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Home My WebLink AboutFIN 2020-05-28 Item 1C - Report - 2020 1st Quarter Budget Report: Fire DepartmentCity of Tukwila Allan Ekberg, Mayor INFORMATIONAL MEMORANDUM TO: Tukwila City Council FROM: Jay C. Wittwer, Fire Chief BY: Jay C. Wittwer, Fire Chief CC: Allan Ekberg, Mayor and David Cline, City Administrator DATE: 05/20/2020 SUBJECT: Fire Department 15t Quarter Budget Report CURRENT STATUS The Fire Department has made changes to expenditures for the 2020 budget year. The Fire Department has met the total adopted budget for Jan 1 to March 31, reflected at 25% and now through April 2020, it is on target at 33% of budget. Overtime use is tracking ($77,802) under projected budget as of April 30, 2020. The Fire Department is projected to be at or below budget when the final April 2020 budget report is provided by the Finance Department. BACKGROUND The Fire Department Administrative Team has committed to remain within the adopted budget for 2020. In the past ten years the Fire Department has required a budget amendment that increases that adopted budget each year. There have been reasons for these increases, however most years have been centered on Salaries/Benefits and Overtime. DISCUSSION 1st Quarter Financial Update through April 2020 As the attached report shows, the Fire Department is projected to be within the Adopted 2020 Budget if current expenditure patterns continue. From January to April 2020, the Fire Department had spent approximately 33% of its allocated budget. This has been accomplished through a collaborative process of the full Fire Department Administrative Team as described below and in coordination with support from other departments, specifically the Finance Department and our shared Public Safety Analyst. Overtime Usage A key change in the Fire Department was the reduction in overtime usage from January to March 2020 as compared to 2019. As the charts show below, the Fire Department had already instituted changes to its overtime usage in 2020, which caused significant savings. Due to the impacts of COVID-19 and the "Stay Home, Stay Healthy" order, there was an expectation of reduced revenues as well as reduced calls for service. The first phase of citywide operational reductions included a directive of no overtime without prior authorization of the Mayor. For the Fire Department, this meant not using overtime when there is an unscheduled leave and to staff an aid car at Fire Station 52 rather than an engine. This change has resulted in additional savings. It should be noted that if staffing falls below 12, then overtime is incurred to maintain minimum staffing of 12. Page 1 of 3 Throughout 2019, the average overtime usage per month was $59,629. On average, of this $59,629 monthly overtime cost, $36,342 was for minimum staffing. In 2020, the average monthly overtime usage in Jan -March had decreased to $32,053, of which $16,636 was for minimum staffing. In April 2020, the actual overtime usage declined to $4,098, with minimum staffing making up only $417 of the total month's overtime costs. Fire Department Overtime (Salaries Only) YTD as of December 31, 2019 Details Division # Division January February March April May June July August September October November December YTD TOTAL 200 Suppression 36,377 55,006 47,764 66,909 40,308 52,923 51,977 31,774 39,200 43,423 16,943 17,503 500,107 300 Prevention & Investigation 13,506 11,180 16,937 11,648 12,202 12,329 10,882 17,668 15,729 14,155 8,265 9,475 153,973 410 Training 3,764 2,624 3,846 2,895 1,902 2,624 3,581 3,957 323 4,569 - 1,122 31,206 600 Emergency Management 2,118 6,913 1,190 7,737 2,751 4,965 4,592 30,266 Total 55,764 75,724 69,737 81,452 54,411 75,612 69,191 53,399 55,251 67,112 25,207 32,692 715,552 The Fire Department has worked diligently in 2020 to stay within the