.Community Assistance – City utility payments.
Vicky Carlsen, Finance Director
b.An ordinance related to appeals authority for animal
control.
Vicky Carlsen, Finance Director
c.2020 4th Quarter investment report.
Vicky Carlsen, Finance Director
d.2021-2022 budget survey.
Laurel Humphrey, Legislative Analyst
2.MISCELLANEOUS
a.Forward to 2/22 C.O.W.
and Special Meeting
Consent Agenda.
b.Forward to 2/22 C.O.W.
and Special Meeting
Consent Agenda.
c.Discussion only.
d.Discussion only.
Pg.1
Pg.5
Pg.11
Pg.17
Next Scheduled Meeting: February 22, 2021
City of Tukwila
Allan Ekberg, Mayor
INFORMATIONAL MEMORANDUM
TO:
FROM:
Finance & Governance Committee
Vicky Carlsen, Finance Director
CC: Mayor Ekberg
DATE: February 2, 2021
SUBJECT: COVID-19
Community Assistance, City Utility Payments
ISSUE
Extend interim emergency policies regarding City water and sewer accounts in
response to COVID-19 until further notice, and consistent with any revised
proclamations or other orders issued by the Governor.
BACKGROUND
On February 29, 2020 Governor Jay Inslee declared a state of emergency regarding the
COVID-19 Pandemic, directing state agencies to use resources necessary to prepare
for and respond to the outbreak. The Mayor issued a Proclamation declaring an
emergency on March 9, 2020. The City Council affirmed the emergency declaration at
its March 16 meeting.
As result of the Pandemic, the City has closed all City buildings to the public and moved
most City functions to a virtual city hall model.
Due to the economic disruptions in the community and the disruptions in City
operations, the Finance Department has adopted the following interim policy for all City
water and/or sewer accounts, both commercial and residential. These temporary
policies are consistent with policies adopted by other utility providers in the region, such
Water District 125, Seattle City Light, and Puget Sound Energy.
1. No late fees or penalties for non-payment would be incurred, effective with the
April 2020 billing.
2. Effective March 16, 2020, water shutoff for non-payment is suspended for
occupied premises. Due to concerns with potential squatting and protection of
the City’s utility system, water shutoffs for vacant properties will still occur. Water
Shut Off fees incurred prior to March 16, 2020 would still be due if there is a
request to restore service.
3. Customers can establish payment plans by calling the City’s Finance
Department.
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INFORMATIONAL MEMO
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https://tukwilawa.sharepoint.com/sites/mayorsoffice/cc/CC Docs/Old W/2021 Info Memos/Info Memo - Water and Sewer Utility Payment Waiver Extended
2.2.21.docx
DISCUSSION
TMC 2.57.040 (3) requires the City Council to affirm any rules or regulations related to
the protection of life, environment, and property that are affected by the emergency.
The policy is one avenue that the City can do to help Tukwila community members
during the COVID-19 Pandemic. As a reminder, the policy only applies to ratepayers
within the City’s water and sewer service area. The policy was set to expire on
December 31, 2020 and staff is requesting that this policy be extended until further
notice, consistent with any revised proclamations or other orders issued by the
Governor of the State of Washington. This will allow the City to align shut off and late
fee policies with the proclamations at the State level.
FINANCIAL IMPACT
The City typically collects $2,000 in late fees per month from late payments, though it is
reasonable to assume there will be additional late fees incurred by utility customers
during the Pandemic due to employment and revenue disruption. This revenue would
be lost. Allowing delayed payments could also result in a cash flow issue for each of the
utilities.
RECOMMENDATION
Reaffirm the emergency policy provided by City Administration. Staff is requesting that
this item be placed on the February 22, 2021 committee of the Whole and Special
Meeting immediately following.
