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HomeMy WebLinkAbout03-27-17 Personnel and Finance SpU T8 8��� N U d r ; 1865 OFFICE OF THE CITY CLERK KAREEMAH FOWLER,CITY CLERK PERSONNEL&FINANCE MARCH 27, 2017 3:48 P.M. Committee Members Present: Karen White, Gavin Ferlic, Regina Williams-Preston, John Voorde Committee Members Absent: None Other Council Present: Dr. David Varner, Tim Scott, Oliver Davis, Jo M. Broden, Randy Kelly (late) Other Council Absent: None Others Present: Adriana Rodriguez, Aladean DeRose, Kareemah Fowler, Graham Sparks Presenters: John Murphy, Jitin Kain, Ken Glowacki Agenda: Bill No. 15-17—March Budget Transfers Bill No. 16-17—March Civil City Funds Bill No. 17-17—March Enterprise Funds Committee Chair Karen White called the Personnel and Finance Committee meeting to order at 3:48 p.m. She introduced members of the committee and proceeded to turn the floor to the presenters for Bill No. 15-17. Bill No. 15-17- March Budget Transfers John Murphy, City Controller with offices on the 12th floor of the County-City Building, stated, The first bill is the March budget transfers. These are transfers between accounts of the same fund and do not represent additional appropriations. Going through the list, the first one has to do with the reclassification of costs in the Parks Department. We budgeted some cost for supplies when they really are part-time workers, so it should be in the payroll/personnel category. The second is also in Parks,the recreation non-reverting fund. We set up a new division, the experience division,which is a breakout of the recreation division. The third has to do with reclassification of the Coveleski Stadium Capital fund. We used the old name because that's the official name of the fund, so it's also known as Four Winds Field. The next one is in the general fund,we've had some additional cost for the renovation of the Legal Department. They were 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.SouthBend[N.gov JENNIFER M.COFFMAN ALKEYNA M.ALDRIDGE JOSEPH MOLNAR CHIEF DEPUTY/DIRECTOR OF DEPUTY/DIRECTOR OF POLICY ORDINANCE VIOLATION CLERK OPERATIONS able to save some money in the unemployment area. As a matter of fact, we're not charging any of the department's unemployment taxes this year. The claims have been pretty low the last couple years and we have built up some reserves. The next one has to do with transfer of some COIT dollars for Parks Maintenance of City-owned properties. Similar in the Community Investment area, we've been paying some accounts out of a services account and we are just trying to add a bit more detail to the accounts. The last two (2) are for using the LOIT Special Distribution money and that's the $4.2 million special COIT distribution that all communities received a portion of during 2016. We're transferring some costs from capital to a services account. Committee Chair White opened the floor to questions from committee and council members. Councilmember Jo M. Broden asked, Why was the Venues Parks &Arts in the 'I 0-'11 budget already? Mr. Murphy answered, We hadn't formally figured out the accounting, exactly, for that. We made some decisions afterwards and it is the same funding. Councilmember Broden then asked,Are the 1,000 vacant lots covered by the Parks Department? Mr. Murphy answered, Parks will be taking on all the City-owned properties. I can email the Council a list of all the City-owned properties. Councilmember Tim Scott stated, There is the OpenData Portal online that provides a list of all of the properties that are vacant and abandoned. We need to promote that. With no other questions from the committee or council, Committee Chair White opened the floor to members of the public wishing to speak in favor of or in opposition to the legislation. There was no one. Committee Chair White turned the floor back to the committee for further comment or main motion. Committeemember Gavin Ferlic made a motion to send Bill No. 15-17 to the full Council with a favorable recommendation. This motion was seconded by Committeemember John Voorde and carried by a voice vote of four(4) ayes. Committee Chair White then proceed to the next item on the agenda and turned the floor over to the presenters. Bill No. 16-17-March Civil City Funds Mr. Murphy stated, Civil City funds are the non-enterprise funds. Typically we receive property or income tax for these. Going through the list,there is a wide variety. We missed a budget appropriation in 2016 for the Fire Department fund and we weren't able to encumber it. It was budgeted last year, for replacement radios, but it was not encumbered. We have a rule, and most all Cities do,that if you don't have the contract in hand, you can't encumber the money. The next one relates directly to the other transfer in the Parks Department,this is appropriating the 2 what is allocated for that fund. This is for the King-Hesburgh statue, which is all being funded by private donations and state grants. The next is a$10,000 National League of Cities Resilience Event grant. This is money for the Sustainability Office for some training they are going through. The next one is the emergency telephone system. Prior to the PSAP consolidation,we had our own 911 money, about$215,000 a year. We were required to put it in a separate fund, so we have $33,671 left in the fund and we are going to reduce our PSAP payment and use this as a portion of the payments