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HomeMy WebLinkAbout12-12-16 Personnel and FinanceOFFICE OF THE CITY CLERK KAREEMAH FOWLER, CITY CLERK PERSONNEL & FINANCE Committee Members Present: Committee Members Absent: Other Council Present: Others Present: Agenda: DECEMBER 12, 2016 3:30 P.M. Karen White, Gavin Ferlic, John Voorde, Regina Williams- Preston None Tim Scott, Dr. David Varner, Jo M. Broden, Oliver Davis Kareemah Fowler, Michael Passavoir, Aladean De Rose, Adriana Rodriguez Bill No. 73 -16 — Establishing New Funds Bill No. 74 -16 — December Enterprise Funds Substitute Bill No. 75 -16 —December Transfer Ordinance Bill No. 76 -16 — December Civil City Funds Committee Chair Karen White called the Personnel and Finance Committee to order with four (4) items on the agenda. Bill No. 73 -16 — Establishing New Funds John Murphy, City Controller, with offices on the 12'h Floor of the County -City Building, served as the presenter and petitioner for this bill. Mr. Murphy stated, This bill sets up additional funds and most of these relate to the budget. During the budget discussion, we made a decision to set up some trustee funds which we have always accounted for but never had in the formal budget. Mr. Murphy distributed a handout which highlighted each fund. He stated, The other fund is a new fund we are required to set up for the Local Road and Bridge Matching Grant. It is part of the Community Crossings Grant that we have applied for, which is a million dollar grant. When we receive the proceeds, we will need to put it into a new fund. It is a State Board of Accounts - mandated item that we set up a new fund. He stated that he did not know that at the time of the budget, but that they were fixing it now. The final fund is a name change on Fund 4279, which used to be the 311 Call Center Fund. Mr. Murphy stated, When IT and 311 merged together, we 455 County-City Building • 227 W. Jefferson Boulevard • South Bend, Indiana 46601 Phone 574- 235 -9221 • Fax 574 - 235 -9173 • TDD 574- 235 -5567 • www.SouthBendrN.gov JENNIFER M. COFFMAN ALKEYNA M. ALDRIDGE JOSEPH MOLNAR CHIEF DEPUTY/ CHIEF OF STAFF DEPUTY/ DIRECTOR OF POLICY ORDINANCE VIOLATION CLERK changed the fund and expanded it. All of the costs are in one (1) fund, which leads to better accountability going forward. Councilmember Oliver Davis asked if the Administration will still be able to show the Council the divisions between IT and 311 in that fund. Mr. Murphy responded, Yes, we will have separate divisions within the fund —which will pull those numbers out —and the costs can be tracked that way. No one from the public spoke either in favor of or in opposition to the bill. Committeemember Gavin Ferlic made a motion to send Bill No. 73 -16 to the full Council with a favorable recommendation. Committeemember Regina Williams- Preston seconded the motion which carried by a voice vote of four (4) ayes. Bill No. 74 -16 –December Enterprise Funds John Murphy, City Controller, with offices on the 12th Floor of the County -City Building, served as the presenter and petitioner for this bill. Mr. Murphy stated, We do budget amendments quarterly, this is the last budget amendment for this year. These are the Enterprise Funds. In Code Enforcement, there are some demolitions that are going to be reimbursed from a CEBG Grant through Community Investment. We appropriated one (1) fund and then we get the reimbursement back so there is no net cost to fund. The second is in the Solid Waste area. We have allocated 311 costs based on call volume and it's a fair way to do it, but it got to be a little problematic because it is hard to predict at the beginning of the year how much call volume is going to be. So in 2016, the Water Fund call volume declined a little bit and the Solid Waste increased. This next appropriation is to cover increased charges for the Solid Waste Fund. It is not a net cost to the City but it is paid by a different fund than originally planned. This process is going to be eliminated for 2017 because now there is one (1) IT allocation fee that covers all of the cost. Mr. Murphy continued, stating, We received interest on certain funds which has been a little bit stronger than it has been in the past. It is still not great but is around one percent (1 %) which is a good rate of return for savings. The final one (1) is the Century Center Fund. Activity has increased during the year, so expenditures have increased but also revenue has increased, which makes it a good thing, but we need to make an additional appropriation. There were no questions from the Committee and no one from the public spoke in favor of or in opposition to the bill. Committeemember Gavin Ferlic made a motion to send Bill No. 74 -16 to the full Council with a favorable recommendation. Committeemember Regina Williams- Preston seconded the motion which carried by a voice vote of four (4) ayes. Substitute Bill No. 75 -16 – December Transfer Ordinance 2 Committee Chair Karen White made a motion to accept the substitute bill on file with the City Clerk's