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Home My WebLink AboutFIN 2020-07-27 COMPLETE AGENDA PACKETCity of Tukwila Finance Committee O Verna Seal, Chair ` O Kathy Hougardy O Zak Idan AGENDA MONDAY, JULY 27, 2020 — 5:30 PM HAZELNUT All IT CONFERENCE rieem (At east entFance of City Hall) Distribution: V. Seal Mayor Ekberg K. Hougardy D. Cline Z. Idan R. Bianchi D. Quinn C. O'Flaherty K. Kruller A. Youn T. McLeod L. Humphrey C. Delostrinos Johnson THIS MEETING WILL NOT BE CONDUCTED AT CITY FACILITIES BASED ON THE GOVERNOR'S PROCLAMATION 20-28. THE PHONE NUMBER FOR THE PUBLIC TO LISTEN TO THIS MEETING IS: 1-253-292-9750, Access Code 846048628# Item Recommended Action Page 1. BUSINESS AGENDA a. Update on Financial Policies. a. Discussion only. Pg.1 Vicky Car/sen, Finance Director, and Laurel Humphrey, Legislative Analyst b. Fire Department 6 month financial report. b. Discussion only. Pg.7 Jay Wittwer, Fire Chief c. Budget process and calendar. c. Discussion only. Pg.41 Vicky Carlsen, Finance Director 2. MISCELLANEOUS Next Scheduled Meeting: Monday, August 10, 2020 JG The City of Tukwila strives to accommodate individuals with disabilities. Please contact the City Clerk's Office at 206-433-1800(TukwilaCityClerk(abTukwilaWA.gov) for assistance. City of Tukwila Allan Ekberg, Mayor INFORMATIONAL MEMORANDUM TO: Finance Committee FROM: Laurel Humphrey, Council Analyst DATE: July 20, 2020 SUBJECT: Financial Policies Update Project ISSUE The financial policies of a city represent values and expectations for financial planning, budgeting, accounting, reporting and other management practices. Currently, financial policies forthe City of Tukwila exist in a variety of places: across multiple resolutions, the Municipal Code, and the Budget document to name a few. Staff is working on a comprehensive update which will address some organization and consistency challenges. BACKGROUND Project Goals • To revamp, consolidate, clarify, cross-reference, eliminate redundancies and conflicts, and capture the City Council's intent and approval Mechanisms • Resolution to repeal 1950 and adopt new reformatted policy document • Resolution to update purchasing policy, which is currently an Administrative Policy • Ordinance to remove 3.32.030 and 3.32.040 (and possibly other redundancies) from the TMC Tentative Schedule • July 27 Finance Committee o Discuss goals and mechanisms as described above • August 10 Finance Committee o draft resolutions) o draft code clean-up ordinance • August 24 COW o Draft resolution(s), ordinance • September21 Regular Meeting o Possible adoption RECOMMENDATION This item is presented for discussion and staff is seeking Committee feedback on the information provided and next steps. ATTACHMENTS Exhibit A to Resolution 1950 TMC page 3-11 2 EXHIBIT A City of Tukwila Financial Planning Model Policies The six -year "Financial Planning Model and Capital Improvement Program" is the primary financial policy document. It represents the culmination of all financial policies. Revenues Policy FP-1: Revenues will be estimated on a conservative basis. Increases greater than inflation in the schedule known as the 6-Year Financial Plan — General Fund Revenues and Expenditures will require additional documentation. Policy FP-2: Major revenue sources will require explanation in the document known as Notes to 6-Year Financial Plan - Revenues, Expenditures and Fund Balance. Operating Expenditures Policy FP-3: Expenditures for the General Fund operations (schedule known as General Fund Maintenance and Operations Detail will only include basic inflationary increases at the beginning of the budget preparation process. Proposed increases in programs or personnel will require an issues and options paper and Council approval before being added to the operating expenditures estimate. Capital Expenditures Policy FP-4: Project capital grants with local matching requirements can only be applied for with approval by the appropriate City Council Committee. Grant applications should generally be made only for projects listed in the six -year Capital Improvement Program, although exceptions can be made with approval by the appropriate City Council Committee. Policy FP-5- If the proposed grants or mitigation are either not funded or are reduced, the respective project will be reevaluated on the basis of its value and priority level placement in the Capital Improvement Program. Policy FP-6: The financing of limited benefit capital improvements (i.e. private development) should be borne by the primary beneficiaries of the improvement. The principle underlying limited benefit is that the property is peculiarly benefited and therefore the owners do not in fact pay anything in excess of what they receive by reason of such improvement. Page 1 of 2 3 Policy FP-7: For the purpose of compliance with Tukwila Municipal Code Section 3.32.040, "Unbudgeted Equipment or Fixed Assets," "unbudgeted" shall mean when a department's capital asset line item has insufficient budget for the desired purchase. Capital equipment or fixed asset purchases between $5,000 - $39,999 are not subject to TMC 3.32.040 and do not require Council Committee approval if there is sufficient budget, unless there is a policy implication. Enterprise