City Council

LAKEWOOD CITY COUNCIL STUDY SESSION AGENDA Monday, July 8, 2019 7:00 P.M. City of Lakewood City Council Chambers 6000 Main Street SW Lakewood, WA 98499 ________________________________________________________________ Page No. CALL TO ORDER ITEMS FOR DISCUSSION: (3) 1. Hazard Mitigation Plan Update. – Ms. Debbie Bailey, Pierce County Emergency Management (7) 2. Joint Lodging Tax Advisory Committee meeting. – (Workplan) (10) 3. Six Year (2019-2024) Information Technology Strategic Plan Update. – (Memorandum) ITEMS TENTATIVELY SCHEDULED FOR THE JULY 15, 2019 REGULAR CITY COUNCIL MEETING: 1. Police Commissioning Ceremony. 2. Proclamation declaring July 27, 2019 as Pierce County Trails Day. – Mr. Larry Leveen, Forever Green Trails 3. Authorizing the execution of an interlocal agreement with the Washington State Department of Social and Health Services, in the amount of $621,000, relative to the Western State Hospital community partnership program. – (Motion – Consent Agenda) 4. Authorizing the execution of an interlocal agreement with the Washington State Department of Social and Health Services, in the amount of $90,000, relative to the Western State Hospital police protection program. – (Motion – Consent Agenda) 5. Appointing Carroll Ray Dodson to serve on the Public Safety Advisory Committee through August 6, 2022. – (Motion – Consent Agenda) 6. Approval of the special assessment roll for the American Lake – Lake Management District No.1. – (Resolution – Consent Agenda) The Council Chambers is accessible to persons with disabilities. Equipment is available for the hearing impaired. Persons requesting special accommodations or language interpreters should contact the City Clerk, 253-983-7705, as soon as possible in advance of the Council meeting so that an attempt to provide the special accommodations can be made. http://www.cityoflakewood.us Lakewood City Council Agenda -2- July 8, 2019 Page No. 7. Renewing interim controls initially adopted January 22, 2019 governing Wireless Service Facilities. – (Ordinance – Regular Agenda) 8. Adopting amendments to the Lakewood Comprehensive Plan, including the future land use and zoning map, and Lakewood Municipal Code Title 18A. – (Ordinance – Regular Agenda) REPORTS BY THE CITY MANAGER CITY COUNCIL COMMENTS ADJOURNMENT The Council Chambers is accessible to persons with disabilities. Equipment is available for the hearing impaired. Persons requesting special accommodations or language interpreters should contact the City Clerk, 253-983-7705, as soon as possible in advance of the Council meeting so that an attempt to provide the special accommodations can be made. http://www.cityoflakewood.us  Return to Agenda (3) A mitigation strategy that provides the (iii) Discussion on how the cOlllmunity jurisdiction's blueprint for reducing the will continue public participation in potential losses identified in the risk the plan maintcnance process. assessment, based on existing authorities, (5) Documentation that the plan has been policies, programs and resources, and its formall y adopted by the governing body ability to expand on and improve these of the jurisdiction requesting approval of State of Washington existing tools. This section shall include: the plan (e.g., City Council, County Emergency Management (i) A description of mitigation goals to Commissioner, Tribal Council) . For reduce or avoid long-term multi-jurisdictional plans, each Division vulnerabilities to the identified jurisdiction requesting approval of the hazards. plan must document that it has been (ii) A section that identi fies and analyzes fonllallyadopted. a comprehensive rdnge of speci fic mitigation actions and projects being (d) Plan review. considered to reduce the cffects of (I) Plans mllst bc submitted to the State each hazard, with particular emphasis Hazard Mitigation Officer for initial on new and existing buildings and review and coordination . The State will infrastructure. then send the plan to the appropriate (iii) An action plan describing how the rFMA Regional Office for formal review actions identified in paragraph and approval. (c)(2 )(ii) of this section will be (2) The Regional review will be completed prioritized, implemented, and within 45 days after receipt from the administered by the local State, whenever possible. jurisdiction. Prioritization shall (3) Plans mllst be reviewed, rev ised if Local Mitigation include a special emphasis on the appropriate, and resubmitted for approval extent to which benefits are within five years in order to continue to Planning maximized according to a cost be eligible for HMGP project grant benefit review of the proposed funding . Requirements projects and their associated costs. (i v) For multi-jurisdictional plans, there Of the Disaster Successful HMGP applicants, as well must be identifiable action items as communities desiring to apply for Mitigation Act of specific to the jurisdiction requesting mitigation grant funds in the future, FEMA approval or credit of the plan. will be required to develop an All 2000 (4) A plan maintenance process that includes: Hazard Mitigation Plan utilizing these (i) A section describing the method and criteria. schedule of monitoring, evaluating, and updating the mitigation plan For additional information please within a five-year cycle. contact the HMGP Section at (ii) A process by which local (253) 512-7073 §201.6 of the Interim Final Regulations govelllments incorporate the requirements of the mitigation plan • Jurisdictions with HtvlGP project or planning into other planning mechanisms such funds will have specific due dates for subminal as comprehensive or capital ofthe,ir plans. To receive Pre-Disaster improvement plans, when Mitigation project granrs, their mitigation plan appropriate. must be submined and approved prior to November 2002 November 1, 2003. 