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HomeMy WebLinkAboutFS 2007-08-20 Item 2F - Report - 2007 2nd Quarter Report: Citywide SECOND QUARTER REPORT TO COUNCIL April 1 - June 20, 2007 Prepared for Finance & Safety Committee MAYOR'S OFFICE 2nd QUARTER SIGNIFICANT ISSUES Second quarter focus items included Tukwila Village and Tukwila South. The Mayor's office is determining a process to appoint a new DCD Director. BUDGET PROGRAM GOALS 1. Identify opportunities for "Green Citv" initiatives such as alternative enerqv vehicles and "qreen" buildinq/maintenance practices: DCD working on initial phase of green initiatives. 2. Continue efforts to improve Tukwila International Boulevard: Ongoing. 3. Continue efforts to develop Tukwila Villaqe: Council presentations scheduled. 4. Continue oversiqht of Tukwila South annexation and proiect: Ongoing. 5. Continue efforts to establish qualitv affordable housinq and to improve existinq housinq stock: No action this quarter. 6. Continue efforts to secure Federal appropriations in support of key infrastructure and other capital proiects: Ongoing. Economic Development During the second quarter we focused on Tukwila Village with Council visits to Lake Forest Park's Third Place Commons, Saffron (in Sammamish), and Crossroads Mall (Bellevue). BUDGET PROGRAM GOALS 1. Coordinate Tukwila Villaqe development: Metrovation (Ron Sher) presented recommendations to the City Council on June 4 and Council held a follow-up discussion on June 11. 2. Expand business attraction marketinq materials: Contracted with www.nwpropertv.net to include Tukwila. Now people can search for available commercial property in Tukwila via the Internet. 3. Improve the 'Think Tukwila" website: Added a "find available property" link on www.thinktukwila.com. 4. Continue relationships with businesses and property owners in the Tukwila Urban Center (TUC): Ongoing. 5. Activelv support revitalization on Tukwila International Boulevard: Working with the Highway 99 Action Committee. 6. Continue to advise on Tukwila South development: Ongoing as needed. 7. Support City departments in efforts impactinq the business community such as updatinq the Siqn Code and creatinq a broad based system of development impact fees: Ongoing as needed. 8. Continue work on furniture retailers' collaboration and ioint marketinq efforts: Next meeting to be scheduled in late 2007. Equity & Diversity Commission BUDGET PROGRAM GOALS 1. Assist residents to overcome lanquaqe barriers bv helpinq them qain access to information and resources in the community: Ongoing. 2. Link aqencies and residents to interpreters and translators to assure our city is an inclusive community: Ongoing. 3. Work with school and community qroups to promote issues of equity and fairness and support cultural proqrams, education and traininq: Ongoing. 2007 Second Quarter Report to Council Prepared for Finance & Safety Committee Page 2 Hotel/Motel Tax BUDGET PROGRAM GOALS 1. Continue efforts to market Seattle Souths ide as a premier travel destination: 2007 advertising & public relations campaign implemented resulting in increased media coverage and Visitor Center inquires. 2. Support positive relationships between travel and tourism industry representatives. business community representatives and city qovernment: Vacated business relation's coordinator staff position filled, business contacts are up significantly as a result. . 2006 Community Reports completed to all four SSVS City Councils. . Regular attendance at SSVS partner cities "Lodging Tax Advisory Committee" meetings. . All time record attendance at the Feb. 2007 Tourism Networking Committee. . Continue to serve on the Executive Board of Directors representing Seattle Souths ide for the Washington ,State Convention and Visitors Bureau Association, Washington State Visitor Centers Association, Seattle Sports Commission, Seattle- International Affiliations of Travel Professionals (SKAL) and Port of Seattle events and subcommittees and requested. 3. Update and reprint the Southside Vacation Planner. 2007-2009 edition: Design and copy editing underway, printer selected, new photography selected. Vacation Planner will go to print by early July. 4. Implement proqram performance reportinq based on quidelines provided bv Destination Marketinq Association International: Staff is working with a "beta" data base management system with automated tracking capabilities for improved reporting. New procedures in place, full program implementation expected to be completed in 2008. 