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Home My WebLink AboutCOW 2020-06-08 Item 3F - Budget - 2020 1st Quarter Fire Department Budget Report and ProvisoCOUNCIL AGENDA SYNOPSIS 4 Initials Meeting Date Prepared b Mayor's review Council review 06/08/20 LH ITEM INFORMATION ITEMNO. 3.F. STAFF SPONSOR: LAUREL HUMPHREY ORIGINAL AGENDA DATE: 6/8/20 AGENDA ITEM TITLE Fire Department 2020 1st Quarter Budget Report and Proviso Update CATEGORY ® Discussion Mtg Date 06108120 ❑ Motion Mtg Date ❑ Resolution Mtg Date ❑ Ordinance Mtg Date ❑ Bid Award Mtg Date ❑ Public Hearing Mtg Date ❑ Other Mtg Date SPONSOR ®Council ❑Mayor ❑HR ❑DCD ®Finance ®Fire ❑TS ❑P&R ❑Police ❑PW ❑Court SPONSOR'S This is a Fire Department 1st Quarter Budget Report and status update on the conditions of SUMMARY the proviso issued by the City Council. The CSS and Finance Committees have both received the proviso update report. At its May 28 meeting, the Finance Committee requested a full Council discussion on the proviso, particularly around the condition requiring a third party consultant. The consultant hired by the City to meet this condition did not fullfil the obligation and no funds have been expended. REVIEWED BY ❑ Trans&Infrastructure ® CommunitySvs/Safety ® Finance Comm. ❑ Planning/Economic Dev. ❑ LTAC ❑ Arts Comm. ❑ Parks Comm. ❑ Planning Comm. DATE: 5/11/20, 5/28/20 COMMITTEE CHAIR: KRULLER, SEAL RECOMMENDATIONS: SPONSOR/ADMIN. COMMITTEE Forward to Committee of the Whole COST IMPACT / FUND SOURCE EXPENDITURE REQUIRED AMOUNT BUDGETED APPROPRIATION REQUIRED Fund Source: Comments: MTG. DATE RECORD OF COUNCIL ACTION 6/8/20 MTG. DATE ATTACHMENTS 6/8/20 Information Memo dated May 20 and revised June 3, with attachments 5/28/20 Finance Committee Minutes 65 City 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 (Updated 6/3/20 to list new attachments for COW) SUBJECT: Fire Department 1st 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 Usaae 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. 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. Page 1 of 3 67 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 -Date as of April 30, 2020 Rematnlrig Allocated Division# Otvi#on January February With AprN YTDTOTAL Annual Budget %Spent Budget Budget Variance 200 Suppre55-on 26.531 20,565 23,779 1,187 72A62 440,822 16.3% 368,760 145,941 (74,87% 300 Prevention & Investigation 5,985 5,931 4,626 857 17,399 65,143 26.7% 47,744 21,714 (4,34 410 Training 1,607 890 2,537 2,055 7A89 18,813 37.7% 11,724 6,271 8i8 600 EmergercyManagemeni 303 - 3,407 - 3,710 9406 39.4% 5,896 3,135 574 OmmonTow g4,428 179,061 (77,80Z 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. 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, Page 2 of 3 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 • Fire Department 2020 Forecast vs Budget • May 6, 2020 Memo on Proviso Response presented to Community Services & Safety Committee • November 20, 2019 Request for Proposals for Third Party Fire Consultant Page 3 of 3 We 70 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% N Fire Department Overtime Year -to -Date as of April 15, 2020 Division # 200 300 410 600 Division January February March April YTD TOTAL Suppression 26,531 20,565 23,779 1,187 72,062 Prevention & Investigation 5,985 5,931 4,626 857 17,399 Training 1,607 890 2,537 2,055 7,089 Emergency Management 303 - 3,407 - 3,710 Division Total 34,426 27,386 34,349 4,098 100,260 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 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) Fire's 2020 Forecast vs Budget YTD Actuals Updated May 21st 2020 Jan -April %Budget Regular Salaries & Wages $ 2,650,915 34.6% Extra Labor $ - - Total Overtime $ 110,565 20.7% Holiday Pay $ - 0.0% TOTAL SALARIES & WAGES $ 2,761,480 32.5% FICA $ 46,772 22.4% Pension - LEOFF $ 138,520 31.0% Pension - PERS $ 11,260 22.0% Industrial Insurance $ 129,282 30.6% Medical, Dental, Life, Optical $ 551,274 35.6% VEBA6 RMP $ 9,600 N/A PERSONNEL