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BUSINESS OF THE CITY COUNCIL
YAKIMA, WASHINGTON
AGENDA STATEMENT
Item No. 3.A.
For Meeting of: May 5, 2020
ITEM TITLE: Coronavirus (COVI D-19) update
SUBMITTED BY: Alex Meyerhoff, Interim City Manager
SUMMARY EXPLANATION:
The attached memo summarizes the City of Yakima's response to the COVI D-19 emergency,
declared in Yakima on March 11 , 2020. The Interim City Manager read the City's COVI D
response document at the April 21 City Council meeting. Items that are different or have
changed since that document was read are noted in red font.
ITEM BUDGETED: NA
STRATEGIC PRIORITY:
APPROVED FOR SUBMITTAL BY THE CITY MANAGER
RECOMMENDATION:
ATTACHMENTS:
Description Upload Date Type
d VIA docur eat updated 5/1/ 20 r Me o
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TO: Honorable Mayor and members of the Yakima City Council
FROM: Alex Meyerhoff, Interim City Manager
DATE: May 1, 2020
RE: Update - COVID-19's Effect on City Services and Finances
While the COVID-19 emergency has and will continue to present many challenges, the City of
Yakima is committed to protecting the health and safety of its employees and customers, the
continuity of government services, and the responsible management of the City's finances.
The City's current financial situation is stable, meaning the City is able at this time to continue to
provide critical public services to the community. However, the City, along with local
governments throughout Washington State and across the country, is preparing for an expected
decrease in normal revenue streams, which will likely negatively affect the City's ability to
operate as it did before the COVI D-19 emergency.
The City's senior management team is working with the City Council to address the impact of
the COVID-19 emergency. Senior staff is conducting ongoing, comprehensive analysis to
determine the level and severity of the financial impacts resulting from the pandemic.
This is to provide an update to the City's COVID response that was reviewed at the April 21,
2020 City Council meeting.
Fiscal Issues: Staff is monitoring and managing five areas: Revenues, Operating Expenses,
Capital Expenditures, Treasury and Debt, and 2021 Budget Planning. The following
assessments are preliminary and we will update as new information becomes available.
Revenues: Looking at 2020 and beyond.
• Some cities are looking to the 2008 downturn for an example; Yakima's Sales Tax
dropped $1 million 2008 to 2009 and didn't recover until 2012. It's unclear, however,
whether the depth and length of the 2020 disaster is similar to that of 2008.
• Sales Tax data is presently available through February 2020. Staff is monitoring new
data and so far only national economic models have estimates. Dept. of Commerce
has reported a downturn of 8.7% nationally for March which suggests a $200,000
reduction for that month. ile the number of months that will be affected is still
unclear, national estimates suggest a downturn from $1 million to $6 million is
possible.
• Property taxes are not expected to decline.
• Utilities taxes and Franchise fees are being monitored similarly.
• Lodging Tax is expected to take a large reduction; hotel occupancy is hovering about
10%, which suggest a likely $ 00,000 to $1,000,000 revenue reduction. As Lodging
Tax, TPA and PFD revenues become known a revised 2020 plan will be
developed. Priorities for revenue are to pay Convention Center and Capitol Theatre
debt first, then operations second, then capital project funding.
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• All departments are engaging in Federal and State COVID-related programs as they
are made known. Transit, Airport, and Police have gained CARES Act approvals
and are working on clarifying requirements and restrictions. The City has received
COVID-19 Emergency Funding including $6.2 million in FTA funding and $1.2 million
in FAA funding through the CARES Act which will be allocated to transit and the
airport respectively. The Governor's office also announced a $2.8 million state grant
with yet-to-be disclosed requirements and restrictions.
Operating Expenses: Managing within 2020 Budget.
• All city departments are evaluating COVID requirements to deliver existing services.
In addition to new expenses like cleaning supplies, gloves and masks, social
distancing requires expanded vehicle use and office configurations.
