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HomeMy WebLinkAboutFS 2007-11-19 Item 2F - Report - 2007 3rd Quarter Report: Citywide THIRD QUARTER REPORT TO COUNCIL July 1 - September 30,2007 Prepared for Finance & Safety Committee MAYOR'S OFFICE 3rd QUARTER SIGNIFICANT ISSUES Most of our third quarter efforts dealt with 2008 budget planning, Tukwila South project negotiations and Tukwila Village. BUDGET PROGRAM GOALS 1. Identify opportunities for "Green City" initiatives such as alternative enemy vehicles and "qreen" buildinq/maintenance practices: Sponsored King County Green Fleets Now workshop. 2. Continue efforts to improve Tukwila International Boulevard: Participation in Highway 99 Action Committee. 3. Continue efforts to develop Tukwila Villaqe: Vision for Tukwila Village approved. 4. Continue oversiqht of Tukwila South annexation and proiect: Ongoing discussions with developer by Council. 5. Continue efforts to establish quality affordable housinq and to improve existinq housinq stock: Ongoing. 6. Continue efforts to secure Federal appropriations in support of key infrastructure and other capital proiects: No appropriations will be received in 2007. Planning for 2008 requests to begin in November 2007. Economic Development During the third quarter we focused on Tukwila Village with discussions at five Council meetings throughout July, August and September. BUDGET PROGRAM GOALS 1. Coordinate Tukwila Villaqe development: The Council discussed numerous issues related to Tukwila Village culminating on September 1 ih with adoption of a new vision statement and agreement to proceed with a developer selection process. 2. Expand business attraction marketinq materials: Actively supported the Southwest King County Economic Development Initiative (SKCEDI) as it creates business attraction materials under the name of Seattle Southside. 3. Improve the Think Tukwila" website: No changes. 4. Continue relationships with businesses and property owners in the Tukwila Urban Center (TUC): Worked with Southcenter Mall, Centennial committee, and Department of Community Development on signage and other issues for a grand kick-off to the Centennial. 5. Actively 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: Not able to complete this year due to other priorities. Equity & Diversity Commission BUDGET PROGRAM GOALS 1. Assist residents to overcome lanquaqe barriers by helpinq them qain access to information and resources in the community: Ongoing. Distribution of Emergency Resources Guides translated in Spanish. Available through school and at City Hall. 2005 Third Quarter Report to Council Prepared for Finance & Safety Committee Page 2 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. Hotel/Motel Tax BUDGET PROGRAM GOALS 1. Continue efforts to market Seattle Southside 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 relations 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 Southside 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. Ongoing 3. Update and reprint the Southside Vacation Planner. 2007-2009 edition: Completed. 4. Implement proqram performance reportinq based on quidelines provided by 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. Ongoing. 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. Ongoing. Sister Cities Committee BUDGET PROGRAM GOALS 1. Continue to raise funds for future visits: Booth at Tukwila Days and Spaghetti Dinner/Auction were held in third quarter. 2. Plan Sprinq 2007 visit to Japan: 2007 visit to Japan was deferred. Hosted first official delegation of 30 visitors from Miyoshi in August. Planning underway for visit to Japan in spring of 2008. 3. Attain non-profit status for Sister City orqanization: Postponed. Human Services 3rd QUARTER SIGNIFICANT ISSUES We continue to receive more requests for housing and utility assistance than we have available resources. Capacity building project completed for both Tukwila Pantry and TCSC. Arranged tour for Refugee Women's Alliance visit. BUDGET PROGRAM GOALS 1. Implement. manaqe and monitor 2007 contracts: Monitoring tool designed and implemented. Two programs audited. Plans started for new RFPS for 2009/2010. 2005 Third Quarter Report to Council Prepared for Finance & Safety Committee Page 3 2. Implement ESLlLiteracy efforts as results of 2006 Summit: Computer/ESL class for Spanish speakers completed with 18 participants. 3. Implement. manaqe. and monitor Minor Home Repair proqram with cities of SeaTac and Des Moines: Request for 2008 funding made to County. Preliminary recommendations approved and increase request dollars. 26 Tukwila households served to date. Limited funds remaining for 2007. 4. Provide staffinq for Capacity buildinq proiect with Tukwila Pantry and Tukwila Community Schools Collaboration (TCSC): Project completed. Consultant report to Council scheduled for October. 5. Build increased communication/coordination with community orqanizations: Met with two new pastors serving Tukwila community. Coordination around homelessness, mental health, affordable housing, early childhood, health issues. 