BENEFITS $ 886,709 33.1% TOTAL SALARY & BENEFITS $ 3,648,189 32.6% Jan -March Office & Operating Supplies $ 29,641 14.3% Small Tools & Minor Equipment $ 26,898 30.8% SUPPLIES & SMALL TOOLS $ 56,539 19.2% Professional Services $ 32,714 40.4% Dispatching Services - Dispatching $ 38,218 17.2% Communication $ 8,620 26.8% Travel $ 468 6.7% Operating Rentals & Leases - Non Fleet $ 1,472 38.7% Operating Rentals & Leases - Fleet $ 162,588 25.0% Insurance (WCIA) $ 173,213 86.6% Public Utility $ 35,354 48.2% Repairs & Maintainance $ 16,121 43.7% Miscellaneous $ 22,517 15.7% SERVICES $ 491,285 33.9% Capital Purchases (Machinery & Equipment) $ 0.0% TOTAL OPERATING EXPENSES $ 547,824 28.2% GRAND TOTAL $ 4,196,013 32.0% Full Year Forecasts Forecast Budget $ 7,908,506 $ 7,666,823 $ 5,508 $ - $ 222,365 $ 534,648 $ 257,000 $ 295,454 $ 8,393,379 $ 8,496,925 $ 150,361 $ 208,956 $ 480,495 $ 446,274 $ 43,360 $ 51,129 $ 353,125 $ 422,619 $ 1,586,015 $ 1,548,497 $ 33,000 $ - $ 2,646,356 $ 2,677,475 $ 11,039,735 $ 11,174,400 $ 173,641 $ 206,877 $ 42,398 $ 87,268 $ 216,039 $ 294,145 $ 126,414 $ 81,000 $ 229,310 $ 221,945 $ 31,840 $ 32,170 $ 2,718 $ 7,000 $ 8,832 $ 3,800 $ 596,155 $ 650,351 $ 173,213 $ 199,922 $ 102,854 $ 73,360 $ 57,521 $ 36,921 $ 148,199 $ 143,874 $ 1,477,055 $ 1,450,343 $ $ 200,000 $ 1,693,094 $ 1,944,488 $ 12,732,829 $ 13,118,888 Forecasted Variance from Budget Over/(Under) Deviation % $ 241,683 3.2% $ 5,508 - $ (312,283) -58.4% $ (38,454) -13% $ (103,546) -1% $ (58,595) -28% $ 34,221 8% $ (7,769) -15% $ (69,494) -16% $ 37,518 2% $ 33,000 - $ (31,119) -1.2% $ (134,665) -1.2% $ (33,236) -16% $ (44,870) -51% $ (78,106) -27% $ 45,414 56% $ 7,365 3% $ (330) -1% $ (4,282) -61% $ 5,032 132% $ (54,196) -8% $ (26,709) -13% $ 29,494 40% $ 20,600 56% $ 4,325 3% $ 26,712 2% (200,000) -100% $ (251,394) -12.9% $ (386,059) -2.9% W 2020 Fire Department Forecasted Expenditures Updated May 21st 2020 January February March April May June July August September October November December E[2020] 2020 Budget Over (Under) Regular Salaries & Wages $676,801 $678,986 $646,658 $648,470 $656,549 $669,154 $639,638 $640,536 $647,874 $648,629 $649,719 $705,494 $ 7,908,506 $ 7,666,823 $ 241,683 Extra Labor $ - $ - $ - $ - $ - $ - $ 2,358 $ 3,150 $ - $ - $ - $ - $ 5,508 $ - $ 5,508 Min StaffingOT $ 18,120 $ 18,414 $ 17,411 $ 84 $ 1,800 $ 3,000 $ 3,000 $ 3,000 $ 3,000 $ 3,000 $ 3,000 $ 3,000 $ 76,829 N/A N/A All Other OT $ 19,510 $ 14,373 $ 18,607 $ 4,046 $ 8,000 $ 9,000 $ 12,000 $ 12,000 $ 12,000 $ 12,000 $ 12,000 $ 12,000 $ 145,536 N/A N/A Total Overtime $ 37,630 $ 32,787 $ 36,018 $ 4,130 $ 9,800 $ 12,000 $ 15,000 $ 15,000 $ 15,000 $ 15,000 $ 15,000 $ 15,000 $ 222,365 $ 534,648 $ (312,283) Holiday Pay $ - $ - $ - $ - $ - $ 7,000 $ - $ - $ - $ - $ 250,000 $ $ 257,000 $ 295,454 $ (38,454) TOTAL SALARIES & WAGES $714,431 $711,773 $682,676 $652,600 $ 666,349 $ 688,154 $ 656,996 $ 658,686 $ 662,874 $ 663,629 $ 914,719 $ 720,494 $ 8,393,379 $ 8,496,925 $ (103,546) FICA $ 12,096 $ 12,027 $ 11,597 $ 11,053 $ 12,671 $ 13,095 $ 12,884 $ 12,870 $ 12,742 $ 12,127 $ 14,429 $ 12,770 $ 150,361 $ 208,956 $ (58,595) Pension - LEOFF $ 34,826 $ 35,008 $ 35,473 $ 33,214 $ 36,468 $ 36,562 $ 36,891 $ 36,301 $ 53,724 $ 32,953 $ 48,739 $ 60,337 $ 480,495 $ 446,274 $ 34,221 Pension - PERS $ 2,964 $ 2,853 $ 2,834 $ 2,610 $ 4,130 $ 4,145 $ 4,670 $ 4,347 $ 3,534 $ 3,478 $ 3,830 $ 3,966 $ 43,360 $ 51,129 $ (7,769) Industrial Insurance $ 32,872 $ 31,437 $ 32,637 $ 32,337 $ 29,441 $ 26,469 $ 27,745 $ 28,697 $ 26,947 $ 26,940 $ 26,417 $ 31,188 $ 353,125 $ 422,619 $ (69,494) Medical, Dental, Life, Optical $ 136,444 $ 138,328 $ 138,251 $ 138,250 $ 136,789 $ 133,273 $ 134,575 $ 133,693 $ 114,559 $ 118,588 $ 131,458 $ 131,805 $ 1,586,015 $ 1,548,497 $ 37,518 VEBA6 RMP $ 2,400 $ 2,400 $ 2,400 $ 2,400 $ 2,400 $ 3,000 $ 3,000 $ 3,000 $ 3,000 $ 3,000 $ 3,000 $ 3,000 $ 33,000 $ - $ - PERSONNEL BENEFITS $ 221,602 $ 222,052 $ 223,192 $ 219,863 $ 221,899 $ 216,545 $ 219,765 $ 218,907 $ 214,505 $ 197,086 $ 