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Home My WebLink AboutFS 2016-08-16 COMPLETE AGENDA PACKETCity of Tukwila Finance and Safety Committee O Verna Seal, Chair O Dennis Robertson O Kate Kruller AGENDA Distribution: Recommended Action V. Seal P. McCarthy D. Robertson C. O'Flaherty K. Kruller R. Turpin K. Hougardy L. Humphrey T. McLeod V. Carlsen Mayor Ekberg J. Todd D. Cline Vicky Car /sen, Deputy Finance Director TUESDAY, AUGUST 16, 2016 — 5:30 PM HAZELNUT CONFERENCE ROOM (formerly known as CR #3) at east entrance of City Hall Item Recommended Action Page 1. PRESENTATION(S) 2. BUSINESS AGENDA a. A resolution increasing the witness /juror fee petty cash a. Forward to 9/6 Pg.i fund. Consent Agenda. Vicky Car /sen, Deputy Finance Director b. A resolution authorizing the cancellation of abandoned b. Forward to 9/6 Pg.7 or unclaimed property for 2016. Consent Agenda. Vicky Car /sen, Deputy Finance Director c. Public Safety Shops financing. c. Forward to 8/22 C.O.W. Pg.13 Vicky Car /sen, Deputy Finance Director meeting. d. Preview of technology strategy and vision. d. Committee consideration. Pg.19 Joseph Todd, Technology Services Director 3. ANNOUNCEMENTS 4. MISCELLANEOUS Financial Oversight Committee process. Committee consideration/ decision. Next Scheduled Meeting: Wednesdav, September 7, 2016 SThe City of Tukwila strives to accommodate individuals with disabilities. Please contact the City Clerk's Office at 206 - 433 -1800 (TukwilaCityClerk @TukwilaWA.gov) for assistance. City of Tukwila Jim Haggerton, Mayor INFORMATIONAL MEMORANDUM TO: Mayor Haggerton Finance & Safety Committee FROM: Vicky Carlsen — Deputy Finance Director BY: Cindy Wilkins — Fiscal Specialist DATE: 8/16/2016 SUBJECT: Increase the change fund from $500 to $1,000 for cash payment of Witness Fees and Jurors Fees plus mileage for services rendered to the Tukwila Municipal Court. ISSUE Currently witnesses and jurors are paid from a newly established petty cash fund for their services rendered. The Finance Department has processed payments several times and has discovered that the amount of the fund should have a larger amount on hand. BACKGROUND This petty cash fund was established in November to reimburse witness and jurors in cash on the date of service. To date, Finance has processed cash reimbursements in the Court room for 35 jurors in December and 36 jurors in January. Witnesses and jurors are reimbursed an established fee. However jurors are also reimbursed an additional fee for their mileage. The mileage reimbursement can vary from as little as $1 and up to $25.00. The volume of jurors each session has been high. If all of them had a high mileage reimbursement, the existing fund would not cover the money due to them. Because some jurors have elected to donate their fees to the Tukwila Pantry, we have had enough funds to reimburse all jurors that want to be reimbursed. However, if all jurors request reimbursement and mileage reimbursement amounts are high, the fund is not large enough to process all payments. DISCUSSION The Finance department is requesting to increase the fund from $500 to $800 to ensure all jurors and witnesses will be paid on the day of service. RECOMMENDATION Council is being asked to approve the Resolution increasing the change fund for juror and witness fees and consider this item at the September 6, 2016 Regular meeting Consent Agenda. ATTACHMENTS - Draft copy of resolution to increase the change fund for the Finance Department to reimburse jurors and witnesses serving Tukwila Municipal Court. — Juror/Witness Fees and Mileage Paid Out 2 6 is A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF TUKWILA, WASHINGTON, INCREASING THE FINANCE DEPARTMENT PETTY CASH FUND USED FOR WITNESS AND JUROR FEES, AND REPEALING RESOLUTION NO. 1868. WHEREAS, the Tukwila City Council previously established Change Fund and Petty Cash Fund levels by Resolution No. 1868, passed on November 2, 2015; and WHEREAS, there is a need to increase the second