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Home My WebLink About04. 2017 Budget Presentation Hearing Session II - Mayor's OfficeMayor’s Office August 17, 2016 TABLE OF CONTENTS POWERPOINT PRESENTATION ......................................................................... 2-10 FUND 101-0101 MAYOR’S OFFICE ........................................................................ 11-17 1 8/17/2016 City of South Bend 2017 Mayor’s Office Budget August 17, 2016 2 8/17/2016 Core Values 3 8/17/2016 Goals for the Community Safe Community for Everyone Strong, Inclusive Economy Thriving Public Spaces Vibrant, Welcoming Neighborhoods Robust and Well‐Planned Infrastructure All Residents Empowered with Education, Mobility and Technology Goals for the City Great Employer with Great Employees Enduring Financial Strength Excellent Services and Efficient Processes Modeling our Values (Excellence, Accountability, Innovation, Inclusion and Empowerment) Robust Physical and Technological Capital Assets Reliable Compliance with Regulations and Well‐ Managed Risk Effective, Responsive Leadership and Communication 4 8/17/2016 General Fund, Innovation/Technology/311, PS LOIT, COIT & EDIT 2017 Proposed Expenditures By Department 530,0001,240,0001,550,0001,800,0001,880,0003,980,000 4,670,000 58,890,000 Mayor, Clerk and Council* Innovation & Technology* Admin, Finance, Legal & General Operations* 311 Customer Service* 17,390,000 Venues Debt Service Engineering*Public Safety Economic Development & Neighborhoods *Inclusive of costs for Parks and enterprise funds 2% of General+ Funds 4.3% of General+ Funds 2017 Budgeted Expenditures Across All Funds G&A, 3% Public Safety, 23% Economic Development, 24%Utilities 23% Neighborhoods, 17% Internal Service Funds, 10% 2017 2017 Proposed Percent of Expenditures by Activity Budget Total Economic Development$ 87,650,000 24% Public Safety 85,130,000 23% Utilities 84,340,000 23% Neighborhoods 63,300,000 17% Internal Service Funds 35,340,000 10% General & Administrative (G&A)12,830,000 3% Other Costs 10,000 0% Total Expenditures by Activity$ 368,600,000 100% 5 8/17/2016 Mayor’s Office C h ief of St aff Ja m es Muel l er Di re ctor of Comm unic at ions Kev in Law ler D i r e ctor of C o mmunity O u t re ach Che rri P eate E xecutive A ss is ta n t and Direct or of Sp eci al Projects A n dr e Ade yem i Depu ty Chie f of Staff (Vacant) Admini str ative A ss is ta n t Sha y Davis Part‐Time Sec r e t ar y Yeseni a Garci lazo Mayor’s Office Organization Chart 6 8/17/2016 Overall budget—increase of $124,093 from $741,267 in 2016 to $865,360 proposed in 2017 Roughly 10% of increase due to rising personnel costs $3,853 increase in wages and fringe (not including health care) $8,050 due to 8% increase of health care costs Roughly 90% of increase due to the change in accounting for internal services that promotes transparency and shared ownership of their costs $112,463 increase in computer, GIS, print shop allocations $276 decrease in liability insurance Salary changes No salary increase for the Mayor, Chief of Staff to the Mayor, Deputy Chief of Staff to the Mayor, and Communications Director 2% increase for the Director of Community Outreach, Executive Assistant/Director