227,873 $ 243,067 $ 2,646,356 $ 2,677,475 $ (31,119) TOTAL SALARY & BENEFITS $936,033 $ 933,825 $ 905,868 $ 872,463 $ 888,248 $ 904,698 $ 876,760 $ 877,593 $ 877,378 $ 860,715 $ 1,142,592 $ 963,56 $ 11,039,735 $ 11,174,400 $ (134,665) Office & Operating Supplies $ 11,744 $ 3,778 $ 14,119 $ 6,000 $ 12,000 $ 18,000 $ 18,000 $ 18,000 $ 18,000 $ 18,000 $ 18,000 $ 18,000 $ 173,641 $ 206,877 $ (33,236) Small Tools & Minor Equipment $ - $ 4,750 $ 22,148 $ 500 $ 1,000 $ 2,000 $ 2,000 $ 2,000 $ 2,000 $ 2,000 $ 2,000 $ 2,000 $ 42,398 $ 87,268 $ (44,870) SUPPLIES & SMALL TOOLS $ 11,744 $ 8,529 $ 36,267 $ 6,500 $ 13,000 $ 20,000 $ 20,000 $ 20,000 $ 20,000 $ 20,000 $ 20,000 $ 20,000 $ 216,039 $ 294,145 $ (78,106) Professional Services $ 4,596 $ 11,276 $ 16,842 $ 4,500 $ 17,000 $ 35,000 $ 6,200 $ 6,200 $ 6,200 $ 6,200 $ 6,200 $ 6,200 $ 126,414 $ 81,000 $ 45,414 Dispatching Services - Dispatching $ - $ 38,218 $ - $ 38,218 $ - $ 38,218 $ - $ 38,218 $ - $ 38,218 $ - $ 38,218 $ 229,310 $ 221,945 $ 7,365 Communication $ 3,204 $ 2,770 $ 2,645 $ 2,580 $ 2,580 $ 2,580 $ 2,580 $ 2,580 $ 2,580 $ 2,580 $ 2,580 $ 2,580 $ 31,840 $ 32,170 $ (330) Travel $ 67 $ - $ 400 $ 250 $ 250 $ 250 $ 250 $ 250 $ 250 $ 250 $ 250 $ 250 $ 2,718 $ 7,000 $ (4,282) Operating Rentals & Leases - Non Fleet $ 736 $ - $ 736 $ 1,472 $ 736 $ 736 $ 736 $ 736 $ 736 $ 736 $ 736 $ 736 $ 8,832 $ 3,800 $ 5,032 Operating Rentals & Leases - Fleet $ 54,196 $ 54,196 $ 54,196 $ 54,196 $ 54,196 $ 54,196 $ 54,196 $ 54,196 $ 54,196 $ 54,196 $ 54,196 $ 596,155 $ 650,351 $ (54,196) Insurance(WCIA) $ 173,213 $ - $ - $ - $ - $ - $ $ - $ - $ - $ - $ - $ 173,213 $ 199,922 $ (26,709) Public Utility $ 20,164 $ 7,715 $ 7,476 $ 7,500 $ 7,500 $ 7,500 $ 7,500 $ 7,500 $ 7,500 $ 7,500 $ 7,500 $ 7,500 $ 102,854 $ 73,360 $ 29,494 Repairs & Maintainance $ 13,259 $ 1,391 $ 1,470 $ 3,000 $ 4,800 $ 4,800 $ 4,800 $ 4,800 $ 4,800 $ 4,800 $ 4,800 $ 4,800 $ 57,521 $ 36,921 $ 20,600 Miscellaneous $ 9,877 $ 7,289 $ 5,351 $ 7,500 $ 7,800 $ 17,174 $ 10,028 $ 9,908 $ 32,126 $ 22,417 $ 10,416 $ 8,313 $ 148,199 $ 143,874 $ 4,325 SERVICES $ 279,312 $ 122,856 $ 89,116 $ 119,216 $ 94,862 $ 160,454 $ 32,094 $ 124,388 $ 108,388 $ 136,897 $ 86,678 $ 122,794 $ 1,477,055 $ 1,450,343 $ 26,712 Capital Purchases (Machinery & Equipment) $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ 200,000 $ (200,000) TOTAL OPERATING EXPENSES $ 291,056 $ 131,385 $ 125,382 $ 125,716 $ 107,862 $ 180,454 $ 52,094 $ 144,388 $ 128,388 $ 156,897 $ 106,678 $ 142,794 $ 1,693,094 $ 1,944,488 $ (251,394) GRAND TOTAL $1,227,089 $ 1,065,211 $ 1,031,250 $ 998,179 $ 996,110 $ 1,085,152 $ 928,854 $ 1,021,981 $ 1,005,767 $ 1,017,612 $ 1,249,270 $ 1,106,355 1 $ 12,732,829 $ 13,118,888 $ (386,059) Cn 76 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. 77 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 79 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. 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 % 0 CITY OF TUKWILA REQUEST FOR PROPOSALS FIRE DEPARTMENT EXPENDITURES, REVENUES AND SERVICES INDEPENDENT ANALYSIS DUE: DECEMBER 4, 2019 5:00 PM (PST) The City of Tukwila is soliciting Request for Proposals (RFP) for a Fire Department Expenditures, Revenues and Services Independent Analysis. The successful Vendor or Firm is expected to review and provide recommendations for resolving excess expenditures, review the current staffing model and service levels, review training costs and review and assess revenues currently collected and recommended other potential revenue sources. Please review the full RFP following this notice. The Request for Proposal may be emailed to Cheryl.Thompson(�i_)TukwilaWA.gov by no later than 5:00 PM (PST) on Wednesday, December 4, 2019. The City requests a limit of ten (10) pages total for the RFP and proposal, including cover page, project examples and supplements. The submittal shall clearly include the project name "Fire Department Expenditures, Revenues and Services Independent Analysis". The City of Tukwila