3 Local Mitigation Plan is the hazard mitigation plan circumstances, such as in a small and (2) A risk assessment that provides the factual required of a local or Indian tribal govemment acting impoverished community , when justilication basis for activities proposed in the strategy as a subgrantee as a condition of receiving a project is provided. In these cases, a plan will be to reduce losses from identified hazards. subgrant under the HMGP as outlined in completed within 12 months of the award of Local risk assessments must provide 44 CFR 201 .6. the project grant. If a plan is not provided sufficient information to enable the within this timeframe, the project grant will jurisdiction to identify and prioritize Subgrantee means the government or other legal entity be terminated, and any costs incuned after appropriate mitigation actions to reduce to which a subgrant is awarded and which is notice of grant's terminat ion will not be losses from identified hazards. The risk accountable to the grantee for the use of the funds reimbursed by rEMA. assessment shall include: provided . Subgrantees can be a State agency, local (3) Multi-jurisdictional plans (e.g. watershed (i) A description of the type, location , and government, private non-profit organi7.ations, or plans) may be accepted, as appropriate, as extent of all natural hazards that can Indian tribal government as outlined in Sec. long as each jurisdiction participates in the affect the jurisdiction. The plan shall 206.433 . Indian tribal govemments acting as a process, answers all the qucstions and has include infOlmation on previolls subgrantee are accountable to the State grantee. orticially adopted the plan . State-wide plans OCClllTellces of hazard events and on the will not be accepted as multi-jurisdictional probability of future hazard events. Plan requirement. (I) ror all disasters decillred on or plans . (ii) A description of the jurisdiction's after November 1,2004*, loclli and tribal govemment vulnerability to the hazards described in applicants for subgrants, must have an approved local (b) Planning process. An open public paragraph (c)(2)(i) of this section. This mitigation plan in accordance with 44 crR 201.6 involvement process is essential to the description shall include an overall prior to receipt ofHMGP subgrllnt funding . Until development of an effective plan . In order to summary of each hazard and its impact November 1,2004*, local mitigation plans may be develop a more comprehensive approach to on the community. The plan should developed concurrent with the implementation of reducing the effects of natural disasters, the describe vulnerability in terms of: subgrants planning process shall include: (A) The types and numbers of ( I) An opportunity for the public to comment on existing and future buildings, Sec. 201.6 Local Mitigation Plans the plan during the drafting stage and prior infrastructure, and critical 10 plan approval; facilities located in the identified The local mitigation plan is the representlltion of the (2) An opportunity for neighboring hazard areas; jurisdiction's commitment to reduce risks from natural communities, local and regional agencies (B) An estimate of the potential hllzards, serving as a guide for decision makers as they involved in hazard mitigation activities, and dollar losses to vulnerable commit resources to reducing the effects of natural agencies that have the authority to regul ate structures identified in paragraph hazards. Local plans will also serve as the basis for the development, as well as businesses, (c)(2)(i)(A) of this section and a State to provide technical assistance and to prioritize academia and other private and non-pro lit description of the methodology project funding . interests to be involved in the planning used to prepare the estimate; process; and (C) Providing a general description (a) Plan requirement. (3) Review and incorporation, if appropriate, of of land lIses and development (I) For disasters declared after November J, existing plans, studies, reports, and technical trends within the community so 2004, a local government must have a infonnation . that mitigation options can be mitigation plan approved pursuant to this considered in future land use section in order to receive HMGP project (c) Plan content . The plan shall include the decisions. grants. Until November 1,2004, local following : (iii) For multi-jurisdictional plans, the mitigation plans may be developed (I) Documentation of the planning process used risk assessment section must assess conCUITent with the implementation of the to develop the plan, including how it was each jurisdiction's risks where they project grant. prepared, who was involved in the process, vary from the risks facing the entire (2) Regional Directors may grant an exception to and how the public was involved. planning area. the plan requirement in extraordinary 4  Return to Agenda REGION 5 HAZARD MITIGATION PLANNING SUMMARY Region 5 Hazard Mitigation Planning Effort Jurisdiction Participants (81) 15-School District Group 21-Cities and Towns Group 1. Carbonado School District 1. City of Bonney Lake 2. Clover Park School District 2. City of Buckley 3. Dieringer School District 3. City of Dupont 4. Eatonville School District 4. City of Edgewood 5. Fife School District 5. City of Fife 6. Franklin Pierce School District 6. City of Fircrest 7. Orting School District 7. City of Gig Harbor 8. Pacific Lutheran University 8. City of Lakewood 9. Peninsula School District 9. City of Milton 10. Puyallup School District 10. City of Orting 11. Steilacoom School District No. 1 11. City of Puyallup 12. Sumner/Bonney Lake School District 12. City of Roy 13. Tacoma School District 13. City of Sumner 14. University Place School District 14. City of Tacoma 15. White River School District 15. City of University Place 16. Town of Carbonado 17. Town of Eatonville 18. Town of South Prairie 19. Town of Steilacoom 20. Town of Wilkeson 21. Pierce County Unincorporated 12-Fire District Group 14-Utility Group 1. Fire District #3 - West Pierce 1. Clear Lake Water District 2. Fire District #5 - Gig Harbor) 2. Firgrove Mutual District 3. Fire District #6 - Central Pierce 3. Fruitland Mutual Water Company 4. Fire District #13 - Browns Point 4. Graham Hill Mutual Water Company 5. Fire District #14 - Riverside 5. Lakeview Light and Power 6. Fire District #16 - Key Peninsula 6. Lakewood Water District 7. Fire District #17 South Pierce 7. Mt. View-Edgewood Water Company 8. Fire District #18 - Orting 8. Ohop Mutual Light Company 9. Fire District #21 - Graham 9. Parkland Light and Water 10. Fire District #22 – East Pierce 10. Peninsula Light Company 11. Fire District #23 – Ashford - Elbe 11. Spanaway Water Company 12. Fire District #27 – Anderson Island 12. Summit Water and Supply Company 13. Tanner Electric 14. Valley Water District 10-Special Purpose Group 9-Health & Medical Group 1. American Red Cross 1. Cascade Regional Blood Services 2. Crystal River Ranch 2. Community Health Care 3. Crystal Village 3. Dynamic Partners 4. Herron Island Improvement Club 4. Franciscan 5. Metro Parks 5. Group Health 6. Pierce Transit 6. Madigan Hospital 7. Port of Tacoma 7. MultiCare 8. Raft Island 8. Pierce County Health Department 9. Riviera Community Club 9. Western State Hospital 10. Taylor Bay Produced By: PC Department of Emergency Management (Mitigation and Preparedness Division) January 2019 5  Return to Agenda REGION 5 HAZARD MITIGATION PLANNING SUMMARY Region 5 Hazard Mitigation Planning Effort Regional Participants (81) 22-North Group 18-Central Group City of Edgewood Town of Eatonville City of Fife City of Puyallup City of Fircrest City of Roy City of Milton Fire District #6 - Central Pierce City of Tacoma Fire District #17 South Pierce Fire District #13 - Browns Point Fire District #21 - Graham Fire District #14 - Riverside Fire District #23 – Ashford - Elbe Fire District #22 – East Pierce Eatonville School District Fife School District Franklin Pierce School District Tacoma School District Pacific Lutheran University Mt. View-Edgewood Water Company Puyallup School District Summit Water and Supply Company Clear Lake Water District Cascade Regional Blood Services Firgrove Mutual District Dynamic Partners Fruitland Mutual Water Company Franciscan Graham Hill Mutual Water Company Kaiser Permanente Ohop Mutual Light Company MultiCare Spanaway Water Company Pierce County Health Department Valley Water District Metro Parks Port of Tacoma American Red Cross 17-NE Group 16-SW Group City of Bonney Lake City of Dupont City of Buckley City of Lakewood City of Orting City of University Place City of Sumner Town of Steilacoom Town of Carbonado Fire District #3 - West Pierce Town of South Prairie Fire District #27 – Anderson Island Town of Wilkeson Lakeview Light and Power Fire District #22 – East Pierce Lakewood Water District Fire District #18 - Orting Parkland Light and Water Carbonado School District Tanner Electric Dieringer School District Western State Hospital Orting School District Clover Park School District Sumner/Bonney Lake School District Steilacoom School District No. 1 White River School District University Place School District Community Health Care Pierce Transit Crystal River Ranch Riviera Community Club Crystal Village Pierce County Unincorporated 8-West Group City of Gig Harbor Fire District #5 - Gig Harbor) Fire District #16 - Key Peninsula Peninsula School District Peninsula Light Company Herron Island Improvement Club Raft Island Taylor Bay Produced By: PC Department of Emergency Management (Mitigation and Preparedness Division) May 2019 6  Return to Agenda To: Mayor and City Councilmembers From: Tho Kraus, Assistant City Manager/Administrative Services Through: John J. Caulfield, City Manager Date: July 8, 2019 Subject: Joint Lodging Tax Advisory Committee Meeting The purpose of this memo is to discuss the City’s Lodging Tax Advisory Committee (LTAC) in general, review guidelines, past grants awarded, and potential funding available for 2020 grant awards. The LTAC is currently scheduled to meet on Friday, September 13 to review applications for 2020 lodging tax funds. Application period begins on August 1 and ends August 19. The 5-Year Financial History and current LTAC Guidelines are included in this memo. The City estimates the 2019 projected revenue amount to be $900,000 and the estimated ending fund balance to be $1,025,987 on December 31, 2019. The amount available for 2020 allocation is anticipated to be $924,137 which is net of the required $101,850 allocation for CPTC McGavick Center. Restrictions on Use 4% 3% Reserved for tourism, Reserved for acquisition, promotion, acquisition of tourism construction, expansion, Total Estimated related facilities, or operation of marketing, and management of Funding Available for tourism related facilities. convention facilities. 2020 Grant Awards Estimated Ending Balance, 12/31/2019 $640,121 $385,865 $1,025,987 Less Required CPTC McGavick Center Allocation $0 ($101,850) ($101,850) Available Balance for 2020 Allocation $640,121 $284,015 $924,137 7  Return to Agenda Sources & Uses 2015 Actual 2016 Actual 2017 Actual 2018 Actual 2019 Est 5-Year Total Revenues 4% Revenue: Special Hotel/Motel Tax (2%) $ 197,657 $ 216,390 $ 217,771 $ 306,901 $ 257,143 $ 1,195,862 Transient Rental Income Tax (2%) 197,657 216,390 217,771 288,084 257,143 1,177,045 395,314 432,780 435,543 594,985 514,286 2,372,907 3% Revenue: Special Hotel/Motel Tax (3%) 296,485 324,584 326,657 460,351 385,714 $ 1,793,791 296,485 324,584 326,657 460,351 385,714 1,793,791 Interest Income 2,920 4,900 13,389 22,883 10,000 $ 54,092 Total Revenues $ 694,719 $ 762,264 $ 775,589 $1,078,219 $ 910,000 $4,220,791 Tourism/Promotion 313,285 382,425 370,658 368,943 457,500 $ 1,892,811 Capital 136,850 205,771 338,898 1,057,311 591,720 $ 2,330,550 Total Expenditures $ 450,135 $ 588,196 $ 709,556 $1,426,254 $1,049,220 $4,223,361 Beginning Balance $ 1,028,557 $ 1,273,141 $ 1,447,209 $ 1,513,242 $ 1,165,207 $ 1,028,557 Ending Balance $ 1,273,141 $ 1,447,209 $ 1,513,242 $ 1,165,207 $ 1,025,987 $ 1,025,987 Estimated Ending Fund Balance from the 4% Unrestricted Revenue => $ 640,121 $ 640,121 Estimated Ending Fund Balance from the 3% Restricted (for Capital) Revenue => $ 385,865 $ 385,865 5-Year Funding History Organization 2015 Actual 2016 Actual 2017 Actual 2018 Actual 2019 Est 5-Year Total Asia Pacific Cultural Center $ 2,500 $ 10,000 $ 10,000 $ 5,000 $ 5,000 $ 32,500 City of Lakewood: Communications/Media Promotion - - 15,939 20,025 30,000 65,964 Econ Dev-Have You Seen Lakewood Lately? - 6,488 - - 6,488 Econ Dev-Promo/Outreach 9,628 - - - - 9,628 Economic Dev-Brochures 4,480 - - - 4,480 PRCS-Asian Film Fest - - 7,499 - - 7,499 PRCS-Concert Series - - - 2,500 6,000 8,500 PRCS-Farmers Market 10,000 20,000 20,000 20,000 20,000 90,000 PRCS-SummerFEST/Triatholon 18,000 29,000 40,000 40,000 50,000 177,000 Historic Fort Steilacoom Association 6,500 10,000 10,000 8,000 8,000 42,500 Lakewood Arts Festival Association - - - 4,977 17,500 22,477 Lakewood Asian Film Festival Assocation - - - 7,000 - 7,000 Lakewold Gardens 40,000 40,000 38,220 43,603 30,000 191,823 Lakewood Chamber of Commerce - Toursim 78,500 80,000 80,000 80,000 90,000 408,500 Lakewood Chamber of