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Home My WebLink About19. 2017 Budget Presentation Hearing Session VII - City Clerk City Clerk September 14, 2016 TABLE OF CONTENTS FUND 101-0201 CITY CLERK ................................................................................... 2-7 POWERPOINT PRESENTATION ....................................................................... 8-18 1 City of South Bend, Indiana 2017 Budget City Clerk - 101-0201 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- - 2- - 3- - 4- - 5- - 6- - 7- - 8- - 9- - 10- - - - - - - EXPENDITURES BY TYPE Personnel Salaries & Wages 209,796 226,698 227,282 106,183 237,174 241,917 246,756 251,691 256,725 9,892 4.4% Fringe Benefits 74,358 87,074 105,573 42,376 112,060 121,025 130,707 141,164 152,457 6,487 6.1% Total Personnel 284,154 313,772 332,855 148,559 349,234 362,943 377,463 392,855 409,181 16,379 4.9% Supplies 8,771 9,907 7,582 4,784 7,800 7,800 7,800 7,800 7,800 218 2.9% Services & Charges Professional Services 9,214 9,518 49,278 14,085 40,300 40,300 40,300 41,106 41,106 (8,978) -18.2% Printing & Advertising 18,254 19,897 24,880 12,245 24,800 24,800 24,304 23,818 23,342 (80) -0.3% Utilities- - - - - - - - - - - Education & Training 3,793 2,444 4,000 1,529 4,000 3,000 3,000 3,000 3,000 - 0.0% Travel 3,599 4,019 6,950 1,056 6,950 4,000 4,000 4,000 4,000 - 0.0% Repairs & Maintenance- 1,940 6,000 5,693 6,000 6,000 6,000 6,000 6,000 - 0.0% Payment In Lieu of Taxes- - - - - - - - - - - Other Interfund Allocations 3,096 3,829 4,330 2,166 61,001 62,221 63,465 64,735 66,029 56,671 1308.8% Debt Service: Principal- - - - - - - - - - - Interest & Fees- - - - - - - - - - - Grants & Subsidies- - - - - - - - - - - Transfers Out- - - - - - - - - - - Other Services & Charges 2,713 2,598 7,600 1,137 6,100 6,100 6,100 6,100 6,100 (1,500) -19.7% Total Services & Charges 40,669 44,245 103,038 37,911 149,151 146,421 147,169 148,759 149,577 46,113 44.8% Capital- - - - - - - - - - - Total Expenditures by Type 333,594 367,924 443,475 191,254 506,185 517,164 532,432 549,413 566,558 62,710 14.1% Explain Significant Revenue and Expenditure Changes Below: Increase in expenses due mainly to increase in allocations for 2017. The allocations allow each department to fully understand the cost of the administrative services they receive. 2 2016 2016 20166/30/162017 2014 2015OriginalAmendedYTDYTDProposed ACCOUNTNUMBERACCOUNTDESCRIPTION ActualActualBudgetBudgetActualActualExpenditures GENERALFUND101-0201-411.10-01REGULAR 209,796226,698227,282227,282156,127106,183237,174 LEVELTEXT TEXTAMT 021CITYCLERK 73,000 1CHIEFDEPUTYCITYCLERK 50,695 1DEPUTYCITYCLERK 44,994 1ORDINANCEVIOLATIONSBUREAUCLERK 42,070 1CITYCLERKSECRETARY 33,415 LESSADJUSTMENTFORACTUALSALARYPAID 7,000-237,174 101-0201-411.11-01FICA-REGULAR 15,83717,00417,38817,38811,8088,02618,144 LEVELTEXT TEXTAMT 02REGULARSALARIES$237,174X7.65% 18,14418,144 101-0201-411.11-04PERF-REGULAR 17,10118,61525,45725,45717,48611,89226,563 LEVELTEXT TEXTAMT 02REGULARSALARIES$237,174X11.20% 26,56326,563 101-0201-411.11-07UNEMPLOYMENTCOMP 543 579 568 568 261 135 593 LEVELTEXT TEXTAMT 02SALARIES$237,174X0.25% 593593 101-0201-411.11-08GROUPINSURANCE-HEALTH38,57648,45259,64059,64029,96221,14164,240LEVELTEXT TEXTAMT 02LONG-TERMDISABILITY:5EMPX$96 480 HEALTHINSURANCE:4EMPX$15,550 62,200 HEALTHINSURANCEREBATE:1EMPX$1,560 1,560 64,240 101-0201-411.11-09GROUPINSURANCE-LIFE 570 600 600 600 390 270 600 