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HomeMy WebLinkAbout07-17-19 Personnel and Finance fid .. I �~ W ' a �PEACE��� `, a2> x x �' �'..„ 1865 OFFICE OF THE CITY CLERK KAREENIAH FOWLER, CITY CLERK PERSONNEL & FINANCE JULY 17, 2019 5:00 P.M. Committee Members Present: Karen White, Jo M. Broden, Regina Williams-Preston, John Voorde Committee Members Absent: None Other Council Present: Sharon L. McBride, Jake Teshka(late) Other Council Absent: Tim Scott, Dr. Oliver Davis, Gavin Ferlic Others Present: Graham Sparks, Bob Palmer Presenters: Daniel Parker, Laura O'Sullivan, Stephanie Steele, Eric Horvath, Aaron Perri, Steve Cox, Scott Ruszkowski, Tracy Skibins, Jen Gobel, Chuck Bulot,Jitin Kain, Christina Brooks, Denise Riedl, Kyra Clark Agenda: Budget Overview from Department Heads 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 stated, In terms of just giving a brief overview, the meeting today is an update that will be coming directly to the Council Members. Throughout the 2019 budget hearing process, we held fourteen (14) budget hearings. Through those budget hearings, a number of recommendations were made in regard to starting the process earlier to talk about issues such as debt and other related issues or concerns prior to the actual budget kickoff. The first(1st) educational budget topic was Tax Incremental Financing,that's TIF. That was held in December of 2018. The minutes and PowerPoint presentations of that meeting are available on the City Clerk's website.The second(2nd) educational budget topic was preparing for the 2020 Fiscal Curb impact as well as preparation. That was held on March 4th, 2019. The third (3`1) educational budget topic was the overview of the City's debt and our current reserves. That was held on June 17th She continued,A number of recommendations grew out of the 2019 budget hearings.We did listen and what you see before you is the fourth(4th)meeting prior to the actual budget kickoff for 2019. It was recommended that we would start out the budget process looking at the 2019 accomplishments, and that as we prepare for the actual budget process, we'll be focusing on numbers and looking at projections for 2020. So, I wish to thank the Council Members here today. I would like to personally thank the department heads because this was a meeting that I added on, and I'm really very appreciative of the department heads as well as Mr. Dan Parker really making adjustments so that we can have this level of conversation.Again,this meeting is an update for the INTEGRITY' SERVICE'ACCESSIBILITY JENNIFER M.COTIMAN BIANCA L.TIRADo JOSEPH R MOLNAR CHIEF DEPUTY/DIRECTOR OF OPERATIONS DEPUTY/DIRECTOR OF POLICY ORDINANCE VIOLATION CLERK EXCELLENCE I ACCOUNTABILITY I INNOVATION I INCLUSION I EMPOWERMENT 455 County-City Building 1227 W.Jefferson Blvd.I South Bend,Indiana 46601 I p 574.235.9221 I f 574.235.9173 I www.southbendin.gov CITY OF SOUTH BEND I OFFICE OF THE CLERK Council Members. We will have some questions, but I ask that you be very mindful that we have a number of department heads, and that if you have any additional questions that you write those out and we can give them to our City Clerk and also to the department heads. So, this meeting is only informational, and it's an update for the Council Members. Budget Overview from Department Heads Daniel Parker, City Controller for the City of South Bend with offices located on the 12th floor of the County-City Building, stated, Thank you, Council Members for being here and thank you for giving us this opportunity. I think all the department heads are excited to share their accomplishments and progress on our 2019 budget in advance of the 2020 budget. As you've said, Councilmember White, this is trying to make sure that we, as we get into the actual 2020 budget process, that we focus on 2020, and we focus on the numbers for the future and give the updates related to the current year at this meeting so that we can focus on the future in future meetings. I'm not going to talk very much because as you said, we have a limited time and a lot of departments. But I appreciate your suggestion that if there are additional questions, that those be submitted in writing and we can get the departments to respond to Council in writing as well. Committee Chair White announced, I'd like to mention that Council Members should have received the PowerPoint and this PowerPoint will be available on the website as well. Laura O'Sullivan, Chief of Staff to the Mayor of the City of South Bend with offices located on the 14th floor of the County-City Building, stated, Good evening. I just wanted to kick things off and note that this year, the Mayor's Office has worked to complete a number of the Mayor's priorities. We certainly want to thank all the department heads for being here and for all the hard work that they do to drive many of those priorities. I did want to highlight a few of the projects and initiatives that we've supported and kick it off before everyone else got underway. Back in February, we worked with Council and Code Enforcement to pass the Rental Safety Verification Program. Code will have many more details in their section, but we've already assisted several families that have found themselves in bad situations. We've also continued our partnership with the St. Joseph County Health Department to provide access to school-aged children through a series of lead screenings, the next of which is Saturday, July 27th at Living Stones Church from 10:00 a.m. to 2:00 p.m. during its back to school event. We're continuing our work on homelessness and providing updates to Council throughout the year. Currently, in the news, is a second (2nd) permanent supportive housing partnership with South Bend Heritage. We hope to help twenty(20)more chronically homeless individuals enter housing through this project.We are also moving forward on a number of fronts following the officer-involved shooting of Eric Logan on June 16th, including opening up the Board of Public Safety positions to a public application, and redoubling down on our recruiting efforts to make sure that the South Bend Police Department reflects the community that it serves. The 2020 budget will help carry forward these projects, and the ones you'll hear about throughout tonight. We look forward to working with you during these budget sessions, and to deliver on Council and Administration priorities. Thank you. Stephanie Steele, Corporation Counsel for the City of South Bend with offices located on the 12th floor of the County-City Building, stated, Good evening. This year, the City Legal Department is taking a proactive approach to handling environmental matters, which we look at as an environmental justice issue. We are identifying and mitigating risks as soon as we can identify them. We've engaged in litigation with insurance companies to help us recover costs and we plan EXCELLENCE ACCOUNTABILITY I INNOVATION I INCLUSION I EMPOWERMENT 455 County-City Building!227 W.Jefferson Bvld South Bend,Indiana 46601;p 574.235.92211 f574.235.9173 I I I D574.235.5567!wwwsouthbendin.gov 2 c.„ q CITY OF SOUTH BEND OFFICE OF THE CLERK to help the City by providing these funds so that those funds can be used in the future to remediate some of these issues. So far this year, we've recovered almost a half a million dollars. Actually, a little over half a million dollars. As well this year, we have not paid any settlements as of today. Now that said, we currently have seventeen (17)pending suits in which the City is the defendant. We always seek to resolve these matters before they go to court. So,this is settlements(referencing a slide in a presentation which is available in the City Clerk's Office). This means these are cases that are currently going. We haven't settled any of those. I just want to make sure that's clear. We'll seek to resolve the seventeen (17) pending cases throughout the remainder of this year and into 2020. As always, we seek to do this in a fiscally responsible manner. We do that with every case. Our team has referred over 2,100 accounts to our collection's agency, including a large project of unreferred, unpaid judgements that was left over from the previous Administration. This meant over $800,000 in uncollected judgements have now been referred. To date, we have collected $239,913. She continued, Our claims strategy, which would be the next bullet point (referencing a slide in the presentation),is that we pay what we owe. We treat each claim the same. So,we look at it with an eye toward being very fiscally responsible with other people's money. So, we try to take our time with these, and make sure that we are paying what we owe if we owe something. To date, we've paid $32,000 in claims, and we've recovered $55,000 in subrogation. APRAs have been unusually high. We don't know why. Maybe it has something to do with what's happening in our community and in our nation, but as of today, we have 1,871 APRAs. To give you a little bit of perspective, last year, which also was a record year, at this point, we had 1,625 APRAs. So, that is a fifteen percent(15%) increase. We also have joined the National Opioid Litigation, and we're part of a nationwide lawsuit against distributors and manufacturers of opioids. We felt that this was important for our community to join this lawsuit against manufacturers and distributors who have failed to monitor or report suspicious orders and disseminated false information to our community. We are seeking damages and recovery of funds that we hope then to provide to the City to address future recovery efforts. She went on, We have our goals for the remainder of the year. 2019 has been a very challenging and exciting year, but we remain committed to equitable and just resolutions of all matters, which includes our goal of obtaining record of decision in the Beck's Lake matter. We continue to work with the EPA,and we are trying to obtain a record of decision. If we did receive a record of decision in the matter before the end of the year,the case would still likely be open,and not closed until the following year.But that is our goal. I should pause here and remind everybody that the EPA,online and publicly,has repeatedly said that they find the park to be safe, and they've not found anything that made it unsafe for people to go to that park. So, I just want to reiterate that.We plan to continue resolving our pending claims and litigation in a fiscally responsible manner. Our Claims Administrator is conducting planned claims avoidance trainings throughout the remainder of the year to aid in this effort. We are also looking ahead at a plan for attorney representation for next year for the Board of Public Safety,Diversity and Inclusion,Human Rights Commission,and Area Planning Commission. You'll notice in our budget presentation that we are going to be asking for an additional attorney to make sure that we are representing the City government well in all aspects. Until then, we are looking for more APRAs, and we'll continue to address those as they come in. Thank you. EXCELLENCE I ACCOUNTABILITY I INNOVATION I INCLUSION I EMPOWERMENT 455 County-City Building'227W Jefferson Bvld South Bend,Indiana 46601;p 574.235.9221 f574.235.9173 I TTD574.235.5567 www.southbendin.gov 3 Y a CITY OF SOUTH BEND I OFFICE OF THE CLERK Ev.. Committee Chair White stated, Thank you. And what I will do, probably after every fifth (5th) presentation, I will ask the Council if they have any general questions. But again,then we'll move forward. Eric Horvath, Director of Public Works with offices located on the 13th floor of the County-City Building, stated, Good afternoon, I'll jump into 2019 accomplishments. So far, as part of the Council allocation program for sidewalks, we've bid out $500,000 for curbs and sidewalks to contractors. That work is starting. In addition to that, City crews have been installing sidewalks as well. They're about halfway through the portion that they do, which is they're on track for fifty percent (50%) more than they've done in the years past. So, again, thank you to the Council for supporting those additional staff members to make that possible.Without that,that would not have been possible, nor would have, if you jump one (1) down there (referencing a slide in the presentation),the crack sealing.That was another part of that deal was we hadn't been doing crack sealing. The crews are twenty(20) lane miles in on crack sealing. They will finish probably, well over forty(40) lane miles this year,by the end of the year the way they're currently tracking it. He continued, In addition to that, we revamped our reimbursement program on sidewalks. So, there's three (3) different categories of reimbursement. There's the traditional one (1) that we've had all along,which is the homeowner-occupied reimbursement program where they sign up,they get a licensed contractor, they put it in, and then we reimburse per