HomeMy WebLinkAboutFIN 2021-03-22 COMPLETE AGENDA PACKETCity of Tukwila
Finance and Governance
Committee
O Zak Idan, Chair
O Kathy Hougardy
O Cynthia Delostrinos Johnson
AGENDA
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
MONDAY, MARCH 22, 2021— 5:30 PM
HAZELNUT CONFERENCE Room
(At cast cntrancc 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 973303373#
Click here to: Join Microsoft Teams Meeting
For Technical Support during the meeting call: 1-206-431-2179.
Item
Recommended Action
Page
1. BUSINESS AGENDA
a. Monthly General Fund update.
a. Discussion only.
Pg.1
Vicky Carlsen, Finance Director
b. Service level prioritization discussion.
b. Discussion only.
Pg.5
Vicky Carlsen, Finance Director
c. City Council procedures update.
c. Discussion only.
Pg.9
Laurel Humphrey, Legislative Analyst
2. MISCELLANEOUS
Next Scheduled Meeting: April 12, 2021
SThe City of Tukwila strives to accommodate individuals with disabilities.
Please contact the City Clerk's Office at 206-433-1800 (TukwilaCityClerk@TukwilaWA.gov) for assistance.
City of Tukwila
Allan Ekberg, Mayor
INFORMATIONAL MEMORANDUM
TO: Finance & Governance Committee
FROM: Vicky Carlsen, Finance Director
BY: Aaron Williams, Fiscal Manager
CC: Mayor Ekberg
DATE: March 22, 2021
SUBJECT: January 2021 Departmental Budget -to -Actuals Report
Summary
The purpose of the January 2021 General Fund Financial Report is to summarize for the City
Council the general state of departmental expenditures and to highlight significant items. The
following provides a high-level summary of the departmental financial performance.
The January 2021 Report is based on financial data available as of March 10, 2021, for the period
ending January 31, 2021. Additional details can be found within the attached financial report.
Expenditures
General Fund expenditures totaled $4.8 million through January, which is $1.9 million less than
the allocated budget of $6.7 million. The allocated budget is calculated to reflect year-to-date
spending patterns of the previous year.
Departmental Variances
Thirteen of fourteen General Fund departments were under their allocated budget through
January 2021. Noteworthy variances are:
• The Fire Department is $15 thousand over the allocated budget of $1.2 million.
The variance is related to slightly higher salaries & benefits compared to the
allocated budget.
• The Street Maintenance & Operations department is $923 thousand under the
allocated budget. This is due to the timing of the annual surface water charges, which
hit in February this year but were in January in the prior year.
1
INFORMATIONAL MEMO
Page 2
Year to Date Department Expenditures Compared to Allocated Budget
Through January 2021
City Council ;
Mayor's Office =
Administrative Services
Finance
Attorney
Recreation
Community Development
Municipal Court
Police _
Fire
Public Works
Park Maintenance
Street Maintenance & Operations
Dept 26
-3200 30 3200 3400 $600 3800 31,000 $1 200 31,400 31,600 31,800
Thousands
•YTD Actual ■YTD Budget
GENERAL FUND
CITY OF TUKWILA
GENERAL FUND EXPENDITURES
Year -to -Date as of January 31, 2021
Percent of year completed
2
8%
EXPENDITURES BY
DEPARTMENT
BUDGET
ACTUAL
COMPARISON OF RESULTS
2021 ANNUAL
2021
ALLOCATED
2019
2020
2021
ACTUAL
OVER/(UNDER) % CHANGE
ALLOCATED BDGT
IXPENDED 2019/2020
2020/2021
01
City Council
363,618
30,122
31,842
28,705
25,650
(4,472)
7%
(10)%
(11)%
03
Mayor's Office
1,464,526
132,912
205,697
147,813
78,976
(53,935)
5%
(28)%
(47)%
04
Administrative Services
4,984,464
367,965
300,656
322,574
309,423
(58,542)
6%
7%
(4)%
05
Finance
3,049,858
559,865
886,814
510,144
520,015
(39,850)
17%
(42)%
2%
06
Attorney
639,600
258
172
167
(1)
(260)
(0)%
(3)%
(101)%
07
Recreation
2,764,338
312,396
255,146
261,292
182,247
(130,149)
7%
2%
(30)%
08
Community Development
4,069,943
341,852
274,884
269,289
256,707
(85,145)
6%
(2)%
(5)%
09
Municipal Court
