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HomeMy WebLinkAboutFS 2008-09-16 COMPLETE AGENDA PACKET ILA, w City of Tukwila Distribution: M. Miotke J. Duffle J. Morrow P. Linder G. Labanara ty Finance Safety Committee K. Ho ga dyn B. Noland O! N. Olivas :,Z Mayor Haggerton I Pace W` 7= Dennis Robertson, Chair R. Bey D. Speck C. O'Flaherty R. Still Pam Linder B. Fletcher D.Tomaso 1908 D. Haynes Judge Walden Kathy Hougardy M. Hart C. Parrish V. Jessop B. Arthur S. Kerslake K. Narog(cover) T. Kinlow S. Kirby (email) K. Matei S. Norris (email) AGENDA TUESDAY, SEPTEMBER 16, 2008, 5:00 PM CONFERENCE ROOM #3 Item Action to be Taken Page 1. PRESENTATIONS 2. BUSINESS AGENDA a. Eden Cashiering System Proposal; a. Forward to 9/22 C.O.W. Pg.1 Bob No /and, Interim Finance Director, and 10/6 Regular. b. Sales Tax Report; b. Information only. Pg.7 Bob No /and, Interim Finance Director. c. Discussion on animal control issues; c. Information only. Pg.15 Dennis Robertson, Committee Chair, d. 2008 Second Quarter Reports. d. Information only. Pg.17 3. ANNOUNCEMENTS 4. MISCELLANEOUS Next Scheduled Meeting: Tuesday, October 7, 2008 Future Aaenda Items: Council Goal #3; work together in cooperation with nearby cities to address common problems (safety) in the Highway 99 corridor and Military Road. Animal Control status monitoring. Safety in Overnight Lodging (on hold pending outcome of court case). Panhandle ordinance. The City of Tukwila strives to accommodate individuals with disabilities. Please contact the City Clerk's Office at 206 433 -1800 for assistance. BACKGROUND City of Tukwila 6200 Southcenter Boulevard a Tukwila, Washington 98188 MEMORANDUM To: Mayor Jim Haggerton From: Robert F. Noland, Interim Finance Directo Date: September 3, 2008 Subject: Eden Cashiering System ISSUE Proposal from Eden Systems for implementation of their cashiering module at the various pay stations throughout the City. The City has used the Eden financial software systems literally for decades. Therefore, I was very surprised to discover that we do not have an automated cash receipting process. There are many areas in which we can improve upon our use of technology, most of which can wait for the permanent Finance Director to act upon. However, I wanted to specifically bring this deficiency to your attention. Not only is it very archaic for a city our size to still be handling cash receipts by hand, but it is also potentially a serious internal control issue. In discussing the posting process with the Finance Staff, I was advised that we are a full month behind on daily posting of cash receipts. This is a daily routine that should be accomplished the very next day. In addition, because of a lack of a cash receipts module, we do not have an automatic posting of water and sewer payments to the general ledger. This results in a great deal of unnecessary hand accounting. Finally, we are also unable to provide our citizens with the ability to pay for services by credit card. We are very remiss in this area even the smallest of cities are making payment by credit card available to their customers. Eden Cashiering System Page 2 ACTION TAKEN Research was conducted to determine the number of pay stations throughout the City. They include: Finance and City Clerk; Community Development /Public Works; Municipal Court; Foster Golf Course; Community Center /Parks and Recreation, and the main Fire Station. A proposal was then obtained from Eden to provide the cashiering function at the various City pay locations. PROPOSAL SUMMARY The license fees are per station, meaning that the costs increase with the number of stations. The costs are as follows: 1 Station $12,000 2 Station $8,000 3' (or more) Station $6,000 /ea. In addition are costs for training and conversion, taxes, and hardware costs. Considering the enormity of providing for automated cashiering throughout the City operations, it was suggested that we start with three stations: Finance /City Clerk, DCD /Public Works, and the main Fire Station. RECOMMENDATION Council to accept proposal from Tyler Technologies (Eden Systems) to provide licenses, installation, and training for three cash receipting stations in City Hall. The total cost is $39,427.44. Funding can be provided from under expenditures in the Finance Department budget, and from partial assessment of the cost to the City enterprise operations Water, Sewer, and Surface Water Utilities). cc: Rhonda Berry, City Administrator Attachment: Proposal from Tyler Technologies Financial and Administrative Information Systems Proposal Prepared for City of Tukwila Linda Grage Fiscal Coordinator 6200 Southcenter Blvd. Tukwila, WA 98188 Phone: 206 4331836 FAX: 206 4331833 lgrage@ci.tukwila.wa.us Prepared By: Tyler Technologies I EDEN Division Carrie Hughes eden. sales @tylertech. com Phone: 800 328 -0310 June 15, 2007 tyler tyler Training and Conversion 5,000 Premier Project Management 0 Estimated Travel Expenses 150 Estimated Tax 2,772 For existing EDEN Clients, the fees are billed as follows: 100% of Application Software Licence Fees upon delivery of the software products 100 %of the Year 1 Application Software Maintenance Fees are billed upon Initiation (first day of training) 100% of the Third Party Product License Fees/Purchase Price upon delivery of the third party products... 100% of the Year 1 Third Party Product Maintenance Fees upon delivery of the third party products Services and associated expenses as provided/incurred. Payment is due within 30 days of invoice receipt. Quote is subject to existing Contract. 