HomeMy WebLinkAboutReg 2015-06-15 Item 5C - Update - Regional Fire Authority Process COUNCIL AGENDA SY opsiS
-----------------------------------I---Initials--------------------------------- ITEMNO.
Meeting Date Pre pared by 4�42r.r review ey) Council review
06/15/15 MCB d4d—I(L,
5.C.
QD
ITEM INFORMATION
STAFF SPONSOR: MAYOR'S OFFICE ORIGINAL AGENDA DATE:
AGENDA ITEM TITLE Regional Fire Authority Annexation
CATEGORY Z Discussion [:1 Motion ❑ Resolution ❑ Ordinance ❑ Bid Award ❑ Public Hearing [:] Other
Mtg Date 06115115 Mtg Date Mtg Date Mtg Date Mtg Date Mtg Date Mtg Date
SPONSOR ❑ Council Z Mayor [:] HR ❑ DCD [:]Finance ❑Fire [:] IT ❑ P&R [:] Police [:]PWI
SPONSOR'S This is a progress update on the Kent Regional Fire Authority annexation project with
SUMMARY specific information on:
Fire Prevention/Investigation/Emergency Management Services
RFA Communications Plan
REVIEWED BY z cow mtg. ❑ CA&P Cmte ❑ F&S Cmte ❑Transportation Cmte
❑ Utilities Cmte ❑Arts Comm. ❑Parks Comm. ❑ Planning Comm.
DATE: 9/10/2014; 04/13/15 COMMITTEE CHAIR:
RECOMMENDATIONS:
SPONSOR/ADMIN. Not applicable
COMMITTEE Not applicable
COST IMPACT/ FUND SOURCE
EXPENDITURE REQUIRED AMOUNT BUDGETED APPROPRIATION REQUIRED
Fund Source:
Comments:
MTG. DATE RECORD OF COUNCIL ACTION
04/13/15 Briefing
06/15/15
MTG. DATE ATTACHMENTS
06/15/15 Informational Memo dated 6/10/15 - with attachments
109
City of Tukwila
Jim Haggerton, Mayor
INFORMATIONAL MEMORANDUM
TO: Mayor Haggerton
City Council
FROM: David Cline
BY: Moira Carr Bradshaw
DATE: June 10, 2015
SUBJECT: Regional Fire Authority Annexation
ISSUE
This is a regular update on the progress on the issue of annexation of fire and emergency
medical services to the Kent Regional Fire Authority.
BACKGROUND
The community process of review has been underway since September 2014 when the
Fire Exploratory Committee, which included Councilmembers Seal and Kruller and City
staff, recommended to the City Council that the City investigate the annexation of the
Tukwila Fire Department to the Kent Regional Fire Authority (RFA).
In April, the Council was briefed on the make-up and work program of the RFA
Annexation Steering Committee, which includes Councilmembers Duffie and Seal and
representatives of the residential and business community as well as firefighters and
staff.
The work of the Finance Work Group, which includes Councilmember Robertson, has
also been ongoing since the Council's decision to move forward. The Finance Work
Group has been developing the details of a preliminary budget of a consolidated RFA in
order to then create the required revenue formula. It has also been discussing the
inventory of assets including the potential disposition of the four Tukwila fire stations.
The RFA Annexation Steering Committee is discussing the current fire service
performance levels, both for fire suppression and emergency medical but also the City
functions of fire permitting and emergency management that firefighters perform.
DISCUSSION
Contracting for municipal services currently provided by fire personnel
There are specific municipal functions currently provided by fire personnel: international
fire code permitting, emergency management and fire investigation. The City will
continue to be financially responsible for providing those services. Annexation into the
RFA would provide the City options for contracting for some or all of those services.
Attached is a summary of those services and some pros and cons of retaining or
contracting with the RFA for each function. Any contract for services will come back to
110
INFORMATIONAL MEMO
Page 2
the Council as an Interlocal Agreement for a full review and would occur between a
positive vote to annex and the effective date of annexation.