LEVELTEXT TEXTAMT 025EMPX$120 600600 101-0201-411.11-22PARKINGALLOWANCE 1,7311,8241,9201,9201,368 9121,920 3 2016 2016 20166/30/162017 2014 2015OriginalAmendedYTDYTDProposed ACCOUNTNUMBERACCOUNTDESCRIPTION ActualActualBudgetBudgetActualActualExpenditures LEVELTEXT TEXTAMT 02PARKINGFEES-$40PERMONTHX12MONTHSX4EE 1,9201,920 ------------------------------------------------------------------------------------ *PERSONNELSERVICES 284,154313,772332,855332,855217,402148,559349,234 101-0201-411.21-01OFFICIALRECORDS 0 1191,5001,5001,3561,3561,500 LEVELTEXT TEXTAMT 02OFFICIALRECORDS 1,5001,500 101-0201-411.21-02STATIONERY&PRINTING 486 321 0 0 0 0 0 101-0201-411.21-03C.S.-OFFICESUPPLIES 808 8991,3001,300 254 2461,300 LEVELTEXT TEXTAMT 02CENTRALSTORESOFFICESUPPLIES 1,3001,300 101-0201-411.21-04OTHER-OFFICESUPPLIES 1,893 8702,0002,7822,7462,3103,000 LEVELTEXT TEXTAMT 02OTHEROFFICESUPPLIES 3,0003,000 101-0201-411.21-05LAWBOOKS 2,6541,5002,0002,0002,000 8722,000 LEVELTEXT TEXTAMT 02LAWBOOKS 2,0002,000 101-0201-411.22-60SMALLOFFICEEQUIPMENT 06,198 0 0 0 0 0------------------------------------------------------------------------------------ *SUPPLIES 5,8419,9076,8007,5826,3564,7847,800 101-0201-411.31-01LEGAL 0 0 04,0002,230 82510,000 LEVELTEXT TEXTAMT 02CONTRACTEDLEGALSERVICES 10,00010,000 101-0201-411.31-06OTHERPROFESSIONALSVCS 9,2149,01238,23836,27821,61411,83030,300 LEVELTEXT TEXTAMT 02OTHERPROFESSIONALSERVICES:CITYOFSOUTHBENDMUNICIPALCODEUPDATES 13,800 4 2016 2016 20166/30/162017 2014 2015OriginalAmendedYTDYTDProposed ACCOUNTNUMBERACCOUNTDESCRIPTION ActualActualBudgetBudgetActualActualExpenditures BMVSEARCHES 2,500 DIGITIZINGHISTORICALCLERKRECORDS 5,000 DIRECTPAYCHARGESFROMCOLLECTIONAGENCY 1,000 ACELLALICENSES 3,000 BOARDSANDCOMMISSIONSSOFTWARE 5,000 30,300 101-0201-411.31-39COLLECTIONCOSTS 0 506 0 01,4301,430 0 101-0201-411.31-71CENTRALSTORESALLOATION 264 604 578 578 384 288 790 LEVELTEXT TEXTAMT 022017FIXEDCOSTALLOCATION#3 790 CENTRALSTORES 790 101-0201-411.31-73PRINTSHOPALLOCATION 0 0 281 281 184 138 172 LEVELTEXT TEXTAMT 022017ALLOCATION 172172 101-0201-411.32-02POSTAGE 389 3393,0001,000 199 1842,000 LEVELTEXT TEXTAMT 02POSTAGE 2,0002,000 101-0201-411.32-21TRAVEL-MILEAGE 1,3041,2902,0002,000 361 3202,000 LEVELTEXT TEXTAMT 022017TRAVEL/MILEAGE 2,0002,000 101-0201-411.32-22TRAVEL-AIRFARE 0 01,0001,000 0 01,000 LEVELTEXT TEXTAMT 02TRAVEL/AIRFARE: 1,000 2017INTERNATIONALCLERKCONFERENCE 1,000 101-0201-411.32-23TRAVEL-HOTEL 2,2242,6193,5003,500 968 6543,500 LEVELTEXT TEXTAMT 022017TRAVEL/HOTEL 3,5003,500 101-0201-411.32-24TRAVEL-MEALS 0 0 250 250 82 82 250 LEVELTEXT TEXTAMT 5 2016 2016 20166/30/162017 2014 2015OriginalAmendedYTDYTDProposed ACCOUNTNUMBERACCOUNTDESCRIPTION ActualActualBudgetBudgetActualActualExpenditures 022017TRAVEL/MEALS 250250 101-0201-411.32-25TRAVEL-OTHER 71 110 200 200 0 0 200 LEVELTEXT TEXTAMT 022017TRAVEL/OTHER(PARKING,TOLLS,ETC.) 200200 101-0201-411.33-02PUBLICATIONLEGALNOTICE18,11719,61723,75023,75013,73811,88223,750LEVELTEXT TEXTAMT 02PUBLICATIONLEGALNOTICE 23,75023,750 101-0201-411.33-03PROMOTIONAL 137 2801,0501,130 508 3631,050 LEVELTEXT TEXTAMT 02PROMOTIONAL 1,0501,050 101-0201-411.34-02LIABILITYINSURANCE 9961,2601,3881,388 928 6961,029 LEVELTEXT TEXTAMT 022017FIXEDCOSTALLOCATION#5 1,029 LIABILITYINSURANCE 1,029 101-0201-411.36-02OFFICEEQUIPMENT 01,9406,00016,0005,9105,6936,000 LEVELTEXT TEXTAMT 02OFFICEEQUIPMENT 2,500 PASYSTEMREPAIR 3,5006,000 101-0201-411.36-04COMPUTEREQUIPMENT 