1100 Oakesdale Avenue SW Customer Name: City of Tukwila Renton, WA 98057 Contact: Linda Grego eden.sales @tylertech.com Date: June 15, 2007 800 -328 -0310 Salesperson: Carrie Hughes Summary Investment Summary Investment Annual Maintenance Fees License Fees 31,505 Software Maintenance 6,500 Total Purchase Price 39,427 Total Annual Fees 6,500 tyler Tyler Technologies; 1100 Oakesdale Ave SW; Renton, WA 98067; (800) 328-0310; eden.sales@tylertech.com ***Customer Price Quotation Standard Implementation "r* Customer Name: City of Tukwila Concurrent Users: 3 Date: June 15, 2007 'Service Charges License Fee r .grar 3t, Data Support Total Product Product Description I i',:-. Taxes Total Eden System, Database, OS Setup tyler 1.000.00 1,000.00 26.000.00 4,000.00 150.00 30,150.00 5,505.00 5,505.09 31.505.00 II 5.000.00 1 150.00 0 36,655.00 It; 31,505.00 0 5,000.00 2,922.44 Is 39,427.44 All prices except for those marked as 'Estimated' are good for 120 days from the above date. °Estimated' quotes are subject to immediate change without notice. Tyler offers software support on items under the 'Eden' categories. Software support begins upon onset of training of the software module. Support and maintenance on all other items is offered directly by the supplier or manufacturer. All client computers must meet the minimum client hardware and software requirements defined by Tyler. Sales taxes will be charged to Washington customers. Estimated costs of Travel and Expenses includes estimated charges for travel to and from the customer site. Tyler Technologies; 1100 Oakesdale Ave SW; Renton, WA 98067; (800) 328-0310; eden.salesQtylertech.com Estimated Training Install Conversion Days Customer Name: City of Tukwila Concurrent Users: 3 Date: June 15, 2007 Installation, i Other On Site Training, Off- Data Cony Consulting Total Services Product Description i Trips site prep days Days Days Days EI:lartlystams p$ i- r 1 T 7 Cashiering Setup including Verisign 1.0 1.0 Eden integrated Cashtering NO Imaging gt0)77:-;Ateljr*CY60-70#104#0011teill*:i-i:?!-;. fttekt0044-Mitgfif-0#6 0/111;r0tiiitfs4:t60:441 Othir'eDEN"Sdivitilt 3idRattliFrodtidtt Total I] 1.0 H 5.0 H I I 5.0 Although quotes for services are provided here as our best estimate of what it will take to property train your personnel in a 'train the trainee setting, such quotations are not a guarantee that quoted services will match the skill and requirements of your staff and that additional services might not be needed. For all services quoted here Tyler will deliver the number of days for the dollars quoted. All additional services beyond those shown in this quotation must first be authorized by the customer and will be provided by Eden Systems at its then going hourly rate. 4.0 City of Tukwila 6200 Southcenter Boulevard A Tukwila, Washington 98188 in 1,000's Sales Receipt 2007 2008 Month Month Actual Estimated Jan Mar 1,324 1,398 Feb Apr 1,350 1,350 Mar May 1,707 1,564 Apr June 1,482 1,472 May July 1,497 1,497 June Aug 1,768 1,657 July Sept 1,616 1,577 Aug Oct 1,607 1,546 Sept Nov 1,704 1,672 Oct Dec 1,597 1,552 Nov Jan09 1,652 1,596 Dec Feb09 2,112 2,164 MEMORANDUM To: Mayor Jim Haggerton From: Robert F. Noland, Interim Finance Director 1Z Date: September 11, 2008 Subject Sales Tax Revenue for 2008 Totals 19,416 19,045 8,951 Schedule I 2008 Increase /(Decrease) %Increase /(Decrease) Actual Month YTD Month YTD 1,347 (51) (51) -3.64% -3.64% 1,357 7 (44) 0.52% -1.60% 1,601 37 (7) 0.06% -1.00% 1,365 (107) (114) -7.27% -1.97% 1,635 138 24 9.22% 3.30% 1,646 (11) 13 -0.66% 0.00% 0 0 0 0.00% 0.00% 0 0 0 0.00% 0.00% 0 0 0 0.00% 0.00% 0 0 0 0.00% 0.00% 0 0 0 0.00% 0.00% 0 0 0 0.00% 0.00% After lagging behind budget projections in previous months, sales tax collections rebounded strongly in May, to a point where collections were 9.2% above budget for the month. However, collections dropped again in June and were 0.7% below budget for the month. On a year -to -date basis, actual sales tax revenue is now even with the budget, but 2% below collections at this time last year. Extrapolating this trend to the end of the year would result in actual sales tax revenue meeting the budget estimate of $19 million, but below the record collections in the previous year by $400,000. By comparison, actual year -to -date collections Sales Tax Revenue Page 2 for 2007, 2006, and 2005 were 7.3 7.8 and 7.3% respectively above estimated projections. The major unknown, of course, is the future impact of the Streamlined Sales Tax Initiative, which went into effect on July 1St of this year. Also to be determined is the positive impact that will result from the mall expansion which recently opened. Schedule II shows the year -to -date sales tax from the top 10 categories of retail establishments. As this schedule indicates, there is no clear pattern to explain the current trend. The variances are both up and down in these categories. Attached are three charts that provide a 12 -month rolling sales tax collection by month, a 4- year comparison, and sales tax by classification type. in 1,000`s Schedule ll YTD YTD Dollar Group Name Current Prior Diff. Diff. 452 General Merchandise Stores 1,025 1,135 (110) -9.7% 423 Wholesale Trade, Durable Goods 1,160 1,117 43 3.8% 448 Clothing Accessories 863 754 109 14.5% 443 Electronics Appliances 554 673 (119) -17.7% 236 Construction of Buildings 716 611 105 17.2% 722 Food Services, Drinking Places 626 542 84 15.5% 442 Furniture Home Furnishings 400 531 (131) -241% 441 Motor Vehicle Parts Dealer 487 490 (3) -0.6% 444 Building Material Garden 334 402 (68) -16.9% 453 Misc. Store Retailers 367 377 (10) -2.7% 0 c0 A l 0 0 0 CD 0 (NI CV' 14z `z lts 0 0 0 (NJ CO ft 9017 1.17E‘ 1,09' I'S nO '14 fri:N 179C OWL" zgeLveu OLL'E" 6 -4t ikire$ CD 0 0 o 0 CO v 603 o 0 0 0 0 tA- 0 1 0 cfp i 1 1 co 0 0 0 0 0 0 0 1 O O O O O %f1 0 O 0 0 1. 