ATTACHMENTS
Interim emergency policy regarding City water and sewer accounts
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Page 1 of 2
City of Tukwila
Water and Sewer Utility Policies in Response to COVID‐19
SUBJECT: Temporary Policy to Discontinue Water Shut‐off for Non‐Payment of Water and
Sewer Service Fees and to Discontinue the Imposition of Late Fees on Delinquent
Water and Sewer Accounts
PURPOSE: The purpose of this policy is to temporarily suspend the imposition of past‐due and
late penalties on delinquent water and sewer accounts and to temporarily
discontinue the water shut‐off on delinquent accounts subsequent to Governor
Inslee’s February 29, 2020 Proclamation of Emergency No. 20 05 and subsequent
orders. This policy will be effective on April 1, 2020 and will expire on December
31, 2020 unless otherwise terminated or extendeduntil further notice, consistent
with any revised proclamations or other orders issued by the Governor.
SCOPE: This policy applies to all City of Tukwila water and sewer customers.
DEFINITIONS:
1. “Public Health Emergency” shall mean any such emergency declared by the Governor of
the State of Washington pursuant to his or her powers under 38.08, 38.52 and 43.06 RCW,
any such emergency declared by the King County Executive pursuant to RCW 38.52, or
the Mayor of the City of Tukwila pursuant to RCW 38.52.
2. “Water Shut‐off” shall mean any notice of water shut‐off, the act of shutting‐off water,
and any fees, charges, or monetary penalties associated with water shut‐off and turn‐on
set forth in TMC 14.04.125 and TMC 14.04.130.
3. “Late fees” shall mean any penalty, fee, or charge associated with a delinquent account
as set forth in TMC 14.04.270.
POLICY:
During a Public Health Emergency, the City of Tukwila shall discontinue the issuance of Shut‐off
Notices for delinquent water and sewer accounts for the duration of the Public Health
Emergency. In addition, the City shall not apply Late Fees incurred after April 1on delinquent
accounts during the Public Health Emergency.
This policy does not suspend regular monthly utility charges for water and sewer service.
Customers are encouraged to continue making regular payments. In addition, late fee or water
shut off fees incurred before March 15 are required to be paid.
PROCEDURE:
The following procedures are established to allow for community members to continue receiving
water and sewer, utility service, without penalty, during a declared Public Health Emergency.
Notification
A. The Utility Billing Division shall provide written notice of the policy herein to customers
with delinquent accounts. Such notice shall state that all past due amounts are still owed
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but that a penalties incurred after March 15, 2020 will be suspended, and disconnections
will be postponed for the duration of the Public Health Emergency. In order to prevent
spoilage and to protect the City’s utility system, the City shall still disconnect water of
properties the City determines are vacant.
B. Within thirty (30) days of termination of the Public Health Emergency, the Finance
Director will review delinquent accounts and will work with customers to enter into
repayment plans as in the Director’s discretion is appropriate as to each account.
C. Late fees and shutoff shall resume 30‐days after discontinue of this temporary policy in
response to COVID‐19
EFFECTIVE DATE: April 1, 2020
APPROVAL:
Mayor Allan Ekberg De’Sean QuinnKate Kruller, Council President
Vicky Carlsen, Finance Director Kari Sand, City Attorney (initials)
4
City of Tukwila
Allan Ekberg, Mayor
INFORMATIONAL MEMORANDUM
TO: Finance & Governance Committee
FROM: Vicky Carlsen, Finance Director
CC: Mayor Ekberg
DATE: February 2, 2021
SUBJECT: Update TMC 7.12.260 and 7.12.270 Related to Appeals of Animal
Control Authority
ISSUE
Update Tukwila Municipal Code (TMC) sections 7.12.260 Violations – notice and order
and 7.12.270 Appeals to reflect current language in King County’s code related to the
enforcement of rules, regulations, and violations.
BACKGROUND
The City of Tukwila entered into a new interlocal agreement with King County to provide
animal service, effective January 1, 2018 and expires December 31, 2022. The
contract allows for an automatic extension of an additional five years unless one or
more of the contracting parties provides written notice of an intent to opt out of a second
term.