lineal foot of sidewalk in front of their home. In addition to that, at a reduced rate, we've now allowed for non-homeowners to do that as well. The idea is that this serves a public purpose. We want to get as many people participating in upgrading sidewalks as possible. Their reimbursement rate isn't as high as the homeowners, but that's available for non-residential or commercial or non-owner-occupied properties. In addition to that,we also picked out some target areas. We've got two(2)target areas. Hopefully, you've seen the brochure. And if you do it in those target areas, we have a higher rate of reimbursement so that they actually get a greater reimbursement. These are areas where the Census tracts had a high proportion of economically disadvantaged residents as well as areas where we had a particularly high incident of bad sidewalk. So, we targeted those areas as areas that we would really like to see more investment in sidewalks. For paving, we've paved about eight (8) lane miles,and they are on track to meet their twenty(20)lane miles this year.Their goal is twenty (20) lane miles. They had a little wet start in June, but have had some good weather, although it's very hot now, to get some pavement down, and they're doing a great job keeping up with that. In addition, on the roads side, we applied for and secured a grant with Community Crossings. That's $600,000 in additional paving funding that the City will be receiving, which is going to allow us to do another four-point-eight (4.8) lane miles of road. That's Corby, Jefferson, Linden, and Riverside Drive will all be recipients of the crossings grant that we've secured. He went on,We've completed the first(1st)phase of the Quiet Zone on the west side.We're excited about that. So, the Norfolk Southern Line is in place. So, the crossings there, we've been able to reduce the risk index there so that we now have a Quiet Zone on those particular crossings. As you know,we've updated you with the Canadian National Line,we still need to work on the west side, and the NICTD Line. So,we still have a couple of things that we need to do by the end of the year to complete the west side Quiet Zone, but it's on its way. We launched the Lamppost Lighting Program. Again, we changed this up. The standard program was a two hundred and fifty dollars ($250) cost share. So, the homeowner would pay two hundred and fifty dollars ($250) and we'd give them a lamppost to install in their front yard. This year, we set two (2) target areas, again, looking at the economically disadvantaged areas. We have a cost share on that program of fifty EXCELLENCE I ACCOUNTABILITY I INNOVATION I INCLUSION I EMPOWERMENT 455 County-City Building]227W Jefferson Bvld!South Bend,Indiana 46601 p 574.235.9221;(574.235.9173:1 11_7574 235.5567,www.southbendin.gov 4 (--)CITY OF SOUTH BEND I OFFICE OF THE CLERK dollars ($50). So, it's a reduced cost share program. We're receiving applications until August 9th . So, if you know people who are looking for those, we still have some available. He continued, We installed a number of traffic calming measures, including speed humps on Longfellow Avenue and then the two (2) that are going in on Riverside Drive right now. I'm not sure if they got in today or not, but I know they're out there working on them. The yard waste program participation has increased this year. We've gone from about fifty-one percent (51%) participation last year to about sixty percent (60%) this year. On Solid Waste, part of our costs going up was due to truck maintenance. We had a significant increase in our truck maintenance costs, and part of that was due to going out to the landfill and the conditions at the landfill. So, we made a deal with Green Tech to take trash there, and it's been able to get our costs down quite a bit on the maintenance side. So, about $90,000 this year compared to last year on our truck maintenance, which is good news. We're also doing some rebranding on the Solid Waste trucks. Solid Waste is one (1) of those departments where you think that it probably wouldn't be that innovative, but in actuality, with the computers they have in the trucks, and the arms, and the fact that all of our trucks are actually fueled by South Bend poop. We take the wastewater and digest it in the digester and create methane, and then that's cleaned and put right back into the trucks. So, they're driving around on a renewable, cleaner burning fuel. So, we're going to do some branding on the side of those trucks that you should see later this year. Councilmember Jake Teshka arrived at the meeting at 5:19 p.m. Mr. Horvath went on, Then we continue to make a number of capital investments on both the Waste Water and Water Works side. Again,thank you to the Council for your support in the water rate increase which has allowed us to do some very badly needed upgrades in capital where we've been able to refurbish some high-service pumps, and replace motors and pumps at booster stations and other locations. So, in addition to quite a bit of work that we're doing on well fields with TIF dollars, we're getting quite a bit done through that capital program with the rate increase. We improved gates out at the Waste Water Treatment Plant. On the Water side, we also started a comprehensive fire hydrant inspection program.We're about 4,000 through of our 5,000 hydrants. So, they go through and they're testing every hydrant to make sure they're going to work so that when a fire truck pulls up,we're sure that thing is going to turn on.And this will help tremendously with our fire insurance rating. So, we're hoping to get the highest fire insurance rating, which will lower everyone's insurance premiums on the fire side. He continued, The new customer service and billing software was purchased, and we're in the midst of working through that.That's through Quest SNS. So,that will be enhanced ability for our customer service and billing operations for all of our enterprise funds. We're moving forward with the greenhouse gas inventories submitted to Global Covenant of Mayors, and the Climate Action Plan reports that were due. The AmeriCorps Grant is continuing to move forward. Our Green Corps Program has been very successful. We're very excited to say, we were funded for a second (2nd)year.And we've got a twenty percent(20%)increase in State funding in the second(2nd)year. So,they were happy with what our program is doing. They've served fifty(50)homes since April. They'll be out doing a number of additional homes this summer,doing energy efficiency and water efficiency stuff in homes. In addition to that, we've got members serving at Unity Gardens and another City department is helping them out with needs as well. With that program,we brought in an additional $15,000 in home repair grant funds. We've been offering support for community events. The final thing we've done is completed the design and location of way-finding signage in EXCELLENCE I ACCOUNTABILITY I INNOVATION I INCLUSION I EMPOWERMENT 455 County-City Building 1227 W.Jefferson Bvld South Bend,Indiana 46601,p 574.235.9221.f 574 235.9173 1 1 1 D574.235 5567 www.southbendin.gov 5 CITY OF SOUTH BEND I OFFICE OF THE CLERK downtown South Bend. Well, throughout South Bend, but you'll see the first (1St) phase starting up in downtown later this year. He went on, Goals for the rest of the year, we'll be delivering our Climate Action Plan to the Council, and in that, you'll see a handful of strategies for implementation, on a moving forward basis, to help us reduce our overall impact to the environment by reducing greenhouse gas emissions. In addition, we're going to install an EV charger to continue to try to encourage use of electric vehicles and zero-emission vehicles. We're going to be selecting a vendor for the new software program that will go on our trash trucks. So,the routing and the GPS, and whether or not it's picking up a bin, the readers, all that stuff, the equipment we're using is out of date. And, it's supported from a company overseas. So, we're going to be looking at most likely having a new vendor for that equipment. We continue to work on reducing truck maintenance costs. We're implementing the first (1st) phase of way-finding, you'll see it on Michigan when we start getting that street done. We will be selecting a new shared mobility vendor. So, Lime Bike, the contract is up at the end of August, and we've got four (4) different vendors who've submitted proposals. So, we'll be looking at how they meet the goals that we're looking for on shared mobility. We're going to implement the new branding of solid waste trucks. We continue to implement traffic calming measures.We're going to update our Well Head Protection Plan,which is required by law every five (5) years. That's establishing where we get our water from since we get ground water and making sure we're protecting those areas environmentally so that we keep a good source of clean water for our residents. We're also starting up a new water meter revenue loss study with Valor Analytics. It's a sister company to EmNet.They'll go in and they'll look at water meters, and do some data mining, and try to find areas where we may be losing revenue. So, we're looking forward to that in the third (3`1) and fourth (4th) quarter. We're going to complete the work on production of Well One (1)A, which is a huge well for us. It gives quite a bit of water out of our north station. We'll be completing the infrastructure rehab projects on Western Avenue as well as Michigan Street downtown. We will be bidding out Bendix Drive. It's been long-awaited. It's a Federal project. That will be bid this year for construction in 2020. Then finally, we're going to be applying for an additional $400,000 in road funding to do the Community Crossings Grant. That's it, thanks. Aaron Perri, Executive Director of Venues, Parks and Arts with offices located at 301 South St. Louis Boulevard, stated, Good evening, Council. I'll start on the Venues side of things and provide some updates there on the Century Center. We're about seventy-five percent (75%) of the way through $1.25 million worth of capital improvements this year. You've noted through the years that we've done a lot of"under the hood" work at Century Center,replacing the boilers,the roofs, the tuckpointing.Now,it's a lot of the really visible things that you'll see. So,you'll go into Century Center today and see new way-finding and softscape furniture. You're going to see some new signage go on above the Skyway, and also in front of Century Center, as well as some upgraded parking options there. So,that work is well underway. We had our busiest weekend ever on record in late April. Every room in the building turned at least twice that weekend. That's what's putting us on par to break a record in terms of hotel room nights. As we all know, Century Center is here to produce an economic impact for the City. Last year, we saw about $14 million worth of economic impact returned to the community. We anticipate breaking that record this year. He continued, At the Morris, we had a record-breaking year last year, speaking of records, at one hundred and two (102)events.We won't quite get there this year,but we'll be really close with one hundred(100) events. So,we're excited about that. And we're preparing for our one hundred(100) EXCELLENCE I ACCOUNTABILITY I INNOVATION ( INCLUSION I EMPOWERMENT 455 County-City Building 1227 W.Jefferson Bvld I South Bend,Indiana 466011p 574.235.9221 11574 235.9173ITTD 574.235.5567,www.southbendin.goy 6 CITY OF SOUTH BEND OFFICE OF THE CLERK year celebration.You'll start to hear about the Morris Centennial Celebration,which will take place in 2022. We're going to lead some campaigns and have some milestones heading up to that. And then in the golf world,a lot of you,I know,are aware that we launched our Kids Golf Free initiative in coordination with First(1St)Tee of Michiana. That's off to a great start. On the coattails of that, we're celebrating one hundred(100) years at Studebaker Golf this weekend, on the 21St, Sunday. I believe that's from 1:00 p.m.to 5:00 p.m. I'm told at 3:00 p.m. is when you want to be there to sing Happy Birthday to the golf course. One hundred (100) years of golf in our community, that's a pretty neat milestone. We'll also be renovating the Erskine Clubhouse. We know, and we've had conversations even in this chamber about golf being somewhat of a declining sport.We're on track to break even for golf in 2020.We'll be pretty darn close this year,at the end of 2019,and I'll show you those numbers when we get to the numbers side of things in budget season. Part of what we need to do is ensure that our golf courses are doing things other than just producing rounds. So, restoring Erskine Clubhouse back to community space,it's going to be really popular.The numbers of stories we've heard from people that had their weddings there and otherwise. We're