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Home My WebLink AboutSession II - 2019 Budget - Legal Dept2019 Budget Presentation Legal Department August 8, 2018 TABLE OF CONTENTS POWERPOINT PRESENTATION .................................................................................... 2-7 FUND 101-0501 LEGAL DEPARTMENT ........................................................................ 8-14 1 /(*$/'(3$570(17 $XJXVW The Legal Department provides quality legal representation to the City of South Bend’s Mayor, departments, commissions and agencies with a dedicated and professionally-skilled staff, efficiently and cost effectively, in furtherance of the City’s strategic goals, and preserving the legal and ethical integrity of the City. IIntegrity Competency Professionalism Civility The Legal Department is composed of diverse and talented attorneys and staff members in an environment in which equality with regards to gender, race, and age are indicative of a strong commitment to the City’s core values of Inclusion and Excellence. Legal Department Vision 2 Fostering a spirit of collegiate and helpful behavior, energizing the workplace and supporting a culture of respect and trust. 2018 Legal Department Objectives Reached TTeamwork Cross-TrainingProfessional Development Supporting colleagues through back-up support and assistance with both challenging projects and day-to-day tasks. Facilitating opportunities for new learning and growth, contributing to job satisfaction and competence. 2018 Legal Department Accomplishments Ϭ ϱϬϬ ϭϬϬϬ ϭϱϬϬ ϮϬϬϬ ϮϱϬϬ ϯϬϬϬ ϯϱϬϬ ϮϬϭϮ ϮϬϭϯ ϮϬϭϰ ϮϬϭϱ ϮϬϭϲ ϮϬϭϳ ϮϬϭϴ APRA EƵŵďĞƌŽĨZĞƋƵĞƐƚƐWƌŽĐĞƐƐĞĚ ΎϮϬϭϴƌĞƐƵůƚƐĂƐŽĨϴͬϭͬϭϴ 3 2018 Legal Department Accomplishments SSuccessful resolution of eight (8) lawsuits in 2018 alone. 70% decrease in pending litigation in the course of one (1) year. Proactive, friendly risk management strategy that is increasingly hands- on. ΨϬ͘ϬϬ ΨϮϬϬ͕ϬϬϬ͘ϬϬ ΨϰϬϬ͕ϬϬϬ͘ϬϬ ΨϲϬϬ͕ϬϬϬ͘ϬϬ ΨϴϬϬ͕ϬϬϬ͘ϬϬ Ψϭ͕ϬϬϬ͕ϬϬϬ͘ϬϬ Ψϭ͕ϮϬϬ͕ϬϬϬ͘ϬϬ Ψϭ͕ϰϬϬ͕ϬϬϬ͘ϬϬ Ψϭ͕ϲϬϬ͕ϬϬϬ͘ϬϬ ϮϬϭϯ ϮϬϭϰ ϮϬϭϱ ϮϬϭϲ ϮϬϭϳ ϮϬϭϴ Liability Fund 226 Total Fund Payout Lawsuit Settlements Liability / Tort Settlements 2018 Legal Department Accomplishments ΨͲ ΨϱϬ͕ϬϬϬ͘ϬϬ ΨϭϬϬ͕ϬϬϬ͘ϬϬ ΨϭϱϬ͕ϬϬϬ͘ϬϬ ΨϮϬϬ͕ϬϬϬ͘ϬϬ ΨϮϱϬ͕ϬϬϬ͘ϬϬ ΨϯϬϬ͕ϬϬϬ͘ϬϬ ΨϯϱϬ͕ϬϬϬ͘ϬϬ ΨϰϬϬ͕ϬϬϬ͘ϬϬ ΨϰϱϬ͕ϬϬϬ͘ϬϬ ΨϱϬϬ͕ϬϬϬ͘ϬϬ dŽƚĂůŽůůĞĐƚŝŽŶƐ WƌŽƉĞƌƚǇĂŵĂŐĞ D^ ŽĚĞŶĨŽƌĐĞŵĞŶƚ City of South Bend Collections ϮϬϭϯ ϮϬϭϰ ϮϬϭϱ ϮϬϭϲ ϮϬϭϳ ϮϬϭϴΎĂƐŽĨϴͬϭͬϭϴ 4 2018 Legal Department Accomplishments Ϭ͘ϬϬ ϮϬ͕ϬϬϬ͘ϬϬ ϰϬ͕ϬϬϬ͘ϬϬ ϲϬ͕ϬϬϬ͘ϬϬ ϴϬ͕ϬϬϬ͘ϬϬ ϭϬϬ͕ϬϬϬ͘ϬϬ ϭϮϬ͕ϬϬϬ͘ϬϬ ϭϰϬ͕ϬϬϬ͘ϬϬ ϭϲϬ͕ϬϬϬ͘ϬϬ ϭϴϬ͕ϬϬϬ͘ϬϬ ϮϬϭϮͲϮϬϭϰ ϮϬϭϱ ϮϬϭϲ ϮϬϭϳ ϮϬϭϴΎ ĂƐŽĨϴͬϭͬϭϴ Subrogation 2018 Legal Department Contributions and Collaborations Lexipol Interlocal Agreement btw. the Prosecutor and SBPD Body Cameras Virtual Academy CARFAX Sexual Harassment Training Ordinance Responsible Bidding Practices and Submission Requirements Ordinance Disparity Study 5 2018 Legal Department Contributions and Collaborations 2019 Potawatomi Zoological Society Lease and Management Agreement Improved Animal Care and Control hearing process and implementation of Hearing Officer to guide and manage hearings Agreement to sell College Football Hall of Fame to JSK Revision of Century Center’s contract with SMG Management Co. 2019 Legal Budget Changes We request an additional $30,000 to cover the cost of four (4) full-time legal summer interns. A 1,080% increase in insurance allocations will cause our budget to grow. An increase in the salaries budget is due to an administrative change in the handling of salaries split by departments, but will be reimbursed via an allocation and is visible as a revenue to the department. Our subscriptions budget will increase slightly due to year over year contract increases. These are due for renegotiation in 2019. 