of Special Projects, Administrative Assistant, and part‐ time Secretary No staffing level or title changes Mayor’s Office Budget Summary Mayor’s Office Budgeted Expenditures by Year 7 8/17/2016 Mayor’s Office 2016 Expenditures •Facilitated the development and rollout of the City’s mission, vision, and values. •Rallied city around new flag without design expense to the city. •Developed communications protocols that, when fully implemented, will enhance information sharing and notice for events. •Recruited outstanding talents for Chief Technology Officer and Diversity and Inclusion Officer. •Advanced innovation and information technology through major reorganization to ensure City alignment with global best practices as identified in the IT strategic plan. •Delivered Executive Order on Diversity and Inclusion and helped to craft draft plan. •Focusing economic development strategy on closing the income gap. •Maintained a community wide response to group related gun violence, integrating the approach as part of the reorganization of PD. •112 visitors to the 5 Mayor’s Night Out Events so far in 2016. •Continued progress on Smart Streets. •Successful Youth Task Force cohort was recognized by South Bend Schools 2016 Accomplishments 8 8/17/2016 Youth Task Force The City of South Bend’s Youth Task Force gives the youth of South Bend an opportunity to make a positive impact in their community and lets their voices be heard. •A community‐based group open to all South Bend residents in grades 9th through 12th •Members of the Youth Task Force design and drive an advocacy program that targets issues that specifically affect the youth in our community. •Held rolling town halls in 2016 at South Bend schools to talk about ending youth violence in our community. •Videos on Facebook have reached more than 10,000 people •Get PSAP on track. •Municipal ID program. •Recruit outstanding talent to Executive Director of DCI. •Partner with DCI and Council to establish plan for neighborhoods. •Implement Parks Bond (Charles Black improvements delayed by EPA testing). •Promote performance based management throughout the City Administration. •Increase diversity of city workforce and boards. •Facilitate the development and implementation of a strategic vision for the City. •Develop and implement strategic plan for community outreach. •Focus economic development on closing the income gap. •Release My Brothers’ Keeper Plan •Continue to drive improvements in employee engagement and morale. Ongoing in 2016 9 8/17/2016 MBK Anchor Organization: Memorial Hospital/Beacon Health Systems My Brother’s Keeper Initiative En tering School and Ready to LearnSuccessfully Entering the Workforce Reducing Violence and Pr oviding a Second Chance St. Joseph County Health Department Memorial Community Health Enhancement La Casa de Amistad Indiana Black Expo El Campito Pathways Program GVI GVI 100 Black Men SBCSC Education Foundation Big Brothers/Big Sisters JJC (JDAI and Reading for Life) SB Code School Memorial Community Health Enhancement Mayor’s Office Key Goals and Challenges for 2017 •Build upon Group Violence Intervention. •Stay ahead of the 2020 “fiscal curb.” •Address long‐term funding challenges for infrastructure. •Identify and reduce barriers to inclusive economic growth. •Put diversity and inclusion plan into action. •Work with South Bend schools to ensure efforts are coordinated. •Integrate performance management and priority‐based budgeting into city operations. •Develop a strategic plan on city purchasing. •Continue efforts to enhance quality of place. 