When the current interlocal agreement was drafted, King County also amended its code
to designate the King County Hearing Examiner as the hearing body with jurisdiction
over such appeals. It is necessary for the City of Tukwila to amend the Tukwila
Municipal Code to change the current language of “board of appeals” to King County
Hearing Examiner.
DISCUSSION
The ordinance amends two sections of the TMC; 7.12.260 and 7.12.270 and replaces
the board of appeals with King County Hearing Examiner. King County is asking that
this change be made as quickly as possible.
RECOMMENDATION
The Council is being asked to approve the ordinance and consider this item at the February 22,
2021 Committee of the Whole meeting and Special Meeting immediately following.
ATTACHMENTS
Draft Ordinance
5
6
CC:Legislative Development\Animal Control appeals amended 2-2-21
VC:bjs Review and analysis by Barbara Saxton Page 1 of 3
AN ORDINANCE OF THE CITY COUNCIL OF THE CITY OF
TUKWILA, WASHINGTON, AMENDING ORDINANCE NO. 2466 §4
(PART), AS CODIFIED AT TUKWILA MUNICIPAL CODE
SECTIONS 7.12.260 AND 7.12.270, TO REFLECT CHANGES
MADE WITHIN THE KING COUNTY CODE RELATED TO
APPEALS OF ANIMAL CONTROL AUTHORITY; PROVIDING FOR
SEVERABILITY; AND ESTABLISHING AN EFFECTIVE DATE.
WHEREAS, the City of Tukwila has entered into an Interlocal Agreement with King
County Animal Services; and
WHEREAS, pursuant to the Tukwila Municipal Code and the Interlocal Agreement,
King County is authorized to hear appeals related to the enforcement of rules, regulations,
and violations established by the Tukwila Municipal Code; and
WHEREAS, King County has amended its code to now designate the King County
Hearing Examiner as the hearing body with jurisdiction over such appeals; and
WHEREAS, it is necessary to amend the Tukwila Municipal Code to reflect the
changes made within the King County Code vesting jurisdiction with the King County
Hearing Examiner and to align with the Hearing Examiner’s procedures;
NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF TUKWILA,
WASHINGTON, HEREBY ORDAINS AS FOLLOWS:
Section 1. TMC Section 7.12.260, subparagraph B, Amended. Ordinance No.
2466 §4 (part), as codified at Tukwila Municipal Code (TMC) Section 7.12.260,
“Violations – notice and order,” subparagraph 7.12.260.B.6.a, is hereby amended to
read as follows:
7.12.260.B.
6 Statements advising:
a. that a person having a legal interest in the animal may appeal from the
notice of violation and order or any action of the manager of the Regional Animal Services
Section to the board of appealsKing County Hearing Examiner, but only if the appeal is
made in writing as provided by this chapter and filed with the manager of the Regional
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CC:Legislative Development\Animal Control appeals amended 2-2-21
VC:bjs Review and analysis by Barbara Saxton Page 2 of 3
Animal Services Section within 14 24 days from the service of the notice of violation and
order; and
Section 2. TMC Section 7.12.270 Amended. Ordinance No. 2466 §4 (part), as
codified at TMC Section 7.12.270, “Appeals,” is hereby amended to read as follows:
A. The King County Board of Appeals Hearing Examiner, as established by Article 7
of the King County Charter, is designated to hear appeals by parties aggrieved by actions
of the manager of the Regional Animal Services Section under this chapter. The Board
Hearing Examiner may adopt reasonable rules or regulations for conducting its business.
Copies of all rules and regulations adopted by the Board Hearing Examiner shall be
delivered to the manager of the Regional Animal Services Section, who shall make them
freely accessible to the public. All decisions and findings of the Board Hearing Examiner
shall be rendered to the appellant in writing with a copy to the manager of the Regional
Animal Services Section.