Petty Cash Fund level from the General Fund -000 from $500.00 to $1,000.00 for the Finance Department to process on -site cash disbursements of Municipal Court witness and juror fees, which will increase operational efficiency and improve customer service; NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF TUKWILA, WASHINGTON, HEREBY RESOLVES AS FOLLOWS: Section 1. The Change Fund levels are hereby set as follows: Finance Department General Fund 000 $ 300.00 Finance Department Water Fund 401 400.00 City Clerk's Office General Fund 000 100.00 Municipal Court General Fund 000 300.00 Parks and Recreation General Fund 000 350.00 Golf Course Foster Golf Course Fund 411 1,200.00 (or less as needed) W: Word Processing \Resolutions \Increase Petty Cash Fund for Witness -Juror Fees 8- 4- 16.doc CW:bjs Page 1 of 2 3 Section 2. The Petty Cash Fund levels are hereby set as follows: Finance Department General Fund 000 $ 300.00 Finance Dept. Witness /Juror Fees General Fund 000 500,00 1,000.00 Police Investigation/Tukwila General Fund 000 10,000.00 Fire Department General Fund 000 350.00 Parks and Recreation General Fund 000 300.00 Public Works Division I General Fund 000 350.00 Section 3. Resolution No. 1868 is hereby repealed. PASSED BY THE CITY COUNCIL OF THE CITY OF TUKWILA, WASHINGTON, at a Regular Meeting thereof this day of 12016. ATTEST /AUTHENTICATED: Christy O'Flaherty, MMC, City Clerk Joe Duffie, Council President Filed with the City Clerk:_ Passed by the City Council: Resolution Number: Rachel B. Turpin, City Attorney W: Word Processing \Resolutions \Increase Petty Cash Fund for Witness -Juror Fees 8- 4- 16.doc CW:bjs Page 2 of 2 0 Juror/ Witness Fees & Mileage Paid Out Date $ Paid Out $ Donated Total # of Jurors 12/03/15 302.00 216.00 518.00 35 Jurors 01/07/16 471.85 85.08 556.93 36 Jurors 07/07/16 444.00 27.59 471.59 34 Jurors N City of Tukwila Allan Ekberg, Mayor INFORMATIONAL MEMORANDUM TO: Mayor Ekberg Finance & Safety Committee FROM: Vicky Carlsen, Deputy Finance Director BY: Cindy Wilkins — Fiscal Specialist DATE: August 16, 2016 SUBJECT: 2016 Reporting of Abandoned Property to the Washington State Department of Revenue Unclaimed Property Section ISSUE Annual write -off of outstanding and unredeemed accounts payable and payroll claims. BACKGROUND Each year by November 1St, the City of Tukwila reports abandoned or unclaimed property that is owed either to individuals or business vendors to the Washington State Department of Revenue Unclaimed Property Section and removes these items from the accounting records. All local governments are required to report unclaimed property except unclaimed restitution. Normal restitution is then reported each year by the County Treasurer to the State Treasurer. Current Finance Department policy dictates that all abandoned or unclaimed property be reported annually to the Washington State Department of Revenue Unclaimed Property Section through the Council approved resolution process. DISCUSSION For the 2016 unclaimed property report year, reporting of abandoned or unclaimed property totals $841.91 comprised of General Fund Accounts Payable claims checks. To the extent possible, those individuals and businesses with unclaimed accounts payable claims and payroll checks have been notified by the City through "good faith" effort of being mailed due diligence letters. These individuals and businesses have either not responded to the due diligence notifications and /or cannot be located in order to claim their property. Two of the checks reported are expenditures from the Metropolitan Pool District. The MPD was managed by the City when these checks were issued. RECOMMENDATION The Council is being asked to approve the Resolution declaring the cancellation of unclaimed General Fund accounts payable claims and consider these items on the Consent Agenda at the September 6, 2016 Regular Council Meeting. ATTACHMENTS Proposed Draft Resolution 2016 Unclaimed Property Summary Detail Report. 