0 0 O O 0 co 1.0 0 0 O O 0 a t r- 443- oo Type 11 Amount 1 General Retail 723,931 44.0% 2 Auto 78,680 4.8% 3 Services 354,566 21.5% 4 Construction 281,791 17.1% 5 Manufacturing 17,947 1.1% 6 Transportation 3,791 0.2% 7 Wholesale 169,551 10.3% 8 Miscellaneous 15,966 1.0% Total 1,646,223 100 0% sportation =mss Wholesale =t- 10.3% June 2008 From: Dennis Robertson Subject: Animal Control in Tukwila Date: September 11, 2008 To: Finance and Safety Committee Discussion Goal To determine if there is a need for the City to take different action to provide animal control service to its citizens. There are three related issues. First, is it the City of Tukwila's public safety responsibility to ensure animal control is provided within its borders? Second, if it is a public safety responsibility of the City's or the City decides it is willing to take `some' responsibility, is what we are providing today sufficient? Third, if the City is not satisfied with what it is providing today in the way of `animal control' what should it do differently? Discussion First issue, the City Attorney stated that the City is not, according to Washington State Code, statutorily responsible for providing animal control services to its citizens. The City Council in the past was willing to make a policy decision that it would provide limited animal control evidenced by the interlocal agreements with King County. Second issue, is what we are providing our citizens today adequate? Does it meet our policy goals? Third issue, if we decide we need to do something differently, what are our options? 1. Continue trying to work/contract with King County 2. Partner with a neighboring city 3. Provide the services (street officer, licensing, shelter) ourselves Hire an officer and/or other staff Background The City has received its animal control services from King County with an Interlocal Agreement that dates back to at least 1993. King County agreed to "Perform consistent with available resources all services relating to licensing and enforcement of City ordinances pertaining to animal control as set forth in the City Ordinance 1453. Compensation for this service was to be all fines and fees collecte3d by the County pursuant to licensing of dogs, cats, kennels, pet shops, etc. In 2003 the Interlocal was amended because the City added some `accountability requirements and wished to supplement animal control services in the form of an additional 625 hours of animal control officer work per year for approximately $30./hour budgeted at approximately $30,000. per year. Since then there have been numerous City (Administration and Council) meetings with various County animal control officials and staff and various attempts to improve and refine County support. Issues of major concern were whether King County or City Animal Control ordinances would be applied by the animal control officers and the quantity and quality of the animal control services. Recently citizens have commented to the City that King County Animal Control is very `unresponsive' to their calls and attempts to receive service for vicious and problem dogs. In addition, citizens in other jurisdictions have been dissatisfied with King County animal control services as witnessed by newspaper articles. MAYOR'S OFFICE 2 QUARTER SIGNIFICANT ISSUES SECOND QUARTER REPORT TO COUNCIL April 1 June 30, 2008 Prepared for Finance Safety Committee Significant items for the Mayor's office in the 2" quarter included continued work on Tukwila Village and beginning the search process to fill the Finance Director position, along with preliminary work after the decision to move into our first biennial budget process. BUDGET PROGRAM GOALS 1. Continue Mayor's and Administration's participation in regional stewardship efforts in the Green /Duwamish watershed: Ongoing. 2. Continue Mayor's involvement in regional efforts including but not limited to, WRIA 9, Cascade Water Alliance, Valley Communications, King County Flood Control Zone District and Suburban Cities Association: Ongoing. Mayor is actively involved in each of these groups. 3. Continue "green city" initiatives: Ongoing. Funding is set aside to help. 4. Continue to oversee efforts to develop Tukwila Village: RFP issued during 2 quarter. 5. Continue efforts to improve existina housing stock: No specific activity during 2 quarter. 6. Continue efforts to secure Federal appropriations in support of key projects: Monitoring appropriation request submitted in 1 quarter. 7. Work with City Departments, business community, and residents to execute a successful Centennial campaign: Centennial events included the Walt Wagner concern and unearthing of the time capsule at City Hall. 8. Prepare draft Civil Service Desk Manual: No action in 2 quarter. Economic Development 1. Coordinate Tukwila Village development: Issued Request for Qualifications (RFQ) and Request for Proposals (RFP). 2. Actively support revitalization on Tukwila International Boulevard: Ongoing work with Highway 99 Action Committee. 3. Expand marketing efforts to attract business and development: Created new marketing materials for the Seattle Southside Forum. 4. Build relationships with businesses and property owners in the Tukwila Urban Center (TUC): Ongoing. 