Council's adopted budget. After 4 months in 2020, the Fire Department has only used 19% of its allocated budget for overtime. If this rate is sustained, overtime usage for 2020 will be on budget. Fire Department Overtime Year -To -Daze as of April 30, 2020 RemaWng Allocated DNilslon # Division January February March Apr6 Y MTarAL Annual Budget %Spent Budget Budget Vadance 200 Suppression 26,531 20,565 23,779 1,187 72,062 440,822 16.396 368,760 146,941 (74,8791 300 Prevendon &Investigation 5,985 5,931 4.626 857 17.399 65,143 26.7% 47,744 21,714 (4,315J 410 Training 1,607 890 2,537 2,055 7,089 18,813 37.7% 11,724 6,271 818 600 Ememncv Management 303 - 3.407 . 3.710 9.406 39.4% 5.696 3.135 574 The Fire Department has adopted the following additional administrative and training changes to better manage within the 2020 Council Adopted Budget: Educating the Command Staff and all Officers: The Fire Department Administrative Staff has traditionally managed the budget for the Fire Department. Efforts have been made to include the Command Staff every month to discuss, educate and empower the Battalion Chiefs to manage budgets. Shift Budgets: in December of 2019 schedules were developed and shared with each of the shift Battalion Chiefs. Each shift is expected to remain within the budget set for 2020. The Battalion Chiefs are to review budgets with the captains and all crews. On January 10, 2020 an all officers meeting was held to educate the officers on the budget and to provide clear expectations concerning accountability of the budget. The Mayor and City Administrator attended this meeting. A video was recorded and shared with all Fire Department personnel shortly after the meeting. Fire Prevention: is expected to remain within the budget set for 2020. Efforts have been made in the past year to bring efficiencies within that office and to address services that have not met the needs of the community. Vacant positions: Two support staff positions have not been filled, one in each of the following divisions: Emergency Management and Fire Prevention. These two positions became vacant during 2019. The savings from these un-filled positions are cost saving measures, however service levels have been affected within the Emergency Management Division and Fire Prevention Division. Consulting Services: Habile Consulting and Prothman Compay are two consulting services brought into this process. Habile Consulting was the vendor selected to meet one of the provisos of the City Council. Prothman provided a fire service professional (former Fire Chief Marcus Kragness) to review and advise the Fire Chief regarding best practices within the fire service. Page 2 of 3 Former Fire Chief Marcus Kragness did review and provide advice to the Fire Department Management Team. He spent twelve weeks with the department that included attending Command Staff meetings, an all Officers meeting, met face to face with most of the response crews, the Fire Marshal's office and reviewed department documents. Mr Kragness also provided a detailed assessment of Fire Station 52 response area including all other fire response units that responded into that area. He also made recommendations that will be incorporated into the Department's Strategic Plan. Habile Consulting has withdrawn from the process and will not provide a report as is mentioned in the attached Fire Department Proviso Response memo. Trainina expenditures: Boat Program Training: For the past ten years the Fire Department has provided training to a select group of boat operators within the department. Most of this training was done on duty with no overtime costs incurred however, there has been a small amount of overtime from time to time during the past ten years. For the budget year 2020 no boat training will be conducted and no associated overtime costs will be incurred. As