5. Continue efforts to increase commission revenue: Commission for travel package arranged through SSVS in place with Hertz and, Enterprise car rental, Alaska Airlines, Clipper and I.H.S. Advantage.com (online hotel reservation system) in place. Sister Cities Committee BUDGET PROGRAM GOALS 1. Continue to raise funds for future visits: Ongoing. 2. Plan Sprinq 2007 visit toJapan: Postponed. Planning underway for visit from Miyoshi delegation in August. . 3. Attain non-profit status for Sister City orqanization: Deferred. Human Services . ~ --: ~~ ~=-1 i.~ r; _ : ~..;-"..;- ; 2nd QUARTER SIGNIFICANT ISSUES Provided services for 11 Tukwila MinorHome Repair clients with 106 hours of repair service. Provided 51 hours of case management and 348 advocacy calls for clients. We experienced more need for crisis intervention and intensive client advocacy (185% increase from first quarter) this quarter. Participated in domestic violence community review team sUpp,Orted by the South King County Community Network and Tukwila Chief of Police. . .. . BUDGET PROGRAM GOALS 1. Implement. manaqe and monitor 2007 contracts: Most contracts implemented. One contract monitored on site. Quarterly provider meeting held. 2. Implement ESULiteracv efforts as results of 2006 Summit: Two contracts awarded: Literacy Source and Tukwila Community Schools Collaboration. Contracts focusing on Spanish speaking population. 2007 Second Quarter Report to Council Prepared for Finance & Safety Committee Page 3 3. Implement. manaqe. monitor Minor Home Repair proqram with cities of SeaTac and Des Moines: Program proposal for 2008 continuation submitted to King County. Provided ongoing assistance to City of Des Moines and SeaTac. Spent $7713 on Tukwila residents. 4. Provide staffinq for Capacity buildinq proiect with Tukwila Pantry and Tukwila Community Schools Collaboration (TCSC): Tukwila Pantry project completed, article submitted to Washington Parks and Recreation. Interim report shared with TCSC. 5. Build increased communication/coordination with community orqanizations: New linkages made with Children's Crisis Outreach response, East African Community Development Council, St. James ESL program, BuRSST. Met with two Tukwila focused pastors. Received intercultural communication training. Attending several Latino family night events. 6. Provide same day information and referral response: 348 calls, 51 hours of case management. 7. Fill vacant Advisory Board position: One member resigned. 8. Provide support for sub-reqional human services communication/planninq: Served on subregional homeless planning group, Interjurisdictional Review Group for county and federal housing and homeless funds, regional housing application group and SKC human service planner meetings. Municipal Court 2nd QUARTER SIGNIFICANT ISSU,ES This quarter we spent a great deal of time implementing our Jail Alternatives Program. The day-reporting portion is in place and we are now ready to direct defendants to local community participants for volunteer work. On a personnel note, one of our team members is working through a tragic family accident. As a result, we will see a rise in overtime and shifting. of work responsibilities. BUDGET PROGRAM GOALS 1. Implement and expand the Jail Alternative Proqram: Ongoing. Our Jail Alternative Specialist has recruited several local non-profit agencies to participate in our program. She also conducted several on-site visits with participants to discuss the program. The day reporting portion of the J.A.P. is in full swing. We hope to acquire home monitoring devices and breath testing equipment this quarter. 2. Participate in City Hall Space Study in order to address critical space/storaqe needs: Ongoing. The Court Administrator and key staff members continue to confer with space planners and vendors to help meet the staffs' need for more room and storage space. We recently installed new filing system to dramatically save space and increase file volume. 3. Address current public defense needs and evaluate caseload/calendar volume: Ongoing. We hope to get a better idea of what needs to be done to address the high volume public defender dockets after the Jail Alternative Program is in full swing. Public Defender screening is now in operation and directly responsible for a significant increase in cost recoupment. 