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Home My WebLink AboutFS 2016-04-19 Item 2C - Discussion - Draft Facilities Outreach PlanCity of Tukwila Allan Ekberg, Mayor INFORMATIONAL MEMORANDUM TO: Finance and Safety Committee FROM: Rachel Bianchi, Communications and Government Relations Manager CC: Mayor Ekberg DATE: April 11, 2016 SUBJECT: Draft Facilities Outreach Plan ISSUE, Staff has prepared a draft facilities outreach plan for the Committee's review. BACKGROUND The Administration and Council have a shared goal to engage in a transparent and proactive outreach effort around proposed solutions for the City's facilities with the Tukwila community. To support this, staff prepared a draft outreach plan for review and discussion. At the Council Workshop held on April 11, 2016, the Council agreed to move forward with presenting two options to the public on addressing near term public safety facilities: • A public safety voter approved bond that includes a justice center to house police and courts, replacement of three fire stations and fully funding fire apparatus and equipment in the bond. The City would replace the George Long and Minkler Shops with one combined shops facility, funded half with 6320 financing and/or LTGO bonds' and half though enterprise funds. The shops facility and justice center construction would run concurrently. • A public safety voter approved bond that includes a justice center to house police and courts, replacement of three fire stations, fully funding fire apparatus and funding half of the construction of the combined shops facilities. The other half of the shops would be funded through enterprise finds. The shops facility and justice center construction would run concurrently. The discussion at Committee will focus on tactics and timeline. Subsequent discussion will focus on how the City will define, contrast and compare the two options during the public outreach process. FINANCIAL IMPACT Minimal funding is needed associated with the outreach plan, such as a mailing, which can be covered by existing communications and outreach budget. RECOMMENDATION The Committee is asked to review and provide feedback, suggestions to the draft plan before staff begins implementing. The Community Affairs and Parks Committee will also be reviewing the draft plan at its upcoming meeting on Monday, April 25. ATTACHMENTS Draft 2017/2018 Facilities Outreach Plan ' Because there was not consensus at the April 11, 2016 workshop regarding using 6320 or LTGO for financing this portion of the shops, should the Council decide not to include there in the voter approved debt, this funding is being presented as a decision point for the Council in the future, after the public outreach effort. Both would be a general fund obligation that will require tradeoffs with investments in other infrastructure projects. 29 30 Draft Facilities Outreach Plan Objective: Provide the Tukwila community with information on the state of the City's current facilities, the benefits that new facilities would bring, and the proposed mechanisms for how to fund the near term facilities needs. Collect feedback from the community on the options moving forward to present to Council. Overall Key Messages: The annexations that began in the 1980s swelled Tukwila's population from 3,500 to over 19,000 in the period of thirty years, creating a community five times larger with significantly higher needs. During this time, the City's workforce, also increased dramatically to meet the increased demand for City services, and yet most City facilities were not equally increased. • With the exception of the construction of Fire Station 53 and the Tukwila Community Center, all of the other City facilities were built prior to when the annexations began, and were constructed for a much smaller workforce, • Fire Stations 51, 52 and 54 were built for a volunteer firefighter pool, which at the time was all male, not the co-ed professional organization we have today that house 65 Firefighters and 5 civilian personnel. • When the Police Department wing of City Hall was constructed the Tukwila Police Department had less than half of the number of police and civilian personnel than they do today. • Federal and state mandates have significantly changed the duties of firefighters and police personnel, requiring specific facilities specifications in order to adequately respond to the new demands on public safety personnel. Many of our facilities do not meet such mandatory specifications. • The Minkler Shops was built to house less than half of the staff working out of there today, and was built in 1972, when it was expected to serve 3,509 residents. The City later purchased the George Long Shops in the mid-11980s to increase needed shop space, but even then the population was under 4,000, residents, Both shops are inadequate for staff and the provision of public services, particularly in the event of an emergency such as their ability to assist in closing down roads, responding to major water main breaks and other emergencies will be significantly hampered in a major earthquake or flooding event. The City of Tukwila has made it a policy priority to investment in residential and business district infrastructure, and not City facilities over the past twenty five years. However, the City must now focus on investing in City facilities to continue providing