committed to earlier, the overall Boat Program funding policies will be brought to a future Council Committee later this year for review. Rescue Team Training: All rescue type overtime incurred training has been suspended. There is rescue training that is provided through the training consortium. This training is conducted to on duty personnel only and no overtime is incurred. In the past up to $50,000.00 has been spent on rescue team training, and most of this was off duty overtime expenditures. The goal is to have zero dollars spent on rescue training during 2020. The Zone 3 Operations Committee has developed a plan to have all of the Truck/Ladder Companies respond to assist with Rescue type calls when additional assistance is required. L354 has started to prepare to fill this role in the future. This effort will insure that our rescue capabilities will meet the demand within our community and for the region. Mandatory Training: All mandatory training is being identified and cataloged. This includes the following; WAC 296-305, JATC, Blue -card, Peer Support, vehicle operators and health/safety. These types of training are required either by National, State or Local Standards. Much of this training is conducted on duty, however there are cases where overtime costs are needed to provide this training. All other training has been suspended as noted above. Staffing Software tracking: The Fire Department has placed a new staffing management software program into service during 2019. Starting January 1, 2020 all regular and overtime entries are coded in a manner that provides the ability to track all staffing costs in detail. FINANCIAL IMPACT With these changes to the Fire Department budget tracking and adjustment efforts, the overall goal is to better track costs and to bring the ending fund balance for the Fire Department 2020 budget within the adopted budget as approved by the City Council. If a budget amendment is requested before the end of this year, these tracking efforts will bring clarity to the City Council concerning the status of service levels and the Fire Department Budget. RECOMMENDATION This is for discussion only and submitted in response to the 2019 Budget Proviso. ATTACHMENTS • December 2019 Overtime report • April 2020 Overtime report • May 6, 2020 Memo on Proviso Response presented to Community Services & Safety Committee Page 3 of 3 91 92 Fire Department Overtime (Salaries Only) As of December 31, 2019 OL of Total Annual i Auaust September October November December YTD TOTAL Overtime Budget % Spent 1-Min Staffing 37,055 22,229 44,298 53,206 31,457 45,713 56,785 34,606 37,511 45,136 10,993 17,124 436,114 60.9% 2-Training 5,115 4,074 6,505 10,854 13,413 9,289 1,170 3,360 4,296 9,275 2,091 789 70,232 9.8% 3.0-Other 1,235 33,984 4,931 6,374 847 11,251 3,042 953 337 812 176 2,995 66,938 9.4% 3.2-Equip Test/Maint 1,418 1,021 2,058 1,569 490 1,787 - 1,838 730 2,051 126 482 13,570 1.9% 3.3-Meetings 1,701 3,820 246 990 634 425 317 563 - 422 1,051 1,327 11,497 1.6% 4-Prevention 4,117 4,984 2,913 3,924 3,379 2,312 6,004 4,088 6,489 5,469 5,059 5,930 54,668 7.6% 5-Emergency Response 249 - - 405 1,397 716 - 62 1,191 187 2,504 167 6,879 1.0% 6-Billable 4,873 5,612 8,786 4,130 2,794 4,118 1,874 7,928 4,698 3,759 3,206 3,877 55,655 7.8% Total 55,764 75,724 69,737 81,452 54,411 7d�,9,191 53,399 W 55,251 67,112 25,207 32,692 715,552 9�6 789,838 90.6% Details Annual May June July August September October November December YTD TOTAL Budget % Spent 200 Suppression 36,377 55,006 47,764 66,909 40,308 52,923 51,977 31,774 39,200 43,423 16,943 17,503 500,107 600,646 83.3% 1-Min Staffing 27,653 22,229 39,061 50,946 25,034 33,218 48,930 26,451 33,615 36,324 10,993 12,533 366,985 2-Training 4,426 3,127 2,230 8,284 11,785 9,203 1,170 1,907 3,327 3,626 Z091 - 51,176 3.0-Other 670 25,111 1,502 4,445 561 