06-02-04 Public Works, Property Vacation and Personnel & Finance

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• Joint Meeting of the Public Works and Property Vacation Committee and the Personnel and Finance Committee The June 2,2004 joint meeting of the Public Works and Property Vacation Committee and the Personnel and Finance Committee was called to order by Public Works and Property Vacation Committee Chairperson,Dr. David Varner at 4:00 p.m. in the Council Informal Meeting Room. Persons in attendance included Council Members Kuspa,Dieter,Kelly, and Varner;Mayor Stephen Luecke, City Attorney Charles Leone,City Controller Rick 011ett, City Engineer Carl Littrell, City Clerk John Voorde,and Council Attorney Kathleen Cekanski-Farrand. Dr. Varner noted that the joint committee was called to review Bill No. 32-04 which would update financial and fiscal reporting procedures in the city. He noted that fiscal responsibility is one of the most important duties of the Common Council. Dr. Varner stated that 1981 was the last time that the Common Council passed legislation in this area which established procedures. He noted that it is not his intent to say that current procedures are wrong or bad,but that they need to be better. Dr. Varner noted that he has been on the South Bend Common Council and that during that period of time some requests for information have not been forthcoming. He stated that much of the ordinance would codify procedures which the City Administration has been doing since the performance based budget process was informally adopted,but that it would go beyond that by requiring that information be presented by specific dates prior to budget hearings. In this way the.Council would be able to review the information and have more fruitful discussion and insights. He noted that he is basically asking for better accountability and transparency of the fiscal process so that the Council may do their job. He stated that he believes that standards are necessary so that everyone has the opportunity to review relevant information. Dr. Varner noted that two(2)letters have been received, one from City Attorney Charles Leone and one from City Controller Rick 011ett(copies attached). He stated that he appreciates this information and hopes that during a series of meetings that all concerns may be addressed. Mr. Leone noted that one issue involves the day-to-day administrative duties vs. the legislative oversight, and welcomed the opportunity to address his major concerns. Dr. Varner hoped that the attorneys could work on the legal aspects and not take time today to debate each concern part by part. He noted that public accountability and reporting are essential, noting that problems with the College Football Hall of Fame is just one issue,but not the overriding one. Council Member Kelly hoped that the City Attorney and the Council Attorney could resolve any differences which address legality. The Council Attorney noted that she met briefly with Mr. Leone and Ms.DeRose in their regular bi-monthly meetings and noted at that time that many of Mr.Leone's suggestions would improve the bill, such as separating out into separate sections the roles of the Department of Administration and Finance from the roles of the Council's Personnel and Finance Committee during the budget process. She further noted that some of the early recommended language