HomeMy WebLinkAboutCSS 2020-09-14 Item 1B - Report - 2020 2nd Quarter Fire DepartmentPage 1 of 2
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, David Cline, City Administrator
DATE: 08/17/2020 & 09/14/20
SUBJECT: 2020 Fire Department 2nd Qrt Report / Follow up
CURRENT STATUS
The Fire Department is reporting on the performance of the 2nd Quarter of 2020. We are providing the
status report for incidents and activities during the 1st and 2nd Quarter of 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. July is not
part of the 2nd quarter we did realize a higher use of overtime, that will be discussed. The focus of this
report is based on performance of service to the community and not as much on budget. The 6 month
review provided by the Mayor, City Administrator and Fire Chief on July 24, 2020 addressed budget in
depth.
BACKGROUND
This is a standard 2nd Qrt Fire Department report.
DISCUSSION
2nd Quarter covers the period through June 2020
As the attached report shows, the Fire Department is providing service to the community as predicted
and within the standards that were adopted by city council in 2019. The Fire Call Trend report, that is
attached, also shows that overall calls are down 19%, which is the affects that Covid-19 has had on the
need for service to our community.
Overtime Usage
One of the key changes in the Fire Department is the reduction in overtime usage from January to
June 2020 as compared to 2019. As the charts show in the attached Power Point, 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 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.
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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-June had decreased to
$22,764, of which $9,887 was for minimum staffing. July 2020 did realize a total
of $40,344 for all overtime, with $31,346 for minimum staffing. Total overtime
year-to-date is $165,645 (31.0% of the
annual budget and $145.9K under the budget allocated through July). The
Department and City Administration team will make adjustments during the 3rd and
4th quarter, if needed to remain within budget for 2020.
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 unscheduled overtime. The Fire Department Management Team is committed to
monitoring the occurrences of overtime. Adjustments may be needed to remain within the adopted 2020
Fire Department budget.
9/14/20 addition; Page 5, 6 & 13 were adjusted or added to the Power Point to include Dollar
amounts and 90% Percentile reports. As requested by CSS Committee.
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, forward to the COW if CSS determines this is necessary.
ATTACHMENTS
FD 2020 2nd Quarter Power Point Report w/charts
Fire Call Trend July 2020 (updated Aug 4, 2020)
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Tukwila Fire Department2nd Quarter Report202045
Contents•Call Volume & Average Response Times•Response Type•Apparatus’ Call Volume•Response Times by Station for EMS and Fire•Response 90% Percental•COVID19 Highlights•Administration•Fire Marshal’s Office•Operations•Overtime Usage – Minimum Staffing, FMO, Meetings, Trainings •Goals for the year•Adjusted COVID Goals•Emergency Management46
1st& 2ndQuarter 2020: Call Volume & Average Response Times 050100150200250300350400450Fire Station 51 52 53 542020 2nd Q IncidentsEMSOther0100200300400500600Fire Station 51 52 53 542020 1st Q IncidentsEMSOther2020 1st Q EMS Other Total ResponseTimeFire Station51 261 140 401 7:1252 190 54 244 6:4453 150 82 232 6:5154 394 120 514 5:14Totals 995 396 1391 6:302020 2nd Q EMS Other Total ResponseTimeFire Station51 126 126 199 5:2052 132 60 192 5:4653 111 44 155 6:5854 348 74 422 6:11Totals 717 304 968 6:03
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1st&2nd2020 Quarter Response TypeCall Type Q 1st Q 2ndFALSE 163 117EMS 995 667Pub Asst 28 45HazMat 21 13Good Int 105 10Fire 67 51Other 12 65Total 1391 9681%12%71%2%1%8%5%7%12%69%5%1%1%5%1ST QRT INSIDE2ND QRT OUTSIDEOtherFALSEEMSPub AsstHazMatGood IntFire48
