HomeMy WebLinkAboutFIN 2024-06-24 COMPLETE AGENDA PACKET The City of Tukwila strives to accommodate individuals with disabilities.
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City of Tukwila
Finance and Governance
Committee
De’Sean Quinn, Chair
Tosh Sharp
Jovita McConnell
Distribution: D.Quinn
T.SharpJ.McConnellA. Papyan
D. Martinez
Mayor McLeod
M. WineA. YounL. Humphrey
AGENDA
MONDAY, JUNE 24, 2024 – 5:30 PM
ON-SITE PRESENCE:
TUKWILA CITY HALL HAZELNUT CONFERENCE ROOM
6200 SOUTHCENTER BOULEVARD
REMOTE PARTICIPATION FOR THE PUBLIC:
1-253-292-9750, ACCESS CODE: 441656166#Click here to: Join Microsoft Teams Meeting
For Technical Support: 1-206-433-7155
Item Recommended Action Page
1.BUSINESS AGENDA
a.Application for lodging tax funds: Explore SeattleSouthside for $119,275.00.
Brandon Miles, Director of Strategic Initiatives &
Government Relations
b.Contract renewal with Foster Garvey PC.
TC Croone, Chief People Officer
c.Discussion on agenda packet process.
Andy Youn, City Clerk
d.Monthly General Fund Expenditure update.
(May 2024)
Tony Cullerton, Interim Finance Director
a.Forward to 7/1 Regular
Meeting Consent Agenda.
b.Forward to 7/15 Regular
Meeting Consent Agenda.
c.Discussion only.
d.Discussion only.
Pg.1
Pg.11
Pg.19
Pg.25
2.MISCELLANEOUS
Next Scheduled Meeting: July 22, 2024
City of Tukwila
Allan Ekberg, Mayor
INFORMATIONAL MEMORANDUM
TO: Finance and Governance
FROM: Brandon Miles, Director
CC: Mayor McLeod
DATE: June 17, 2024
SUBJECT: Lodging Tax Funding Request
World Cup Station Domination
ISSUE
Review of lodging tax funding request from Seattle Southside Regional Tourism Authority (dba:
Explore Seattle Southside) in amount of $119,275 for advertising at select light rail stations
during the 2026 World Cup.
BACKGROUND
The City collects a 1% lodging tax on certain qualifying overnight stays in paid accommodations
(hotels/motels/Airbnb) in the City. State law limits the use of these funds to tourism promotion1.
There is currently just over $2.5 million in lodging tax funds available for use.
The City’s Lodging Tax Advisory Committee (LTAC) reviews all requests for use of lodging tax
funds. LTAC then forwards a list of recommended applications to the City Council for its review
and consideration. If LTAC does not recommend an application be funded, that application is
not forwarded to the City Council. The City Council may approve or deny any of the applications
recommended by the LTAC. The City Council may also approve an application and increase or
decrease the dollar amount awarded2.
The City accepts applications on a rolling basis, with the LTAC reviewing requests monthly.
Pending Applications
At its June 14, 2024 meeting, the LTAC recommended approval of one funding request for
Explore Seattle Southside.
1 RCW 67.28.080 (6) defines “tourism promotion” as “…activities, operations, and expenditures designed to
increase tourism, including but not limited to advertising, publicizing, or otherwise distributing information for the
purpose of attracting and welcoming tourists; developing strategies to expand tourism; operating tourism
promotion agencies; and funding the marketing of or the operation of special events and festivals designed to
attract tourists.”
2 On August 17, 2016, the Washington State Attorney General’s Office issued an informal opinion regarding
whether a municipality could change the dollar amounts recommended by the local lodging tax advisory
committee. Specifically, the informal opinion states:
“When awarding lodging tax revenues pursuant to RCW 67.28.1816(2)(b)(ii), a municipality may award amounts
different from the local lodging tax advisory committee’s recommended amounts, but only after satisfying the
procedural requirements of RCW 67.28.1817(2), according to which the municipality must submit its proposed
change to the advisory committee for review and comment at least forty-five days before final action on the
proposal.” 1
INFORMATIONAL MEMO
Page 2
1. Explore Seattle Southside, World Cup Station Domination, ($119,275)
Seattle has been selected to host five matches for the 2026 World Cup. It’s expected that fans
from around the globe will be descending on the region. What makes the World Cup unique is
that the games are spread out and fans may have downtime between matches. This downtime
presents an opportunity to bring people to the City and to invite those already staying our hotels
to get out and enjoy the City. City staff is started to look at opportunities to promote the City and
to make use “World Cup Ready.”
Explore Seattle Southside presented the City with an opportunity to partner with it and the City
of SeaTac for advertising inside the Angle Lake, SeaTac Airport, and TIBs light rail stations.
