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Home My WebLink About02-20-2024 Special AgendaSpecial City Council Meeting February 20, 2024 - 6:00 P M City Hall Council Chambers A GE NDA I .C AL L T O O RD E R I I .L AND AC K NO WL E D G E M E NT We would like to acknowledge the Federally Recognized Muckleshoot I ndian Tribe, the ancestral keepers of the land we are gathered on today. We thank them for their immense contributions to our state and local history, culture, economy, and identity as Washingtonians. I I I .P UB L I C PART I C IPAT IO N 1.Public Participation T he Auburn Special City Council Meeting scheduled for Tuesday F ebruary 20, 2024 at 6:00 p.m. will be held in person and virtually. Virtual P articipation L ink: To view or listen to the meeting virtually please click the below link, or call into the meeting at the phone number listed below. Telephone: 253 205 0468 Toll Free: 888 475 4499 Z oom: https://us06web.zoom.us/j/88071752192 A .P ledge of Allegiance I V.RO L L C AL L V.D IS C US S I O N IT E M S A .Department Overview - Human Resources (Martinson) (30 Minutes) B .Department Overview - I nnovation & Technology (Travis) (30 Minutes) V I .AD J O URNM E NT Agendas and minutes are available to the public at the City Clerk's Office, on the City website (http://www.auburnwa.gov), and via e-mail. Complete agenda packets are available for review at the City Clerk's Office. Page 1 of 60 AGENDA BILL APPROVAL FORM Agenda Subject: Department Overview - Human Resources (Martinson) (30 Minutes) Date: February 14, 2024 Department: Human Resources Attachments: HR Council Pres entation Budget Impact: Current Budget: $0 Proposed Revision: $0 Revised Budget: $0 Administrativ e Recommendation: For discussion only. Background for Motion: Background Summary: Rev iewed by Council Committees: Councilmember:Cheryl Rakes Staff:Candis Martinson Meeting Date:February 20, 2024 Item Number:DI.B Page 2 of 60 Page 3 of 60 170+ Job Titles 478 Full-time positions 34% Staff with 10+ years' service 8.67yrs Average FTE tenure Page 4 of 60 Candis Martinson, Director of HR & Risk Management Aaron Barber, Assistant Director of HR & Risk Management Terry Medoza, Civil Service Examiner/HR Analyst Michelle Buffington, HR Analyst Jo Willard, HR Analyst Melissa Medisch, HR Manager Chardae Gillespie, HR Coordinator Brianna Winters, HR Coordinator Haley Chuculate, HR Assistant Page 5 of 60 COMMUNICATION | CUSTOMER SERVICE | PROFESSIONALISM | RESPONSIBILITY Collective Bargaining Agreements •5 Collective Bargaining Agreements •4 in Police Department (3 –Interest Arbitration) •1 Maintenance Staff •Drafts, maintains, and interprets Collective Bargaining Agreements and Memorandums of Understanding •Resolves grievances, mediations, and arbitrations Page 6 of 60 Representative Groups Page 7 of 60 COMMUNICATION | CUSTOMER SERVICE | PROFESSIONALISM | RESPONSIBILITY Employee Relations •Create, update, and revise citywide policies and procedures (FMLA, Discrimination, Rules) •Maintains flex schedules and telework schedules •Conducts personnel investigations and assists in determining appropriate discipline •Provide coaching and training for management and staff Page 8 of 60 COMMUNICATION | CUSTOMER SERVICE | PROFESSIONALISM | RESPONSIBILITY Employee Relations Metrics •41 Investigations of complaints/personnel issues •89 analysis costing models, reclassifications, new positions •78 FMLA/PFML claims •28 Workers' Compensation claims Page 9 of 60 COMMUNICATION | CUSTOMER SERVICE | PROFESSIONALISM | RESPONSIBILITY Civil Service Hiring –TeamAPD.org •Currently have 8 openings for Officers •Overall process can take several months to complete: •Written test & physical test with Public Safety Testing (Entry Level) •Speed Round and Panel interview •Initial review of the Personal History Statement