HomeMy WebLinkAboutFS 2010-12-07 Item 2H - Report - 2010 3rd Quarter Report: Citywide �J� 1 411
ti
A Fes City of Tukwila
a
0 Jim Haggerton, Mayor
�el y THIRD QUARTER REPORT TO COUNCIL
90
July 1 v September 30, 2010
Prepared for Finance Safety Committee
CITY COUNCIL
BUDGET PROGRAM GOALS:
1. Seek out opportunities for Councilmembers to further their knowledge. experience and awareness of
the different cultures represented within the Tukwila community Assigned to Community Affairs
Parks Committee for implementation and /or follow -up
2. Support programs and services that provide a sense of stability, community and unity throughout
Tukwila's residential neighborhoods: Assigned to Community Affairs Parks Committee for
implementation and /or follow -up. Councilmembers continue to sponsor a monthly Coffee Chat in the
Tukwila community
3. Work together in cooperation with nearby cities to address common problems in the Hiahwav 99
corridor and Military Road Assigned to Finance Safety Committee for implementation and /or
follow -up A small standing committee of three members from each Council met on April 22, 2010,
and July 8, 2010 A joint meeting has not yet been scheduled for the 4 Quarter.
4 Provide legislative support and encouragement to Tukwila residents livina in rental communities
through oroarams that hold owners and /or property manaaers accountable for providing safe places
to live through the implementation of a rental licensina program: Completed. On April 19, 2010,
Council approved a resolution adopting a residential rental business license and inspection program
fee schedule. In June, Substitute Senate Bill 6459 regarding rental property inspections, which was
actively opposed by Tukwila, became law.
5. Approve and implement standard operatina procedures for the Council. Review and update
procedures on a regular basis: Not currently assigned to a specific committee; monitored by the
Council President and Legislative Analyst. The Council did not implement any policies for
incorporation into the standard operating procedure manual during the third quarter
6. Support the implementation of City endorsed proarams (i.e. Walk Roll Plan. Fire Master Plan. Parks
Recreation Open Space Plan) through policy related decisions not associated with direct program
funding: Assigned to Community Affairs Parks Committee for implementation and /or follow -up
7 Ensure a commitment to continued human services funding in relation to the cost of living through
consistent review of regional. state and federal budaets affecting human services oroarams and
services: Assigned to Community Affairs Parks and Finance Safety Committees for
implementation and /or follow -up This item will be scheduled for Committee review as budget reviews
deem appropriate In response to current unstable economic conditions the Council has worked
diligently to leaving significant Human Services funds intact.
8. Study the feasibility and implementation of televised City Council meetina s Assigned to Utilities
Committee for implementation and /or follow -up.
9 Continue to foster relationships within local. regional and state entities that encourage opportunities
for ioint partnership and outreach Assigned to Utilities Committee for implementation and /or follow
up Councilmembers serve as representatives and alternates on local, regional and state boards,
committees and commissions including but not limited to SCATBd, SKEDI, WRIA 9, AHAB,
Suburban Cities Association, Association of Washington Cities, Highline Forum and Cascade Water
Alliance.
63
2010 Third Quarter Report
Prepared for Finance Safety Committee
Page 2
10. Formulate an Adopt -a- Neighborhood program that will provide Councilmembers the opportunity to
become more familiar with the changing faces of communities and neighborhoods throughout the
City: Assigned to Community Affairs Parks Committee for implementation and /or follow -up.
11. Research the viability of sponsoring a Citv -wide Citizens' Academy: Assigned to Community Affairs
Parks and Finance Safety Committees implementation and /or follow -up.
12. Establish a process to provide updates to Council on issues that are brought forward at Council
meetings during citizen comment opportunities. Completed. During the second quarter, City
Administration formulated an efficient process to update Council of such items The system is
currently managed by the Mayor's Executive Assistant.
MAYOR'S OFFICE
3rd QUARTER SIGNIFICANT ISSUES:
During the third quarter, the City Administration's primary focus remained on the City's current and future
budget challenges. The proposed budget service and program reductions were presented to Council on
9/27/10. Anna Bernhard was selected as the recipient of the 2010 Tukwila Treasures award.
BUDGET PROGRAM GOALS:
1 Continue Mayor's involvement in regional efforts including but not limited to Cascade Water Alliance.
Valley Communications. WRIA 9 Forum. King County Flood Control District. Association of
Washinaton Cities. National League of Cities and Suburban Cities Association' Ongoing.
2. Work toward redevelopment of the Tukwila International Boulevard area between the Tukwila Village
site and the Sound Transit Light Rail Station: Ongoing.
3. Move forward on a pedestrian friendly development connecting the Sounder Commuter Rail station
and the Tukwila Urban Center: Completion of type, size and location study for pedestrian bridge
is on hold, pending determination of potential funding sources.
4. Move Tukwila Village Development forward to construction and completion: Due to the current
challenging economy, Tarragon withdrew its proposal in early June. In September, Council
voted to consider a stand -alone library and in support of marketing the site to developers.
5. Continue oversight of Tukwila South development efforts and Southcenter Parkway extension project:
Groundbreaking for the Southcenter Parkway extension project took place on 7/30/10.
Recognition was given to the funders and project partners. Periodic status reports will be
provided as the project moves forward.
6. Continue efforts to secure Federal appropriations in support of key projects. including. but not limited
to Strander Boulevard Extension: Ongoing.
7. Lead efforts to increase efficiency of City staff and to provide superior services to our citizens.
through technoloav and streamlined processes. in a cost effective manner: More technology
efficiencies recently put in place (procurement cards per diem system). The renovation of
the Seattle Southside Tourism website is complete.
8. Continue efforts to improve communications between the City and City residents. business
community members. and visitors The first issue of the Tukwila Reporter was published in
August 2010, providing another avenue for news, advertising, and community information to
reach our residents. The City contributes two pages of information to every issue. City staff
also added a budget page to the City's website providing residents with the most up -to -date
information related to the current budget concerns. The City has encouraged residents and
business owners to participate in budget discussions, through public meetings, email, and
other methods of communication.
9 Provide leadership and support in addressing concerns and improving all aspects of our residential
neighborhoods• The 2010 Night Out Against Crime included a record number of neighborhoods
64
2010 Third Quarter Report
Prepared for Finance Safety Committee
Page 3
(approximately 26) throughout the City. Council members, administrative staff, police, fire,
and many City department employees participated in the Night Out event.
