HomeMy WebLinkAboutSession I - 2019 Budget - City Clerk2019 Budget Presentation
City Clerk
August 1, 2018
TABLE OF CONTENTS
POWERPOINT PRESENTATION ................................................................................... 2-11
FUND 101-0201 CITY CLERK ...................................................................................... 12-17
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11
City of South Bend, Indiana 2019 Budget
Fund 101 - General Fund
Department 0201 - City Clerk
2018 2019 Budget
2016 2017 Amended 06/30/18 Proposed Forecast Variance %
Actual Actual Budget Actual Budget 2020 2021 2022 2023 2018-2019 Change
Expenditures by Type
Personnel
Salaries & Wages 216,104 230,476 256,044 123,589 273,873 279,140 284,513 289,994 295,583 17,829 7%
Fringe Benefits 82,139 95,443 117,970 50,065 124,666 128,474 132,414 136,490 140,708 6,696 6%
Total Personnel 298,243 325,919 374,014 173,654 398,539 407,615 416,927 426,484 436,292 24,525 7%
Supplies 6,702 5,627 9,407 2,692 6,800 6,800 6,800 6,800 6,800 (2,607) -28%
Services & Charges
Professional Services 30,069 32,147 40,466 18,097 27,987 28,547 29,118 29,700 30,294 (12,479) -31%
Printing & Advertising 22,163 21,356 28,210 12,457 24,150 24,150 24,150 24,150 24,150 (4,060) -14%
Utilities - - - - - - - - - - -
Education & Training 3,449 2,970 4,500 3,233 3,000 3,060 3,121 3,184 3,247 (1,500) -33%
Travel 1,946 1,509 6,950 528 6,950 7,089 7,231 7,375 7,523 - 0%
Repairs & Maintenance 5,937 15,075 14,000 5,000 5,000 5,000 5,000 5,000 5,000 (9,000) -64%
Other Interfund Allocations 2,940 59,976 89,863 44,934 75,136 76,639 78,171 79,735 81,330 (14,727) -16%
Debt Service
Principal - - - - - - - - - - -
Interest & Fees - - - - - - - - - - -
Insurance 1,392 1,032 1,043 522 1,191 1,215 1,239 1,264 1,289 148 14%
Other Services & Charges 2,170 2,692 5,100 1,442 5,100 5,152 5,205 5,259 5,314 - 0%
Transfers Out - - - - - - - - - - -
Total Services & Charges 70,066 136,758 190,132 86,214 148,514 150,851 153,235 155,667 158,147 (41,618) -22%
Capital - - - - - - - - - - -
Total Expenditures 375,011 468,303 573,553 262,559 553,853 565,266 576,962 588,951 601,239 (19,700) -3%
Revenue
Charges for Services - - - - - - - - - - -
Interest Earnings - - - - - - - - - - -
Donations - - - - - - - - - - -
Other Income - - - - - - - - - - -
Total Revenue - - - - - - - - - - -
Department Purpose:
Explanation of Revenue Sources:
Explanation of Expenditures, Staffing, and Significant Changes/Variances:
Staffing (Full-Time Employees only) 2018 2019
2017 Amended 06/30/18 Proposed Forecast
Position Actual Budget Actual Budget 2020 2021 2022 2023
Non-Bargaining
City Clerk 11111111
Chief Deputy City Clerk 11111111
Deputy City Clerk 11111111
Ordinance Violations Bureau Clerk 11111111
City Clerk Secretary 10000000
Administrative Assistant I 01111111
Total Non-Bargaining 55555555
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:
- Serving as a responsible steward of information and historical artifacts
- Empowering the community to engage
- Supporting open and transparent government
- Striving for the highest degree of excellence in customer service
*Requesting a salary increase for Chief Deputy Clerk to reflect work load and responsibility additions from $51,709 to a cap of $56,809.
*Requesting a salary increase for Ordinance Violations Bureau Clerk to reflect work load and responsibility additions from $42,910.00 to a cap of $46,910.00.
*2% increase for Clerk and Clerk’s Office Staff (Raises will be offset by additional revenues and savings from cutting inefficiencies in other processes and line items.)
*Continue to upgrade technology finding innovative cost efficient solutions; streamlining & integration between departments & other government entities, QR Codes, Electronic Law Books, etc.
*New parking enforcement equipment and software in real time
*Interdepartmental/public electronic filings and document management with legal electronic signatures and an online payment option
*Expand Amnesty Day to cover Ordinance Violation citations/ Continue to increase collections revenue (third year of BMV access)
*Continual development of the Clerk's office SOPs and cross-training employees; education on media, retention, open-door laws, and incorporate active shooter protocols
*Continue inclusive transparency efforts to increase community awareness and engagement through ensuring ADA compliance of all offsite Council meetings, providing government tours, and in
continuing to build upon a comprehensive internship program
This department is funded by property tax revenue collected in the General Fund.
