HomeMy WebLinkAboutCSS 2020-10-26 Item 1C - Report - 2020 3rd Quarter Fire Department ReportPage 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: 10/20/2020
SUBJECT: 2020 Fire Department 3rd Qrt Report
CURRENT STATUS
The Fire Department is reporting on the performance of the 3rd Quarter of 2020. We are providing the
status report for incidents and activities during the 1 st, 2nd and 3rd Quarters of the 2020 budget year. The
Fire Department has met the total adopted budget for Jan 1 to Sept 30, reflected at 75%. Overtime use
is tracking ($48,340) under projected budget as of Sept 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. The 6
month review provided by the Mayor, City Administrator and Fire Chief on July 24, 2020 addressed
budget in depth, including projects. This report supports that 6 month projection.
BACKGROUND
This is a standard 3rd Qtr Fire Department report.
DISCUSSION
3rd Quarter covers the period through September 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 14%, 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
Sept 2020 as compared to 2019. As the charts show in the attached 3rd Qrt Report, 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-Sept had decreased to
$32,167, of which $12,730 was for minimum staffing. Sept 2020 did realize a
total of $65,319 for all overtime, with $8,981 for minimum staffing. Total overtime
year-to-date is $289,504 (54.4% of the annual budget and $156,036 under the
budget allocated through Sept). The Department and City Administration team
will make adjustments during the 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 54,5% of its allocated budget for overtime. If this
rate is sustained, overtime usage for 2020 will be on or below budget. The month of Sept has sustained
an increase in total overtime, even with daily staffing levels that remain at 12 per shift. This is due to an
increase in reimbursed overtime, this is discussed in the 3 rd Qrt Report. 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.
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 3rd Quarter Report
Fire Call Trend Sept 2020 (update Oct 4, 2020)
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Tukwila Fire Department
3rd Quarter Report
2020
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Contents
•Call Volume & Average Response Times
•Response Type, Times & Call Volume
•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 Management
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1st, 2nd & 3rd Quarter 2020: Call Volume Report
Need Update
10/16/20
2020 Quarter
Report
EMS Other Total
2020 Quarter 1 995 396 1391
2020 Quarter 2 717 304 968
2020 Quarter 3 796 371 1167
Grand Totals 2508 1044 3526
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3rd Qrt 2020 Quarter Response Type & Times
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1st, 2nd & 3rd 2020 Quarter Response Type
Call Type Qrt 1 Qrt 2 Qrt 3
False 163 117 121
EMS 995 667 796
Pub Asst 28 45 51
HazMat 21 13 8
Good Int 105 10 1391
Fire 67 51 101
Other 12 65 63
Total 1391 968 1167
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2020 1st,2nd & 3rd Quarter 90% Percentile
2020 3rd Qtr. Fire Response Time Goal –Met %
2020 3 rd Qtr. Fire Turnout Time: Goal-Met %
Fire Turnout Time Goal-Met Under 3:01
Fire Response Time Goal – Under 7:59
EMS Turnout Time Goal – Under 2:38
EMS Response Time Goal – Under 7:52
2020 3rd Qtr. EMS Turnout Time: Goal-Met %2020 3 Qtr. EMS Response Time: Goal-Met %
88.12%
2019 2020 Q1 2020 Q2 2020 Q3
Fire Turnout 95.33% 90.91% 87.50% 96.04%
Fire
Response
80.84% 84.09% 83.33% 88.12%
EMS
Turnout
90.81% 89.82% 86.12% 90.75%
EMS
Response
86.34% 86.46% 84.48% 87.86%
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COVID19 Highlights
1. Total TFD Case Volume in Sept represented a decrease of
5% compared to Sept 2019. In other words, Sept 2020 had
26 fewer cases than Sept 2019
2. EMS continued carrying the case volume metrics lower, with 57
fewer in Sept, vs Sept 2019.