2020 1st&2ndQuarter 90% PercentileCall Type Q 1st Q 2ndFALSE 163 117EMS 995 667Pub Asst 28 45HazMat 21 13Good Int 105 10Fire 67 51Other 12 65Total 1391 9682019 90% Percentile provided for comparison 49
2020 1st&2ndQuarter 90% Percentile Page 2Call Type Q 1st Q 2ndFALSE 163117EMS 995 667Pub Asst 28 45HazMat 21 13Good Int 105 10Fire 67 51Other 12 65Total 1391 9682019 90% Percentile provided for comparison 50
1st& 2ndQtr2020: All Incidents by Fire Station2020 1st Q 2nd QFire Station51 401 19952244 19253232 15554514 4220100200300400500600Fire Station515253542020 1st & 2nd Q Totals2nd Q1st Q51
COVID19 Highlights1. Total TFD Case Volume in July represented a decrease of 20% compared to July 2019 (Jan, Feb, March, April, May, June averaged a 17% decrease). In other words, July had 5 fewer cases than June 2. EMS continued carrying the case volume metrics lower, with 83 fewer in July and July was 12 fewer Fire cases and 8 fewer Service calls over these same ranges. 3. Year to date through July 31st, total case volume for the Tukwila Fire Department has fallen 17% compared to the same time frame in 2019. This equates to 616 fewer cases. By: Jake Berry4. July 2020 did realize a total of $40,344.00 for all overtime, with $31,346.00 for minimum staffing. Total overtime year-to-date is $165,645 (31.0% of the annual budget and $145.9K underthe budget allocated through July). The Department and City Administration team will make adjustments during the 3rd and 4thquarter, if needed to remain in budget for 2020.Numbers By: Jeff Friend52
AdministrationPublic Safety Bond Update:Apparatus: ~ 1 Pickup Truck ordered(Battalion Chief)Stations: ~ Stn 51: Final Stages – opening End of Aug, 2020~ Stn 52: Behind City Hall, ¾ completed - opening 1st Qtr 2021~ Design Team: Captain Judkins, BC Konieczka, Rachel B., Fire ChiefPolicies: •Updating Fire Department Policies•Adjusted staffing model to address budget, 12 / 13 staffing each shift.Strategic Plan:•Updating 2014 Edition;process underway for2020-202553
AdministrationStaffing Software:•Continuing Telestaff Integration w/new PA codes•Preparing for Fire ESO IntegrationRegional Service:•Valley Comm Finance Committee•Training Consortium Governance Board Chair•King County Fire Chiefs’ Finance Oversight Committee•King County Fire Chiefs’ Education Committee•FDCARES/EMS work groups - on hold because of COVID-19Revenue Sources:•EFR HazMat & Vehicle Incident Responses•EMS Service Contracts - TriMed Ambulance•False Alarm Billing – addressing every shift54
Fire Marshal’s OfficeChief Ben Hayman taken action with many processes in the FMO:PROCESS 1stQrt 2ndQrtFire Plan Reviews 162 137Special Event Projects 6 0Addressing Projects 13 27Fire Investigator Projects 24 11Fire Code Enforcement Issues 16 51Public Record Requests 11 10 Revenues Received for FMO Services $71,253 $48,736 Operational Permits Inspections Conducted 0 0Life Safety Inspections Conducted 0 055
OperationsTrainings Attended: •Pump Academy•JATC•Driver TrainingNew Hires in Academy: •None for Sept 2020 AcademyMentorship ProgramStaffing AdjustmentsCovid-19 Response:PPETrainingIsolation x 2Quarantine x 10
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Overtime Usage & Minimum StaffingChart created by:Jake BerryProjects listed by % Total57
AAdjusted Overtime Chart – explanationJake BerryI added two rows to the “2020 Overtime” sheet: Seasonality Adjusted Expected Value: this is the amount of overtime that the methodology described below produced. Difference: Seasonality Adjusted Expected Value less the actual value posted in Total Overtime. I found the Seasonality Adjusted Expected Value by taking an average of the percent of total overtime each month accounted for over the last four years. For example January has averaged 10% of each year’s total overtime over the past four years. To find January 2020 expected value, I multiplied 2020’s Adjusted Overtime budget by that 10% to get $39,717. April has accounted for an average of 12% of each year’s total overtime so April 2020’s expected value was $29,212. This method works