4. Provide additional traininq for court staff and continue to review and address staff traininq needs: Ongoing. Recently, the Judge and Administrator attended the annual statewide court management conference. DEPARTMENT OF ADMINISTRATIVE SERVICES 2nd QUARTER SIGNIFICANT ISSUES: Personnel/Civil Service: Worked on a variety of employee labor issues; worked on six classification/ reclassification matters; participated in Continuity of Operations Planning (COOP/COG) Training on emergency planning; distributed COOP/COG disks and information to all departments to assist them in preparing their plans; initial work on 2008 budget; processed six workers' compensation claims; coordinated administration of eight random CDL drug and alcohol tests; advertised seven regular positions (some still in proces~); JlJte[Vjewed ten applicants for regular positions; processed 25 new 2007 Second Quarter Report to Council Prepared for Finance & Safety Committee Page 4 temporary hires and 13 temporary re-hires or P&R; ongoing lateral police officer recruitment; assisted eight employees with FMLA leave; one KCDRB application filed; coordinated and processed three shared leave requests; conducted eight new employee orientations; two Civil Service recruitment appeals; Police Records Clerk testing, interviews and list established; coordination of Fire Lieutenant promotional exam; entry level list management for entry and lateral police and fire candidates. City Clerk: Issued 327 (2007) business licenses; accepted 265 passport applications; distributed 942 dump passes; prepared summaries for Code Enforcement on 17 businesses in order to initiate civil infraction citation process; codified current ordinances to update TMC; produced multiple brochures, Hazelnuts, etc.; responded to multiple public records requests; processed Firemen's Pension Board claims; worked with IT database technician to convert Legislative History to MS ACCESS. Information Technoloqy: Purchased 2007 PC's for department allocation; configured and installed Blackberry Enterprise Server to test blackberry device with City's e-mail system; updated PD databases and migrated data to reside on PD network; developed legislative database for City Clerk's office and general employee use; assisted with pool surveillance video disclosure request; worked with vendors on golf online tee times problems; replaced and configured all City resource laptops for employee checkout; installed Court Video conferencing equipment; reconfigured court offices to use INet for state connectivity and connection to the City's network; re-designed and updated TukNet; researched and prepared mock- ups in preparation for centennial. BUDGET PROGRAM GOALS Personnel 1. Settle Police Non-Commissioned (United Steel Workers) labor aqreement: Completed. 2. Neqotiate and settle Police Commissioned (Guild) labor aqreement: Began coordination for contract negotiations with the Police Guild. 3. Neqotiate and settle Fire (International Association of Fire Fiqhters) labor aqreement: Began coordination for contract (1egotiations with Fire (IAFF). 4. Distribute Health Insurance Portability and Accountability Act policies and procedures. establish committee. and conduct traininq: Pending. 5. Co-create with Public Works. policies. procedures and systems for establishinq and manaqinq key- card system(s): Completed Phase I. Ongoing coordination and updates, as needed. 6. Review and beqin updatinq Personnel Policies and Procedures: Reviewing and making recommendations on changes to the Personnel handbook. 7. Provide healthcare trainiriq tciall employees: Conducted ten training sessions. Police and Fire sessions scheduled. Coordinated three "lunch & learn" wellness workshops; coordinated two wellness potlucks; quarterly,healthcare meeting; coordinated health care education planning sessions. . 8. Review status of employee safety proqram and revitalize proqram elements: Reconvened TESHCOM meetings and researching related safety WAC's, ongoing review of program. 9. Prepare draft of Civil Service desk manual: No action. 10. Complete basic National Incident Manaqement System traininq and mission critical department functions for all divisions: Training completed. Mission critical functions ongoing. City Clerk 1. Review and update City Clerk's Office records retention schedule: Researched and updated information on State Retention Schedules and lists of "essential records". 2. Continue staff traininq on LaserFiche 7.0: Ongoing. 3. Review and update requirements and fees for business licenses and include "non-business" reqistration process: Pending. 4. Complete basic NIMS traininq and mission critical department functions for divisions: NIMS training completed. Essential department functions pending. 5. Continue to inventory and identify historical documents stored in vault and City Clerk files in preparation of Centennial Celebration in 2008: investiqate outside storaqe for historical documents and records: Ongoing. 6. Investiqate Access (software) conversion traininq as basis for business license data (convert business license data from Rbase to Access): Pending. 