reserves the right to reject any and all submittals and to waive irregularities and informalities in the submittal and evaluation process. This Request for Proposals does not obligate the City to pay any costs incurred by respondents in the preparation and submission of a proposal. Furthermore, the RFP does not obligate the City to accept or contract for any expressed or implied services. The successful Vendor(s) must comply with the City of Tukwila equal opportunity requirements. The City is committed to a program of equal employment opportunity regardless of race, color, creed, sex, age, nationality, or disability. The contracted vendor for this project will be expected to comply with all Federal, State, County, and City codes and regulations applicable to such work and perform the work in accordance with the requirements and edifications of the contract documents. Published Daily Journal of Commerce: November 20, 2019. City of Tukwila Fire Department Expenditures, Revenues and Services Independent Analysis Request for Proposals November 18, 2019 City of Tukwila Request for Proposals For Fire Department Expenditures, Revenues and Services Independent Analysis Request for Proposals Submittal Deadline: December 4. 2019 by 5PM (PST) The City of Tukwila is soliciting Request for Proposals (RFP) for a Fire Department Expenditures, Revenues and Services Independent Analysis. The City requests proposals in response to this RFP be limited to ten (10) pages total, including cover page, project examples and supplements. It is the City's intent to select afirm based on qualifications, abilities, past performance, and availability to complete the work within the timeframe specified. Once the City has reviewed the qualifications, one or more firms may be requested to provide additional information and/or participate in an interview process. Review of the RFPs and proposals and the final selection will be performed by a committee comprised of City staff. RFPs and proposals are due by December 4, 2019 at 5PM. The City will evaluate the proposals and select the highest-ranking firms for additional information and/or interviews. The final selection will be based on the combined score of the written RFPs and proposals and the interviews. Purpose: To analyze the operational costs, services and practices of the Tukwila Fire Department and provide recommendations on how to improve monitoring and accounting for costs, staffing and service levels. This independent analysis should review current practices and provide recommendations and options for the Fire Chief, Mayor and Council on using best practices to balance costs and service levels to the community. Background: The Tukwila Fire Department has a long history of providing excellent service to the Tukwila Community for the past 75 years. With four stations in nine square miles, covering approximately 6,000 calls per year, the Fire Department has an excellent response time compared to other Zone 3 fire organizations. With the financial support of the voters in 2016, the City has recently invested significantly in two new stations and new fire apparatus and equipment. Operationally, the Fire Department has had difficulty staying within its Council adopted budget for the past ten years, needing additional budget amendments to cover overtime and other expenses. In 2019, the City completed a deeper analysis of costs and services reviewing use of overtime, sick leave, Kelly days, training and other factors, as well as looking at response by stations and automatic aid. The City is now interested in an outside review of the department to provide an independent analysis of costs and services to provide recommendations on how best to align budget, costs and services going forward into 2020. See Tukwila City Council website for previous council discussions. • May 22, 2019 Memo to Council re: Fire Budget Discussion • July 17, 2019 Memo to Council re: Fire Budget Discussion — Service Levels • August 7, 2019 