6 2019 Legal Budget Summary The Legal Department appreciates its 2018 budget and is grateful for the opportunity to continue to amplify our value to the City in 2019. Our staff remains our top priority and we continue to serve the mission of being a Great Employer with Great Employees by investing in our diverse and competent team. THANK YOU! /(*$/'(3$570(17 $XJXVW 7 City of South Bend, Indiana 2019 Budget Fund 101 - General Fund Department 0501 - Legal Department 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 689,144 650,785 760,139 335,361 866,473 883,202 900,266 917,671 935,424 106,334 14% Fringe Benefits 248,712 245,188 321,864 126,402 351,642 362,316 369,463 376,754 384,189 29,778 9% Total Personnel 937,856 895,974 1,082,003 461,763 1,218,115 1,245,518 1,269,729 1,294,425 1,319,613 136,112 13% Supplies 1,184 9,142 3,626 1,251 3,450 3,450 3,550 3,650 3,750 (176) -5% Services & Charges Professional Services 172 45,552 2,550 270 2,550 2,550 2,600 2,650 2,700 - 0% Printing & Advertising - - - - - - - - - - - Utilities - - - - - - - - - - - Education & Training 4,173 6,251 10,000 2,913 10,000 10,000 10,000 10,000 10,000 - 0% Travel 47 226 3,450 33 3,450 3,450 3,450 3,450 3,450 - 0% Repairs & Maintenance 1,633 1,620 3,320 - - - - - - (3,320) -100% Other Interfund Allocations 8,707 101,952 75,858 37,926 69,887 72,220 73,836 75,480 77,153 (5,971) -8% Debt Service Principal 1,163 1,226 1,232 - - - - - - (1,232) -100% Interest & Fees 108 45 40 - - - - - - (40) -100% Grants & Subsidies - - - - - - - - - - - Insurance 2,988 2,244 2,294 1,146 26,832 27,369 27,916 2,350 2,400 24,538 1070% Other Services & Charges 18,426 16,001 16,600 8,619 18,100 18,630 19,180 19,750 20,337 1,500 9% Transfers Out - - - - - - - - - - - Total Services & Charges 37,417 175,117 115,344 50,907 130,819 134,219 136,982 113,680 116,040 15,475 13% Capital - - - - - - - - - - - Total Expenditures 976,457 1,080,233 1,200,973 513,920 1,352,384 1,383,187 1,410,261 1,411,755 1,439,403 151,411 13% Revenue Charges for Services - - - - - - - - - - - Interest Earnings - - - - - - - - - - - Donations - - - - - - - - - - - Interfund Allocation Reimb - - - - 57,389 58,537 59,708 60,902 62,120 57,389 - Other Income 76,486 75,984 76,885 38,128 78,423 79,991 81,591 83,223 84,887 1,538 2% Total Revenue 76,486 75,984 76,885 38,128 135,812 138,528 141,299 144,125 147,007 58,927 77% 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 Full-Time Attorney 66666666 Executive Assistant 11111111 Administrative Assistant 22222222 Corporate Counsel 11111111 Total Non-Bargaining 10 10 10 10 10 10 10 10 The Legal Department provides quality legal representation to the City of South Bend’s Mayor, departments, commissions and agencies with a dedicated and professionally-skilled staff, efficiently and cost effectively, in furtherance of the City’s strategic goals, and preserving the legal and ethical integrity of the City. The largest percentage change in the Legal Department's budget is an increase of over 1,000% for insurance allocations. Also, an administrative change in how Admin and Finance is handling salaries shared by separate funds has resulted in a perceived percentage increase in the Salaries budget, but this is offset by the 77% increase in the Revenues budget. The increase in subscriptions is due to an annual increase incorporated into some of our standing contracts, for which low market rates were negotiated and are considered very cost-effective. There are no other major changes in the department's budget. This department is funded by property tax revenue collected in the General Fund. This department also collects a reimbursement for legal services to other city departments. 