12
City of South Bend, Indiana 2019 Budget
Department 101-0201 - City Clerk
Accomplishments, Goals, KPI's
2018 Accomplishments & Outcomes
-Continuing to work with interns on Council branding
-Increased number of Amnesty Day tickets paid from 500 to 600
-Created ND Lawn Parking Map
-Held yearly Boards and Commissions Training for Council and Citizen Members
-Completed KBAs for new website/ edits and adjustments for new website
-In the process of developing QR scan codes to use on various communications
-
-Continuing to remain in compliance by meeting all open-door law requirements
-Developed active shooter protocols for the 4th floor and train Council and Clerk
-Completed Scanning of historical ordinances dating back to incorporation; now
-Successfully hosted over 400 Clerks and Clerk Treasurers for Annual Conference
-
2019 Department Goals & Objectives and Linkage to City Results
-
-
-
-
-
-
Priority Based Budgeting Result: Provides effective, responsive, fair and accessible
leadership and facilitates timely two-way communication
-
-
-
-
-
-
Key Performance Indicators (KPI's)
Measure Type
2017
Actual
2018
Estimated
2019
Target
Long Term
Goal
- Number of Transactions Preserved Output 174 150 N/A N/A
- Number of Meetings Staffed and Processed Output 144 157 N/A N/A
- Percentage of petitioners that file successfully Effectiveness 94%98 98%
- Live Council Meetings aired on WNIT Technology 23 24 N/A N/A
- Swearing Ins (Oaths, Appointments, and all City Boards and
Commissions)
Output 79 99 N/A N/A
- Press Releases and Community Recognition Efforts Quality 27 30 N/A N/A
- Clerk's Office Press Releases and Clerk's Columns Output 18 18 N/A N/A
- Outside Meetings and Events Staffed Output 90 91 N/A N/A
- Orientation and Training Sessions Attended and Facil Output 85 47 N/A N/A
- Licensing ND and Scrap Metal Output 117 11,160 11,000 N/A
- Parking Tickets Processed Output 7,909 8,226 8,250 N/A
- All Ordinance Violation Citations Referred (including Parking and
Code Enforce)
Output $253,000 (1,264) 275,000 275,000 N/A
- Appeals Processed (per Legal Dept)Output 393 330 350 N/A
- Amnesty Day Output 500 630 600 N/A
Types: output, efficiency, effectiveness, quality, outcome, technology
2019 Significant Changes/Challenges/Opportunities
-
-
-
-
-
-
-
-
-
Develop a Clerk/OVB/Council matrix that helps us to determine inefficiencies, gaps, and help give us projections for hitting targets
Expand internship program with emphasis on local municipal education, public service and engagement focus
Assist the Council with coming up with innovative solutions for efficiency and public engagement including use of technology and ensuring ADA
Compliance of off-site meetings
Complete Legislative Research Center and open to the public, create Interactive maps for Council districts with a focus on priorities and Council-driven
initiatives in their particular districts
Continue to build Clerk/Council Community Artwork Program, continue to build internship program, education on municipal code (access, definitions,
updates) and parking program
Complete Fast Track Initiative, use online access to Lexis Nexis & Polk City Directory, educate citizens on Municode site, interdepartmental electronic
filings & document management with legal electronic signatures
Work with Historic Preservation to link our historical digital records, adopt a document management system with legal online signatures & the capability
for online payments, purchase 3 new cameras for meetings
Complete Parking Ticket System Upgrade, work more diligently with Code Enforcement to streamline processing of Code Citations in one system,
continue working with IT to develop more complete reports
Continue education on parking program, and increase our intake on collections, potentially expand Amnesty Day to cover Ordinance Violation citations
Create a mobile app for parking to see where spots are available and pay parking tickets online
Continue our efforts to work with City Administration on new ERP system with options for online payments for all city invoices
Priority Based Budgeting Result: Is a great employer attracting, developing, equipping and retaining great employees
Yearly Boards and Commissions Training for all Council, Department Heads, and Citizen Members
- Assisted Council with implementation of ongoing initiatives such as Not in Our Community,
etc.