Memo to Council re: Update Fire Department Fee Schedule • August 7, 2019 Memo to Council re: Sources of Revenue for Fire Departments • August 21, 2019 Memo to Council re: Tukwila Fire Special Operations SCOPE OF WORK: The City of Tukwila anticipates that the selected firm will provide: Analysis: • Review the City's 2019 analysis of costs and services for background information of the past ten to fourteen years of expenses and service levels. • Review the current practices and use of leave and overtime in the department and provide recommendations for resolving excess expenditures. This analysis should include review of the following: • Use of sick leave, long-term disabilities, shift changes, training and other uses. • Compare these finding with regional and national trends regarding data points. This review should cover at least the last three years. • The sick leave use study should also include a review of up to fourteen years to capture the data for the 48/96 vs Modified Detroit schedules which took place January 2008. • Review the current staffing model and service levels, including the 48/96 shift, use of Kelly days, the minimum staffing standard, and call -out procedures to determine if there are improvements that can be implemented to best use available resources. • Review use and costs of training, especially specialized trainings, and provide a cost benefit review. Provide options, and recommendation for future training activities. • Provide recommendations on community service levels with associated costs and best practices for City Council direction. • Review and assess revenues currently collected and provide recommendations for other revenue sources. These would include a review of best practices from other agencies, how to best recover costs and implementing fees. • Provide recommendations on creating transparent monitoring reports for expenses and service levels that can be used by the City on a regular basis. The selected firm will begin in mid -December 2019 and produce a preliminary report no later than February 15, 2020, with a final report with recommendations no later than March 31, 2020. SUBMITTAL DEADLINE: The City must receive RFP's by December 4, 2019 by 5 PM at the email address of Cheryl. Thompson(@tukwilawa.gov SUBMITTAL REQUIREMENTS: 1. Letter of Interest: The cover letter shall briefly summarize the firm's qualifications and past experience relevant to the scope. A principal or officer of the firm authorized to execute contracts or other similar documents on the firm's behalf must sign the letter. 2. Outline your firm's experience on the scope of work required for the appropriate discipline. 3. Describe your firm's overall approach, including organization and work tasks necessary to accomplish the objectives. If it is your firm's practice to have specific sub -categories of the Scope of Work, performed by consultant(s), please identify the consultant(s) you anticipate using for a Contract, indicate their specific role(s), and outline their experience on similar or related work. 4. Describe your quality control process. 5. Identify qualifications/expertise of the key personnel on your team; and evidence of availability of staff to begin immediately upon awarding of the contract. 6. Provide a list of key personnel, including consultants' personnel indicating the specific role of each, and clearly identify the Project Manager. 7. Provide a professional resume for each of the named key personnel, indicating the extent of his/her experience on projects related to this type of work. SELECTION PROCESS: All responses to this RFP will be screened for eligibility. If there is insufficient information, the City reserves the right to request additional information. It is the City's intent to interview the top two or three firms based upon the submitted written materials. 1. This solicitation does not obligate the City to award a Contract to any respondent. At its option, the City reserves the right to waive as informality any irregularities in the proposals and/or to reject any or all submittals. 