Communication Plan
The Council requested broad public outreach on this important topic and attached is a
Communication Plan that includes key messages on this fire services annexation issue
as well as tactics and a schedule.
FINANCIAL IMPACT
Not applicable at this time
RECOMMENDATION
Information only, no action required.
ATTACHMENTS
Fire Prevention/Fire Investigation/Emergency Management Paper
Communications Plan
Page 2 of 2
111
Background
Certain functions currently performed within the Fire Department will continue to be a City
responsibility and will continue to impact the City's General Fund budget. With annexation to the Kent
RFA,the City will have options as to how to provide those services/perform those functions.
Fire Prevention
Fire Prevention is divisional name for the part of the Fire Department that is responsible for review,
issuance and inspections of permits for items that are regulated by the International Fire Code including
specific amendments made to it by the City of Tukwila. The City of Tukwila administers the
International Fire Code within the Buildings and Construction Chapter of the Tukwila Municipal Code
(TMC 16.)The City's responsibility is to review and issue permits that specify the construction and
occupancy of buildings with certain conditions. These are elements of public and life safety,such as
electrical, plumbing and structural requirements, and relate to sprinklers and alarms, extinguishers etc.
Options
The City may choose to:
1. Hire City staff that are responsible for these elements or
2. Contract with the RFA to provide permit review and inspection services. Under the second
scenario,the City would still retain the responsibility for charging for and issuing the permit but
the RFA and its personnel would have a contract to provide review and consultant services.
3. Contract with the RFA for reviews of specific types/degrees of permit. This would allow for
smaller simpler permits to be reviewed and inspected by City staff,thereby potentially
streamlining services forTukwila customers. This option would allow the City to explore system
improvements for improved performance for customers.
City provides Contract Discussion
Fire Prevention Services Service for service
Customer Service X
Accountability/control X
Cost X RFA costs more for same service
Integration with building X
inspections
Coordination with Fire operations X
Safer buildings for firefighters X
Expediency X
Fire Investigation
The Fire Prevention Bureau is also responsible for inspecting and preparing reports on the origin and
cause of fires. The City typically prepares between 0—and 14 reports a year. A qualified inspector
needs to be able to appear at a fire incident 24/7,while the scene is still secure and fresh in order to
perform the investigation. The choice to contract with the RFA for this service is recommended
Page 1 of 2
112
because of the advisability of having staff that are available 24/7 to arrive on the scene of a fire as well
as the technical training and experience of the RFA staff.
Fire Investigations City Provides Contract for Discussion
Service Service
24/7 schedule availability X
Accountability/control X
Technical ability/resources X
Fire Fighter coordination X
familiarity
Emergency Management
Planning for and managing natural or manmade disasters is a critical function of the City. The
organization and responsibilities are outlined in the Administration and Personnel section of the TMC
(TMC 2.57.) The state mandates that the City provide a director of emergency management and
emergency manager. The responsibility for this has been indifferent departments over the years and
somewhat depends on the background of staff members that the City may have. Currently two staff
members who are located in Fire Department are responsible for this function.
Options
The City may choose to:
1. Hire staff to assume responsibility
2. Contract with the RFA to be responsible for all current functions
3. Develop some split responsibilities for functions currently performed;for example,contract
for development of the required Comprehensive Emergency Mgmt. Plan and other
documents.
Emergency Management City Provides Contract for Discussion
Service Service
Visibility/Staff Integration X RFA could assign a specific person to be
the Emergency Manager and Director
of Emergency Management for the City
and they could use an office in the City
assist with integration.