5. Support City departments in efforts impacting the business community such as updating the Sign Code and development of impact fees: Will support as needed. City Clerk 1. Succession planning: The former City Clerk retired April 1, 2008. A new Deputy City Clerk has been hired and will begin July 16, 2008. The part -time Word Processing Technician position in the Clerk's Office became full -time on May 1, 2008. New procedures and processes have been instituted regarding tracking /distribution of claims for damages /litigation, recorded documents, postal accounts, and affidavits of publication. The Public Records request process has been re- developed to include electronic distribution of the requests to staff, inclusion of a new budget account number strictly for transactions regarding public records requests, and streamlining of all invoices through the City Clerk's Office. 2. Continue FEMA sponsored National Incident Management System (NIMS) training for staff: Staffing shortages did not facilitate completion of the training this quarter. 3. Provide Access and Excel database training for all staff: Staffing shortages did not facilitate completion of the training this quarter. Multiple members of the Office had already completed training in these areas. 2008 Second Quarter Report to Council Prepared for Finance Safety Committee Page 2 Equity Diversity Commission 1. Support and implement the goals of the National League of Cities Inclusive Communities Platform: Ongoing. The Commission has placed a National League of Cities Inclusive Communities sign at the intersection of Southcenter Boulevard and 61 Avenue. 2. Assist residents to overcome language barriers by helping them gain access to information and resources in the community: Ongoing. The Commission has provided financial assistance to the Tukwila School District and Community Schools Collaboration for: culturally -based parent nights at the schools; Multicultural Action Committee's Leadership Camp, and Cultural World's Fair at Foster High School. 3. Link agencies and residents to interpreters and translators to assure our city is an inclusive community: Ongoing. 4. Work with school and community Groups to promote issues of equity and fairness and support cultural programs, education and training: The Commission has committed to promote and sponsor The Refugee Project: Walk in My Shoes. Hotel /Motel Tax 1. Work with City departments, business community, and residences to execute a successful Centennial campaign: Ongoing; positive spikes in media coverage continues as planned. 2. Continue efforts to market Seattle Southside as a premier travel destination: Ongoing, lodging tax revenues are up 3% YTD. 3. Support positive relationships between the travel and tourism industry, business community, and city government: Ongoing, Program Manager serves as President of Washington Association of Convention Visitor Bureaus for 2008. 4. Continue implementing program performance reporting based on guidelines provided by Destination Marketing Association International: Coordinate data collection with IT department complete, new procedures in place, tracking ongoing. Sister Cities Committee 1. Continue to raise funds for spring 2008 visit: Deferred to spring 2009. 2. Recruit student/adult delegation and plan spring 2008 visit: Ongoing (trip deferred to spring 2009). Human Services 1. Implement RFP Process for 2009/2010: 42 requests for funding received equaling $569,226. 2. Implement, manage, and monitor 2008 Minor Home Repair program. Administer program on behalf of Tukwila. SeaTac and Des Moines: 8 jobs completed $3675 spent in Tukwila. 3. Outreach to diverse Tukwila residents to identify needs and opportunities: Met with Somali Community Coalition Services, representative of Kenyan Women's association, YWCA staff focusing on youth of color. 4. Participate in development of the South King County Homeless Plan: Met with DCD staff to explain plan. 5. Coordinate services with Tukwila Community Schools of King County Collaboration: Participated in Executive Team meeting. Participated in International Night at Thorndyke. 6. Participate on Interiurisdictional Review Team: Reviewed sites of South King County capital application. 7. Support subregional efforts in community capacity building: Met with Capacity Project director to discuss subregional capacity needs. 8. Coordinate efforts with Economic Development, Code Enforcement, Parks and Recreation. Planning. Public Works. Police and Fire: Follow -up provided for residents referred by Police and Fire. Continue coordination with Code Enforcement. Assisted with Tukwila Village RFQ process. 9. Build increased communication /coordination with community organizations: Held provider meeting. Discussed coordination with King County Housing Authority Resident Services. 10. Provide same day information and referral response: 254 responses to call and walk in. 11. Fill vacant Advisory Board position: School District will appoint person in the fall. 12. Provide support for sub regional human services communication /planning: Continue to serve as representative on Interjurisdictional Review Committee for federal, county and state funds. 