2. The City reserves the right to request clarification of information submitted, and to request additional information from any firm. 3. The City shall not be responsible for any costs incurred by the firm in preparing, submitting or presenting its response to the RFQ. ADMINISTRATIVE INFORMATION: 1. Minority -owned and Women -owned Business Enterprises: The City strongly encourages minority owned and women owned businesses, socially and economically disadvantaged business enterprises, and small businesses to respond to this RFQ, to participate as partners, or to participate in other business activity in response to this RFQ. 2. Basic Eligibility: Any successful firm must be licensed to do business in the State of Washington, the City of Tukwila and must have a state Unified Business Identifier (UBI) number. In addition, the successful firm must not be debarred, suspended, or otherwise ineligible to contract with the City. 3. Payment Requirements: Firms should be aware that the City will only make payments on invoices after the work being billed has been completed and will pay reimbursable expenses to the firm only upon receipt of an itemized invoice for the reimbursable expenses. No advance payments will be made to the firm; who must have the capacity to meet all project expenses in advance of payments by the City. 4. Approval of Consultants: The City retains the right of final approval of any consultant of the selected firm who must inform all consultants of this provision. 5. Documents Produced: All reports, and other documents produced under Contract to the City must be submitted to the City a digital format that meets the City's requirements, using Microsoft Office . All documents shall become the exclusive property of the City. 6. Civil Rights: The City of Tukwila embraces civil rights and equal opportunity. If any events occur involving the firm or subcontractors that would violate those rights, then the firm shall take full responsibility for said actions. 7. Insurance: Successful consultant will be expected to enter into a standard City of Tukwila Consultant Agreement (Agreement), that requires the consultant to include the City as an additional insured on their policy and includes the standard general insurance requirements as follows: MR The Consultant shall procure and maintain for the duration of the Agreement, insurance against claims for injuries to persons or damage to property which may arise from or in connection with the performance of the work hereunder by the Consultant, its agents, representatives, or employees. Consultant's maintenance of insurance as required by the agreement shall not be construed to limit the liability of the Consultant to the coverage provided by such insurance, or otherwise limit the City's recourse to any remedy available at law or in equity. A. Minimum Amounts and Scope of Insurance. Consultant shall obtain insurance of the types and with the limits described below: 1. Automobile Liability insurance with a minimum combined single limit for bodily injury and property damage of $1,000,000 per accident. Automobile Liability insurance shall cover all owned, non -owned, hired and leased vehicles. Coverage shall be written on Insurance Services Office (ISO) form CA 00 01 or a substitute form providing equivalent liability coverage. If necessary, the policy shall be endorsed to provide contractual liability coverage. 2. Commercial General Liability insurance with limits no less than $1,000,000 each occurrence, $2,000,000 general aggregate. Commercial General Liability insurance shall be written on ISO occurrence form CG 00 01 and shall cover liability arising from premises, operations, independent contractors and personal injury and advertising injury. The City shall be named as an insured under the Consultant's Commercial General Liability insurance policy with respect to the work performed for the City. 3. Workers' Compensation coverage as required by the Industrial Insurance laws of the State of Washington. 