the community with excellent public service. The City has focused its Capital Improvement Program (ClP) on infrastructure projects such as the three phases of improvement to Tukwila International Boulevard, as well as the more recent acquisition and demolition of the problem hotels on TIB. Other examples of such investments include improvements to 42,d Avenue, including new curbs, gutters, sidewalks and undergrounding, a similar project coming to 53,d Avenue South, Safe Routes to School projects at Cascade View and Thomidyke el'ementaries, as well as the new guardrails on 42nd in Allentown. Examples of infrastructure investments to support the economic engine at Southcenter include the wildly successful Klickitat interchange project, construction of the Tukwila Transit Center and rehab of the sanitary sewer system in the area. Draft Facilities Outreach Plan — Update April 11, 2016 Page 1 31 City services, employees and the general Tukwila community are at risk due to deficient buildings and the provision of public service during an emergency is in jeopardy in the event of a major event. • Three of the City's four fire stations are significantly seismically unstable, with the headquarters station also located in a flood plain. In the event of a major earthquake, three-fourths of the City's fire personnel and equipment may be incapacitated. • The difficulties faced by the Tukwila Municipal Court due to inefficient space and safety issues associated with in-custody clients necessitates that a Tukwila Police Officer must be pulled off the streets in order to facilitate one of these clients using the facilities. Additional safety and legally-mandated privacy concerns are also a problem due to the space concerns in the Court. • The 6300 building, located next to City Hall, is structurally deficient and past its useful life. Also seismically unstable, this building holds many key Tukwila Police functions that could be incapacitated during a significant seismic event. • Both the George Long and Minkler shops are located in the flood plain and are not seismically sound. With the key role that shops personnel play as first responders, their ability to assist in closing down roads, responding to major water main breaks and other emergencies will be significantly hampered in a major earthquake or flooding event. The City is prioritizing the faci'lli:ties, that are central to the provision of critical City services first, including all of our first responders. This includes building a Justice Center for the Tukwila Police Department and Tukwila Municipal Court, replacing the three seismically deficient fire stations, fully funding fire apparatus and equipment and replacing the City's shop facilities. Additional facilities needs found in the facilities report will be addressed in subsequent biennial budgets, The City recognizes the need to ensure the ability for employees to provide critical services in the event of an emergency, as well as high levels of service in non-emergent times, and this plan will allow first responders to do just that. Additional facilities needs such as resolution of the defects at City Hall and the 6300 will be addressed by the Council and Administration once facility issues related to critical services and first responders are addressed, the earliest of which would be in the 201912020 budget. Specific Key Messages on the Two Options: [TO BE DEVELOPED AND DISCUSSED AT A SUBSEQUENT COMMITTEE MEETING.) Tactics: Presentation — PowerPoint presentation that includes information on existing facilities defects, how they affect the provision of service to the public and the proposal to address public safety buildings. Presentation to be shown at open houses, available narrated on website, narrated version on TukTV, and used in road show activities. The City will narrate the presentation in Spanish as well. Facilities Overview— Two-page document that includes the information in the presentation described above. Will be made available at City facilities and events throughout the year. To also be translated into Spanish. Road Show— Facilities presentations described above presented to various community groups, including the Chamber, Rotary, boards and commissions, PTAs, block watches and other opportunities identified by staff and the community. Draft Facilities Outreach Plan — Update April 11, 2016 32 Page 2 Business Outreach — Staff will include the business community in the overall outreach effort and will work with the Chamber and various, assets already on hand in Economic Development to push the message out to this constituency group. Tukwila Reporter— Monthly facilities articles in the City Pages of the Tukwila Reporter beginning in June through August. E-Hazelnut — Bi-monthly facilities articles included in the E-Hazelnut. To run on opposite months as the budget bi- monthly articles. Postcard mailing — Postcard invitation to every residence regarding the open houses. Open houses — Three interactive open houses that have stations focused on: • History of facilities, population, employees and annexations • State of current facilities (simillar to Council Workshop held in March) • Overview of the two proposed funding packages; comparison and contrast • Timeline for vote, construction, etc. • Solicitation for top priorities for facilities replacement: o Location (open ended — i,e. where would