7 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF TUKWILA, WASHINGTON, AUTHORIZING THE CANCELLATION OF OUTSTANDING GENERAL FUND CLAIMS AND PAYROLL CHECKS. WHEREAS, the State of Washington, Department of Revenue Unclaimed Property Section, for the reporting on year 2016, requires a one-year dormancy period for outstanding claims and payroll checks issued from the General Fund; and WHEREAS, the City of Tukwila Finance Department has made all reasonable attempts to resolve the outstanding, unredeemed General Fund claims; and WHEREAS, the City Council of the City of Tukwila wishes to cancel all outstanding, unclaimed General Fund claims and payroll checks issued prior to July 1, 20151 NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF TUKWILA, WASHINGTON, HEREBY RESOLVES AS FOLLOWS: The Tukwila City Council authorizes the cancellation of General Fund checks as detailed on Attachment A, the 2016 Unclaimed Property Summary Detail Report. PASSED BY THE CITY COUNCIL OF THE CITY OF TUKWILA, WASHINGTON, at a Regular Meeting thereof this day of )2016. ATTEST/AUTH E NTI CATE D: Christy O'Flaherty, MMC, City Clerk Joe Duffie, Council President APPROVED AS TO FORM BY: Filed with the City Clerk: Passed by the City Council: Resolution Number: Rachel B. Turpin, City Attorney Attachment A: 2016 Unclaimed Property Summary Detail Report WAWord Processing\Resolutions\Cancellation of outstanding claims and checks 8-9-16 CW:bjs Page 1 of 1 0 10 2016 Unclaimed Property Summary Detail Report Accounts Payable Check # Date Vendor # Name Invoice Date Invoice Description Budget # Check Amount Letter / Affid avit Mailed Notes Vendor Email 368602 03/02/15 016271 Abdikafi Farah 01/02/15 3021533 Witness Fee 000.09.512.500.49.04 10.00 5/16/16 No response 368677 03/16/15 016281 Egal Abdirahjam 02/25/15 3161521 Witness Fee 000.09.512.500.49.04 10.00 5/16/16 No response 369077 05/04/15 016380 Nargis Ghulamqadir 04/02/15 504919 Juror Fee 000.09.512.500.49.04 11.86 5/16/16 No response 369097 05/04/15 016404 Duane Irvis 04/02/15 504925 Juror Fee 000.09.512.500.49.04 22.24 5/16/16 No response 369111 05/04/15 016388 Robert Libert 04/02/15 504931 Juror Fee 000.09.512.500.49.04 15.66 5/16/16 No response 369142 05/04/15 016405 Kimetha Rheubottom 04/02/15 504940 Juror Fee 000.09.512.500.49.04 15.95 5/16/16 No response 369166 05/04/15 016409 Robin Tobin 04/02/15 504949 Juror Fee 000.09.512.500.49.04 13.82 5/16/16 No response 369199 05/18/15 016424 Arthur Burrington 04/29/15 5181505 Witness Fee 000.09.512.500.49.04 10.00 5/16/16 No response 369219 05/18/15 016426 Jun Camilo Francisco 04/27/15 5181506 Witness Fee 000.09.512.500.49.04 10.00 5/16/16 No response 369414 06/15/15 016513 Christopher Bates 05/27/15 6151506 Witness Fee 000.09.512.500.49.04 10.00 5/16/16 No response 369557 06/22/15 016528 Joseph Rivers 06/08/15 6221539 Witness Fee 000.09.512.500.49.04 10.00 139.53 5/16/16 No response 367472 06/17/13 015023 Misuk Lee 06/10/13 727650 Damage Deposit Refund 000.239.105 100.00 100.00 5/16/16 No response 368528 02/17/15 016253 Elizabeth Kirkham 01/22/14 835392 Ad Fit Class Refund 000.347.600.060.1 8.00 8.00 5/16/16 7/6/16 letter /affidavit returned "return to sender" 369025 04/20/15 002999 Richard Witters (Estate of) 03/15/15 42015410 Funeral Expenses per RCW 41.18.140 611.00.522.200.49.00 500.00 500.00 5/16/16 5/18/16 Chadwick Witters called, said he is the son. He was told by Payroll that the property needed to go through Probate to be released. 