• Maintaining staff safety and health has been within budget. Employee illness
requiring their quarantine may require additional overtime shifts to backfill for service
delivery. While public safety come immediately to mind, this could also affect staff
working in streets, transit, water treatment, refuse, wastewater treatment and
administrative functions like IT, payroll, and management across all departments.
Capital Expenditures: Long-term planning is in our current-year problem-solving.
• The vehicle fleet city-wide is aging. Further deferrals really aren't an option as the
City COVID course-corrects.
• Infrastructure operations and maintenance is a regular and recurring expense.
• Both of the above issues were discussed during the 2020 Budget process and
become increasingly a priority for the 2021 Budget.
Treasury and Debt:
• Evidenced by quarterly treasury reports, the City has excellent liquidity already in
place.
• In process of refinancing debt to lower rates and payments in conjunction with the
convention center expansion debt issue.
• Improved perpetual vehicle replacement planning and long-term capital planning is
still needed to improve prudent debt planning and is a high priority for 2021 Budget.
2021 Budget:
• Staff is aware that a decision-package methodology will be required to incorporate
comprehensive prioritizing. Reacting one problem at a time would result in priorities
being skipped.
• Reliable reporting of 2020 is key to 2021 Budget planning, and the operational
demands of the COVID crisis has now eclipsed routine financial management in all
departments. The City will adapt as information is learned about the depth and
length of this crisis.
Administration:
• Freezing all general government positions, excluding uniformed police officers,
correction officers, and firefighter positions. All staffing requests will be reviewed and
approved by the Interim City Manager before proceeding with any hiring process.
• Canceling all non-essential travel
• Canceling all non-essential training
• Deferring all non-essential purchases
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° Evaluating budgeted discretionary spending and opportunities to delay or cancel
purchases
° Discontinuing new subscriptions and memberships unless they are required to
maintain a license orcertification
° Evaluating existing contracts for cost and fee reductions
° Evaluating City services for overlap and redundancy
° Evaluating opportunities for consolidation and collaboration ofservices
° Reviewing current surplus property inventory forjoint development opportunities
° Maximizing administrative expenses nf all grant resources
° Pursuing grant opportunities consistent with existing programs
° Evaluating transit service for possible reductions inservice
° Evaluating recreation services and possible reduction inservices
° Meeting with labor unions tn discuss opportunities for cost savings
* Deferring fleet and equipment replacement
Police:
* YPD has witnessed a decrease in calls to911 (almost 35%). Theft and auto theft are
generally up, burglary is steady and both robbery and sex assault are generally
down. There has been an increase in domestic violence calls.
* With the addition of School Resource Officers to patrol (there wasn't a need for them
at the schno|s). YPD has been able to manage wall and focus nnemerging
problems.
* YPD has created an online process for Concealed Pistol License renewals. This will
enable folks to keep their licenses up to date despite the current COVID situation. It
will also increase efficiency moving forward.
° As of this writing, YPD has planned for two separate protests about the Governor's
orders around C[)V|D and the censure of Council member White. These responses
are staff intensive to protect Constitutional Rights and preserve public safety.
° YPD is working with the Yakima School District to assist with a modified high school
graduation ceremony.
w All services are available and online reporting is being utilized to lower interpersonal
exposure during crime reporting (for low level inoidents).
w All employees are now required to wear masks when they are out of their workspace
within YPDor out of their vehicle.
w Most clerical staff and detectives are working on their cases remotely. They still
respond to crime scenes asrequired.
Fire:
* The Deputy Chief that had been working in the EOC is back to his normal duties but
remains available ifheisneeded.
w Developed C[V|DInfection Prevention Recommendations and posted on City ICE
for employees.
w Sending out Daily Situation Reports to all members.
w Allowed for a change in vacation schedules to accommodate the fact that people are
not traveling/vacationing and signed Memorandum of Understanding with the Union.
w Arranged for quarantine quarters to house staff who may potentially test positive
from exposure.