6. Provide same day information and referral response: 337 calls, 34 hours of case management. 7. Fill vacant Advisory Board position: One position filled, one resignation - three vacant (school resident and business). 8. Provide support for sub-reqional human services communication/planninq: Participants in SKC homelessness planning, common application, capacity building, refugee issues. Municipal Court 3rd QUARTER SIGNIFICANT ISSUES This quarter we continued to focus a lot of our efforts fine tuning our Jail Alternatives Program. We've had several defendants participate in the day-reporting option - spending their days observing court proceedings and watching educational videos. On the community service front, several defendants performed remarkably well for local non-profits like the Tukwila food bank, Goodwill, and places of worship. We plan to set up an open community forum to share the success stories and photos of work accomplished to encourage other reluctant community organizations to participate. We are also pleased to announce the court now accepts credit and debit cards - at no cost to the City. Additionally, defendants will be able to make on-line payments effective November 1 st. BUDGET PROGRAM GOALS 1. Implement and expand the Jail Alternative Proqram: Ongoing. Our Jail Alternative Specialist is continuing to recruit local non-profit agencies to participate in our program. During this quarter alone, this program has saved approximately $20,000.00 in jail costs. We hope to acquire our own home monitoring devices within the next quarter. Currently we use a local vendor for home monitoring. Each day we use our own equipment, will save an additional $15 per day. We also recently acquired portable breath testing devices. 2. Participate in City Hall Space Study in order to address critical space/storaqe needs: Ongoing. 3. Address current public defense needs and evaluate caseload/calendar volume: Ongoing. Our public defender screening process has resulted in a dramatic increase in the imposition of public defender cost recoupment. Additionally, we have noticed an increase in volume on our private counsel calendar; therefore, we do believe our detailed screening process is better identifying defendants who truly qualify for public defender assistance. 4. Provide additional traininq for court staff and continue to review and address staff traininq needs: Ongoing. All front line staff members are scheduled to attend state court training sessions by the end of the calendar year. DEPARTMENT OF ADMINISTRATIVE SERVICES 3rd QUARTER SIGNIFICANT ISSUES Personnel/Civil Service: Contract negotiations with the Police Guild and Fire (IAFF); 2008 budget preparation; continued updating of Tukwila safety program and policies; completed healthcare education sessions. City Clerk: Responded to and tracked public records requests; finalized and distributed 2005 Third Quarter Report to Council Prepared for Finance & Safety Committee Page 4 updated version of State Retention schedule to all departments; 139 passports issued; established new filing process to integrate Call for Bid records and contract files. Information Technoloqy: Configured and installed Blackberry Enterprise Server to test blackberry device with City's e-mail system; draft redesign of City website to reflect upcoming Centennial; configured and installed Citywide new computers as part of rotation. BUDGET PROGRAM GOALS Personnel 1. Settle Police Non-Commissioned (United Steel Workers) labor aqreement: Completed. 2. Neqotiate and settle Police Commissioned (Guild) labor aqreement: Currently in negotiations. 3. Neqotiate and settle Fire (International Association of Fire Fiqhters) labor aqreement: Currently in negotiations. 4. Distribute Health Insurance Portability and Accountability Act policies and procedures. establish committee. and conduct traininq: Deferred to 2008. 5. Co-create with Public Works. policies. procedures and systems for establishinq and manaqinq key- card system(s): Draft policies in memo format created by Personnel and provided to Public Works for completion into actual policies/procedures. 6. Review and beqin updatinq Personnel Policies and Procedures: Overview completed. 7. Provide healthcare traininq to all employees: Completed. 8. Review status of employee safety proqram and revitalize proqram elements: Completed. Personnel Assistant hired, became certified as a Certified Safety Professional through AWC. Initial review of program completed. Action steps identified and beginning to be addressed. 9. Prepare draft of Civil Service desk manual: Deferred to 2008. 2008 priority goal. 10. Complete basic National Incident Manaqement System traininq and mission critical department functions for all divisions: Ongoing. Approximately 50% of Administrative Services Staff completing this training in 2007. ASD Director also completed "Continuity of Operations/Continuity of Government (COOP/COG) Planning" training. City Clerk 1. Review and update City Clerk's Office records retention schedule: Completed. 