10. Prepare draft Civil Service Desk Manual. In progress
11. Update Civil Service Rules: In progress
Economic Development
3rd QUARTER SIGNIFICANT ISSUES*
During the third quarter, economic development staff worked with the Valley cities and County on a
strategy and messaging for State funding for certifying the levees. Staff continued involvement in the
City's public messaging around potential flood risk. Staff began discussions with potential developers for
Tukwila Village, including a senior housing developer.
BUDGET PROGRAM GOALS
1 Tukwila Village: Complete negotiations with a developer and manage implementation of contract. Put
demolition of restaurant building on hold due to budget. In June Tarragon pulled out of the
deal. In September Council voted to consider a stand -alone library and in support of
marketing the site to developers.
2. Build relationships and share the City's vision with every property owner alona Tukwila International
Boulevard. Participated and assisted with Tukwila International Boulevard Action Committee
tour of comparison neighborhoods and zoning vision for the Boulevard.
3 Coordinate sale of Newporter property. Began financial analysis of property sale options.
4 Build relationships and share the City's vision with each property owner in the City's urban core.
Communicated with potential developer of Circuit City site.
5. Improve business attraction marketing collateral and website. Will focus on this at later time.
65
2010 Third Quarter Report
Prepared for Finance Safety Committee
Page 4
City Clerk
3rd QUARTER SIGNIFICANT ISSUES:
Shortly before the third quarter, a full time staff member in the Clerk's Office took a position in the
Fire Department. That position will remain unfilled. The essential duties from that position have
been distributed to the remaining team members.
Business Licenses: In addition to general license issuance, the third quarter of 2010 included follow -up
on various compliance issues, mid -year photos for adult entertainers, and instituting the renewal process
for amusement devices. Requests for 7 customized business license reports were completed for DCD
and Parks and Recreation. Additionally, a great deal of work has been put toward transitioning the
business license function to the Finance Department in 2011.
Records: This quarter there were a record number of public records requests received (26), many of
which were extensive, requiring a time commitment of 70 hours from the Clerk's staff. There were 50 new
contracts /amendments requiring our review, logging and execution. High retrieval records continue to be
added to the Imaging System to include links to the research databases developed in the Clerk's Office.
Management of the off -site Records Center, to include preparation for year -end archiving of records,
document destruction, and microfilming This year the Microfilming Program will involve digitization of the
film for inclusion in the Imaging System allowing accessibility through a web browser.
Legislative /Legal: Staffing and minute composition for 4 regularly scheduled Council meetings per
month. Facilitation of Council Agenda process and production of 24 packets, to include document
processing, review and finalization of 27 ordinances and resolutions, and timely publication of 33 legal
notices Codification of the Tukwila Municipal Code This quarter involved the codification of 8
ordinances and the creation of 3 new titles within the TMC
Central Services: Staffing of the Central Services Counter and switchboard, to include customer service
inquiries, notary services, mail distribution, pet licenses, acceptance /logging of all deliveries, business
card orders, external and internal research requests, and phone and counter support for the Mayor's
Office. This quarter the Clerk's Office partnered with King County Animal Control for the Pet License
Amnesty Program and staffed a booth at Tukwila Days and produced promotional materials A record
number of Pet Licenses were sold at 122. Implementation and training for the Procurement Card
(PCARD) process was undertaken this quarter The compilation of documentation and reconciling of
purchases and payments will be the responsibility of staff in each department.
BUDGET PROGRAM GOALS
1. Enhance the Laserfiche Imagina System to make Council agenda packets and minutes available
through the Citv website. An upgrade to the web version of the Imaging System is continuing to be
fine -tuned and BETA tested internally. It is anticipated it will go online to the public prior to year -end
2 Create a library of documents. such as plans. specifications. and codes. to be kept in the City Clerk's
Office and made available to the public. Documents continue to be compiled for the library and are
inventoried, indexed into a spreadsheet, and each document is labeled Additions will continue to be
made to the library as they are created or become available.
3. Provide Professional Development training for staff Working toward Master Municipal Clerk status,
the City Clerk serves the State association (WMCA) as the Chair of the Bylaws Committee and as a
member of the Elections Committee. Working toward Certified Municipal Clerk status, the Deputy
City Clerk attended Public Records 201 Training. The Imaging Coordinator participated in a webinar
on the Laserfiche Imaging System. The Administrative Support Technician attended PCARD
reconciliation training given by the Finance Department.
4 Review and update requirements and fees for Business Licenses. Business License fees were
increased for 2011 with the passage of Ordinance No 2299, adopted on 7/19/10
66
2010 Third Quarter Report
Prepared for Finance Safety Committee
Page 5
City Clerk's Office 2010 Statistics
FUNCTIONS 1 1 Quarter 2 Quarter 3 ftl Quarter
Business Licenses 1
General Licenses Issued 1 1885 309 1 107
Adult Entertainer /Manager processed /issued 1 32 1 16 1 22
Peddlers, Tow Truck, Cabaret, Temporary issued 1 12 1 8 I 14
Amusement Devices 7 1 21
renewals sent
Records Management /Public Records Requests J 1
Records Center Trips I 13 1 14 1 7
City Files retrieved from Records Center 47 59 17
5 boxes> 1 box>
City files returned to Records Center 36 52 18
7 boxes> 1 box>
I Contracts amendments reviewed /executed or closed 1 209 I 106 1 62
1 Documents reviewed /logged /transmitted for Recording 1 23 I 51 1 37 1
Public Records Requests (includes time spent by 18 10 26
Clerk's staff) 50.75 hours 44 50 hours 70 00 hours
2,521 pages 929 pages 3,829 pgs/
3 cds/ 2dvds
I Legislative Process /Legal Requirements I 1
1 Council /Committee Agenda Packet review /preparation 1 23 24 24
1 Ordinances /Resolutions prepared /reviewed /processed 1 9 24 27
Call for Bids review /coordination /opening /RFPs 1 2 1 1 5
Legal Notices (Public Hearings /Special Mtgs /Ords, etc) 1 22 1 28 33
I Central Services I
Passports Applications Accepted 122 73 75
discontinued 8 /16
Notary Services 1 68 1 69 65
Pet Licenses Issued I 13 I 36 1 122 1
Human Services
3rd QUARTER SIGNIFICANT ISSUES
Human Services Advisory Board completed recommendations for non profit funding. Presented Minor
Home Repair proposal to Joint Review Committee Tukwila days and Night Out Against Crime
participation Continue participation in emergency recovery activities including Mass Care, Interim
Housing, Case management issues Global to Local initiative introduced to Council. Public launch
initiative by Swedish hospital in October. Screened residents for emergency rental and utility assistance
Served 221 requests for service. Overall we see a 12% increase in calls for service compared to 2007/08
and a 42% increase in calls from homeless families compared to last year.