Explore Seattle Southside and the cities will activate the stations with advertising leading up and
through World Cup. The City of Tukwila will pay 1/3 the costs for the advertising at SeaTac
Airport Station and all the costs for the TIBs station. Explore Seattle Southside will design the
ads, with input from the cities. The City of SeaTac will pay for the costs at Angle Lake station.
Average annual boardings at SeaTac Airport al 1.91 million and TIBs has annual boardings of
816,000. Ridership will likely be significantly higher during the World Cup.
LTAC Recommendation on Application: Do Fund
Staff Recommendation on Application: Do Fund.
FINANCIAL IMPACT
The total request for the lodging tax application will not exceed $119,275. No general funds
dollars will be used for these funding allocations. The funding allocations are consistent with the
six-year financial plan for the lodging tax fund.
2024 Tourism Six-Year Financial Plan Allocation
World Cup, 2024-2026: $200,000
Experience Tukwila
(Pending):
($119,275)
Remaining Funds:
$80,725
RECOMMENDATION
Staff recommends that the Committee approve pending funding requests and forward to the
July 1, 2024 consent agenda. Note, a contract over the Mayor’s signature authority is also
required. Staff would like to request that the contract be allowed to go on a future consent
agenda for approval, with the need for a committee briefing.
ATTACHMENTS
1. Lodging Tax Application, Seattle Southside, World Cup Station Domination
2. Lodging Tax Six Year Financial Plan
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INFORMATIONAL MEMORANDUM
To: City Council
From: TC Croone, Chief People Officer
CC: Mayor Thomas McLeod
Date: June 18, 2024
Subject: Approval for Foster Garvey contract renewal
ISSUE
The city will be renewing the services of the law firm of Foster Garvey, P.C. to assist in
collective bargaining negotiations for police contracts set to expire in December 2024. Due to
the number of contracts, the city anticipates the contract to exceed the mayor’s threshold of
$60,000. The city is requesting a contract renewal with Foster Garvey with a not to exceed
amount of $120,000.
BACKGROUND
The city has worked with Foster Garvey for lead negotiation services for previous collective
bargaining negotiations and would like to continue to do so.
RECOMMENDATION
The Council is being asked to consider and approve the renewal of the contract for services
with Foster Garvey with a not to exceed amount of $120,000.
ATTACHMENT
Draft Professional Services Contract with the law firm of Foster Garvey, P.C.
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City of Tukwila Contract Number:
6200 Southcenter Boulevard, Tukwila WA 98188
PROFESSIONAL SERVICES AGREEMENT
(Includes consultants, architects, engineers, accountants, and other professional services)
THIS AGREEMENT is entered into between the City of Tukwila, Washington, hereinafter
referred to as “the City”, and Foster Garvey PC, hereinafter referred to as “the Consultant”, in
consideration of the mutual benefits, terms, and conditions hereinafter specified.
1. Project Designation. The Consultant is retained by the City to perform collective bargaining
legal services in connection with the project titled Teamsters 117 and United Steelworkers
negotiations.
2. Scope of Services. The Consultant agrees to perform the services, identified on Exhibit “A”
attached hereto, including the provision of all labor, materials, equipment and supplies.
3. Duration of Agreement; Time for Performance. This Agreement shall be in full force and
effect for a period commencing upon execution and ending December 31, 2025, unless sooner
terminated under the provisions hereinafter specified. Work under this Agreement shall
commence upon written notice by the City to the Consultant to proceed. The Consultant shall
perform all services and provide all work product required pursuant to this Agreement no later
than December 31, 2025 unless an extension of such time is granted in writing by the City.
4. Payment. The Consultant shall be paid by the City for completed work and for services
rendered under this Agreement as follows:
A. Payment for the work provided by the Consultant shall be made as provided on Exhibit
“B” attached hereto, provided that the total amount of payment to the Consultant shall not
exceed $120,000 without express written modification of the Agreement signed by the
City.
B. The Consultant may submit vouchers to the City once per month during the progress of
the work for partial payment for that portion of the project completed to date. Such
vouchers will be checked by the City and, upon approval thereof, payment shall be made
to the Consultant in the amount approved.
C. Final payment of any balance due the Consultant of the total contract price earned will be
made promptly upon its ascertainment and verification by the City after the completion of
the work under this Agreement and its acceptance by the City.
D. Payment as provided in this section shall be full compensation for work performed,
services rendered, and for all materials, supplies, equipment and incidentals necessary to
complete the work.
E. The Consultant’s records and accounts pertaining to this Agreement are to be kept
available for inspection by representatives of the City and the state of Washington for a
period of three (3) years after final payments. Copies shall be made available upon
request.
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5. Ownership and Use of Documents. All documents, drawings, specifications and other
materials produced by the Consultant in connection with the services rendered under this
Agreement shall be the property of the City whether the project for which they are made is
executed or not. The Consultant shall be permitted to retain copies, including reproducible
copies, of drawings and specifications for information, reference and use in connection with
the Consultant’s endeavors. The Consultant shall not be responsible for any use of the said
documents, drawings, specifications or other materials by the City on any project other than
the project specified in this Agreement.