1,8361,9652,0832,0831,3921,04459,010 LEVELTEXT TEXTAMT 022017FIXEDCOSTALLOCATION#7 59,010 INFORMATIONTECHNOLOGY 59,010 101-0201-411.39-01REFNDS,AWARDS,IMDEMNITIES 295 0 0 0 0 0 0 101-0201-411.39-11DUES 7881,0191,5001,500 290 2901,500 LEVELTEXT TEXTAMT 02DUES 1,5001,500 6 2016 2016 20166/30/162017 2014 2015OriginalAmendedYTDYTDProposed ACCOUNTNUMBERACCOUNTDESCRIPTION ActualActualBudgetBudgetActualActualExpenditures 101-0201-411.39-38BADDEBT/UNCOLLECTNSFCK 55 0 500 500 0 0 0 101-0201-411.39-39BANKCREDITCARDCHARGES 1,1861,2091,5001,500 838 6031,500 LEVELTEXT TEXTAMT 02BANKCREDITCARDCHARGES 1,5001,500 101-0201-411.39-70EDUCATION&TRAINING 3,7932,4444,0005,0003,4491,5294,000 LEVELTEXT TEXTAMT 02EDUCATION&TRAINING 4,0004,000 101-0201-411.39-89MISCCHARGES&SERVICES 0 311,1001,100 60 601,100 LEVELTEXT TEXTAMT 02MISCCHARGES&SERVICES 1,1001,100 ------------------------------------------------------------------------------------ *OTHERSERVICES&CHARGES 40,66944,24591,918103,03854,56537,911149,151 101-0201-431.22-60COMPUTERSUPPLIES/EQUIP 2,930 0 0 0 0 0 0------------------------------------------------------------------------------------ *SUPPLIES 2,930 0 0 0 0 0 0------------------------------------------------------------------------------------ **CITYCLERK 333,594367,924431,573443,475278,323191,254506,185------------------------------------------------------------------------------------ ***GENERALFUND 333,594367,924431,573443,475278,323191,254506,185333,594367,924431,573443,475278,323191,254506,185 7 September 14, 2016 City Clerk’s Office •Introduction of Team •Mission Statement •Overall Staffing Changes •2016 Accomplishments •2016 Goals and Challenges •2017 Goals and Challenges •Key Performance Indicators •Key Programs and Costs •Ordinance Violation Bureau •Significant Budget Changes Clerk’s Office Today’s Agenda 8 Clerk’s Office Introduction of Team •Kareemah Fowler, City Clerk •Jennifer Coffman, Chief Deputy Clerk •Alkeyna Aldridge, Deputy Clerk •Joe Molnar, Ordinance Violation Bureau Clerk Clerk’s Office Mission Statement We ensure the integrity and accuracy of City records, and liaise between the Common Council, City administration and South Bend residents fostering relationships and common ground. We accomplish our mission by: 1.Serving as a responsible steward of information and historical artifacts 2.Empowering the community to engage 3.Supporting open and transparent government 4.Striving for the highest degree of excellence in customer service 9 Clerk’s Office Overall Staffing Changes •Many changes were made at the end of last year to fit the vision of the new City Clerk’s Office •As a result, three (3) new staff members were hired at the beginning of 2016 •Jennifer Coffman, Chief Deputy •Alkeyna Aldridge, Deputy •Joe Molnar, Council Secretary •Emily Sexton recently left the Ordinance Violations Bureau and was replaced by Joe Molnar •Currently in the process of filling the position of Council Secretary Clerk’s Office 2016 Accomplishments •Complete reorganization of Clerk’s Office for efficiencies •Individuals specialize in particular areas to accommodate the Council, such as minutes, policy, HR needs (Council/Clerk), Boards and Commissions and Outreach coordination. •Clerk’s Office is now able to host meetings such as the Food and Beverage Tax joint meeting •Created Employee Handbook for Clerk’s Office •Council and Clerk interactive calendars •Assist Council in electronic TV