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HomeMy WebLinkAbout08-29-18 Personnel and Finance (#5) W \PEACE X Inc 1865 OFFICE OF THE CITY CLERK KAxEEMAH FowLER, CITY CLERK PERSONNEL & FINANCE AUGUST 29, 2018 5:00 P.M. Committee Members Present: Karen White, Regina Williams-Preston, John Voorde Committee Members Absent: Gavin Ferlic Other Council Present: Tim Scott, Jo M. Broden, Jake Teshka(late), Sharon L. McBride (late) Other Council Absent: Oliver Davis Others Present: Graham Sparks, Bob Palmer, Gabriel Murei Presenters: Jen Hockenhull, Scott Ruszkowski, Danny Cocanower Agenda: Police Department Committee Chair Karen White called to order the Personnel and Finance Committee meeting at 5:00 p.m. She introduced members of the Committee and proceeded to give the floor to the City Controller. Jen Hockenhull, City Controller with offices on the 12th floor of the County-City Building,passed out copies of a handout which is available in the City Clerk's Office. Ms.Hockenhull stated, Good evening. Before you is a mid-season budget update. When we came before you at the beginning of the month we talked about the budget kick-off. We had a good sense of where the budget was going but we weren't quite prepared to submit a full summary. We've done a lot of work in Admin and Finance. There is still some work to go so please note this is just an update of where we are to date. This will change between now and when we present the final budget. We will get that finalized well in advance of the public hearing on that. She continued, (Referencing a presentation which is available in the City Clerk's Office) Again, just as a reminder to everyone in the room, as we go through the budget and work toward our goals,we always have the Council's requests in mind. To refresh everyone, these(referencing the slide of the presentation)are the goals that Council gave us. These are the goals that residents gave us (referencing the next slide of the presentation). And then these(referencing the next slide of the presentation) are the Administration's priorities and how we set forth the budget. So if we are doing an overall summary as to where the budget stands as of today, August 29th, 2018, we are expecting about$344 million of revenue to come in. About thirty-one percent(31%)of that is due to the charges for services. That includes water, waste water, solid waste and the Century Center. About a quarter of our revenue, or about twenty-three percent (23%) is coming in from property taxes. INTEGRITY1 SERVICE1 ACCESSIBILITY JENNUM M.COFFMAN BIANcA L.TnmDo JosEPH R MOLNAR CHIEF DEPUTY/DIl m-oR OF OPERATIONS DEPUTY/Dnm=R OF POLICY ORDINANCE VIOLATION CLERIC EXCELLENCE I ACCOUNTABILITY I INNOVATION I INCLUSION I EMPOWERMENT 455 County-City Building 1 227 W.Jefferson Blvd.I South Bend,Indiana 466011 p 574,235.92211 f 574.235.9173 1 www.southbendin.gov 0CITY OF SOUTH BEND I OFFICE OF THE CLERK She went on, Briefly touching on property taxes, we are only anticipating property tax revenue to increase only about one percent(1%) for next,year. We are working very closely with the DLGF. They are a great organization but it is difficult to get straight information from them. This year they have been kind enough to provide us projections for every revenue that the State sends us. We are questioning some of those numbers so we are trying to understand where some of the projections are coming in from. We are trying to pin those numbers down. Thirteen percent(13%) of our revenue is actually from our transfers in and out and I will talk a little bit more about that later. Local Income Taxes are about nine percent (9%) and then everything else is the balance. You've seen this slide a million times but it is always a good reminder. We are looking at about a $2.41 million reduction in our property taxes in 2020. We do have a contract with Umbaugh to update this number. This is just a projection but they will work to make sure that projection is still what it will look like. Councilmember Jake Teshka arrived at the meeting at 5:06 p.m. Ms. Hockenhull continued, We do have good news. Our Local Income Taxes are projected to see about a ten point four percent (10.4%) increase in 2019. This is great news but we never want to actually assume that growth will last forever as Local Income Tax is the most volatile of all the revenues we get. As soon as the economy takes a turn, this is what will be affected first(1St). That is why we don't use these funds for all of our operations. Then our budgeted expenditures across all funds right now is about$384 million. That will change between now and when we present the final budget. Likely,the changes that will come will be in Health Insurance. We just had a meeting today with our Health Insurance Company to make sure we are charging departments accordingly. As you can see, our Enterprise Funds make up about thirty percent(30%) of our expenditures, so, those are where we are charging for services. They are not property-tax funded. You'll see parks, motor vehicle highways and a lot of our streets are paid for out of the Special Revenue Fund. About sixteen percent (16%) is the General Fund, where you will see Police and Fire paid out of. They account for about eighty percent (80%) of the General Fund. Internal Service Funds are the Health Insurance and the Central Services Funds. She went on, We did promise to come back and speak to the overall Administration's priorities. So if you'll look at the pie chart here (referencing a slide in the presentation), we are spending about twenty-three percent (23%) to keep our community safe. The interesting part about all of these different funds and programs is that it is really hard to pinpoint just one (1) of the priorities that the money goes toward. Although the Police provide a safe community for everyone, you could also make the argument that they are also helping us have thriving spaces and vibrant neighborhoods and those kinds of things. We do have a spreadsheet we will refer to in a moment so you can see every bucket the money goes into. We deliberated in our office to see which value each budget item corresponds with and we could all probably make a different determination on that but you will be able to see that graph and where we determined those items to be. She continued, We know the 2020 Fiscal Curb is coming. We are planning and preparing for it. Many of our departments have talked about ongoing organizational refinements. We talked about the soft hiring freeze. If someone in my office retires tomorrow,we will talk to the Mayor's Office and ask if we think this position would need to be refilled,why, or why not. That is the process we will go through so it won't be an automatic one (1) for one (1). That will help as people, though they are our greatest asset,they are also the most costly asset for the City. We are also identifying other public-private partnerships that we could invest in. We are investing in additional sources EXCELLENCE I ACCOUNTABILITY I INNOVATION I INCLUSION I EMPOWERMENT 455 County-City Building 1 227 W.Jefferson Bvld I South Bend,Indiana 466011 p 574.235.9221 If 574.235.9173 1 TTD 574.235.5567 I www.southbendin.gov 2 CITY OF SOUTH BEND I OFFICE OF THE CLERK and the Mayor gave a great presentation on the different grants and opportunities we have. We will continue to look for those opportunities. We are looking at our budgets in a two (2) year lens internally. To conclude, as we look toward the 2020 cliff, we are spending roughly $384 million