09-05-18 Personnel and Finance (#6)

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CITY OF SOUTH BEND 1 OFFICE OF THE CLERK your packet. This allows us to segregate bond payments for bonds issued through the South Bend Building Corp which include the Police and Fire Bonds from 2012,Public Works bonds from 2010 and then the EMS Fire Bond of 2013. So again, for those not aware, we have a debt meeting set aside for September 11th, 2018 at 5:00 p.m. We will talk for about an hour and we will have Herschel Frierson and Nathan Flynn from Crowe as well so that we are all talking the same language. Hopefully we will get a lot out of that meeting. She continued, I have not been looking at notes and I've neglected to actually introduce my staff. I'm sorry, I meant to do that at the very beginning. She then proceeded to introduce members of her staff that were in the audience. She stated, You can see from our organizational chart (referencing a slide in the presentation), which again I'm sorry it is very small up on the screen, we have kind of five (5) wings to what we do. We have the Director of Budget and Accounting, that is Ken Glowacki, and he oversees our fiscal officers. We have the Director of Treasury who oversees accounts payable and payroll. We have the Director of Purchasing who is working on the consolidated Purchasing Division. That is a work in progress but is going very well. We then have a Chief Administration Officer who oversees Central Services, Equipment Services, Radio and Facilities Management. And then there is a Director of Safety and Risk who oversees the worker's compensation program and any safety and risk training. The only person we are requesting within the finance wing is a part-time Accounts Payable Clerk. We are implementing a new finance system starting this year through, probably, 2020. As we are working on that, we are requesting we add a part-time Accounts Payable Clerk to fill the needs of any reporting and then also help backfill Accounts Payable as we work to get our new system up and running. That will be about a fifteen dollar an hour ($15/hr) cap on that position. She went on, Our 2018 accomplishments in Administration and Finance, I feel that as long as our department is paying people and vendors on time, giving the Council and residents reports that are easy to understand, getting our budget passed with collaboration with the Council and other departments, and getting through our audit with minimal findings and having a successful and clean audit report that we will have accomplished what we really need to accomplish in our department. However, we have done a couple other things in 2018. With the help of Council, we participated in two (2) resident budget workshops ahead of the 2019 budget. I'll be honest, it is probably one (1) of the most fun things we do because we don't get to get out into the community too often so that is definitely an accomplishment for us. We continue to receive all three(3)awards through the Government Finance Officers Association. We are the only municipality in Indiana to receive all three (3). We reaffirmed the City's double-A (AA) bond rating in March 2018. We continue to effectively manage the worker's compensation claims. At the request of Council, we got to do the grants report this year which I really appreciated the opportunity to do and present it to you. We also request feedback so we can continue refining that report to be sure it is meaningful and is giving you all the information. She continued,As we look to 2019, our goals and challenges really are just to help all departments maintain their budgets and work creatively to get ahead of the 2020 fiscal curb. I think we are doing a great job working collectively and I think that is going very well. I would like to continue participating in the budget workshops. We want to continue training and developing the team. I think training is very important in all levels of the organization so we would like to continue doing that. We want to continue our high level of transparency through monthly and annual reporting. I would like to make sure we better understand the finance staff that reports to our fiscal officers. We have about nine (9) fiscal officers. Some of them do and some don't have staff underneath EXCELLENCE I ACCOUNTABILITY I INNOVATION I INCLUSION I EMPOWERMENT 455 County-City Building 227 W.Jefferson Bvld l South Bend,Indiana 466011p 574.235.9221 I f 574.235.9173 1 TTD 574.235.5567 wwwv.southbendin.gov 16