6,635 1,560 953 337 812 176 Z995 45,759 3.2-Equip Test/Maint 1,418 1,021 2,058 1,569 490 1,787 - 1,838 730 2,051 126 482 13,570 3.3-Meetings 1,110 2,637 246 646 634 425 317 563 - 422 1,051 1,327 9,379 4-Prevention - - 34 282 212 - - - - - - - 527 5-Emergency Response 249 - - 405 1,397 716 62 1,191 187 2,504 167 6,879 6-Billable 851 881 2,633 332 195 939 - - - - 5,832 300 Prevention & Investigation 13,506 11,180 16,937 11,648 12,202 12,329 10,882 17,668 15,729 14,155 8,265 9,475 153,973 145,504 105.8 1-Min Staffing 5,798 - 3,326 2,261 6,423 6,346 3,737 6,218 3,896 4,347 - - 42,352 2-Training - - 2,738 589 723 - - - 646 579 5,276 3.0-Other 565 1,960 1,923 1,762 286 1,364 910 8,771 3.3-Meetings - 170 - 344 - - - 514 4-Prevention 4,117 4,984 2,796 3,559 Z835 1,771 5,339 3,523 6,489 5,469 5,059 5,930 51,872 6-Billable 3,026 4,066 6,153 3,133 1,934 Z847 895 7,928 4,698 3,759 3,206 3,544 45,188 410 Training 3,764 2,624 3,846 2,895 1,902 2,624 3,581 3,957 323 4,569 1,122 31,206 30,545 102.2% 1-Min Staffing 2,078 - 1,911 - - 1,579 1,938 1,938 - - - 9,444 2-Training 689 947 775 1,981 904 86 - 1,454 323 4,569 789 12,518 3.0-Other - - 1,077 166 - 86 1,329 3.3-Meetings 1,012 - - - - 1,012 4-Prevention - 83 83 332 540 665 565 - Z269 6-Billable 997 665 - 665 665 332 978 - - 332 4,635 600 Emergency Management 2,118 6,913 1,190 - - 7,737 2,751 - - 4,965 - 4,592 30,266 13,143 230.3% 1-Min Staffing 1,526 - - - - 4,571 2,180 - - 4,465 - 4,592 17,334 2-Training - - 762 - - 500 - 1,262 3.0-Other - 6,913 428 3,166 571 - 11,079 3.3-Meetings, 592 592 789,838 90.6% W m Fire Department Overtime Year -to -Date as of April 15, 2020 Division # Division 200 Suppression 300 Prevention & Investigation 410 Training 600 Emergency Management Division Total Fire Department Overtime Detail by Division 200 - Suppression Year -to -Date as of April 15, 2020 Overtime Type Project # Project 1-Min Staffing 429 Shift Extension (Call) 1-Min Staffing 297 Staffing - Minimum Subtotal 2-Training [268.271,421,449] Instructor 2-Training 422 JATC Subtotal 3.0-Other 430 Shift Extension (Report) 3.0-Other 427 Public Safety Bond 3.0-Other 530 COVID-19 Subtotal 3.2-Equip Test/Maint 401 Airpak Maintenance/SCBA Subtotal 3.3-Meetings 405 City Meeting 3.3-Meetings 410 Department Meeting 3.3-Meetings 441 Special Committee Meeting Subtotal 5-Emergency Response 412 Explorers Subtotal 6-Billable 434 Starfire Events/Standby Subtotal Total CD Cn January February March April YTD TOTAL 26,531 20,565 23,779 1,187 72,062 5,985 5,931 4,626 857 17,399 1,607 890 2,537 2,055 7,089 303 - 3,407 - 3,710 34,426 27,386 34,349 4,098 100,260 January February March April YTD TOTAL 361 295 139 333 1,128 15,560 16,144 17,411 84 49,199 15,921 16,439 17,550 417 50,327 2,660 176 - - 2,836 230 - 230 5,012 436 - - 5,448 - 165 129 167 461 399 2,162 889 34 3,484 - - 4,609 - 4,609 399 2,599 5,842 201 9,041 408 833 - - 1,242 408 833 1,242 945 79 - 3,022 178 - 396 3,596 277 - 158 172 607 4,244 258 158 568 5,228 248 - - - 248 248 - 248 299 230 528 299 - 230 - 528 26,531 20,565 23,779 1,187 72,062 Remaining Allocated nnualBudget % Spent Budget Budget Variance 440,822 16.3% 368,760 146,941 (74,879) 65,143 26.7% 47,744 21,714 (4,315) 18,813 37.7% 11,724 6,271 818 9,406 39.4% 5,696 3,135 574 534,184 18.8% 433,925 178,061 (77,802) TO: Community Services and Safety Committee FROM: Vicky Carlsen, Finance Director Jay Wittwer, Fire Chief David Cline, City Administrator CC: Mayor Ekberg DATE: May 6, 2020 SUBJECT: Update on 2020 Fire Department Budget Proviso ISSUE Update City Council on status of the 2020 Budget Proviso for the Fire Department that was included in the 2019-2020 mid -biennium budget amendment as well as an update on the Habile Consulting contract, the company that was hired in response to Budget Proviso 1 d of the Tukwila City Council regarding the general fund appropriation to the