and other documents •Background Investigation •Polygraph and fingerprinting •Chief’s interview •Conditional offer, psychological exam and medical/drug screening •Diversity and Recruiting Program: •Recruiters at PST events & tests scheduled in Auburn •Reimburse PST testing fee for passing candidates •Virtual and in-person Hiring Seminar & interview questions in advance •Assign APD Mentor during hiring process •Promotional Exams Page 10 of 60 COMMUNICATION | CUSTOMER SERVICE | PROFESSIONALISM | RESPONSIBILITY 2023 Hiring Statistics •6,614 applications received •63 full time employees separated/retired •118 full time employees hired or promoted/reclassified •94 non-benefited employees hired (24 seasonal maintenance, 70 variable or limited hour) Page 11 of 60 0.00% 10.00% 20.00% 30.00% 40.00% 50.00% 60.00% 70.00% 80.00% Hispanic or Latino White Black or African American Asian Native Hawaiian or Other Pacific Islander American Indian or Alaskan Native Two or more Races New Hire FTE Comparisons 2019-2023 Data based on July –June (EEOC reporting year) 2019 2020 2021 2022 2023 CURRENT CENSUSPage 12 of 60 COMMUNICATION | CUSTOMER SERVICE | PROFESSIONALISM | RESPONSIBILITY Benefits Administration •Medical/Dental/Vision Plans •WA State Dept of Retirement Systems (DRS) •Deferred Compensation •VEBA •Flexible Spending •Employee Assistance Program (EAP) •Supplemental Insurance •Long Term Care Page 13 of 60 COMMUNICATION | CUSTOMER SERVICE | PROFESSIONALISM | RESPONSIBILITY Investing in our Employees... •Dedicated Wellness Committee with representatives from all departments •Events relating to physical, mental, and financial wellness •Membership at the Community & Events Center •Tuition Reimbursement Program •Commute Trip Reduction Program •Summer @ Work –Assistance with student loan management •Hybrid Telecommuting Program •Learning and Development Page 14 of 60 COMMUNICATION | CUSTOMER SERVICE | PROFESSIONALISM | RESPONSIBILITY 2023 Achievements Training Excellence •Completed 85 citywide WCIA trainings. CPR Partnership •Partnered with Best CPR USA for 13 first aid/CPR/AED courses. Driver Safety Initiative •Conducted defensive driving training for all CDL employees. Harassment Prevention •Delivered in-person harassment training for union employees, virtual training for office staff Leadership Development •Implemented a 48-hour leadership training for 100 people leaders. Page 15 of 60 COMMUNICATION | CUSTOMER SERVICE | PROFESSIONALISM | RESPONSIBILITY 2023 Achievements Efficient Hiring Process •Transferred police hiring process to NEOGOV for expedited offers. Early Risk Assessment •Introduced a suitability test for early risk assessment for police candidates. Recruitment Events •Participated in multiple in-person and virtual hiring events. Internship Success •Launched the Next Step Auburn Internship Program, resulting in 2 FTE hires. Police Force Growth •Recruited and promoted 22 police officers, 5 laterals hired. Page 16 of 60 COMMUNICATION | CUSTOMER SERVICE | PROFESSIONALISM | RESPONSIBILITY 2023 Achievements Wellness Recognition •Achieved the AWC Well City Award, which reduces Kaiser premiums by 2%. Collaborative Wellness Fair •Collaborated with Green River College/Auburn SD for a joint wellness fair. Health and Safety Focus •Implemented the Hearing Conservation Program for Police and conducted L&I consultations. Safety Committee Revitalization •Reenergized the safety committee and drafted an Accident Prevention Program. Safety App Implementation •Initiated the Rave Panic Button safety app process for staff safety. Pre-Employment Testing Healthcare Transition •Transitioned from MultiCare to Concentra for physicals/audiograms. Page 17 of 60 COMMUNICATION | CUSTOMER SERVICE | PROFESSIONALISM | RESPONSIBILITY 2023 Achievements Coalition Membership •Became a member of the REDI