BUDGET PROGRAM GOALS.
1. Implement. manaae and monitor 2010 contracts. Met with 9 contractors. Oriented new contractors
to community linkages, networks.
2 Implement. manage and monitor Minor Home Repair Program with cities of SeaTac. Des Moines and
Covington. Served 4 Tukwila households with repair needs. Problem solved with other cities Trained
new Des Moines worker.
3 Participate in implementation of South King County Response to Homelessness. Joined affordable
housing tour, attended homeless outreach meetings, homeless forum participation
67
2010 Third Quarter Report
Prepared for Finance Safety Committee
Page 6
4. Outreach to diverse Tukwila residents to identify needs and match with resources. Partnered with
refugee serving agency to financially help a resident. Continue to gather and share info at Refugee
Forum.
5 Serve as City liaison for CDBG and Home oroiects. Reviewed proposals, toured sites and made
recommendations for capital CDBG funding for 2011
6. Provide same day information and referral response. Served 221 requests for service
7 Coordinate with other departments to streamline access to human service resources. Responded to
human service referrals made by other departments. Participate in Crime Hot Spots
8. Coordinate with community based organizations to more effectively serve Tukwila residents. Met with
Cascade Land Conservancy around small scale farming. Hosted joint SeaTac /Tukwila provider
meeting. Hosted Domestic Violence Task Force meeting Coordinated with Community Schools
around needs for back to school immunization event. Tracking activity with Community Center for
Education Results.
Equity Diversity Commission
BUDGET PROGRAM GOALS.
1 Link agencies and residents to cultural resources in the community. Code Enforcement Officer Mary
Hulvey attended the September meeting to thank the commission for their $600 grant offer to assist
with dump passes and clean -up of several areas. She reported only $75 was utilized. A board
retreat and separate planning meeting were also held in July and August to discussion commission
goals in light of the 50 percent cut to Equity Diversity funding.
2 Support Foster High School's Multicultural Action Committee with their cultural programs and training.
No requests for assistance where submitted by MAC during the third quarter.
Hotel /Motel Tax
3rd QUARTER SIGNIFICANT ISSUES
During the third quarter, tourism and marketing staff concentrated on launching a new website and
printing a new Vacation Planner The new website launched in July and the new Vacation Planner was
printed and delivered in Sept. Recruited and successfully staffed the Visitor Center 7 days a week with
the assistance of two unpaid summer college interns thereby reducing staff overtime throughout the
summer. The Center experienced a 56% increase in walk -in traffic in its new location over same period in
2009 in the old location.
BUDGET PROGRAM GOALS
1. Work with City departments. business community. and residents to execute a successful Rock "n"
Roll Marathon 2009 2010 -2011. Coordinated City's marketing and PR activities associated with
the Rock "n" Roll Marathon Tukwila to Seattle. Facilitated two official host hotels in Tukwila
and participated in setting up the press conference at the DoubleTree in Tukwila. Economic
Impact summary is available upon request.
2. Continue efforts to market Seattle Southside as a premier travel destination. Ongoing as planned in
the 2009 2010 major marketing initiatives. New ad campaign implemented.
3 Support positive relationships between the travel and tourism industry. business community. and city
government. Hosted an industry open house for the new Visitor Center. Hosted the Washington
State Tourism Commission's industry thought leaders summit. Currently, planning an after
hour's event announcing the launch of the new website and Vacation Planner for industry
representatives, business associates and city officials.
6 8
2010 Third Quarter Report
Prepared for Finance Safety Committee
Page 7
4. Continue implementing program performance reporting based on guidelines provided by Destination
Marketing Association International. Data collection ongoing, new procedures in place, tracking
and reporting ongoing.
Sister City Committee
3rd QUARTER SIGNIFICANT ISSUES.
Tukwila Days was a very disappointing fundraiser, with a net of $650 for both the pancake breakfast and
lunch sales. In years past, net funds reached over $2000. With a 50 percent reduction in funds for 2011-
2012, the Sister Cities Committee is discussing requisite modifications to its program.
BUDGET PROGRAM GOALS:
1. Continue to raise funds for Spring 2010 visit: Completed.
2. Recruit student/adult delegation and plan 2010 visit: Completed.
HUMAN RESOURCES DEPARTMENT
3rd QUARTER HIGHLIGHTS:
Implemented Voluntary Separation Program
Completed review of City wide Accident Prevention Program
Conducted worksite Safety Inspections
Completed Conversion of Data from ABRA HRIS System into EDEN HR
BUDGET PROGRAM GOALS
1. Negotiate and settle Fire labor agreement. (Settled)
2. Negotiate and settle Police Non Commissioned labor aareement. (Settled)
3 Neaotiate and settle Teamsters' Administrative /Technical: Professional /Supervisory: and
Maintenance /Trades labor agreements. Settled)
4. EDEN HR Inforum module conversion and connectivity with EDEN Financial module. (Completed)
5. Non Represented waae study for 1/1/2010. (Completed)
6. Update Health Insurance Portability and Accountability Act (HIPAA) policies and procedures. establish
committee. and conduct training. (Policy review and updates have been completed. Training
schedule to be developed and conducted 2010 -2011)
7. Update and distribute Personnel Policies and Procedures for review. (In process)
8. Develop and carry out wellness program to achieve AWC annual Wellness Award for both years.
(Completed)
9. Research vendors and implement program for Health Risk Appraisal program. (Deferred to 2011)
10 Neaotiate Police Guild labor aareement starting in fall 2010. (Negotiate and Settle contract by
December 31, 2010.)
11.Create and present employee education sessions on City's Self Funded Medical /Dental plans.