best for systems that have clear seasonal trends. Our system does not, but it at least gives us an idea of how each month this year compares to the previous four years for that same month. Of course, an external factor such as C19 throws a wrench into nearly any forecasting model. But it still does a much better job than the dismal straight-line forecast. How well does this model work? Taking the standard deviation of each month’s last four years, the seasonality method works really well for some months (May, June, October, November, and December all have a standard deviation less than .03) and poorly for others (January, July, and September all have a standard deviation of at least .06). Based on this alone, we can expect this model to do a good job predicting values for the months with a low Std Dev than we’d expect for month’s with higher StdDevs. Again, external stimuli can still easily wreck this model. 58
Goals For The Year (provisos)1. 2019 Annual report - RCW 35A.92.030 / COMPLETED2. Quarterly reports / 1stand 2ndCompleted3. Mid-year report / COMPLETED4. Third-party consultant budget and management practices / In Process5. Additional revenues / In Process6. To remain within the 2020 adopted budget / In Process
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Adjusted COVID -19 Goals1. Health of our responders – PPE, education, safety2. Reduce training, except for mandatory or required3. Scrub Fire Budget - approximately $80,0004. Reduce Overtime5. 12 vs 13 Minimum staffing / Aid354 in service6. Hiring Freeze - 2 positions (Administration/Support)7. Working with Local IAFF Local #20888. No Travel
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Emergency Management / Support ServicesThe Future of Emergency Management: The first quarter of 2020 was supposed to be transition from the Fire Department to the Mayor's Office for emergency management. With the COVID-19 pandemic, everything was quickly re-prioritized, and the focus was instead shifted on safely dealing with the deadly virus instead of transitioning the office.COVID-19:With the sweeping changes across the entire City, it was clear that we would have to change the way we do business to make it through this pandemic. This meant allowing employees work from home if possible, with only essential employees reporting to work. Those that did report to work took their temperature upon arrival and used social distance practices.Social Media/PIO: Tukwila is one of 6 departments in Zone 3 (South King County) that is part of a PIO (Public Information Officer) response team. We are taking our turn on a 24-hour rotation to provide coverage for any large emergency when information is requested or needs to be shared with the public through social media or more traditional means.61
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Tukwila Fire Department Volume Study
July ’20 Edition
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Synopsis of Above Metrics
1. Total TFD Case Volume in July ‘20 represented a decrease of 20% compared to July ‘19 (Jan, Feb,
March, April, May, June averaged a 17% decrease). In other words, July ’20 had 105 fewer cases than
July ’19.
2. EMS continued carrying the case volume metrics lower, with 83 fewer in July ’20 than July ’19. There
were 12 fewer Fire cases and 8 fewer Service calls over these same ranges.
3. Year to date through July 31st, total case volume for the Tukwila Fire Department has fallen 17%
compared to the same time frame in 2019. This equates to 616 fewer cases.
4. Be cautious when comparing station-specific trends due to Stn 54’s Aid Car operating out of Stn 52
when staffing is low.
% Change '20 vs '19
Station January February March April May June July YTD Station January February March April May June July YTD
51 -12%11%-19%-47%-47%-23%-24%-23%51 -11%26%-12%-50%-49%-30%-27%-23%
52 5%-1%0%-35%-35%-35%-69%-25%52 3%12%-1%-35%-59%-41%-74%-30%
53 6%-23%-8%-32%-24%-46%-23%-22%53 -6%-7%9%-29%-31%-37%-24%-18%
54 -11%-14%-11%-27%-25%-14%-3%-15%54 -7%-12%-13%-31%-24%-8%-7%-15%