- Continuing to assist Council with innovative solutions for efficiency & public engagement
- Completed branding for Clerk’s Office with a PR focus/ increased use of social media
- Developed Clerk’s Office/Council artwork program
- Completely developed internship program, onboarded 3 full-time interns and 1 part-time
internCompleted leadership training for the Clerk’s Office/ airing Council meetings on
Facebook Live
Expand Amnesty Day to cover Ordinance Violation citations/ Continue to increase collections revenue (third year of BMV access)
Continual development of SOPs & cross-training employees; education on media, retention, open-door laws, & incorporate active shooter protocols
Continue inclusive transparency efforts to increase community awareness and engagement (ADA compliance, govt. tours, & internship program)
- Complete Office upgrades for Clerk/Council
- Completed Phase 1 of video upgrade (DVR box + 2 cameras)
- Installed new touchscreens/charging stations in County Chambers
- Acquired access to software needed for Clerk’s Office/ Council branding (Acrobat Pro
Package)
- Completed Scanning of historical ordinances dating back to incorporation; now online
Onboarded 2 new council members/ 1 new staff member/ assisted in Council
Attorney Transition
Salary increase for Chief Deputy Clerk to reflect work load and responsibility additions from $51,709 to a cap of $56,809
Salary increase for Ordinance Violations Bureau Clerk to reflect work load and responsibility additions from $42,910 to a cap of $46,910
2% increase for Clerk & Staff; Raises will be offset by additional revenues & savings from cutting inefficiencies in other processes & line items
Continue to upgrade technology finding innovative cost efficient solutions; streamlining & integration between departments & other govt. entities
New parking enforcement equipment and software in real time
Interdepartmental/public electronic filings and document management with legal electronic signatures and an online payment option
Priority Based Budgeting Result: Models our values of excellence, accountability, innovation, transparency, inclusion and empowerment
Well-Governed and Administered City
Priority Based Budgeting Result: Offers excellent services and efficient processes supported by timely and accurate analysis
13
CITY OF SOUTH BENDEXPENDITURES2019 BUDGET201820182018 6/30/18 201920162017 Original Amended YTD YTD ProposedACCOUNT NUMBER ACCOUNT DESCRIPTIONActual Actual Budget Budget Actual Actual Expenditures101-0201-411.10-01 REGULAR WAGES216,104 230,476 251,044 251,044 132,710 123,230 263,373LEVEL TEXTTEXT AMTBUDG 1 CITY CLERK72,3181 CHIEF DEPUTY CITY CLERK56,8091 DEPUTY CITY CLERK51,0001 ORDINANCE VIOLATIONS BUREAU CLERK46,9101 ADMINISTRATIVE ASSISTANT I41,336LESS ADJUSTMENT FOR ACTUAL SALARY PAID5,000-263,373101-0201-411.10-03 SEASONAL & INTERNS000 5,000970359 10,500LEVEL TEXTTEXT AMTBUDG 2019 ESTIMATE10,50010,500101-0201-411.11-01 FICA - REGULAR16,355 17,647 19,205 19,205 10,175 9,409 20,952LEVEL TEXTTEXT AMTBUDG REGULAR SALARIES $273,873 X 7.65%20,95220,952101-0201-411.11-04 PERF - REGULAR24,204 25,759 28,117 28,117 14,929 13,868 29,498LEVEL TEXTTEXT AMTBUDG REGULAR SALARIES $263,373 X 11.20%29,49829,498101-0201-411.11-07 UNEMPLOYMENT COMP297000000101-0201-411.11-08 HEALTH INSURANCE38,929 48,719 66,840 66,840 27,207 25,113 69,640LEVEL TEXTTEXT AMTBUDG LONG-TERM DISABILITY:5EMPX$96480HEALTH INSURANCE:4 EMP X $16,90067,600HEALTH INSURANCE REBATE:1 EMP X $1,5601,56069,640101-0201-411.11-09 LIFE INSURANCE530580600600325300600LEVEL TEXTTEXT AMTBUDG 5 EMP X $120600600101-0201-411.11-22 PARKING ALLOWANCE1,824 1,472 1,920 1,920840720 1,92014