366889 07/21/14 015853 Duc Tran 07/02/14 801813 Swim Lesson Refund 630.347.600.13.00 26.00 26.00 5/16/16 5/12/16 emailed affidavit to vendor per his request, 907 S 134th ST, Burien 98168. No response. MPD managed by City at time of issue. azorui @gmail.com Total AP Checks: $ 773.53 Payroll Check # Date Vendor # Name Invoice Date Invoice Description Budget # Check Amount letter /Affid avit Mailed Notes Vendor Email 527883 07/19/13 NGUYEN, TUONG-HUAN 7/19/2013 PAYROLL CHECK 630.00.576.210.12.00 42.97 42,502.00 Orig sent 7/30/15 rec'd unsigned affidavit, sent letter, no response 530606 WILLIAMS, JONATHAN 2/20/2015 PAYROLL CHECK 000.07.571.200.12.00 25.41 42,502.00 No response, MPD Life Guard. MPD managed by the City at time of issue. Total Payroll Checks $ 68.38 Total Outstanding: $ 841.91 V TUOWLIOMTV 12 City of Tukwila Allan Ekberg, Mayor INFORMATIONAL MEMORANDUM TO: Mayor Ekberg Finance & Safety Committee FROM: Peggy McCarthy, Finance Director BY: Vicky Carlsen, Deputy Finance Director DATE: August 10, 2016 SUBJECT: Facilities Plan Financing Options ISSUE Select financing mechanism, either 63:20 lease or Councilmanic bonds, for the Public Works shops facility. BACKGROUND In the Facilities Model Plan B, LTGO bonds were used to fund the $6 million land purchase for the Public Works shops. The design, permitting and construction costs of $20.625 million were funded through a 63:20 lease. The lease payments and debt service over the life of this debt totaled $46.974 million. DISCUSSION If LTGO bond financing were used to fund the entire project, (land and the design, permitting and construction), the debt service over the life of the debt would total approximately $43.817 million. This is $3.157 million less than the 63:20 /LTGO scenario. The annual debt service /lease payment differential is $158 thousand for most of the years the bonds and lease are outstanding. Even though the 63:20 financing is more expensive than Councilmanic bonds, the 63:20 financing is sometimes used when private sector involvement in developing a governmental facility is likely to provide significant benefits compared to a traditional public approach. Some of these benefits include: • 63:20 financing could streamline delivery of a project, as an experienced developer, chosen via a request for proposals (RFP) process, would likely steward the process. • 63:20 financing shifts a significant amount of the project risk from the City to developers. A page from the Facilities Plan discussing 63:20 financing is attached to this memorandum. RECOMMENDATION Council is being asked for consensus on which financing method to utilize for the Public Works shops facility; either 63:20 lease or Councilmanic bonds. The decision will be incorporated into the 2017 -2018 biennial budget process. ATTACHMENT Pages 4 and 5 of the Facilities Model draft, submitted to Council December 14, 2015 Analysis: Comparison of 63:20 /LTGO Financing with All LTGO Financing 13 Im, INVESTING IN TUKWILA I ESSENTIAL GOVERNMENT SERVICES FACILITIES PLAN APPENDIX G - FUNDING AND PHASING OPTIONS Fwuits 2: EXISTING DEBT DEMAND COMPARED TO TOTAL DEBT CAPACITY, 2016 -2041 (NOT INCLUDING ENTERPRISE FUNDS. IN MILLIONS $350,000 i $300,000 �— i i $250,000 o =no Existing L700 Debt (balance f i osastanding) $200,000 '' �, ♦ r r -- LTGO Copadty ($ thousands) $150,000 r r $100,000 Total Debt Capadty ($thousands) $50,000 2016 2021 2026 2031 2036 2041 Source: City of Tukwilo, 2015; Rice Fergus Miller, 2015; and BERi4 2015. Based on the overall CIP needs, a conceptual bond financing plan was developed for both phasing options which found that both options could be completed within existing LTGO debt capacity. However, as LTGO bonds are merely one financing option, it is still prudent of the City to consider additional financing options as part of its facilities phasing plan. Considerations: a One of the benefits of LTGO bonds is that they can be passed by councilmonic ordinance. • LTGO bond copocity Is substantial, but limited. Currently, the Oty of Tukwila has $41 A million in LTGO bond capacity. Given the flexible nature of LTGO debt It is an important tool for the City's ability to read to unexpected expenses. While the City has enough capacity to support either facilities option with LTGO dept, deploying too much of the City' bond capacity will limit its ability to respond to unexpected expenses. • Since bonds are debt, the added costs of Interest will increase project costs long term. ■ The timing of repayment of bonds for these projects would align