B. Any person entitled to service under TMC Section 7.12.260.B may appeal from
any notice and order or any action of the manager of the Regional Animal Services
Section under this chapter by filing at the office of the manager of the Regional Animal
Services Section within 14 24 days from the service of the order, a written appeal. The
appeal request shall conform to the King County Hearing Examiner rules as established
pursuant to TMC Section 7.12.270 and King County Code Section 11.04.270. Appeals
shall be processed in accordance with the King County Hearing Examiner rules as they
are now adopted or hereafter amended. containing:
1. A heading in the words: "Before the Board of Appeals Hearing Examiner of
the County of King".
2. A caption reading: “Appeal of _____________,” giving the names of all
appellants participating in the appeal.
3. A brief statement setting forth the legal interest of each of the appellants in
the animal involved in the notice and order.
4. A brief statement in concise language of the specific order or action
protested, together with any material facts claimed to support the contentions of the
appellant.
5. A brief statement in concise language of the relief sought, and the reasons
why it is claimed the protested order or action should be reversed, modified or otherwise
set aside.
6. The signatures of all parties' names as appellants, and their official mailing
addresses.
7. The verification, by declaration under penalty of perjury, of at least one
appellant as to the truth of the matters stated in the appeal.
C. The Board of Appeals shall set a time and place, not more than 30 days from the
notice of appeal for a hearing on the appeal. Written notice of the time and place of
hearing shall be given at least 10 days before the hearing to each appellant by the
manager-clerk of the Board.
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CC:Legislative Development\Animal Control appeals amended 2-2-21
VC:bjs Review and analysis by Barbara Saxton Page 3 of 3
D. At the hearing, the appellant shall be entitled to appear in person, to be
represented by counsel and to offer evidence that is pertinent and material to the action of
the manager of the Regional Animal Services Section. Only those matters or issues
specifically raised by the appellant in the written notice of appeal shall be considered.
E. Failure of any person to file an appeal in accordance with this section shall
constitute a waiver of the right to an administrative hearing.
F. Enforcement of any notice and order of the manager of the Regional Animal
Services Section issued under this chapter shall be stayed during the pending of an
appeal, except impoundment of an animal that is vicious or dangerous or cruelly treated.
G. In proceedings before the Board, the Regional Animal Services Section shall bear
the burden of proving by a preponderance of the evidence both the violation and the
appropriateness of the remedy it has imposed.
Section 3. Corrections by City Clerk or Code Reviser Authorized. Upon
approval of the City Attorney, the City Clerk and the code reviser are authorized to
make necessary corrections to this ordinance, including the correction of clerical errors;
references to other local, state or federal laws, codes, rules, or regulations; or ordinance
numbering and section/subsection numbering.
Section 4. Severability. If any section, subsection, paragraph, sentence, clause or
phrase of this ordinance or its application to any person or situation should be held to be
invalid or unconstitutional for any reason by a court of competent jurisdiction, such
invalidity or unconstitutionality shall not affect the validity or constitutionality of the
remaining portions of this ordinance or its application to any other person or situation.
Section 5. Effective Date. This ordinance or a summary thereof shall be published
in the official newspaper of the City, and shall take effect and be in full force five days
after passage and publication as provided by law.
PASSED BY THE CITY COUNCIL OF THE CITY OF TUKWILA, WASHINGTON, at
a Special Meeting thereof this _______ day of ____________________, 2021.
ATTEST/AUTHENTICATED:
Christy O'Flaherty, MMC, City Clerk Allan Ekberg, Mayor
APPROVED AS TO FORM BY: Filed with the City Clerk:
Passed by the City Council:
Published:
Effective Date:
Ordinance Number:
Office of the City Attorney
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City of Tukwila
Allan Ekberg, Mayor
INFORMATIONAL MEMORANDUM
TO:
FROM:
BY:
CC:
DATE:
Finance & Governance Committee
Vicky Carlsen, Finance Director
Aaron Williams, Fiscal Coordinator
Mayor Ekberg
January 28, 2021
SUBJECT: 2020 4th Quarter Cash & Investment Report
ISSUE
The Quarterly Cash & Investment Report is provided to the Finance Committee in accordance with the City’s
Investment Policy.