yearly as of today. That will change. We are aiming for balanced budgets in the General Fund, Public Safety, LOIT, EDIT and COIT. Councilmember Sharon L. McBride arrived at the meeting at 5:10 p.m. Ms. Hockenhull continued, We are continuing to do a long-term balanced budget while making sure we are maintaining reserves�but not too much in reserves. That was really brief but I want to take a moment to show you a couple spreadsheets we've put together that you can look at, digest and then ask questions any time you want.Any line item you want to talk about,please ask.Behind my presentation hand out,the very first Excel spreadsheet you'll see is our Budget Overview. That goes through the budget fund by fund. You've got the 2018 which is what our cash balance was as of January 1, 2018. We have our anticipated revenues and our anticipated expenses. There are a couple items in the adjustment columns. That is if we have learned there are some revenues or expenses that we will not either get in or spend and we put those adjustments in there to get what we estimate our cash balances will be at the end of 2018. We can then project our current budget in terms of revenue, expense and the expected cash balance to be at the end of the year. That is the first(1St) set of data by fund. She went on, The presentations that had been given today and before, the reasons they are not going to tie back to this is because we went through and made some pretty big changes in the Health Insurance Fund based on information we have received from our Health Insurance Company. So most of the budgets that have people in them that have presented so far have decreases in their budgets from when they presented this spreadsheet here (referencing the spreadsheet which is available in the City Clerk's Office).Ninety-eight percent(98%)of those are because of health insurance. Then beyond that spreadsheet we have a revenue summary by fund. That includes the last ten (10) years. I did go through and made some notes as to why some of them went up or down. My thought process was if I couldn't figure it out just like that then definitely nobody else could. So anything I thought warranted a little additional explanation is directly on this sheet. But please refer to all the individual summary sheets because that is where you will find most of the other information. She continued, Then behind that is an expense summary. It is the exact same thing as there is ten (10) years of expense information. There aren't any notes on here because those really warrant going back to the spreadsheets and digging through the summaries provided so far. There may be ones that may be more interesting to you and if there is anything that stands out, again,please feel free to let me know and we can sit down to discuss it. The last spreadsheet you will see is the Priority Based Budgeting on the results. Committee Chair White stated, We appreciate the information and I'm pleased to see there are verified strategies in place to prepare for 2020. This is a lot of information and I encourage all to digest this information and follow up in later meetings. She then gave the floor to the Police Department. Police Department EXCELLENCE I ACCOUNTABILITY I INNOVATION I INCLUSION I EMPOWERMENT 455Coun County-City Building 227W.Jefferson Bvld I South Bend Indiana 46601 p 574.235.9221 I f574.235.9173 I TM574.235.55671,www.southbendin. ov 3 ®CITY OF SOUTH BEND I OFFICE OF THE CLERK Scott Ruszkowski, Chief of Police for the City of South Bend with offices located at 701 West Sample Street, stated, With me is Danny Cocanower and you've already met him. He is a man of many talents.Not as much as Jen but pretty darn close. He then went on to introduce other Police colleagues in attendance with him. He went on, I know the Council always asks this and I don't always get a chance to tell it because a lot of people don't want to hear it. Jumping down our list of goals and accomplishments, and there are a lot of acronyms, but calls of service as of June of this year is 56,000. The 2017 total was 99,000 and then 2016 was 103,000. That is what we responded to and what we documented responding to. That isn't necessarily counting the times when officers stop and converse with citizens. Case Reports, as you can see (referencing a slide in the presentation which is available in the City Clerk's Office) is 11,500. The total in year 2017 was 22,000 case reports and then 2016 had 23,000 case reports. Notably, as of June, we've had 1,312 arrests. Committeemember John Voorde asked, What is a Case Report? Chief Ruszkowski replied, That means we filed an actual Police Report. That is a preliminary report that launches an investigation of some type. Or, a direct shift to the prosecutor. Or, for example,if someone was on probation and they caught them doing something they shouldn't,that report would be forwarded to the DuComb Center so then the Parole/Probation Officer and/or a judge would be able to see that. That is a formal report and the other one (1) you may be thinking is an informal report. That is still documented but Case Reports are actual and formal Police Reports. The Calls for Service is everything we responded to whether it is Case Reports, Formal, Informal or otherwise. He continued, We are on pace to have a lower amount of arrests than what we have had. To be clear, and the question always comes up, that does not count warrant arrests. If they've already been arrested, we don't double count the second arrests. Now, if we arrest somebody who had a warrant but they have other things to be arrested for,that is included as another arrest. Out of those numbers, the impressive parts, to me, start coming. So back in 2016, there were seventy-two (72) times of uses of force.That means we only needed to use force seventy-two(72)times out of 2,500 arrests. In 2017 we used force fifty-seven (57) times out of 2,200. And, to date as of June 2018, we've used force forty-one (4 1)times out of 1,300 arrests. That is punch, slap,kick,Taser,pepper spray, whatever, that is how many times we used it. Again, continuing with the impressiveness, complaints from use of force,to date, we've had two (2) out of forty-one (41) uses of force. In all of 2017 we had only one (1) complaint out of fifty-seven (57) uses of force and then three (3) complaints in 2016. He went on,Public complaints are when anybody calls in about anything,we've had four(4). That could be anything ranging from officer's driving behavior, attitude, or whatever. That is what we've had to date. We had ten (10) in all of 2017 and twenty-nine (29) in all of 2016. Al stands for Administrative Investigations. That is something that another officer,but usually a Sergeant or above has initiated against another officer, and we've had eight(8) so far this year. We had sixteen (16) total in 2017 and thirty (30) in 2016. For the record, on the South Bend Police website, you can see all of this. You can dig and look and find out what they are, the status of the complaints, where the uses of force occurred, the call volumes, crime reports and it is all mapped out. You could do a comparison of where violent crimes are and how many uses of force have been in that area. You can really dig into the data we provide. I can assure you, and this is no disrespect to any other department within the City, but we are the most transparent. Everything we have is put out EXCELLENCE I ACCOUNTABILITY I INNOVATION I INCLUSION I EMPOWERMENT 455 County-City Building',227W.Jefferson BvldI