Commerce - Blue Lights - - - - 20,000 20,000 Lakewood Historical Society & Museum 33,000 39,500 35,000 25,000 20,000 152,500 Lakewood Playhouse 21,601 49,000 21,000 21,000 23,000 135,601 Lakewood Sister Cities Assoc - Internat'l Festival 9,076 8,437 8,000 6,838 13,000 45,351 Tacoma Regional Convention+Visitor Bureau 40,000 50,000 35,000 25,000 50,000 200,000 /Travel Tacoma + Pierce County Tacoma South Sound Sports Commission 40,000 40,000 50,000 60,000 75,000 265,000 Total - Tourism/Promotion $ 313,285 $ 382,425 $ 370,658 $ 368,943 $ 457,500 $1,892,811 PRCS-Gateways 10,000 - 62,983 29,958 80,000 182,941 PRCS-Harry Todd Park - - - - 200,000 200,000 PRCS-Waughop Lake Trail 25,000 100,000 - - - 125,000 PRCS-Fort Steilacoom Park Angle Lane - - - - 209,870 209,870 PRCS-Fort Steilacoom Park Pavilion - - 37,147 816,343 - 853,490 PRCS Fort Steilacoom Park Sports Field - 3,921 136,918 109,160 - 249,999 Clover Park Tech College-McGavick Center 101,850 101,850 101,850 101,850 101,850 509,250 Total - Capital $ 136,850 $ 205,771 $ 338,898 $1,057,311 $ 591,720 $2,330,550 Total $ 450,135 $ 588,196 $ 709,556 $ 1,426,254 $ 1,049,220 $ 4,223,361 8  Return to Agenda City of Lakewood Lodging Tax Funding Guideline As Amended by the City Council on September 21, 2015 Background The objective of the City of Lakewood Lodging Tax Advisory Committee process is to support projects, which encourage eligible tourism and cultural activities and support tourism facilities in Lakewood. The process is reviewed annually and the guidelines are updated in accordance with reported success of existing programs, potential for new programs and changes in state law. A calendar for the application process will be established but will allow for emerging opportunities as they arise. Objectives for Hotel/Motel Tax Funds:  Generate increased tourism in Lakewood resulting in over-night stays at local hotels.  Generate maximum economic benefit through overnight lodging, sale of meals and goods, and construction of tourism-related facilities.  Increase recognition of Lakewood throughout the region as a destination for tourism.  Increase opportunities for tourism by developing new visitor activities. Allocation Guidelines:  The City shall seek proposals for funding on an annual basis from organizations seeking to use Hotel/Motel Tax funds for promoting tourism or for acquisition, construction or operation of tourism related facilities.  Organizations seeking funding must complete an application form.  The Lodging Tax Advisory Committee shall review the proposals and make recommendations to City Council as to which applications should receive funding.  The final funding decision will be made by City Council in the form of approval or denial of the recommendation as recommended – no amendments to recommendations will be made by the City Council.  Once approved for funding an organization must enter into a contract and funding will be provided in quarterly installments or on a reimbursable basis.  Organizations receiving funding must submit a report at the end of the calendar year.  $101,850 will be paid annually to the Sharon McGavick Student Center through 2027 pursuant to the City’s agreement with Clover Park Technical College.  4% - Can be used for tourism promotion, or the acquisition of tourism-related facilities, or operation of tourism-related facilities.  3%- Can only be used for the acquisition, construction, expansion, marketing, management, and financing of convention facilities, and facilities necessary to support major tourism destination attractions that serve a minimum of one million visitors per year. 9  Return to Agenda To: Mayor and City Councilmembers From: Kenneth White, Information Technology Manager Through: John J. Caulfield, City Manager Tho Kraus, Assistant City Manager/Administrative Services Date: July 08, 2019 Subject: 6-Year (2019-2024) Information Technology Strategic Plan Update BACKGROUND The City updates the 6-Year Information Technology Strategic Plan as part of the upcoming 2019/2020 biennial budget process. The purpose of this memo is to share the updated plan to the Mayor and City Council in advance of the budget process and provide an update on the status of 2018/2019 projects. STATUS OF 2018/2019 PROJECTS Projects Completed in 2018 Council Chambers Technology Upgrade - Budget $126,000 / Actual $126,000 Completion Date: 4th Quarter 2018 The Information Technology Division completed the replacement of the existing legacy chamber technology solution in 2018. Numerous adjustments and configuration changes were made to improve on the audio experience during council study sessions over the third and fourth quarters of 2018. The new system improves efficiency and promotes advancement in technology including the ability to stream meetings, enhanced viewing options and multi-purpose use to include potential cameras and audio systems outside of city hall such as Ft. Steilacoom Park. The system is used to broadcast live council meetings, provide audio/video capability for city-wide functions and real time video conferencing. Additional speakers and MIC inputs were added in 2018 to allow for enhanced audio near the rear entry and flag pole areas. Wireless Access Points (Wi-Fi) – Budget $15,000 Actual $5,000 Estimated Completion Date: 3rd Quarter 2018 As of today there have been 10 new Wi-FI access points installed at City Hall, 2 at Ft. Steilacoom Park near the ballfields, 1 at the Skate Park, 1 at the Sound Transit station and 1 ready for deployment at the 512 park & ride. There are also 3 wireless point to point connections at Ft. Steilacoom Park servicing all the Wi-Fi access points. These wireless devices allow for remote access to city resources and guest wireless services for the public. They also provide secure access to police officers to upload in-car video to the datacenter versus having to do this at the station. Continuation of the Wi-Fi project will occur in 2019 allowing for additional locations for officers to upload in car video via high-speed connections. Wi-Fi Locations Public Available City Hall Yes Police Station No Sounder Station No Ft. Steilacoom Park Yes Skate Park Yes 10  Return to Agenda Task Management System – Budget $75,000 Estimated Completion Date: CANCELLED Over the past year, the Information Technology Division provided the Parks & Recreation Division with a new set of tools