(Deferred to 2011)
69
2010 Third Quarter Report
Prepared for Finance Safety Committee
Page 8
3rd QUARTER SUMMARY OF ACTIVITIES:
Labor negotiations, including general discussions, research, records request, performance coaching and
evaluation; preparing, tracking and coordinating all personnel actions for accuracy and compliance;
budget preparation; classification and compensation analysis; discussions and assistance to Payroll;
coordination of safety training to meet federal and state requirements.
July August September
Employment Applications Processed 0 0 0
Applicants Interviewed 0 0 0 (hiring freeze in effect)
Extra Labor New Hires 5 1 0
Extra Labor Rehires 1 0 0
CDL Random Drug and Alcohol Tests 0 0 0
Administered
Workers' Compensation Injury Reports 3 4 3
FMLA Leave Requests 3 8 4
CITY ATTORNEY
3rd QUARTER SIGNIFICANT ISSUES
This quarter our office has continued to work on defending the City's siting of Crisis Diversion facilities.
We have been working closely with Administration on various labor issues related to the City's budget
process.
BUDGET PROGRAM GOALS:
1 Provide city -wide training in coniunction with Administrative Services related to personnel issues
Ongoing.
2. Work with City staff on Tukwila Village Proiect: Ongoing.
3. Continue to update and revise standardized contracts and other form documents Ongoing.
4. Continue to work with City staff on regional issues and regional projects or proposals impacting the
City: Ongoing.
5. Assist staff in developing an LID program: Ongoing.
6 Work with City staff on code enforcement issues and on strengthening provisions of the Tukwila
Municipal Code to allow for more effective code enforcement: Ongoing.
7. Work with the Department of Community Development on Comprehensive Plan updates and shoreline
management issues. Ongoing.
8 Work with City staff to develop streamlined procedures for administrative hearings and non -tort
litigation: Ongoing.
9. Work with City staff to revise the City's sign code Completed.
10. Develop operating procedures for litigation process: Ongoing.
11 Maintain efforts to keep prosecution costs down. particularly in light of chances in the King County
Prosecutor's Office: Completed.
MUNICIPAL COURT
3rd QUARTER SIGNIFICANT ISSUES:
This quarter we continued to dedicate a great deal of our time finding ways to meet City budget goals
without sacrificing the quality of our service. We are making great strides in working with other courts and
the SCORE jail management. We met with neighboring courts /SCORE owner cities to standardize bail
70
2010 Third Quarter Report
Prepared for Finance Safety Committee
Page 9
schedules, video court procedures, and forms. We are considering a change in our public service hours
based on projected budget reductions. A meeting is scheduled in October to discuss this plan and how
we can increase admin work time for staff without disruption.
BUDGET PROGRAM GOALS
1. Continue to focus on Court's Succession Plan to include National. State and Local trainina
opportunities. Ongoing.
2. Restructure Court schedule to allow for specialized calendars (Diversion. Interpreter. etc.). Ongoing.
We continue to evaluate our caseload and how we can reduce costs by consolidating
calendars. Because more defendants are requesting a reduction in traffic fines, we may have to
add an additional infraction mitigation calendar. For the most part, plans to make major
calendar changes are on hold until the City makes a decision regarding the use of traffic
cameras.
3. Continue to retool and expand Jail Alternative Program. Ongoing. Our probation department is
exploring the expanded use of GPS technology to reduce jail costs for defendants with No
Contact Order charges. We hope to use these latest offender monitoring devices in lieu of pre-
trial incarceration.
4. Participate in pending Union contract issues as they relate to court specific needs. Done.
5. Explore increased use of technology to enhance court services. Ongoing. We continue to work with
SCORE to determine the court's/City's technology needs for jail court hearings. We are still
working with IT to put all forms on -line and enhance the court's webpage.
6. Expand participation in county -wide trial court coordination efforts. Ongoing. The leadership team
plans to meet with City of SeaTac court officials to renew our emergency contingency
agreements.
7. Continue ioint meetings with Police Department, Prosecutor and Public Defender to enhance
communications and improve court services. Ongoing. We will meet next month with this group to
discuss planned changes in public operating hours.
FINANCE DEPARTMENT
3 QUARTER SIGNIFICANT ISSUES'
The Finance Department spent a great deal of time during the third quarter working on implementation of
budget proposals developed for Council consideration All the new revenue sources enacted by Council,
as well as the proposed program and service reductions presented by Administration, were incorporated
into the City's budgeting system as well as the draft budget document. Finance staff worked with
Directors on updating program goals, accomplishments, organization charts and performance measures.
We also participated in the exit conference with the State Auditor's Office for the 2009 audit. Not only
were there no findings during the audit, but there were also no exit comments or suggestions on ways to
improve operations within the Finance Department or the City in general.
Staff also spent considerable time on major projects that will create efficiencies not only within the
Finance department, but throughout the City For instance, staff completed implementation of a
procurement card program that will allow for more efficient purchasing of eligible items, and import of
those transactions electronically into the City's accounting system, thereby eliminating data entry for
these purchases We will also be able to pay the combined statements for all cardholders with a single
wire transfer to the bank, rather than potentially hundreds of checks to separate vendors Staff also
implemented the Position Budgeting module of our accounting program, EDEN Financial Systems. The
Position Budgeting module is one that the City already owned but had not yet fully implemented. The
module will allow for development of different cost projections for salaries and benefits utilizing payroll
data already within EDEN. The different scenarios will be able to be produced almost instantaneously,
and projected costs communicated to management and Council. Once decisions are made regarding
71
2010 Third Quarter Report
Prepared for Finance Safety Committee
Page 10
salaries and benefits, the information can be imported automatically into the budget system within EDEN.
This will create significant efficiencies over the previous process of entering salary and benefit
adjustments into Excel, then re- keying the dollar amounts into the budget portion of EDEN. Finance staff
also implemented the City's new travel policy. The policy, which includes a per diem for meals and
lodging, will simplify the travel reimbursement process and significantly reduce the time that it takes for
the traveler, as well as Finance staff, to process travel requests, advances and reimbursements.
BUDGET PROGRAM GOALS:
1. Complete Comprehensive Annual Financial Report (CAFR) by May 31. 2009: The 2008 and 2009
CAFRs are complete. The City received clean audits for each year with no findings or exit
comments.
2 Continue Budget Manual development: No update to report.
3. Continue development of Risk Manaaement policies and procedures: Policy and procedure
development has begun. A significant amount of work remains. The goal will be to have
procedures drafted by the end of 2010 or early 2011
4. Implement cash receiptina system at all cash locations citywide: Completed for Finance and
Clerk's Office in 2009. Online utility payments went live in August 2009, as well as credit card
acceptance at Fire Station No. 51.