South Bend,Indiana 466011p574.235.9221If574.235.91731TM574.235.5567 www.southbendin.gov 4 ®CITY OF SOUTH BEND I OFFICE OF THE CLERK there. The only thing that is not put out there are internal investigations or criminal investigations that are still in progress.Everything else that we do,which is a written letter of reprimand or higher goes to the Board of Public Safety. This is public information. I'm not wearing a sleeve and there is nothing up there. He continued, One (1) of the things I wanted to hit on, and if you'll remember this, we were able to get a four (4) year contract thanks to the hard work of the Council. It wasn't just about the money. It was about the Council and others taking time to sit down with our officers and care about them. This has never been done in my thirty (30) years of being here and I can't find anywhere else where a contract has been that long. So that drew in the recruiting. We had a three hundred percent(300%)increase in applicants just this ye alone. The retaining part is important. We want our employees to stay here and we also want them to enjoy retirement. There is incentive now to stay and to pass on that knowledge and to go when it is time to enjoy the rest of their life. Statistically, it is not typical with police officers to last very long after retirement. We are trying, thanks to the Council's help, to change that. There has been a recognition which is much appreciated. We've increased our in-house training and I told you before, we made the promise last year and have kept it this year, the South Bend Police Department is our number one (1) priority. Everyone else is invited but the seats for training get taken by us, then we start allowing others. Before, it didn't happen that way. We would open up to everyone else and we would have to find our way into it. It didn't make any sense because we are the ones hosting it. He went on, Fair and progressive discipline is about accountability, honesty, integrity and responsibility. I'm not veering from that, I will not veer from it and that plays a huge factor in that. Also, performance evaluations. We never had them and will be finalizing that this week. Well actually, we've already done those and will continue with those. The promotional process is the one (1) that will be finalized. That will include testing and everything else as another part of the requirement along with the interviews and all the other stuff. Career Path Development is huge. As a matter of fact, I know several Council Members have been very interested in this. We want to know what cops want to do once they get on, in five(5) years, in ten(10)years,or whatever the case may be. In the evaluations, that is told to the evaluator. We've actually given them online virtual academies and resources to get to those positions they are aspiring for. For instance, if someone wants to be a negotiator. If that is what sixty (60) out of one hundred (100) officers say, that is going to be our number one (1) and the easiest available. I'm trying to nutshell this for you but we have that and that is amazing. I never thought that we would get to the point we are now. He continued,Recruiting is something that every Council Member,at one(1)point or another,has asked me about. I will give you an update. We have a pre physical agility which means you can come in and practice before you actually take the test. We've never done that before. I believe it was a Council Member that recommended making a video to have people see what it is like. We put in on our website so the applicants can see it and practice. We lowered the test score threshold by two percent(2%). Many people asked why we did that but we don't need people to be absolute experts. There are many layers to editing that process. We also have written test study groups that we didn't have before. We also have practice tests so it is essentially kind of like the test you are going to take but you get to practice taking it in advance it just doesn't count. We've done postcards,job fairs and all that stuff. One(1)thing I didn't put in the presentation that I would like to note is we actually,just now in this next batch of applications, have removed the requirement for a doctor to release you to take the agility test. We have a liability waiver. They will be tested anyway if they make it to a point in the process but we found that out of one hundred and fifty EXCELLENCE I ACCOUNTABILITY I INNOVATION I INCLUSION I EMPOWERMENT 455 County-City Building 1227 W.Jefferson Bvld I South Bend,Indiana 466011 p 574.235.9221 If 574.235.9173 1 TFD574.235.5567:l www.southbendin.gov 5 ®CITY OF SOUTH BEND I OFFICE OF THE CLERK (150) applicants, barely half of that even show up because they can't get a doctor's appointment to get a signature to show up for the agility test. If we can remove that barrier, that creates a lot better pool to choose from. Councilmember Jo M. Broden asked, You said a three hundred percent (300%) increase on recruiting? What are the raw numbers? What does that actually amount to? Chief Ruszkowski replied, To date, we have one hundred and forty-six (146) in this last batch of applicants. So we are right around one hundred fifty (150) every batch and we do it four(4)times a year. We do it more, if necessary, but every time we do we have that. We've put three quarters of our paper out of the application process. But again, each batch is roughly one hundred and fifty (150)applicants but we were doing twenty-five(25)each go around if we were lucky. So we were having one hundred fifty (150) a year. Councilmember Broden followed up,Where did all these changes come from on recruiting?There are a lot of smart changes. Chief Ruszkowski replied, Quite frankly, it came from listening. I know you've heard me say it, and it is still not to the level I want to see it, but community in-reach. That has been huge. We've been begging for more outreach and now we are slowly, but surely, getting the in-reach. We've had Council and other groups give some ideas and it doesn't hurt to try them. We've tried things that have completely and miserably failed and other things that have worked. We should be thinking outside the box. Danny Cocanower, Director of Financial Services for Public Safety with offices located at 701 West Sample Street, stated, This slide here (referencing the presentation) is our full budget, the entire budget, that affects the Police Department. We've got the General Fund, LOIT, COIT and the Pension Fund and all of our other non-reverting smaller funds such as our Continuing Education Fund and our Seizures Funds. Every fund in here is all included in the $46.5 million. In prior years all we've presented has been what was in the General Fund, the Public Safety LOIT and then the gas and maintenance that is paid through the COIT. What I would like to give you is a quick overview of the $46.5 million and the $37.3 million. Going from the $46.5 million, $6.4 million is for pensions, $1.1 million is for our other funds so the Continuing Education,the Seizure funds and others. And then another$1.7 million comes out of the COIT for the lease payments on the officer's vehicles that we lease through the COIT. With that we go from $46.5 million down to the $37.3 million. So if you have last year's budget you can compare it to last year's budget that we had $34.66 million last year. He continued, If you see here (referencing a slide in the presentation), we had an increase in our salaries and benefits of$1.3 million. A major