Accountability X
Resources X
Integration with X
emergency providers
Efficiency due to depth of X
organization
Page 2 of 2
113
Regional Fire Authority Exploratory Process Communications Plan
Background
The Regional Fire Authority Annexation Steering Committee began meeting in March 2015. Per
direction from the City Council their goal is to provide a recommendation to the City Council as to
whether to put a ballot measure in front of voters regarding transferring fire and emergency medical
services to the Kent RFA. A schedule has been developed that shows delivery of a recommendation in
November 2015. In evaluating the choice of whether to proceed to a vote on annexation to the Kent
Regional Fire Authority(RFA,)the Committee will meet once a month to investigate and discuss
potential issues and impacts associated with an annexation of the Tukwila Fire Department to the Kent
RFA.
The City wishes to ensure that all stakeholders—including residents and businesses—are aware of the
process,the potential implications of both annexing to the RFA as well as keeping the status quo, and
have an opportunity to weigh in with thoughts and feedback.
Key Messages
The City is exploring annexing into the Kent Regional Fire Authority(RFA)in order to ensure fire
service continues at existing,or improved,levels of service in Tukwila.
• The cost associated with fire and emergency services continues to take up a significant portion
of the City's general fund and increases each year.
• Consolidation of fire departments can result in lowered costs due to economies of scale
obtained by reducing duplication of facilities, leadership, equipment and other expenses within
close geographical areas.
• Neighboring jurisdictions have pursued consolidation strategies with great success, including
Federal Way and Des Moines which merged to become the South King County Fire and Rescue;
Auburn,Algona and Pacific's consolidation resulted in the Valley Regional Fire Authority; and
Covington, Kent and Fire District 37 all combined to become the Kent RFA.
The City has created the Regional Fire Authority Annexation Steering Committee in order to further
study the potential benefits and costs associated with a potential annexation. It is expected the
committee will provide a recommendation to the City Council by November of 2015.
• The City is exploring annexing into the Kent RFA, and this committee is the outcome of previous
efforts that considered all available service delivery options and potential partnership
opportunities for the provision of fire and emergency services in Tukwila.
• Among the major issues under review are the cost impacts on taxpayers in the City,the type of
representation the community of Tukwila may have in the governance of the RFA,the
ownership and future of Tukwila's existing fire service facilities and assets, and the type and
quality of service that would be provided by the RFA to the Tukwila community,compared to
the current level of service provided by the municipal fire department.
• The Committee will provide the City Council with a recommendation as to whether to move
forward with the annexation, but ultimately Tukwila voters will make the final decision as to
whether to annex to the RFA for fire services.
Page 1 of 9
114
Should the City choose to annex,the Kent RFA is a natural choice given its stability as an organization,
the highly successful collaborative relationship already enjoyed between the RFA and the Tukwila Fire
Department, as well as the service and professionalism the RFA provides to its community.
• The Kent RFA has been in operation since 2010 and has cleared many of the early organizational
challenges associated with the creation of a new governmental agency.
• Both the Tukwila Fire Department and Kent RFA participate in the King County Regional Training
Consortium,are both part of Zone 3, King County's organizational association of local response
providers, and support each other through mutual aid calls when needed.
• The Kent RFA is accredited by the Center for Public Safety Excellence Commission on Fire
Accreditation and provides a supplemental service that saves money and resources, called FD
Cares,for residents with chronic health issues and who historically rely heavily on 911 calls to
the Fire Department.
Annexation into the RFA provides fiscal stability for the provision of fire and emergency medical
services in the City of Tukwila because of the fire benefit charge(FBC,)a voter-approved tool that is
not available to cities,which must be reauthorized by the voters every six years.
• Funding for the Kent RFA includes a two part funding system:
• A property tax of up to$1.00 may be levied on the assessed value of property and used
for all day-to-day operations and capital needs of the fire department
• A FBC of up to 60%of the operating budget may be charged to properties based upon
improvements, risk and fire suppression needs and used for both operating and capital
expenses such as salaries,equipment,fuel and utilities.
• Because the FBC is a fee and not a tax,the 1%limit on annual property tax increases
does not apply to the FBC.