monitors outside of Clerk and Council offices (paperless meeting agendas) •Added Clerk’s Column to Water Bill Newsletter •Added photos and biographies of Clerk and Clerk’s Office staff online to increase citizen engagement and transparency •Met all TDD and security requirements •Contracted with an attorney to ensure compliance with the law •Collaboration between Clerk, Council and the Mayor’s Office to display local student art in public spaces designated throughout City offices •Collaborating with Area Plan and all other entities on Fast Tracking legislative processes 10 Clerk’s Office 2016 Goals & Challenges What We Have Accomplished So Far 20 16 Goa ls & Challen ges How We Are Pr oceeding to Meet Goals Working on pro ject to d i gitize a l l histo rical records‐Completed the digitiz atio n o f all historic al mi nute an d rec or d books from the city v ault and arch i v es, and in t he p rocess o f indexing the inf ormation. The Clerk’s Office will m ake t he informa tion readily a v ailable to all in the next few months. ‐Con tinuing to scan a nd digitally preserve ordina nces and r es olution docume nts f ro m the City vault a nd archive s Continue to upgrade technology, finding innovative, cost‐e fficient solu tion through stre amlining, i ntegration, an d cost between de partments and other governmental e ntities. ‐Providing electro nic agendas, accepting electro nic filings, accepting online applicat i ons, using Dropbox to share docume nts with C ounc i l and the public, electronic calendars for Cle rk’s and Coun cil, adding all Cou ncil meetings to YouTub e, im proved document fo rm efficiencies, technical train i ng across all op era ting sys tems and devices (Ap ple, PC) to increa se ope nness and t ransparency t o the comm unity, and to assist Council and t heir constituency base SOPs, P olicy,HR a nd Cro ss‐training employees St anda rd O perating Procedures and policies (Fast Track, Mun i c i pal Code, Adv ertis i ng, Electronic Signatures, HR), Bega n cros s training new employees More inclusive tran sparency to incr ease comm unity awaren es s Created dis tribution lists, staffin g Co uncil presence at c om munity eve nts (i.e.. Mayor’s Night Out), assisting Council with social media pre se nce Clerk's column in the monthly Cit y newsletter Adde d a C l erk’s Colu mn to the water bil l new sle tt er, complet ed four (4) 1‐minute commercials wit h WNIT t o expla in informa tion in Clerk’s newsletter •Boards and Commissions: Implement a shared digital program throughout the City for City boards, commissions and Council committees •Re‐vamping of Clerk and Council websites •Electronically Bookmarking Council Meeting Agendas •Working directly with the Council Legal team interactively in SharePoint database for City reporting and Municipal code deadlines •Implement a mobile app for Municode •Resource/Research Center: Create a research center in the Clerk’s Office as a good balance between streamlining of city information and a face to face experience •Expand the Clerk and Council’s current art contest •Provide internships •Stream Council meetings live on YouTube •Become a part of the downtown tours •Cross training for every employee in the Clerk’s Office •Completion of Standard Operating Procedures and mission statement •Open Door Law Training •Continuing efforts to move toward a paperless office Clerk’s Office 2017 Goals & Challenges 11 Clerk’s Office Key Performance