2007 Second Quarter Report to Council Prepared for Finance & Safety Committee Page 5 Information Services 1. Upqrade current database applications, applvinq necessary software patches as required: Ongoing. 2. Build redundancy into City's e-mail system to reduce downtime and provide availabilitv for emerqencv operations situations: Ongoing. 3. Upqrade/standardize systems to achieve compliance with NCIC2000 standards for PD: Ongoing. 4. Beqin and coordinate discussions and planninq for web site and Intranet re-desiqn process. to include Council. City Administration and departments: Ongoing. 5. Research automated deplovment server solutions to increase technician efficiency and decrease rollout time for installation, software upqrades, and imaqe chanqes on servers, PC's and laptops: Ongoing. . 6. Complete network switch installation to provide fiber connectivity for the Court. State 51 and Minkler locations, as well as VLAN seqmentation citywide: Ongoing. 7. Complete basic NIMS traininq and mission critical department functions for division: Ongoing. CITY ATTORNEY 2nd QUARTER SIGNIFICANT ISSUES This quarter has seen a favorable result at the Court of Appeals in the School District's challenge to the City's stormwater fee. We continue to work with the Tukwila South negotiating team in an attempt to bring closure to the development agreement discussions. In addition we are working closely with DCD to negotiate other development agreements, which will have long-range benefits for the City. Further, the legal department is working with staff to develop and formalize both public disclosure policies as well as electronic document retention policies. BUDGET PROGRAM GOALS 1. Provide citywide traininqin coniunction with Administrative Services related to personnel issues: Ongoing. 2. Update and revise standardized contracts and other form documents: Ongoing. 3. Work with City staff on Tukwilalnternational Boulevard (Urban Renewal District) revitalization efforts from land use, public works and Police Department perspectives: Ongoing. 4. Work with City staff on reqional issues and reqional proiects or proposals impactinq the City: Ongoing. 5. Work to keep prosecution costs down (Le.. reduction in overall number of iury trials. if possible): Completed. 6. Continue to assess overall enforcement strateqv of adult entertainment requlations and explore aqqressive methods to qain compliance: Ongoing. 7. Assist staff in developinq LID proqram: Ongoing. 8. Work with City staff on code enforcement issues and on strenqtheninq provisions of the Tukwila Municipal Code to allow for more effective code enforcement: Ongoing. 9. Develop operatinq procedures for litiqation process: Ongoing. 10. Work with City staff to develop streamlined procedures for administrative hearinqs and non-tort litiqation: Ongoing. FINANCE DEPARTMENT 2nd QUARTER SIGNIFICANT ISSUES In addition to attending to the daily, weekly and monthly business cycle activities and meeting the related deadlines, staff and the department as a whole: 2007 Second Quarter Report to Council Prepared for Finance & Safety Committee Page 6 o Have assumed the customary role of front lines host as the City undergoes its' annual legal compliance and financial audit which is being performed by representatives of the Washington State Auditor's Office (SAO). The audit is scheduled for 560 hours. o Served as chief liaison for the annual Washington Cities Insurance Authority (WCIA) audit. The City received a clean bill of health and continues to meet its' full compact requirements in a timely manner. On a further note, after 27 yearsofservice to the City, Kim Martini, Fiscal Specialist - Utility Billing, has tendered her resignation. Kim's final working day is July 13, 2007. The hiring process is currently underway with the objective of having a new hire spend some amount of time with Kim as an introduction to the position. BUDGET PROGRAM GOALS 1. Complete Comprehensive Annual Financial Report (CAFR) bv Mav 31. 2007: Completed. 2. Develop Budaet Manual bv June 30. 2007: In progress. Framework complete. With its' evolution, the manual is anticipated as a multi-year project. 