excited to be able to offer that again and provide an additional revenue stream. He went on, Over on the facilities and grounds side,the physical things. Eric was just up here from Public Works. The first (1St) two (2) bullets (referencing a slide in the presentation) were great partnerships with Public Works in terms of the upgrades around Ravina Park, or some of you call it Honeymoon Park, I know. If you haven't been out there to see the work and the accessible path, and the bank restoration work that happened there, that's a really nice addition there. Then curbs and sidewalks around Fremont Park to improve not only accessibility, but also safety around the park. So,Fremont continues to grow. We kicked off the Neighborhood Park Improvement Project, which is a series of upgrades that primarily include playground, modernizing all the playground equipment, bringing it up to safety standards and accessibility standards, as well as all the restrooms in every single park. So,to date,those are the ones we've completed(referencing a slide in the presentation). A couple that didn't make the list, I've just finished up Riverside Manor and also Riverside Trail. You'll notice some new workout equipment there up towards the north side of town. Then the restrooms that are complete so far. The bulk of that work will be done by the end of August. So, we appreciate everybody's patience. We know taking things offline is not always easy but getting them back online is something to celebrate. He continued,We continue to go along the Tree City Route,twenty-two (22)years in the running. Part of that effort is just continuing to be innovative with the way we treat some of our vacant lots. You can see there that we had a neat success story over on Allen Street with our second(2nd)urban tree nursery.Then some work around the Martin Luther King Center, some new front doors which were much needed there. We've got about thirty (30) to (35) active project sites happening right now throughout the City. These are major projects, not just minor little things here and there like fixing a door. I'd be remiss to say, that's the result of not only your support, but the efforts of all my colleagues behind me. It takes a lot of work from Engineering, and Legal, and IT, and Purchasing and otherwise to get those things off the ground. So, we're pretty proud of what we're able to accomplish with all that support. Just a couple of looks. The most popular one(1), I think, to date has been this zip line at Brownfield Park(referencing a slide in the presentation). I haven't gone on it yet myself,but I'm told by John that there's a five hundred(500)pound limit. So, I think all of us can try it out, even adults. Over on Recreation, Marketing, Events and the Development side of things, we've brought in over$300,000 worth of grants this year, so the team continues to work hard on that with the support of the Venues, Parks, &Arts Foundation. It kind of got sleepy EXCELLENCE I ACCOUNTABILITY I INNOVATION I INCLUSION I EMPOWERMENT 455 County-City Building 227W.Jefferson BvldiSouth Bend,Indiana 46601Ip574.235.9221;f574.235.9173ITTD574.235.5567;www.southbendin.gov 7 CITY OF SOUTH BEND OFFICE OF THE CLERK for a while, and we've reinvested in that, and have a good group of volunteers, about twenty-five (25)board members,helping the fundraising and advocacy for the Parks Department. He went on, We had two (2) fundraising events to kickstart what I call the final round of fundraising for Howard Park. Yes, it's under construction and it's scheduled to open late this year, but we need to buy our Zamboni and our ice skates, and all of the furniture, fixtures, and equipment, those little touches, landscaping and otherwise, holiday decor. So, we're on track to raise about$900,000 before the end of the year for all those things.You can buy your brick pavers, your benches and whatnot. We've got a website set up for that. We launched a new website. We continue to work with volunteer initiatives. Best. Week. Ever. was a huge success. I know I saw many of you out and around. 50,000 people this year. We really focused on having events in various neighborhoods, and I think that recipe will be one(1)that we'll repeat in the future. Many people know we unveiled Boomer. Jonathan Jones and his team continue to work with that. It's scheduled for twelve (12) full appearances. Those are when we work with our partners like the Music Village or the Police Department, or otherwise, arts organizations. Those are the full programmatic,what I would call curriculum-type appearances or events. Then we have,when you add in the appearances, like we did our Popsicle Tour this past Friday, and just kind of one(1)-off things,it'll be out over thirty(30)times before the end of the year. It's been a neat tool to re-engage some of these parks that haven't seen activity in recent history. He continued, We developed a new teen leadership program at the Martin Luther King Center. This is a really neat partnership that developed out of the My Brother's Keeper Initiative. Beacon Health is investing in this program where we have college students working at MLK. Typically, we've hired some throughout the summer, but they've just been summer jobs. With the extra funding, we've been able to provide training for them to really invest and mentor the teens that they're working with. So,it's kind of neat that the curriculum that's involved in that every Tuesday, Wednesday, and Thursday at the Martin Luther King Center. It kind of goes in line with something like our Youth Mowing Program. I know I shared the video. Thanks for the feedback I had on it. This is an idea that we're not only providing jobs,but we can also change lives through those kinds of things. So, we want to continue to do more of that in the future. The final thing on this slide (referencing the presentation)is the NAI Conference that we hosted earlier this year. It was a heavy lift by Gary and Hannah to host the one hundred and eighty(180) or so folks that we had,regional experts. There were really talented folks here and they were impressed with what's going on in South Bend. He went on, Then to conclude, what we're going to be doing for the rest of the year. We're going to host our first self-promotion fund concert at Morris.The Council approved one dollar($1) from every ticket going into a fund, whereby we can recruit artists and acts that might not normally come to a market of our size. So, we're working on booking that. I can't tell you what it is, but you'll be one of the first to know as soon as we have that booked. We'll have the biggest show and the longest run ever come to Morris next spring. I see Councilmember Williams-Preston looking, I know you're the most excited about it. It's a three (3) week run of Lion King. We'll have a big celebration in September when individual tickets go on sale and otherwise, but that'll be quite a production,particularly for a City of our size to have that Broadway show here. I mentioned we'll approach to break even for golf this year, and we'll hit that next year. I mentioned the Century Center already. Welcome Back Howard Park, put the date in for Black Friday, the day after Thanksgiving. November 29th is when we'll be ice skating. So, we look forward to that major celebration on that Friday. We're going to compete with the mall, and we're going to win. EXCELLENCE I ACCOUNTABILITY I INNOVATION I INCLUSION I EMPOWERMENT 455 County-City Building 227W.Jefferson Bvld!South Bend,Indiana 46601 p 574.235.9221;(574.235.9173 110574.235.5567 www.southbendin.gov 8 CITY OF SOUTH BEND I OFFICE OF THE CLERK He continued, We're going to finish up Leeper Park Phase One(1). If you want to drive by and get a sneak peek of the Studebaker Fountain, it is up. It's not functioning. We'll celebrate that next month, but it is up, and it is something special. And then Pulaski Park will kick off here pretty quick as well. I think we have a groundbreaking scheduled in about two(2)weeks.We're going to advance work on Pinhook, O'Brien, and continue the neighborhood park work, and even investing in new parks and partnerships. We've identified a couple of project sites where we're going to expand our efforts. Finally, we're making significant progress on our five (5) year strategic plan. We're about halfway through it, and those are the things that really move our impact drivers,social equity, ecological impact, stewardship, neighborhood and economic development, public safety, those types of things forward. Some of the ones that I'm really excited about involve continuing education for the staff and our Park Health Dashboard, which will be previewed to you soon so you can see how productive each of the parks are via various metrics. Thank you. Steve Cox, Fire Chief for the City of South Bend with offices located at 1222 South Michigan Street, stated, Good afternoon, ladies and gentlemen of the Council. Accomplishments here to date, obviously, I'd be remiss if I didn't bring up the new Fire Station Number Nine (9) ribbon cutting that we held on Monday. Several of you were there. It was an amazing event, and I have to say, it was a solution to a community issue.We had multiple people in multiple public meetings over the last, probably, six (6) or seven (7) years. We actually had gone out to multiple neighborhood organizations,business associations, et cetera. And as you all know,there's a lot of hub-bub about the location of that new fire station being located in the park. I feel like we came to a fantastic solution. I know we spoke with Council about this when we proposed the funding for the new fire station,and we proposed the location of the current station. So,we're incredibly happy that station is online now. We have an ambulance station there, which is something that we've never had located on the east side of the City,just due to space issues that we've had in our fire stations. We had two (2) ambulances stationed at Station Four(4)over on Olive Street previously, just because we had the space there for that.This allows us to be able to respond in a more efficient manner to emergency medical calls throughout the City. So, it was a win-win. And I also might add that we moved our Swiftwater boat truck from the Central Fire Station to the new Station Nine (9) because the Memorial Boat Launch is right there, about four (4) blocks away. It used to be about a six (6) minute response time from the Central Fire Station when we had the river emergency to get a boat in the water and be able to affect a rescue. At this point, it's less than a minute for that crew to now get the boat in the water and launch at the Memorial Boat Launch. So, it is fantastic. The feedback that we received on Monday from all of the neighbors, and again, the neighborhood associations,the River Park Business Association,et cetera was absolutely fantastic. I know several of you were there, so you probably received some of that feedback directly. He continued, We completed a pilot program for the Community Paramedicine Program and budgeted for the current year to make this a permanent program with the potential to expand. In next year's budget,we're proposing an additional community paramedic because of the amount of success that we've had with this program. Just to remind Council Members, this was a program instituted to effect getting individuals into a medical home who are using the 9-1-1 EMS system as, in essence, their primary medical provider. When, in fact, other ways in which we might be able to direct them to the appropriate care will reduce the stress on our EMS system, but also get those people into a medical home that's much more appropriate for their needs. What's interesting about this program that we've come to realize,is that our Community Paramedic,Suzie Krill,who's been doing this program now for about a year, most of these individuals that she has effected EXCELLENCE I ACCOUNTABILITY I INNOVATION I INCLUSION I EMPOWERMENT 455 County-City Building 1227 W.Jefferson Bvld South Bend,Indiana 46601'1 p 574.235.9221;f574.235.9173TTD574.235.5567 www.southbendin.gov 9 C)cITY OF SOUTH BEND I OFFICE OF THE CLERK change for are not necessarily medical problems. A lot of these are social issues. A lot of them are just issues dealing with an elderly person that doesn't know how to get on the Medicare roles and things along those lines. So, she's trained to be able to assist those people to get those services that they need, to be able to direct them to the appropriate care. It's been a phenomenal program so far. Suzie has impacted roughly two hundred and sixty (260) patients over the course of a year. We anticipate working with the St. Joseph County Health Department to perhaps expand the services provided by this program to help, hopefully, impact a high mortality rate and the fetal death rate in St. Joseph County as well, by hopefully looking at at-risk mothers or newly pregnant women who don't