folks like to see a criminal justice facility?) * Cost to taxpayers * Cost of development * Provision of life/safety services * Customer service enhancements • Alignment with legally mandated services • Ongoing operating expenses • Opportunity to enhance neighborhood with new public facility • Availability of additional funding for other City priorities such as sidewalks, curbs and other infrastructure investments Open houses will be schedule at Fire stations 51, 52, and 53. Interested community members wilt also be able to sign up for tours of the Police Department, George Long and Minkler shops. The open houses will take place in June. Online open house — Interactive online open house live for the month of June, including similar stations described above at the in-person open houses. Various channels will promote participation in the online open house. Council presentation — Staff will provide a presentation to Council on July 5 or 18 with an overview of what was heard during the public outreach effort. Social media — These channels will be used to promote participation in the online and in-person open houses, as well as other activities such as the road show, SWM insert, etc. Once event dates are firm, a calendared social media plan will be developed to support the various activities. Community Connectors — Utilize the Connectors to reach out to Tukwila's non-English speaking communities; tailor communications as needed to assist these individuals in understanding the issues and spreading the word. TukTV— TukTV will run a narrated version of the Facilities presentation (in both English and Spanish). TukTV, as well as being available online, will also run a version of the March council workshop presentation, and staff will be interviewed for an episode of Tukwila: Your Community focused on facilities and how current deficiencies impact delivery of service, Draft Facilities Outreach Plan — Update April 11, 2016 Page 3 33 34 Timeline: Social media support for other tactics in red; dates are targets and may be subject to change Date Tactic Task Responsible Notes Week of May 16 Open house planning corn lete Scheduling, final planning for stations, desi n of boards, etc. Project manager, Finance, communications Week of May 16 Week of May 16 Online Open House planning complete Road Show Mimic decisions made for stations, build 0 en House Project manager, finance, communications Solicit opportunities to speak at various meetings, events Project manager • Chamber • Rotary • City Boards and Commissions • PTAs • Historical Society • STP • TIBAC • Block watches • Other or anizations May 17 & 23 Power Point Presentation Complete and reviewed by F&S and CAP Project manager, finance, communications To run on Channel 21 and available on the website May 17 & 23 Facilities 101 Overview Complete and reviewed by F&S and CAP Project manager, finance, communications Week of May 23 Postcard Postcard mailed to all residents Project manager, Communications SM to promote sP.ve the dote Week of May 23 Community Connectors Begin to engage connectors; develop a process and timeline with them Project manager, Joyce Trantina May 30 E-Hazelnut Promote upcoming Open Houses Communications May 30 Power Point Presentation Translated into Spanish Communications To run on Channel 21 and available on the website SM to promote when up on 21 and web May 0 Facilities 101 Overview Translated in Seanish Communications May 30 Power Point Presentation Narrated and available on TukTV and Cit website Communications SM to promote when up on 21 and web Draft Facilities Outreach Plan — Update April 11, 2016 Page 4 June 1 Online Open House Live Make the open house live, push out info over web and social media Project manager, finance, communications ��proniptewnengoes iivm remindors\hmughoue�hp |ime0n!iVe Taping of Tukwila: Your Community Project manager, finance, communications TomnonChanno|21 and available on the website S.1',' 13 promo:e when upon21 and web TBD Road Show Present Facilities overview presentations (0 different mu"n Project manager, finance, communications SK4bopomo10 day ofand afterwards June 10 Tukwila Reporter Promoting upcoming Open Houses Communications June 18-1U:OOt8noon Open House At 52 Project manager, finance, communications SM to rornote save 'he date dayo| and afterwards June 22 — 3:00 — 6:00 Open House At 51 Project manager, finance, communications G[Ntn promote save the date. day of and afterwards June 26 — 2:00 to 4:00 Open House At 54 Project manager, fin@n8e, communications Sk4to promote save the date . davnf and afterwards June 27 E-Hazelnut Promote mub|icheohn Communications TBD, Weekly in June Scheduled tours of PD, G8Orw0Lon and Minkler Staff led tours Project manager VVi||need0ononsidnravano, other trans 0rt@hOnOh0nS Ju|y5or18 Council presentation Review of feedback generated at Project manager July 8 Tukwila Reporter Overview of Open Houses feedback (published too late to promote public hearipv Communications Jul 11 CoVnci|nqeedn• Potential ^ub|iChM8rinw Potential do|iborationV Council Council StWto promote public heahnq ENEMMIIIME COW August 2 Council meeting PnhenUn|reon|uhon;last —�� Council meeting to meet King Count Elections' deadline Council August 12 Tukwila Reporter Overview of final decision regarding putting the measure on the bailot Communications Draft Facilities Outreach PIan — Update Aoh|11.3016 Page 5