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: Fees completed. Registration pending. 4. Complete basic NIMS traininq and mission critical department functions for divisions: NIMS training completed. Essential department functions check lists pending. 5. Continue to inventory and identify historical documents stored in vault and City Clerk files in preparation of Centennial Celebration in 2008; investiqateoutside storaqe for historical documents and records: Documents filed and identified. Appropriate outside storage for historical documents and records continue to be a concern. 6. Investiqate Access (software) conversion traininq as basis for business license data (convert business license data from Rbase to Access): May be deferred to 2008 due to staff shortage; however, legislative history was converted to Access in July. Information Services 1. Upqrade current database applications, applyinq necessary software patches as required: Completed. 2. Build redundancy into City's e-mail system to reduce downtime and provide availability for emerqency operations situations: INet connectivity in place, requires additional hardware to complete. 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: Coordinating with Centennial Committee. 5. Research automated deployment server solutions to increase technician efficiency and decrease rollout time for installation. software upqrades, and imaqe chanqes on servers. PC's and laptops: Completed. 2005 Third Quarter Report to Council Prepared for Finance & Safety Committee Page 5 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: Completed. CITY ATTORNEY 3rd QUARTER SIGNIFICANT ISSUES This quarter has been busy with both personnel related issues as well as several litigation matters which are detailed in my quarterly litigation status letter. Our office continues to assist staff on regional projects as well as local development issues. BUDGET PROGRAM GOALS 1. Provide citywide traininq in coni unction 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 Tukwila International 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 projects or proposals impactinq the City: Ongoing. 5. Work to keep prosecution costs down (i.e.. reduction in overall number of jUry trials, if possible): Ongoing. 6. Continue to assess overall enforcement strateqy 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. Work with the Department of Community Development on Comprehensive Plan update, shoreline manaqement issues. and Endanqered Species Act issues. Critical Areas Ordinance completed: Ongoing. 10. Develop operatinq procedures for litiqation process: Ongoing. 11. Work with City staff to develop streamlined procedures for administrative hearinqs and non-tort litiqation: Ongoing. FINANCE DEPARTMENT 3rd 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: o Have been immersed in shepherding the 2008 budget development process. o Successfully filled the vacancies for the Fiscal Specialist- Utility Billing and Fiscal Technician - Front Desk vacancies. The utility billing position was an internal promotion (Joanna Fortenberry) and the front desk position was filled with one of the candidates from the utility billing interview pool (Melissa Hart). o Adopted a new accounts receivable software application. BUDGET PROGRAM GOALS 1. Complete Comprehensive Annual Financial Report (CAFR) by May 31,2007: Completed. 2. Develop Budqet Manual by June 30. 2007: In progress. Framework complete. With its' evolution, the manual is anticipated as a multi-year project. 2005 Third Quarter Report to Council Prepared for Finance & Safety Committee Page 6 3. Develop Risk Manaqement policies and procedures: No update to report. Ongoing. FIRE DEPARTMENT 3rd QUARTER SIGNIFICANT ISSUES The third quarter of 2007 was an exciting time in many respects. We took delivery of our second replacement pumper in August. We participated in a zone-wide technical rescue response to assist the extinguishment of a wild land fire that had very limited access. We participated in six days of the Zone III high rise drill; sent three personnel to the bi-annual advanced pump academy; began our Emergency Vehicle Accident Prevention (EV AP) recertification program and began EMT re-certification for 15 personnel. We held a promotional exam (assessment center) to establish a lieutenant eligibility list. Fire Prevention was very busy with the Wig and Westfield projects. Finally, we responded to 1236 alarms including several structure fires. BUDGET PROGRAM GOALS Administration 1. Conduct annual manaqement traininq: To be scheduled later in the year. 2. Review and update department policies and procedures as needed: Ongoing (three updated, two in review process). 3. Coordinate preparation for pandemic flu: In process. 4. Coordinate NIMS traininq for City personnel: November/December 2007. 5. Add, upqrade or replace department computers as needed: Ongoing with IT. 6. Apply for applicable qrants: Applied for Fire Act Grant. 