• A FBC is based on a formula that takes into account the type of structure, square footage,and
building use. For instance,a warehouse business storing combustible products pays a different
FBC than a single family home due to the time,effort, equipment and supplies needed to fight a
fire at the different locations.
• The City and RFA continue to explore the FBC formula, and no information is available at this
time as to how much the FBC would potentially cost a Tukwila property owner.
• The FBC must be approved by the voters every 6 years,which ensures that the RFA is
responsible with budgets.
The City is exploring the RFA option in order to ensure the long term fiscal health of Tukwila
• Annexing to the RFA would allow the City additional flexibility to make much-needed
investments in other areas of the City due to freed up property tax levy capacity of the City's
portion of property tax.
• Until the RFA committee process moves forward, it is too early to determine what the City
would do with any taxing authority offset by the annexation of fire service to the Kent RFA.
• Any decisions made on the additional revenue capacity and potential investments would be
done so through a public process that would allow the community to weigh in with feedback.
Page 2 of 9
115
The City of Tukwila is committed to an open,transparent process while exploring annexing into the
RFA and encourages participation in and feedback for this effort.
• A webpage is available on the City's website(tukwilawa.gov/fire committee)which includes
background on the committee, an FAQ and monthly committee packets.
• The City is using other communications vehicles to push out information on the RFA, including
the Hazelnut, City Pages in the Tukwila Reporter, E-Hazelnut, and TukTV on Comcast channel 21.
• Due to the potential impact on businesses,the City will also engage in a business-focused
outreach effort as well.
• A Speakers Bureau is available for any group and will be making presentations to all of the
interested City Boards and Commissions
Tactics
External Communications
In order to meet the City's commitment to open and transparent communications on this topic, it is
critical that a variety of communication vehicles be deployed with consistent messaging. In addition,
because of the potential impacts to businesses,the City will want to consider business-specific outreach
that may require additional resources. General external communications around the RFA will include:
• Tukwila Reporter—Inclusion in the Tukwila Reporter City Pages every two to three months (last
article was the March,2015 edition) updating readers on process, etc.
• City Website—Webpage specific to this topic already developed;committee packets to be
linked to as soon as they are ready.
• Social Media—To be used to promote events and/or opportunities for the public to specifically
weigh in (hearings, open houses, etc.).
• Flyers—In order to take advantage of the various public events occurring in Tukwila over the
spring and summer,the Communications Division will support Moira in the development of a
flyer with information on the potential annexation and committee process that can be
distributed to a number of audiences.
• E-Hazelnut—Key points of progress will be discussed every two to three months in the E-
Hazelnut(last inclusion was January, 2015).
• Tukwila Talk—Post on committee progress as feasible.
• City Administrator Report—The Report will include regular updates on the work of the
committee,specifically the Report that occurs just after each committee meeting so that Council
knows what occurred,etc.
• Council Update—Regular updates to the Council every two months on the progress of the
committee (last update April 13, 2015).
• Mailing to Businesses—As the city lacks organizations that have a broad outreach to the
business community,the City will have to go directly to the businesses in order to get the word
out about the potential annexation. This mailing will provide a comprehensive overview of the
issue and potential impacts, but will also be an invite to an opportunity to learn more about the
RFA.
• Community meetings—The City will host two community meetings as the work of the
Committee continues to progress. One will be held during the day with a business focus(though
all are welcome to both meetings) and one in the evening geared toward residents. An open-
house format with no set agenda but the opportunity to talk with staff and get questions
answered is highly recommended.
Page 3 of 9
116
• TukTV—Two to three key City staff will participate in a taping of Tukwila: Your Community,the
City's 30-minute interview style show highlighting key programs and individuals in the City. This
will be filmed in May and shown regularly on TukTV and made available online.
• Presentation Deck—A generic overview presentation of the issue, process and timeline will be
developed that can be given at various community gatherings(see below)and that will also be
narrated and put up on TukTV and the City's website.