10 City of South Bend, Indiana 2017 Budget Mayor's Office - 101-0101 Fund Summary - Operating and Capital Budget 2016 2017 Budget 2014 2015 Amended 30-Jun Proposed Forecast Variance% Description Actual Actual Budget Actual Budget 2018 2019 2020 2021 2016-2017 Change EXPENDITURES BY PROGRAM 1 External Communications- - 2 Internal Communications- - 3 Strategic Planning and Policy Implementation- - 4 Mayor's Night Out- - 5 Special Events- - 6 Youth Task Force- - 7 Other Resident and Stakeholder Engagement- - 8- - 9- - 10- - - - - - - EXPENDITURES BY TYPE Personnel Salaries & Wages 457,036 486,062 477,693 174,499 480,968 490,587 500,399 510,407 520,615 3,275 0.7% Fringe Benefits 162,228 196,005 207,799 74,190 216,437 233,752 252,452 272,648 294,460 8,638 4.2% Total Personnel 619,264 682,067 685,492 248,689 697,405 724,339 752,851 783,055 815,075 11,913 1.7% Supplies 20,584 11,666 3,662 792 3,000 3,060 3,121 3,184 3,247 (662) -18.1% Services & Charges Professional Services - 1,412 14 - - - - - - (14) -100.0% Printing & Advertising 37,550 21,895 32,741 17,649 25,000 25,000 25,000 25,000 25,000 (7,741) -23.6% Utilities- - - - - - - - - - - Education & Training 452 1,999 1,800 1,599 1,800 1,800 1,800 1,800 1,800 - 0.0% Travel 1,997 2,512 4,130 807 4,130 4,130 4,130 4,130 4,130 - 0.0% Repairs & Maintenance 1,241 966 1,600 353 1,600 1,680 1,764 1,852 1,945 - 0.0% Payment In Lieu of Taxes- - - - - - - - - - - Other Interfund Allocations 11,863 8,779 16,455 6,851 129,225 131,810 134,446 137,135 139,878 112,770 685.3% Debt Service: Principal 3,006 1,608 572 281 - - - - - (572) -100.0% Interest & Fees 330 88 18 13 - - - - - (18) -100.0% Grants & Subsidies- - - - - - - - - - - Transfers Out- - - - - - - - - - - Other Services & Charges 1,320 2,194 3,399 448 3,200 3,200 3,200 3,200 3,200 (199) -5.9% Total Services & Charges 57,759 41,453 60,729 28,001 164,955 167,620 170,340 173,117 175,953 104,226 171.6% Capital- - - - - - - - - - - Total Expenditures by Type 697,607 735,186 749,883 277,482 865,360 895,019 926,313 959,356 994,275 115,477 15.4% Explain Significant Revenue and Expenditure Changes Below: Increase over 2016 due mainly to the increase in Interfund allocations for IT which allow all departments to see the full cost of IT and other administration functions that they would not have seen in the past. Also, health insurance rose approx. 8% per employee. No other major changes are expected for 2017. 