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• Fire Code Division is working an alternate work schedule.
• All members are wearing face masks in the stations (except when eating and
sleeping).
• All stations are closed to the public for any non-essential business.
• All stations have be disinfected by a donation from Baxter Construction.
• Ramped up cleaning of the stations and apparatus.
• Havc a Dcputy Chicf rcprcccnting the firc and policc dcpartmcnts as a liaison in tho
County's EOC.
• Modified dispatch/response protocols to calls to minimize exposures (e.g.: one person
goes in a residence or the patient comes out of the residence when able and extra
PPE).
Public Works Admin:
• NO UPDATES
• Continue to operate as normal.
• Monitoring the revenue for Clean City. Due to businesses being closed or partially
open, reduced amount of waste collected by Yakima Waste negatively impacts the
revenue to fund Clean City.
Streets:
• NO UPDATES
• Continue to operate as normal.
Refuse:
• Experiencing heavier volume of trash due to individuals staying home — increase in
landfill tipping fees. Tonnage has increased by approximately 9% and tipping fees
have increased about 7%.
• Increase in trash is also due to Yakima County not accepting yard waste from private
haulers due to COVID concerns.
• Working with residents to bag all garbage and request extra carts if needed to allow
staff to safely and efficiently remove trash by carts only (no direct handling of trash
by staff).
• Continue to operate as normal as possible.
Water/Wastewater:
• NO UPDATES
• Continue to operate as normal.
Transit:
• Plexi-glass doors have been ordered and will be installed on all buses (26).
• Bus routes continue to operate as normal; however, ridership is approximately 82%
lower than normal.
• Dial-A-Ride service continues to operate as normal.
• The Yakima/Ellensburg commuter service continues to run for now. However, it is
the only charter service A&A Motor Coach is conducting on the east side of the
cascades. They have completely shut down on the west side. Approximately 20
riders are serviced for the entire day; will begin utilizing cut-away buses instead of
the standard-sized buses to save money due to significant drop in ridership. This
commuter service may go away soon.
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Engineering:
• NO UPDATES
• Continue to operate as normal
Parks:
• Golf activities are scheduled to resume on May 5th.
• Staff is evaluating the feasibility of summer recreation programs.
• People for People is still offering meals to seniors from the Harman Center and
Henry Beauchamp Community Center.
• HBCC is having frozen meal pickups on Friday from 10-12. United First is not a
location pickup at this time. The only other pickup location in Yakima is the Salvation
Army on Thursdays from 10-12.
• All parks recreational facilities for active recreation have been closed including the dog
park, tennis and pickle ball courts, however, parks are open for passive recreation.
Equipment Rental/Building Maintenance:
• NO UPDATES
• Continue to operate as normal.
• ER to work overtime to install plexi-glass doors on the transit buses as soon as
possible.
• Building Maintenance spending extra time and effort in cleaning and sanitizing work
areas.
Community Development/Codes/Planning/ONDS:
• The Governor's plan to re-open construction activities went into effect May 1 t. The
April 29th construction guidelines clarify that the plan to re-open construction is
limited to projects that had already been started. City staff have been working with all
development interests by actively reviewing plans and applications. Construction
sites are working to develop their site safety plans which is required now by Labor
and Industries. Staff has not experienced a surge in new permit applications or
requests for inspections yet, however, they will continue to monitor activity.
• Employees are working alternate shifts or are working remotely. Staff members
remain available to answer phone calls, emails, or meet with individuals by
appointment.
• Staff processing land use and permit applications within the guidelines of
Washington State rules.
• Graffiti paint out still occurring.
Human Resources:
• NO UPDATES
• Staff is continually monitoring federal programs related to personnel impacts and is
adjusting city policies as needed.
• Staff schedules have been adjusted to limit the number of people in the office —
employees are working remotely.
• A Temporary Telecommunication Policy & Agreement has been developed and
implemented. Approximately 130 employees have been authorized to work from home
in some capacity.