coalition. Streamlined Recruitment •Enhanced candidate sourcing and streamlined the background investigation process. Contract Reconciliation •Conducted ILA contract reconciliation with KCDC and a Municipal Court Study. Digitization Initiative •Completed the digitization of personnel files using Laserfiche. Strategic Outreach •Attracted candidates through NEOGOV and grew LinkedIn followers by 400. Recruitment Boost •Utilized Boostpoint for social media advertising and two-way texting. Page 18 of 60 Insurance & Claims Liability claims are considered “third-party claims for damages” meaning they are filed against the City and allege wrongdoing in some way by the City. 0 10 20 30 40 50 60 70 80 90 100 2014 2015 2016 2017 2018 2019 2020 2021 2022 2023 2024 YTD Property Claims Submitted Liability Claims Submitted Page 19 of 60 COMMUNICATION | CUSTOMER SERVICE | PROFESSIONALISM | RESPONSIBILITY Public Defender & Court Liaison •Negotiates the Public Defense, King County District Court, and Conflict Attorney Contracts •District Court Liaison with King County •Work Crew Administration •Municipal Court Study –Completed, next steps Page 20 of 60 COMMUNICATION | CUSTOMER SERVICE | PROFESSIONALISM | RESPONSIBILITY Auburn Case Filings TYPE 2023 Infraction –Traffic 1,447 Infraction –Non-Traffic 59 DUI 157 Criminal –Traffic 159 Criminal –Non-Traffic 1,985 Parking 15,065 Total 18,872 Page 21 of 60 COMMUNICATION | CUSTOMER SERVICE | PROFESSIONALISM | RESPONSIBILITY Community Court & Resource Center Page 22 of 60 COMMUNICATION | CUSTOMER SERVICE | PROFESSIONALISM | RESPONSIBILITY Court Metrics •764 public defense screenings •402.25 work crew service hours Page 23 of 60 Page 24 of 60 AGENDA BILL APPROVAL FORM Agenda Subject: Department Overview - Innovation & Technology (Travis) (30 Minutes) Date: February 14, 2024 Department: Information Services Attachments: Council Presentation - IT Budget Impact: Current Budget: $0 Proposed Revision: $0 Revised Budget: $0 Administrativ e Recommendation: For discussion only. Background for Motion: Background Summary: Rev iewed by Council Committees: Councilmember:Kate Baldwin Staff:David Travis Meeting Date:February 20, 2024 Item Number:DI.B Page 25 of 60 Innovation & Innovation & Innovation & Innovation & TechnologyTechnologyTechnologyTechnology“Behind the Scenes to Keep it Going”Council Update 2024Page 26 of 60 David TravisDavid TravisDavid TravisDavid Travis, Director of ITMasters Degree in Business Administration (MBA)Bachelors of Science in Computer Information SystemsAssociates of Arts and ScienceTechnical Background–Systems Engineering–Software EngineeringExperience: 27 YearsGovernment Experience: 25 YearsAuburn Experience: 5 YearsPage 27 of 60 Ashley RiggsAshley RiggsAshley RiggsAshley Riggs, Assistant Director of ITBachelor’s Degree in Engineering Technology, WWUTechnical Management Program, UCLAProfessional Certifications:–Project Management Professional (PMP), Agile Professional–Geographic Information System (GIS) Professional, UAV–ITIL and Six SigmaExperience: 21 YearsGovernment Experience: 21 YearsAuburn Experience: 18 YearsPage 28 of 60 Our Strategic Guiding Principle“We are a trusted teamof technologistsstriving to provide world-class customer service by being highly educated, experienced and passionate about technology and the people we serve.”Character | Wellness | Service | Economy | Celebration | Environment | SustainabilityPage 29 of 60 Trusted TeamFBI Fingerprinted with security background checkCriminal Justice Information Systems (CJIS) CertifiedSome of have undergone PolygraphsPage 30 of 60 Technology Professionals24x7x365 Support TeamSupport for over 600 employees, 200 software applications and 3,000 hardware devices.Provide IT services for Auburn, Algona and Pacific.Page 31 of 60 The Disciplines of an The Disciplines