6. Compliance with Laws. The Consultant shall, in performing the services contemplated by
this Agreement, faithfully observe and comply with all federal, state, and local laws, ordinances
and regulations, applicable to the services rendered under this Agreement.
7. Indemnification. The Consultant shall defend, indemnify and hold the City, its officers,
officials, employees and volunteers harmless from any and all claims, injuries, damages,
losses or suits including attorney fees, arising out of or resulting from the acts, errors or
omissions of the Consultant in performance of this Agreement, except for injuries and damages
caused by the sole negligence of the City.
Should a court of competent jurisdiction determine that this Agreement is subject to RCW
4.24.115, then, in the event of liability for damages arising out of bodily injury to persons or
damages to property caused by or resulting from the concurrent negligence of the Consultant
and the City, its officers, officials, employees, and volunteers, the Consultant’s liability
hereunder shall be only to the extent of the Consultant’s negligence. It is further specifically
and expressly understood that the indemnification provided herein constitutes the Consultant's
waiver of immunity under Industrial Insurance, Title 51 RCW, solely for the purposes of this
indemnification. This waiver has been mutually negotiated by the parties. The provisions of
this section shall survive the expiration or termination of this Agreement.
8. Insurance. The Consultant shall procure and maintain for the duration of the Agreement,
insurance against claims for injuries to persons or damage to property which may arise from
or in connection with the performance of the work hereunder by the Consultant, its agents,
representatives, or employees. Consultant’s maintenance of insurance as required by the
agreement shall not be construed to limit the liability of the Consultant to the coverage provided
by such insurance, or otherwise limit the City’s recourse to any remedy available at law or in
equity.
A. Minimum Amounts and Scope of Insurance. Consultant shall obtain insurance of the
types and with the limits described below:
1. Automobile Liability insurance with a minimum combined single limit for bodily injury
and property damage of $1,000,000 per accident. Automobile Liability insurance
shall cover all owned, non-owned, hired and leased vehicles. Coverage shall be
written on Insurance Services Office (ISO) form CA 00 01 or a substitute form
providing equivalent liability coverage. If necessary, the policy shall be endorsed to
provide contractual liability coverage.
2. Commercial General Liability insurance with limits no less than $2,000,000 each
occurrence, $2,000,000 general aggregate. Commercial General Liability
insurance shall be at least as broad as ISO occurrence form CG 00 01 and shall
cover liability arising from premises, operations, stop-gap independent contractors
and personal injury and advertising injury. The City shall be named as an
additional insured under the Consultant’s Commercial General Liability insurance
policy with respect to the work performed for the City using an additional insured
endorsement at least as broad as ISO endorsement form CG 20 26.
3. Workers’ Compensation coverage as required by the Industrial Insurance laws of
the State of Washington.
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4. Professional Liability with limits no less than $2,000,000 per claim and $2,000,000
policy aggregate limit. Professional Liability insurance shall be appropriate to the
Consultant’s profession.
B. Public Entity Full Availability of Contractor Limits. If the Contractor maintains higher
insurance limits than the minimums shown above, the Public Entity shall be insured for the
full available limits of Commercial General and Excess or Umbrella liability maintained by
the Contractor, irrespective of whether such limits maintained by the Contractor are greater
than those required by this Contract or whether any certificate of insurance furnished to
the Public Entity evidences limits of liability lower than those maintained by the Contractor.
C. Other Insurance Provision. The Consultant’s Automobile Liability and Commercial
General Liability insurance policies are to contain, or be endorsed to contain that they shall
be primary insurance with respect to the City. Any Insurance, self-insurance, or insurance
pool coverage maintained by the City shall be excess of the Consultant’s insurance and
shall not be contributed or combined with it.
D. Acceptability of Insurers. Insurance is to be placed with insurers with a current A.M.
Best rating of not less than A:VII.
E. Verification of Coverage. Consultant shall furnish the City with original certificates and a
copy of the amendatory endorsements, including but not necessarily limited to the
additional insured endorsement, evidencing the insurance requirements of the Contractor
before commencement of the work. Upon request by the City, the Consultant shall furnish
certified copies of all required insurance policies, including endorsements, required in this
Agreement and evidence of all subcontractors’ coverage.
F. Notice of Cancellation. The Consultant shall provide the City with written notice of any
policy cancellation, within two business days of their receipt of such notice.
G. Failure to Maintain Insurance. Failure on the part of the Consultant to maintain the
insurance as required shall constitute a material breach of contract, upon which the City
may, after giving five business days notice to the Consultant to correct the breach,
immediately terminate the contract or, at its discretion, procure or renew such insurance
and pay any and all premiums in connection therewith, with any sums so expended to be
repaid to the City on demand, or at the sole discretion of the City, offset against funds due
the Consultant from the City.