the projects' payees with the beneficiaries. C 'S►��7 I► U1► to" I t� 63.20 Is a method of obtaining tax - exempt financing that allows public bonds to be used to construct public facilities 0 they are seared by a lease agreement. A nonprofit corporation Issues tax - exempt debt on behalf of a political subdivision for the purpose of financing facilities Generaity, these bonds require a credit -worthy private developer that is willing to enter into a lease to support the bond offering. The nonprofit corporation also manages and operates the building over the lease term. The facility is transferred to the government entity once the debt Is retired. The tenant Is required to be either a governmental entity or a charitable organization. A minimum 90% of the space must be occupied by the governmental entity, as specified by "private use" requirements. DRAFT j Submitted to City Council December 14, 2015 4 15 INVESTING IN TUKWLA ( ESSENTIAL GOVERNMENT SERVICES PAUCITIES PLAN APPENDIX G - FUNDING AND PHASING OPTIONS 63 -20 financed bonds have a higher interest rate and issuance fees due to the perceived higher level of risk compared to the general obligation bond, which has the full backing of the governmental jurisdiction. 63 -20 financed bonds also have a small asset management fee associated with them. Benefits of 63 -20 financing include the ability to realize construction cost savings through using a general contractor /construction manager (GC /CM) project delivery process'compared to the design- bid -build model typically used for government facilities construction. Under this project delivery method, the general contractor guarantees a fixed price for the work and takes on the additional construction risk of subcontracting the project work. In addition, the contractor provides specialized project management, scheduling, budgeting, and other advice early on and thr¢ughout the project design process, which can result In a more eff�cient construction process and less costly project. This project delivery process is especially advantageous for unique or complex projects where governmental agencies may not have experience. The cost savings are not guaranteed, and they vary by project depending on the situation. Lastly, 63 -20 bonds do not count towards a jurisdiction's debt limit, which is advantageous for jurisdictions with limited or no debt capacity. Considerations: 63 -20 bonds may make sense when private sector involvement in developing a governmental facility is likely to provide significant benefits compared to a traditional public approach. These benefits may be most apparent for facilities that. a The obligation to pay rent is not a debt of the agency for the purposes of constitutional and statutory limitations on state debt. 63 -20 bonds offer an option when the agency already carries the debt allowed by statutory regulation. 0 63 -20 financing could streamline delivery of a project, as an experienced developer, chosen via a request for proposals (RFP) process, would likely steward the process. a 63.20 financing shifts a significant amount of the project risk from the City to developers. a The timing of payment of the 63 -20 lease established for a project would align the projects` payees with the beneficiaries. UNLIMITED TAX GENERAL OBLIGATION (UTGO) BONDS — (VOTED) Unllmited tax general obligation (UTGO) bonds are both a financing and funding source as their issuance includes the levy of an additional tax to repay them. These bonds require 601/6 voter approval and may only be used for capital purposes. When residents of a city vote for a bond issue, they are being asked to approves (a) the Issuance of a fixed amount of general obligation bonds and (b) the levy of an additional tax to repay the bonds, unlimited as to rate or amount. Once voter approval is obtained, a municipal corporation is still restricted by constitutional and statutory debt limits with these bonds. The statutory debt limits an this type of debt is 24% of