• Administrative Policy#1-910 Families First Coronavirus Relief Act was drafted and
enacted to ensure compliance with the law. Application forms were created and a
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process was put in place to assist employees needing to utilize the time defined in
the policy to care for themselves or families.
• Human Resources has shifted to an enormous workload as situational problem-
solving for COVID has eclipsed an already-busy department. It's too early to gauge
the impact to employee benefit programs the city will be required to bear.
Finance:
• NO UPDATES
• Utility Billing has continued to bill all 26 cycles across the city, no cut-offs due to
nonpayment, staff is alternating days in office and working remotely as possible.
• Parking Enforcement has continued the crucial support involving safety, blocked
disable access, dangerous situations, and supporting public safety and city work
crews.
• Purchasing has shifted in a big way to disaster-related procurement supporting
public safety first and all other city needs and has exercised tremendous creativity,
resourcefulness and perseverance in the face of shortages.
• Finance has continued paying bills, paying payroll (important that all city staff feel
supported during crisis), with some staff working remotely and alternate schedules to
maintain the flow of vital financial information.
• Citywide financial management in the emergency/disaster environment has taken
priority over"normal" necessary financial planning and reporting which may result in
some delay but overall reliability is still a priority.
Information Technology:
• NO UPDATES
• Technicians are working alternate schedules and are working remotely.
• Staff members spent several hours purchasing and setting up devices for employees
city-wide to be able to work remotely.
Legal Department:
• NO UPDATES
• Two civil attorneys and 4 prosecutors are working remotely; prosecutors are shifting
the days in/out of the office to cover court calendars without any issues.
• Prosecutors are still available to telephonically meet with victims and witnesses.
• Several legal assistants are working four ten hour days per week, alternating days so
that there are always staff in the office. This is only permitted during the period of
emergency.
Airport:
• Due to the COVID-19 virus and the various governmental entities recommended
"stay at home orders", Yakima Air Terminal-McAllister Field's passenger activities
have declined to historic lows. Given this decrease in activities, Alaska Airlines has
reduced its flight schedule to one flight daily to SEATAC International Airport.
• Although the airport remains open and staff continues to maintain the facility, the
main terminal building hours of operations have been reduced due to the reduction in
business activity. The new terminal hours are 6:00 a.m. to 8:00 p.m.
• Staff members have been proactive to minimize the potential of contracting the virus
by exercising "social distancing", alternating schedules, and working remotely.
• Construction in/around the airport has been put on hold in accordance with the
Governor's order. However, in the event the order is extended the airport is slated to
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conduct a $1.2 million dollar rehabilitation project on its primary
Runway. Unfortunately, the timing of this project must remain on-schedule in order
to minimize additional impacts on the aviation industry.
• Airport staff continues to monitor the Coronavirus Aid, Relief, and Economic Security
(CARES) Act to determine funding options for both Capital Improvement Projects
and the airport's operations budget. The Federal Aviation Administration (FAA) has
announced additional funding will be provided during the 2020 Airport Improvement
Program grants. Staff has prepared a resolution for Council's approval to accept
said funds once they are made available.
• Staff is monitoring industry trends and business activities with tenants to assist with
their daily operations.
City Clerk:
• NO UPDATES
• Staff members are alternating days in the office to limit the number of people at city
hall while the remainder work remotely.
• Phones are forwarded when staff members are not in the office (during break/lunch
time) to ensure someone is always available to answer calls.
• Public record requests are being delayed and extension notices are being sent in
compliance with the Governor's orders.
Communications:
• Staff members are working with the Yakima Health District to record twice-weekly
updates.
• Staff members are alternating days in the office to limit the number of people and a
few are working remotely.
• Created a city webpage dedicated to the coronavirus.
• Continue to provide council updates, Governor news conferences, PPE and
precautionary measures for residents, and various other city messages on social
media platforms.
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