eliminating the need for any new system at this time. After reviewing the project in its entirety and assessing the new tools that were provided it was determined that it was in the best interest of the city to table this project and revisit in the future if needs change. The Information Technology department is requesting to move the funding from this project to another project to focus on security and long term backups. In an effort to ensure the City continues to have the ability to backup system(s) in real time and have this data available in the event of a disaster or recovery is needed, it’s imperative that tools are in place to address these specific areas. We must protect more data, now even faster, to reduce risk, meet SLA’s (service level agreements) and comply with State laws for retention. The following chart outlines areas of need, which will provide additional resources in these required areas which the city council approved as part of the 2019 carry forward budget adjustment. $45,000 – Scalable, Reliable and Cloud Enabled backup appliance to ensure short and long-term storage. $15,000 – Robust multi drive tape solution to provide secure backups for off-site storage. $15,000 – Security enhancements to existing gateways to protect against external threats and malware attacks. Computer Replacement - Budget $138,750 in each year 2018/2019 / Actual (2018) $131,827 Estimated Completion Date: 4th Quarter 2021 The Information Technology Division continues replacement of desktops & laptops throughout the city, which include desktops, virtual thin client stations, laptops and mobile devices such as tablets. The project is an annual refresh program, which targets end user devices, as they are critical to the success of the city. As of today there have been a total of 23 desktops, 68 tablets (mostly police) and 3 laptops deployed across the city. Police in car video system – Budget $50,000/year Actual $52,000 Estimated Completion: Ongoing Working with Police, the Information Technology Division has successfully implemented a new in car video system along with associated servers and hardware, which shall replace the existing Panasonic units currently in use. This project is a multi-year project. As of Dec 31, 2018 there are 16 in-car systems, 1 body worn camera. City-Wide Camera System - Budget $50,000 Actual $71,329 Estimated Completion Date: 4th Quarter 2018 Over the past year the Information Technology Division has replaced (60) cameras located throughout the City. This deployment consists of numerous locations to include city hall, police, O&M, Ft. Steilacoom Park and the skate park. The city has also migrated to the Pelco™ software which provides real time remote access to authorized personnel. Continued evaluation and review will occur to determine if there are additional needs throughout the city and will be addressed as necessary. Savings from other projects covered the overages on this project. Location Cameras Public Viewing Ft. Steilacoom Park & Pavilion 6 2 Ft. Steilacoom Park Office 8 0 Skate Park 2 1 City Hall 9 0 Police Station 37 0 O&M Shop 9 0 11  Return to Agenda Website Enhancements & Upgrades – Budget $18,140 Actual $5,394 Estimated Completion Date 4th Quarter 2018 In continuation of the City’s website redesign project, the Information Technology Division will be working directly with the communication manager to overhaul and enhance the City’s website. This process will modernize the system; provide additional enhancements to include video, enhanced customer service options and to provide a solution, which not only looks better, but one that works better for both visitors and search engines. 2018 Carried Over To Be Completed In 2019 Broadcast Streaming Council Meetings – Budget $10,000 Currently achieved via YouTube at no cost. Continued evaluation will occur moving forward to ensure the best solution is in place to store the video for public use. These funds are to be carried over in the event that the current service rolls into a paid solution. Disaster Recovery & Business Continuity – Total Budget $50,000 Co-Location - Budget $30,000, Actual $14,660 YTD Disaster Recovery – Budget $20,000 Estimated Completion Date: 4th Quarter 2019 In an effort to ensure business continuity during a disaster or emergency, the Information Technology Division will be implementing both a primary and secondary data center within the city. The primary data center will be housed at the police station while the secondary will be located at city hall. This project will provide redundant systems in the event of an outage to ensure connectivity to central resources and South Sound 911 be maintained. The project was initially scheduled to be completed in 2018. Due to vendor constraints, the project was put on hold and moved to 2019. It is expected to be completed by the 4thquarter, 2019. Business Continuity Plan - Budget $10,000 Estimated Completion Date: 4th Quarter 2019 Creation of comprehensive documentation, policies & procedures in regards to disaster recovery processes within the Information Technology Division. Project will be carried over from 2017 to allow for the configuration, setup and operation of the network operation centers. Website Enhancements & Upgrades – Budget $12,745 Actual $4,173 YTD Estimated Completion Date: 4th Quarter 2019 In continuation of the City’s website redesign project, the Information Technology Division will be working directly with the communication manager to overhaul and enhance the City’s website. This process will modernize the system; provide additional enhancements to include video, enhanced customer service options and to provide a solution, which not only looks better, but one that works better for both visitors and search engines. 2019 Projects In Progress 503.00XX Cyber-Security Awareness Estimated Project Completion Date: On-going Initial One-Time Cost = $12,296 Ongoing M&O = $4100 Beginning 2021 On May 07, 2019, the Information Technology division started the first phishing campaign throughout the city. This was to gain a baseline for future campaigns surrounding phishing and malware attacks. 