have the services that they need, and hopefully direct them to prenatal care, post-natal care that then would, hopefully, have a positive impact on that problem. He went on, We've already been working through the My Brother's Keeper program, the Mayor's Office, and the Health Department to begin those discussions to see what that might look like moving forward.We've also talked to other partners in the community,specifically Beacon Health, in identifying ways in which they might help us make that program more sustainable, knowing that they've also received a benefit from us reducing the amount of hospital beds that are being used in the Emergency Room, and directing those patients to more appropriate care, even within their system. So,those discussions are ongoing as well.This year,we implemented the South Bend Fire Department Drone Team, which is leveraging technology to be able to help us better perform our jobs. We have, I believe, twelve (12) individuals now within our Department on our drone team that are FAA Certified Part 107 Pilots to be able to fly our drones, which have infrared cameras. We have high-def cameras on these drones, as well, to be able to assist in incident command overwatch, search and rescue activities, investigations, and risk assessments. On the south side of downtown, when we had the building collapse earlier in the year, our drone team folks were able to launch a drone to be able to inspect the building, without putting firefighters at risk in the collapsed building, to be able to assess the damage. We anticipate actually utilizing that more and more as it comes online. He continued,We also as a department,received the Partners for Clean Air Award from MACOG. This is in conjunction with us building Fire Station Number Four(4)as a LEED certified building. We actually achieved LEED Gold status for that building. And Fire Station Number Nine (9) is also a LEED project. We anticipate that being a LEED Silver building when that certification is given to us, hopefully here in the next month or two (2). We anticipate that happening as well. We're incredibly proud. As I mentioned, at our ribbon cutting on Monday, we are the first (1st) department in the City that actually has a LEED certified building. And, we have two (2) of them now. So, it's wonderful and we like the idea that we're actually pushing forward in sustainable programming. I also have to apologize, I left one (1) item off here that I really need to talk about. We implemented a Chase Car Program for our EMS services. In essence, what this does, it allows us to be able to more appropriately respond to the certain levels of care that are needed when an individual calls 9-1-1. So, it used to be that we'd send a lead paramedic ambulance to every single EMS call, regardless of the acuity of the call. One (1) of the bonuses with us building the new PSAP over on Mishawaka,and being a county-wide PSAP,is that we implemented a triage system that the dispatcher basically will input information in a computer,it'll spit out a certain triage level, and then we'll be able to send the more appropriate resources that we have on hand, on a daily basis. What we've come to realize is that we don't need to send a lead paramedic ambulance on every single call. In fact, we don't need to send a paramedic-level certified individual to probably sixty percent(60%)of the EMS calls that we go on. So,this has a financial impact for us, as a lead paramedic is the most expensive employee that we have in our department. Additionally, the EXCELLENCE I ACCOUNTABILITY I INNOVATION I INCLUSION I EMPOWERMENT 455 County-City Building 227W.Jefferson BvId South Bend,Indiana 46601;p574.235.922111574.235.9173 110574.235.5567;www.southbendin.gov 10 0 CITY OF SOUTH BEND OFFICE OF THE CLERK amount of time that it takes to have an individual trained to that level of certification takes years. So, for us, this was an unbelievably excellent thing that we were able to implement. The PSAP made that possible, and we've made that happen. The feedback from our employees has been tremendous. In our strategic plan that we did, that we wrote up in 2014 and submitted to Council, and was approved by Council, goal number four (4) was for us to be able to revise the way we provided service within the EMS system itself. This was one (1) of the bigger pieces to that part of our strategic plan. So,we really feel wonderful that we were able to make that happen. He went on, Under goals and plans for Q3 and Q4 of this year, we want to continue to prepare for the ISO audit expected at year's end. Eric spoke to the fact that they're doing hydrant inspections. ISO is the Insurance Services Office who comes in roughly every fourth (4th) year to inspect the City and identify risk associated with fire in the City. They utilize those scores to be able to set insurance rates,specifically with commercial properties,in the City.We actually,in 2015,we were audited. And in 2016, the report came back and we bumped up from a three (3) to a two (2). So, the levels are one (1)through ten(10), with one(1)being the best and ten(10)being the worst, in essence, no fire service at all. The three (3) areas in which we're evaluated are fire service, the water supply system or the water distribution system within the municipality, and the dispatch center. We attempted to identify those areas in which we could gain some additional points in our next audit to be able to put focus on that. The Water Works is doing their part. They're doing a wonderful job with this in regard to the hydrant inspections and flow testing associated with the hydrants. We are also looking at different training aspects in service delivery pieces in which we believe we can access additional points in order for us to be able to score a level one (1) on the ISO, which is the highest score you can achieve, in order to drive insurance rates as low as we possibly can. So, that's one(1) of our main goals remaining for the remainder of this year. He continued, We want to leverage the South Bend Fire Department Community Paramedicine Program to assist the State in developing this into a sustainable service delivery. So, what I mean by that is the State legislature, earlier this year,passed a law for us to be able to be reimbursed for community paramedicine visits to individuals through FSSA and Medicaid. The issue right now is that, although the law was passed, the mechanism has not been created within the State to be able to provide those reimbursements yet.Part of that is summer study and additional votes through the EMS Commission through the State of Indiana,which we're trying to make sure that we're part of that discussion at the State level to make sure that our community paramedicine program is, more or less,the one(1)that the State wants to utilize as the premiere program. That way, we get maximum reimbursement from that program.The idea being,we want that to become a sustainable program for us, and to be able to get reimbursement through Medicare and Medicaid for the program. He went on, Obviously, we want to celebrate obtaining LEED Gold certification for Station Number Four (4) and we anticipate also LEED Silver certification for Fire Station Number Nine (9). Then lastly, obviously, we've got a lot more going on at the Fire Department as a 30,000-foot approach here. We're applying for an Assistance to Firefighters Federal Grant to commission a study to identify cancer risk to our personnel in order to employ a focus, prevention, and early detection program. As you all probably know, one (1) of our firefighters passed away earlier this year from a brain tumor. We have a couple of other individuals within our department who do have cancer currently.They're in various states of the disease. It's really important for us to be able to make sure that we are focusing a prevention program, and an early detection program to not only reduce the amount of pain and suffering associated with cancer in the fire service because EXCELLENCE I ACCOUNTABILITY ( INNOVATION I INCLUSION I EMPOWERMENT 455 County-City Building;227 W.Jefferson Bvld South Bend,Indiana 46601!p 574.235.9221'f 574.235.9173 ITTD574.235.5567;www.southbendin.gov 11 CN)CITY OF SOUTH BEND 1 OFFICE OF THE CLERK that disease is actually on the rise due to different things that buildings are made out of this day and age. It used to be carpets were made out of cotton and wool. They're made out of basically gasoline now. Those things are carcinogenic when they burn, as are pretty much all of your desks, the chairs, et cetera. So, when these things burn, our firefighters are subjected to those contaminants. So, what we want to do is identify what the highest risk is to our firefighters to be able to focus that prevention program and early detection program to minimize that risk to our firefighters. Scott Ruszkowski,Police Chief for the City of South Bend with offices located at 701 West Sample Street, stated, Thank you for the time, Council. I know you've already received this in advance. I can read this to you, or I can allot the ten (10) minutes of time to you guys to ask questions. I'd like to yield any remainder of my time to Code Enforcement Director Skibins, for her time. She probably has a lot more. Committee Chair White stated, If you could give a summary that is before us. I do know that the PowerPoint was submitted,but it'd be very beneficial to just give a summary. Chief Ruszkowski replied, Yes, ma'am. So, with that, obviously within the past couple weeks, you've seen a lot of the stuff that we,as the Police Department,have been doing. Some of the stuff that people may not know about is some of the stuff that we put in for our accomplishments. I know that members of the Health and Public Safety Committee, and many, if not all Council Members, have asked me either directly or indirectly, the things that we've been doing. With that being said, some of the things that we'd like to highlight, obviously, the Detective Bureau. We organized that this year. We actually implemented and started using it in December of 2018, but full implementation occurred in 2019, our Shooting Response Team. The Shooting Response Team goes to all shooting calls, again, based on severity. Some are accidental that we do know right away, or maybe intentional self-inflicted that we do know right away, and that would not require our Shooting Response Team. However, they respond to those. That's immediate engagement, immediate advocacy if necessary, immediate witness statements and things of that nature. So,it's dealing with the trauma right then and there,instead of typically,what would happen before is, for example, we had a shooting on a Friday, and our detectives would not get the case assigned to them until at least Monday, sometimes Monday afternoon. So, use your imagination. If that was you and one(1)of your family members that happened to, and you didn't hear anything from the Police other than the reporting officer at the time for two (2), three (3), sometimes four (4) days after an incident. That is a disservice to our community. That is a disservice to the victim and everybody else that's involved. That's why we implemented the Shooting Response Team. He continued,Also,with that,a lot of people don't know that it's immediate contact with our SAFE Team, our Street Outreach Team, which could potentially, hopefully, and it has worked in preventing potential or likely retaliation in many of these incidents that we've had. So, we have had, thus far, sixty(60) criminal assault shootings in our city this year alone. The implementation of our Shooting Response Team and our Street Outreach Team has been effective. I can't give you numbers because I don't know how many we have prevented retaliatory-wise. We also began a testing and evaluation period for ten (10) hour shifts within our Detective Bureau. We're looking at a huge, hopefully a huge decrease in overtime costs. Where we had before, where detectives were called in, especially on violent crimes,not just shootings,but other violent crimes,robberies, et cetera. If we're able to overlap those shifts, maybe in the latter hours of the afternoon, which is, by data, we have those occurring, they're able to respond to them while still working instead of EXCELLENCE j ACCOUNTABILITY I INNOVATION I INCLUSION I EMPOWERMENT 455 County-City Building 227W.Jefferson BvId South Bend,Indi3na 46601 p574.235.9221If574.235.9173;11D574.235.5567;www.southbendin.goy 12 n CITY OF SOUTH BEND OFFICE OF THE CLERK soliciting overtime to attend to those calls. So, this is still only like two (2) and a half, three (3) months into the testing and evaluation phase. I did talk with our finance people today, and there has been, well actually, we have not spent, compared to last year at this time, the amount of overtime money that we did. So, that's so far, so good. And we hope that maintains. We will look further into the rest of the