1,272,888
104,111
97,236
108,511
94,941
(9,169)
7%
12%
(13)%
10
Police
18,286,665
1,698,639
2,105,425
1,647,911
1,463,587
(235,052)
8%
(22)%
(11)%
11
Fire
12,706,860
1,207,013
1,415,370
1,220,341
1,222,368
15,355
10%
(14)%
0%
13
Public Works
3,621,145
504,430
473,917
457,421
438,063
(66,368)
12%
(3)%
(4)%
15
Park Maintenance
1,496,205
258,392
108,468
243,575
94,216
(164,176)
6%
125%
(61)%
16
Street Maintenance & Operations
2,963,180
1,044,208
278,326
1,012,187
120,430
(923,777)
4%
264%
(88)%
Subtotal
57,683,290
6,562,163
6,433,952
6,229,930
4,806,622
(1,755,541)
8%
(3)%
(23)%
20
Dept20
5,462,760
167,417
1,325,000
-
-
(167,417)
-
-
-
Total Expenditures
63,146,050
6,729,579
7,758,952
6,229,930
4,806,622
(1,922,958)
8%
(20) %
(23) %
Percent of year completed
2
8%
INFORMATIONAL MEMO
Page 3
GENERAL FUND
CITY OF TUKWILA
GENERAL FUND EXPENDITURES
Year -to -Date as of January 31, 2021
SALARIES AND BENEFITS
BUDGET
BUDGET
ACTUAL
ACTUAL
COMPARISON OF RESULTS
COMPARISON OF RESULTS
2021 ANNUAL
2021
ALLOCATED
2019
2020
2021
ACTUAL
OVER/(UNDER)
EXPENDED
% CHANGE
ALLOCATED BDGT
2019/2020
2020/2021
11 Salaries
28,723,860
2,523,271
2,332,169
2,458,039
2,351,288
(171,983)
8%
5%
(4)%
12 Extra Labor
347,528
92,920
51,376
43,075
335
(92,585)
0%
(16)%
(99)%
13 Overtime
1,218,115
116,825
114,773
123,095
139,198
22,373
11%
7%
13%
15 Holiday Pay
515,500
577
-
441
2,560
1,982
0%
0%
480%
21 FICA
1,872,655
169,803
148,154
156,133
144,469
(25,334)
8%
5%
(7)%
22 Pension-LEOFF
899,828
66,768
69,032
71,649
68,920
2,152
8%
4%
(4)%
23 Pension-PERS/PSERS
1,631,377
150,375
141,606
150,914
133,928
(16,447)
8%
7%
(11)%
24 Industrial Insurance
875,820
110,308
108,720
118,554
45,845
(64,463)
5%
9%
(61)%
25 Medical & Dental
6,904,119
562,474
468,596
526,151
515,036
(47,439)
7%
12%
(2)%
28 Uniform/Clothing
8,525
30
-
--
148,515
(60)
0%
0%
0%
Total Salaries & Benefits
42,997,327
3,793,382
3,434,425
3,648,049
3,401,579
(391,803)
8%
6%
3%
Percent of year completed
8%
3
SUPPLIES, SERVICES AND
CAPITAL
BUDGET
ACTUAL
COMPARISON OF RESULTS
2021 ANNUAL
2021
ALLOCATED
2019
2020
2021
ACTUAL
OVER/(UNDER)
EXPENDED
% CHANGE
ALLOCATED BDGT
2019/2020
2020/2021
0
Transfers
5,462,760
167,417
1,325,000
--
(167,417)
0%
(100)%
0%
31
Supplies
1,055,711
73,205
138,863
50,350
45,260
(27,945)
4%
(64)%
(10)%
34
Items Purchased for resale
13,000
10,000
-
235
-
(10,000)
0%
0%
(100)%
35
Small Tools
66,450
4,422
2,495
3,687
3,870
(552)
6%
48%
5%
41
Professional Services
5,439,071
177,995
394,962
121,375
33,256
(144,739)
1%
(69)%
(73)%
42
Communication
481,810
37,561
22,899
26,962
26,098
(11,463)
5%
18%
(3)%
43
Travel
83,196
10,845
13,188
7,669
234
(10,611)
0%
(42)%
(97)%
44
Advertising
34,750
1,454
1,437
1,687
300
(1,154)
1%
17%
(82)%
45
Rentals and Leases
2,166,137
145,838
233,397
106,284
148,515
2,677
7%
(54)%
40%
46
Insurance
1,030,329
1,023,092
1,766,560
980,935
1,107,054
83,962
107%
(44)%
13%
47
Public Utilities
1,991,445
1,066,665
54,976
1,047,325
7,926
(1,058,740)
0%
1805%
(99)%
48
Repairs and Maintenance
651,669
47,551
183,044
84,095
12,421
(35,130)
2%
(54)%
(85)%
49
Miscellaneous
1,153,730
126,929
187,707
151,276
20,108
(106,820)
2%
(19)%
-87%
64
Machinery& Equipment
518,665
43,222
-
-
-
(43,222)
0%
0%
0%
Total Operating Expenses
20,148,723
2,936,197
4,324,528
2,581,881
1,405,043
(1,363,738)
7%
(40) %
(46) %
Total Expenses
63,146,050
6,729,579
7,758,952
6,229,930
4,806,622
(1,755,541)
8%
(20)%
(23)%
Percent of year completed
8%
3
4
City of Tukwila
Allan Ekberg, Mayor
INFORMATIONAL MEMORANDUM
TO: Finance and Governance Committee
FROM: Vicky Carlsen, Finance Director
CC: Mayor Ekberg
DATE: March 16, 2021
SUBJECT: Prioritizing service restoration when ongoing revenues exceed
adopted budget
ISSUE
Staff is seeking Committee input into a process for how to prioritize service level
restoration if and when ongoing revenues exceed revenues adopted in the 2021-2022
biennial budget.