• Roadshow—Using the presentation developed above, City staff will do a roadshow out in the
community to raise awareness of the RFA process. Examples of potential groups include:
• Planning Commission o Historical Society
• Rotaries o Parks Commission
Internal Communications
The City would like to ensure that all employees understand the potential issues and impacts of
annexing the fire department to the RFA. In order to accomplish this goal,the city will use the following
communication vehicles:
• The Grapevine—Progress on the RFA discussions to be published in June and October editions.
• City Administrator Report (CAR)—The Report will include regular updates on the work of the
committee, specifically the Report that occurs just after each committee meeting so that Council
knows what occurred, etc.
• All User Email—While an all user email was sent out in early 2015,the City needs to do this on a
semi-regular basis in order to keep the issue in front of employees. It is recommended others
are sent in May,August and October.
• RFA Brown bag lunches—give employees an opportunity to have their questions answered by
having brown bag lunches at various City locations where employees have a chance to sit down
and talk with staff and administration to learn more about an RFA,the Committee's progress
and to have their questions answered. This format could include a discussion with City staff who
are currently served by an RFA and what it meant for them personally.
Tukwila Fire Department Specific Outreach
While members of the Tukwila Fire Department will be reached via the general internal communications
effort, the City recognizes that additional communications tactics should be deployed within the
Department due to the nature of the potential impacts on this group. As such,the following additional
activities will occur:
• Email to the Department—Email from Chief Flores or Moira Bradshaw introducing the binders,
use of Training Tracker and other tactics to further inform the Department about the
deliberations.
• Steering Committee Binders at all Fire Stations—Regularly updated binders allows firefighters
the opportunity to review hard copies of meeting materials and minutes, increasing their access
to the work of the committee.
• Training Tracker—Meeting minutes shall be uploaded to the Department's Training Tracker to
ensure that members of the Department are well-versed in the work of the committee.
Page 4 of 9
117
Timeline
Date
Tactic
Task
Responsible
Notes
Ongoing
Website
Updated with committee
packets
Moira to forward
packet; Scott to post
Feb 3
Tukwila Reporter
Recruit members for Steering
Committee
Spring 2015
e- Hazelnut
Update community on RFA
investigation
April 8
Council Briefing
Updated Council on Steering
Committee formation and scope
Moira with support by
Vicky
May 8
Reporter
Article on the work of the
committee to date
Moira to draft;
Communications
support
June 5
All User Email
Update on the work of the
committee to date
Moira to draft;
Communications
support
David is sender
June 15
Council
presentation
Overview of the work of the
committee to date
Moira to draft;
Communications
support
June 19
Flyer
Develop flyer /leave behind for
use at events
Rachel to draft; Moira
to edit; Stacia to
design
June 19
TukTV
Tape an episode of Tukwila:
Your Community focused on the
RFA
Moira and Rachel to
plan
Crystal Sweet interviews Chiefs Schneider
and Flores or David Cline
June 19
Presentation deck
Generic presentation that can
be given to a wide variety of
groups
Moira and Rachel to
develop
June 19
Grapevine Article
Article on the work of the
committee to date
Rachel to draft; Moira
to review
June 29
Narrate deck
Up on TukTV and website;
translations if possible
Scott and Rachel
Work with the court to use translation
services
Page 5 of 9
Date
Tactic
Task
Responsible
Notes
June — August
Roadshow
Schedule and give presentations
to a variety of groups
Moira and team
Planning Commission, Parks Commission,
Library Board, Arts Commission, COBCAP,
Equity & Diversity, Human Services Advisory
Board, Historical Society, Duwamish
Southside Rotary, Southcenter Rotary,
Sustain Tukwila Pool, TIBAC; Lodging Tax
Advisory Committee.