SUMMARY OF INVESTMENT POLICY
It is the policy of the City of Tukwila to invest public funds in a manner that will provide maximum security with
the highest investment return while meeting the daily cash flow demands of the City while conforming to all state
and local statutes governing the investment of public funds.
INVESTMENT HOLDINGS
As of December 31, 2020, the portfolio totaled $70.3 million comprised of $67.1 million in cash and cash
equivalents and $3.1 million in longer term investments. The attached “Cash and Investment Report” provides
additional details on the cash and investment holdings of the City.
Below is a comparison of the current portfolio allocation compared to the prior year-end. The decrease in the
LGIP balance compared to year end 2019 is attributed to Public Safety Plan construction projects, which utilized
bond proceeds received in Oct 2019.
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INFORMATIONAL MEMO
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INVESTMENT ACTIVITY
During 2020 the City received $583 thousand in interest earnings from the LGIP and Money Market
accounts. Most of those interest earnings (65%) came from the first quarter, prior to the interest rate
cuts. Fourth quarter interest earnings were $28.5 thousand.
Longer term investments held by the City paid interest totaling $37.3 thousand during the third quarter
and $2.29 million in investments matured or were called. No new bond investments were made during
this period. Due to the ongoing pandemic and uncertainty in revenue impacts, longer term investments
are not currently being pursued in an effort to maintain liquidity.
RETURN ON INVESTMENTS
The current portfolio yield at year end was 0.45%, Washington State LGIP and the Columbia Bank
money market accounts were earning 0.16% and 0.26%, respectively.
Longer term investment holdings have an average return of 2.84%.
POLICY COMPLIANCE AND LIQUIDITY ANALYSIS
The portfolio profile is well within the range of all investment policy parameters.
See “Policy Compliance & Liquidity Analysis” attachment for additional detail.
The portfolio benchmark is the 2-year treasury rate, which is closely tied to the changes in the Federal
Reserve Fed Funds Rate. This rate steadily climbed until late 2018 when several Federal Funds Rate
cuts moved the 2-yr treasury note to just above 1.5% at year end 2019. In response to the COVID-19
pandemic, there were significant cuts to the Fed Funds Rate reducing the rate to 0.13% currently. The
chart below illustrates the return over the past 5 years.
The investment portfolio will continue to be
managed to take advantage of investment
opportunities as they arise while maintaining
adequate liquidity to meet obligations.
RECOMMENDATION
Presentation is for information only.
ATTACHMENTS
2020-Q4 Cash and Investment Report
Policy Compliance & Liquidity Analysis
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(a)(c) (d)
Agency / Issuer Rating
Moody's
Investment
Type
Purchase
Date
Maturity
Date
Term
Yrs.
Par
Value
Book
Balance
Yield to
Maturity
Annualized
Return
CASH & CASH EQUIVALENTS
US Bank Operating Cash Depository - (b) - 10,358,248 10,358,248 0.20% 20,716 (e)
Washington State Treasurer LGIP Investment Pool - (b) - 41,690,157 41,690,157 0.16% 65,037 (f)
Columbia Bank Money Market - (b) - 15,123,022 15,123,022 0.26% 38,715 (f)
Total Cash & Cash Equivalents 67,171,426 67,171,426 0.19% 124,468
INVESTMENTS
Certificates of Deposits
Sound Community Bank Certificate of Deposit 3/4/2019 3/4/2021 0.2 2,106,948 2,106,948 2.97% 62,576
TOTAL CERTIFICATES OF DEPOSIT 2,106,948 2,106,948 2.97% 62,576
Taxable Municipal Bonds
Multnomah County OR GO LTD Aaa Revenue Bonds 08/2017 6/1/2021 0.4 500,000 499,165 2.28% - (g)
Burien WA GO LTD Bld Am Bnds Aa2 LTGO 12/2017 12/1/2025 5.0 500,000 501,030 5.13% 25,625 (h)
TOTAL MUNICIPAL BONDS 1,000,000 1,000,195 2.56% 25,625
Total Investments 3,106,948 3,107,143 2.84% 88,201
Interest earned from matured/called investments 101,710
TOTAL CASH, CASH EQUIVALENTS & INVESTMENTS 70,278,375 70,278,570 0.45% 314,380
Current Portfolio Yield
(b) No fixed maturity, funds are available within one day.