5. Assist other departments with fiscal issues related to software implementations including an HR
module for Administrative Services and permitting system for DCD: The HR module was
implemented in July 2009. The permitting system is on hold indefinitely for budgetary
reasons.
6. Investiaate additional payment options for citizens and implement where feasible: Completed
implementation of online utility payments in August 2009.
FIRE DEPARTMENT
3rd QUARTER SIGNIFICANT ISSUES:
During the third quarter, we continued to provide First Aid /CPR and Fire Extinguisher Classes to the
public and city employees We participated in Tukwila Days, the annual Night out against Crime and the
second Rock and Roll Marathon. We conducted annual hose, pump and ladder testing and participated in
the Zone 111, Suppression, Haz -Mat and Rescue drills. We responded to a house fire in the Foster Point
neighborhood and made a quick stop and responded to Seattle as part of a Task Force to the Sunny Jim
fire.
We assumed oversight for emergency management in the city and have been in the process of trying to
catch up with all that is going on regarding flood preparation and other EM activities Prior to assuming
EM activities, Chief Grisham worked on the Sound Shake Exercise and the rewrite of the Mass Casualty
response policy. Training also oversaw the annual Pump Academy, rescue swimmer training and driver
training.
Fire prevention was busy with several projects including Bow Lake Transfer Station remodel, Aviation
High School, Sound Transit Rail Station and Southcenter Parkway They are still working on outstanding
Sound Transit Issues related to light rail They have officially run out of storage room for their records, an
issue that we need to address soon
Two teams of instructors went to Thailand to instruct the Royal Thai Police on fire investigation.
Through the end of the third quarter, we responded to 3504 calls.
72
2010 Third Quarter Report
Prepared for Finance Safety Committee
Page 11
BUDGET PROGRAM GOALS:
Administration
1. Conduct annual management training. Will consider 3 or 4 Quarter depending on budget.
2 Review and uodate department policies and procedures as needed: Ongoing.
3 Coordinate National Incident Management System trainina for City personnel as needed. Several
city personnel tentative for October class.
4 Add. update or replace department computers as needed: Coordinate with IT.
5 Apply for applicable grants: Will apply for applicable grants.
6. Update six -year plan: On hold depending on budget
7. Coordinate development of specifications for replacement aid car: Will coordinate with Fleet.
Suppression
1 Test all fire hoses. apparatus pumps and ladders to meet manufacturer's specifications, 2010
Complete
2 Complete all assigned company level inspections. Ongoing.
3. Participate in public relations and education events: Reduction in participation due to budget
concerns.
4. Participate in scheduled training: department. zone. reaional. national. Ongoing.
5. Consolidate department inventory into new programming. Staffing shortages prohibit timely
completion. Temporarily shelved.
Fire Prevention Investigation
1 Establish auarterly fire code training for suppression crews: Ongoing.
2. Continue proaram to obtain Fire Marshal commissions for fire investigators through police academy
training: On hold.
3. Research and prepare report for additional Fire Marshal office space. Done.
4. Pursue full time fire investigator's position within fire investiaation task force: On hold, Budget
Constraints.
5. Continue to convert fire protection plans to compact disc storage media: On hold, Budget
Constraints,
6. Continue to maintain timely plan review and inspections for our customers: Ongoing.
Third Quarter Yearly Totals
Plan Review Fees Collected: $9,466 50 $27,164 00
Special Permit Fees Collected: 21,900.00 $55,600 00
Reinspection Fees 6060 00
Ti Reinspection Fees 2640 00
Second Quarter Yearly Totals
Initial Inspections 254 653
Reinspections: 184 416
Night Life Safety Inspection: 19 109
Training
1. Coordinate department officers' attendance at the National Fire Academy in Emmetsbura. Maryland: I
Officer attended 2 week Emergency Management Training
2 Incorporate reaular visits to shift drills by a Training Division officer: Ongoing.
3 Oversee trainina of any new hires Started with two new hires /laterals. Which have successfully
completed 6 months.
4 Update reference material libraries in all stations: Delayed due to budget.
5. Review all records to ensure the department is National Incident Manaaement System (NIMS)
compliant: Completed this quarter.
73
2010 Third Quarter Report
Prepared for Finance Safety Committee
Page 12
6. Review our new hire training proaram: Ongoing, changes are being made.
7. Implement a career path proaram for firefiahter and officer development: IFSAC FFII has been
completed by last eligible FF making nearly all 1 Class FF's eligible to progress to IFSAC Fire
Officer I
8. Continue department pre -fire tour Program: Ongoing.
9. Work and coordinate with colleae intern to write new "Trainina Manual
First phase completed now in process of setting phase II in motion.
Facilities
1. Work with City staff to develop plan to implement recommendations of seismic study and master plan
recommendations: Not funded
2. Remodel Station 52 kitchen: Not funded
3. Install new biohazard storage shed at Station 52: Not funded.
4 Paint interior of Station 52 and Station 53. and the interior and exterior of Station 51: No funding
5. Paint apparatus bay at Station 54: Not funded
6 Replace curbing at Station 51: Not funded
7. Begin process of identifying sites for future fire station replacement/relocation: Station 51 identified
in TVS annexation. Site not identified for potential station 52 re- location.
Hazardous Materials Team
1 Provide operation and technician level trainina to meet the current National Fire Protection Aaencv
(NFPA' 472 standard: Ongoing.
2. Send 2 technicians to out -of- state. federally funded. HazMat trainina. As available.
3. Develop standard operatina procedures for a response to a larae Mass Decon Incident and
participate in a larae -scale exercise: Large scale postal facility exercise postponed indefinitely.
4. Develop standard operatina procedures for the use of the powered air purifier respirators (PAPRs)
and provide all operation level personnel with appropriate trainina: Ongoing.
5. Perform a complete inventory of all HazMat eauipment and supplies: Ongoing.
6. Brina minimum staffina to four (4) technicians per shift: Delayed due to budget.
Rescue Team
1. Schedule a 40 hour Rope Rescue Technician class for the entire team. On -hold due to budget
constraints.
2. Reconfiaure the storage compartments on Rescue -51. Remove SABA system and place on the air
trailer: Complete.