department, maybe some things here in the future. But as for now, with a smaller venue, as you will, with detectives, that's our incentive. He went on, We also replaced iRecord system in 2019. That is a huge, and obviously key, component in evidence preservation for our investigations. When we come in and interview people, that's immediate. The prosecutor has access to that, so they don't have to come to us, get copies, find it, put it on a disk and all that kind of stuff. They would be able to access the iRecord system themselves. So, we use that throughout the Police Department. That was an upgrade to the antiquated iRecord system that we previously had. But again, a lot of people may think that we still sit there with a VHS camera and do the recording. That is not the case. I'm proud of all these things,but one(1) of the things I couldn't be any more proud of, and you all are familiar with this, is the Police Athletic League. Right now, we have four hundred and sixty-four (464) kids in our Police Athletic League. That's not counting the boxing program that is still being done and has been done. This is over twenty (20) years. Darryl Boykins started this a long time ago. He's been doing it ever since. He still continues to do it. Again, four hundred and sixty-four(464) kids, all sports primarily, but we actually incorporated swimming this year, and we have sixty-four (64) kids,I believe,that are learning to swim for the first(1St)time. I know the Council had asked before about the demographics, the breakdown. I know it took me a couple days, but I wanted it in chart fashion. I had to take kids'names out and stuff like that for their protection, for legal reasons. But I could not be any more proud of the way that program has gone. I still have some scars from learning to try to play tennis myself.That didn't work out so well. I think me and the other division chiefs are going next week to make another attempt at it. I don't know how that's going to play out, but it is what it is. He continued, We're also replacing Detective Bureau vehicles with fuel-efficient hybrid Ford Focuses. Sorry, let me get to that next one (1). So, right now, we have Tauruses, fifteen (15) of them, that are going to be transferred to the Patrol Division. We're going to use the fuel-efficient hybrids now to replace those. So,anybody who's not in patrol will be having a hybrid vehicle from here on out. That's going to be a huge cost saving measure. I know Dan has the fuel consumption gallons and things like that, but there's absolutely no way that you cannot get better gas mileage from a hybrid vehicle. We're also in the process of restructuring records to eliminate the third(3`d) shift. That's hopefully going to be a cost savings. We have projected costs within two (2) years right around$250,000 by those. We are not terminating anybody's position.Those will be through attrition. We have one (1) person that, next month, I think it's next month or maybe the month after,the end of August or September, will be retiring from our department, from our records, and another one (1) that is likely either retiring, or maybe has found a different job, but there is no termination of any employees. I want to be clear on that. We still continue, obviously, with the community's input, to explore outreach events to establish stronger relationships. People call it "community policing", we don't call it that. It's relationship policing and that's what we've been trying for the last several years to do. So, we welcome any input that there is, and how do we do what we're doing better, what are we missing, and what shouldn't we be doing are the most important questions. And we still look for that, whether it's from the Council, the Board of Public Safety, our patrol officers, everybody in between. EXCELLENCE ACCOUNTABILITY INNOVATION INCLUSION I EMPOWERMENT 455 County-City Building 1227 W.Jefferson Bvld South Bend,Indiana 466011p 574.235.9221,f 574.235.9173;TTD574.235.5567 ivnsw.southbendin.gov 13 CITY OF SOUTH BEND I OFFICE OF THE CLERK He went on, And obviously, we continue to try to recruit and strengthen the force, or our department, I don't like the word force, with strong officer candidates. We want the best of the best. And we specifically want the best of the best and here,in our community. We have an event coming up, it's at the fire station. It's Saturday. We'd love to have some Council Members there. As a matter of fact, I saw, I don't remember who it was,but it was an invitation given out, I believe it was somebody from the Mayor's Office, to some of our high school athletes to help participate and show people what the physical agility test is. So, we have people that apply to the department, then we give them a date when this agility test is. On our website,we have videos showing exactly what it entails, the vertical jump, the push-ups, the sit-ups, and the two (2)runs that are involved, what the times are,what the expectations are. Not only do we have that,but we're hopefully going to have many of our officers there and maybe some high school athletes that will be able to do this as well to show them what it looks like. We tend to lose a lot of people who apply and say they want to do it, and then when it comes time for the physical agility, they don't show up. So, we're working on that. So, any help from anyone, we're getting pushes out now through all of our social media, through all of the contacts we have, personal contacts with through the Mayor's Office. We'd love to see Council. We'd love to see anybody. As a matter of fact, I think one (1) of the neighborhood associations, Pam, actually put something out near the IUSB area. So, she pushed that out through her neighborhood network as well. So, if we can get everybody and their neighborhood network to do that and you all are the most influential we have in South Bend to help push that out, too, that would be phenomenal. We'd love to have like five hundred (500) people there. Committeemember Regina Williams-Preston asked, What is time and location? Chief Ruszkowski replied, It's at the Fire Training Center on Saturday from 9:00 a.m. to 11:00 a.m. Committee Chair White stated, I know we're going to have some questions, and I wanted to get through all the departments, and then we'll hopefully have some time for some questions. But I have asked the Council Members to write the questions, and I do have some as well. Those questions will also be posted on our website, and any community individuals who will have questions, they can submit those as well. Committeemember Sharon L. McBride and Williams-Preston left the meeting at 6:03 p.m. Tracy Skibins, Director of Code Enforcement for the City of South Bend with offices located on the 13th floor of the County-City Building, stated, I'm going to cover the Code Enforcement piece and let Jen Gobel cover the Animal Care and Control piece because I don't think I could adequately highlight all the amazing things her staff does.As Laura mentioned earlier,we launched the Rental Safety Verification Program in April of this year. So,from April 15t through July 1st,our inspectors have been busy, busy, busy. They've completed approximately two hundred and fifty-eight (258) inspections from April 15t to July 1St.We are primarily dealing with known problem houses, so the inspections are a bit time consuming, to say the least. However, the information and the feedback that we get from the tenants has absolutely been amazing. Great feedback from the tenants, and not horrible feedback from the landlords, believe it or not, overall. I think it's because we've done a pretty good job and we're continuing to try to improve the process of letting the landlords know what is expected of them. So,we try to send out the information in advance, so the landlords know what it is that the inspectors will be looking at, so they can improve any issues that might exist EXCELLENCE I ACCOUNTABILITY I INNOVATION I INCLUSION I EMPOWERMENT 455 County-City Building;227 W.Jefferson Bvld South Bend,Indiana 46601 i p 574 235.92211f574.235.9173I 111)574.235.5567;www.southbendin.gov 14 (Th CITY OF SOUTH BEND I OFFICE OF THE CLERK before the inspectors even go out to the residence. So, overall, I can't say enough about how great I think the program is, and the feedback that I'm hearing from the program. She continued, We've accomplished fourteen (14) neighborhood cleanups working with community members. So, together, working with community members, primarily on Saturday mornings from 8:00 a.m. to 12:00 p.m., we've cleaned up, from the streets of South Bend and properties,47,325 pounds of trash,litter,and debris. So,again,that's community members working together with Code Enforcement. If you should hear of anybody who wants to organize a neighborhood cleanup,just have them reach out to 3-1-1, and we're happy to organize one(1).The community cooperation has been amazing. In 2018, we have sixty percent(60%)of CBOs, which means cleaned by owner. So, when we reach out to someone and say you need to address this issue, environmental-wise, so trash, grass, weeds, things like that, we had sixty percent (60%) cooperation in 2019,that's actually increased to sixty-seven-point-six percent(67.6%),and I credit our inspectors for that, in part, because they have been tirelessly going out to any neighborhood organization, any meeting that you could possibly imagine. We try to have an inspector at every one (1) of them. And we also are pretty big into door hangers as well. So, that's the way for our inspectors to put hangers on a door of a property and say these are the issues that you need to address. If you have any questions, reach out to us. So, our cleaned by owner numbers have increased, which I'm very happy about. We've also initiated steps toward implementation of a software solution that we think will definitely improve overall effectiveness, which will result in overall better service to the community. We're super excited about that, and happy to be working with IT to make that happen. Jen Gobel, Shelter Manager for South Bend Animal Care and Control with offices located at 521 Eclipse Place, stated, Good evening. So, the first (1St) thing, or one (1) of the major things that we've done so far this year is add a volunteer coordinator. While that, in and of itself, may not seem like a huge thing, it does multiple things not only for staff, but also our animals. Staff is really bogged down with a lot of the day to day stuff, so there's things that we really want to do in working with the animals, rehabilitating animals, extra care for the animals, and enrichment that we just aren't able to do on a more regular basis. The volunteer coordinator has implemented a program, and volunteers, and a schedule, and has been instrumental in organizing a basic enrichment for animals to help basically their stay not be as horrible as it could be, I guess, being in a shelter. Imagine an animal being in a kennel almost twenty-four (24) hours a day. So, by having a volunteer coordinator, we're able to get those animals out, get them walked more, more enrichments, and more mentally stimulated, making them happy, healthy, and much more adoptable. So, that's a big thing that we were able to add this year, and it will continue to enrich our animals. She continued, Our adoption numbers continue to increase. Since 2016, since I've taken over, we average about two hundred and eighty-nine (289) adoptions. We're well over six hundred (600) for last year, and we're on course to stay on track for about the same numbers. That is in light of our intake numbers increasing continually. But, the more adoptions and the more rescues we get out, the length of stay for those animals tends to decrease. We did complete and renovate our Community Cat Room. So, we have one (1) room in our shelter where we house a large number of cats, where they all cohabitate. We added some more enrichment things for them to make their lives a little bit nicer during their stay with us. We only thought we had one (1) slide (referencing a slide in the presentation), so I'm going to add a couple things that we couldn't squeeze on there. Also, we've increased our licensing for animals within the community by thirteen percent (13%) EXCELLENCE I ACCOUNTABILITY I INNOVATION I INCLUSION I EMPOWERMENT 455 County-City Building 1227 W.Jefferson Bvld South Bend,Indiana 46601 I p 574.235.9221 If574.235.9173;TTD 574.235.5567;www.southbendin.gov 15 CITY OF SOUTH BEND 1 OFFICE OF THE CLERK so far this year,which ensures that more animals are up to date on their rabies vaccinations,which is State law. And so far, year to date, we're averaging about a ninety percent (90%) live release rate, which means that once you attain that and maintain it, you are considered a no-kill shelter. So, we are continuing to strive towards that. Ms. Skibins stated,For Q3 and Q4,we're going to continue to fine tune the policies