Funds Policy FP-8: Each Enterprise Fund shall be reviewed annually and it must have a rate structure adequate to meet its operations and maintenance and long-term capital requirements. Policy FP-9: Enterprise Fund rate increases shall be small, applied frequently, and staggered to avoid an overly burdensome increase and undue impact in any given year. Policy FP-10: Enterprise Fund rate increases of external agencies (i.e. King County secondary wastewater treatment fees) will be passed through to the users of the utility. Other General Financial Policies Policy GF-1: The City's various user charges and fees shall be reviewed at least every three years for proposed adjustments based on services provided and comparisons with other jurisdictions. Policy GF-2: The Finance Director shall provide a financial status update at least quarterly. Policy GF-3: Budget amendments during the year may be approved by budget motion until the end of the budget year, at which time a formal comprehensive budget amendment is submitted. Policy GF-4: The City shall, whenever practical and advantageous, take advantage of grants, loans, or other external financial sources. With the exception of capital improvement program grants requiring a local match, staff shall report to and seek the approval of the appropriate Council Committee before finalizing the grant. Policy GF-5: Funds exceeding the Mayor's allocated signature authority shall not be moved between City departments without prior approval of the City Council. Policy GF-6: The City Council shall receive an updated list of all contracts every quarter, including the amount, responsible department, scope of work, and expiration date. Page 2 of 2 0 TITLE 3 — REVENUE AND FINANCE CHAPTER 3.30 BUDGET PROCESS Sections: 3.30.010 Establishment of a Two -Year Fiscal Biennium Budget 3.30.020 Mid -Biennial Review 3.30.010 Establishment of a Two -Year Fiscal Biennium Budget The City Council approved the establishment of a two-year biennium budget for the City of Tukwila, beginning January 1, 2009. The 2009-2010 Biennial Budget and all subsequent budgets are adopted under the provisions of RCW Chapter 35A.34. (Ord. 2205 §1, 2009) 3.30.020 Mid -Biennial review Pursuant to RCW Chapter 35A.34, the City Council shall provide for a mid -biennial review, and modification shall occur no sooner than eight months after the start, nor later than the conclusion of the first year of the biennium. The Mayor shall prepare a proposed budget modification and shall provide for publication of notice of hearings consistent with publication of notices for adoption of other City ordinances. Such proposal shall be submitted to the City Council and shall be a public record and be available to the public. A public hearing shall be advertised at least once and shall be held at a City Council meeting no later than the first Monday in December and may be considered from time to time. At such a hearing or thereafter, the Council may consider a proposed ordinance to carry out such modifications, which such ordinance shall be subject to other provisions of RCW Chapter 35A.34. (Ord. 2205 §2, 2009) CHAPTER 3.32 BUDGET PROVISIONS Sections: 3.32.010 Transfers 3.32.020 Salary Increase 3.32.030 Bids 3.32.040 Unbudgeted Equipment or Fixed Asset Items 3.32.050 Emergency Procurement 3.32.010 Transfers Pursuant to RCW 35A.33.120, transfers within a department or division of the separate funds of the annual budget shall be by formal motion of the City Council. (Ord. 2245 §1, 2009; Ord. 1817 §1, 1997) 3.32.020 Salary Increase No salary shall be increased above the amount provided therefor in the annual budget and specified in the adopted salary plan of the City. Salaries may be increased subsequent to salary plan changes formally approved by the City Council. (Ord. 2245 §1, 2009; Ord. 1817 §1, 1997) 3.32.030 Bids When provided for in the annual budget, the Mayor is authorized to call for bids on public works projects or procure goods or professional services when the project or procurement, including change orders or amendments, does not exceed $40,000. (Ord. 2245 §1, 2009; Ord. 1817 §1, 1997) 3.32.040 Unbudgeted Equipment or Fixed Asset Items Any unbudgeted capital equipment or fixed asset item, including components or services of items, shall be approved by the Mayor and three affirmative votes of the respective Council committee assigned to the requesting department. "Fixed asset" items are defined as costing at least $5,000 and having a useful life of at least two years. (Ord. 2245 §1, 2009; Ord. 2010 §1, 2002; Ord. 1817 §1, 1997) 3.32.050 Emergency Procurement The Mayor or City Administrator is hereby authorized to waive competitive bidding requirements in the event of an emergency, as defined by RCW 39.04.280(3). Such an emergency will be declared in writing by the Mayor or City Administrator. The City Council will meet within two weeks following the award of the contract to consider adoption of a resolution certifying that the emergency situation existed and for approval of the procurement. (Ord. 2245 §1, 2009) Produced by the City of Tukwila, City Clerk's Office Page 3-115 9 City of Tukwila Allan Ekberg, Mayor INFORMATIONAL MEMORANDUM TO: Tukwila City Council FROM: Allan