3 Send four (4) team members to Swift Water 1 class: Complete
4. Send two (2) team members to a Confined Space class: Postponed budget.
5. Develop new inventory sheets and evaluate rescue harnesses' Ongoing.
6. Reoraanize the interior of the small trench trailer: On hold due to budget.
7. Order accessories for the team's new GPS units and develop a trainina curriculum. Ongoing.
8. Update the Zone 3 Rope Rescue Manual: Ongoing.
9. Design and order new personal baas to be used on rappellina harnesses: Complete.
10 Develop an annual Competency Verification Checklist for rope technicians: Ongoing.
11. Continue Special Operations Teams ioint trainina between Tukwila and Renton: Has not proven to
be a realistic goal. Suspended for all practical purposes
12. Continue Zone 3 trainina: Hosted 3rd quarter Trench Rescue Drill
13. Provide continuing education to all suppression members in the field of specialized rescue. As
budget and class availability permits.
14 Place the 540 Belay System into suppression service: Complete.
15. Provide two (2) days of collapse /shorina trainina for the team Postponed due to budget concerns.
16 Inventory all suppression life vests and replace as needed Complete.
17. Purchase and replace rope hardware /software as needed Ongoing.
18. Set up trainina days with Kina County Sheriff's Marine Unit: As budget and class availability
permits.
74
2010 Third Quarter Report
Prepared for Finance Safety Committee
Page 13
19 Provide technical trainina to all team members for Crane Operations and Riaaina Postponed due to
budget concerns. (Indefinite)
20. Prioritize trainina and eauipment needs: Ongoing.
21. Pursue the placement and construction of at least one boat ramp into the Green River within the City
of Tukwila Dialogue re- opened outlook for moorage at Delta Marine is positive
Ambulance, Rescue Emergency Medical Aid
1. Outfit two new Mass Casualty Incident trailers: Complete.
2. Provide one department member to participate on Zone 3 EMS committee: Ongoing.
3 Evaluate status of department Pandemic Flu supplies Ongoing.
4. Establish a battery replacement program for all EMS equipment: Ongoing.
5. Provide assistance and guidance to City for establishing a new Public Access Defibrillator (PAD)
program and assist with trainina on PAD devices: Complete.
6. Complete all 2009 -2010 competency -based training objectives. Ongoing.
7. Provide 2009 -2010 competency -based instructor training for department instructors: Ongoing.
8. Provide First Aid /CPR and public access defibrillation training to the public and City employees
Quarterly training provided. 1 2 and 3 ftl quarter
9 Provide ongoing advanced auto extrication training for department personnel Ongoing. 3rd qtr
complete.
10 Provide advanced mass casualty trainina for department: Ongoing.
11. Provide logistical support and training to enable the department to participate in the Rescue
Outcomes Consortium (ROC) study Ongoing.
12. Sponsor department Explorers to Kina County EMT course: As requested.
13. Repair. clean. test. and calibrate specific aid equipment: Ongoing.
14. Participate in new technology evaluations offered by Kina County Medical Proaram Director:
Ongoing.
15. Recruit at the minimum. one CBT instructor per station. per shift: Ongoing.
FIRE DEPARTMENT INCIDENT RESPONSE
EMERGENCY RESPONSE STATISTICS
2009 2010
Increase /Decrease
a Qtr FIRE f 441 369 1 16.33%
3 Qtr AID 1 884 1 869 1 1.70% 1
Year to Date FIRE 1 1083 1 937 1 -13 48%
Year to Date AID 1 2429 2437 +0.3%
DEPARTMENT OF INFORMATION TECHNOLOGY
3rd QUARTER SUMMARY
In addition to budget planning and our regular duties, the emphasis for IT staff this quarter was the design
and procurement for the new VoIP phone system and Microsoft Enterprise Agreement software licensing,
along with equipment ordering, cable planning and site preparation The Mitel VoIP system was selected
and a large portion of the equipment has arrived and inventoried
3rd QUARTER SIGNIFICANT ISSUES:
NETWORK /TECHNICAL
Deployed Tourism's new server which included MS Exchange 2010, and Blackberry Enterprise
Server.
75
2010 Third Quarter Report
Prepared for Finance Safety Committee
Page 14
Installed Falconstor with Continuous Data Protection (CDP), a disk -based storage device, which
has greatly increased backup retention and decreased backup times.
Received and installed a Valleycom VPN router; all Valleycom traffic is now encrypted through the
secure VPN connection.
Moved most Internet services over to 1 -NET connection
Setup Windows Deployment Server and started becoming familiar with the configuration of
Windows 7
Created a test environment to learn Netmotion configuration for Valleycom Mobile communication.
Installed technology devices in the new black and white patrol cars.
DATABASE MANAGEMENT
Eden upgrade to 5.3 1.2, including payment and cashiering software.
Installed Eden Client on all applicable city computers to facilitate on -line purchasing.
Participated in beta testing program for enhancement to Utility Billing online payments.
PD Justice Records Management Software upgrade to 3.10 4.
COMMUNICATIONS
Coded and sent out a Volunteer Newsletter in August and an eRec Newsletter in September to
1,800 citizens
A new online time sheet was created so that volunteers could record their own hours through the
City Website and submit the information to an Access database file.
New pages were created for the Southcenter Parkway Extension and Residential Rental Housing
Licensing and Inspection program
A draft version of an updated City Clerk's section on the City Website was also created. It links
straight into the Laserfiche program, so citizens will have direct access to all agendas, minutes,
ordinances, resolutions and contracts /agreements.
Cost comparison analysis of Hazelnut versus Tukwila Reporter
Notebook covers for Mayor /Council trip to Washington DC.
Garage Sale /Junk in the Trunk Sale flyer for utility bill inserts.
Signs for people holding garage sales.
Pet Licensing Amnesty flyer.
Redesign of Calling 9 -1 -1 handouts for Crime Prevention.
2010 -2011 Youth Teen Basketball Programs brochure.
Formal certificate for DCD 2009 Employee of the Year
Determine information needed in useful recovery database
Assorted forms, policies, signs.
3 Quarter Statistics:
Website 44,933 visitors (of which 30,356 are unique) viewing 113,558 pages. Besides the Main home
page, the most popular pages were employment (6,846), staff phone directory (8,136) and Community
Center page (4,278).