8 City of South Bend, Indiana 2019 Budget Department 101-0501 - Legal Department Accomplishments, Goals, KPI's 2018 Accomplishments & Outcomes - - - - -Improved Animal Care and Control Hearing process to be efficient and fair; implemented hearing officer to guide and manage hearings. -Successful resolution of eight (8) litigation matters to date in 2018. The total remaining number of City-Defendant cases has reduced from thirty to nine. - - - - 2019 Department Goals & Objectives and Linkage to City Results - -Successful resolution of contract breach litigation, demonstrating the City's commitment to fair practices. - - - - Key Performance Indicators (KPI's) Measure Type 2017 Actual 2018 Estimated 2019 Target Long Term Goal -Annual Total Collections Outcome $494,898 $460,000 $500,000 -(All collections results are dependent upon the volume of accounts referred, the collectability of accounts, and data reliability). -Average of Total Dollars Collected Over Accounts Referred per Year (Many new referrals received in June 2018. Efficiency number will increase when we have had time to collect on these accounts.) Efficiency 3,324 referred ($110.81 per account) 2,749 referred through 7/1/18 ($59.25 per account) Increased # of accounts referred and increased $'s per account - - - - Types: output, efficiency, effectiveness, quality, outcome, technology 2019 Significant Changes/Challenges/Opportunities - - - - - - - - - - Priority Based Budgeting Result: Ensures reliable compliance with regulations and well-managed risk Finalized Lexipol, Interlocal Agreement between Prosecutor and SBPD, Body Cameras, Virtual Academy, CARFAX, and other Police contracts. Finalized Responsible Bidding Practices and Submission Requirements Ordinance to foster quality workmanship, efficient processes, and safety. Revised Sexual Harassment Training Ordinance to streamline processes and enhance effectiveness, while eliminating employee privacy concerns. Over 1,500 APRA Requests handled in 2018 with no violations. The administration's total is over 14,000 mid-year. Over $238,000 in collections received to date, tracking ahead of last year's results. Completed 2019 City of South Bend and Potawatomi Zoological Society Ease and Management Agreement to continue the City's support of the Zoo. Well-Governed and Administered City Drafted agreement to sell College Football Hall of Fame to JSK, promoting new development in Downtown South Bend Over $75,000 in subrogation recovered by the Legal Department in 2018 thus far. Work with departments to re-evaluate long-standing contracts for potential renegotiation opportunities to reduce costs and enhance value. Develop and lead interdepartmental trainings in employment law basics, property damage, and other identified legal risk areas. Priority Based Budgeting Result: Models our values of excellence, accountability, innovation, transparency, inclusion and empowerment Implement new vendor and project management structures for larger environmental matters. Priority