and procedures for RSVP.With any new program,you're going to have hiccups and hurdles,and we are navigating those right now, and again, continue to fine tune the program. RSVP letters will be translated into Spanish. College students are helping with this. We're just about finished. Our inspectors met with college students doing an internship with the West Side Educational Ecosystem. There's the goal of building relationships with community members so that they have the resources to identify and advocate for themselves. So,there's this young lady who we gave her the information and said this is what we need done. It'd be great if you could translate this to Spanish for us.And I'm not joking, like two (2) days later, it looked perfect. So, sometime soon, all of our letters that will be going out for the RSVP program,on one(1)side,will have the Spanish version as well. So,we definitely think that is a great goal for us, and we're going to continue to move forward with hopefully our other letters and cards that are sent out. We're going to continue to build partnerships with the community. We have an amazing partnership with St. Vincent de Paul. As you know,they help us out when we have to condemn a property and tenants have no place to go. So, St. Vincent de Paul has been amazing with that. We have an informal relationship with the Notre Dame Law Clinic as well. So, if our inspectors see people who are suffering in a bad situation, and we feel that maybe they're being taken advantage of, we refer them informally to Notre Dame Legal Clinic. Judith Fox and her group have been absolutely amazing with that. And, Builders of Hope. Builders of Hope,they reached out to me because they took part in one(1)of our Code Enforcement Hearings, and their words were basically that they like South Bend Code Enforcement because it seems like we really care about the people. The Code Enforcement Hearings can be very scary, and they witnessed that we try to make it not so scary for the people who are called in for the Code Enforcement Hearings. And because of that,we have a relationship with them now where they are actively helping repair about four (4) or five (5) houses in the City of South Bend because these are people that we've identified for them that truly have no other means, no other resources, no other family or friends who can help them make these repairs. So, the groups that I've mentioned, St. Vincent de Paul, Notre Dame Legal Clinic, and Builders of Hope, those are groups that we meet with on a regular basis so that we can make sure that we are fine tuning this process and getting people the help that they need. Ms. Gobel stated, Some of the goals for Animal Care and Control, we are still continually, steadfastly working on the Animal Control Ordinance. We did file paperwork for the rebranding of the shelter, which we hope will pass. The goal of that is to take the control portion out of our name and make it more of a resource center because that's essentially what we are. We are a resource for our community members for their animals. We work with many different agencies throughout the City and in the county as far as resources for them. But we will continue to work on the ordinance. We will still seek public input from the Animal Control Commission, and as well as any stakeholders in the community to ensure that we have one (1) of the strongest animal welfare ordinances in the State, if not the nation. Our goal is to maintain that ninety percent(90%) live release rate,which is difficult as our intake numbers continue to rise.But in working hopefully with more specials with our adoptions and working with more rescues within the area and out of State,we transport animals as far as Wisconsin just to get them out of the shelter to reach this no- kill status. So, it's a pretty hefty goal for the remainder of the year. One (1) of the other things is EXCELLENCE I ACCOUNTABILITY I INNOVATION I INCLUSION I EMPOWERMENT 455 County-City Building 1227 W.Jefferson Bvld!South Bend,Indiana 466011 p 574.235.9221;f 574.235.917311TD 574.235.55671www.southbendin.goy 16 CITY OF SOUTH BEND OFFICE OF THE CLERK I'm meeting with the Best Friends Society, which is nationally renowned animal welfare agency. So, I have a meeting with them in August to discuss things that we can still continue to do to improve within the shelter so we can maintain and achieve that ultimate goal. We will continue to hopefully build a more robust volunteer base,which will help not only our animals,but the burden on staff as well. Chuck Bulot,Building Commissioner for the City of South Bend with offices located at 125 South Lafayette Boulevard, stated, Good afternoon. First (1st) of all, I'd like to say that our primary objective at the Building Department is to be invisible. And by that I mean, I don't want you to ever hear about the Building Department in any negative aspect. I don't want to be on the news. I don't want to be in a lawsuit. I don't want you to have any reason to contact me for anything other than to find out information about building or building projects that are going on in the community. With that being said, we try to maintain the highest caliber of education and professionalism in our department. That's our primary objective. We like to take the complexities of the built environment and make sure that it is in its simplest form both for our ability to enforce it, and also for the community to understand it.That being said, I'm going to leave you with some simple ideas or accomplishments that we've had for 2019 so far. First(1st)of all,we have issued 1,487 building permits. All inspectors and front office positions are now filled. We had problems over the years with budget, and people retiring, and illnesses and things of this sort. We finally are at full speed. In this day and age, this time in the building community, we need that because right now, South Bend is at full speed in terms of building projects. Eighty-eight percent(88%)of all inspectors are now certified through the ICC. The ICC is the International Code Council. They are the organization that actually writes all of the building code books.Once you're certified through them, you are qualified, in a certain sense,to be an expert based on the testing that you qualify for. He continued, Our goals and plans for Q3, Q4 is to go from that eighty-eight percent(88%) to one hundred percent(100%) certified inspectors by the end of this year. Also, we want to improve our committee membership in IABO and other industry associations from the current twenty percent (20%) to forty percent (40%). We think it's important to reach out and be in contact with other organizations who might have a different point of view or have different abilities that we don't currently possess. Anything that we can learn that will help us benefit the built environment for the benefit of the health,safety, and welfare of the community is a benefit to us, and we'll continue to pursue that. I know it seems pretty simple. Although these are simple ideas or simple aspects, what we do is extremely complex. It takes a lot of years of dedication just to get up to speed to inspect buildings proficiently. We pride ourselves in being able to keep the complexities of the industry very simple. Thank you. Jitin Kain,Director of Community Investment with offices located on the 14th floor of the County- City Building, stated, Good evening, I'd like to briefly share some of our key accomplishments. One (1) of the first (1st) is the launch of the South Bend Home Repair Program. This really began in 2018, and our team's been working closely with the community and are accepting applications. We received close to three hundred (300) applications for the program. I think by the time we've gone through some of those applications, it's about one hundred(100) individuals right now going through the program. A few of those grants have been awarded. We expect to award some more by the end of the year. The other key accomplishment in the department has been the TIF realignment. Again, this realignment adds certain areas to the overall TIF areas. We have certain corridors now added, certain areas were reduced or removed from the overall TIF area. So, the airport and certain portions of the northwest part of the River West District were removed. It still EXCELLENCE I ACCOUNTABILITY I INNOVATION I INCLUSION I EMPOWERMENT 455 County-City Building 1227 W.Jefferson Bvld South Bend,Indiana 466011 p 574.235.9221 I f574.235.9173 I 11)574235 5567 www.southbendin.gov 17 0 CITY OF SOUTH BEND I OFFICE OF THE CLERK is a net reduction in the TIF areas overall. This realignment will allow DCI to now invest in corridors like Miami, Mishawaka Avenue, Portage, and Elwood. Another key accomplishment was the initiation of NNN planning process. This created a neighborhood plan that our team is working on,but we had a number of public engagement meetings and invited neighbors to start to envision what the NNN neighborhood might look like. So, this process, again, is underway, but the meetings have been completed. The stabilization of the Lafayette Building, again, this is an historic asset in the downtown. In earnest,the conversations regarding the property began a couple of years ago. Some work was done last year. Then this year, it's been mostly work on the exterior of the building with brick work and tuckpointing. And then work on the skylight of the building will, I believe, occur in the next couple of weeks. So, that'll help stabilize the building, making it ready for future development and future investment. He continued, Our team's also been actively working with the Neighborhood Resources Connection,the NRC.They have a new director and our team is working closely on their programs, including the Youth Council, working on the Neighbors Council Conference, and then some summer series.The other initiative is CDFI.This is Community Development Finance Institutions. Our team is working to identify opportunities in distressed, low-income areas for individuals to take advantage of micro loans. So, a kickoff or forum occurred in June, and that was the first(1st) phase of this initiative. Now, we expect to get into more details about identifying what kinds of opportunities our residents can take advantage of. Opportunity Zones,this is another key initiative for the City. This allows investment in certain parts of the City.The City has certain Census Tracts now identified as opportunity zones. Those include certain areas southwest of downtown, the downtown, and then northeast part of the City. So, it's an opportunity for investors to take some certain tax incentives in those areas by investing their capital gains. The other program I want to talk about is the Pathways Program.This is a workforce development program that our team's been actively working on. It allows individuals in our community who are looking to gain employment, or to further their education to gain better employment to take advantage of workforce opportunities and training, such as in the trucking industry, CDLs, working in the hospitality industry, or nursing. So, we have several individuals who've taken advantage of that program already, about one hundred and sixty-five (165) so far, and we expect more in the third (3d) and fourth (4th) quarters. Some landmark development projects that have occurred in our community are the Cascades Project. You can see the construction underway. That's been one of the first(1st) high-end condominium projects in the downtown. That's on a site that sat vacant for several years. Construction is also underway on the City's first (1st) Class-A office space on the corner of Main and Jefferson built in the downtown in decades.Again,that's a major investment in the downtown. Then we have some spec buildings underway on the City's northwest side, and that's the growing Ameritech area where we're seeing investment in distribution. So, that's two (2) more buildings going up there. We've seen about $76 million in private investment in the City so far, and we expect more by the end of the year. That equates to about one hundred and twenty(120)new jobs. He went on, In terms of some of our goals,owner-occupied rehabs,we expect in the third(3'')and fourth (4th) quarters, about thirty-eight (38) more of those to occur. We have a zoning reformat underway. That's expected to come to the Council really in the next couple of months, but we expect it to be done by the end of the year. We have a few streetscape projects identified that we'd like to initiate in the third (3'd) quarter. And a land value analysis, some of you may have participated in the Urban3 Land Value Analysis. That is where we look at the value of land per acre. A retouch of that analysis will occur. Then in private investment,here (referencing a slide in the presentation) are some of our investment numbers. We expect another $24 million in private EXCELLENCE