Ekberg, Mayor, David Cline, City Administrator Jay C. Wittwer, Fire Chief BY: Jay C. Wittwer, Fire Chief CC: Laurel Humphrey, Council Analyst DATE: 07/20/2020 SUBJECT: Fire Department 6 Month Budget Report CURRENT STATUS The Fire Department has met budget projections for the first 6 months of the year regarding expenditures for the 2020 budget year. The Fire Department has met the total adopted budget for Jan 1 to June 30, reflected at 50%. Overtime use is tracking ($77,802) under projected budget as of June 30, 2020. The Fire Department is projected to be at or below budget when the final 2020 budget report is provided by the Finance Department. BACKGROUND The attached 1st Quarter report provides the background regarding this 6 month Fire Department report. DISCUSSION 2nd Quarter Financial Update through June 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 June 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 in the 1 st Quarter report and efforts outlined below. Overtime Usage A key change in the Fire Department was the reduction in overtime usage from January to June 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. In 2020, the average monthly overtime usage in the 1 st quarter (Jan -Mar) had decreased to $35,478, and by the 2nd quarter (Apr -June) this had decreased to $10.048 per month. For the year (Jan -June) the average monthly overtime usage has averaged $22,764. Page 1 of 2 7 If this trend continues the Fire Department will be within the Council's Adopted Budget for overtime. The Fire Department has worked diligently in 2020 to stay within the Council's adopted budget. After 6 months in 2020, the Fire Department has only used 25.5% of its allocated budget for overtime. If this rate is sustained, overtime usage for 2020 will be on or below budget. The month of July has sustained an increase in minimum staffing overtime, so that daily staffing levels remain at 12 per shift. This is due to an increase in sick leave usage causing unscheduled overtime. The Fire Department Management Team is committed to monitoring the occurrences of overtime. FINANCIAL IMPACT With these changes to the Fire Department budget tracking and adjustment efforts, the overall goal is to better track costs and to bring the ending fund balance for the Fire Department 2020 budget within the adopted budget as approved by the City Council. These tracking efforts will bring clarity to the City Council concerning the status of service levels and the Fire Department Budget. RECOMMENDATION This is for discussion only, forward to the COW and submitted in response to the 2019 Budget Proviso. ATTACHMENTS • FD 6 Month Budget and Forecast Report Power Point • FD 1st Quarter Informational Memo (includes overtime reports for December 2019 and April 2020 and May 6, 2020 Proviso response) Page 2 of 2 FI�R�E Tukwila Fire Department 6 Month Budget and Forecast Report Kel O Contents • 2020 Overtime Report Dollars and Hours • 2020 Revenues • Goals for the year Fire 202O 1st & 2nd Qrt Overtime i Dollars FD 2020 Overtime ($) Overtime Project Name - January ' February L7 March April 7, May June ' YTDTotal ' %Total $/hr ' ACADEMY $ 2,537 1 $ 478 $ 3,015 2% $ 86.76 AID RUN $ 272 $ 215 $ 487 0% $ 62.90 AIRPAK MAI NTENANCE/SCBA $ 408 $ 833 $ 680 $ 1,922 1% $ 68.04 CALL BACK $ 436 $ 277 $ 713 1% $ 79.23 CITY MEETING $ 945 $ 79 $ 1,024 1% $ 74.47 CONTRACTOR BILLABLE OT $ 2,024 $ 1,557 $ 3,063 $ 688 $ 1,162 $ 8,495 6% $ 78.66 DEPARTMENT MEETING $ 3,853 $ 178 $ 396 $ 436 $ 238 $ 5,101 4% $ 77.00 EXPLORERS $ 248 $ 248 0% $ 70.82 FIRE INVESTIGATION $ 352 $ 1,629 $ 1,123 $ 857 $ 1,031 $ 988 $ 5,980 4% $ 102.65 FIRE PREVENTION OT $ 3,608 $ 2,744 $ 6,352 5% $ 92.74 INSTRUCTOR $ 527 $ 1,066 $ 136 $ 1,729 1% $ 72.79 INSTRUCTOR - CBT $ 1,380 $ 1,380 1% $ 58.72 INSTRUCTOR -JATC $ 226 $ 1,467 $ 1,694 1% $ 61.59 INSTRUCTOR - RESCUE $ 1,048 $ 1,048 1% $ 89.16 INSTRUCTOR - TRUCKACADEMY $ 527 $ 2,856 $ 3,383 2% $ 65.06 JATC $ 230 $ 879 $ 1,108 1% $ 48.18 MINIMUM STAFFING-'A'SHIFT $ 9,849 $ 11,909 $ 11,326 $ 2,825 $ 35,909 26% $ 64.91 MINIMUM STAFFING-'B'SHIFT $ 2,903 $ 6,323 $ 4,431 $ 900 $ 1,467 $ 16,025 12% $ 65.14 MINIMUM STAFFING-'C'SHIFT $ 5,368 $ 182 $ 1,654 $ 84 $ 102 $ 7,389 5% $ 76.77 Overtime $ 8,015 $ 8,015 6% $ 75.80 PHONE CALL OT $ 32 $ 100 $ 44 $ 176 0% $ 78.16 PROGRAM/EQUIPMENT SUPPORT $ 34 $ 34 0% $ 68.04 PUBLIC SAFETY BOND $ 399 $ 2,162 $ 889 $ 34 $ 1,115 $ 602 $ 5,201 4% $ 70.76 PUBLIC SAFETY COMMITTEE MEETING $ 293 $ 293 0% $ 58.56 SHIFT EXTENSION (CALL) $ 361 $ 295 $ 139 $ 333 $ 270 $ 207 $ 1,606 1% $ 63.60 SHIFT EXTENSION (REPORT) $ 165 $ 129 $ 167 $ 29 $ 490 0% $ 65.35 SPECIAL ASSIGNMENT $ 86 $ 842 $ 929 1% $ 64.04 SPECIAL COMMITTEE MEETING $ 277 $ 158 $ 172 $ 607 0% $ 65.67 STARFIRE EVENTS/STANDBY $ 1,377 $ 670 $ 2,047 1% $ 85.30 TRAINING $ 2,122 $ 261 $ 1,645 $ 2,894 $ 6,922 5% $ 59.67 Total w/PA Codes No PA Code Tota I Overtime $ 36,984 $ 30,997 $ 34,349 $ 2,076 $ 7,718 $ 17,198 $ 129,322 95% $ 646 $ 1,791 $ 1,668 $ 2,055 $ 287 $ 813 $ 7,259 5% $ 37,630 $ 32,787 $ 36,018 $ 4,130 $ 8,005 $ 18,011 $ 136,582 100% toy 'I0`Z Highlights from chart Minimum Staffing 59,323 Fire Prevention 6,352 Fire Investigations 51980 Pub Safe Bond 5,201 Training 6,922 Chart Grand Total $136,582 Report by Jake Berry N