11 City of South Bend, Indiana 2017 Budget Mayor's Office - 101-0101 Fund Summary - Full-Time Employees Report ONLY Full-Time positions 2016 2017 2015 Amended 6/30/2016 Proposed Forecast Position Actual Budget Actual Budget 2018 2019 2020 2021 Staffing (Full-Time Employees) Non-Bargaining Mayor 1.0 1.0 1.0 1.0 1.0 1.0 1.0 1.0 Chief of Staff to Mayor 1.0 1.0 1.0 1.0 1.0 1.0 1.0 1.0 Deputy Chief of Staff to Mayor 1.0 1.0 - 1.0 1.0 1.0 1.0 1.0 Communications Director 1.0 1.0 1.0 1.0 1.0 1.0 1.0 1.0 Director of Community Outreach 1.0 1.0 1.0 1.0 1.0 1.0 1.0 1.0 Exec Asst & Dir of Special Projects 1.0 1.0 1.0 1.0 1.0 1.0 1.0 1.0 Administrative Assistant I 1.0 - - - - - - - Administrative Assistant II- 1.0 1.0 1.0 1.0 1.0 1.0 1.0 - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - Total Non-Bargaining 7.0 7.0 6.0 7.0 7.0 7.0 7.0 7.0 Bargaining - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - Total Bargaining- - - - - - - - Total Full-Time Employees 7.0 7.0 6.0 7.0 7.0 7.0 7.0 7.0 Explain Significant Staffing Changes Below: No significant changes expected for 2017 in personnel. 12 2016 2016 20166/30/162017 2014 2015OriginalAmendedYTDYTDProposed ACCOUNTNUMBERACCOUNTDESCRIPTION ActualActualBudgetBudgetActualActualExpenditures GENERALFUND101-0101-413.10-01REGULAR 443,851467,284459,713459,713238,764182,914462,658 LEVELTEXT TEXTAMT 021MAYOR(NOINCREASEFOR2017) 104,489 1CHIEFOFSTAFFTOTHEMAYOR(NOINCREASEFOR17) 74,309 1DEPUTYCHIEFOFSTAFFTOTHEMAYOR(NOINCREASE) 70,593 1EXECUTIVEASSTANDDIRECTOROFSPECIALPROJECTS 53,107 1DIRECTOROFCOMMUNICATIONS(NOINCREASEFOR2017 63,153 1ADMINISTRATIVEASSISTANTII 40,907 1DIRECTOROFCOMMUNITYOUTREACH 56,100 TOTALFTE-7 462,658 101-0101-413.10-03SEASONAL&INTERNS 1102,2901,2001,200 0 01,200 LEVELTEXT TEXTAMT 022017EST-1INTERNX6WEEKSX20HOURS@$10/HR 1,2001,200 101-0101-413.10-04EXTRAANDOVERTIME 3311,638 400 400 183 183 400 LEVELTEXT TEXTAMT 02OVERTIMEFORHOURLYSTAFFFORHOURSWORKEDDURING 400 PEAKTIMESOFTHEYEAR 400 101-0101-413.10-09PERMANENTPART-TIME 12,74414,85016,38016,3808,6806,83316,710 LEVELTEXT TEXTAMT 02PART-TIMESECRETARYV(20HOURSPERWEEK) 16,710 FTE-.5(2%INCREASEFOR2017) 16,710 101-0101-413.11-01FICA-REGULAR 35,11737,82136,54436,54419,31414,84736,794 LEVELTEXT TEXTAMT 02WAGES-$480,968X7.65% 36,79436,794 101-0101-413.11-04PERF-REGULAR 49,74852,47651,48851,48826,76220,50751,818 LEVELTEXT TEXTAMT 02FULLTIMESALARIES$462,658X11.2% 51,81851,818 101-0101-413.11-07UNEMPLOYMENTCOMP 1,1341,1991,1951,195 408 2601,203 LEVELTEXT TEXTAMT 13 2016 2016 20166/30/162017 2014 2015OriginalAmendedYTDYTDProposed ACCOUNTNUMBERACCOUNTDESCRIPTION ActualActualBudgetBudgetActualActualExpenditures 02SALARIES$480,968X0.25% 1,2031,203 101-0101-413.11-08HEALTHINSURANCE 59,01483,296101,472101,47244,39838,228109,522 LEVELTEXT TEXTAMT 02HEALTH-7EMPLOYEESX$15,550PERYEAR 108,850 LTD-7EMPLOYEESX$96 672 109,522 101-0101-413.11-09LIFEINSURANCE 710 705 840 840 360 310 840 LEVELTEXT TEXTAMT 02LIFE-7EMPLOYEESX$120PERYEAR 840840 101-0101-413.11-12AUTOALLOWANCE 14,02518,18815,60015,6007,5506,55015,600 LEVELTEXT TEXTAMT 023EMPLOYEESX$300X12MONTHS 10,800 2EMPLOYEESX$200X12MONTHS 4,800 15,600 101-0101-413.11-22PARKINGALLOWANCE 1,8201,660 0 0 0 0 0 LEVELTEXT TEXTAMT 02PARKING-MOVINGALLEESTOSHILLINGSPARKING101-0101-413.11-24CELLPHONEALLOWANCE 660 660 660 660 385 330 660 LEVELTEXT TEXTAMT 02$55PERMONTHX1EMPLOYEEX12MONTHS 660660 ------------------------------------------------------------------------------------ *PERSONNELSERVICES 619,264682,067685,492685,492346,804270,962697,405 101-0101-413.21-02PRINTSHOP 18,1909,7881,0001,000 202 2021,000 LEVELTEXT TEXTAMT 02PRINTSHOP-MISCCHARGES 1,0001,000 101-0101-413.21-04OTHER-OFFICESUPPLIES 2,3941,8782,0002,662 595 5952,000 