Office. Committeemember Gavin Ferlic seconded the motion which carried by a voice vote of four (4) ayes. John Murphy, City Controller, with offices on the 12th Floor of the County -City Building, served as the presenter and petitioner for this bill. Mr. Murphy stated, These are the budget transfers which are not additional appropriations. Mr. Murphy provided a few examples, such as salary savings in the Administration and Finance Department due to vacancies during the year. He stated, We are doing a study on bond disclosures and we want to make sure we have everything disclosed properly. We are out in the bond market so much we have engaged a company to make sure we have everything squared away on that. That is a $40,000 item. At the Morris Performing Arts Center, they have had some increased activity due to Wicked running sixteen (16) shows this time, so there is some transfer to cover some additional costs. There are a bunch of these that are similar in nature. Some of these are transfers to cover additional vehicle maintenance costs that were unexpected and flood cleanup. Some of that hopefully will be reimbursed. We still have the claim ongoing for the flood cleanup. Councilmember Davis asked how much they were anticipating for the flood cleanup claim. Mr. Murphy responded that they have identified $800,000 in costs so far but that the City's deductible for flood damage is around $500,000. He stated that the City should be getting the difference of that back. Mr. Murphy stated, The majority of that cost is being paid out of the COIT Fund, so it will go back to into that. Our normal deductible is $100,000 for property damage but flood is higher. No one from the public spoke either in favor of or in opposition to the bill. Committeemember Gavin Ferlic made a motion to send Bill No. 75 -16 to the full Council with a favorable recommendation. Committeemember John Voorde seconded the motion which carried by a voice vote of four (4) ayes. Bill No. 76 -16 — December Civil City Funds John Murphy, City Controller, with offices on the 12th Floor of the County -City Building, served as the presenter and petitioner for this bill. Mr. Murphy stated, These are the additional appropriations for the Civil City Funds. There are a number of them. In the General Fund, we have some additional appropriations because over time the Fire Department has had comp time buyback due to a number of retirees. In unsafe buildings, we have an emergency demolition cost of $25,000. Local road and streets has $25,000 for a van accessible parking space. In the LOIT 2016 special distribution, we are proposing to spend $150,000 for preliminary engineering for the Community Crossings Grant. The reason it is paid out of this fund rather than the new fund is because preliminary engineering is not grant- eligible. The other expenditures will be grant - eligible. We have $10,000 to Indiana Rescue for overtime. One (1) of the larger ones is paid for by a grant and is the purchase of in -car vehicle cameras for the Police Department. Also, $150,000 out of the COIT Fund for flood repairs. That goes along with the $500,000 we have already appropriated. The Park Non - Reverting Fund has $100,000, but it is actually funded by a 3 check from Indiana University South Bend to renovate Veteran's Memorial Park which is near their campus. We have already received the check so this is just an appropriation. Committee Chair White asked how many cameras they were purchasing for the Police Department and what the implementation time would be. Ken Glowacki, South Bend Police Department, responded that there are two (2) purchases. Mr. Glowacki stated, We have to replace our existing cameras on the existing fleet. We are buying one hundred and seventy (170) cameras for the existing fleet. We are buying twenty -seven (27) cameras for new cars. On the request for additional appropriations, some of those monies will be reimbursed by a federal grant which is what this will be doing. The purchase of one hundred and seventy (170) cameras for the existing fleet is being funded by the fact that we are understaffed by about fifteen (15) officers. Those original cameras were purchased in 2008 and have aged, and the technology is running out. When you make the switch, you need to do so with all the cameras at once. Councilmember Davis asked how much will be covered through the federal grant. Mr. Glowacki responded that approximately $212,000 will be reimbursed by federal grants. Councilmember Davis asked if any of this will be for body cameras. Mr. Glowacki responded that it is only for vehicle cameras. No one from the public spoke either in favor of or in opposition to the bill. Committeemember Gavin Ferlic made a motion to send Bill No. 76 -16 to the full Council with a favorable recommendation. Committeemember John Voorde seconded the motion which carried by a voice vote of four (4) ayes. With no further business before the Committee, Committee Chair Karen White adjourned the meeting at 3:45 p.m. Respectfully Submitted, /—Karen White, Committee Chair in