DISCUSSION
Recap of Budget and Service Level Reductions
The City has been impacted by the global COVID-19 health crisis since February 2020.
The pandemic negatively affected revenue streams with reductions in sales and other
taxes as well as user fees for recreation programs. Revenues continue to be impacted
and it is unknown when, or if, revenue streams will return to pre -pandemic levels.
Early on in the crisis, City Council and Administration took action to reduce expenditures
in anticipation of the expected decline in revenue. In decreasing expenditures, service
levels were necessarily reduced across all departments, but many of the reductions
focused on lower priority programs. Reductions included the following:
- Reducing labor costs by freezing vacant positions, layoffs, furloughs, and temporary
pay reductions
- Reducing overtime
- Elimination of extra labor
- Elimination of travel and non-essential training
- Reduced transfers to Fleet
- Reduced or eliminated low priority programs
- Line -item budget scrub
The 2021-2022 budget process began in the early summer of 2020 and continuation of
the expected impacts of the pandemic were included throughout the proposed budget.
High priority programs, such as human services, public safety, public works, and the court
were funded to the extent possible. The proposed budget included support for key
initiatives including:
- Funding for human services
- Continued implementation of the City's Equity Policy
- Reimaging police services by starting a Mental Health Professional pilot program
5
INFORMATIONAL MEMO
Page 2
- Maintaining current level of fire services
- No additional service or employee reductions above reductions in 2020
- Continued investment in infrastructure
- Investment in technology
- Teen/Senior Center feasibility and programming
While the proposed budget did include funding for the priorities listed above, several
service reductions had to be maintained due to a continued reduction in revenue
projections. During budget deliberations, the City Council directed the restoration of some
services using the proposed budget surplus, including parks and street maintenance and
additional funding for human services. While some service levels were restored through
the budget and budget review process, several programs continue at a reduced level or
were eliminated in the adopted budget, including:
- Frozen positions in the Municipal Court, Parks, DCD, Police, Public Works
- Elimination of SeeClickFix program
- Reduction of extra labor in certain departments, eliminated in other departments
- Reduction in supplies, non-essential training and travel across all departments
- Elimination of commute trip reduction incentives
- Elimination of funding for the Community Connectors program
- Programming at the Tukwila Community Center
In addition to the program reductions listed above, all departments have experienced
general line -item budget reductions for 2021, which leaves no room for
unplanned/unexpected expenditures that do occur each year.
If revenues return at a higher level than adopted in the budget, the City Council will need
to make decisions regarding the return of these services and service levels.
2021 Budget Issues
Before service levels can be restored, it is important to understand pressures on the
budget that will need to be addressed prior to restoring the service levels mentioned
above. Some of the areas include:
• Implementation of a previously agreed upon Teamsters' wage and compensation
study.
• Permit processing concerns due to impact of vacant and previously frozen
positions to process workload which has remained steady during the pandemic.
• Increase in Fire Department overtime costs due to a minimum staffing settlement
agreement with the Local IAFF #2088.
Ongoing vs One-time Revenues
As Council and Administration consider how and when to restore service levels it will be
important to keep in mind adopted financial policies that state one-time revenue will be
used for one-time expenditures and ongoing revenue will be used for ongoing
expenditures. This will also be an opportune time to re -envision how services are
provided. Staff will be providing updated projections on ongoing revenues, such as sales
6
INFORMATIONAL MEMO
Page 3
tax and gambling tax, to gauge how these revenues are matching or exceeding original
2021-2022 Budget expectations. There are also one-time revenues that staff will be
tracking, such as possible Streamlined Sales Tax funds which may be allocated during
the current state legislative session.
State Funding - Streamlined Sales Tax (SST) Mitigation Funds
HB 1521 would restore the SST funding program until 2026, which was approved by the
legislature in 2020 but vetoed by the Governor due to the pandemic and associated
revenue losses. There is an effort to add funding to the supplemental budget to replace
funding lost during the current state fiscal year, which would result in Tukwila receiving
just under $900,000 on May 1, 2021 if the effort is successful. While previously the SST
funds were dedicated to the Public Safety Plan, staff removed that funding source from
the plan when the Governor vetoed SST in 2020.
Federal Funding - American Rescue Plan
On March 10, 2021, a $1.9 trillion relief package, known as the American Rescue Plan,
was approved and provides funding in several areas including state and local aid,
education, rental assistance, and transit. At this time, it appears that the City of Tukwila
will receive $4.43 million in one-time funds. It appears that half of the funds would be
distributed 60 days after enactment and the remaining balance one year later. Because
we are considered a nonentitlement city, we will receive the funds from the State rather
than the federal government. It is unclear how quickly the State will release the funds to
the City. Funds must be spent by December 31, 2024. These funds are not
reimbursement for COVID-related costs, and therefore can be used in a variety of ways.