Indicators Measure Goal Type 2018 Long Term Goal 2015 Actual 2016 Estimated (if available)2017 Target Number of transactions preserved output 202 123 160 Number of laws passed by Council output 23 12 20 Number of meetings recorded output 202 144 160 Percentage of petitioners that file successfully effectiveness 89%95%91% Live Council meeting aired on WNIT effectiveness 100%100%82% Clerk’s Office Key Programs and Costs Program Name Program Description Estimated FTE Program Cost Council and Committee Meetings‐Legal Attend all meetings and perform duties of Clerk as designated by City Ordinance; Includes but not limited to reading each proposed Bill or Ordinance title in full, Transcribe meeting minutes etc. (Time‐driven deadlines). Council meetings are held every 2nd and 4th Monday of the month.49,419.75 Constituent Queries and Response Assist constituents with various questions via phone, email, and in person visits; Direct constituents to relevant departments, Council Members, and organizations; Conduct research, inquire on their behalf, processing of complaints APRA request, use various other methods to satisfy constituent queries through, processing of documents filed with the Clerk's Office whether required legally or not.28,183.83 Community Events/ Outreach Publish monthly newsletter in water bill informing citizens of new legislation and various requirements involved; Attend outreach/ community events such as Mayor's Night Out and various others; Inform citizens of new and ongoing programs using social media, hosting special and informational meeting for the clerk/council on /off site, projects, online surveys on particular issues for legislation and Internship program.23,477.84 Records Distribution and Retention ‐Legal Scan all signed ordinances and resolutions, update voting and attendance records, and upload all upcoming bills and videos of meetings to YouTube to be viewed online; Email meeting notices and agendas to interested parties; Digitally organize meeting packets for ease of navigation; Scan and digitize historical documents 21,743.78 12 Clerk’s Office Key Programs and Costs Program Name Program Description Estimated FTE Program Cost Municipal Code Administration/ Compliance Assign final legislation numbers to passed bills; Manage timely signing of legislation by the Common Council, Mayor, and City Clerk; Tax Abatements and Annexations; Prepare and file SB1s and file with Auditor; Certify and seal legislation; Report executed ordinances to Municode for codification; Update code books with newest supplements; Invoice recipients; Maintain knowledge of laws related to Indiana Open Door laws, Compliance of Legal filings or certifications presented including Bonds, Budgets, conflict of interest forms etc. legal advertising and Parliamentary Procedures 21,358.44 Council and Committee Meetings‐Optional Collect and prepare presentations, manage presentations throughout meetings; Responsible for notifying petitioners that they are on the agenda and arranging room equipment;Provide agendas and sign in sheets; Record meetings and work with WNIT to ensure quality broadcast and Councilmember follow‐up. 16,624.81 Special Meeting, Study Committee, Ad Hoc Advisory Responsible for reservation of space, attending the meeting s, set‐up break down of equipment needed for meetings, ensuring that all legal requirements are met, minutes etc. (Note: these meetings are usually after regular work