the assessed value of property inclusive of any LTGO (non - voted) debt. The City currently has $32A miifion (2015$) in non-voter approved debt outstanding applicable to Its UTGO debt. Debt Capacity as of May 2015 for UTGO Bond Debt is $90.1 million (2015$). This is not directly additive to LTGO debt capacity. Only $49 million (201 5S) in UTGO bond capacity would be available if LTGO debt capacity was reached. DRAFT I Submitted to City Council December 14, 2015 16 5 City of Tukwila Facilities Plan Public Works Shops Comparison of 63:20 /LTGO Financing with All LTGO Financing - - - -- All Amounts are stated in $ Thousands - - - -- Scenario 1. 63:20ILTGO Combination Scenario 2. All LTGO Projected Cost of Public Works Shops in 2015 $ $ 26,625 17 LTGO 63:20 Lease Total LTGO Total Addition - to fund to fund design, to fund design, al Cost of land permitting, and permitting, and 63:20 construction construction Financing .m,. 2016 $ - $ - $ - $ $ - 2017 - - - - 2018 475 - 475 475 475 2019 475 - 475 663 663 2020 475 1,873 2,349 2,191 2,191 2021 475 1,873 2,349 2,191 2,191 2022 475 1,873 2,349 2,191 2,191 2023 475 1,873 2,349 2,191 2,191 2024 475 1,873 2,349 2,191 2,191 2025 475 1,873 2,349 2,191 2,191 2026 475 1,873 2,349 2,191 2,191 2027 475 1,873 2,349 2,191 2,191 2028 475 1,873 2,349 2,191 2,191 2029 475 1,873 2,349 2,191 2,191 2030 475 1,873 2,349 2,191 2,191 2031 475 1,873 2,349 2,191 2,191 2032 475 1,873 2,349 2,191 2,191 2033 475 1,873 2,349 2,191 2,191 2034 475 1,873 2,349 2,191 2,191 2035 475 1,873 2,349 2,191 2,191 2036 475 1,873 2,349 2,191 2,191 2037 475 1,873 2,349 2,191 2,191 2038 - 1,873 1,873 1,715 1,715 2039 1,873 1,873 1,528 1,528 $ 46,974 $ 43,817 $ 43,817 $ '',31157 $ 9,508 $ 37,466 Projected Cost of Public Works Shops in 2015 $ $ 26,625 17 IN City of Tukwila Allan Ekberg, Mayor INFORMATIONAL MEMORANDUM TO: Finance and Safety Committee FROM: Joseph Todd, Director of Technology Services CC: Mayor Ekberg DATE: 08/10/2016 SUBJECT: Preview of Technology Strategy and Vision ISSUE Consideration and understanding of the City of Tukwila Technology Strategy and Vision BACKGROUND As the new IT Director I and my team have been with the strategy and execution plan for providing the City of Tukwila with a digital transformation. This transformation strategic and frame includes 5 strategic initiatives that are key for the next 1 to 5 years: Customer Focus, People, Culture, Innovation, and Solid IT Foundation DISCUSSION I &TS seeks to provide understanding of our new framework, initiatives, business model, implementation schedule and roadmap in our discussion. We will also provide preliminary numbers to help in understanding and clarification of cost for the cities digital transformation. The Council is being asked to consider the following: • Strategy, Vision, Framework, Business Model, Initiatives and baseline cost analysis FINANCIAL IMPACT TBD RECOMMENDATION Understand I &TS plan and vision. Move forward with initial funding for this year to support our cities digital transformation. ATTACHMENTS I &TS Vision 2020 package 19 20 .. technology and Innovation services strategic and Tactical plan Vision 2020 Delight End -users Every Time! Strategy Elements Mission and Vision Approach Implementation Road Map Business Model Road Map Mission, Vision, and Values (who City of Tukwila Innovation and Technology Services !MISS` • 7s on es N W Innovation and Technology Services will provide innovative reliable, and integrated technology solutions in alignment with city goals and objectives, while delivering excellence in customer service Provide Innovative technology solutions that enable both employees and citizens to reach their goals and beyond Quality, Personal and Team Development, Fun, Enjoy the Journey, Innovation, Integrity The Approach (framework) City of Tukwila Innovation and Technology Se Customer Focus Start with customer and en with the customer (CXJ) Measure Quality of interactions Clear Customer Experience Know the customer business