2008 Second Quarter Report to Council Prepared for Finance Safety Committee Page 3 CITY ATTORNEY 2nd QUARTER SIGNIFICANT ISSUES This quarter has seen the successful resolution of the Doak v. Tukwila matter which brings to a close over a year of litigation and negotiation. We are currently engaged in discovery related to the WD 125 lawsuit and hope to file dispositive motions soon. In addition to this litigation activity, our office continues to assist the City in many code enforcement matters as well as assist the City in negotiating various development agreements. BUDGET PROGRAM GOALS 1. Provide city -wide training in conjunction with Administrative Services related to personnel issues: Ongoing. 2. Work with City staff on Tukwila Village Proiect: Ongoing. 3. Continue to update and revise standardized contracts and other form documents: Ongoing. 4. Continue to work with City staff on regional issues and regional projects or proposals impacting the City: Ongoing. 5. Assist staff in developing an LID program: Ongoing. 6. Work with City staff on code enforcement issues and on strengthening provisions of the Tukwila Municipal Code to allow for more effective code enforcement: Ongoing. 7. Work with the Department of Community Development on Comprehensive Plan updates and shoreline management issues: Ongoing. 8. Work with City staff to develop streamlined procedures for administrative hearings and non -tort litigation: Ongoing. 9. Work with City staff to revise the City's sign code: Ongoing. 10. Develop operating procedures for litigation process: Ongoing. 11. Maintain efforts to keep prosecution costs down: Ongoing. MUNICIPAL COURT 2 QUARTER SIGNIFICANT ISSUES Improving the Jail Alternatives Program continues to be a primary focus. Our court management team and probation department meet weekly to discuss progress and plan for the future. Also, Trish Kinlow met on several occasions with local court officials and state agencies in her continuing effort to improve interpreter services. We are now up to full personnel strength so we anticipate a significant decrease in the need for overtime. BUDGET PROGRAM GOALS 1. Continue to retool and expand Jail Alternative Program: Ongoing. We've seen an increase in JAP participation as the lawyers are becoming more familiar with its benefits. We've noticed and are encouraged by the fact that the program has become a part of settlement negotiations. 2. Monitor case volume /workload in order to provide input in pending public defender contract negotiations: Ongoing. We recently added additional conflict public defenders as our need for a variety of lawyers has increased. Many defendants present conflicts with our primary defenders (usually because they are co- defendants) so conflict public defenders are necessary. The City Attorney's and City Clerk's offices have prepared contracts for these individuals. We are polling local courts to ensure our pay scale is industry standard. 3. Prepare for pending Union contract issues as they relate to court specific needs: Ongoing. Court has continued the process of researching participation in Union contract negotiations. It is our intent to work with the City's Human Resources Department to discuss specific areas of designation in order to bring us into compliance with GR -29. 2008 Second Quarter Report to Council Prepared for Finance Safety Committee Page 4 4. Increase use of on -line court resources to enhance court services and reduce printing costs: Ongoing. IT continues to work with the court in upgrading individual court computers, printers, and fax machines, and will continue joint efforts to add on -line attorney capabilities. 5. Expand participation in county -wide trial court coordination efforts: Ongoing. We are working with 12 other Courts in an effort to increase trial court coordination in the area of Interpreter Funding. The Board of Judicial Administration (BJA) has $75,000 available for funding coordination. Tukwila Municipal and Kent Municipal Court are taking the lead in completing the application on behalf of the 13 courts. As of July 1 the court is eligible to receive state funding to supplement interpreter expenses. FINANCE DEPARTMENT 2nd QUARTER SIGNIFICANT ISSUES: The most significant event of the quarter was the loss of our Finance Director, Kevin Fuhrer. Kevin left in May to accept a position with the Covington Water District. Filling in as Finance Director on an interim basis is Robert Noland. Bob retired from the City of Kennewick a few years ago after a 27 -year career there as the Support Services Director, and has subsequently assumed a number of interim assignments in various cities. Another major event was the decision to adopt the biennial budget process. The budget building cycle will start in July, with the added dimension of creating a two -year budget. The "streamlined sales tax" legislation that was passed last year goes into effect on July 1 This change in sales tax collection methods is expected to cause a loss in sales tax collections to Tukwila of $3 million per year. There is to be mitigation of this loss, but it will be on a diminishing scale based upon future growth of the City's sales tax base. There are many unknowns at this juncture, which will make forecasting of sales taxes for the next budget a difficult decision making process. BUDGET PROGRAM GOALS 1. Complete Comprehensive Annual Financial Report (CAFR) by May 31, 2008: CAFR to be completed by June 30`" 2. Continue Budget Manual development: No update to report. 