From what we know today, the funds can be used in the following ways:
- To respond to the public health emergency with respect to COVID-19 or its
negative economic impacts, including assistance to households, small businesses,
and non -profits, or to aid impacted industries such as tourism, travel, and
hospitality.
- Provide premium pay to eligible workers that are preforming essential work.
- Provision of government services to the extent of the reduction in revenue due to
the pandemic relative to revenues collected in the most recent full fiscal year.
- Make necessary investments in water, sewer, or broadband infrastructure.
The funds cannot be used to directly or indirectly offset tax reductions or delay a tax/tax
increase. Nor can funds be deposited into any pension fund.
As new information becomes available, updated information will be provided.
Other Funding for the Tukwila Community
On February 19, 2021 Governor Inslee signed the state COVID relief bill that provides
$2.2 billion in funding that has the opportunity to assist the Tukwila community, including:
• $714 million in assistance for K-12 schools
• $618 million for public health's response to COVID, including testing, investigation
and contact tracing; and funding for vaccination efforts
7
INFORMATIONAL MEMO
Page 4
• $365 million for emergency eviction, rental and utility assistance
• $240 million for business assistance grants
• $50 million for childcare
• $26 million for food banks and other food programs
• $91 million for income assistance, including $65 million for relief for the state's
immigrant population
The American Rescue Plan includes a variety of opportunities that can assist the Tukwila
community, including:
• Direct stimulus payments to qualifying households of $1,400 per person to single
households making $75,000 or less and couples earning $150,000 or less.
Individuals with dependents will also receive a $1,400 tax credit per dependent on
their 2020 tax returns.
• Enhanced unemployment payments of $300 per week.
• Temporary child tax credit and monthly payments to qualifying households.
• $7.25 billion in additional Paycheck Protection Program (PPP) loans for small
businesses.
• $128 billion in support for educational institutions.
• Additional support for the most vulnerable, including more funds for Low Income
Home Energy Assistance Program (LIEHEAP) for utility assistance, temporary
increase to WIC funds and more.
• $25 billion for emergency rental assistance.
• $65.1 billion for cities.
This memo and discussion are intended to begin the conversation so that committee
members have a shared understanding of the service level decisions made in the 2021-
2022 budget process and begin to plan for future decision making as revenues return.
RECOMMENDATION
Discussion only.
8
W
i City of Tukwila
Allan Ekberg, Mayor
INFORMATIONAL MEMORANDUM
TO: Finance and Governance Committee
FROM: Laurel Humphrey, Legislative Analyst
DATE: March 16, 2021
SUBJECT: City Council Rules of Procedure Update
ISSUE
Introduction of project to update City Council Rules of Procedure
DISCUSSION
The City Council's procedures for conduct of its business are largely included in TMC 2.04. This
Chapter hasn't been updated since 2003 and contains some outdated sections, such as reference to
the old standing committees, that need to be addressed. This presents a good opportunity for a
thorough review to ensure practices and procedures are timely, modern, and reflect good
governance.
In alignment with previous discussions, staff has prepared an ordinance to re-enact Tukwila Municipal
Code 2.04 by removing much of the current content and retaining key pieces. Staff has also prepared a
draft Rules of Procedure document as well as a resolution that would adopt the new Rules following
City Council review. These legislative pieces are still in the review phase with the City Attorney and
City Clerk. In the meantime, staff would like to brief the Committee on certain areas that are being
proposed for removal from the Code while also NOT being incorporated into the new Rules of
Procedure document. Those areas are listed along with justifications for their removal as follows:
TMC 2.04.090 and TMC 2.04.110(A)(2
These sections describe City Clerk administrative procedures for processing agendas, and do not belong
in a municipal code or in City Council rules.
TMC 2.04.110(C)(3)
This describes an outdated practice that does not make sense in the context of current work flow and
agenda procedures. Councilmembers must give direction in public meetings, and if there is an issue that
an individual Councilmember would like the City to consider, they may seek consensus during a meeting.
Removing this would not interfere with that right.
TMC2.04.110(D)
The City Council President has the authority to approve the Committee of the Whole and Regular Meeting
agendas, which includes providing input into the amount of time given to specific items. Calling this out
specifically seems unnecessary.
TMC 2.04.120(6)(1)
TMC 2.04.120 combines speaking procedures for the City Council and for the public in the same section,
which is totally inappropriate. Subsection B is outdated and does not match current public comment
procedures or best practices. The new draft Rules of Procedure separates public comment into its own
section and provides better description on how it works.
9
INFORMATIONAL MEMO
Page 2
TMC 2.04.120(6)(4)
This section is not appropriate or in alignment with current laws and best practices as it interferes with
First Amendment rights. The new draft Rules document does have a section about how to handle
interruptions in the Council Chamber.
TMC 2.04.180(6)
This describes an obsolete practice that should be removed. The City Council adopted a comprehensive
new Purchasing Policy at the end of 2020 that outlines appropriate spending procedures and authorities.
RECOMMENDATION
Staff is seeking Committee concurrence and will return with the legislative documents at the next
meeting.