4. Professional Liability with limits no less than $1,000,000 per claim and $1,000,000 policy aggregate limit. Professional Liability insurance shall be appropriate to the Consultant's profession. B. Other Insurance Provision. The Consultant's Automobile Liability and Commercial General Liability insurance policies are to contain or be endorsed to contain that they shall be primary insurance with respect to the City. Any Insurance, self-insurance, or insurance pool coverage maintained by the City shall be excess of the Consultant's insurance and shall not be contributed or combined with it. C. Acceptability of Insurers. Insurance is to be placed with insurers with a current A.M. Best rating of not less than A: VI I. D. Verification of Coverage. Consultant shall furnish the City with original certificates and a copy of the amendatory endorsements, including but not necessarily limited to the additional insured endorsement, evidencing the insurance requirements of the Consultant before commencement of the work. Certificates of coverage and endorsements as required by this section shall be delivered to the City within fifteen (15) days of execution of this Agreement. E. Notice of Cancellation. The Consultant shall provide the City with written notice of any policy cancellation, within two business days of their receipt of such notice. F. Failure to Maintain Insurance. Failure on the part of the Consultant to maintain the insurance as required shall constitute a material breach of contract, upon which the City may, after giving five business days' notice to the Consultant to correct the breach, immediately terminate the contract or, at its discretion, procure or renew such insurance and pay any and all premiums in connection therewith, with any sums so expended to be repaid to the City on demand, or at the sole discretion of the City, offset against funds due the Consultant from the City. Published Daily Journal of Commerce: November 20, 2019 Do re J,��I1lA W4 o� sy z J Q ~ zsoaCity Councii Finance Meeting Minutes May28, 2020 - 5:00 p.m. - Electronic Meeting due to COVID-19 Emergency Councilmembers Present: Verna Seal, Chair; Kathy Hougardy, Kate Kruller Staff Present: Vicky Carlsen, Jay Wittwer, Rachel Bianchi, Tony Cullerton, David Cline, Laurel Humphrey Chair Seal called the meeting to order at 5:00 p.m. I. BUSINESS AGENDA A. Ordinance: Reissuing Limited Tax General Obligation Bonds Staff is seeking Council approval of an ordinance delegating authority to the Finance Director to issue limited tax obligation bonds to refund the outstanding 2010B LTGO bonds via a direct placement process. Refunding these bonds could result in net savings in interest up to $70K. Committee Recommendation Unanimous approval. Forward to June 1, 2020 Regular Meeting. B. Contract: City of Tukwila 2020 Facility Study Staff is seeking Council approval of a contract with McKinstry in an amount not to exceed $188,200 for Assessment and Planning Services for the 2020 Facility Study. Due to budget constraints, staff is recommending moving forward with only phases one and two and deferring the final concept to a later date. Question(s) requiring follow up Provide previous seismic study. Committee Recommendation No recommendation. Forward to June 8, 2020 Committee of the Whole. C. 2020 1st Quarter Fire Department Budget Report The Fire Department is projected to be at or below budget for the lst Quarter of 2020. Staff provided an overview of changes made to achieve this. Committee members discussed the status of the 2020 Budget Proviso and the withdrawal of the third party consultant that was hired in response to one of the conditions. Question(s) requiring follow up Provide the Kragness report again. Committee Recommendation Pursue hiring of another third -party consultant required by the proviso. Forward to June 8, 2020 Committee of the Whole. 91