hours) 16,504.20 Records Distribution and Retention‐Optional Scan all signed ordinances and resolutions, update voting and attendance records, and upload all upcoming bills and videos of meetings to YouTube to be viewed online; Email meeting notices and agendas to interested parties; Digitally organize meeting packets for ease of navigation; Scan and digitize historical documents 13,574.10 Clerk’s Office Key Programs and Costs Program Name Program Description Estimated FTE Program Cost Legal Professional legal services; Consultation regarding legal advertising, Notices, Open door , APRA, HR, Retention, Complaints, Compliance, SOP's and any other legal matters pertaining to the City Clerk's Office 12,434.91 Boards and Commissions Request and collect member applications; Arrange Interviews; Prepare and send notification of appointments, correspondence letters to all others involved; Swear in all appointees; Maintain records of sworn in members, file legally with County and all other entities required and create distribution lists to all others. 11,707.81 Technological Support Manage webpages and Open Data Portal of City Clerk and Common Council, (maintenance/updates) computers, iPads, printers, meeting room equipment, WNIT (all monitors & projectors) for City Clerk and Common Council; Provide, TDD requirements and technological support to Council as needed 7,432.46 13 Special Advisory Committee on Elbel Date T a sk Hours D u ri n g Work Day Aft er W or k Hours C os t During W or k Day C ost After Work Hours 2/9/20 16 Co o r d inati n g c o mmittee m embe r s 1 28.5 9 2/9/20 16 Dropbo x c re ation and o rg anizatio n 2 34.1 9 2/1 1/2 016 Re se rv ation o f r o oms, co o rd inatin g s che dules, cr eation and d is trib ut ion of m eeting notic e 2 45.1 9 2/1 6/2 016 Co l lec t ing, re spo n ding t o, and dist r ibutin g citi zen questions for the comm it t ee 0.5 11.3 n/a Bu i ldin g El bel e mail lis t 0.5 11.3 2/2 3/2 016 Ag enda Pr ep, a dditio ns to Drop b ox 1 22.6 2/2 4/2 016 Ag enda Pr ep, a dditio ns to Drop b ox, can cel lation o f mee ti ng, a ns wering ema ils r ega rd ing cancell ation 3 67.7 9 2/2 5/2 016 F o r matting o f f iles, a ddition s to Dropb o x 0.5 11.3 2/2 9/2 016 Ag enda pr ep, a gen da ed it s, pr epara ti o n of di gital p r ese nt ations 3 65.3 8 2/2 9/2 016 E l bel meetin g 3.7 5 8 4.74 3/1/20 16‐3/2/20 16 Me e t ing m inute s (w ri ti ng a n d rev iew)11 2 45.9 5 3/3‐3/4/2 016 Ag enda pr ep, colle ctin g, res pond i ng to, and d is trib u t ing citiz en qu es ti o ns f o r th e c o mmittee 2 45.1 9 3/7/20 16 Me e t ing p r e p (moving f u r n iture, rea rra n gin g r oom, setting up m icrop h ones, c o mputers 2 2 8 3/7/20 16 E lbel meetin g 3.7 5 52.5 3/8/20 16 Min ut es (writing and r e vie w)11 1 77.1 9 3/1 6‐3/18/201 6 S che d ulin g of fin al m eeting, prepa ra t ion of m eeting ag e nda 1 22.6 3/2 1/2 016 Dist r ibution o f ci ti ze n questions, pre p aration o f dig i t al presenta t i ons, s e t ti ng up micr o phone s, compu t er s 1 1 4 3/2 1/2 016 E lbel meetin g 3.2 5 52.5 3/2 2/2 016 Min ut es (writing and r e vie w)9 1 49.1 9 4/1 3/2 016 Me e t ing p r e p (c re at ion of two po werpo i nt s), fo rm at t i ng of a gen da 1 22.6 4/1 3/2 016 E lbel meetin g 3.5 79.09 4/1 4/2 016 Min ut es (writing and r e vie w)6.5 1 46.8 8 4/1 5/2 016 Min ut es (writing and r e vie w)5 1 10.3 8 4/1 5/2 016 Re comm enda t i ons (writing, r evi ew, approv al, d is