Publications: September edition of the Hazelnut (8 pages). Fall/Winter Recreation Brochure (36 pages)
and starting production of Winter /Spring Recreation Brochure (36 pages) and working with TCC to create
fresh look and theme for publication Designed look and worked with Sound Publishing for Tukwila
Reporter, submitted center page ads for August and September
TV21: 167 Slide pages posted
76
2010 Third Quarter Report
Prepared for Finance Safety Committee
Page 15
SPAM Statistics: 1 July August September 1 Totals
Total Emails Received 591,329 531,029 454,793 1 1,577,151 1
Blocked: Spam 1 538,775 479,115 404,771 1,422,661
Blocked: Virus I 693 1,769 1,107 3,569
Blocked: Bad Recipient 1 12,535 9,695 6,726 1 28,956 1
Blocked: Mail Bomb 1 781 1,364 752 1 2,897 1
Other (Allowed, 38,545 39,086 41,437 119,068
Quarantined)
Average SPAM per day 1 17,832 1 15,869 1 13,779 15,826
Highest amount of SPAM 1 20,995 1 21,986 1 19,220 1 21,986
Highest Percentage of 99% 99% 99% 99%
SPAM (24 Hrs)
Percentage of SPAM 93% I 93% I 91 1 92%
Total amount of SPAM I 552,784 I 491,943 I 413,356 1,458,083
Documented Help Desk Tickets (approx. 45% of total assistance requests):
By
By Category Department By Source
1 Barracuda 1 23 1 6 55% 1 Council 1 I 0.28% I E -mail 1 267 1 76 07%
1 Database 36 1 10.26% 1 1 Court 4 1 1.14% 1 I Phone 59 1 16.11%
Self
GroupWise 11 3.13% DCD 51 14.53% Generated 16 4 56%
Hardware 43 i 12.25% FD 13 3.70% Walk -In 9 1 2.56%
1 Miscellaneous 3 I 0.85% 1 FIN 32 9.12%
Network 28 1 7.98% 1 HR 16 4.56%
Phones 7 1 1.99% IT 17 4.84%
1 Printers 23 1 6.55% MO 58 16.52%
Publications 1 1 0.28% 1 PD 76 21.65%
Software 66 1 18.80% PR 56 15.95% I
Web
Development 110 31.34% PW 27 7 69%
Total 1 351 1 100.00% 1 1 Total 1 351 1 100.00% I 1 351 1 100 00%
BUDGET PROGRAM GOALS.
1 Develop Strategic Plan for IT Department to address City -wide technoloov needs: On hold. Efforts
directed towards implementation of VoIP phone System
2. Research and implement an advanced. multi- tiered system for network security. tracking and
monitoring. Ongoing. Final security component in the planning stage.
3 Fully implement City -wide Active Directory. replacing network services and servers as reauired. and
building in connectivity redundancy for aualitv of service Completed.
4 Establish an IT Technical Knowledgebase with procedures and trouble shooting tips for added
efficiency with HelpDesk services. Ongoing.
5. SQL Server consolidation: review collection of data across departments. and implement methods to
reduce data redundancy and duplication of effort for more effective use of City resources
Completed.
6. Create documentation to include disaster plan recovery information and emeraencv operation
procedures. Ongoing. Established COOP pursuant to FRP requirements.
7. Implement Payment Card Industry (PCI) data security standards researched in 2008. to include
information sharing and key employee education for compliance on current debit/credit points of sale.
77
2010 Third Quarter Report
Prepared for Finance Safety Committee
Page 16
research and plan for citv -wide point -of -sale system to accent secure debit/credit cards transactions
in all departments. Ongoing. Compliance efforts continue.
8. Work with Valley Communications to coordinate CAD and communications upgrades for Public
Safety. Ongoing.
9. Develop formal Image Library (to include both production and indexing of photos and videos) to
document City events and to make available for unified communications and publications. Ongoing.
POLICE DEPARTMENT
3rd QUARTER SIGNIFICANT ISSUES:
During the third quarter we saw several milestones. In August, after serving 25 years with our
department, Sergeant Suzi Sacha retired. We finalized the specifications for the Tukwila Police
Emergency Operations Vehicle and we rolled out our first three Black and White patrol vehicles.
We participated in several community events such as Night Out Against Crime, Tukwila Days and Family
Fourth at the Fort. We attended nine Block Watch meetings, two emergency community meetings, and
two Apartment Managers Network meetings, and continued to conduct our Safety in Overnight Lodging
visits.
With Sergeant Sacha's retirement, we had a couple of moves between and within division. Sergeant
Mark Dunlap was moved to the Crime Prevention Resource Team and Sergeant Doug Johnson from
patrol was moved to the TAC Team.
Significant cases of interest:
Patrol facilitated the arrest of a promoting prostitution suspect which involved a 14 year -old female; Major
Crimes arrested an armed robbery suspect which had been facilitated through Craig's list and collectively,
Major Crimes, TAC Team and patrol arrested a homicide suspect which occurred in Tukwila 2 years ago
and had been on the Washington's Most Wanted list.
BUDGET PROGRAM GOALS:
Administration
1 Continue to assess current and future department staffing and facility needs that support delivery of
law enforcement excellence to the community: Ongoing
2. Recognize excellent performance: Three staff members were recognized for their 20 year service
awards, one for Employee of the Year and one for the Mayor's Award Employees of the
Quarter awards are ongoing.
3 Resolve community problems through partnerships and problem solving Ongoing
4 Work with and strengthen regional partnerships Ongoing
Patrol
1. Enhance police visibility in our neighborhoods: The Police Department, in coordination with the
Mayor's Office and other City departments, has worked diligently on providing higher police
visibility within the Tukwila neighborhoods. As part of this joint effort, on September 8 the
police department revealed their new black and white patrol cars. The new color scheme
directly addresses increased visibility, and provides a professional appearance for the police
department's patrol fleet. Additionally, during this period, patrol has placed an increased
effort on meeting citizen's needs and requests for extra patrol by conducting the extra patrols
as requested and by increased communication with the impacted citizens.
2. Review our Field Training Program for new Officers: Our FTO program under the supervision of
Sergeant Rick Mitchell continues to produce excellent officers for the police department. The
strong emphasis on mentoring and standardized instruction by a select group of trainers is
the cornerstone of our program. Close coordination between the program supervisor and
78
2010 Third Quarter Report
Prepared for Finance Safety Committee
Page 17
patrol management ensures that the vision and goals of the program are driven from the "top
down During the third quarter, there were no officers in field training. However, we did have
an officer at the Academy. That officer was assigned a liaison training officer as an added
resource while attending the Academy.