ATTACHMENTS
• TMC 2.04
10
TUKWILA MUNICIPAL CODE
Sections:
2.04.010
2.04.020
2.04.030
2.04.040
2.04.050
2 04.060
2.04.070
2 04.080
2.04.090
2.04.100
2.04.110
2.04.120
2.04.130
2.04.140
2.04.150
2.04.160
2.04.170
2.04.180
2.04.190
CHAPTER 2.04
CITY COUNCIL
Meetings Declared Open and Public
Regular Meetings
Committee of the Whole Meetings
Special Meetings
Quorum
Seating
Council President—Mayor Pro Tempore
Presiding Officer
Agenda for Regular or Special Council Meetings
Agenda Format
Miscellaneous Agenda Procedures
Speaking Procedures
Voting
Executive Sessions
Continuances
Adjournment
Questions of Parliamentary Procedure
Council Committees and Representatives
Filling Council Vacancies
2.04.010 Meetings Declared Open and Public
All meetings of the Tukwila City Council and its committees
shall be open and public, and all persons shall be permitted to
attend any meeting of these bodies, except as otherwise
provided in TMC 2.04.140.
(Ord. 2024 §1 (part), 2003)
2.04.020 Regular Meetings
The City Council shall meet regularly on the first and third
Mondays of each month at 7:00PM, unless an alternative starting
time is set and notice is provided to the public pursuant to TMC
2.04.040. If at any time any Regular Meeting falls on a holiday,
the Council shall meet on the next business day at the same
hour. The City Council shall meet at Tukwila City Hall, unless
otherwise publicly announced.
(Ord. 2024 §1 (part), 2003)
2.04.030 Committee of the Whole Meetings
A. The Council shall sit as a Committee of the Whole on
the second and fourth Monday of each month at 7:00PM, unless
an alternate starting time is published; except, if at any time any
committee meeting falls on a holiday, the Council shall meet on
the next business day at the same hour. The City Council shall
meet at Tukwila City Hall, unless otherwise publicly announced.
B. Meetings of the Committee of the Whole shall be held
primarily for the purpose of considering current issues of the
City, coordinating the work of the City Council, and discussing
draft ordinances, resolutions and policy issues in detail. The
Committee of the Whole will have no power to take final actions,
including but not limited to adopting ordinances or passing
motions or resolutions.
C. The Committee of the Whole may meet in a retreat
setting to plan their work at the beginning of the year or at any
time beneficial to in-depth deliberations by the Council. Results
of the Committee of the Whole's retreats will be discussed with
the Mayor and administration in order to establish and
understand City goals. A report summarizing the proceedings
will be made available following each retreat. No official action
will be taken at a retreat.
(Ord. 2024 §1 (part), 2003)
2.04.040 Special Meetings
Special meetings may be called by the Mayor, or any three
Councilmembers, by written notice delivered by City
employee(s) to each member of the Council at least 24 hours
before the time specified for the proposed meeting and with
public notice made pursuant to RCW 42.30.080.
(Ord. 2024 §1 (part), 2003)
2.04.050 Quorum
At all meetings of the City Council, four members shall
constitute a quorum for the transaction of business.
(Ord. 2024 §1 (part), 2003)
2.04.060 Seating
A. Members of the City Council will be seated at the
Council table according to seniority of the Council, except that
the Council President will be seated at the right of the Mayor.
B. Seniority shall be determined by the:
1. Greatest consecutive number of years served.
2. Greatest consecutive number of years plus
months or years served prior to the current term(s).
3. Number of votes when elected.
(Ord. 2024 §1 (part), 2003)
2.04.070 Council President --Mayor Pro Tempore
A. At the first Regular Meeting in January of each
year, members of the City Council shall elect from their number
a Council President who shall hold office at the pleasure of the
Council. The general policy of the City Council is to elect
presidents in a rotating order, based upon seniority. If a vacancy
occurs in the office of Council President, the City Council, at
their next Regular Meeting, shall select a new Council President
to serve the remainder of the year.
Page 2-2
Produced by the City of Tukwila, City Clerk's Office 11
TITLE 2 — ADMINISTRATION AND PERSONNEL
B. In the absence of the Mayor, the Council President
shall become the Mayor Pro Tempore and perform the duties of
the Mayor, except that the Council President shall not have the
power to appoint or remove any officer or to veto any ordinance.
If a vacancy occurs in the office of the Mayor, the City Council —
at their next Regular Meeting — shall elect from their number a
Mayor who shall serve until a Mayor is elected and certified at
the next municipal election.
(Ord. 2209 §1, 2009; Ord. 2024 §1 (part), 2003)
2.04.080 Presiding Officer
A. All Regular and Special Meetings of the City Council
shall be presided over by the Mayor or, in his/her absence, by
the Mayor Pro Tempore. If neither the Mayor nor the Mayor Pro
Tempore is present at a meeting, the presiding officer for that
meeting shall be elected by a majority of the vote of those
Councilmembers present, provided there is a quorum.
B. All Committee of the Whole meetings shall be presided
over by the Council President. If the Council President is
temporarily absent, the Council shall elect a Councilmember to
serve in that capacity until the Council President returns.