3. Continue development of Risk Management policies and procedures: No update to report. FIRE DEPARTMENT 2nd QUARTER SIGNIFICANT ISSUES As of June 30 TFD has responded to 2475 incidents compared to 2184 during the same time frame last year. Our crews participated in Zone 3 drills that included self- rescue while in full bunker gear and self contained breathing apparatus, and locating and extricating downed firefighters. We participated in Zone 3 rescue team and haz -mat team drills. We also provided mutual aid assistance to SeaTac in the multiple alarm school fire and Burien in their recent multi -alarm apartment fire. Captain Sacha presented his Child Fatality and Serious Physical Abuse course to firefighters in Spokane, Everett and Burien this quarter. Fire prevention has been preoccupied with the mall expansion. In addition, they have completed plan review and inspections for several other large projects in the CBD as well as three Boeing projects. We have also experienced several arson fires; follow -up on these fires is delayed until completion of the mall project. Finally, we have worked with the consultants from ESCI to complete the fire master plan; we are close to the final document and await their recommendations for future "opportunities" with SeaTac Fire. 2008 Second Quarter Report to Council Prepared for Finance Safety Committee Page 5 BUDGET PROGRAM GOALS Administration 1. Conduct annual management training: Later in the year. 2. Review and update department policies and procedures as needed: 4 in draft revision, 11 revised and in effect, 2 in 30-day review process. 3. Coordinate National Incident Management System training for City personnel as needed: Ongoing. 4. Add. update or replace department computers as needed: Ongoing. 5. Apply for applicable grants: Ongoing. 6. Update six -year plan: Later in the year. 7. Coordinate development of specifications for replacement aid car: Later in the year. 8. Conduct a Regional Fire Authority study: In process. Suppression 1. Test all fire hoses, apparatus pumps and ladders to meet manufacturer's specifications: In process. 2. Complete all assigned company level inspections: Ongoing. 3. Participate in public relations and education events: CPRIFirst Aid course held 2 quarter. 4. Participate in scheduled training: department. zone. regional, national: Ongoing. 5. Continue development of small tool replacement schedule: As staff time permits. Fire Prevention Investigation 1. Continue to convert fire protection plans to compact disc storage media: Ongoing. 2. Have fire prevention officers attend police academy to obtain limited commissions for fire investigations: On hold until Westfield expansion is complete. 3. Add additional fire prevention officer for inspection load related to Westfield expansion: Hired temporary part time plan reviewer. 4. Continue to provide timely plan review and inspections for our customers given the increased plan review and inspection loads related to the Westfield expansion: Currently maintaining 7 -10 day review cycle. Second Quarter Yearly Totals *Plan Review Fees Collected: $39,889.00 55,973.00 *Special Permit Fees Collected: $24,400.00 43,100.00 *Re- inspection Fees Collected: 0.00 0.00 Second Quarter Yearly Totals *Initial Inspections: 275 657 *Reinspections: 213 485 *Night Life Safety Inspection: 34 63 Training 1. Incorporate a "Pre -Fire Tour" program in the department: Ongoing. 2. Incorporate regular visits to shift drills by a Training Division officer: Ongoing. 3. Actively participate in Zone 3 and King County Training Officer duties: Ongoing. 4. Develop a lona range plan to have 100% of our drivers attend the Advanced Pump Academy: Sent 6 so far this year. 5. Develop a lona range plan to have all our truck company officers and firefighters. assigned to the ladder truck, attend the Advanced Truck Academy: Sent 6 so far this year. 6. Submit a plan to Administration for regular attendance by our members to the National Fire Academy: Started with visit to the Academy. Facilities 1. Install automatic standby power at all stations: Dependent upon Public Works Department. 2. Paint interior of Station 52 and Station 53, and the interior and exterior of Station 51: Dependent upon 303 fund. 3. Remodel /Relocate kitchen at Station 51: Remodel complete. 2008 Second Quarter Report to Council Prepared for Finance Safety Committee Page 6 4. Paint Apparatus Bay at Station 54: Dependent upon 303 fund. 5. Research electronic air filtering for each station: Later in the year. 6. Replace curbing at Station 51: Dependent upon 303 funds. Hazardous Materials Team 1. Increase Team membership to have a minimum of four technicians on duty: Ongoing (long term goal). 2. Have all officers and acting officers "HazMat Incident Commander" certified: As needed and required. 3. Implement the new HazMat Technician Training Manual: Ongoing. 4. Review HazMat drill codes and revise to line up with current training processes. including the new Technician Training Manual: Ongoing. Rescue Team 1. Meet annual training requirements for technical rescue, per NFPA 1670 and NFPA 1006: Ongoing. 2. Provide swiftwater rescue technician training: 3 new technicians trained. 3. Pursue the placement and construction of at least one boat ramp into the Green River within the City of Tukwila: Substantial approval process (long term goal). 4. Host annual Zone 3 Trench Rescue Technician Training: 3` quarter. 5. Participate in all Zone 3 Rescue Technician Training: Ongoing. Ambulance, Rescue Emergency Medical Aid 1. Complete all 2008 competency -based training obiectives: Ongoing. 2. Provide 2008 competency -based instructor training for Department instructors: Ongoing. 3. Provide first aid, CPR and public access defibrillation training to the public and City employees: 2nd quarter complete. 