Start with customer (CXJ) ersonalization peratlo IT Service Management Agile Delivery Level 1, 2, 3 support Sourcing Partners Iterative delivery • II II II II II II JI EWEN ONO MIME People Create a career path Invest in training and professional development Grow the IT to employee ratio from 1:60 to 1:30 RAA (Responsibility Accountability, Authority) Facilities Culture of Yes • Culture rastructur IaaS Change Management Training and Outreach Change the IT experience Build Climate of Trust Create a core of early adopters and influencers Cloud First Scalable Integrated Systems Refresh soft. and devices Mobile only front line Ij II II II II II II II II II r -1E11_1 AM l I- I I II II II II II II II II echnol Mobile only strategy Top Collaboration Tools Business Analytics Systems Integration Hybrid Infrastructure Customer Focus (framework ok Customer Experience Analysis • Know the customer better than themselves • Understand the organization, the people, what they do • Focus on services that increase customer productivity and efficiency • Make the right investments based on business needs • Build computing roadmaps that align with the business • Build or buy capabilities that are scalable, reliable, and future proof • Personalization People (framework) Create a career path Invest in training and professional development Grow the IT to employee ratio from 1:60 to 1:30 RAA (Responsibility Accountability, Authority) Facilities Increase Help Desk Capability • Vitalyst (call abatement and increased help desk demand) • End user training capabilities • End user product help • Staff Strategically for Core team • Senior Public Safety Administrator • Project Management / CXJ Analyst • Change Focus of core Staff • Increase 1 on 1 support with departments • Learn the business • Provide Business Specific solutions • Focus on customer strategy Solid Foundation ramewo k) Mobile only strategy N Hybrid Infrastructure • Implement IT Service Management • Deploy IT Customer Portal • Deploy IT Service Catalog • Deploy robust incident management and ticketing process • Deploy robust customer feedback loop • Robust automated asset tracking The Implementation the what by w r e a o��000�oo��o�000�000�oo��oo Vendor Assessment and selection 7017; 7018 I budgetft's Shift to Office i 365 from on Prem. I Profile Based Device Deployments Go we with Technology Lease Plan Technology I Refresh Plans I Cloud Based Soft Phone Intranet I I I People Wan I I Strategy I I Cell carrier I I ` change _ IDatia Warehouse 1 Plain and deploy Cloud First I i Strategy I i I I I Deliver Spillman RMS unlclpal fireless Network Plan City Stuff Mobile App Tukwila Hybrid Cloud Genius Bar The Business Model (Store Front City of Tukwila Innovation and Technology Services N II IT Competency MI enter -1 \ r \I r r ngawnsmt & Demand Management Ir Storefront Direct Calls One -on -one Road shows News Letters IT Service Center Infrastructure Developed Service Delivery `e And Operations '°o,. Solution Delivered Prod Support The Business Model (Back Of ce Service Centre TIS Operations Infrastructure Performance • 1:1 engagement (Consultation) • Design and Requirements • 3rd Level Support • Managed Services Support Teams Customers Request / Help Help Desk (IT Service Center) Level 0, 1 , 2 , 3 3rd Party Managed Service (24/7) • 1:1 engagement for custom services • Level 1 and 2 support and Field Services 3rd Party Software Packages • 1:1 engagement for custom services • Level 3 support Vendor Support • Licenses • Premiere Product Support Business Model (Agile Work City of Tukwila j Innovation and Technology Services Customer Requests Product Backlog New Features Action Item List Consolidate & Prioritize Low Priority/ Deferred Bugs Wish List Iteration Planning — add items from top of list. until full. Once set. don't change Daily Standup: -Yesterday -Today -Help Needed Do Work 177 Iteration Backlog Agreement on what to change/ improve for next iteration Determine iteration Length <4 weeks (avg. = 2 