C. The City Clerk or his/her designee will staff Regular
and Special Council meetings and Committees of the Whole
meetings. In the absence of the Clerk, Deputy Clerk or other
qualified staff member appointed by the Clerk, the Mayor or
Council may appoint a staff person to act in that capacity.
D. The appointment of a Councilmember as Mayor Pro
Tempore shall not in any way abridge his/ her right to vote on
matters coming before the Council at such meeting.
E. The presiding officer shall preserve strict order and
decorum at all meetings of the Council. The presiding officer
shall state all questions coming before the Council, provide
opportunity for discussion on each item on the table, and an-
nounce the decision of the Council on all subjects. Procedural
decisions made by the presiding officer may be overruled by a
majority vote of the Council.
(Ord. 2024 §1 (part), 2003)
2.04.090 Agenda for Regular or Special Council
Meetings
All items to be included on the agenda for Council
consideration must be submitted to the City Clerk in full by
12:00PM noon on the Wednesday preceding each Council
meeting. The City Clerk shall then prepare a proposed agenda,
with attachments, according to the order of business. After the
proposed agenda has been approved by the Council President
or, in his/her absence, by his/her designated member of the City
Council, the City Clerk shall prepare the final agenda, which
shall be distributed to the Mayor, Councilmembers, City
Attorney and Department Heads no later than Noon on the
Friday preceding the Council Meeting. A copy of the agenda
and subsequent documents shall be posted on the lobby bulletin
board at City Hall. A copy of the Agenda face sheet will be
posted on the City's website.
(Ord. 2024 §1 (part), 2003)
2.04.100 Agenda Format
The format of a Regular or Special City Council agenda
shall be as follows:
1. CaII to Order.
2. Pledge of Allegiance.
3. Roll Call.
4. Special Presentations on key agenda items.
5. Appointments and Proclamations of the Mayor.
6. Citizens' Comments. This is an opportunity for the
audience to comment on items not listed on the agenda.
7. Consent Agenda:
a. Contains all consent agenda items approved
by the Council President, from a Committee of the Whole, or
forwarded by unanimous committee action, and routine items
such as, but not limited to, approval of minutes and approval of
vouchers. No ordinances, resolutions or bid awards, will be
included on the consent agenda.
b. The following rules shall apply to the consent
agenda:
(1) Any member of the City Council may, by
request and without a Council vote, have any items removed
from the consent agenda. That item will, by automatic
procedure, be placed under New Business for further
discussion.
(2) The remaining items shall be approved
by motion.
8. Bid Awards. All competitive bid awards shall
comply with RCW Title 39, and those that require Council
approval shall include the contractor/vendor name, the project
name, and the total dollar amount of the award. The award may
or may not include Washington State Sales Tax.
9. Public Hearings:
a. For public hearings required by City, State or
Federal law or as the Council may direct. Examples may
include, but not be limited to:
(1) LID
(2) Zoning
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(3) Budget
(4) Revenue sharing grants
(5) Annexation
(6) Moratoria
(7) Quasi-judicial decisions
b. The following procedures shall apply to public
hearings, except public hearings subject to TMC Chapters
18.104 through 18.116, which shall be subject to the procedures
specified therein:
(1) The presiding officer may exercise a
change in the procedures, but said decision may be overruled
by a majority vote of the City Council.
(2) The proponent spokesman shall speak
first and be allowed 15 minutes. The Council may ask questions.
(3) The opponent spokesman shall be
allowed 15 minutes for presentation and the Council may ask
questions.
(4) Each side shall then be allowed 5
minutes for rebuttal.
(5) After the proponents and opponents
have used their speaking time, Council may ask further
questions of the speakers, who may respond.
c. At public hearings and for issues where a
public meeting is required or requested, and a general audience
is in attendance to present arguments for or against a public
issue:
(1) A signup sheet for speakers will be
available, and all citizens considering speaking will be asked to
write their name and address legibly. If they speak without
signing up, they will be asked to sign in after speaking.
(2) A person may speak for five minutes.
No one may speak for a second time until everyone wishing to
speak has had an opportunity to speak.
(3) After the speaker has used the allotted
time, Council may ask questions of the speaker and the speaker
may respond, but may not engage in further debate.
(4) Speakers should address their com-
ments to the City Council and should not address other
audience members. No disparaging remarks or remarks
directed to opponents will be allowed.
(5) The hearing will then be closed to public
participation by the presiding officer and open for
Councilmember discussion.
10. Unfinished Business. This section of the agenda
shall include items of a general nature, including resolutions and
ordinances previously discussed at a Council meeting. The
following procedures shall apply during this section of the
agenda:
a. The item will be put on the table by motion.
b. The committee chair, sponsor or a designated
spokesman of each item may give a presentation.
c. If a resolution or ordinance, the City Attorney
or City Administrator may read the item by title only or, if
requested by any Councilmember, the document may be read
in its entirety. A motion by Council shall rule.
d. The Council may then question the sponsor or
designated spokesman of the presented item.
e. When discussions conclude, the Council, by
motion, will act upon the resolution, ordinance or other item.