3. Year to date through Sept 30th, total case volume for the
Tukwila Fire Department has fallen 14% compared to the
same time frame in 2019. This equates to 651 fewer cases
total for the year to date vs 2019.
By: Jake Berry
4. Sept 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 under the budget
allocated through Sept). The Department and City
Administration team will make adjustments during
the 4th quarter, if needed to remain in budget for
2020.
Numbers By: Jeff Friend
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Administration
Public 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 Chief
Policies:
•Updating Fire Department Policies
•Adjusted staffing model to address budget, 12 / 13 staffing each shift.
Strategic Plan:
•Updating 2014 Edition; process underway for 2020-2025
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Administration
Staffing Software:
•Continuing Telestaff Integration w/new PA codes
•Preparing for Fire ESO Integration - take place in 4
th Quarter
Regional Service:
•Valley Comm Finance Committee
•Training Consortium Governance Board
•King County Fire Chiefs’ Finance Oversight Committee
•King County Fire Chiefs’ Education Committee
•FDCARES/EMS work groups - on hold because of COVID-19
Revenue Sources:
•EFR HazMat & Vehicle Incident Responses
•EMS Service Contracts - TriMed Ambulance, discussions during 4
th Quarter
•False Alarm Billing – addressing every shift
•Updating Fire Prevention and new construction permit fees and schedules
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Fire Marshal’s Office
Chief Ben Hayman taken action with many processes in the FMO:
PROCESS 1st Qrt 2
nd Qrt 3
rd Qrt
Fire Plan Reviews 162 137 133
Special Event Projects 6 0 2
Addressing Projects 13 27 2
Fire Investigator Projects 24 11 21
Fire Code Enforcement Issues 16 51 17
Public Record Requests 11 10 38
Revenues Received for FMO Services $71,253 $48,736 $65,942
Operational Permits Inspections Conducted 0 0 0
Life Safety Inspections Conducted 0 0 0
Noteworthy:
1. Completed buildout of FMO permitting processes in City’s new permitting software
2. 2020 Qrts 1, 2 & 3 permit fees = $175,082 vs total for 2019 $97,336
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Operations
Trainings Attended:
•Pump Academy
•Ropes Class
•JATC
•Driver Training
New Hire plan for Academy:
•2 or 3 for Feb 2021 Academy
Mentorship Program
Staffing Adjustments
Covid-19 Response:
PPE
Training
New Covid Testing Site in Tukwila
Managed by Tukwila Fire Fighter
Updates shared every day with
Elected Officials
Captain Promotional
Process – October 2020
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Overtime Usage & Minimum Staffing
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Overtime Usage & Minimum Staffing
Highlights:
Total Overtime in Dollars for Sept 2020: 65,319
Reimbursed Overtime:36,870 (contractor inspections, Mall Stand-by and Deployment)
Overtime minus reimbursed:28,449
Min Staffing Overtime:13,316
Other OT:15,133 (required training, PSP meetings, fire investigations)
Forecasted Expenditures, to the end of 2020
To be at or below budgeted amount of 2020 Adopted Fire Department Budget
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Goals For The Year (provisos)
1. 2019 Annual report - RCW 35A.92.030 / COMPLETED
2. Quarterly reports / 1
st , 2nd & 3rd Completed
3. Mid-year report / COMPLETED
4. Third-party consultant budget and management practices / In
Process
5. Additional revenues / In Process
6. To remain within the 2020 adopted budget / In Process
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Adjusted COVID -19 Goals
1. Health of our responders – PPE, education, safety
2. Reduce training, except for mandatory or required
3. Scrub Fire Budget - approximately $80,000
4. Reduce Overtime
5. 12 vs 13 Minimum staffing / Aid354 in service
6. Hiring Freeze - 2 positions (Administration/Support)
7. Working with Local IAFF Local #2088
8. No Travel
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Emergency Management / Support Services
The Future of Emergency Management: Most items have been transferred between
Fire and Police Departments regarding emergency management. Plans have been
updated before handing over information to Police. New job posting in process for the
new Emergency Manager.