trib u t ion) an d fina l pres entatio n 3 67.8 9 Va ri ous Or ga n iz i ng of d ocu ments and uplo ading t o D r o pbox 1 20.1 9 64 14.2 5 1 347.7 2 6 8.83 Street Renaming Committee Da t e Task Ho urs Du r ing W o r k D ay Afte r Wo r k Ho urs Cost D urin g Work Day Cost A f t er W ork Ho urs 2/9/20 16 C r ea t in g/pos t ing n otice 0.5 1 1.3 2/23/2 01 6 C r ea t in g/pos t ing n otice in Cl erk's Off i c e, onl in e 1 20.19 2/24/2 01 6 P r ess con ference r el ea s e (p r ep/distri buti on)0.5 10.09 2/25/2 01 6 P r ess con ference attend an c e 0.5 10.09 2/25/2 01 6 Su rve y Mon key de velo pm en t/distrib uti on 1.5 30.29 n/a Su rve y Mon key m ain t en an ce/da t a mi nin g/a nsweri ng qu estio ns/tuto r ia l 2 40.38 3/2/20 16 C oo r din ati ng s c he dul ed, p os t in g me etin g no t ic es a t th e va r iou s meeti ng lo c ati ons 1.5 1 1 1.3 22.6 3/25/2 01 6 C om mi t t ee v aca nc y an no un ce ment/d is t r ibutio n & ques t io ns 0.75 15.14 n/a C om mi t t ee v aca nc y (c r ea t ing a n are a to sub mi t o nli ne ap pl ic ati ons, acc ep t in g and p r es en t in g to c ou ncil)2 40.89 3/30/2 01 6 C r ea t in g/pos t ing n otice 0.25 5.65 4/5/20 16 A PR A re ques t rece iv ed, re sp on s e se nt, ini t ia l g ath ering of ma t eri als 1.5 33.89 4/6/20 16 G ath erin g of ma t erials (i nclu di ng s peak ing with a nd v is its fro m me mb ers o f the co mm itte e), ask ing and a nsw eri ng qu estio ns o f Lega l 2.5 56.49 4/7/20 16 G ath erin g of ma t erials (i nclu di ng s peak ing with a nd v is its fro m me mb ers o f the co mm itte e), ask ing and a nsw eri ng qu estio ns o f Lega l 5.5 1 24.28 4/15/2 01 6 C r ea t in g/pos t ing n otice 0.25 5.65 4/20/2 01 6 A PR A re ques t rece iv ed, re sp on s e se nt, ini t ia l g ath ering of ma t eri als 1 2 2.6 4/27/2 01 6 A PR A Requ est R ece i v ed, resp on se sent, i ni t ia l g ath erin g of ma t erials (i nclu di ng s pe ak in g wi t h members o f t he c om mi t t ee)1 2 2.6 4/28/2 01 6 W ork in g wi t h I T to p r int BCC's o n em ail, p r inti ng a nd s en din g ma t erial t o l eg al 1 2 2.6 n/a M isc. A FR A S up port (da t a ga t he r ing/qu estio ns)0.5 10.09 n/a M isc. C ou nc il Su pp ort (d ata g ath eri ng/distrib uti on/q ue s ti on s)1 20.19 n/a M isc. A dm ini s t rative Su pp ort (noti ce re vi ew/ema i l/c op ie s/d is t r ibutio n)0.75 15.14 25.5 1 5 28.85 22.6 14 Misc. Meetings/Events Task Hours Beck's Lake (Committee Hearing, Public Meeting, Minutes, Community Inquiries and Responses)8 Clean Energy (Utilities Meeting, Minutes, Meeting with Oliver, Readvertising)8 Flag Retirement 3 Walking Tour (Tour and Minutes)21 New City Flag (Council and Committee Meetings, Constituent Concerns)12 Smoking Ban (Minutes, Interns, Meetings, Dropbox, Research, Constituent Concerns)54 NNN Cleanup 15 Mommas Against Violence (Conference and Prep)8 Mommas Against Violence (Walk)0.5 Clean Energy Event at St. Anthony's School 1 Youth Art Installation (Press Conference, Press Release, Prep, Installation, Removal) 11 Cinco De Mayo Booth at Rum Village 4 Sugar N Spice Presentation (Prep and Event)4 Parades (St. Patty's Day, Memorial Day, River Park)18 Landlord (Minutes, Meetings, Follow‐up, Constituent Concerns)38 Fast Track (Meeting and Researching)5 Mayor's Night Out 13 Food and Beverage Tax (Meetings, Press Conference, Notices, Press Releases, Agendas, Minutes, Set‐up/Take‐down 41 CCAC (Notices, Email Responses, List