component of that $1.3 million is our overtime and its already been discussed on what occurred but our overtime base rate, on average, went up twenty-five percent (25%) based on what we had to do in calculating that rate. So we got hit with that. We've got a few new people we are adding and then that overtime increase gets us up to the $1.3 million. The other thing that went up dramatically was our services. In the services, the allocations are a major part of it but I would like to explain the allocations. The IT allocation did go up by over $200,000. That is because we are using additional software in the process of doing the job as a police officer. There is new CAD software we are using. There is also a new allocation for our new AFIS machine which is our automated finger printing identification system. EXCELLENCE I ACCOUNTABILITY I INNOVATION I INCLUSION J EMPOWERMENT 455 County-City Building 227W.Jefferson BvldI South Bend,Indiana 466011p574.235.9221 f574.235.9173I TTD574.235.55671www.southbendin.gov 6 CITY OF SOUTH BEND I OFFICE OF THE CLERK He went on, The larger one (1) in our allocation is our insurance for liability. In the past, the liability insurance has been adjusted to create a balanced budget in the General Fund. This ye , the reflection in the allocation is the full amount being allocated to the Police Department. So the allocation is hitting full boar on the Police Department this year. One (1) thing I wanted to point out that is now in the COIT, under other services is that the leases have gone down dramatically. We are paying off leases that are in the General Fund so we no longer have that expense in the General Fund but we do have the expense in the COIT where the leases are paid for, so, that goes through another fund and doesn't really hit the General Fund. Unfortunately, I'm going to back up and talk about some personnel changes we would like to do. On the addition side of personnel changes,we would like to add a Director or Manager of Purchasing and Logistics. What this would do is civilianize our support services at the Police Department. In the past that position has been held by a sworn officer at a Captain's rank or above so we would like to civilianize this position and have them do more. Hopefully we can have that position. Right now, Chief Lancaster is doing a lot of that heavy lifting with that with a few other officers helping him out. He continued,The next position would be a Crime Intelligence Analyst for social media. We have a Crime Scene Analyst and she does a wonderful job analyzing the crimes and everything but this position would more of a proactive position. The hope is they can get onto social media and maybe pick up chatter going in a direction that we don't want it to go and maybe stop a violent crime. Chief Ruszkowski stated, With that, I would like to make a side note. We are looking at every position on the Police Department and asking if we absolutely need arrest powers to have these positions. The Logistics position is one (1) we are looking at, obviously. Do we have to have a police officer doing that? The answer is no, we don't. The position needs to have knowledge of police officers but when there is collaboration involved, it is a pretty short order where that would occur. The social media position came from a variety of sources. None more important, or as important than, our core group with Group Violence Intervention. This is being done all over the country and to go with our Group Violence Reduction Strategy,the social media component is one (1) thing we have been missing big time. Now we have that Crime Analyst and she does all the mapping and hot spots and all that intelligence stuff. That is fine because we know where to be to deter the bullies from coming on the playground and picking on everyone else. We also know who the bad people are and those locations. But it is always going to be a punitive component. How do we get out of that punitive component? One (1) way is to stop these before they happen. We can do some intervention and prevention before it becomes something horrible. Too much time passes while we have been trying to figure that out. That is why we are looking at social media specifically. There are keywords and buzz words that tip off danger and then we can intervene. Mr. Cocanower stated, Some of the changes include changing the Alarm Specialist title to Data Entry Specialist. She's got both Alarm and Data Entry so we are going to make her a data entry specialist. With our data entry specialist and our records specialist, these are people that are entering the reports and are getting the records for individuals coming in and asking for them. We have people working all three (3) shifts. It is a twenty-four seven (24/7) operation. We've been working with HR to develop a shift premium. So if they are on the afternoon shift, they would make a certain dollar per hour more. I think we were looking at fifty cents per hour($0.50/hr). If they are working midnights and are giving up family time,we would give them a dollar more there. I think it is similar to some of the other departments that have a twenty-four seven(24/7)operation. EXCELLENCE I ACCOUNTABILITY I INNOVATION I INCLUSION I EMPOWERMENT 455 County-City Building 1 227 W.Jefferson Bvld South Bend,Indiana 466011 p 574.235.9221 if 574.235.9173 1 TTD 574.235.5567 i www.southbendin.gov ®CITY OF SOUTH BEND I OFFICE OF THE CLERK He went on, One (1) other thing we are looking at within the handbook and with HR is the pay rate of bringing in someone today. If you bring someone in today, right now, they are starting at the same rate as somebody that has worked for thirty (30) years in that department. We are investigating a tier rate. There will be an amount that officers start at and then after evaluations there will be increases. That is not in place right now but we are going to work with HR to get that up and get that in place for the coming year. Another change we've asked for, based on some research we've done, our Crime Intelligence Analyst we've spoken about, we would like to increase her pay. Then our Assistant Director of Civilian Services which is over the Data Entry Specialist and the Records Specialist, we are asking to increase her pay. Her job responsibilities warranted the increase in her pay. And then one (1) last thing, for budget purposes, we have reduced the number of sworn officers we are asking for. It reflects the current level of sworn officers that we are maintaining right now. We are reducing it down to two hundred and forty(240) officers. Last year we budgeted for two hundred and forty-five (245). In a couple of slides (referencing the presentation)you will see we haven't been able to get up to that. We stayed below two hundred and forty(240) so we felt that would be a good number to budget for. So that is what we are budgeting for and it is a reduction. He continued,We talked about the services budget and here(referencing a slide in the presentation) is the sworn officers level. Like I said, last year,we budgeted for two hundred and forty-five(245) officers. This year we are budgeting for two hundred and forty (240). Right now we are maintaining levels in the two hundred thirty-five(235)to the two hundred thirty-seven(237)range. We felt two hundred and forty (240) would allow us to still man the patrols. There is no way we want to not have officers out on patrol and we feel two hundred and forty(240) will cover it. Here is where we've been over the last year and a