4. Provide onaoina advanced auto and commercial vehicle extrication training: Extrication academies in 2 and 3 quarters. 5. Provide ongoing mass casualty training for Department personnel: Ongoing. 6. Provide first aid /CPR instructor training for Department instructors: Ongoing. 7. Provide logistic support and ongoing training to enable the department to participate in the Rescue Outcomes Consortium (ROC) study: In progress. 8. Sponsor Department Explorers to a Kina County EMT course: As requested. 9. Repair, clean, inspect, test and calibrate specific aid equipment: Ongoing. 10. Participate in new technology evaluations offered by the King County Medical Program Director: As requested. 11. Outfit two new Mass Casualty Incident trailers: Ongoing. 12. Participate in Zone 3 EMS Officers Program: Participating on committee. FIRE DEPARTMENT INCIDENT RESPONSE EMERGENCY RESPONSE STATISTICS 2007 2008 Increase /Decrease 2nd Qtr FIRE 357 I 354 I -0.8% 1 2 Qtr AID I 773 I 812 I +5% I Year to Date FIRE I 665 706 I +6% I Year to Date AID I 1455 I 1703 I +17% DEPARTMENT OF INFORMATION TECHNOLOGY 2nd QUARTER SIGNIFICANT ISSUES TukNet redesign was completed in time to launch in June. We took the opportunity to celebrate the launch by recognizing the 8 year of TukNet providing useful information to our employees. Coordinating with the City's Centennial celebration and other significant City activities, both the Website and TukNet 2008 Second Quarter Report to Council Prepared for Finance Safety Committee Page 7 have been updated as required in an effort to keep the information current. New features include mailing list software, bulletin board feature to replace e- bulletin, form mail scripting to implement a suggestion box with both named and anonymous senders, and creation of an RSS news feed for the website. TV21 has been updated throughout the quarter with similar information. We have been learning new techniques for displaying information and will be working to provide sound and background music for more than just the public service announcements. The Hazelnut is being prepped for mailing by mid -July. We have completed an upgrade for the ABRA program (Personnel) and the Justice program (PD), and have worked with the court to establish a Jail Alternatives tracking database. The PD training room technology is now in place as well as the network connectivity in the new PD offices, suite 211. All in -car video camera equipment for the patrol cars has been installed; however, it will not be activated until the PD has policy in place for usage and retention. New PC's have been received and will be configured and distributed for City -wide use in Q3. BUDGET PROGRAM GOALS 1. Research and plan for SQL Server consolidation; review collection of data across departments and implement methods to reduce redundancy and duplication of effort to more effectively use City resources: Ongoing (Continued documentation of databases for consolidation planning). 2. Review Payment Card Industry (PCI) data security standards for application to City's data stores: Ongoing (Attended PCI Compliance class at conference, compile best practice policies from vendors). 3. City web site and Intranet re- design and roll -out for Centennial celebration and activities, maintained as needed to keep current; standardize all existing sub- Intranets and add additional departments as requested: Completed Website and TukNet re- design Q2. 4. Prepare Service Level Agreements (SLA) for IT support using industry standards; customized as reauired for all City departments: Scheduled for Q3. 5. Prepare Vista OS test lab to allow testing of all City programs and processes: Vista equipment ordered and on -site. Familiarization, configuration, integration and testing of software to begin Q3. 6. Provide industry standards training opportunities for IT staff, to include Vista OS: Scheduled for Q3, Q4. 7. Prepare and document IT emergency operations plan for system continuity and restoration: Scheduled for Q3, reviewed examples and began planning overall look and format. 8. Implement and optimize an electronic e -mail archival system for regulatory compliance: Completed Q1 9. Research and plan for consolidation of Active Directory domains into a single city -wide domain: In progress, City -wide active directory and test group in place, adding remaining users Q3. 10. Implement CISCO -based features on network equipment to enhance network efficiency: Created VLANs on cisco switches, first implementation Q3. PERSONNEL DEPARTMENT 2nd QUARTER SIGNIFICANT ISSUES Police Guild Mediation Mediation on labor agreement between the City and Police Guild has been taking place over the past three months. Labor Matters Various investigations, disciplinary matters, coaching and consulting to departments on employee issues, began preparation for negotiations with five other bargaining units. Recruitment and Retention Continuing high volume of recruitments this year. Employee retirements, separations, and other factors have lead to ongoing activity. Police recruitment and retention has not changed significantly. One officer went to another city. Watching budget cuts and layoffs in other jurisdictions that may provide additional applicants for Tukwila. Challenges with illnesses /injuries, military duty, and promotional changes, have created some need to be creative in staffing. Did well filling engineering positions after a slow start in early 2008. DCD staffing is 2008 Second Quarter Report to Council Prepared for Finance Safety Committee Page 8 stabilizing