(c) Yield to Maturity represents average rate for the year for various investment vehicles.
(d) Annualized Return represents actual earnings for the fiscal year for bonds.
(e) Represents earning credit from US Bank. City earned interest up to the amount of fees.
(f) Represents rate in effect for period ending this report.
(g) Zero coupon bonds, pays no interest until matured.
(h) bond callable as of 6/1/20, not called as of 12/31/20
CITY OF TUKWILA
CASH & INVESTMENT REPORT
December 31, 2020
(a) On Callable bonds, term is calculated to final maturity even though call date may occur
first; term of liquid investments is one day; on sinking fund bonds, average maturity is used
to calculate term.
Cash and Investment Details
Cash, 15%
LGIP, 59%
Money Market,
22%
CDs, 3%
Agencies, 0%
Municipal
Bonds, 1%
Current Portfolio Allocation
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Liquidity Analysis & Maturity Diversification
Portfolio
Amount
Available
Within 1 Year
Available
Within 5
Years
Available in
5 - 10 Years
Funds immediately available - US Bank,
State LGIP, Money market 67,171,426$ 67,171,426$ 67,171,426$
Fixed Maturity Investments, maturing in:
0-90 days after Report Date 3,016,948
91-180 days after Report Date 500,000
181-270 days after Report Date -
271-360 days after Report Date -
Investments maturing in 1 year or less 2019 3,516,948 3,516,948 3,516,948
Investments maturing in 1-2 years 2020 - -
Investments maturing in 2-3 years 2021 - -
Investments maturing in 3-4 years 2022 - -
Investments maturing in 5-10 years 2023 500,000 500,000
Investments maturing in more than 1 year
and less than 10 years.500,000
TOTALS 71,188,375$ 70,688,375$ 70,688,375$ 500,000$
99% 99% 1%
Portfolio POLICY Policy
Financial Institution Diversification Amount % of Total MAXIMUM Met?
US Bank 10,358,248$ 14.7%50.0%Yes
Columbia Bank 15,123,022 21.5%50.0%Yes
Sound Community Bank 2,106,948 3.0%50.0%Yes
Investments in Financial Institutions 27,588,218 39.3%
Investments in US Government and other
non-financial institutions 42,690,157 60.7%
Total 70,278,375$ 100.0%
Portfolio POLICY Policy
Investment Mix Amount % of Total MAXIMUM Met?
Depository 10,358,248 14.7%insured by PDPC Yes
State Investment Pool 41,690,157 59.3%75.0%Yes
Money market 15,123,022 21.5%insured by PDPC Yes
Certificate of Deposit 2,106,948 3.0%insured by PDPC Yes
US Agency - 0.0%75.0%Yes
Municipal Bonds 1,000,000 1.4%no limit specified in policy Yes
Total 70,278,375 100.0%
Weighted Average Maturities:Years Performance Analysis
Certificates of deposit 0.2 Current portfolio yield 0.45%
Agencies 0.0
Municipal bonds 1.3 Benchmarks:
Total Investments 0.7 2 year treasury 0.13%
POLICY MAXIMUM 3.5 Local Govt Invst Pool 0.16%
Policy Met? Yes
Note: Cash and cash equivalents are available within one day and are not
factored into the Total Investments weighted average maturity.
CITY OF TUKWILA
Policy Compliance & Liquidity Analysis
CASH & INVESTMENT REPORT
December 31, 2020
As of Report Date
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City of Tukwila
Allan Ekberg, Mayor
INFORMATIONAL MEMORANDUM
TO: Finance and Governance Committee
FROM: Laurel Humphrey, Legislative Analyst
DATE: February 2, 2021
SUBJECT: 2021-2022 Online Budget Survey
ISSUE
As part of its work plan, the Finance & Governance Committee requested further discussion
on last year’s online community survey and how it informed the final budget.
