CSS 2021-08-02 Item 1C - Discussion - Fire Marshal's Office Alternatives

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INFORMATIONAL MEMO Page 3 Other Administrative FMO Services: (YES) Fire -related Public Records Request - 150 - 200 Annually, 13-17 monthly (NO) Address Management — 75 Annually, 6 monthly (NO) Lock Box Program Management— 1,100 boxes in the city (YES) Records Retention (EMS records, Fire Investigations, Training, etc.) Public Records Requests have a specific protocol for the city to follow in responding to a request. There are specific timelines to follow and failing to properly respond subjects the city of potential penalties/litigation. The FMO identified this area as a high-priority and shifts administrative time to address all the requests. FMO input into address assignments for construction projects is important for continuity and to ensure the system "makes sense" for first responders. Having a rubric such as odd number addresses on the north and west sides of the streets, and even number addresses on the south and east sides of the streets is an example. It helps first responders predict the location of emergency calls. The Lock Box program is for occupancies that have fire protection systems such as automatic fire sprinklers, or a monitored fire alarm system. An access device (card, key, code, etc.) is secured in the Lock Box and the fire department has the key to access the Lock Box. This allows entry to the inside of an occupancy to be inspected by responders without them having to force entry (and damage the property). The FMO creates records that are required to be retained by the city. Some of these records are in "hard copy" and stored in boxes. A plan to digitize the records would be beneficial in many ways. Digitize records are significantly cheaper to store, locate, and provide to requestors. Currently, the FMO is retaining the records, but there is not staff to undertake the digitization plan. Backlog — Some Public Records Requests are delayed by the lack of staff to respond to the request. All requests are acknowledged with the specified time and a projected time to produce the records is given to the requestor. The delay in producing the records will depend on the current workload of the staff (mostly the Administrative Technician). Some records must be reviewed by Legal before being released. DISCUSSION The level of service provided is a policy choice of each jurisdiction. The level of service and cost of staff will need to be balanced versus other high priority issues within the Fire Department, such as suppression services, with other services provided by the City, such as police and public works, and with the available revenues to support ongoing service levels. The following proposed scheduled outlines a process to methodically review these service options and costs and provide a roadmap for these policy decisions to be discussed at the Council committee and with the full Council. The proposed timeline takes into account the current Fire Advisory Task Force schedule which contemplates adding in broader community input into the Fire Service discussions. This schedule would allow these options to be provided to the Task Force to ensure a comprehensive view of all Fire Services, including the Fire Marshal Office. https://tukwilawa.sharepoint.com/sites/mayorsoffice/cc/Council Agenda Items/Fire/FMO Workload Memo 7-21-21.docx 25