half. Currently we are at two hundred and thirty-five (235)officers. We do have two (2)in the academy in Indianapolis so when they get back and have graduated we will be up to two hundred and thirty-seven(237). That two hundred thirty five (235) number, we didn't want to emphasize it but that also includes all of our FMLA officers, our military leave officers, any officers that are on the parental leave opportunity and light duty as well. So,that two hundred thirty-five (235) is generous in that we are down from that number as a result of officers in any one (1) of those categories I just mentioned. He went on, Right here is what we are projecting and what we are wanting to get to. Obviously we wouldn't have recruits through the academy in time to get them sworn on by the end of the year. At the end of the year we will be at two hundred and thirty-seven (237) but next year we are pushing to get to the two hundred and forty(240) level. Then we wanted to also show the years of service that our sworn officers are at. The one (1) thing with this chart is that, in the past, it went the other way. We had more officers in the twenty-five(25)to thirty(3 0)year category.Not to say it's a good thing that we are losing our knowledge base but it is a good thing we are getting newer officers. The ten to fifteen(10— 15)year range where they don't retire or resign as quickly. So we are getting newer officers and we are trying to keep them on. He continued, Here is a six(6)year overview of the number of retirements and resignations we've had. We've had ninety-two (92) retirements and resignations and that was majorly in the twenty (20)to thirty(30)years plus years of service.With this up here,one(1)thing I neglected to mention on the Pension Fund earlier was that it is $6.4 million. That is for our#1925 Funders. The City is responsible for paying those retirement benefits. Those benefits are reimbursed by the State but sometimes the reimbursements don't actually meet at the same time so sometimes there are tiny differences. EXCELLENCE I ACCOUNTABILITY I INNOVATION I INCLUSION I EMPOWERMENT 455 County-City Building 227W.Jefferson Bvld I South Bend,Indiana 466011 p 574.235.9221 If 574.235.9173 1TD574.235.55671ow wsouthbendin.gov 8 CITY OF SOUTH BEND I OFFICE OF THE CLERK Committee Chair White paused the presentation and opened the floor to questions from Committee and Council Members. Committeemember Regina Williams-Preston stated, You talked about how you, in the past, budgeted for an amount and now you've reduced that. What happens with the extra that you budget for this ye ? Mr. Cocanower replied, This ye , I will say that what was budgeted for with the extra officers is going toward the payments we had to make in March for the overtime increase. A lot of that is going to that. In prior years, it goes back to the General Fund or if we have a major need, we ask the Council to move it down to supplies or services. Councilmember Broden stated, That was one (1) of my questions. Is it possible to receive the job descriptions of these new positions? Chief Ruszkowski replied, I'll tell you, we are still in the process of working with HR in getting those finalized but Tim Lancaster does have drafts of those and he can get those to you. It is a work in progress but he has some bullet points that will be part of that description. That is a draft copy, though. Councilmember Broden followed up,Then for your Crime Intelligence position,what type of data fed into the need for that full-time position? What did you look at? What is the sense of crimes related to social media? Chief Ruszkowski replied, A lot of the need is based on the investigation that happens after something happens. We found out that a lot of beef occurs on social media first (I"). That is empirical to this conversation and we know all of that through investigation.That obviously comes out in the wash when it comes to court time. But fifty-one(S 1)people shot this year in South Bend, could we have stopped half of them? Could we have stopped one (1)? Again, going back to previous years where we had one hundred and two (102) people shot, and then eighty (80) some people shot the year before that,we have to do something to stop it. We are beyond the time where we are reactive. We need to be proactive and intervene. Prevention and intervention before detention is our goal. Councilmember Broden followed up, So,related to that, is it St. Joseph County that uses students as interns? Are you familiar with that? Could something like that be envisioned where you're supplementing a staff person with an intern? Chief Ruszkowski replied, No, and I think there are two (2) things being confused here. There is an arduous process that one has to go through. It's not just simply hiring a civilian to do this.There is a very extensive background check,polygraphs and all that kind of stuff because you're talking about State and Federal computer components they are involved with. Plus they are handling evidence. Now I will tell you that there are military personnel that help out, like for example, our Drug Unit. They would help out but that is only based on their availability from the military. They already have the special clearances that make them able to do that. So, I can tell you interns are very limited to what they can access. EXCELLENCE I ACCOUNTABILITY I INNOVATION I INCLUSION I EMPOWERMENT 455 County-City Building j 227W Jefferson Bvld I South Bend,Indiana 466011 p 574.235.9221 If 574.235.9173!TTD 574.235.5567 www.southbendin.gov 9 CITY OF SOUTH BEND I OFFICE OF THE CLERK Councilmember Broden then followed up,And then the number two hundred and thirty-five (23 5) includes those parental leave folks, roughly what is that estimate? Chief Ruszkowski replied, We have eleven (11) right now. That also counts officers relieved of duty. That number is if everyone was here and working. So when you see the number,yes, but the actual working number is around nine (9)to eleven(11) less than that at any given time. Committeemember Voorde asked, How do you determine what is a good number to budget for? Do we compare to other departments or communities? Chief Ruszkowski replied, So you could, but you can get false data from that. Some departments will have, per capita, three (3) per 1,000 people. If we have 102,000 people in South Bend, that makes our ratio at two point four (2.4). So some have two (2) and some have three (3) and that is based on many factors. We look at the beats we've established and the day off groups, and that is bare minimum so, one hundred and seventy (170) in patrol alone, the supervisors, and everything else.Then you have to take into consideration vacation,sick,personal,injured,FMLA,relief duty, child leave and all those types of things.And then the ability to do follow up investigations, school resource officers,the PAL program and all the other things that we do. Our numbers are spot on. Committeemember Voorde followed up, So there is no real short fall anywhere that specifically handicaps us? If money weren't a consideration, do you have a wish list? Chief Ruszkowski replied, I get what you're asking because yeah, it would be ideal to have X amount of officers to specifically designate to, say, a traffic unit. But, we don't have that and this is what we need to operate as a department, now, as we stand with the restructure and everything else. Committeemember Voorde then asked, Weren't you doing something with retirees that came back and helped out? Chief Ruszkowski