All TFD -7%-6%-10%-27%-26%-26%-20%-17%All TFD -7%4%-6%-28%-32%-24%-22%-17%
Station January February March April May June July YTD Station January February March April May June July YTD
51 -5%-4%-42%-20%-52%0%-18%-21%51 -50%-42%100%-73%17%-31%-14%-32%
52 -7%-22%0%-11%19%-25%-47%-14%52 100%-50%50%-80%700%50%-67%4%
53 83%-9%-44%-10%-24%-57%-14%-17%53 -38%-87%-57%-86%N/A -80%-67%-60%
54 -35%11%63%7%-41%-47%-13%-20%54 -29%-78%-80%-14%33%400%700%-6%
All TFD 3%-8%-22%-9%-21%-31%-10%-15%All TFD -32%-69%-35%-61%100%-13%-31%-34%
Station January February March April May June July YTD Station January February March April May June July YTD
51 -15 12 -22 -50 -59 -27 -32 -193 51 -10 19 -10 -38 -45 -23 -24 -131
52 4 -1 0 -28 -28 -33 -61 -147 52 2 6 -1 -23 -38 -29 -50 -133
53 4 -18 -6 -24 -20 -37 -19 -120 53 -3 -4 5 -17 -21 -19 -13 -72
54 -18 -22 -17 -40 -38 -19 -4 -158 54 -9 -16 -18 -40 -32 -9 -8 -132
All TFD -35 -29 -51 -131 -135 -130 -105 -616 All TFD -28 14 -22 -105 -129 -85 -83 -438
Station January February March April May June July YTD Station January February March April May June July YTD
51 -1 -1 -14 -4 -14 0 -7 -41 51 -4 -5 2 -8 1 -4 -1 -19
52 -1 -4 0 -1 3 -5 -7 -15 52 3 -3 1 -4 7 1 -4 1
53 10 -1 -7 -1 -4 -13 -3 -19 53 -3 -13 -4 -6 5 -4 -4 -29
54 -7 1 5 1 -7 -14 -3 -24 54 -2 -7 -4 -1 1 4 7 -2
All TFD 3 -7 -22 -6 -22 -40 -12 -106 All TFD -10 -33 -7 -19 15 -3 -8 -65
# Change in Case Volume Metrics ('20 vs '19)
Change in Service Case Volume
# Change '20 vs '19
# Change '20 vs '19
Change in Fire Case Volume
Change in Total Case Volume
# Change '20 vs '19
# Change '20 vs '19
Change in EMS Case Volume
Change in Service Case Volume
Change in EMS Case Volume
% Change '20 vs '19% Change '20 vs '19
Change in Fire Case Volume
Change in Total Case Volume
% Change '20 vs '19
% Change in Case Volume Metrics ('20 vs '19)
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Additional notes:
1. Feb 2020 is a leap month with 3.57% more days than the previous three Febs.
2. Because of their infrequent occurrence, Fire and Service response calls are more subject to wilder “% Changes”
than EMS responses. YTD, we’ve averaged just a few of these types of calls (combined) each day. An increase or
decrease of just one of these types of calls per day would result in a change of about a third. This helps to
explain some of the volatility in the graphs and charts.
3. Station-related metrics are based on “Primary Station”: while more than one station may respond to a single
call, only the station deemed as primary by ValleyCom gets the credit. In some cases, an OSA (Outside
Agency/Mutual Aid) unit will be designated as primary on a call within Tukwila. Those calls are included within
“All TFD” metrics but not within individual Station metrics.
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Year Month Name # Cases Year Month Name # Cases Year Month Name # Cases Year Month Name # Cases
2016 January 482 2016 January 377 2016 January 84 2016 January 21
2016 February 456 2016 February 361 2016 February 65 2016 February 25
2016 March 519 2016 March 392 2016 March 93 2016 March 29
2016 April 464 2016 April 361 2016 April 86 2016 April 16
2016 May 489 2016 May 381 2016 May 85 2016 May 22
2016 June 489 2016 June 352 2016 June 111 2016 June 22
2016 July 535 2016 July 393 2016 July 110 2016 July 29
2016 August 532 2016 August 363 2016 August 140 2016 August 25
2016 September 429 2016 September 326 2016 September 79 2016 September 21
2016 October 483 2016 October 388 2016 October 70 2016 October 25
2016 November 433 2016 November 339 2016 November 73 2016 November 21
2016 December 440 2016 December 329 2016 December 82 2016 December 28
2017 January 448 2017 January 324 2017 January 89 2017 January 34
2017 February 475 2017 February 350 2017 February 66 2017 February 56
2017 March 522 2017 March 407 2017 March 92 2017 March 23
2017 April 459 2017 April 350 2017 April 72 2017 April 36
2017 May 474 2017 May 353 2017 May 100 2017 May 21
2017 June 508 2017 June 390 2017 June 87 2017 June 27
2017 July 526 2017 July 362 2017 July 143 2017 July 19