weeks) ItPrati• .0 Demo Conduct Retrospective Technology Roadmap 1 Department or IT Capability Being delivered Tech/ Infrastructure Projects/ Enabling Activities 2016 2017 2018 Business Intelligence (performance measures) Safe crime free engaged communities Reporting Tools Information Sharing (integration, databases and content management) IAAS -- Advanced technology consumption Infrastructure as a Service IM, Voice and Integrated Video Integrated GIS Community input Train: g tools and services Services Mobile Device Management and Development AWS and Azure Data and HPE,Azure, Integration AWS Tableau, Power BI, Domo Survey Monkey, Apps Apps, Spillman (NOVA) Innovation Hub, Genius Bar, Zen Desk AvePoint, Litmos eSRI managed cloud services MDM AZURE AWS app development cloud Office 365, Cloud PBX, Skype for Business Crystal Reports, SSRS, Oracle reports ,COGNOS Information Sharing and Reporting across departments and communities T Governance (app End User capability and capacity ns, security, Devices, Data Retention, go to c End to End BI tools and services Mu cing Par ad and mobil Mobile and Cloud Strategic Strategy File Sharing and Collaboration Warships ( help desks implementation partners, Sus tainrnnt, Training Partners, city and state wide partnersh Technology Roadmap Continued Department or IT Capability Being delivered 2020 2021 2022 Refresh of Financials systems My Tukwila Mobile App Personalization of services Integration with internet of things Automated ordering systems Fire and Po(ice technology refresh Cloud Implementation of Machine learning Video Analytics Tech/ Permitting, E- Infrastructure payments, accident reports, park reservations Projects/ Enabling Activities W W Move to robust DBMS, Financial tools and services refresh financial platform Sensor based tools Nova Spillman Baynote Personalization AZURE and AWS for predictive analytics 3VR video intelligence Echo By Amazon, Google at work voice search and ordering Ensure city facilities are safe efficient and inviting to the public. IT Governance applications, secui End User capability and capacity evices, t a Retention, go to cl ud and mohi le strategy) Establish policies and processes to adopt technology that improves City services and makes them more efficient Fiscal sustainability urcin Partne ships help desk, Disaster Recovery (cloud implementations outside the Puget Sound) pie erttation partners, Suainmert, Training Partners a and :ate de partners Ps Backup Communication Plan (Engag City of Tukwila l Innovatio Frequency Activity Purpose W 01 Audience y Se es Ongoing Technology Planning Alignment with Communication and Training arms Tec logy Plan Exec Training Deployment Deployment Stat Update Plan and mess ew wareness o services and timeline Promotion of 101 102 training nd new tools and pdate 1 (lateral 11 News etter, st site s ewsletter, g Post city site Updates Identi ication review of key marketing and communicatio channels, KPIs ongoing gap monitoring entation walking deck, highlight of portfolio a roadmap otion schedule, availability and int audien artment pr sa ciencies Technology Servac Department Head Communication ept. Man End Users ad uccess stories lessons learne •, training and ti • s & tricks) rnal an xternal nd Users erformance Measurement d Departmen ate of vision own Halls resentation, Vide gelism ures and ices suppo otion of oadmap epartment H anagers nd Users Managers Directors ept. Comms Foul Governance: Monitor Compliance epartment H anagers nd Users Vendor / Supplier Man City of Tukwila Innovation and Technology Service Supplier Rel ` r lip Management pared ,,onduct i n . =a measure 1 1t frorm previous sourcing pi oject 16.k 1 trot :antr'o Vendor (ro:__ s1i T't'fit election Vendor Evaluation !:to ;1 r 11 to tern-rim L':, I"i eth_ L; 1:1:642:11 On evaluation Its Opti : - i. Ion Eliminate and mitigating risks in all aspect. duriry rIIR rUR. -- iny process :_loptin I'' 1. r aiisms to strean1linE- 11 7y prod to a ii •-'See cos-: i r l -=t ve anci efI