replied, Good question. So we have three (3) right now and will have four (4) shortly that have retired and have come back. Now it is crime scenes and they are doing walks around neighborhoods. They supplement personnel when other officers are training. There are also special events like Notre Dame Football games and this y we are trying to see where we can plug them in because this is new. Then going into next year, we will try to have more clear definitions on their roles. Committeemember Voorde followed up, By casual observation, and I don't have the numbers,but it looks like IUSB's police force has grown dramatically and Notre Dames as well. Where do they get people? They're sworn officers, aren't they? Chief Ruszkowski replied, Some. They have security officers that aren't armed and aren't ILE, Indiana Law Enforcement, certified. The security component is different. Councilmember Tim Scott asked, How many other-language speaking officers do you have? Chief Ruszkowski replied, I would have to look that up. EXCELLENCE I ACCOUNTABILITY I INNOVATION I INCLUSION I EMPOWERMENT 455 County-City Building 1 227 W.Jefferson Bvld I South Bend,Indiana 466011 p 574.235.9221 If 574.235.9173 1 TTD 574.235.5567 j www.southbendin.gov 10 CITY OF SOUTH BEND I OFFICE OF THE CLERK Councilmember Scott followed up, With the number of officers we have, how many are working for the County versus our own department? Chief Ruszkowski replied, Thirteen (13). Councilmember Scott then asked, What about your CNG cars?Are we gaining more? Chief Ruszkowski replied, We are actually moving more toward hybrid vehicles. Councilmember Scott then asked, Are all the bugs worked out of KRONOS? Chief Ruszkowski replied, No, all the bugs are not worked out. However, we are making great strides. There are a lot of different variations in the department that have to be accounted for and we are working to get there. Councilmember Scott followed up, You mentioned a new CAD System, is that the current CAD System we are talking about right now? Chief Ruszkowski replied, The incorporation with New World,that's what the County uses. With IT's help, we've finally been close to getting our two (2) systems working together. Councilmember Scott then asked, Did we move PSAP to its own separate funding? Does any of that come out of the Police budget like it used to or is that part of the General Fund on its own? Ms. Hockenhull replied, It is just in EDIT. Committee Chair White asked,What is the estimated about of dollars spent for overtime this year? If you don't have those numbers now, I would like to have that. Also, I know through meetings with citizens and through the bus tours as well as the City's survey,public safety was a top priority and I guess I'm trying to see the rationale behind decreasing the number of officers. I think, what I'm hearing, is that citizens would like to have more of a police presence in the community. Based on the other areas you have to deal with, does it make sense? I'm not challenging the thought process but I would just like to know. Mr. Cocanower replied, If we can get the recruiting monster rolling and we start getting more recruits in, we would like to be able to come back and maybe get more additional funding to get back up to two hundred and forty-five (245). Right now we are struggling to keep up with two hundred and forty (240) so that's why we thought it would be a good number. The challenge we face is the number of people coming through the door is real close to the number going out the door. We can only get roughly six (6) or eight (8) spots in each academy class and there are three (3) academies throughout the year. I know I can only get eighteen to twenty(18—20)people from the academy in a given year. That is just the limitations of the academy so we are maxed out in the number we can hire. That's even if we can find that number. Chief Ruszkowski stated, To that point. We encumber that. We have to pay for each person to go to the academy. We didn't have to do that before,plus some of their incidentals and books as well. Committee Chair White asked, And how much is that? EXCELLENCE I ACCOUNTABILITY I INNOVATION I INCLUSION I EMPOWERMENT 455 County-City Building 1 227 W.Jefferson Bvld I South Bend,Indiana 46601 p 574.235.9221 I f 574.235.9173 I TTD 574.235.5567 1 www.southbendin.gov 11 CITY OF SOUTH BEND I OFFICE OF THE CLERK Chief Ruszkowski replied,It is five hundred dollars($500)per person,minimum,right off the bat. That doesn't count the books and other stuff they have to have. It is just under$1,000 for that, and we aren't even talking about transportation and covering the liability on top of that. Committee Chair White stated, We mentioned overtime. At one (1) time, the University of Notre Dame was giving dollars to support the special events. Is that still in place?I think it was$350,000 at one (1)time? Ms. Hockenhull replied, There are two (2) separate things. We do get about $357,000. Committee Chair White requested a copy of that agreement. She then asked, How are the body cameras going for you? Chief Ruszkowski replied, With any technology, nothing is flawless, especially right off the bat. But the cameras are amazing. We have over 8,000 videos. It may be one (1) of the reasons we've kept a low level of complaints. It is what the community and what the officers wanted and what better way to have both sides pleased. Also, you asked about overtime, I just want the Council to be aware that with the twenty-five percent(25%)increase in the overtime,it isn't net hours worked. So do you want hours worked and pay? Or just the overtime pay? Committee Chair White replied, Just give us both. Mr. Cocanower replied, This is a rough approximation but, currently, we are at about $2 million in overtime this year. Committee Chair White asked, You're saying from January until now, is that what you're saying? Mr. Cocanower replied, Yes, approximately. Committeemember Williams-Preston stated, The Fire Department has the CTE Program where they help funnel kids from high school. Is there anything like that with the Police Department? Are there barriers to doing that? Have you considered doing something like that? Chief Ruszkowski replied,We do and,actually,we are starting way younger as a result of the PAL program. However, the Fire Department doesn't have the Law requirements that we have. You have to be twenty-one (21) to be a police officer. So talking to high school students is good but there are still at least three (3) years for that. We do have a cadet program where we actually help with scholarships. Two (2) cadets are in the hiring process right now. We do have something similar called the Explore Program that starts even before that. Again, this is great that ideas are coming. We are going to work on the media coverage of those programs. Committeemember Voorde asked, How much money do we spend on ShotSpotter? Mr. Cocanower replied, $189,000. Committeemember Voorde followed up, Is that well-spent? Does that help? EXCELLENCE I ACCOUNTABILITY I INNOVATION I INCLUSION I EMPOWERMENT 455 County-City Building 1227 W.Jefferson Bvld I South Bend,Indiana 466011 p 574.235.9221 If 574.235.9173 T 0574.235.55671 www.southbendin.gov 12 10CITY OF SOUTH BEND I OFFICE OF THE CLERK i Chief Ruszkowski replied, Absolutely it does. Committeemember Voorde followed up, Is there still a pistol team? Chief Ruszkowski replied, Yes,that is run through the FOP. Committeemember Voorde then asked, Are they as good as they used to be? Chief Ruszkowski