235 emails were sent out, of those, 4 people clicked on the link and 5 people replied to the email. The resulted in our first ‘phish-prone’ percentage totaling 3.8%. Industry standard phish-prone is 29.8%. Working with Human Resources team members, the Information Technology Division will be setting up training modules, curriculum for educational classes and more. KnowBE4’s Enterprise Awareness Training Program provides the city with a comprehensive new-school approach that integrates baseline testing using mock attacks, engaging interactive web-based training, and continuous assessment through simulated phishing, vishing and smishing attacks to build a more resilient and secure organization. KnowBE4 provides 12  Return to Agenda the world’s largest library of security awareness training content; including interactive modules, videos, games, posters and newsletters. Automated training campaigns with scheduled reminder emails. Best-in-class, fully automated phishing, vishing and smishing attacks, thousands of templates with unlimited usage, and community phishing templates. This solution will provide the necessary tools to ensure our workforce has continued knowledge and training opportunities to prevent potential breaches within the city. 503.0011 Server/Hardware Upgrades $30,000 Actual $28,963 Estimated Project Completion Date: 4th Quarter 2019 Physical Server/hardware Replacement. Maintain equipment that is performing critical processing functions at a level to ensure their reliability and availability to support the business process for the City. Server replacements will be evaluated prior to replacement. Objectives related to energy efficiency, performance and operating system migration will be thoroughly considered prior to procurement. Further analysis related to the separation of processing capability and data management will be evaluated as well as positioning to improve our security, disaster recovery and continued business operations. Numerous servers will reach their end of life and require replacement. An additional amount of $30,000 is required in 2019 to replace hardware as end of life and support nears. $10,000 in year 2020 has been designated for additional hardware capacity if needed due to potential growth. 503.0015 Computer Replacement $138,750 (Annual) 2019 Available $157,672 Actual $67,491 YTD Estimated Project Completion Date: 4th Quarter 2019, 2020, 2021, 2022 Computer Desktop/Laptop & mobile device replacement is a necessity within the City as the aging life of PCs and mobile devices will drive replacements. Older computers are unlikely to support newer generation operating systems in the future. Whether by hardware failure or software obsolescence the city will need to replace computers and mobile devices to continue to function and provide services to the general public. Funds should be set aside yearly to ensure a proper refresh cycle exists. Continued investments in the city's virtual infrastructure should be a priority as this will drive the cost down for hardware replacements and provide a platform agnostic solution for mobile devices throughout the city. Investment in mobile technology will provide robust tools and decrease costs associated with full laptop or desktop stations. Continued use of mobile technology within the Police Department such as tablets and enhanced smartphones will also cut costs and provide tools necessary for officers in the field. Current replacement cycle for existing systems is 4 years thus the need to set aside $138,750 each year will allow for replacements of aging laptops, mobile devices & desktop computers. 503.0018 Document Management System – Electronic Records - Budget $300,000 Estimated Completion Date: 4th Quarter 2020 Due to the immediate need to replace the city’s permitting system, the start of the document management project has been put on hold due to the immediate need for a new permitting system. The project will pick up after the completion of the permitting system project or as available time permits. In January 2019, the city had received 17 responses to the RFP that was issued in late 2018. As of June 15, the project was in process with vender selection was underway although has now been put on hold. This system is a collection of technologies that work together to provide a comprehensive solution for managing the creation, capture, indexing, storage, retrieval, and disposition of records and information assets within the city. Total allocated funds are $300,000 over a two-year period. As of the close of the RFP on January 25th the city has received a total of 13 bids. Information Technology Division team members and the City Clerk are reviewing the submissions to determine the top 3 solutions which meet the needs of the city. Demos will be presented to the city to showcase the software and provide greater in depth review of their capabilities. This process could take up to 3 months to complete to allow the selected vendors to put together applicable demos for review. 503.0019 Vulnerability & Penetration Tests – Budget $25,000 Actual $13,982 Estimated Completion Date 4th Quarter 2021 As of 5/15/2019, The Information Technology Division in partnership with FR Secure® completed the city’s first third party external penetration test. This was a comprehensive test performed against the city’s primary data center. The primary objective of testing is to ensure that reasonable technical controls are in place and effective. External penetration testing focuses on gaining unauthorized access to a public facing host such that unauthorized access would result in reputational or financial loss. The penetration testers were unable to leverage any vulnerabilities or misconfigurations to compromise the external environment. Upon completion of the new data center at the police station, an additional test will be performed to ensure the integrity of the new system(s). 13  Return to Agenda 503.0025 Redundant Data Circuits – Budget $10,000/Annually Estimated Completion 3rd Quarter 2019 Afterman months of no progress by CenturyLink, the team has decided to move away from the initial selected vendor to Verizon. The Information Technology Division continues to work with the vendor to install new fiber connections to the ATMS building that will in turn provide redundant connectivity to the internet and South Sound 911. Current project is pending permits from Tacoma Power to install fiber on existing poles. This implementation will ensure complete redundancy of the Cities voice & data networks the Information Technology Division will be installing additional data circuits to be located at the police station, which is the City’s designated Emergency Operations Center and the backup co-location for data services. Currently, in the event of a disaster at City Hall network services would not be available due to the loss of connectivity between the two locations and external resources. Multiple fiber connections currently exist between City Hall and the Police station although redundant voice & data circuits will ensure connectivity to all systems during a complete fiber outage at either location. As of December 31, 2018 redundant voice circuits have been installed at the police station and are in operation. Additional data circuits are scheduled to be installed during the 3rd quarter of 2019. 