LEVELTEXT TEXTAMT 022016ESTIMATED 2,0002,000 14 2016 2016 20166/30/162017 2014 2015OriginalAmendedYTDYTDProposed ACCOUNTNUMBERACCOUNTDESCRIPTION ActualActualBudgetBudgetActualActualExpenditures------------------------------------------------------------------------------------ *SUPPLIES 20,58411,6663,0003,662 797 7973,000 101-0101-413.31-06OTHERPROFESSIONALSVC 01,412 0 14 0 0 0 101-0101-413.31-71CENTRALSTORESALLOCATION 180 185 169 169 98 84 162 LEVELTEXT TEXTAMT 022017FIXEDCOSTALLOCATION#3 162 CENTRALSTORES 162 101-0101-413.31-72GISALLOCATION 2,0592,1622,2712,2711,3241,135 0 101-0101-413.31-73PRINTSHOPALLOCATION 0 09,1609,1605,3414,5789,250 LEVELTEXT TEXTAMT 022017PRINTSHOPALLOCATION 9,2509,250 101-0101-413.32-02POSTAGE 9931,2171,0001,000 145 1381,000 LEVELTEXT TEXTAMT 022016ESTIMATE 1,0001,000 101-0101-413.32-05OTHERCOMM/TRANS 444 0 0 0 0 0 0 101-0101-413.32-21TRAVEL-MILEAGE 916 0 0 300 364 364 0 101-0101-413.32-22TRAVEL-AIRFARE 526 7771,5001,500 265 2651,500 LEVELTEXT TEXTAMT 022016ESTIMATE 1,5001,500 101-0101-413.32-23TRAVEL-HOTEL 01,6851,5001,500 160 1601,500 LEVELTEXT TEXTAMT 022016ESTIMATE 1,5001,500 101-0101-413.32-24TRAVEL-MEALS 5 30 250 250 18 18 250 LEVELTEXT TEXTAMT 022016ESTIMATE 250250 101-0101-413.32-25TRAVEL-OTHER 106 20 880 580 0 0 880 LEVELTEXT TEXTAMT 022016ESTIMATE 880 15 2016 2016 20166/30/162017 2014 2015OriginalAmendedYTDYTDProposed ACCOUNTNUMBERACCOUNTDESCRIPTION ActualActualBudgetBudgetActualActualExpenditures880 101-0101-413.33-03PROMOTIONAL 37,55021,89525,00032,74125,28519,88525,000 LEVELTEXT TEXTAMT 022016ESTIMATEFORPROMOTIONALACCOUNT 25,00025,000 101-0101-413.34-02LIABILITYINSURANCE 1,1641,7161,9331,9331,127 9661,657 LEVELTEXT TEXTAMT 022017FIXEDCOSTALLOCATION#5 1,657 LIABILITYINSURANCE 1,657 101-0101-413.36-02OFFICEEQUIPMENT 1,241 9661,6001,600 616 3561,600 LEVELTEXT TEXTAMT 022016ESTIMATE 1,6001,600 101-0101-413.36-04COMPUTEREQUIPMENT 8,4604,7162,9222,9221,7011,458118,156 LEVELTEXT TEXTAMT 02ITALLOCATION#7 118,156118,156 101-0101-413.37-11CAPITALLEASEPRINCIPAL 3,0061,608 572 572 425 281 0 LEVELTEXT TEXTAMT 02PAIDOFF2016101-0101-413.37-12CAPITALLEASEINTEREST 330 88 18 18 16 13 0 101-0101-413.39-10SUBSCRIPTIONS 177 177 200 200 0 0 200 LEVELTEXT TEXTAMT 02SOUTHBENDTRIBUNE 200200 101-0101-413.39-11DUES&MEMBERSHIPS 150 8002,0002,000 111 1112,000 LEVELTEXT TEXTAMT 022016ESTIMATEIACT 800 NORTHERNINDIANAMAYORSROUNDTABLE 100 USCONFERENCEOFMAYORS 1,1002,000 101-0101-413.39-70EDUCATION&TRAINING 4521,9991,8001,8001,5991,5991,800 16 2016 2016 20166/30/162017 2014 2015OriginalAmendedYTDYTDProposed ACCOUNTNUMBERACCOUNTDESCRIPTION ActualActualBudgetBudgetActualActualExpenditures LEVELTEXT TEXTAMT 022016ESTIMATE 1,8001,800 101-0101-413.39-89MISCCHARGES&SERVICES 0 0 0 199 228 199 0------------------------------------------------------------------------------------ *OTHERSERVICES&CHARGES 57,75941,45352,77560,72938,82331,610164,955------------------------------------------------------------------------------------ **MAYOR 697,607735,186741,267749,883386,424303,369865,360------------------------------------------------------------------------------------ ***GENERALFUND 697,607735,186741,267749,883386,424303,369865,360697,607735,186741,267749,883386,424303,369865,360 17