9. Independent Contractor. The Consultant and the City agree that the Consultant is an
independent contractor with respect to the services provided pursuant to this Agreement.
Nothing in this Agreement shall be considered to create the relationship of employer and
employee between the parties hereto. Neither the Consultant nor any employee of the
Consultant shall be entitled to any benefits accorded City employees by virtue of the services
provided under this Agreement. The City shall not be responsible for withholding or otherwise
deducting federal income tax or social security or for contributing to the state industrial
insurance program, otherwise assuming the duties of an employer with respect to the
Consultant, or any employee of the Consultant.
10. Covenant Against Contingent Fees. The Consultant warrants that he has not employed or
retained any company or person, other than a bonafide employee working solely for the
Consultant, to solicit or secure this contract, and that he has not paid or agreed to pay any
company or person, other than a bonafide employee working solely for the Consultant, any
fee, commission, percentage, brokerage fee, gifts, or any other consideration contingent upon
or resulting from the award or making of this contract. For breach or violation of this warrant,
the City shall have the right to annul this contract without liability, or in its discretion to deduct
from the contract price or consideration, or otherwise recover, the full amount of such fee,
commission, percentage, brokerage fee, gift, or contingent fee.
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11. Discrimination Prohibited. Contractor, with regard to the work performed by it under this
Agreement, will not discriminate on the grounds of race, religion, creed, color, national origin,
age, veteran status, sex, sexual orientation, gender identity, marital status, political affiliation,
the presence of any disability, or any other protected class status under state or federal law,
in the selection and retention of employees or procurement of materials or supplies.
12. Assignment. The Consultant shall not sublet or assign any of the services covered by this
Agreement without the express written consent of the City.
13. Non-Waiver. Waiver by the City of any provision of this Agreement or any time limitation
provided for in this Agreement shall not constitute a waiver of any other provision.
14. Termination.
A. The City reserves the right to terminate this Agreement at any time by giving ten (10) days
written notice to the Consultant.
B. In the event of the death of a member, partner or officer of the Consultant, or any of its
supervisory personnel assigned to the project, the surviving members of the Consultant
hereby agree to complete the work under the terms of this Agreement, if requested to do
so by the City. This section shall not be a bar to renegotiations of this Agreement between
surviving members of the Consultant and the City, if the City so chooses.
15. Applicable Law; Venue; Attorney’s Fees. This Agreement shall be subject to, and the
Consultant shall at all times comply with, all applicable federal, state and local laws,
regulations, and rules, including the provisions of the City of Tukwila Municipal Code and
ordinances of the City of Tukwila. In the event any suit, arbitration, or other proceeding is
instituted to enforce any term of this Agreement, the parties specifically understand and agree
that venue shall be properly laid in King County, Washington. The prevailing party in any such
action shall be entitled to its attorney’s fees and costs of suit. Venue for any action arising
from or related to this Agreement shall be exclusively in King County Superior Court.
16. Severability and Survival. If any term, condition or provision of this Agreement is declared
void or unenforceable or limited in its application or effect, such event shall not affect any other
provisions hereof and all other provisions shall remain fully enforceable. The provisions of this
Agreement, which by their sense and context are reasonably intended to survive the
completion, expiration or cancellation of this Agreement, shall survive termination of this
Agreement.
17. Notices. Notices to the City of Tukwila shall be sent to the following address:
City Clerk
City of Tukwila
6200 Southcenter Boulevard
Tukwila, WA 98188
Notices to Consultant shall be sent to the following address:
Foster Garvey PC
1111 Third Ave.
Seattle, WA 98101
18. Entire Agreement; Modification. This Agreement, together with attachments or addenda,
represents the entire and integrated Agreement between the City and the Consultant and
supersedes all prior negotiations, representations, or agreements written or oral. No
amendment or modification of this Agreement shall be of any force or effect unless it is in
writing and signed by the parties.
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DATED this _________ day of ____________________________, 20_____.
** City signatures to be obtained by
City Clerk’s Staff ONLY. **
CITY OF TUKWILA
Thomas McLeod, Mayor
ATTEST/AUTHENTICATED:
Andy Youn, City Clerk
APPROVED AS TO FORM:
Office of the City Attorney
** Consultant signature to be obtained by
sponsor staff. **
CONSULTANT:
By:
Printed Name:
Title:
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City of Tukwila
Thomas McLeod, Mayor
INFORMATIONAL MEMORANDUM
TO: Finance & Governance Committee
BY: Andy Youn, City Clerk
CC: Mayor McLeod
Marty Wine, Interim City Administrator
DATE: June 14, 2024
SUBJECT: Council and Committee agenda packet process
ISSUE
At the April 22, 2024 Committee of the Whole meeting, a Councilmember expressed interest in
receiving Council and Committee agenda packets sooner than the Friday before Council and
Committee meetings. The issue was referred to the Finance and Governance Committee for
further discussion on the current process for agenda packets.