11. New Business. This section of the agenda shall
include all items of a general nature -- including resolutions and
ordinances previously discussed at a Committee Meeting and
put forward to the Regular Meeting -- and items that have been
removed from the consent agenda. The procedures that apply
during this section shall be the same as those under Unfinished
Business.
12. Reports. Reports on special interest items from
the Mayor, City Council, staff, City Attorney, and
intergovernmental representatives.
13. Miscellaneous.
14. Executive Session.
15. Adjournment.
(Ord. 2024 §1 (part), 2003)
2.04.110 Miscellaneous Agenda Procedures
A. The City Council desires to provide adequate time for
administration and staff analysis, fact finding and presentation.
1. Items to come before the City Council should first
be placed on the agenda of the appropriate committee for
discussion before they are placed on the agenda of a Regular
Council Meeting.
2. All items that are not routine in nature and
presented shall include a completed Council Agenda Synopsis
(CAS), a staff report, and Committee Minutes. The City Clerk or
a designated person shall be responsible for attaching a CAS
number, keeping the original CAS, and maintaining an index for
future reference.
B. The agenda and provision for the Committee of the
Whole shall be citizen comments, committee reports, discussion
of items referred from committees, items referred by three
Councilmembers, and items set by the Council President. The
agenda and any attachments will be approved by the Council
President or his/her designee, and shall be prepared by the City
Clerk for distribution to the Council by 12:00PM noon on Friday.
C. Items may be placed directly on the agenda of a
Regular Meeting when the items are approved by the Council
President, and:
1. The items are routine in nature, such as approval
of vouchers, proclamations, acknowledgement or receipt of
petitions or documents, or discussion of claims for damages.
2. An emergency condition exists that represents a
personnel hazard, impending deadline, or risk of immediate
financial loss. In such instances, the CAS summary or staff
memo should clearly define why the special procedure is
necessary.
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3. In the event the sponsor of any items to come
before the City Council feels it both appropriate and beneficial
to the City, that sponsor may bring such items directly to the
Regular Meeting with the concurrence of three
Councilmembers.
D. The Council President may affix an approximate time
limit for each agenda item at the time of approval of the agenda.
E. All proposed ordinances and resolutions shall be
reviewed by the City Attorney and bear the Attorney's
certification that they are in correct form before final passage.
All accompanying documents shall be available before
ordinances and resolutions can be passed.
F. Resolutions of the City Council shall be signed by the
Council President.
G. Ajoint resolution of the City Council and the Mayor may
be proposed when:
1. The subject of the resolution is of broad City
concern, and the subject contains Council policy and ad-
ministrative procedure; or
2. The subject of the resolution is of a ceremonial or
honorary nature.
H. Joint resolutions will be subject to the voting rules in
TMC 2.04.130 and will be signed by the Mayor and Council
President. The Council may provide for all Councilmembers to
sign the joint resolution enacted under TMC 2.04.110 G.
(Ord. 2024 §1 (part), 2003)
2.04.120 Speaking Procedures
A. Speaking procedure for agenda items under
consideration is as follows:
1. A Councilmember desiring to speak shall address
the chair and, upon recognition by the presiding officer, shall
confine him/herself to the question under debate. Recognition
of Councilmembers shall be by seniority.
2. Any member, while speaking, shall not be in-
terrupted unless it is to call him or her to order.
3. No Councilmember shall speak a second time on
the same motion before an opportunity has been given each
Councilmember to speak on that motion.
B. Addressing the Council for items under Council
discussion shall proceed as follows:
1. Any person, with the permission of the presiding
officer, may address the Council, but the presiding officer shall
be required to recognize speakers in the following order:
a. A person designated by the presiding officer to
introduce the subject under discussion.
b. Those whose request to be heard is contained
in the written agenda.
c. Those who have submitted their request to be
heard in writing or to the City Clerk before the meeting.
d. Those who ask recognition from the floor.
2. In addressing the Council, each person shall
advance to the podium and, after recognition, give name and
address, and -- unless further time is given by the presiding
officer -- shall limit his/her address to five minutes. All remarks
shall be made to the Council as a body and not to any individual
member or to the audience.
3. No person shall be permitted to enter into any
discussion from the floor without first being recognized by the
presiding officer.
4. Any person making personal, impertinent or slan-
derous remarks while addressing the Council shall be barred
from further audience participation by the presiding officer
unless permission to continue is granted by a majority vote of
the Council.
(Ord. 2024 §1 (part), 2003)
2.04.130 Voting
A. Silence of a Councilmember during a voice vote shall
be recorded as an affirmative vote except where such a
Councilmember abstains because of a stated conflict of interest.
Each member present must vote on all questions before the
Council and may abstain only by reason of conflict of interest.
B. A roll -call vote may be requested by the presiding
officer or any member of the Council. Voting normally shall be
by seniority; however, this procedure may be changed by the
presiding officer.
C. Confirmations of appointments by the Mayor, budget
transfers, personnel levels, and formal motions, resolutions,
ordinances and amendments thereto shall require the
affirmative votes of four Councilmembers.