2017 August 531 2017 August 391 2017 August 111 2017 August 28
2017 September 456 2017 September 338 2017 September 98 2017 September 17
2017 October 477 2017 October 377 2017 October 77 2017 October 20
2017 November 526 2017 November 396 2017 November 95 2017 November 34
2017 December 469 2017 December 372 2017 December 73 2017 December 24
2018 January 475 2018 January 375 2018 January 77 2018 January 21
2018 February 433 2018 February 345 2018 February 56 2018 February 30
2018 March 448 2018 March 360 2018 March 61 2018 March 27
2018 April 447 2018 April 357 2018 April 75 2018 April 13
2018 May 485 2018 May 362 2018 May 101 2018 May 20
2018 June 527 2018 June 380 2018 June 112 2018 June 32
2018 July 489 2018 July 346 2018 July 116 2018 July 24
2018 August 532 2018 August 374 2018 August 142 2018 August 16
2018 September 499 2018 September 379 2018 September 91 2018 September 20
2018 October 487 2018 October 376 2018 October 88 2018 October 23
2018 November 465 2018 November 360 2018 November 73 2018 November 27
2018 December 430 2018 December 352 2018 December 44 2018 December 30
2019 January 504 2019 January 379 2019 January 93 2019 January 31
2019 February 488 2019 February 353 2019 February 83 2019 February 48
2019 March 508 2019 March 386 2019 March 101 2019 March 20
2019 April 477 2019 April 375 2019 April 70 2019 April 31
2019 May 520 2019 May 399 2019 May 104 2019 May 15
2019 June 507 2019 June 350 2019 June 131 2019 June 23
2019 July 533 2019 July 382 2019 July 121 2019 July 26
2019 August 501 2019 August 366 2019 August 102 2019 August 26
2019 September 478 2019 September 365 2019 September 93 2019 September 17
2019 October 453 2019 October 311 2019 October 110 2019 October 29
2019 November 475 2019 November 376 2019 November 69 2019 November 25
2019 December 535 2019 December 424 2019 December 82 2019 December 23
2020 January 469 2020 January 351 2020 January 96 2020 January 21
2020 February 459 2020 February 367 2020 February 76 2020 February 15
2020 March 457 2020 March 364 2020 March 79 2020 March 13
2020 April 346 2020 April 270 2020 April 64 2020 April 12
2020 May 385 2020 May 270 2020 May 82 2020 May 30
2020 June 377 2020 June 265 2020 June 91 2020 June 20
2020 July 428 2020 July 299 2020 July 109 2020 July 18
Total Cases EMS Cases Fire Cases Service Cases
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Call and Response Type Legend
Org. CALL TYPE Literal Call Type Response Type Org. CALL TYPE Literal Call Type Response Type
ACCINF Acc with Inj EMS MINFIR Minor Fir NoThrt Fire
ACCMDF ALS Inj Acc EMS MUTUAL Mutual Request N/A
ACCWAF VehAcc Inv Water EMS NGASIN NatGas Lk Inside Fire
AFA Fire Alarm Fire NGASXT NatGas Lk Outsid Fire
AID Aid EMS NONSTR NonThrt SmallFir Fire
AIDH Aid Call Hazard EMS OBV Obvious EMS
AIDMD Aid Medic EMS ODF Overdose EMS
AIDMDH Aid Medic EMS ODMDF Overdose Medic EMS
AIDSVC Aid Service EMS ODORIN Odor Invest Service
AIDUNK Unknown Aid Call EMS ODORXT Odor Invest Out Service
BARK Beauty Bark Fire Fire POOLF Drowning Medic EMS
BRSH BrushFire No Exp Fire RESCUE Rescue EMS
BRSHEX BrushFire Exp Fire RESFIR Residential Fire Fire
CHIMNE Chimney Fire Fire RIVER River Rescue EMS
CO CO Alarm EMS SERVIC Non Aid Service Service
COMFIR Commercial Fire Fire SHACK Shack Shed Fire Fire
CPR CPR in Progress EMS SHOTMF Shooting Medic EMS
CPRF CPR in Progress EMS SMOKXT Smoke Invest Out Fire
DERAIF Train Derailment EMS SPILL Flammable Liquid EMS
DROWNF Drowning EMS STABF Stabbing EMS
DUMP Dumpster No Exp Fire STABMF Stabbing Medic EMS
DUMPEX Dumpster Exp Fire STORM Storm Service
ELECTR Electrical Fire Fire SUSFIR Poss Arson Out Fire
EXPLOS Explosion No Fir Fire SWFA Swfa Service
HZINV Haz Mat Invest EMS UNKFIR Unk Type Fire Fire
HZLEAK Haz Mat Leak EMS VEHCOM Comm Veh Fire Fire
ILBURN Illegal Burn Fire VEHEX Veh Fire W/Expo Fire
INFOF Info - Non Disp N/A VEHPAS Pass Veh Fire Fire
MCI1F MCI EMS WASH Washdown Service
MEDIC MEDIC Mutual Aid EMS WIRES Power Lines Down Service
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