I ACCOUNTABILITY I INNOVATION I INCLUSION I EMPOWERMENT 455 County-City Building 1227 W.Jefferson Bvld South Bend,Indiana 46601 i P 574.235.9221 I f 574.235.9173;I I1)574.235.5567I eNw.southbendin.gov 18 CITY OF SOUTH BEND I OFFICE OF THE CLERK investment by the end of the year, another eighty-one(81)jobs by the end of the year, and another eighty-five (85) grants in workforce given by the end of the year. That concludes my brief presentation. Christina Brooks, Diversity and Inclusion Officer for the City of South Bend with offices here on the 14th floor, stated, Good evening, Council. I want to quickly go over some of the accomplishments for this year, 2019. One (1) of the major accomplishments is the completion of the MBE/WBE Disparity Study. This was a project that started last year with the hire of the consultant,Colette Holt&Associates.We've made sure that in this process,we collected over four hundred(400)individual procurements and contracting data sets that were used in the analysis for the Disparity Study.We held several stakeholder meetings.The final two(2)stakeholder meetings happened this year with an MBE stakeholder meeting in person at the West Side Small Business Resource Center for project impact at the CUC. We've been able to implement some of the race and gender-neutral initiatives that were introduced in 2018. We're starting to work through those this year. CHA, as a part of the Disparity Study, received copies of our amended ordinance from 2011 as part of the Disparity Study, and an update on the ADA transition plan of 2013, the Title Six (VI) Plan, and current internal procurement policies and contracting policies, and Board of Public Works contracting approval processes, and current ODI purchasing organizational charts. All of that was submitted as a part of the Disparity Study. We've amended the final draft for delivery to the public for August of 2019, and we expect to actually host a community meeting after that is delivered as well. She continued,The second(2nd)accomplishment this year for our office has been the Living Cities Inclusive Procurement Grant, which was a $50,000 award in cash to be delivered this year. We also received technical assistance from Griffin & Strong Law Firm out of Atlanta, Georgia who has over twenty (20) years of experience in managing procurement projects throughout the country. We established a Committee that's going to help us actually move forward with our proposal. The proposal that we submitted that actually won was to bring together and leverage about a little over a billion dollars in procurement and contracting dollars from the top ten (10) employers here in the City of South Bend to actually help support and create minority businesses through CBAs. So,we'll be working with Griffin&Strong.We actually had a call today with them to help us see that project through to fruition.The third(3rd)major project for our office is working with the South Bend Police Department and Innovation on a Homegrown Project, which is a community nomination process for ethnically diverse candidates and referrals from the community.There will be multiple entry points for that program,the first(1St)of which is a middle school program,and then a high school program,and then also a post-secondary entry point.Those post-secondary entry points could actually culminate in a full-time position with a partnership with the St.Joseph County Police Department as a Corrections Officer, earning about$35,000 right out of high school, but with the support and training for parallel programs in diversity and inclusion education, as well as mental wellness, in addition to public safety education over a three (3) year period to prepare them to apply and be a competitive applicant for the South Bend Police Department. She went on, Some of the goals that we have for our office include continuing policy and process changes in procurement and contracting that were recommended by the Disparity Study. We also want to make sure that we're moving forward and keeping our timeline for the Inclusive Procurement Grant Proposal. We also are going to continue to roll out the Homegrown Project with the Local Law Enforcement Diversity Recruitment Plan and move into Phase Two (2) with EXCELLENCE ACCOUNTABILITY INNOVATION INCLUSION EMPOWERMENT 455 County-City Building 1227 W.Jefferson Bvld South Bend,Indiana 46601 p 574 235 92211f574.235.9173 TD 574.235.55671 www.southbendin.gov 19 rr CITY OF SOUTH BEND I OFFICE OF THE CLERK that. We'll also be assisting with reviewing the South Bend Police Department hiring policy and requirements. We will also be moving forward with the Trauma-Informed Community Plan to proactively address racial disparities and access in healthcare,mental wellness,housing,education, justice, both juvenile and criminal, inclusive economic development and MBE development and support. Then we're also working closely with Innovation and IT Business Analytics Department to continue the work that was started in Engagement and Economic Empowerment with the CDFI friendly community plans. For the Human Rights Commission, which actually I don't think it's a part of your slides (referencing the presentation), but the accomplishments for the Human Rights Commission, we indefinitely extended the contract between St. Joseph County and the Commission to continue to enforce the County's Human Rights Ordinance. We've successfully maintained Federal contracts with the EEOC and HUD by meeting contractual obligations. They've trained over one hundred (100)persons in the community on HUD laws, and the training was provided by a HUD attorney. They provided three (3) academic scholarships totaling $6,500 to students in St. Joseph County. They partnered with the Indiana Civil Rights Commission in providing COE training in the Fair Housing Act and land contracts in South Bend. They partnered with the Volunteer Lawyer Network in providing equal access to justice. And also partnered with the EEOC in providing civility training for City managers. She continued, The goals and plans for Q3 to Q4 for the Human Rights Commission, they'll continue to work with St. Joseph County to ensure that all the residents are ensured equal opportunity and access. They continue to work in the community with the Diversity and Inclusion Officer and continue to inform residents that diversity strengthens and benefits our community through inclusion of all people. The Commission will also continue the policy that all cases filed be completed within one hundred and eighty(180) days or less, with the exception of those cases that require legal intervention.We'll also make sure that we maintain Federal contracts with EEOC and HUD, and local contracts with Community Investment, and also continue to seek other forms of revenue through grants to supplement the General Fund. Denise Linn Riedl, Chief Innovation Officer for the City of South Bend with offices located on the 12th floor of the County-City Building, stated, Good evening. I'll start by talking about our accomplishments. We brought in $500,000 from the Lilly Endowment Grant that was awarded to the University of Notre Dame. That endowment grant is meant for economic development, workforce development, and general innovation in the region. That money awarded to the City, a sub-awardee, will be used for data analytics training at the Technology Resource Center, which is to be opened in October of 2019. We are looking forward to leveraging those funds to fill capacity not only with City staff, but with residents in the region, and managing challenges around future of work and workforce development challenges in the region. Our department also manages 3-1- 1, as many of you know. I just wanted some of the stats with you this evening. So far this year, we've taken over 75,000 calls out of the 3-1-1 Call Center. As a result, inputted over 10,000 requests for service. Actually, 3-1-1 stayed open during the polar vortex this year,which I thought was a nice story to add. We continue to take those requests and work with City departments to deliver services to residents and respond to any issues that people have. She continued, The third (3rd) accomplishment I wanted to highlight this evening was the launch of the transparency and performance page of the City. So, this webpage centralizes all of the open information resources that the City manages, including the Open Data Portal, Police Data Transparency, and our open records. It's a one (1)-stop shop for residents to access that information. Of course,just launching it is the first (1St) step. We're looking for opportunities to EXCELLENCE I ACCOUNTABILITY I INNOVATION I INCLUSION I EMPOWERMENT 455 County-City Building 1 227 W.Jefferson Bvld South Bend,Indiana 46601 p 574.235.92211f 574 235.9173 TTD 574.235.5567;www.southbendin.gov 20 C)CITY OF SOUTH BEND I OFFICE OF THE CLERK improve that tool, including making it more user friendly, and of course, adding content, making more information open, always looking for opportunities for that. This year, we began a cross- departmental push around data governance and inventory. That's exactly like it sounds. We actually are working across all departments, and with every department to take inventory of all the data the City has. What Works Cities and Bloomberg actually has surveyed cities to find out about how many cities do this. It's less than one-quarter (1/4). So, even though it sounds like a simple process, it's actually incredibly important to identify how the data in the City is managed, improvements that we can make to see where City services can be improved, and then also find pathways for transparency and inclusion on the open data portal. So,we're continuing that process this year. Ten (10) new City facilities have been connected to the MetroNet. That's the regional dark fiber network here and in the area. We estimate that about$400,000 annually is saved just by using this local asset.That's the marginal savings from what we would pay, say, a private provider to connect the City facilities. So, now there are about forty-two (42) City facilities connected to the network. The last accomplishment I want to highlight is the next phase of the Bloomberg Mayors Challenge. So, the Bloomberg Mayors Challenge is part of a push. We received a $1 million grant from Bloomberg Philanthropies, as several of you know, to test the idea of transportation as a benefit here in South Bend. So, what that means is we're working with local employers, and specifically with our hourly wage workers, and taking away the issue of transportation insecurity to see, one (1), how much employers saved as a result, how much more employees can work as a result, and other efficiencies that come out of taking away that daily life insecurity. So, we're launching the next phase of that, now that we've received the $1 million, including hiring our founding director, Aaron Steiner, and doing another pilot this year. So, that's a good segue into our plans for this year. She went on, We'll be opening the Technology Resource Center in October of 2019. And again, that Center is going to be a platform for public/private collaboration in beta City work, as well as in workforce development, and tech and data related training. So, the second (2nd) major goal for 2019 will be to complete the beta version of our 3-1-1 Service Portal. You can order a pizza on your phone and track its status delivery, I think you should be able to do that with 3-1-1, too. So, we've been building that in our department, and we're going to be working more with other departments to get that completed. Our goal is to get that to civic user testing by the end of the year in Q4. So, speaking of civic user testing, the third (3`1) goal for this year, in tandem with the 3-1-1 Service Portal, is to launch a new process that we undertake whenever we deploy a resident facing technology or process, which is to actually build with residents. So, engage with residents, put prototypes in front of them, make them better, then re-release them. So, we're looking to start that process with the 3-1-1 Service Portal, seeing how critical that is to all residents in South Bend. Next, as I mentioned before, we're going to complete that South Bend data inventory across City departments and find those pathways to the Open Data Portal for other data across the City. We will complete the second (2nd) Bloomberg Mayors Challenge pilot. This pilot will actually be in partnership with the previous employers from the first(Pt)pilot that we undertook,including Notre Dame and Beacon Health, but we'll also include additional modes of transportation. Before, we used Rideshare. Now, we're also going to be adding TRANSPO, and hopefully scooters and other modes of transportation. She continued, Our department continues to do software implementations with other City departments.The three(3)that are priorities for the second(2n1)half of this year