3. Inspect and enhance. where needed. equipment for field operation: During this quarter, the
patrol division finalized the research and specifications for a mobile command vehicle.
Several options were examined based on the need of the Police Department and the
City, and a mobile platform that fits the criteria specified by the Chief of Police has been
established. This mobile command post is an essential piece of equipment that is
needed to sustain operations in the field during all hazard emergencies and special or
large -scale events, such as the Rock N' Roll Marathon. A presentation on the
specifications, use and financing options for the command post vehicle were made
available during this quarter, and the purchasing of the vehicle is now moving forward.
Records /Evidence
1. Plan and prepare for the relocation of department evidence to a new storaoe facility: We are
continuing to work with Public Works, Finance, and City Administration to explore cost
feasible options and acquire an evidence facility.
2. Destroy all records maintained by the Records Division that exceed or meet minimum ceneral
retention schedule reauirements: Completed 3/19/10.
3. Prepare firearms and narcotics held in evidence for destruction Firearms ongoing; Narcotics
completed 3/15/10. Second narcotics destruction completed 9/8/10.
4. Prepare and submit items of evidence for auction. as appropriate: Completed 8/4/10.
Investigations (Major Crimes)
1. Review and assess eauioment needs for maior field investiaations: Although this was completed
during 2 Quarter, we continue to evaluate equipment needs. For example, crime scene
software is needed for better documentation and reconstruction of crime scenes. Adequate
software was selected and grant money identified for future purchase of and training for the
software.
2 Evaluate and adiust investiaative priorities: One of our three vacancies was filled during the 3rd
quarter. We are keeping the other two, a sergeant's and a detective's position, open pending
the outcome of the 2011 and 2012 budget. We are evaluating the impacts of the temporary
adjustments and thresholds as we consider future permanent adjustments. In general, person
crimes will take priority over property crimes and crimes with arrest will take priority over
those crimes where no arrest was made.
3. Conduct auarterly reviews in order to assess effectiveness and direction of the Unit: Completed
through the 3` Quarter.
Special Operations /Crime Prevention /Training /Traffic
1. Conduct auarterly reviews in order to assess effectiveness and direction of the Unit. Completed
during the 3 Quarter. Sergeant Sacha retired and Sergeant Dunlap transitioned into the
Crime Prevention /Training Unit. Sergeant Dunlap has been assessing the effectiveness of the
unit and working with Commander McOmber regarding the direction of the unit to ensure it
meets our goals and mission.
2. Maintain crime prevention programs that facilitate our partnerships with the community Ongoing.
Examples include staff attended nine block watch meetings, community meetings, Apartment
Managers' Network meetings, and conducted three Safety in Overnight Lodging visits.
3. Reduce the impact of crimes related to drugs, vice and gangs throuah proactive enforcement:
Ongoing. The TAC Team participated in thee gang emphases with our regional partners and
ongoing narcotic investigations. Sergeant Johnson was selected as the new sergeant of the
TAC Team and completed a two week undercover school that will help prepare him for this
new position.
4 Reduce soeedina throuah increased visibility and traffic enforcement: Ongoing
5 Reduce traffic collisions in taroeted areas of the City: Ongoing
79
2010 Third Quarter Report
Prepared for Finance Safety Committee
Page 18
,TUKWILA POLICE;PP ►RTMENT'
2010, QUARTERLY ACTIVITY REPORT
1ST QTR 2ND QTR 3RD QTR 4TH QTR 2010
TOTAL
PART I
Crimes Against Person 1 178 1 164 1 185 I I I
1 Crimes Against Property 1 1276 1296 1294 1 1
Crimes Against Society 1 118 I 157 160
All Other Cases I 1071 1 1027 1 1100
CALLS FOR SERVICE 8144 8366 9129
1 Cases Generated 2135 I 2117 1 2237 1 1
ARRESTS
1 Cases Cleared by Adult Arrest I 664 I 682 1 785 1 1
Cases Cleared by Juvenile 74 72 81
Arrest
RESPONSE TIME
Emergency Priority 1 1 3.15 I 3.1 I 3.45 I I
Emergency Priority 2 I 6.64 1 6.42 1 6.87 1 1 1
1 Non emergency I 13.46 1 12.91 1 16.55 1 1 1
TRAFFIC
DUI 13 17 8
Criminal Traffic Citations 165 170 185
Traffic Infractions 630 684 911 1 1
1 Injury 52 43 58
1 Non injury 108 110 124
1 Hit and Run (Non- injury) 83 68 87
1 Pedestrian /Vehicle Accidents 5 0 2 1
TAC TEAM
Narcotics Cases 16(11 20 (14 19 (18
cleared) cleared) cleared)
Prostitution /Lewd Conduct,
etc. 8 9 9
80
2010 Third Quarter Report
Prepared for Finance Safety Committee
Page 19
TUKWILA POLICE DEPARTMENT
2010 "QUARTERLY ACTIVITY REPORT
1ST QTR 2ND 3RD 4TH QTR 2010
QTR QTR TOTAL
ASSETS FORFEITED
I Cash I $1,709 1 $7,672.87 1 1203 1 1 1
I Vehicles 1 2 1 3 1 0 1 1 1
MAJOR CRIMES
Cases Assigned for 124 122 95
Investigation
Cases Cleared I 137 1 109 1 170
SPECIAL SERVICES
Telephone Calls 1 8 1 8,445 I 8,155 I
Warrants Cleared /Entered I 409/515 I 417/401 I 438/489 I I
Prisoners Monitored in Jail I 409 I 365 I 366
Records Requests 1 1,253 I 1,519 I 1,249 1
Number of Firearms in 14 19 19
Evidence
Evidence Property Logged In 1 935 I 938 898 I
CRIME PREVENTION
Community Meetings 7 11 22
Attended
Block Watch Meetings 1 2 1 1 1 5 I 1
Business Training Sessions 1 0 1 2 1 2 1 1
CFMH 0 0 0
InspectionslReinspections
Apt. Managers Network 2 2 2
Meetings
Safety in Overnight Lodging 0 5 3
Visits*
1 Crime Prevention Surveys 1 0 1 3 6 1 1
Includes Re- inspections
81
82