Based Budgeting Result: Offers excellent services and efficient processes supported by timely and accurate analysis Priority Based Budgeting Result: Maintains, protects, and invests in its robust physical, financial, human and technological assets Register paralegals with local bar association and support dues and memberships. Priority Based Budgeting Result: Fosters enduring financial strength and fiscal sustainability Priority Based Budgeting Result: Is a great employer attracting, developing, equipping and retaining great employees Create and maintain training and growth opportunities to aid in internal development and retention. The Department would like to explore strategic opportunities to handle more cases in-house to save in professional services budgets City-wide. The Department has adopted a more hands-on, proactive approach to the handling of ongoing Environmental matters and seeks timely resolution. 9 CITY OF SOUTH BENDEXPENDITURES2019 BUDGET201820182018 6/30/18 201920162017 Original Amended YTD YTD ProposedACCOUNT NUMBER ACCOUNT DESCRIPTIONActual Actual Budget Budget Actual Actual Expenditures101-0501-415.10-01 REGULAR WAGES688,144 644,785 760,139 755,532 358,841 330,754 836,473LEVEL TEXTTEXT AMTBUDG 6 ASST FULL TIME ATTORNEY (6 X 89,284)535,7041 EXECUTIVE ASSISTANT55,7402 ADMINISTRATIVE ASSISTANTS (2 X 41,336)82,6721 CORPORATE COUNSEL127,126TOTAL FTE'S = 101 PART TIME CITY ATTORNEY67,708LESS SALARY CAP TO ACTUAL ADJUSTMENT32,477-836,473101-0501-415.10-03 SEASONAL & INTERNS000000 30,000LEVELTEXT AMTBUDGTEXT4 INTERNS @ $15/HR FOR 10 WEEKS30,00030,000101-0501-415.10-05 TEMPORARY SERVICES000 2,607 2,607 2,6070101-0501-415.10-10 HIRING BONUS1,000 6,0000 2,000 2,000 2,0000101-0501-415.11-01 FICA - REGULAR50,902 48,269 58,151 58,151 27,114 24,808 63,990LEVEL TEXTTEXT AMTBUDG REGULAR SALARIES $836,473 X 7.65%63,99063,990101-0501-415.11-04 PERF - REGULAR77,086 72,104 85,136 85,136 40,778 37,263 93,685LEVEL TEXTTEXT AMTBUDG REGULAR SALARIES $836,473 X 11.20%93,68593,685101-0501-415.11-07 UNEMPLOYMENT COMP980000000101-0501-415.11-08 HEALTH INSURANCE114,408 121,022 171,156 171,156 68,870 62,972 186,956LEVEL TEXTTEXT AMTBUDG LONG-TERM DISABILITY:11 EMP X $961,056HEALTH INSURANCE COVERAGE:11 EMP X $16,900185,900186,956101-0501-415.11-09 LIFE INSURANCE1,160994 1,260 1,260553505 1,320LEVEL TEXTTEXT AMTBUDG 11 EMP X $1201,3201,32010 CITY OF SOUTH BENDEXPENDITURES2019 BUDGET201820182018 6/30/18 201920162017 Original Amended YTD YTD ProposedACCOUNT NUMBER ACCOUNT DESCRIPTIONActual Actual Budget Budget Actual Actual Expenditures101-0501-415.11-12 AUTO ALLOWANCE3,600 2,400 3,600 3,600 3,3000 3,600LEVEL TEXTTEXT AMTBUDG $300.00 X 12 MONTHS3,6003,600101-0501-415.11-22 PARKING ALLOWANCE84-42-00000101-0501-415.11-24 CELL PHONE ALLOWANCE660440660660000101-0501-415.11-29 PARENTAL LEAVE00 1,901 1,901919854 2,091LEVEL TEXTTEXT AMTBUDG REGULAR SALARIES $836,473 X 0.25%2,0912,091------------ ------------ ------------ ------------ ------------ ------------ ------------* PERSONNEL SERVICES937,856 895,972 1,082,003 1,082,003 504,982 461,763 1,218,115101-0501-415.21-02 PRINT SHOP0025025000250101-0501-415.21-03 C.S. OFFICE SUPPLIES335551700700317317700101-0501-415.21-04 OFFICE SUPPLIES849988 1,500 1,676526526 2,500101-0501-415.21-05 SMALL OFFICE EQUIPMENT0 7,603 1,000 1,0004084080------------ ------------ ------------ ------------ ------------ ------------ ------------* SUPPLIES1,184 9,142 3,450 3,626 1,251 1,251 3,450101-0501-415.31-06 OTHER PROFESSIONAL