June 25
E- Hazelnut
Article on the work of the
committee to date
Moira to draft;
Communications
support
July 15
Tukwila Talk
Article on the work of the
committee to date
Moira to draft;
Communications
support and post
July 15
City Administrator
Report
Article on the work of the
committee to date
Moira to draft;
Communications
support
August
City Administrator
Report
Article on the work of the
committee to date
Moira to draft;
Communications
support
August 4
National Night
Out
Distribute Flyers
•
August 14
Reporter
Article on the work of the
committee to date; announcing
upcoming meeting
Moira to draft;
Communications
support
Mid August
Council
presentation
Update
Moira to draft;
communications
support
September 1
Mailing to
businesses
Includes comprehensive
overview and invite to Sept 17
meeting
Moira to draft;
Communications to
design /support
Page 6 of 9
0
Date
Tactic
Task
Responsible
Notes
September 1
All user email
Update on the work of the
committee to date and
announcing the brown bag
lunches
Rachel to draft; Moira
to review
David to send
September 1
Insert in utility
bills
Update on the work of the
committee to date and
announcement of community
meeting
Rachel to draft; Moira
to review
Moira to work with Finance to ensure date,
space in the utility bills, etc.
Sept 6
Kid Mail
Information and notice of
community meeting sent out via
the school district
Rachel to coordinate
with District
September 9
Community
Meeting
@ Night, residential focus
Moira and Rachel to
plan
@ TCC
September 9
All user email
Reminder about the brown bag
lunch
Rachel to draft; Moira
to review
David to send
September 10
Brown Bag lunch
Allow employees to come in, ask
questions
Moira and Rachel to
plan
At 51— open to all employees
September 15
All user email
Reminder about the brown bag
lunch
Rachel to draft; Moira
to review
David to send
September 15
City Administrator
Report
Article on the work of the
committee to date
Moira to draft;
Communications
support
September 16
Brown Bag lunch
Allow employees to come in, ask
questions
Moira and Rachel to
plan
TCC
September 17
Community
Meeting
Business focused, during the day
Moira, Derek and
Rachel to plan
September 23
All user email
Reminder about the brown bag
lunch
Rachel to draft; Moira
to review
David to send
Page 7 of 9
Date
Tactic
Task
Responsible
Notes
September 24
Brown Bag lunch
Allow employees to come in, ask
questions
Moira and Rachel to
plan
At City Hall
September 28
E- Hazelnut
Article on the work of the
committee to date
Moira to draft;
Communications
support
Late September /early
October
Council
presentation
Overview of the work of the
committee to date
Moira to draft;
Communications
support
October 2
Grapevine Article
Article on the work of the
committee to date
Rachel to draft; Moira
to review
October
Tukwila Talk
Article on the work of the
committee to date
Moira to draft;
Communications
support and post
October 15
TukTV
Tape a second episode of
Tukwila: Your Community with
updates on the process
Moira and Rachel to
plan
October 15
City Administrator
Report
Article on the work of the
committee to date
Moira to draft;
Communications
support
October 15
All User Email
Update on the work of the
committee to date
Moira to draft;
Communications
support
David is sender
October
CAR Report
Article on the work of the
committee to date
Moira to draft;
Communications
support
Post - Council Action
All User Email
Discussion of Council's decision
and next steps
Moira to draft;
Communications
support
David is sender
November /December
E- Hazelnut
Article on the final decision
made by the Council
Moira to draft;
Communications
support
Page 8 of 9
Date
Tactic
Task
Responsible
Notes
November 15
City Administrator
Report
Article on the work of the
committee to date
Moira to draft;
Communications
support
December 15
Tukwila Talk
Discussion of Council's decision
and next steps
Rachel to draft; Moira
to review and post
December 15
Grapevine Article
Article on the final decision
made by the Council
Rachel to draft; Moira
to review
December 15
TukTV
Tape a third episode of Tukwila:
Your Community on the
Council's decision and next
steps
Moira and Rachel to
plan
Page 9 of 9