3. Develop Risk Manaaement policies and procedures: No update to report. FIRE DEPARTMENT 2nd QUARTER SIGNIFICANT ISSUES All department crews participated in the Zone 3 multi -company drills that were held in Des Moines and featured realistic Hi-Rise scenarios; as expected, our ladder and engine crews performed as true professionals. We spent a signific;ant amount of time at Valley Com, helping to vet the functional requirements for the new CAD/RMS System. To enhance firefighter safety and communications, all response personnel were custom fitted for earpieces that connect to our radios; this will enhance our ability to hear radio communications as well as provide hearing protection. We had a three-alarm fire that is still under investigation and a fatality fire that is also under investigation. Finally, for the last few months, we have focused on fire scenarios in our officers' meetings; we have selected buildings, built fires in them (with a simulator) and discussed strategy and tactics as a department. BUDGET PROGRAM GOALS Administration 1. Conduct annual manaaement traininq: To be scheduled later in the year. 2. Review and update department policies and procedures as needed: Ongoing (7 updated, 3 in review process). 3. Coordinate preparation for pandemic flu: In process. 4. Coordinate NIMS traininq for Citv personnel: To be scheduled. 5. Add. uparade or replace department computers as needed: Ongoing with IT. 6. Apply for applicable arants: Applied for Fire Act Grant. 7. Order replacement enaine: Completed. 8. Update six-vear plan: In process. Suppression 1. Test all fire hoses. apparatus pumps. and ladders to meet manufacturer's specifications: 3rd & 4th quarters. (Acceptance test of all new hose [Sound Transit Funding] complete). 2. Complete all assianed companv level inspections: Ongoing. 3. Participate in public education events: Ongoing. 4. Participate in scheduled trainina: department. zone. reaional. national: Hosted significant Zone 3 training - Wide area search. Over 100 Zone 3 companies trained. 5. Complete process of outfittina and placina replacement fire enaine in service: Completed. 6. Provide specifications for replacement of fire enaine in 2007 budaet vear: Ongoing. 7. Develop small tool replacement schedule: Ongoing. 2007 Second Quarter Report to Council Prepared for Finance & Safety Committee Page 7 Fire Prevention & Investigation 1. Continue convertinq fire protection system plans to compact disc storaqe media: Ongoing. 2. Establish new position for Public Educator/Public Information Officer and develop a public education proqram. includinq the CERT Proqram: Job classification at Personnel. 3. Complete phase II of fire prevention workspace remodel: Ongoing. 4. Have new fire prevention officers attend police academy to obtain limited commissions: Lt. P. McCoy attending. 5. Implement ATF K9 proqram: Ongoing. *Plan Review Fees Collected: *Special Permit Fees Collected: *Re-inspection Fees Collected: Second Quarter $21,574.00 $18,300.00 $ 0.00 Yearlv Totals $32,305.00 $34,800.00 80.00 *Initiallnspections: *Reinspections: *Night Life Safety Inspection: Second Quarter 299 277 55 Yearlv Totals 610 460 104 Training 1. Continue to tailor the Department traininq proqram to complv with Federal and State requirements and to meet the needs of oUfpersonnel: Ongoing. 2. Continue to update. revise and administer the recruit traininQ process: Ongoing. 3. Assist with the development. schedulinq and presentation of Kinq County Zone Three ioint operations traininq: Ongoing. 4. Continue creation of Zone Three traininq obiectives: Ongoing. 5. Maintain and update the 4-vear traininQ schedule: Year 1 complete; ongoing. 6. When authorized. plan for a future traininq facility to improve the qualitv of trainino presentations: Waiting for authorization. 7. Observe and evaluate all crews in the performance of manipulative drills: Have not started. 8. Complete mandated (every 4 years) EVAP traininq to department apparatus drivers: In process. 9. Incorporate new firefiQhter Emerqencv Scene Accountability system: Complete. Facilities 1. Install automatic standby power at all stations: 303 fund dependant. 2. Paint interior of Station 52 and Station 53. interior and exterior of Station 51: 303 fund. 3. Remodel/relocate kitchen at Station 51: 303 fund. 4. Paint apparatus bay at Station 54: 303 fund. 5. Research electronic air filterinq for each station: Incomplete. 6. Beqin preliminary planninq fora future facilitv study: Ongoing. 7. Replace existinq Fire Department Headquarters siqn at Station 51: Re.finished in 2006. Hazardous Materials Team .' 1. Continue attendance at ODP (Office of Domestic Preparedness) classes: As available. 2. Continue to support Tukwila PO and Kino County HazMat Providers Group: Significant participation. 3. Complete all required traininQ for Technician Certification: Ongoing. 4. Provide and complete all required traininq for suppression crews for First responder Operations Level Certification: Ongoing. 5. Complete 6-vear budoet and trainino calendar to accompany the department's 6-year strateoic plan: Delayed. 