just to close out the fund. The next is an eight dollar($8) charge to close out the fund. The Excess Welfare Distribution Fund was a special payment for public safety. The next two (2) go together. The Community Crossings Grant, we were required to set up a separate fund for the local match and the expenditure for the community crossings grant. It's a fifty- percent(50%)match program. So,we have received $1 million that is in the bank. We are appropriating$2 million because we need to spend$2 million to receive the $1 million. We are transferring it out of Fund#757 into Special Fund#265 which was required by the State. The next one is the land purchase for Fire Station Number Nine (9),that is $400,000 out of the EMS Capital Fund. The good thing about that fund is it's received some good Medicaid reimbursements, collecting from prior years and received a payment of$1.79 million recently. The next one is a Police Department item. It's actually a Cops More Grant reimbursement so we've received the grant money,we just have to distribute it out to our partners. The next one is the bus shelters. We were looking to award it last year but we were not able to get that through the Board of Public Works. That's $150,000. The next one is in the Fire Department,we had two (2) all-terrain vehicles that we were hoping to award last year. The last two (2) are a little difficult to explain. When we do bonds, we always set aside one (1)payment in a trustee account so in case you don't pay back the bond,they'll use that for the final payment. Well,we've paid back the Morris Performance Arts Center bond in 2009, and we've received the trustee'money of $735,236 and are transferring it into the EDIT Fund. Similar with the Erskine Village bond, we've paid that bond off. Committee Chair White turned the floor over to the committee and council members for any questions they may have for the presenter. Councilmember Oliver Davis asked,Is there a time limit to get the money over to Gary? Ken Glowacki, South Bend Police Department, answered, I'm not sure if there is a time limit. What has happened is we administered the grant for the cities,they send us the request,we file it with the government and what happened here is the 2010-11 budget was already submitted,I just didn't have a big enough budget category to pay for it. We've received the money,we're just turning around and paying back to that. I'm not sure if there is a time limit, other than that the Federal Government is looking for the payment as soon as the City pays you. Councilmember Dr. David Varner asked,With regard to the$1 million match, is it$2 million to match the $1 million or$2 million total? Mr. Murphy replied, It's$2 million in expenditures by the City and a$1 million match,it's a fifty-percent 50%match. Committee Chair White asked, John,you mentioned something about bus shelters? 3 Jitin Kain, Public Works with offices on the 13ffi floor, answered,The first round of bus shelters went on the west side of Lincolnway and Western. Committee Chair White then asked, With the new Martin's coming, are you expecting a bus shelter there? Mr. Kain replied, I'll have to check the list for bus shelters there,but I know Transpo is working on getting their route extended to cover that. Committee Chair White then opened to the floor to members of the public who wished to speak in favor of or in opposition to the legislation. There were none. Committee Chair White then turned the floor back to the committee for further discussion or main motion. Committeemember Gavin Ferlic made a motion to send Bill No. 16-17 to the full Council with a favorable recommendation. This motion was seconded by Committeemember Regina Williams-Preston and carried by a voice vote of four(4) ayes. Committee Chair White then proceed to the next item on the agenda and turned the floor over to the presenters. Bill No. 17-17-March Enterprise Funds Mr. Murphy stated, This is additional appropriations for the Enterprise Funds. There's only two (2) on the list. The first is a$400,000 appropriation for a replacement upgrading Calvert Station with funds from the Pokagon Band, received on February 15'�', 2017. The final one (1) is a 2011 sewer bond appropriation. For each sewer bond, we generally set up a capital project fund and spend it down. This is the final cash remaining in the fund, $40,071. After this is spent, we will close out the fund. Committee Chair White opened the floor to questions from the committee and council members. There were none. Committee Chair White then opened the floor to members of the public wishing to speak in favor of or in opposition to the legislation. There were none. Committee Chair White then turned the floor back to the committee for further comment or main motions. Committeemember Ferlic made a motion to send Bill No. 17-17 to the full Council with a favorable recommendation. This motion was seconded by Committeemember Williams- Preston and carried by a voice vote of four(4) ayes. Committee Chair White then passed out a pamphlet of information about a student that graduated from Washington High School, who is now a fellow for the Eisenhower Corporation. South Bend will be part of a study conducted by the student and the corporation. 4 With no other business on the agenda, Committee Chair White adj ourned the Personnel and Finance Committee meeting at 4:11 p.m. Respectfully Submitted, Karen White, Committee Chair