7. Order replacement enqine: Completed. 8. Update six-year plan: In process. Suppression 1. Test all fire hoses, apparatus pumps, and ladders to meet manufacturer's specifications: Pumps and ladders to be completed 4th quarter. 2. Complete all assiqned company level inspections: Ongoing. 3. Participate in public education events: Ongoing. 4. Participate in scheduled traininq: department, zone, reqional, national: Ongoing. 5. Complete process of outfittinq and placinq replacement fire enqine in service: Completed. 6. Provide specifications for replacement of fire enqine in 2007 budqet year: Completed. 7. Develop small tool replacement schedule: Ongoing. Fire Prevention & Investigation 1. Continue convertinq fire protection system plans to compact disc storaqe media: Delayed. 2. Establish new position for Public Educator/Public Information Officer and develop a public education proqram, includinq the CERT Proqram: CERT position placed in Emergency Management. 3. Complete phase" of fire prevention workspace remodel: Ongoing. 4. Have new fire prevention officers attend police academy to obtain limited commissions: Completed. 5. Implement ATF K9 proqram: Deferred. *Plan Review Fees Collected: *Special Permit Fees Collected: *Re-inspection Fees Collected: Third Quarter $12,100.50 $18,400.00 $ 0.00 Yearly Totals $44,405.50 $53,200.00 $ 80.00 *Initiallnspections: *Reinspections: *Night Life Safety Inspection: Third Quarter 385 204 28 Yearly Totals 995 664 132 2005 Third Quarter Report to Council Prepared for Finance & Safety Committee Page 7 Training 1. Continue to tailor the Department traininq proqram to comply with Federal and State requirements and to meet the needs of our personnel: 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: 3rd quarter complete. Final 2007 training scheduled for October. 4. Continue creation of Zone Three traininq obiectives: On hold. 5. Maintain and update the 4-year traininq schedule: Ongoing. 6. When authorized, plan for a future traininq facility to improve the quality of traininq presentations: Waiting for authorization. 7. Observe and evaluate all crews in the performance of manipulative drills: Started. 8. Complete mandated (every 4 years) EVAP traininq to department apparatus drivers: To be complete in 4th quarter. 9. Incorporate new firefiqhter Emerqency 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. Remodellrelocate kitchen at Station 51: 303 fund. 4. Paint apparatus bay at Station 54: 303 funds. 5. Research electronic air filterinq for each station: Incomplete. 6. Beqin preliminary planninq for a future facility 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 PD and Kinq County HazMat Providers Group: Ongoing. 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-year budqet and traininq calendar to accompany the department's 6-year strateqic plan: Delayed. 6. Develop apparatus and supplv inventory to support the department's new bar code inventory system: Delayed. 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. FIRE DEPARTMENT INCIDENT RESPONSE EMERGENCY RESPONSE STATISTICS 2006 2007 % Increase/Decrease 3rd Qtr FIRE 430 408 -6% 3r Qtr AID 846 798 -6% Year to Date FIRE 1090 1073 -2% Year to Date AI D 2331 2253 -4% 2005 Third Quarter Report to Council Prepared for Finance & Safety Committee Page 8 POLICE DEPARTMENT 3rd QUARTER SIGNIFICANT ISSUES Our third quarter was highlighted with some outstanding events to include Family Fourth at the Fort and Night Out Against Crime. Our Department also contributed to the safe movement of President Bush through the Seattle area during his visit. We faced many staffing challenges and changes during the quarter in part due to extended medical issues and long-term military deployments. Commander Mike Villa was moved to the Assistant Chief position in Patrol. Robbie Burns moved on to employment in the private sector and our Administrative Secretary position was filled by Phi Huynh. BUDGET PROGRAM GOALS Administration 1. Recoonize excellent performance: Ongoing. 2. Resolve community problems thouoh partnerships and problem solvino: Ongoing. 3. Work with and strenothen reoional partnerships: Ongoing. Patrol 1. Advance officer safety throuoh uporades 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. Destroy all records maintained by the Records Division that exceed or meet minimum qeneral retention schedule requirements: Completed. 3. Prepare firearms and narcotics held in evidence for destruction: Completed. 4. Prepare and submit items of evidence for auction. as appropriate: Completed. Investigations (Major Crimes) 1. Assess detective assiqnments and make necessary adjustments 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 quarterly reviews in order to assess effectiveness and direction of Unit: Ongoing. Special Operations/Crime Prevention/Training/Traffic 1. Conduct quarterly 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 visibility and traffic enforcement: Ongoing. 5. Reduce traffic collisions in tarqeted areas of the City: Ongoing.