Fire 202O 1 st & Znd Ort Overtime i Hours FD 2020 Overtime (Hours) Overtime Project Name -' January - February - March - April L:j May - June - YTD Total - ACADEMY 28 7 35 AID RUN 4 4 8 AIRPAK MAINTENANCE/SCBA 6 12 10 28 CALL BACK 6 4 9 CITY MEETING 13 1 14 CONTRACTOR BILLABLE OT 28 20 36 8 16 108 DEPARTMENT MEETING 51 2 5 6 3 66 EXPLORERS 4 4 FIRE INVESTIGATION 4 16 11 9 10 9 58 FIRE PREVENTION OT 39 30 1 69 INSTRUCTOR 9 13 2 24 INSTRUCTOR -CBT 24 24 INSTRUCTOR -JATC 4 24 28 INSTRUCTOR - RESCUE 12 12 INSTRUCTOR - TRUCK ACADEMY 9 43 52 JATC 5 18 23 MINIMUM STAFFING -'A' SHIFT 150 188 168 48 553 MINIMUM STAFFING-'B'SHIFT 43 96 72 12 24 246 MINIMUM STAFFING -'C' SHIFT 67 3 24 1 1 2 96 Overtime 106 106 PHONE CALL OT 1 1 1 2 PROGRAM/EQUIPMENT SUPPORT 1 1 PUBLIC SAFETY BOND 6 31 13 1 16 9 74 PUBLIC SAFETY COMMITTEE MEETING 5 5 SHIFT EXTENSION (CALL) 6 5 2 5 1 5 4 25 SHIFT EXTENSION (REPORT) 3 2 3 1 8 SPECIAL ASSIGNMENT 2 13 15 SPECIAL COMMITTEE MEETING 4 3 3 9 STARFIRE EVENTS/STANDBY 16 8 24 TRAINING 1 35 41 30 48 116 Total Overtime (w/PA) 518 442 476 26 114 264 1,8319 Highlights from chart Minimum Staffing 895 hrs Fire Prevention 69 hrs Fire Investigations 58 hrs Pub Safe Bond 74 hrs Training 116 hrs Chart Grand Total 1,839 hrs Report by Jake Berry Fire 202O 1 st & Znd Quarter Revenues ACCT TITLE Total 6 Months FIRE INSPECTIONS - FMO $ 44,213 FIRE PROTECT/EMERG COST RECOVERY $ 13,295 FIRE PROTECTION SERVICES $ 31165 FIRE REINSPECTION FEE $ 300 KING COUNTY FIRE TRAINING $ 405 OTHER NON -BUS LIC/PERMITS-TECH FEE FIRE $ 31864 FALSE ALARMS- FMO $ 11150 $ 66,392 �: Report by Jake Berry w Goals For The Year (provisos) 1. 2019 Annual report - RCW 35A.92.030 - Completed 2. Quarterly reports —1st and 2nd completed 3. Mid -year report — This report completes this line 4. Third -party consultant budget and management practices - RFP in process 5. Additional revenues — False Alarm Billing, Ambulance Contract, Fire Marshall Office updated fees 6. To remain within the 2020 adopted budget- On target City of Tukwila Allan Ekberg, Mayor INFORMATIONAL MEMORANDUM TO: Tukwila City Council FROM: Allan Ekberg, Mayor, David Cline, City Administrator and Jay C. Wittwer, Fire Chief BY: Jay C. Wittwer, Fire Chief CC: Laurel Humphries, Council Analyst DATE: 05/20/2020 SUBJECT: Fire Department 151 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 1 st 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 4 15 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 $417 of the total month's overtime costs. Fire Department Overtime (Salaries Only) YTD as of December 31, 2019 Details Division # Division January February March April May June July August September October November December YTD TOTAL 200 Suppression 36,377 55,006 47,764 66,909 40,308 52,923 51,977 31,774 39,200 43,423 16,943 17,503 500,107 300 Prevention & Investigation 13,506 11,180 16,937 11,648 12,202 12,329 10,882 17,668 15,729 14,155 8,265 9,475 153,973 410 Training 3,764 2,624 3,846 2,895 1,902 2,624 3,581 3,957 323 4,569 - 1,122 31,206 600 Emergency Management 2,118 6,913 1,190 - - 7,737 2,751 - - 4,965 - 4,592 30,266 Total 55,764 75,724 69,737 81,452 54,411 75,612 69,191 53,399 55,251 67,112 25,207 32,692 715,552 The Fire Department has worked diligently in 2020 to stay within the Council's adopted budget. After 4 months in 2020, the Fire Department has only used 19% of its allocated budget for overtime. If this rate is sustained, overtime usage for 2020 will be on budget. Fire Department Overtime Year -to -Date as of April 30, 2020 Remaining Allocated Dlvklon* DMdon January February March April YTDTOTAL Annual Budget %Spent Budget Budget Variance 200 Suppression 26,531 20,565 23,779 1,187 72,062 440,822 16.3% 368,760 146,941 (74,879f 300 Prevention & Investigation 5,985 5,931 4,626 857 17,399 65,143 26.7% 47,744 21,714 (4,31$ 410 Training 1,607 890 2,537 2,055 7,089 18,813 37.7% 11,724 6,271 818 600 Emergency 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 Page 2 of 4 16 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 Company 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, 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 exaenditures: 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 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 ensure 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. Page 3 of 4 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 4 of 4 17 16 15 14 December 2019 Active Firefighters by D. 000 ONE 0 NONE MEN MMEME MEN MEMEE ,ONE ONE 000 ONE 0 NONE MEN MMEME MEN MEME ONE 000 ONE 0 NONE MEN MMEME MEN MEMEE NONE 0 ME MEMO NEESE M MEN ME MEN MEN ME . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . CD N O Fire Department Overtime (Salaries Only) As of December 31, 2019 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 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 3.0.Other 1,235 33,984 4,931 6,374 847 11,251 3,042 953 337 812 176 2,995 66,938 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 1,701 3,820 246 990 634 425 317 563 - 422 1,051 1,327 11,497 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 5-Emergency Response 249 - - 405 1,397 716 - 62 1,191 187 2,504 167 6,879 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 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 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 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 2,091 - 51,176 3.0-Other 670 25,111 1,502 4,445 561 6,635 1,560 953 337 812 176 2,995 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 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 2,835 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 2,847 895 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 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 - 2,269 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 1-MinStafng 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 �otal 55,764 75,724 69,737 81,452 54,411 75,612 69,191 53,399 5 25,207 32,692 715,552 N % of Total Overtime 60.9 % 9.8 % 9.4% 1.9% 1.6% 7.6% 1.0% 7.8% 100.0% Annual Budget %Spent 789,838 90.6% Annual Budget %Spent 600,646 83.3% 145,504 105.8% 30,545 102.2% 13,143 230.3% 789,838 90.6% N N Fire Department Overtime Detail by Division 200 Suppression As of December 31, 2019 Overtime Type OLD Project# IL ft o. January February March Ap July August September October November December YTDTOTAL 1-Min Staffing 110015 417 Fire Prevention Suppression OT - - - - 187 - - - - - - - 187 1-Min Staffing 110041 429 Shift Extension (Call) 132 108 1,944 108 127 31 - 132 49 132 129 138 3,030 1-Min Staffing 110044 435 Staffing - Minimum 27,521 22,120 37,117 50,837 24,720 33,187 48,930 26,319 33,566 36,192 10,864 12,395 363,768 Subtotal 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 110011 436 Training - 2,129 334 7,755 9,374 3,316 195 498 2,797 3,626 1,594 - 31,619 2-Training 110019 421 Instructor 4,426 - 1,896 - 2,271 5,389 975 1,408 529 - 497 17,392 2-Training 110049 437 Training Suppression OT - 997 - 529 140 498 - - - - - - 2,165 Subtotal 4,426 3,127 2,230 8,284 11,785 9,203 1,170 1,907 3,327 3,626 2,091 - 51,176 3.0-Other 110001 400 Aid Run - 217 257 218 280 - 173 - - - - - 1,146 3.0-Other 110006 402 Call Back 475 - - - - - 475 3.0-Other 051 Home Budget In -House Labor - 23,400 - - - 1,661 358 - - 812 - 2,972 29,203 3.0-Other 110042 430 Shift Extension (Report) 195 - 107 263 187 200 420 43 190 - 68 23 1,696 3.0-Other 110054 427 Public Safety Bond - 1,495 1,138 3,965 93 4,774 609 910 54 - 108 - 13,146 Subtotal 670 25,111 1,502 4,445 561 6,635 1,560 953 337 812 176 2,995 45,759 3.2-Equip Test/Maint 110021 425 Program/Equipment Support 54 569 1,062 54 - - - - 87 - 126 433 2,385 3.2-Equip Test/Maint 110030 401 AirpakMaintenance/SCBA 1,364 452 996 1,515 490 1,787 - 1,838 643 2,051 - 48 11,185 Subtotal 1,418 1,021 2,058 1,569 490 1,787 - 1,838 730 2,051 126 482 13,570 3.3-Meetings 110007 410 Department Meeting 1,110 1,337 246 646 634 425 317 563 - 422 1,051 1,327 8,079 3.3-Meetings 110008 DMO-Officer Meeting - 1,300 1,300 Subtotal 1,110 2,637 246 646 634 425 317 563 - 422 1,051 1,327 9,379 4-Prevention 110053 416 Fire Prevention OT - - 34 282 212 - - - - - - - 527 Subtotal - - 34 282 212 - - - - - - - 527 5-Emergency Response 110024 412 Explorers 156 - - 125 405 716 - - - 187 - 167 1,755 5-Emergency Response 110043 428 Rescue Team Meeting/ Drill 93 - - 280 993 - - 62 1,191 - 2,504 - 5,124 Subtotal 249 - - 405 1,397 716 - 62 1,191 187 2,504 167 6,879 6-Billable 110039 434 Starfire Events/Standby 851 881 2,633 332 195 939 - - - - - - 5,832 Subtotal 851 881 2,633 332 195 939 - - - - - - 5,832 47,764 66,909 40,308 52,923" "" 300 Prevention & Investigation As of December 31, 2019 January Fe September October November December YTD TOTAL 1-Min Staffing 110015 417 Fire Prevention Suppression OT 4,303 - 1,065 2,261 6,423 2,261 1,660 2,180 - 2,180 - - 22,333 1-Min Staffing 110041 429 Shift Extension (Call) - - - - - - - 162 - - - - 162 1-Min Staffing 110044 435 Staffing - Minimum 1,495 - 2,261 - - 4,085 2,078 3,876 3,896 2,167 - - 19,857 Subtotal 5,798 3,326 2,261 6,423 6,346 3,737 6,218 3,896 4,347 42,352 2-Training 110011 436 Training - - 1,702 589 723 - - - 646 579 - - 4,240 2-Training 110019 421 Instructor 1,036 - - - - 1,036 Subtotal - - 2,738 589 723 - - - 646 579 - - 5,276 3.0-Other 051 Home Budget In -House Labor 1,923 1,668 286 1,364 910 6,152 3.0-Other 110020 MISC-Other - 801 - 801 3.0-Other 110054 427 Public Safety Bond 565 1,159 - 94 - - - 1,818 Subtotal 565 1,960 1,923 1,762 286 1,364 910 - - - - - 8,771 3.3-Meetings 110007 410 Department Meeting - 170 - 344 - - - - - - - - 514 Subtotal - 170 - 344 - - - - - - - - 514 4-Prevention 110013 414 Fire Investigation 1,021 754 596 - - 170 792 162 485 1,191 574 436 6,180 4-Prevention 110053 416 Fire Prevention OT 3,095 4,231 2,201 3,559 2,835 1,601 4,547 3,361 6,004 4,278 4,485 5,495 45,692 Subtotal 4,117 4,984 2,796 3,559 2,835 1,771 5,339 3,523 6,489 5,469 5,059 5,930 51,872 6-Billable 110014 415 Contractor Billable OT 3,026 3,215 5,472 3,133 1,934 2,847 895 7,928 4,698 3,759 3,206 3,544 43,656 6-Billable 110039 434 Starfire Events/Standby - 851 681 - - - - - - - - - 1,532 Subtotal 3,026 4,066 6,153 3,133 1,934 2,847 895 7,928 4,698 3,759 3,206 3,544 45,188 Total 1'Mr-11,180 12,202 17,668 15,729 410 Training As of December 31, 2019 bruary March April May June July August September October November December YTDT_gM 1-Min Staffing 110015 417 Fire Prevention Suppression OT 2,078 - - - - - - - - - - - 2,078 1-Min