replied, Pretty. If you ask the one running it, they would probably say that. Councilmember Jake Teshka stated,Thank you for what you all do. Your officers, on a daily basis, put their lives on the line for us and I just can't say enough how much that means to me and my family and I'm sure our entire community. Obviously, the $2 million is a significant number. Mr. Cocanower stated, I will say that does include the adjustment that we had to do in March. Councilmember Teshka followed up, Ok, so that makes a little bit of a difference. But, that being said,there are limits on how many people that can go through the academy every year.If the reason why you reduced the number of officers was to make this look better for us, I would say put them in there because, by God, we need more good officers. If there is any way we can get them, let's do that. To budget for less officers makes me a little worried but I understand we can revisit that. Councilmember Scott stated, It would be a good vote we would have to take if we have to do an additional allocation for more officers. That is a concern of mine. I wonder if there are other positions in the department that can go to civilian. Chief Ruszkowski replied, That is exactly what we are doing and we are looking at all of those. Councilmember Scott followed up, With that purchasing position,where does that fall in line with the overall concept of consolidating purchasing in the City? Ms. Hockenhull replied, When we talked about the consolidation, from the get-go, our thought was never that we were going to buy bullets for the Police Department. A lot of the purchasing for the Police Department is a very specialized group of things. We are centralizing more of the things everyone uses. It's not to say we aren't here to help but we think that is something we shouldn't manage. Councilmember Teshka stated, $357,000 from the University of Notre Dame, does that not seem light? Councilmember Scott replied, We'll have that conversation off-line. Councilmember Sharon L. McBride stated, I would be remiss, in my professional field,to not say thank you, personally, to the entire force for working with us and answering all the calls you receive. There were like five (5) or six (6) out there today of issues we had. I understand the overtime and the response time. But if you have, for instance, fifty-one (51) homicides or shootings, you're going to have people out all night. I get it. I always want to see more but you EXCELLENCE I ACCOUNTABILITY I INNOVATION I INCLUSION ( EMPOWERMENT 455 County-City Building 1227 W.Jefferson BvldI South Bend,Indiana 46601Ip574.235.9221If574.235.9173ITTD574.235.5567 www.southbendin.gov 13 •CITY OF SOUTH BEND I OFFICE OF THE CLERK guys are doing a phenomenal job, in my opinion, from being on the streets more. A lot of times when complaints come, you guys are reactive and not proactive. So you can drive down the street and two (2) seconds later, something happens. Thank you and I understand what you guys are doing. It is commendable. The social media person is definitely needed. When I was just fresh on the Council I had a threat. Within forty-eight (48) hours, you were in St. Louis knocking on someone's door. So to find someone on social media and tracking that, I understand and appreciate that. We always want additional staff but the collaboration is there. Thank you. Councilmember Broden asked, Is it possible to get the numbers of overtime before and after the change? It was a rule change and not an amount change, right? Because of your terminology, I think I might be getting lost. Mr. Cocanower replied, It becomes a rate change. It is a rule of calculation of the rate. So the rule changed and it changes the rate. Councilmember Broden followed up, So is there a way to see, absent of that rule change, what it would be? Mr. Cocanower replied, That one (1) I may need a little time in figuring out. Councilmember Broden interjected, Because I think that would help people wrap their minds around that. Mr. Cocanower stated, What I can do is show you the number of hours last,Year and what we paid out last ,Year compared to this ye. Chief Ruszkowski stated, But understand when it comes to the first (1St) of the year, the contract kicked in with the increase of pay for officers. So, the base rate went up as well as the correct calculations for overtime. Committeemember Voorde asked, Who is responsible for investigating arson? Chief Ruszkowski replied, We have one (1) person as well as one (1) in training. We also work alongside the Fire Department. I'm glad you mentioned that because, along with the point earlier, we need to ask the question of whether or not we need a sworn police officer to investigate arsons? I think not but we do need an arrest made when we find out who the arsonist is, and we can do that. That being said, we are asking that question with every position we have. The short answer is, yes, we have one point five (1.5) people dedicated to investigating arsons. He continued with the presentation,Every one (1) of these(referencing a slide in the presentation) are based on,believe it or not,feedback from a Council Member. Whether it is formal or informal, we've compiled these statistics based on requests we have received. So walking patrols, 2016, we had 3,600. In 2017 we actually had 7,300. We are going to meet or exceed that this year. We don't call it just walking patrols. We call them walking-talking patrols. Walking is one (1) thing where people can see you, but being able to talk to a police officer and know them is important. A cop can't know 100,000 people, but 100,000 can know a cop. This is what we are looking for. The community in-reach is big. The whole integration with the City IT has been great. We are so close to becoming fully integrated with our new CAD System. With the reorganizing and restructuring, EXCELLENCE I ACCOUNTABILITY I INNOVATION I INCLUSION I EMPOWERMENT 455 County-City Building 1227 W.Jefferson Bvld I South Bend,Indiana 466011 p 574.235.9221 if 574.235.9173 TM574.235.55671vww.southbendin.gov 14 CITY OF SOUTH BEND I OFFICE OF THE CLERK we talked about that. We also talked about the increase in applicants with that three hundred percent (300%) increase this ye . We have many community outreach initiatives. The Back To School Cookout, for the record, five hundred (500) hot dogs, four hundred and seventeen (417) chips, 2,000 bottles of water and 2,500 popsicles, that we have given out. Lexipol is our duty manual and it should never be completed. It should be looked at and improved every single day. He went on, For vehicle replacement, I think we have about a dozen 2012s left and those will be gone. We are moving forward with hybrid vehicles. One (1) of the big things is idling and we are trying to look at ways that no one has looked at before.We have,currently in house,HR and Legal. That is something we didn't have in the past. We have a civilian media liaison. That was a position a police officer was taking. We asked why and we switched it. We instituted the Civilian Crime Analyst and that has been a huge help putting our police resources where they are needed. The SFU is part of the reorganizing and restructuring, which is the Strategic Focus Unit that also includes the Strategic Intel Unit. Celebrite helps us download phones and get the social media tips. Armadillo deployments, we have thirty-one (3 1)to date. In 2017 we had fifty-one (51). He continued, Goals and challenges include cameras monitoring City streets, viaducts