Fire Department DISCUSSION In 2019, the Finance Committee, as well as the full Council, spent several months reviewing a number of operational aspects of the Fire Department. The review was conducted because the fire department has exceeded their authorized budget every year for the last several years. One of the outcomes of the review was to authorize a budget amendment for 2019 to true up overtime costs, fund recruits in the academy, and provide resources for leave balance payouts incurred when firefighters retired. The City Council approved the budget amendment but included a Budget Proviso which listed conditions to be met in 2020. The Proviso is attached to this memo. Status Update on Proviso Conditions Condition 1 a requires the "Fire Chief to deliver a 2019 annual report to the City Council by the end of the first quarter." While delayed due to the city's COVID-19 response, the e report was transmitted to the City Council on April 27, 2020 and will be presented to the Community Services & Safety Committee on May 11, 2020. The second condition (1 b) requires the "Fire Chief to deliver quarterly reports to the City Council discussing new revenue implementation and budget status updates." Through the end of March, the Fire Department is meeting budget, with 25% of budget spend. A summary report is attached to this memo and a full 1st quarter report will be presented to the Finance Committee in May. 97 INFORMATIONAL MEMO Page 2 The third condition (1 c) requires "the Mayor and/or City Administrator to deliver a mid- year report to the City Council regarding budget status to date and projection for year end." This report is planned to be delivered in July or August after the 2nd Quarter closes. The fourth condition (1d) states, "The City will hire a third -party consultant to review the Fire Department budgetary and management practices." In response to Item 1d, the City contracted with Habile Consulting to perform the review. The contract was signed on December 23, 2019. Habile Consulting began work by interviewing Councilmembers and various City staff. Interviews were completed in mid - January. A meeting was scheduled for March 11, 2020, when the City expected to receive an update on the progress of the review. However, the meeting was canceled by the contractor and the City was notified that, due to a serious medical issue with a family member, the meeting would need to be rescheduled. Since that date, the City has had no response from the consultant even though multiple attempts to contact the consultant have been made. Attempts included emails as well as phone calls. At this time, the City has not paid Habile Consulting. Options moving forward include the following: 1. Hire another consultant to perform the independent study as required by the Budget Proviso. 2. Defer this item until the next biennium. 3. Other options Council may wish to consider. The fifth condition (1e) requires the Fire Department to "implement revenue sources and operational efficiencies while considering cost savings wherever appropriate." The following chart shows revenue collected through the end of the March for Fire related activities. Of note, is that False Alarm charges are being charged, the monthly Ambulance Service fees are being received, and the department has collected funds from Haz Mat Response Recovery (accidents). GENERAL Fire Tech Fee EMS Participation Grant Haz Mat Response Recovery Emergency Services (EMS Levy) Fire Inspections Planning Review Fees - FMO False Alarm Charges Ambulance Services Totals JAN FEB MAR YTD TOTAL 698 $ 802 $ 773 $ 2,273 - - 1,260 1,260 4,485 3,064 2,800 10,349 2,000 2,000 2,000 6,000 15,595 7,207 7,095 29,897 14,747 12,780 12,157 39,684 400 150 200 750 2,000 2,000 2,000 6,000 $ 39,925 $ 28,002 $ 28,284 $ 96,212 In addition, the Fire Department has continually looked at