Staffing 110044 435 Staffing - Minimum - - 1,911 - - 1,579 1,938 1,938 - - - - 7,366 Subtotal 2,078 - 1,911 - - 1,579 1,938 1,938 - - - - 2-Training 110011 436 Training - 947 775 1,981 904 86 - 1,454 323 4,569 - 789 11,829 2-Training 110049 437 Training Suppression OT 689 - - - - - - - - - - - 689 Subtotal 689 947 775 1,981 904 86 - 1,454 323 4,569 - 789 12,518 051 Home Budget In -House Labor - - - - - - - - - - - 3.0-Other 110054 427 Public Safety Bond - - 1,077 166 - 86 - - - - - - 1,329 Subtotal - - 1,077 166 - 86 - - - - - - 1,329 3.3-Meetings 110007 410 Department Meeting - 1,012 - - - - - - - - - - 1,012 Subtotal - 1,012 - - - - - - - - - - 1,012 4-Prevention 110013 414 Fire Investigation - - - - 166 42 623 - - - - - 831 4-Prevention 110053 416 Fire Prevention OT - - 83 83 166 499 42 565 - - - - 1,438 Subtotal - - 83 83 332 540 665 565 - - - - 2,269 6-Billable 110014 415 Contractor Billable OT 997 665 - 665 665 332 978 - - - - 332 4,635 Subtotal 997 665 - 665 665 332 978 - - - - 332 4,635 Total 3,764 2,624 3,846 2,89 1,122 31,206 N W N 600 Emergency Management As of December 31, 2019 Project#f 1-Min Staffing 110044 2-Training 110011 3.0-Other 3.0-Other 110054 3.3-Meetings 110007 March April May June July August September October November December YTD TOTAL 435 Staffing - Minimum 1,526 - - - - 4,571 2,180 - - 4,465 - 4,592 17,334 Subtotal 1,526 - - - - 4,571 2,180 - - 4,465 - 4,592 17,334 436 Training - 762 - - 500 - 1,262 Subtotal - - 762 - - - - - - Soo - - 1,262 051 Home Budget In -House Labor 6,913 - 3,166 571 10,651 427 Public Safety Bond - - 428 - - - - - - - - - 428 Subtotal 6,913 428 3,166 571 11,079 410 Department Meeting 592 - - - - - - - - - - - 592 Subtotal 592 - 592 4,965 April 2020 Active Firefighters by D. 19 18 17 16 15 14 ■■�■■-■■■mow ■� 13 12 11 ■■■■■■■■■■■■■■■■■■■■■■■■■■■■■ ■ ■ ■ ■ ■ ■ ■ ■ ■ ■ ■ ■ ■ ■ ■ ■ ■ ■ ■ ■ ■ ■ ■ ■ ■ ■ ■ ■ ■ ■ ■ ■ ■ ■ ■ ■ ■ ■ ■ ■ ■ ■ ■ ■ ■ ■ ■ ■ ■ ■ ■ ■ ■ ■ ■ ■ ■ ■ ■■■■■■■■■■■■■■■■■■■■■■■■■■■■■ ■ ■ ■ ■ ■ ■ ■ ■ ■ ■ ■ ■ ■ ■ ■ ■ ■ ■ ■ ■ ■ ■ ■ ■ ■ ■ ■ ■ ■ ■■■■■■■■■■■■■■■■■■■■■■■■■■■■■ ■■■■■■■■ ■■■■■■■■■■■■■■■■■■■■ ■■■■■■ ■■■■■■■■■■■■■ ,■■■■■■■■ .............................. .............................. N Cn N April 2020 Active Firefighters by Day Shift A 17 16 15 14 13 12 11 10 9 8 7 6 5 4 3 2 1 0 ,tiO ,yO ,tiO ,ti0 ,tiO ,tiO ,yO ,tiO ,tiO ,tiO ,tiO ,yO ,tiO ,ti0 ,tiO ,tiO ,yO ,yO ,tiO ,tiO ,tiO ,yO ,yO ,tiO ,tiO ,tiO ,yO ,yO ,tiO ,ti0 y\tip 'l\1� .5\�� b\,O 1\'ti 61, 1, �y\,"O 1\,`O 6\,tiO b\ b\ b\ b\ b\ b\ b\ b\ b\ b\�' b\'�' b\�' b\'1' b\�' b\�' b\'�' b\^• b\�' b\�' b\'1' b\'1' b\'l' b\'1' b\'1' b\'1' b\'1' ■ Regular Hours ■ Minimum Staffing OT April 2020 Active Firefighters by Day Shift B 17 16 15 14 13 12 11 10 0 ,tiO ,yO ,yO ,yO ,yO ,yO ,tiO ,tiO ,tiO ,tiO ,tiO ,tiO ,tiO ,tiO ,tiO ,tiO ,yO ,yO ,yO ,yO ,yO ,tiO ,tiO ,tiO ,tiO ,tiO ,tiO ,tiO ,tiO ,tiO y\�O � O b\�O y\,tiO to\,tiO ,tiO 0\,tiO al\,YO O\,LO y\,LO '1\,�O '6\,�O b\,�O y\,tiO ro\. ^\. (b\. of\. O\. y\. 'L\. 'S\. b\. y\. (o\. ^\. �\. �\. O\. \'1' ■ Regular Hours ■ Minimum Staffing OT M 4 April 2020 Active Firefighters by Day Shift C 19 18 17 16 15 14 13 12 11 10 9 8 — 7 6 5 4 3 2 1 0 ,tiO y\tip b\ ,yO ,tiO ,ti0 ,tiO ,tiO ,yO ,tiO ,tiO ,tiO ,tiO ,yO ,tiO ,ti0 ,tiO ,tiO ,yO ,yO ,tiO ,tiO ,tiO ,yO ,yO ,tiO ,tiO ,tiO ,yO ,yO ,tiO ,ti0 'l\1� .6\�� b\, c 1, 1, 1, �y\,"O 1\,`O 9\1O \I, b\ b\ b\ b\ b\ b\ b\ b\ b\�' b\'�' b\�' b\'1' b\�' b\�' b\'�' b\�' b\�' b\�' b\'1' b\'1' b\'l' b\'1' b\'1' b\'1' b\'1' b\'l' b\'1' b\'1' b\'� ■ Regular Hours ■ Minimum Staffing OT Fire Department Overtime (Salaries Only) January February March April YTD TOTAL % of Total Overtime % of Annual Budget Spent Annual Budget 1-Min Staffing Suppression - Shift A 9,953 3,053 3,411 - 16,417 16.4% Suppression - Shift B 2,245 5,821 6,256 276 14,598 14.6% Suppression - Shift C 3,722 7,565 7,884 141 19,313 19.3% Total 15,921 16,439 17,550 417 50,327 50.2% 2- Training Suppression - Shift A 885 261 - - 1,146 1.1% Suppression - Shift B 1,773 - - - 1,773 1.8% Suppression - Shift C 2,353 176 - - 2,529 2.5% Training - 890 2,537 2,055 5,482 5.5% Total 5,012 1,326 2,537 2,055 10,930 10.9% 3.0- Other Suppression - Shift A - 389 3,141 27 3,557 3.5% Suppression - Shift B 399 1,588 889 114 2,990 3.0% Suppression - Shift C - 622 1,812 61 2,495 2.5% Emergency Management - - 31407 - 3,407 3.4% Total 399 2,599 9,249 201 12,448 8.9% 3.2-Equip Test/Maint Suppression - Shift A 408 833 - - 1,242 1.2% Total 408 833 - - 1,242 1.2% 3.3-Meetings Suppression - Shift A 1,261 - 158 172 1,591 1.6% Suppression - Shift B 647 178 - 396 1,221 1.2% Suppression - Shift C 2,336 79 - - 2,416 2.4% Training 528 - - 528 0.5% Emergency Management 303 - - - 303 0.3% Total 5,075 258 158 568 6,059 6.0% 4-Prevention Prevention and Investigation 3,960 4,373 1,123 857 10,313 10.3% Total 3,960 4,373 1,123 857 10,313 10.3% 5-Emergency Response Suppression -Shift C 248 - - - 248 0.2% Total 248 - - - 248 0.2% 6-Billable Suppression - Shift B 299 - 230 - 528 0.5% Prevention and Investigation 2,024 1 1,557 3,504 - 1 7,085 7.1% Training 1,078 1 - - - 1,078 1.1% Total 3,401 1,557 3,734 - 8,692 8.7% Grand Total 34,426 27,386 34,349 4,098 100,259 100% 18.8% 534,184 N W O Fire Department Overtime Year -to -Date as of April 30, 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 