BACKGROUND
Current Process:
RCW 42.30.077 requires that agendas be posted online no later than 24 hours in advance of the
published start time of the meeting. The City Clerk is responsible for preparing and publishing
agendas for Council (Regular, Special, Committee of the Whole, Work Sessions) and Committee
meetings, in accordance with the provisions of chapter 42.30 RCW.
The following flowchart shows the current process and timelines for agenda packets, from
creation of individual agenda items by Citywide staff, submission to the Clerk’s Office, to final
production by the Clerk’s Office.
Identify need Develop solution Create Product Market product
1 month (or more) prior to
Agenda packet deadline
4 business days prior to
Council/Committee meeting
2-3 business days prior to
Council/Committee meeting
1 business day prior to
Council/Committee meeting
Staff research
Final approvals by
legal/Dept.
Directors/Administration
Draft agenda sent to Council
President and Committee
Chairs for approval
Creation of agenda links for
electronic distribution
Input needed from
stakeholders
Updates based on changing
requirements
Agenda items compiled and
readied for publication
(paper & electronic)
Distribution of physical
packets
Data and/or documents from other agencies Standardization of files for packet Printing of paper agenda packets
Public input (as necessary)
Final revisions/corrections of
documentation & attachments
Agendas imported into Digital Records Center
Council & Committee Agenda Process
Ta
s
k
s
Agenda Item
Creation
Items due to
Clerk's Office
Draft Agendas Compiled &
Produced
Publication of
Agendas
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INFORMATIONAL MEMO
Page 2
Under the current process, agenda packets are distributed on Fridays prior to the meetings. This
reflects a long-established workflow and has the benefit of allowing staff to produce timely,
relevant information for Council review. All individual agenda packet items are due to the City
Clerk’s Office by 1:00 p.m. on the Tuesday prior to the meeting for Council and Committee agenda
packets. Upon receipt of all agenda items on Tuesday afternoon, the Clerk’s Office sends the
draft agendas to the Council President and Council Committee Chairs for approval by 9:00 a.m.
on Wednesday morning. The Council President reviews the draft Council agenda on Wednesday
afternoons, and following approval, from Wednesday to Friday morning (the timeframe depending
on the complexity of the agenda packet process for that week), the Clerk’s Office proceeds with
digitally compiling all Council and Committee agenda packets. The packets are then readied for
publication in paper and electronic format, including importing the packets into the Digital Records
Center and creating weekly agenda links for electronic distribution. Packets are distributed on
Friday morning following a final quality check.
Common packet delays:
Several key variables can influence the production of agenda packets, often causing delays to
the standard timeframes shown above:
- Agenda items require significant work by staff in advance of submission to the Clerk’s Office:
necessary documentation may often be delayed by the need for input from other stakeholders,
updated data, public input, or changing requirements.
- Agenda documentation that has already been submitted can require updates based on new
requests for information given by Committee or Council the night prior to agenda deadlines,
or may need to be revised based on emerging information.
- Occasional printing or content management system malfunctions may sometimes cause
additional delays.
Potential options for consideration – Pros and Cons:
If the City Council is interested in receiving packets earlier, following are some potential options
for the Council’s consideration and the implications of each for staff:
a) Agenda packets distributed earlier (e.g., by Thursday evening):
This option would have several upstream effects for Citywide staff, to include the need to
move up agenda deadlines Citywide, and potential work stoppages in the Clerk’s Office.
- Moving up agenda deadlines would impact the workflow for items moving from
Committees to C.O.W. or Regular Meetings. With Council meetings on Monday nights and
deadlines for agenda packet documentation on Tuesday afternoons, staff often balance
tight turnaround times to provide updated information or data as requested by Committee
or Councilmembers. Moving up agenda deadlines would not provide enough time for staff
to make the desired changes or gather the additional information, so these items would
likely be delayed in moving through the legislative process.
- Staff often seek to address/respond to real-time events occurring in the City. Requiring
earlier submission of documents could also result in outdated information by the time it
reaches a Council or Committee meeting.
- Agenda packet production is work-intensive for the Clerk’s Office due to the multiple steps
involved (formulation of motions on agenda front sheets, standardization and quality
control of documents, correction of typos, manual hyperlinking for online accessibility,
image and legibility enhancements, importing to the Digital Records Center, assigning
searchability to uploaded packets/individual items, publishing legal notices for meetings,
printing all paper packets, and distributing printed and electronic packets). The Clerk’s
Office currently has 2.5 working days to produce packets following Council President and
Chair approval on Wednesdays. Shortened timelines would mean the Clerk’s Office would 20
INFORMATIONAL MEMO
Page 3
need to move to an all-hands approach to prioritize agenda packet production ahead of
other core departmental services and functions such as records management, pet
licensing, notarization, resident inquiries, legislation development, processing of
contracts, and more.
b) Streamlining for “bite-sized” agenda packets:
Agenda packet materials typically include a Council Agenda Synopsis (CAS) sheet, an
informational memorandum, and relevant attachments such as legislation, draft contracts,
quotes, draft grant agreements, bids, CIP documents, PowerPoints, flyers, and more.