operational savings throughout its department and has implemented these where possible. INFORMATIONAL MEMO Page 3 RECOMMENDATION Staff is seeking direction on the preferred option to meet the Proviso condition of Item 1d regarding hiring a third -party consultant to review the Fire Department budgetary and management practices. ATTACHMENTS Attachment 1: Budget Proviso of the Tukwila City Council 2019 — 2020 Mid -Biennium Budget Amendment Attachment 2: Fire Department Budget to Actual Report as of March 31, 2020 INFORMATIONAL MEMO Page 4 Attachment 1 Budget Proviso of the Tukwila City Council 2019-2020 Mid -Biennium Budget Amendment The following is hereby declared to be the legislative intent of the City Council regarding the General Fund appropriation to the Fire Department: 1. The City Council approves the $522,900 amendment to the Fire Department's 2019 budget with the expectation that the following conditions be met in 2020: a. The Fire Chief will deliver a 2019 Annual Report, per RCW 35A.92.030, to the City Council by the end of the 1 st Quarter. b. The Fire Chief will deliver quarterly reports to the City Council discussing new revenue implementation and budget status updates including overtime and training. c. The Mayor and/or City Administrator will deliver a mid -year report to the City Council regarding budget status to date and projection for year-end. d. The City will hire a third -party consultant to review the Fire Department budgetary and management practices. e. The Fire Department will implement additional revenue sources and operational efficiencies while considering cost savings wherever appropriate. 2. It is expected that the Fire Department will operate within the adopted budget for 2020. If the above proviso conditions are met, the City Councii may reconsider a budget amendment following the mid -year report. 100 INFORMATIONAL MEMO Page 5 Attachment 2 FIRE CITY OF TUKW I LA GENERAL FUND EXPENDITURES YTD AS OF MARCH 31, 2020 BUDGET ACTUAL VARIANCES ACTUAL EXPENDITURE TYPE OVER/(UNDER) % CHANGE 2020 ALLOCATED % 2020 ANNUAL ALLOCATED 2018 2019 2020 BDGT B(PBNDED 2018/2019 2019/2020 11 Salaries 7,666,823 1,916,706 1,814,823 1,910,209 2,002,445 85,740 26% 5% 5% 12 Extra Labor - - 825 - - - - - - 13 Overtime 534,648 170 822 121,036 207,665 106,435 (64,387) 20 % 72 % (49) % 15 Holiday Pay 295,454 - 2,443 - - - - - - 21 FICA 208,956 52,239 33,511 38,196 35,719 (16,520) 17% 14% (6)% 22 Pension-LEOFF2 446,274 111,569 96,434 106,396 105,306 (6,262) 24% 10% (1)% 23 Pens ion-PER SIPSERS 51,129 12,782 12,517 13,551 8,650 (4,132) 17% 8% (36)% 24 Industrial Insurance 422,619 105,655 66,953 102,081 96,946 (8,709) 23 % 52 % (5)% 25 Medical & Dental 1,548,497 387,124 364,164 376,823 420,224 33,100 27 % 3 % 12 % Total Salaries & Benefits 11,174,400 2,756,897 2,512,706 2,764,921 2,776,726 18,830 25% 10% 1 % 31 Supplies 206,877 84,753 38,063 56,102 29,641 (55,112) 14 % 47 % (47) % 35 Small Tools 87,268 2,132 3,307 276 26,898 24,766 31 % (92) % 9643 % 41 Professional Services 302,945 18,442 74,446 54,160 70,932 52,490 23 % (27) % 31 % 42 Communication 32,170 6,321 8,318 7,169 8,620 2,298 27% (14)% 20% 43 Trawl 7,000 757 1,788 2,355 468 (290) 7 % 32 % (80) % 45 Rentals and Leases 654,151 162,974 151,209 168,731 164,060 1,086 25 % 12 % (3) % 46 Insurance 199,922 172,182 191,453 164,888 173,213 1,031 87% (14)% 5% 47 Public Utilities 73,360 15,575 23,270 23,846 35,354 19,780 48 % 2 % 48 % 48 Repairs and Maintenance 36,921 8,218 11,418 11,876 16,121 7,903 44% 4% 36% 49 Miscellaneous 143,874 18,750 82,056 22,512 22,517 3,767 16 % (73) % 0 % 64 Machinery & Equipment 200.000 - - - - - - - - Total Operating Expenses 1 1,944,488 490,1041 585,328 511,914 547,824 1 57,720 28% (13)% 7% Total Expense, 1 13,118,888 3,247,001 1 3,098,033 3,266,836 3,323,550 1 76,549 25% 5% 2 % Percent of year completed 25 % 101