(Ord. 2024 §1 (part), 2003)
2.04.140 Executive Sessions
The City Council may hold an Executive Session during a
Regular Meeting, Special Meeting or Committee of the Whole
meeting to consider certain matters as set forth in RCW
42.30.110.
(Ord. 2024 §1 (part), 2003)
2.04.150 Continuances
Any hearing being held or ordered to be held by the City
Council may be continued in the manner as set forth by RCW
42.30.100.
(Ord. 2024 §1 (part), 2003)
2.04.160 Adjournment
A. Any Committee of the Whole, Regular, adjourned
Regular, Special or adjourned Special Meeting may be
adjourned in the manner as set forth in RCW 42.30.090.
B. All meetings of the Council shall adjourn no later than
11:00PM. If the Council desires to extend the meeting, a motion
shall be required of a majority plus one vote of Councilmembers
present. Items not acted on by the 11:00PM deadline shall be
deferred to the next respective Council meeting as unfinished
business, unless Council, by a majority vote of members
present, determines otherwise.
(Ord. 2024 §1 (part), 2003)
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2.04.170 Questions of Parliamentary Procedure
Questions of parliamentary procedure not covered by TMC
Chapter 2.04 shall be governed by Robert's Rules of Order,
Newly Revised (latest edition).
(Ord. 2024 §1 (part), 2003)
2.04.180 Council Committees and Representatives
A. There are four standing committees of the Council
consisting of three members each. The Council President shall
appoint the membership of each committee and the committee
chair by the second Regular Meeting of each year. The chair
for each committee shall set the schedule of meetings and
cause them to be published. In the event a committee member
is unable to attend a meeting, that member may ask another
Councilmember to attend in his/her place.
B. The standing committees shall consider and may make
policy and legislative recommendations to the City Council on
items referred to the committee by the Council President, the
Council, administrative departments, boards or commissions. If
budgeted in an amount less than or equal to $25,000, a
committee can approve a bid or negotiation award by an
affirmative vote of three committee members. If a unanimous
committee vote is not obtained, the award will be referred to the
City Council for action. The standing committees, their scopes
of authority, and the supporting City departments are as follow:
1. Transportation Committee, which shall consider
matters related to transportation, transportation plans, traffic,
transit, streets, street lighting, signals, street LIDs, and rights-of-
way in coordination with the Public Works Department and
Department of Community Development.
2. Utilities Committee, which shall consider matters
related to water; sewer; electric power; natural gas; telephone;
cable television; telecommunications; solid waste reduction,
reuse and recycling; river basins; and levies, in coordination with
the Public Works Department.
3. Finance and Safety Committee, which shall
consider matters related to the general fiscal and financial
operations of the City; budget and financial reports; and policy
matters related to personnel including, but not limited to, the
salary grade schedule, position classifications and salary
changes in coordination with the Finance Department,
Administrative Services Department, and City Administrator.
They will consider library issues, tourism, administrative
matters, and information technology issues in conjunction with
the City Clerk, Library Advisory Board, Lodging Tax Advisory
Board, Chamber of Commerce, and Information Services. They
shall consider matters related to police and fire protection; the
municipal court; emergency services; and animal control in
coordination with the Police Department, Fire Department, Civil
Service Commission, Public Works Department, and
Community -Oriented Policing Board.
4. Community Affairs and Parks Committee, which
shall consider matters related to the planning of the physical,
economic, aesthetic, cultural and social development of the City;
and Comprehensive Plan, Zoning Code, Building Code, code
enforcement, Sign Code and annexation policies, in
coordination with the Department of Community Development,
Human Services, Planning Commission, Hearing Examiner,
Sister Cities Committee, Human Services Advisory Board, and
the Equity and Diversity Commission. They shall consider
matters relating to parks and park plans, recreation facilities and
community activities, in coordination with the Parks and
Recreation Department, the Arts Commission, and Park
Commission.
B. The Council President may establish such ad hoc
committees as may be appropriate to consider special matters
that do not readily fit the standing committee structure or that
require special approach or emphasis. The Council President
shall appoint Council representatives to intergovernmental
councils, boards and committees as needed.
C. Council committees shall consider all matters referred.
Each committee chair shall report to the Council the findings of
the committee. Committees may refer items to the Council with
no committee recommendation.
D. Each committee chair may review and approve his/her
committee agenda and will approve committee minutes before
distribution. The committee chair can authorize the cancellation
of a committee meeting. An affirmative vote of three members
of Finance and Safety Committee is required when the
committee approves unbudgeted items.
(Ord. 2024 §1 (part), 2003)
2.04.190 Filling Council Vacancies
If a vacancy occurs in the office of Councilmember, the
Council will follow the procedures outlined in RCW 35A.12.050.
In order to fill the vacancy with the most qualified person
available until an election is held, the Council will widely
distribute and publish a notice of the vacancy, the procedure
and any application form for applying. The Council will draw up
an application form, which contains relevant information to
answer set questions posed by the Council. The application
forms will be used in conjunction with an interview of each
candidate to aid the Council selection of the new
Councilmember.
(Ord. 2024 §1 (part), 2003)
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