503.0027 Police In-Car Video System Estimated Completion: TBD Initial One-Time Cost = $129,000 Ongoing M&O TBD after 2022 Working with Police, the Information Technology Division will be assisting with the implementation of (20) additional in-car video systems in 2019 and 21 more in 2020. The purchase order has been provided to the vendor and equipment is expected to arrive over the next six to eight weeks. The number of additional cameras exceeded the original project plan for the Information Technology division thus requiring additional storage & backup capacity to ensure we are able to meet internal and state requirements for retention and store the expanded video data within the production environment. This project is a multi-year project. As of December 31, 2018 there are 16 video systems in operation. 503.0028 New Permit System $25,000 Estimated Project Completion Date: TBD Initial One-Time Cost = $TBD After further review of the existing permit system, the city has determined that the replacement of the current permitting system is a high priority project and must be moved to the top of the list. Because of this the existing document management project must be postponed to ensure successful implementation of the permitting system. The adopted 2019 budget allocated $25,000 towards the permit replacement project which will be used to contract services from Tyler Technologies to export existing permit data for the new system. The $25K will be a one-time cost although additional funding will be needed upon final contract negotiation. The county has informed the city that funding will be required upon the successful implementation of the project. The city is currently looking at Pierce County’s PALS system as the replacement permitting system. This system has been reviewed and recommended by the Community & Economic Development team and approved by the City Manager. At the moment, the current permitting software system does not meet the needs of the City moving forward. It is difficult to use and often times frustrating for Community & Economic Development team members. The current permit system in Eden requires too much customization thus increasing operating costs. The system is not intuitive, therefore, requiring significant training. It is not easy to archive records. Report writing is not a simple process. The current system does not interface with online plan review. Justification for a new permitting system: Over the past many months, members of the City’s Information Technology and Finance Divisions and Community & Economic Development Department have been meeting with Pierce County to discuss the purchase and integration of the county PALS solution. In June of 2019, Lakewood team members met with the county to discuss the project further, obtain some initial pricing and review potential timelines for project implementation. Initial cost estimates to bring Lakewood online with the county are estimated to be $50-$60K as a one-time cost with annual reoccurring fees of $50-$60K annually although these numbers are fluid as the final product and cost has not yet been established. Previous discussions regarding timeline implementation 8 months. The eight months implementation timeline begins the day the City provides accurate and complete data to the County and does not take into account of existing workloads and projects that come up for both Lakewood and Pierce County. Staff at both locations are currently working on existing projects and others. There are numerous items which will need to be addressed to ensure the project implementation is smooth and successful. There’s a large amount of existing data cleanup that needs to be performed within the City’s existing permit system to ensure ‘clean’ data is imported into the new system. There is also day-to-day 14  Return to Agenda support, existing projects, workloads and the unforeseen at both the county and the City of Lakewood which will impact the project timeline as well thus additional time needs to be built into the scope.  Reduce permitting time;  Improve record keeping and archiving of permitting decisions;  Enhance communication with applicants resulting in better quality plan submissions and customer service;  Improved efficiency and less duplication of effort;  Improve training by introducing an intuitive system; and  Increase flexibility in design and customization. 503.0029 SAN Implementation (Storage Area Network) for Police Station Estimated Project Completion Date: 3rd Quarter 2019 Initial One-Time Cost = $100,000 in 2019 Actual $113,506 Ongoing M&O = $35,000 in 2022 Implementation of the new Storage Area Network solution has been completed at the Police station. Information technology team members are currently working to migrate existing data on the old system(s) to the new solution. This project touches all divisions across the city thus it will take some time to ensure everything is migrated correctly. Team members are working with each department to ensure only data that has not met the retention schedule for destruction is moved. This will ensure a clean environment moving forward, decrease the amount of data residing on the SAN and improve security and backup & recovery processes. 