Combined, one agenda item may often exceed 50 pages, with some complex items reaching
100 or more pages. The Clerk’s Office produces an average of 3 different packets for Council
and Committee meetings weekly. Each agenda typically contains 3 – 5 agenda items per
packet, averaging over 200 pages per agenda packet.
Streamlining and reducing the documentation needed for agenda packets may create
efficiencies for Citywide staff while also aligning with the Council’s need to receive packets
timely. “Bite-sized” agendas could be implemented in a way that would maintain the
transparency of City operations and spending, reduce technical jargon, and provide cleaner
documents that result in plain speech agendas that are more easily understood by the general
public and are more responsive to the community’s interests. Staff could also explore methods
to ensure continued transparency such as adding hyperlinking to the Digital Records Center
to full supporting documentation.
Shifting the standard format and documentation required for smaller, cleaner agenda packets
will likely require the formation of an internal workgroup and legal review to assess feasibility
and ensure continued compliance with chapter 42.30 RCW prior to Citywide implementation.
Staff would also need further direction from the Council on the level of information and
documentation desired for inclusion in “bite-sized” agendas. Finally, given staff hope to begin
reviewing options in the 2025–2026 biennium for agenda management software, beginning
the work now of determining how to streamline agendas will allow the City to strategically align
with that planned work in order to create greater organizational efficiencies and provide
expanded services to the public in the future.
c) Inclusion on Committee meeting packet distribution lists
Agenda items typically begin in one of four standing Council Committee agendas, before being
forwarded to a future Council meeting for discussion and/or action by the full Council. This
means most agenda items appearing at a C.O.W. or Regular Meeting are duplicates of
agenda items that have already been published for a Committee agenda packet at least 1 –
2 weeks prior to full Council meetings. All Councilmembers receive links to all Committee
packets and may sign up to receive hard copies of Committees they are not on. This is one
way to read ahead on upcoming issues.
FINANCIAL IMPACT
None
RECOMMENDATION
For discussion only
ATTACHMENTS
Current workflow – Calendar view
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2024 MONDAY
CALENDAR YEAR FIRST DAY OF WEEK
Monday Tuesday Wednesday Thursday Friday
01 02 03 04 05
Document
Deadline
Agenda
Published
08 09 10 11 12
Committee
Meeting Document
Deadline
Agenda
Published
15 16 17 18 19
C.O.W.
Meeting Document
Deadline
Agenda
Published
22 23 24 25 26
Regular
Meeting
29 30 31 01 02
05 06 07 08 09
JULY
CALENDAR MONTH
Agendas
Produced
Agendas
Produced
Agendas
Produced
2
3
2
4
1
City of Tukwila Tom McLeod, Mayor
Finance Department
INFORMATIONAL MEMORANDUM
TO: Finance & Governance Committee
CC: Mayor McLeod
FROM: Tony Cullerton, Interim Finance Director
DATE: June 24, 2024
SUBJECT: May 2024 General Fund Departmental Budget-to-Actuals Report
SUMMARY
The May 2024 General Fund Financial Report provides the City Council with a comprehensive overview of
departmental expenditures and highlights significant financial items. This report is a high-level summary of
the departmental financial performance based on data available as of June 7, 2024, for the period ending
May 31, 2024.
Expenditures
General Fund departmental expenditures were $31 million through May, which is $2.6 million under the
allocated budget of $33.7 million. Department 20, responsible for fund transfers, reported $1.4 million in
year-to-date activity. Overall, the General Fund activity as of the end of May was $32.4 million, which is $2.4
million under budget.
Allocated Budget
As of the end of May, the Fire Department and Non-Departmental were over their allocated budgets. The
Fire Department's overages are attributed to Contracted Services. Non-Departmental overages are
primarily due to debt payment transfers, with $1.2 million allocated for debt payments. The $189,197 over
budget is due to costs associated with Asylee expenditures.
% Expended
The end of May marks 41.7% of the year completed. Three departments have spent over 41% of their
annual budget. The Finance Department's increase is due to previously budgeted milestone payments for
the Enterprise Resource Planning (ERP) system. The Fire Department's increase is related to contracted
services. The Public Works/Street Maintenance Department's increased costs are for street lighting
repairs and roadway repair supplies.
2024 Compared to 2023
When comparing expenditures to the previous year, several departments reported increased spending over
the same period last year. All increases were previously approved and budgeted. Administrative Services
saw an increase due to higher Attorney Services and HR Recruitment costs. The Finance Department's
increase is related to the implementation phase 2 payment for the Finance Enterprise system. The
Municipal Court's increase in salaries/benefits is due to filling a vacant position and adding an additional
full-time equivalent (FTE) for photo enforcement. The Police Department reported a $629k increase over
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the same period last year, mainly due to higher fleet maintenance costs and increased insurance liability.