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. The plan will stay in place for the rest of this year.
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.
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Tukwila Fire Department Call Volume Report
September ’20
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pg. 2
Synopsis of Above Metrics
1. Total TFD Call Volume in September ‘20 represented a decrease of 5% compared to September ‘19 (Jan
to August averaged a 15% decrease). In other words, September ’20 had 26 fewer calls than
September ’19.
2. EMS was the only response type that dropped in call numbers as September ’20 had 57 fewer calls
than September ’19. There were 26 more Fire calls and 7 more Service calls.
3. Year to date through September 30th, total call volume for the Tukwila Fire Department has fallen 14%
compared to the same time frame in 2019. This equates to 651 fewer calls, an average of 2.41 fewer
calls each day.
4. 2020 is averaging 14.31 calls per day while 2019 averaged 16.54 (YTD through September 30).
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.
Type Jan Feb Mar Apr May Jun Jul Aug Sep YTD
EMS -7%4%-6%-28%-32%-24%-22%-3%-16%-15%
Fire 3%-8%-22%-9%-21%-31%-10%9%28%-8%
Service -32%-69%-35%-61%100%-13%-31%0%41%-24%
All Calls -7%-6%-10%-27%-26%-26%-20%-2%-5%-14%
Type Jan Feb Mar Apr May Jun Jul Aug Sep YTD
EMS -28 14 -22 -105 -129 -85 -83 -12 -57 -507
Fire 3 -7 -22 -6 -22 -40 -12 9 26 -71
Service -10 -33 -7 -19 15 -3 -8 0 7 -58
All Calls -35 -29 -51 -131 -135 -130 -105 -9 -26 -651
% Change in Call Volume Metrics ('20 vs '19)
# Change in Call Volume Metrics ('20 vs '19)
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pg. 5
Year Month Total EMS Fire Service
2016 January 482 377 84 21
2016 February 456 361 65 25
2016 March 519 392 93 29
2016 April 464 361 86 16
2016 May 489 381 85 22
2016 June 489 352 111 22
2016 July 535 393 110 29
2016 August 532 363 140 25
2016 September 429 326 79 21
2016 October 483 388 70 25
2016 November 433 339 73 21
2016 December 440 329 82 28
2017 January 448 324 89 34
2017 February 475 350 66 56
2017 March 522 407 92 23
2017 April 459 350 72 36
2017 May 474 353 100 21
2017 June 508 390 87 27
2017 July 526 362 143 19
2017 August 531 391 111 28
2017 September 456 338 98 17
2017 October 477 377 77 20
2017 November 526 396 95 34
2017 December 469 372 73 24
2018 January 475 375 77 21
2018 February 433 345 56 30
2018 March 448 360 61 27
2018 April 447 357 75 13
2018 May 485 362 101 20
2018 June 527 380 112 32
2018 July 489 346 116 24
2018 August 532 374 142 16
2018 September 499 379 91 20
2018 October 487 376 88 23
2018 November 465 360 73 27
2018 December 430 352 44 30
2019 January 504 379 93 31
2019 February 488 353 83 48
2019 March 508 386 101 20
2019 April 477 375 70 31
2019 May 520 399 104 15
2019 June 507 350 131 23
2019 July 533 382 121 26
2019 August 501 366 102 26
2019 September 478 365 93 17
2019 October 453 311 110 29
2019 November 475 376 69 25
2019 December 535 424 82 23
2020 January 469 351 96 21
2020 February 459 367 76 15
2020 March 457 364 79 13
2020 April 346 270 64 12
2020 May 385 270 82 30
2020 June 377 265 91 20
2020 July 428 299 109 18
2020 August 492 354 111 26
2020 September 452 308 119 24
Calls by Year/Month
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pg. 6
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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