somewhat after a number of changes the end of 2007. Deputy City Clerk position filled, bringing the staffing up to 2007 levels. High volume of temporary hires processed for Spring Break and summer. Classification Reviews Two conducted. One report being finalized. Second report pending. LEOFF-I Long Term Care (LTC) Completed application process for active and retired LEOFF -I employees to assist in reducing City's potential medical costs for LTC. Provided information to Finance to assist them in completing the City's mandatory GASB reporting. Healthcare and VEBA Ongoing program oversight. Coordination of healthcare benefits, assistance to employees and supervisors, workers' compensation oversight, and overlap of the various family leave laws as they relate to the various health related matters. Long -term care information sessions held for regular employees on self -pay basis 50 employees attended. Wellness Potluck, lunch learn on personal energy, applied and won (5 year in a row) the AWC Well City Award! Safety Commercial Drivers' Licenses (CDL) drug and alcohol testing. Ongoing review of Tukwila safety programs and policies, and revising as needed. Completed /updated draft of Confined Space Entry Program. Regular Employee Applications Processed 11 for 1 job 45 for 5 jobs Pending for 3 jobs Regular Employee Applicants Interviewed 6 for 1 job 18 for 5 jobs Pending for 3 jobs Extra Labor New Hires 24 5 15 Extra Labor Rehires 13 6 7 CDL Random Drug and Alcohol Tests Administered 1 5 2 Workers' Compensation Injury Reports 2 4 3 FMLA Leave 4 2 3 King County Disability Board (LEOFF I) Claims Filed 0 1 1 BUDGET PROGRAM GOALS 1. Negotiate and settle Police Commissioned (Guild), Fire (International Association of Fire Fighters. Police Non Commissioned (United Steelworkers). Administrative/Technical (Teamsters). Professional /Supervisory (Teamsters), and Maintenance/Trades (Teamsters) labor agreement: Ongoing. Police Guild in mediation. Other bargaining units begin negotiations later in the year. 2. Distribute Health Insurance Portability and Accountability Act (HIPAA) policies and procedures. establish committee. and conduct training: Some aspects pending. Policies and procedures are completed; committee and training pending. 3. Update Personnel Policies and Procedures: Ongoing. New draft policies and procedures have been prepared to address current legislative activity and reviewing the most important policies that require changes and updates. 4. Complete basic National Incident Management System training and mission critical department functions for all Administrative Services Department divisions: Deferred. No longer the Administrative Services Department due to restructuring. The Personnel Department has contacted Emergency Services staff and waiting for a determination on scheduling training. Mission critical functions for the Personnel Department functions are pending notification and coordination with Emergency Services. POLICE DEPARTMENT 2 QUARTER SIGNIFICANT ISSUES APR MAY JUNE During the second quarter the Police Department investigated two additional homicide cases, bring the total for the year to four. The homicide cases, normal case loads, and background investigations created an extremely heavy workload. During this time we were able to bring our new Community Policing Coordinator on board and obtained new work space for our Crime Prevention Team. We are very appreciative of our new work area. In addition we sponsored a Sergeants Academy class along with the 2008 Second Quarter Report to Council Prepared for Finance Safety Committee Page 9 King County Sheriffs Department and were able to have two officers attend that five -day training. In short, our people worked tirelessly in order to accomplish our mission. BUDGET PROGRAM GOALS Administration 1. Recognize excellent performance: Ongoing. 2. Resolve community problems throuah partnerships and problem solving: Ongoing. 3. Work with and strengthen regional partnerships: Ongoing. Patrol 1. Advance officer safety through upgrades in equipment and training Ongoing. 2. Enhance response capabilities to incidents of terrorism and weapons of mass destruction: Ongoing, several department members completed ICS300 training. 3. Focus patrol resources to improve safety in public spaces: Ongoing. Records /Evidence 1. Prepare division training manuals: Ongoing. 2. Destroy all records maintained by the Records Division that exceed or meet minimum general retention schedule requirements: Completed 3/28/08. 3. Prepare firearms and narcotics held in evidence for destruction: Ongoing; Narcotics Destruction tentatively scheduled for 9/17/08. 4. Prepare and submit items of evidence for auction, as appropriate: Completed 6/5/08. Investigations (Major Crimes) 1 Assess detective assignments and make necessary adiustments in order to increase efficiency: Ongoing. 2. Evaluate and adiust investigative priorities: Ongoing. 3. Conduct quarterly reviews in order to assess effectiveness and direction of the Unit: Ongoing. Special Operations /Crime Prevention/Training /Traffic 1. Conduct quarterly reviews in order to assess effectiveness and direction of the Unit: Ongoing. 2. Maintain crime prevention programs that facilitate our partnerships with the community: Ongoing. 3. Reduce the impact of crimes related to drugs, vice and gangs through proactive enforcement: Ongoing. 4. Reduce speeding through increased visibility and traffic enforcement: Ongoing. 5. Reduce traffic collisions in targeted areas of the City: Ongoing.