CITY OF SOUTH BENDEXPENDITURES2019 BUDGET201820182018 6/30/18 201920162017 Original Amended YTD YTD ProposedACCOUNT NUMBER ACCOUNT DESCRIPTIONActual Actual Budget Budget Actual Actual ExpendituresLEVEL TEXTTEXT AMTBUDG PARKING FEES - $40 PER MONTH X 12 MONTHS X 4 EE1,9201,920101-0201-411.11-24 CELL PHONE ALLOWANCE0 1,2650660330330 1,400LEVEL TEXTTEXT AMTBUDG 2019 ESTIMATE1,4001,400101-0201-411.11-29 PARENTAL LEAVE00628628348324659LEVEL TEXTTEXT AMTBUDG WAGES $263,373 X 0.25%659659------------ ------------ ------------ ------------ ------------ ------------ ------------* PERSONNEL SERVICES298,243 325,918 368,354 374,014 187,834 173,654 398,542101-0201-411.21-01 OFFICIAL RECORDS1,35636 1,500 1,50000 1,500101-0201-411.21-03 C.S. OFFICE SUPPLIES600473 1,300 1,300457457 1,300101-0201-411.21-04 OFFICE SUPPLIES2,746 1,818 3,000 4,607 1,724 1,724 3,000101-0201-411.21-05 LAW BOOKS2,000 3,300 2,000 2,000511511 1,000LEVEL TEXTTEXT AMTBUDG 2019 ESTIMATE1,0001,000------------ ------------ ------------ ------------ ------------ ------------ ------------* SUPPLIES6,702 5,627 7,800 9,407 2,692 2,692 6,800101-0201-411.31-01 LEGAL SERVICES2,968 3,107 7,500 8,480 2,450 2,100 5,000LEVEL TEXTTEXT AMTBUDG CONTRACTED LEGAL SERVICES5,0005,000101-0201-411.31-06 OTHER PROFESSIONAL SVCS 27,101 29,040 29,987 31,986 16,853 15,483 22,987LEVEL TEXTTEXT AMTBUDG OTHER PROFESSIONAL SERVICES:CITY OF SOUTH BEND MUNICIPAL CODE UPDATES13,800BMV SEARCHES2,000DIRECT PAY CHARGES FROM COLLECTION AGENCY1,000TRANSLATOR2,500DIGITIZATION OF HISTORICAL RECORDS1,000OTHER SERVICES2,68715
CITY OF SOUTH BENDEXPENDITURES2019 BUDGET201820182018 6/30/18 201920162017 Original Amended YTD YTD ProposedACCOUNT NUMBER ACCOUNT DESCRIPTIONActual Actual Budget Budget Actual Actual Expenditures22,987101-0201-411.31-39 COLLECTION COSTS00005405150101-0201-411.31-71 CENTRAL STORES ALLOCATION576792 1,459 1,459732732 2,015LEVEL TEXTTEXT AMTBUDG 2019 FIXED COST ALLOCATION - CENTRAL STORES2,0152,015101-0201-411.31-73 PRINT SHOP ALLOCATION276168756756378378 1,151LEVEL TEXTTEXT AMTBUDG 2019 FIXED COST ALLOCATION - PRINT SHOP1,1511,151101-0201-411.31-76 IT ALLOCATION00 87,648 87,648 43,824 43,824 71,970LEVEL TEXTTEXT AMTBUDG 2019 FIXED COST ALLOCATION - IT AND/OR 31171,97071,970101-0201-411.32-02 POSTAGE305532 1,500 1,500119111 1,500101-0201-411.32-03 TRAVEL000000 6,950101-0201-411.32-21 TRAVEL - MILEAGE361 1,109 2,000 2,0002992990101-0201-411.32-22 TRAVEL - AIRFARE00 1,000 1,000000101-0201-411.32-23 TRAVEL - HOTEL1,485386 3,500 3,5001851850101-0201-411.32-24 TRAVEL - MEALS1001525025043430101-0201-411.32-25 TRAVEL - OTHER002002005800101-0201-411.33-02 PUBLICATION LEGAL NOTICE 20,625 16,087 17,500 19,535 9,122 8,341 17,500101-0201-411.33-03 PROMOTIONAL1,538 5,269 2,050 8,675 4,421 4,116 6,650LEVEL TEXTTEXT AMTBUDG 2019 ESTIMATE6,6506,650101-0201-411.34-02 LIABILITY INSURANCE1,392 1,032 1,043 1,043522522 1,191LEVEL TEXTTEXT AMTBUDG 2019 FIXED COST ALLOCATION - LIABILITY INSURANCE1,191DEPOSIT IN 226-0000-340.01-001,191101-0201-411.36-02 OFFICE EQUIP R&M5,937 15,075 5,000 14,000 5,000 5,000 5,000101-0201-411.36-04 COMPUTER EQUIP R&M2,088 59,01600000101-0201-411.39-11 DUES & MEMBERSHIPS485871 1,000 1,000647647 1,000101-0201-411.39-39 BANK CREDIT CARD CHARGES1,302 1,288 1,500 1,500785684 1,500101-0201-411.39-70 EDUCATION & TRAINING3,449 2,970 3,000 4,500 3,233 3,233 3,000101-0201-411.39-89 MISC CHARGES & SVCS780 1,100 1,10000 1,10016
CITY OF SOUTH BENDEXPENDITURES2019 BUDGET201820182018 6/30/18 201920162017 Original Amended YTD YTD ProposedACCOUNT NUMBER ACCOUNT DESCRIPTIONActual Actual Budget Budget Actual Actual Expenditures------------ ------------ ------------ ------------ ------------ ------------ ------------* OTHER SERVICES & CHARGES70,066 136,757 167,993 190,132 89,211 86,214 148,514------------ ------------ ------------ ------------ ------------ ------------ ------------** CITY CLERK375,011 468,302 544,147 573,553 279,737 262,559 553,85617