30, 2020 Overtime Type Project # Project 1-Min Staffing 429 Shift Extension (Call) 1-Min Staffing 297 Staffing - Minimum Subtotal 2-Training [268.271,421,4491 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,S99 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 Annual Budget % 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) 200 - Suppression - SHIFT A Year -to -Date as of April 30, 2020 Overtime Type January February March 1-Min Staffing 429 Shift Extension (Call) 105 - - 105 1-Min Staffing 297 Staffing - Minimum 9,849 3,053 3,411 16,312 Subtotal 9,953 3,053 3,411 16,417 2-Training 436 Training 433 261 - 694 2-Training [268.271,421,4491 Instructor 452 - 452 Subtotal 885 261 1,146 3.0-Other 400 Aid Run - 272 272 3.0-Other 430 Shift Extension (Report) 117 - 27 143 3.0-Other 530 COVID-19 - 3,141 3,141 Subtotal - 389 3,141 27 3,557 3.2-Equip Test/Maint 401 Airpak Maintenance/SCBA 408 833 - 1,242 Subtotal 408 833 1,242 3.3-Meetings 410 Department Meeting 1,261 - - - 1,261 3.3-Meetings 441 Special Committee Meeting - 158 172 330 Subtotal 1,261 - 158 172 1,591 4,536 200 - Suppression - SHIFT B Year -to -Date as of April 30, 2020 Overtime Type January February March 1-Min Staffing 429 Shift Extension (Call) - 254 - 276 530 1-Min Staffing 298 Staffing - Minimum 2,245 5,567 6,256 - 14,068 Subtotal 2,245 5,821 6,256 276 14,598 2-Training 436 Training 396 - - - 396 2-Training [268.271,421,448,4491 Instructor 1,147 1,147 2-Training 422 JATC 230 230 Subtotal 1,773 - - 1,773 3.0-Other 430 Shift Extension (Report) - 36 - 79 116 3.0-Other 427 Public Safety Bond 399 1,552 889 34 2,874 Subtotal 399 1,588 889 114 2,990 3.3-Meetings 405 City Meeting 429 - - - 429 3.3-Meetings 410 Department Meeting 217 178 396 792 Subtotal 647 178 - 396 1,221 6-Billable 434 Starfire Events/Standby 299 - 230 - 528 Subtotal 299 230 - 528 786 21,110 W W N 200 - Suppression - SHIFT C Year -to -Date as of April 30, 2020 Overtime Type January February March April YTD TOTAL 1-Min Staffing 429 Shift Extension (Call) 256 41 139 57 494 1-Min Staffing 299 Staffing - Minimum 3,466 7,524 7,744 84 18,819 Subtotal 3,722 7,565 7,884 141 19,313 2-Training 436 Training 1,293 - - - 1,293 2-Training [268.271,421,4491 Instructor 1,061 176 1,236 Subtotal 2,353 176 - 2,529 3.0-Other 400 Aid Run - - 215 215 3.0-Other 430 Shift Extension (Report) 12 129 61 203 3.0-Other 427 Public Safety Bond 610 - 610 3.0-Other 530 COVID-19 - 1,467 1,467 Subtotal - 622 1,812 61 2,495 3.3-Meetings 405 City Meeting 515 79 - 595 3.3-Meetings 441 Special Committee Meeting 277 - 277 3.3-Meetings 410 Department Meeting 1,544 1,544 Subtotal 2,336 79 2,416 5-Emergency Response 412 Explorers 248 248 Subtotal 248 - 248 Total 696 203 27,000 Fire Department Overtime Detail by Division 300 -Prevention & Investigation Year -to -Date as of April 30, 2020 Project 4-Prevention 414 Fire Investigation 4-Prevention 416 Fire Prevention OT 6-Billable 6-Billable 410 -Training Year -to -Date as of April 30, 2020 2-Training 2-Training 3.3-Meetings 6-Billable W W 415 Contractor Billable OT 434 Starfire Events/Standby Project 266 Training 421 Instructor 410 Department Meeting 434 Starfire Events/Standby January February 352 1,629 3,608 2,744 Subtotal 3,960 4,373 2,024 1,557 Subtotal 2,024 1,557 Total 5,984 5,931 January February - 890 Subtotal - 890 528 - Subtotal 528 - 1,078 - Subtotal 1,078 - Total 1,607 890 March April YTD TOTAL 1,123 857 3,960 - - 6,352 1,123 857 10,313 3,063 - 6,645 440 - 440 3,504 - 7,085 4,626 857 17,398 March April YTD TOTAL 2,537 2,055 4,592 - - 890 2,537 2,055 5,482 - - 528 - - 528 - - 1,078 - - 1,078 2,537 2,055 7,089 600- Emergency Management Year -to -Date as of April 30, 2020 3.0-Other 530 3.3-Meetings 410 Project January February March April YTD TOTAL COVID-19 - - 3,407 - 3,407 Subtotal - - 3,407 - 3,407 Department Meeting 303 - - - 303 Subtotal 303 - - - 303 Total 303 - 3,407 ,710 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. 35 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. 36 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 37 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. MR 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 % 39 m City of Tukwila Allan Ekberg, Mayor INFORMATIONAL MEMORANDUM TO: Finance Committee FROM: Vicky Carlsen, Finance Director CC: Mayor Ekberg DATE: July 21, 2020 SUBJECT: 2021-2022 Budget Process Update ISSUE Review activities and calendar associated with the 2021-2022 budget process BACKGROUND & DISCUSSION Activities to Date The City Council kicked off its budget process with the Council Retreat on February 22, 2020, working with guest facilitator Mike Bailey to review municipal budgeting, the financial structure of the city, and a draft budget calendar for the remainder of the year. A follow up budget work session had been scheduled in April but was postponed as the severity of the pandemic emergency was realized and the Council transitioned to virtual meetings. At the same time, it was necessary to better understand the financial implications of the pandemic, specifically the loss of sales tax revenue and other revenue due to business closures. Staff work was redirected to addressing the financial impacts and the internal budget preparation