503.0030 O&M Facility - Front Street Fiber Installation – Budget $25,000 Estimated Completion Date: 2nd Quarter 2019 The Information Technology Division has contracted with INSI to begin fiber installation at the O&M facility beginning the week of May 27th, 2019. After the project started it was determined that existing conduit was cut during a previous road/sidewalk project. This has put a hold on the project while the team works with public works engineering to determine next steps as we are unable to pull fiber due to the damage. It’s expected to take several months to complete the project with the new damage found. Fiber connectivity offers significant reliability advantages over copper internet connections due to the fact that fiber is much stronger than copper. It is also not susceptible to inclement weather conditions, which can damage or stall data transmissions over copper cabling. Fiber is many times faster than copper internet connections. This project will install new fiber connections to the O&M Facility at Front Street directly connecting the facility to both the primary and secondary data centers. This will provide a direct high-speed connection while also eliminating the Comcast business circuit currently installed at O&M along with legacy networking hardware. 503.0033 Cloud Enabled Backup Storage – Budget $45,000 Actual $37,417 YTD Estimated Completion Date: 3rd Quarter 2019 This project will provide a robust scalable, reliable & cloud enabled backup appliance for the City. This solution will drastically reduce the amount of time daily, weekly and monthly backups need to complete. It also reduces the amount of disk storage needed to retain and protect data by ratios of 10-55x and greater. Scalable up to 150 petabytes of storage capacity managed by a single console with throughput up to 68 terabytes per hour, the system makes it possible to complete more backups in less time and provide faster, more reliable restores in the event of a disaster or recovery process is needed. 503.0034 Multi Drive Tape Solution for Off-Site Storage – Budget $15,000 Estimated Completion Date: 3rd Quarter 2019 This project will work in conjunction with the cloud enabled backup storage and existing software solutions providing a reliable means to ensure data is written to tape for office storage and retention purposes. 503.0035 Security Enhancements – Budget $15,000 Estimated Completion Date 4th Quarter 2019 This project will provide additional security solutions within the network infrastructure to ensure ingress and egress points are protected from both internal and external threats. 15  Return to Agenda 2020/2021/2022/2023/2024 ESTIMATED PROJECTS (Estimated costs projected for the 4-year period 2021-2024) Ref # Project Name 2020 2021 2022 2023 2024 Total 503.0003 Wi-Fi Access points $- $20,000 $- $- $- $20,000 503.0009 Expand Video Cameras 20,000 - - - - 20,000 503.0011 Server/Hardware Upgrades 6,000 - 6,000 - 6,000 18,000 503.0015 Computer Replacement 138,750 138,750 138,750 138,750 138,750 693,750 503.0029 Storage Area Network (SAN) - - 35,000 - - 35,000 Total Project Costs $164,750 $158,750 $179,750 $138,750 $144,750 $786,750 503.0003 Additional Wireless Access Points (Wi-Fi) $20,000 Estimated Project Completion Date: 2nd Quarter 2021 Initial One-Time Cost = $20,000 in 2021 Ongoing M&O = $0 Wi-Fi access in parks will provide Parks & Recreation team members with the infrastructure to remotely connect to the City's future work order system, network resources and phone system. It also provides occasional use benefits for visitors and constituents to the City's parks utilizing the City's Guest Wireless network. Phase I in 2015 ($15,000) provided funding to purchase additional Wi-Fi hardware which was installed at Fort Steilacoom Park. Phase II in late 2017 ($10,000) provided resources to install Wi-Fi at the Skate Park and the Sound Transit train station. Moving forward working in partnership with the Police Department and Parks, Recreation and Community Services, the Information Technology Division is looking to expand on existing City resources to roll out additional Wi-Fi access points throughout the city. This will provide additional locations for police officers to connect their systems to the city’s high speed network providing a quick and easy way to upload in-car-video to the server for immediate review if necessary. 503.0009 City-Wide Camera System - $20,000 Estimated Project Completion Date: Initial One-Time Cost = $20,000 in 2020 Ongoing M&O = $0 There continues to be a need for additional cameras to provide law enforcement visibility at locations such as parking lots, high crime areas, city parks and many other areas to support public safety. Several of these cameras will also be used to provide the public with viewing capability to include such areas as the boat launch at American Lake and Harry Todd Park. The Technology Division will continue to review and propose new camera installations as necessary to ensure proper coverage is provided for both security needs and public access. 503.0015 Computer Replacement $138,750 Annual Estimated Project Completion Date: 4th Quarter 2021 / 4th Quarter 2022 Initial One-Time Cost = $138,750 in 2021 / $138,750 in 2022 Ongoing M&O = $0 Computer Desktop/Laptop & mobile device replacement is a necessity within the City as the aging life of PCs and mobile devices will drive replacements. Older computers are unlikely to support newer generation operating systems in the future. Whether by hardware failure or software obsolescence the city will need to replace computers and mobile devices to continue to function and provide services to the general public. Funds should be set aside yearly to ensure a proper refresh cycle exists. Continued investments in the city's virtual infrastructure should be a priority as this will drive the cost down for hardware replacements and provide a platform agnostic solution for mobile devices throughout the city. Investment in mobile technology will provide robust tools and also decrease costs associated with full laptop or desktop stations. Continued use of mobile technology within the Police Department such as tablets and enhanced smartphones will also cut costs and provide tools necessary for officers in the field. Current replacement cycle for existing desktops is 4 years. 16  Return to Agenda Next Steps As technology changes and security threats continue to grow, infrastructure requirements within the City are constantly being assessed. Items such as antivirus, perimeter security, intrusion detection systems and storage capacity will be reviewed to ensure the City of Lakewood maintains a secure and reliable network infrastructure. The Information Technology 6-year plan continues to be an evolving document and will be updated as necessary. 17