Maintenance, Meet and Greet, Meeting Minutes)12 276.5 Ordinance Violation Bureau 15 Ordinance Violation Bureau 2016 Accomplishments •Gained access to BMV, enabling OVB to Collect on Parking Tickets •Worked through over 8,000 parking tickets (collections from 2014‐2015) •Referred over 1800 tickets to collections this year •Processed 17 Scrap Metal Licenses •Processed 50 Lawn Parking Permits, ($8,807.60) •38 Seasonal •25 Individual Games •Estimated 120‐150 total by end of season OVB 2016 Goals & Challenges What We Have Accomplished So Far 20 16 Goa ls & Challen ges Ho w We Ar e Proceedin g to Meet Goals SOPs and cross‐training employees Standard Operating P ro cedures; B egan cross training new e mployees Analytical Assessment of too ls, so ftware and equipme nt used in Clerk/Council offices for streamlining of processes bet ween City de partments Working with V enues, Parks and Ar ts to obtain and la unch new parking ti cket machines and cl oud‐based s oftware t o increase e fficiency, preserve da ta in a more cost‐effective man ner. Ef forts to increase revenue from co llections‐Acc es s to BM V in forma tion Gained access to the BMV, whi ch ena bles the OVB to searc h license plate s for names and add resses, and refer ticke ts for the first time. 16 •Work more diligently with Code Enforcement to streamline all processing of Code citations in one system •Continue to work with Code Enforcement and Legal Department to streamline the Collections process •Continue working with IT to develop more complete reports allowing analytical review •Parking: Purchase new parking equipment stored in the cloud for real time access by citizens, DTSB and Clerk’s Office. •Create a mobile app for parking to see where spots are available and pay parking tickets online •Work with the Council to implement amnesty program for the City of South Bend OVB 2017 Goals & Challenges OVB Key Performance Indicators Measure Goal Type 2018 Long Term Goal 2015 Actual 2016 Estimated (if available)2017 Target Tickets referred by OVB output 264 ($27,515.00 potential) Parking Tickets Referred by OVB output 1,536 ($34,645.00 potential) Lawn Parking Permits issued output$6,912.00$8,807.60 Scrap Metal Permits issued$4,845.00$4,250.00 17 OVB Key Programs and Costs Program Name Program Description Estimated FTE Program Cost Ordinance Violations Bureau Administer the collection of all parking, snow and grass ticket fines and penalties over the counter, through mail and online; Create various reports for council and City departments for analytical review; Maintain database of collections records; Process ticket appeals to send to the Legal Department; Prepare affidavits and utilize BMV database to obtain vital records for collection of unpaid fines and penalties; Administer licensing for Lawn Parking and Scrap Metal Dealers 70,101.39 Significant Budget Changes •Total increase of 14.1%: $62,710 •Bring the Clerk’s salary in line with IACT and other City Department Heads with administrative oversight responsibilities and staff •$59,000 $73,000 •Increase salary of Clerk’s Office staff by 2%, consistent flatline increase as the rest of the City of South Bend employees •Add $10,000 to Professional Legal Services for future liability pertaining to the Clerk’s Office (policy, HR) •$59,000 Increase in 2017 IT Allocation City Population City Clerk Salary Gary 80,294$66,073 Greenwood 51,000$60,825 Elkhart 51,000$68,174 Fort Wayne 253,691$77,946 18