and parks. We want to have the capacity to identify persons. This is not Big Brother watching, this is where people have the right be and so do those cameras. There aren't recording voices and conversations but we hope it is a deterrent. It is kind of like the body cameras as it focuses on mutual accountability. One (1) of the challenges we have, which has been alluded to, is additional Notre Dame Football games, specifically night games. With the way shifts work, I've had to mandate a specific'amount of officers. That is more money. Also concerts and other events increase our work load. There is also a Notre Dame Hockey game that falls on a holiday. So that is holiday and overtime pay. He went on, We want to be partners with everyone, absolutely, but it is taxing and it takes a toll on our officers and our budget when we do that. We want to see reductions in shootings and aggravated assaults. Until it is 0, 1 will never be happy. Truly integrated body cameras, yes, there are still a couple kinks to iron out but overall the officers are glad to have these. We are working on acquiring an electronic drug sniffing device. We would like to have that in the evidence room but it is between $25,000 and $50,000. The reason I say this is you grab a package with a white powdery substance and you don't know what it is. I don't want to subject people to harm and that device would mitigate that risk. Tasers have to be replaced and are about $1,100 each so we are going though the whole process. The AFIS thing has already been explained but another analytics thing we are looking at is our internal operations. We are looking at how we are doing internal investigations,how we track, monitor and initiate prevention measures. We are working on grants to fund all of these. We are also looking to expand ShotSpotter. He continued, You already heard about performance reviews, evaluations, career path development,promotions and transfers. That is all going to be living in 2019 and you will see it in 2019. I'm hoping we come up with a Special Event policy. We are so very close to that and we are very optimistic for that. We are in the process of issuing new radios and new uniforms. That is all integrated. Everything wasn't perfect back in the day but it also wasn't all bad. We need to not forget where we came from,good, bad or indifferent, and move to where we need to be and where people want us to be. EXCELLENCE I ACCOUNTABILITY I INNOVATION I INCLUSION I EMPOWERMENT 455 County-City Building 1 227 W.Jefferson Bvld I South Bend,Indiana 466011 p 574.235.9221 If 574.235.9173 1 TM 574.235.5567 i www.southbendin.gov 15 CITY OF SOUTH BEND I OFFICE OF THE CLERK Mr. Cocanower stated, There were roughly six hundred (600) kids in the PAL program this ye alone. Also, thank you very much for your time. Chief Ruszkowski then showed a video embedded in the presentation. Chief Ruszkowski stated, We did the LipSync, we started that back in February and we won. Committee Chair White stated, We really appreciate each and every one (1) of you,the work you do and your commitment to this community. We know you have challenges and we sincerely appreciate each and every one (1) of you. We will do what we can to ensure you have what you need to do your job. Committee Chair White then opened the floor to members of the public wishing to speak. Mark Piasecki, 101 North Conestoga Lane, stated, Chief, if the City came to you and said because of the fiscal cliff coming, what can you eliminate? Chief Ruszkowski replied, It would have to be police officers. Mr. Piasecki asked, Why? Chief Ruszkowski replied, So that the stuff we have that is mandated by law, State and Federal, and we need to keep the community safe. We can't cut out the things out but we can downsize the personnel. We work for our community. We are the stewards of our community and this is something community wants. So, the only thing to take would be officers. That is barebones. Mr. Piasecki then asked, Have you ever heard of such a thing as RoboCops and adding that into the force? There are things that disarm explosive devices and such. Chief Ruszkowski replied, Well, that is another term but we do have many technologies but I am aware of what you are referring to, yes. Mr. Piasecki followed up,Last question, I didn't understand the liability insurance cost. It is going to be $1.6 million and is it $621,000, you said it was plugged in last ye and then it increases? And you said you're going to need it all this year? Mr. Cocanower replied, No, what happened in prior years is the liability insurance allocation would be allocated to a different fund and be encumbered by those different funds. The whole amount would not be allocated to the Police Department.This year,the entire amount,$1.6 million, is being allocated to the Police Department. That is an accurate number. Sue Kesim, 4022 Kennedy Drive, stated, Those numbers are great. A lot of great improvements. That was good because I've been tracking them. As part of the discussion, budgeting for another Armadillo has been a request. Can there be a grant for that? Milwaukee did a cost-per-shooting analysis and they said it was$700,000 per shooting by the time you added detectives,prosecution, morgue costs and everything. The County and State do the processing of the rape kits but I know you have the freezers. It would be nice to see on the website if those rape kits are being processed. I know the community would like to know where the process is. I know it is County and State, I EXCELLENCE I ACCOUNTABILITY I INNOVATION I INCLUSION I EMPOWERMENT 455 County-City Building 1 227 W.Jefferson Bvld I South Bend,Indiana 466011 p 574.235.9221 If 574.235.9173 1 TTD 574.235.5567(www.southbendin.gov 16 ®CITY OF SOUTH BEND I OFFICE OF THE CLERK know. Resources are tied up with having to use out of town morgue services. Having it out of town delays everything. I would like to see a cost analysis of having a local morgue and what our out of town morgue costs are. I would like to see more training for women on self-defense classes. The ones you offered were totally awesome, I took them, and they are always at capacity. You could always do more because you turn away people for those classes, I know you do, so I would like to see more of those. More street cams in high-crime areas with night-vision. My thought also was having cameras in the area with night-vision so they know where to clean up sharps in the morning so the kids don't have sharps. I'm just saying,it is a reality.And put disposal units in the bathrooms for sharps, diabetics also use them too but I'm also thinking that anything in the trash could be used as evidence and you might get fingerprints off sharps. Just a suggestion. I also gave you a goals program to possibly be used in PAL. I'm just wondering if that goals program was used as I dropped it off about a year ago. Ms. Hockenhull stated, I forgot one (1) thing, I'm sorry. We put together this budget brief. I call it the mid-season budget brief and I printed off a couple copies, I will email them, and they are also on the website. It kind of gives you a digestible table of the budget. With no further business,Committee Chair White adjourned the Personnel and Finance Committee meeting at 6:49 p.m. Respectfully Submitted, Karen White, Committee Chair EXCELLENCE I ACCOUNTABILITY I INNOVATION I INCLUSION I EMPOWERMENT 455 County-City Building 227W.Jefferson BVIdI South Bend,Indiana 466011p574.235.9221 f574.235.9173I TTD574.235.55671www.southbendin.gov 17