of an The Disciplines of an The Disciplines of an IT OrganizationIT OrganizationIT OrganizationIT OrganizationPage 32 of 60 Core StrategiesMobile FirstProductivitySecurityAlwaysPage 33 of 60 Our TeamPage 34 of 60 Divisions of ITCustomer SuccessProjectsInfrastructure & Cyber SecurityPage 35 of 60 Customer SuccessCustomer SuccessCustomer SuccessCustomer SuccessBusiness Systems AnalystsSupport SpecialistsPage 36 of 60 Business Systems Analyst (BSA)This group is responsible for:•Specific department(s)•The customer liaison to IT•Proactively solving problems before they exist•Process improvement•Small projects•Implementing new technology“Understand the people, process, and programs.”Page 37 of 60 BSA Assignments• Administration• Community Development• Councilmembers• Finance• Mayor’s Office• Parks, Arts & RecreationChrissy• DEI• Human Resources & Risk Management• Public WorksJonathan• Anti-Homelessness• Legal• PoliceNoahPage 38 of 60 The Disciplines of an The Disciplines of an The Disciplines of an The Disciplines of an IT OrganizationIT OrganizationIT OrganizationIT OrganizationPage 39 of 60 Support Specialist (SS)This group is responsible for:•Point of contact for the service desk•After hours support•Reactively problem solving (break-fix)•Replacement of customer-devices i.e., iPhone, Computer, etc.•End-user device replacements“Customer Services is our #1 priority; treat the customer as if you are that customer.”Page 40 of 60 SS Assignments• Administration• Community Development• Councilmembers• Finance• Mayor’s Office• Parks, Arts & RecreationMark & Chrissy• DEI• Human Resources & Risk Management• Public WorksKoby & Jonathan• Anti-Homelessness• Legal• PoliceNathan & Noah• Triage• Algona• PacificMatthew & TristenPage 41 of 60 The Disciplines of an The Disciplines of an The Disciplines of an The Disciplines of an IT OrganizationIT OrganizationIT OrganizationIT OrganizationPage 42 of 60 Service DeskWe pride ourselves in providing great customer service.Our customer service team use the service deskas a toolto support our customers.Page 43 of 60 Average Requests per year10,423Incident67%Service26%Information7%IncidentServiceInformationPage 44 of 60 Service Level Agreements (SLA)VIP or Department Priority (1 business day)Incident(3 business days)Information(3 business days)Service(14 business days)Rotation of SS On Call for After Hours SupportPage 45 of 60 Morning Standup: Walk the WallPage 46 of 60 Did we meet our SLAPage 47 of 60 Happy CustomersPage 48 of 60 Page 49 of 60 Divisions of ITCustomer SuccessProjectsInfrastructure & Cyber SecurityPage 50 of 60 The Disciplines of an The Disciplines of an The Disciplines of an The Disciplines of an IT OrganizationIT OrganizationIT OrganizationIT OrganizationPage 51 of 60 IT Project ManagementPage 52 of 60 Divisions of ITCustomer SuccessProjectsInfrastructure & Cyber SecurityPage 53 of 60 The Disciplines of an The Disciplines of an The Disciplines of an The Disciplines of an IT OrganizationIT OrganizationIT OrganizationIT OrganizationPage 54 of 60 Infrastructure at it’s CoreHow is everything connected?How is everything managed?How is everything trusted?How is data stored?How do we recover?Page 55 of 60 Auburn RecoveryWe back up all data in the data center 6 times a dayWe have 4 copies of that data in multiple facilitiesWe have a replica of the primary hardware running in a separate hardened facilityIF NEEDED, we can recover the entire data center in 30 minutes or lessPage 56 of 60 Cyber Security•Cyber security is a core focus in everything we do in IT.•Think of everything we have covered so far, and without security it would all be vulnerable.•The rise of Ransomware•The human factor•MGM, Caeser's Palace•Artificial IntelligencePage 57 of 60 Cyber SecurityPage 58 of 60 Artificial IntelligencePage 59 of 60 Thank YouPage 60 of 60