SVCS172 45,552 2,550 2,550270270 2,550LEVEL TEXTTEXT AMTBUDG IN.GOV/CIVICNET400PACER - DISTRICT COURT ON-LINE SERVICES150COURT FILINGS2,0002,550101-0501-415.31-71 CENTRAL STORES ALLOCATION612588 1,035 1,035516516 1,255LEVEL TEXTTEXT AMTBUDG 2019 FIXED COST ALLOCATION - CENTRAL STORES1,2551,255101-0501-415.31-72 GIS ALLOCATION1,135000000101-0501-415.31-73 PRINT SHOP ALLOCATION1,956 2,028 1,008 1,008504504516LEVEL TEXTTEXT AMTBUDG 2019 FIXED COST ALLOCATION - PRINT SHOP516516101-0501-415.31-76 IT ALLOCATION00 73,815 73,815 36,906 36,906 68,116LEVEL TEXTTEXT AMT 11 CITY OF SOUTH BENDEXPENDITURES2019 BUDGET201820182018 6/30/18 201920162017 Original Amended YTD YTD ProposedACCOUNT NUMBER ACCOUNT DESCRIPTIONActual Actual Budget Budget Actual Actual ExpendituresBUDG 2019 FIXED COST ALLOCATION - IT AND/OR 31168,11668,116101-0501-415.32-02 POSTAGE2,036 1,342 2,000 2,000547406 2,000LEVEL TEXTTEXT AMTBUDG POSTAGE CHARGED BY ADMINISTRATION & FINANCE2,000AVERAGING ~$125/MONTH2,000101-0501-415.32-03 TRAVEL000000 3,450101-0501-415.32-21 TRAVEL - MILEAGE02975075014200101-0501-415.32-23 TRAVEL - HOTEL0197 2,000 2,000 1,00100101-0501-415.32-24 TRAVEL - MEALS005005009100101-0501-415.32-25 TRAVEL - OTHER47020020059330101-0501-415.34-02 LIABILITY INSURANCE2,988 2,244 2,294 2,294 1,146 1,146 26,832LEVEL TEXTTEXT AMTBUDG 2019 FIXED COST ALLOCATION - LIABILITY INSURANCE26,832DEPOSIT IN 226-0000-340.01-0026,832101-0501-415.36-02 OFFICE EQUIP R&M1,633 1,620 1,820 1,820000101-0501-415.36-04 COMPUTER EQUIP R&M5,004 99,336 1,500 1,500000LEVEL TEXTTEXT AMTBUDG PRACTICE MASTER101-0501-415.37-11 CAPITAL LEASE PRINCIPAL1,163 1,226 1,232 1,232000101-0501-415.37-12 CAPITAL LEASE INTEREST108454040000101-0501-415.39-10 SUBSCRIPTIONS15,690 13,260 13,100 13,100 8,856 7,713 14,100LEVEL TEXTTEXT AMTBUDG THOMSON WEST $1,175/MONTH14,10014,100101-0501-415.39-11 DUES & MEMBERSHIPS700 1,400 1,500 1,500500500 2,000LEVEL TEXTTEXT AMTBUDG MUNICIPAL LAW TRAINING2,0002,000101-0501-415.39-70 EDUCATION & TRAINING4,173 6,251 10,000 10,000 6,917 2,913 10,000LEVEL TEXTTEXT AMTBUDG NBI TRAINING PACKAGE4,000OTHER TRAINING FOR 8 ATTORNEYS AND SUPPORT STAFF6,00010,00012 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 & CHARGES37,417 175,118 115,344 115,344 57,455 50,907 130,819------------ ------------ ------------ ------------ ------------ ------------ ------------** LEGAL DEPARTMENT976,457 1,080,232 1,200,797 1,200,973 563,688 513,920 1,352,384 13 CITY OF SOUTH BENDREVENUE2019 BUDGET201820182018 6/30/18 201920162017 Original Amended YTD YTD EstimatedACCOUNT NUMBER ACCOUNT DESCRIPTIONActual Actual Budget Budget Actual Actual Revenue101-0501-360.90-00 SETTLEMENT FEES1,73387400000------------ ------------ ------------ ------------ ------------ ------------ ------------*1,73387400000101-0501-380.10-87 PAYROLL COST ALLOCATION000000 57,389LEVEL TEXTTEXT AMTBUDG 2019 FIXED COST ALLOCATION - PAYROLL COST ALLOC.226-0412-672.31-77 LIABILITY INSURANCE57,389REIMB FROM LIAB INSUR FOR 50% OF PERSONNEL COSTSFOR ASSISTANT CITY ATTORNEY57,389101-0501-380.10-99 MISC. REIMBURSEMENTS74,753 75,110 76,885 76,885 38,128 38,128 78,423LEVEL TEXTTEXT AMTBUDG REIMBURSEMENT FOR LEGAL SERVICES - TIF DOLLARS78,42378,423------------ ------------ ------------ ------------ ------------ ------------ ------------*74,753 75,110 76,885 76,885 38,128 38,128 135,812------------ ------------ ------------ ------------ ------------ ------------ ------------** LEGAL DEPARTMENT76,486 75,984 76,885 76,885 38,128 38,128 135,812 14