6. Develop apparatus and supplv inventory to support the department's new bar code inventory system: Delayed. 2007 Second Quarter Report to Council Prepared for Finance & Safety Committee Page 8 Rescue Team 1. Pursue the placement and construction of at least one boat ramp within the City of Tukwila: Ongoing. 2. Work with Boeinq Fire Department to develop rescue procedures from overhead cranes and cat walks: Completed. 3. Develop a skills and procedure manual for suppression personnel: Ongoing. 4. Develop swift water operations traininq and certification for a minimum of five (5) non-rescue team members: Ongoing, as individuals commit. Ambulance, Rescue & Emergency Aid 1. Complete all 2007 competency-based traininq obiectives: On schedule. 2. Provide 2007 competency-based instructor traininq for Department instructors: On going. 3. Provide first aid. CPR and public access defibrillation traininq to public and City employees: 2nd qtr class complete. 4. Provide onqoinq advanced auto and commercial vehicle extrication traininq: On going. 5. Provide onqoinq mass casualty traininq for Department personnel: On going (County curriculum). 6. Provide first aid/CPR instructor traininq for Department instructors: On going. 7. Provide loqistic support and defib proqramminq to enable the department to participate in the Rescue Outcomes Consortium (ROC) study: Study in progress. 8. Sponsor Department Explorers to a Kinq County EMT course: As requested by qualified applicants. 9. Repair. clean. inspect. test and calibrate specific aid equipment: On going. 10. Participate in new technoloqy evaluations offered by the Kinq County Medical Proqram Director: Participating in SPHERE program. 11. Outfit two new Mass Casualty Incident trailers paid for with Sound Transit Mitiqation monies: In process. FIRE DEPARTMENT INCIDENT RESPONSE EMERGENCY RESPONSE STATISTICS 2nd Qtr FIRE 2n Qtr AID Year to Date FIRE Year to Date AID 348 769 660 1485 357 773 665 1455 ...............c%......... >lncrease1Decrease +3% +1% +1% -3% POLICE DEPARTMENT 2nd QUARTER SIGNIFICANT ISSUES During the second quarter the Tukwila Police Department graduated the first ever Citizens Academy. The Academy was held over an eleven-week period and was attended by citizens who wanted to learn more about our Police Department. Officers, detectives, supervisors, and command staff from every unit in the Police Department participated. The event was a wonderful success. The following are additional highlights: . Selected our 9th Detective and moved him into the unit. . Robbie Bums taught the basic Crime Prevention Certification course at an international conference. . Two new Records Specialists were hired and started work in Records. BUDGET PROGRAM GOALS Administration 1. Recoqnize excellent performance: Ongoing. 2. Resolve community problems thouqh partnerships and problem solvinq: Ongoing. 2007 Second Quarter Report to Council Prepared for Finance & Safety Committee Page 9 3. Work with and strenqthen reqional partnerships: Ongoing. Patrol 1. Advance officer safety throuqh upqrades in equipment and traininq: Ongoing. 2. Enhance response capabilities to incidents of terrorism and weapons of mass destruction: Ongoing. 3. Focus patrol resources to improve safety in public spaces: Ongoing. 4. Complete the in-car video proqram: Ongoing. Records/Evidence 1. Update the Records Manual to include current task outlines and procedures: Completed. 2. Destrov all records maintained bv the Records Division that exceed or meet minimum qeneral retention schedule requirements: Completed. 3. Prepare firearms and narcotics held in evidence for destruction: Ongoing. 4. Prepare and submit items of evidence for auction. as appropriate: Completed. Investigations (Major Crimes) 1. Assess detective assiqnments and make necessary adiustments in order to increase efficiency: Completed. 2. Evaluate and adiust investiqative priorities: Ongoing. 3. Inteqrate Maior Crimes Unit (MCU) with our community outreach efforts: Ongoing. 4. Conduct quarterlv reviews in order to assess effectiveness and direction of Unit: Ongoing. Special Operations/Crime PreventionlTraininglTraffic 1. Conduct quarterlv reviews in order to assess the effectiveness and direction of the Unit: Ongoing. 2. Maintain crime prevention proqrams that facilitate our partnerships with the community: Ongoing. 3. Reduce the impact of crimes related to druqs. vice and qanqs throuqh proactive enforcement: Ongoing. 4. Reduce speedinq throuqh increased visibilitv and traffic enforcement: Ongoing. 5. Reduce traffic collisions in tarqeted areas of the City: Ongoing.