process was delayed. The Finance Committee spent all its meetings in April and May working on mitigation of these financial impacts, leading to the passage of Resolutions 1987 and 1988. At this time, departments are currently in the process of working on their budget proposals. Departments are also working on implementing the next phase of priority -based budgeting, which includes identify performance measures that can be incorporated into the decision -making process. Existing fees and charges for services are currently under review and possible adjustments to certain existing revenue sources could be recommended at a later date. Work Session Outcomes The City Council convened the special Budget work session on June 29, 2020. The purpose of this meeting was to affirm a common understanding of the need to reduce the 2021-2022 budget, including city services, and for Councilmembers to give policy level input toward Administration's development of the 2021-2022 budget. All Councilmembers had the opportunity to weigh in with their concerns and ideas. While the ideas expressed were given by individuals, these common themes emerged: • Evaluate and provide options for affordable service levels • Consider restructuring of City organization if needed • Focus on the needs of the residential community 41 INFORMATIONAL MEMO Page 2 • Emphasize equity and social justice • Provide transparency and communication with Council and the community Public Outreach While the budget process was shortened due to COVID-19, the City Council and Administration both desire community engagement to the extent feasible. The City is also limited to online and mail -based outreach, with community members providing feedback via the web, social media, mail and phone. Staff is working on an outreach plan that includes an online survey and a City Council sponsored virtual Town Hall meeting later this summer. Staff will offer translated materials and engage with community -based organizations to maximize participation. Next Steps As described above, the delay in beginning the budget development process, coupled with Council committees and other meetings held remotely, necessitated an adjustment to the calendar previously shared with the City Council. With approval by the Finance Chair and Council President, full Council workshops will be conducted in lieu of Council committees reviewing budgets prior to review by the full Council. The attached budget calendar provides a proposed timeline for the budget process and includes placeholders for possible workshops in the latter part of September as well as the month of October. Workshops could be structured as follows: 1. Funds that do not rely on general fund support including: utility funds, drug seizure, lodging tax, firemen's pension 2. General fund including revenue 3. Capital project funds, debt service, 6-year financial plan 4. Follow up to any outstanding items not addressed in previous workshops All workshops and review of the complete budget must be completed in time for Council to adopt the budget in December. As a reminder, a previously planned budget software contract was deemed too expensive and not an ideal long-term solution, therefore staff must continue to use Excel to build the budget. This will result in a simplified budget process by removing non -essential information from the final document. The City, with Council support, is planning on a completely new financial accounting and reporting system update later this year that will include a complete budget software tool that will be available to help create the 2023-2024 budget. RECOMMENDATION Staff is seeking Committee discussion and feedback on the work session outcome themes, public outreach plan, and calendar for the remainder of the year. ATTACHMENTS Proposed Budget Calendar 42 Tentative Budget Timeline Dates are all Mondays and represent the week of... Holiday week, no Council Committee or Council meetings Programs for enterprise funds identified Budget prep files to departments Enterprise fund programs scored Council/Administration Workshop Review and update financial policies Finance communicates budget expectations to departments Existing programs reviewed, updated as needed Draft performance measures Preliminary budgets due to Finance Goals and objectives, accomplishments due to Finance Projected year-end estimates due to Finance Community outreach Council workshop: Utility funds, Firemen's Pension, Debt Service Council workshop: general fund Council workshop: capital projects funds, golf course Council workshop: final review of budget, if needed Draft budget presented to Council Property tax legislation Public hearing on budget and property tax legislation Budget Adopted by Council April May 6 13 20 27 14 11 18 25 11 2020 June July August 8 15 22 29 6 13 20 27 3 10 17 24 31 I I I I I I I I I I I I I I I X I I I I I I I I IFin I I ICpW I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I X I I I I x I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I 7 3eptembe 14 21 I I I I Reg I I I I I i r 28 October 5 12 19 26 2 I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I � I I I I November 9 16 23 X Fin, I I I I cow I I I I I I I Reg 30 December 7 14 21 28 X /�21/2020 1:00 PM m