The Fire Department's higher expenditures are due to the RFA contract. The Public Works
Department/Street Maintenance incurred increases in street lighting repair and roadway maintenance.
Departmental Variances
Year to Date Department Expenditures Through May 2024:
General Fund by Category
The City adopts a biennial budget by fund, as mandated by ordinance. This level of reporting is essential for
external authoritative oversight, such as the Washington State Auditor’s office. It is also utilized for debt
issuance and by other stakeholders. For managerial reporting and internal use, the City reports activity at
the departmental level, providing detailed information to support decision-making within the City and by
those charged with governance.
Allocated Budget
All category totals, except for Services, are within budget. Within Services, Professional Services and
Repairs and Maintenance Services have exceeded their allocated budgets. The increase in Professional
Services results from several departmental programs:
• Human Services entered into a joint contract with the City of Renton.
• Finance reported an increase due to the Risk Management Program, classified under Professional
Services.
• The Fire contract with the Regional Fire Authority also contributed to the rise in Professional Services
costs.
• The increase in Repairs and Maintenance is attributed to the Facility Management and Improvement
Program.
Allocated Budget %
2024 2024 2022 2023 2024 vs Actual Expended % Change$ Change % Change
DEPARTMENT Annual Allocated OVER/(UNDER)
City Council 393,067 163,778 143,514 155,690 155,289 (8,489) 39.5%(401) -0.3%
Mayor's Office 2,405,513 1,035,824 789,991 952,219 897,529 (138,295) 37.3% (54,690) -5.7%
Administrative Services 5,621,624 2,369,906 1,843,662 1,974,220 2,156,466 (213,440) 38.4% 182,246 9.2%
Finance Department 4,625,307 2,352,995 1,389,101 1,448,069 2,029,534 (323,461) 43.9% 581,464 40.2%
Rec Dept / Parks Maint 5,808,439 2,510,745 1,796,023 1,961,584 2,027,092 (483,653) 34.9%65,507 3.3%
Community Dev 5,063,237 2,109,682 1,754,964 1,801,921 1,740,070 (369,612) 34.4% (61,851) -3.4%
Municipal Court 1,859,399 774,750 636,495 658,813 750,520 (24,230) 40.4%91,707 13.9%
Police Department 24,212,875 10,367,714 7,310,190 8,701,483 9,330,729 (1,036,985) 38.5% 629,246 7.2%
Fire Department 15,605,441 7,733,231 6,237,246 7,480,438 8,181,655 448,424 52.4% 701,217 9.4%
PW Dept / Street Maint 8,002,142 4,251,767 3,528,067 3,653,615 3,764,088 (487,679) 47.0% 110,473 3.0%
Subtotal 73,597,044 33,670,390 25,429,254 28,788,052 31,032,972 (2,637,419) 42.2%2,244,920 7.8%
Non Departmental 5,865,345 1,226,586 1,342,690 1,508,158 1,415,783 189,197 24.1% (92,374) N/A
Total Expenditures 79,462,388 34,896,977 26,771,944 30,296,209 32,448,755 (2,448,221) 40.8%2,152,546 7.1%
% of Year 41.7%
2020/2021 2023/2024
BUDGET ACTUAL
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% Expended
Professional Services increase has been explained in the Allocated Budget section. Professional
Development reported 49% spending. This is a return to onsite training. Examples are travel & training
costs, membership fees, and Police mandatory trainings. Utilities reflected 65.2% total expenditures at 42%
of the year. This number may seem high, but Utilities are under allocated budget and total spending is 3.0%
lower than the same period last year. Repairs and Maint. Svs. was a category that was asked about in
prior months. A few examples are listed below:
• Door replacement $19,308
• Bldg. 811 (Community Center) Roof repair $8,768
• Bldg. 811 (Community Center) Boiler Repair $2,461
• Bldg. 141 (Justice Center) HVAC Repair $11,402
• Bay Door Repair $5,148
$ Change 2023 / 2024
When comparing spending between 2023 and 2024, increases were observed in the categories of
Professional Services, Professional Development, and Repairs and Maintenance Services. These increases
have been previously identified and thoroughly explained.