SUMMARY
With every budget cycle, the city strives to conduct meaningful community engagement to
ensure that public priorities and expectations for services are being met. This engagement has
taken place in the form of in-person workshops, open houses, mailings, Council Chats, public
hearings, surveys, and more. During the development of the 2019-2020 budget, the City did
this by seeking public input onto the Strategic Plan priorities that had been adopted in 2013.
This feedback resulted in the Council adopting amendments relating to racial equity,
gentrification, health, infrastructure, and technology.
Proposed 2021-2022 Budget
Community outreach on the proposed 2021-2022 budget looked different due to the
coronavirus emergency – since in-person meetings and open houses were not possible, the
City Council had to rely on virtual and online strategies, such as social media, email, virtual
public comment and public hearing, virtual listening sessions, and an online survey. Not only
were engagement opportunities limited, but the City Council was facing a very difficult budget
reality due to the loss of revenues associated with the pandemic leading to the need to reduce
services.
Survey Development
A cross departmental team convened last summer to develop an outreach plan including
messaging, strategies, and a draft survey that asked participants to rank priorities in a variety
of areas that staff had identified as possible service cuts. Staff presented this draft to the
Finance Committee in August, who shared concerns about the approach including potential
service changes that had not yet been discussed by the City Council. The Committee requested
that the survey be redrafted to be higher level and more consistent. After further analysis, staff
returned to the Finance Committee with a proposal to conduct a survey directly tied into the
City’s Priority- Based Budgeting framework that could be used and improved upon in future
years – this idea was modeled after one used by the City of Evanston, Illinois, which also uses
Priority-Based Budgeting. The Finance Committee approved this approach at its August 24,
2020 meeting. Staff then prepared a survey that listed the City’s PBB Programs, not including
those identified as legally mandated, grant-funded, self-sustaining, or internal services.
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INFORMATIONAL MEMO
Page 2
Participants were asked to select those programs they thought most important, those that
could be considered for elimination or reduction, and were also given the opportunity to share
feedback on open-ended questions about their priorities, opportunities for savings, and
anything else on their mind regarding the budget.
Survey Responses
The survey was made available in five languages and posted from September 25 to October 23.
It was advertised via all the City’s media channels and shared by Councilmembers via their
constituent networks. No requests for hard copies were made, although staff would have
facilitated this opportunity. Participation was excellent with 288 individuals responding. For
comparison, the City’s 2018 Strategic Plan online survey had 23 responses, and the City’s 2017-
2018 online survey had zero responses. The open-ended nature of some survey questions
made statistical data difficult to identify, but the priorities that emerged from the ranking
exercise were community policing, equity, fire department community outreach, human
services, park maintenance, police body cameras, school district partnerships, street
maintenance and teen and youth programming. The Council took these priorities, along with
public input shared via the virtual listening sessions and other avenues, as it deliberated the
Mayor’s proposed budget over the course of multiple work sessions and the public hearing.
Lessons Learned and Future Budget Surveys
Staff found this survey format to be an effective tool due to its alignment with Priority-Based
Budgeting and could be used but improved upon in future budget cycles if the City Council
agrees. Staff acknowledges that the timing of the survey was not ideal in 2020. Ideally, the
public engagement process would start earlier in the year so that public feedback would be
more integrated into staff’s development of the draft budget. This can be implemented in 2022
as the 2023-2024 budget is being drafted. In addition, the City’s programs identified in the PBB
process need to be revisited and further refined so that there is more consistency across how
departments defined them. The City’s new Enterprise Resource Planning system will help staff
and Council revisit the priorities in an effective way, and these priorities will in turn inform
future budget public outreach.
RECOMMENDATION
Staff is seeking Committee feedback on the recent budget outreach to help inform
improvements in the next cycle.
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