are Kronos,which is being undertaken by Human Resources, DFO, that stands for Dynamics for Financials and Operations, and that's for our finance team here. And then the last,of course, is CityWorks,which EXCELLENCE I ACCOUNTABILITY I INNOVATION I INCLUSION I EMPOWERMENT 455 County-City Building;227 W.Jefferson Bvld South Bend,Indiana 46601]p 574 235.92211 f 574.235.9173 I I U574.235.55671 www.southbendin.gov 21 n CITY OF SOUTH BEND 1 OFFICE OF THE CLERK the first (1st) department to fully have CityWorks implemented will be Code Enforcement, and that's an asset management platform for the City, an enterprise solution that will help us collect data on everything from potholes to vacant lots to fire hydrants. Second (2nd) to last, we would love to expand free Wi-fi. We've identified expansions on Lincolnway, possibly also on Mishawaka Avenue and Miami. And then, of course, as we always do, we want to continue core support programming for services and infrastructure, keeping the networks up, keeping them secure, and also continue our Business Analytics office hours, which are for technology troubleshooting and training, SBA Academy, the internal training program here at the City, and SB staff, the performance management program. Councilmember Jake Teshka left the meeting at 6:39 p.m. Kyra Clark, Director of Human Resources for the City of South Bend with offices located on the 12th floor of the County-City Building, stated, I will be fast, and there's only one (1) after me. So far this year,there have been four hundred(400)new hires with the City of South Bend. There are three hundred and thirty (330) that were part-time seasonal, and seventy (70) that are full-time. The three hundred and thirty(330), as you can imagine, are a lot of people mowing lawns, a lot of lifeguards, a lot our seasonal folks that help us during the summers in particular. All of those four hundred (400) new hires and all of our existing employees, with very few exceptions, have gone through the City's new harassment training program. That was something that was initiated in partnership with Council last summer. So, we've gotten good feedback, and frankly, I think a lot of people have been well-educated through that program. We will continue doing that into the • future. That is an annual training that everyone will take. One (1) of the most significant impacts, especially with those new hires,is electronic new hire paperwork. So,if you were a new employee previously,you had to find a place to park outside of the County-City Building, come upstairs, get your packet, fill out all your information, sometimes having to come up to the 12th floor a couple of times. So, this really prevents that from having to happen. You get a call from your supervisor congratulating you on the job. You get an email. On that email, even on your phone, you're able to fill out new hire paperwork, and that also gives you directions about being able to take drug tests and having to go for new hire orientation. So, it's a much more efficient process. She continued, A project we have been continuing to work on with Admin and Finance and IT's support is the new human resources information system, which is Kronos. What we have been doing for the last ten(10)months is entering all four hundred(400)of those new hires into two(2) different systems. We think that will end here very shortly, and we're really excited about the prospects of the efficiencies that will be created by it. So, that should be happening on September 14th actually. We continue to have our employee recognition program. This year so far, there have been eleven (11)employee awards issued,and one(1)team recognition award.A few more are coming shortly. Our goals for the remainder of this year include evaluating our benefits structure. We currently offer a PPO and an HRA. We'd like to explore transitioning the HRA to an HSA. That allows employees to be able to keep that money with them, and it helps encourage employees to make wise healthcare dollar spending decisions. Even if they transition away from the City,they're able to keep those dollars and be able to spend those on other healthcare costs in the future. I had mentioned previously, we are moving towards a go live for the Kronos HRIS so that the go live is September 14th with the first (1st) paycheck being issued out of Kronos on October 4th. Dan, I apologize. I didn't mean to steal your thunder. We do hope to hold additional volunteer opportunities for the new volunteer time off policy that allows employees paid time to be able to EXCELLENCE I ACCOUNTABILITY I INNOVATION I INCLUSION I EMPOWERMENT 455 County-City Building!227 W.Jefferson Bvld'South Bend,Indiana 46601 p 574.235.922111574.235.91731 I I D574 235.5567 we w.southbendin.gov 22 (`I CITY OF SOUTH BEND OFFICE OF THE CLERK do things that are great for our community and our City. And lastly, we'd like to work with you, and we've talked preliminarily with Karen, and I assume we'll have the opportunity to talk with other Council Members to try and make sure that the City vacation policies square with what is in our ordinance, and to the extent there are opportunities to clean those up and make sure that they make sense. We want to try and do that the remainder of this year as well. Not on the list (referencing the presentation),but we will be doing the EEO-Four(4),which I neglected to include. It's an every other year requirement, and we will be completing that this fall as well. Mr. Parker stated,You've made it all the way to the end, and I will be very,very quick. First(Pt), let me say on behalf of myself, thank you to all the department heads, I really appreciate it. And thank you, especially, to Council for giving us this opportunity. I just can tell there's a lot of great stuff going on. We're very proud of it, but really, you guys should be very proud of it because nothing happens without your support. So, thank you as well for everything that you guys do. In terms of Admin and Finance, very quickly, the one(1)thing I do want to highlight here is that, as Denise mentioned, we're in the process of implementing our new ERP software, which is called DFO, Dynamics for Finance and Operations. The project is on time for an April 1st, 2020 go live. Again,I want to thank you guys for your support in that project.We recently came for an additional appropriation request for this. This will revolutionize the way our processes work from a financial perspective, everything from AP, purchasing, accounts receivable, and cash management. Everything that we do,we're re-evaluating and trying to make it as efficient as possible. So,I really appreciate Council's support of that project. We did compile our comprehensive annual financial report for the 2018 fiscal year. We received an unmodified audit opinion, which is the best audit opinion we can receive. So, I want to clarify that. And not very many cities in Indiana do put together a CAPR. I think there was only about nine(9)in 2017 that did, and we're one(1) of them, and we have for many years. So, I do want to highlight that. He continued,Then obviously,why we're all here is to basically start the 2020 budget process,and that is why we'll spend quite a bit of time on that over the next six (6)months, essentially. From a Central Services perspective, lots of things going on over there. Thirty(36) new police cars were outfitted this year. We migrated all our public safety radios into a new radio management system. We put two (2) additional CNG trucks into service over at Solid Waste. And then just in terms of a preview for the next slide (referencing the presentation), we have selected a fleet management software, which will help us not only better manage our fleet across the City, and what vehicles we should be replacing on an annual basis, but also better manage the maintenance, and preventative maintenance especially, of those vehicles as they need to come in and get serviced. As we go forward into the last part of 2019 here, on the Administration and Finance side, a big focus of ours will obviously be the budget over the next several months and working with the Personnel and Finance Committee to present the budget, address concerns, priorities of the Council, as well as of residents. We are continuing to focus on process and policy redesign within the DFO project, and again,revolutionizing the way that our financial processes work in the City. And then we are really starting to look at our financial reporting and ensure that our financial information is both accessible and transparent to residents and to Council and provides a lot of good information. That is something we really want to focus on. He went on, On the Central Services side, the theme here is software implementations. We're implementing, like I mentioned, that new fleet software, as well as looking at procuring a facility management software. And again, the idea behind the facility management software is similar to the fleet software, in that it will allow us to better manage the preventative maintenance of our EXCELLENCE I ACCOUNTABILITY I INNOVATION INCLUSION I EMPOWERMENT 455 County-City Building 1 227 W.Jefferson Bvld South Bend,Indiana 46601 p 574.235.9221'1574.235.91731 TTD574.235.5567;www.southbendin.gov 23 CITY OF SOUTH BEND I OFFICE OF THE CLERK facilities so that we'll know when roofs need to be replaced,we'll know when HVAC systems need to be replaced. And those kinds of things won't be a surprise from a budgetary perspective. We're looking at CAD drawings for City facilities so that we're aware of what types of needs each facility has. And then looking at integrating the all software with our new DFO system that will go live in 2020.The last two(2)items on there are more related to policies and procedures.We want to make sure that we have an emergency outage plan not only for City-wide radio communications, but also for just overall City functions in terms of how we develop an emergency outage plan from an HR perspective, as well as specifically Finance and Central Services. And then finally, we did put together an idle reduction policy for City usage of vehicles that we will adopt City-wide hopefully in the latter part of this year, which will be a cost saving measure to ensure that we're making the best use of fuel efficiency that we can. Again, thank you guys so much for sticking through this. Committee Chair White stated,Thank you,too. I'm going to see if any Council Members have any comments as we move forward. If not, I will ask that you would submit your questions to the Clerk's Office. We'll make sure that they get to the most appropriate departments, and that holds true for the public as well. If anyone has any questions, please submit those to the Clerk's Office. We will make sure that the most appropriate department would get those questions,and they would be posted on our website. We'd like to thank all the department heads for spending this time with us.We've made a conscious decision to have this meeting prior to the budget kickoff because when you come before the Council in terms of your 2020 budget, what we're asking is that you give a brief overview. But most importantly, to go directly to the budget numbers in terms of what is the total budget for 2019,and what is the total budget that you're requesting for 2020.And we're asking that you show the differences. Highlight the changes and justification, and what would be the impact if requests are not approved. Then secondly, show the number of current positions, I'll put this in writing,and any new request positions.Justify any new or decreases in positions.And again, we're preparing for the 2020 Fiscal Curb. Discuss and justify any positions with salaries greater than two percent(2%), and likewise,discuss and justify any positions with increases less than two percent(2%) She continued, Again, we wanted to make sure that when we start the 2020 budget hearings, that a lot of the information that you shared, which is wonderful, and I'm going to ask the Council Members who are still with us, with me to give you a round of applause.You've done an excellent job, and we're very appreciative of you taking the time to really come and give us this update as well. What I'd like for you to do in terms of your 2019 budget presentations, if you have experienced any difficulties meeting any of your goals, please share those as well. So, on behalf of the Personnel and Finance Committee as well as the South Bend Common Council and the Clerk's Office, we thank you so much, and we're off to a great start. Thank you. With no further business, the Committee Chair White adjourned the Personnel and Finance Committee meeting at 6:49 p.m. Respectfully Submitted, Karen White, Committee Chair EXCELLENCE ACCOUNTABILITY INNOVATION INCLUSION EMPOWERMENT 455 County-City Building!227 W.Jefferson Bvld South Bend,Indiana 46601;p 574.235.9221:(574.235.9173TTD574.235.5567,www.southbendin.gov 24