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General Fund
City of Tukwila
General Fund Expenditures
Actual Budget %
2023 2023 2021 2022 2023 vs Allocated Expended
Annual Allocated OVER/(UNDER) $ 2023/2024 %
2023/2024
Salaries 28,083,897 11,701,624 12,466,247 9,571,301 9,693,070 (2,008,553)34.5%121,769 1.3%
Extra Labor 794,977 331,240 116,135 144,394 198,843 (132,398)25.0%54,448 37.7%
Overtime 797,180 332,159 1,083,985 669,609 634,500 302,341 79.6%(35,109)(5.2%)
Holiday Pay 250,000 104,167 8,646 3,759 16,756 (87,411)6.7%12,997 N/A
FICA 2,299,308 958,045 797,301 784,603 795,671 (162,374)34.6%11,067 1.4%
Pension-LEOFF 690,494 256,873 461,647 302,422 224,131 (32,741)32.5%(78,291)(25.9%)
Pension-PERS/PSERS 1,877,476 782,282 601,959 633,078 569,449 (212,833)30.3%(63,629)(10.1%)
Industrial Insurance 616,066 256,694 297,354 166,456 166,886 (89,808)27.1%430 0.3%
Medical & Dental 5,818,916 2,424,548 3,068,453 2,236,181 2,455,172 30,624 42.2%218,991 9.8%
Unemployment 0 0 15,108 0 8,957 8,957 -8,957 N/A
Uniform/Clothing 33,504 13,960 840 814 1,350 (12,610)4.0%537 N/A
Total Salaries & Benefits 41,261,818 17,161,590 18,917,675 14,512,617 14,764,784 (2,396,806)35.8%252,167 1.7%
Supplies 640,401 266,834 108,737 142,756 137,776 (129,057)21.5%($4,980)(3.5%)
Repairs & Maint Supplies 420,705 175,294 148,348 142,684 182,268 6,974 43.3%$39,584 27.7%
Resale Supplies 2,580 1,075 93 0 413 (662)16.0%$413 -
Small Tools 228,078 95,033 15,233 37,136 64,523 (30,510)28.3%$27,387 73.7%
Technology Supplies 112,364 46,818 15,884 27,185 22,577 (24,241)20.1%($4,608)(17.0%)
Fleet Supplies 7,260 3,025 1,928 2,625 3,504 479 48.3%$880 33.5%
Total Supplies 1,411,387 588,078 290,223 352,386 411,061 (177,017)29.1%$58,675 16.7%
Professional Services 23,292,740 11,900,595 2,824,845 10,780,120 12,530,311 629,716 53.8%$1,750,191 16.2%
Communications 468,177 195,074 156,966 192,381 178,687 (16,387)38.2%($13,694)(7.1%)
Professional Dev 532,851 260,781 155,715 214,865 262,390 1,609 49.2%$47,525 22.1%
Advertising 66,716 27,798 2,535 10,375 10,349 (17,450)15.5%($27)N/A
Rentals 319,003 132,918 61,103 278,141 42,006 (90,912)13.2%($236,135)(84.9%)
Technology Services 1,081,907 520,357 313,549 412,892 419,256 (101,101)38.8%$6,364 1.5%
Utilities 2,387,484 1,710,299 1,510,549 1,604,408 1,555,949 (154,351)65.2%($48,460)(3.0%)
Repairs & Maint Svs.1,483,739 618,224 923,389 529,216 727,386 109,162 49.0%$198,170 37.4%
Miscellaneous 701,220 292,175 223,206 146,351 187,083 (105,092)26.7%$40,732 27.8%
Total Services 30,333,839 15,658,222 6,171,857 14,168,749 15,913,416 255,194 52.5%1,744,667 12.3%
Capital Outlay-Land 0 0 0 0 0 0 -0 -
Other Improvements 0 0 0 0 0 0 -0 -
Machinery & Equipment 590,000 262,500 49,499 0 225,891 (36,609)38.3%225,891 N/A
Construction Projects 0 0 0 0 0
Total Capital Outlay 590,000 262,500 49,499 0 225,891 (36,609)38.3%225,891 N/A
Transfers Out 5,865,345 1,226,586 1,342,690 1,262,457 1,133,603 (92,983)19.3%(128,854)N/A
Total Non Operating Expense 5,865,345 1,226,586 1,342,690 1,262,457 1,133,603 (92,983) 19.3%(128,854)N/A
Total Expenditures 79,462,389 34,896,976 26,771,944 30,296,209 32,448,755 (2,448,221) 40.8% 2,152,546 7.1%
Year-to-Date as of May 31, 2024
BUDGET ACTUAL COMPARISON OF RESULTS
Change
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Riverton Park United Methodist Church Response (RPUMC)
Total costs to date are slightly under $500,000. These expenditures are a combination of consulting
services/contracts, employee time, and services/supplies. Contracts include fencing and tenting. Consulting
is for media prep and long-term strategy. The total contract amount is currently $776,984. Of that total,
$372,770 has been spent, leaving a remaining encumbered amount of $404,214.
Total Costs (Snapshot)
SNAPSHOT
Object 2023 $ 2024 $ Total %
Consulting 88,864 138,016 226,881 45%
Contracts 18,734 127,156 145,889 29%
Salaries/Benefits 55,494 53,862 109,356 22%
Services 0 14,476 14,476 3%
Supplies 0 2,533 2,533 1%
Subtotal 163,092 336,043 499,135 100%
Encumbered 404,214
Grand Total 903,349
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