HomeMy WebLinkAbout09b Budget Hearing Packet - Clerk's Office
2020 BUDGET PRESENTATION
CITY CLERK’S OFFICE
SEPTEMBER 25, 2019
PowerPoint Presentation .......................................................................................................................................................................... 1-5
Budget Summary Sheets ....................................................................................................................................................................... 6
Fund 101-0201 CITY CLERK................................................................................................................................................................................. 6
Staffing Summary .................................................................................................................................................................................... 7
Line Level Budget Detail ....................................................................................................................................................................... 8
CITY OF SOUTH BEND, IN
Common Council
2020 Budget Hearings
Clerk’s Office
CITY OF SOUTH BEND, IN
WHAT WE DO
Year To Date:
•147 Meetings (Legal notice, staffed, recorded, minutes recorded)
•7014 minutes (117 hours) of meeting minutes taken
•90 Ordinances & Resolutions processed, recorded and preserved
•59 Oaths Administered
•41 Resolutions, Proclamations, Press Releases
•8 Interns hired, trained and coached
•1,135 Parking tickets processed
•1,097 Tickets referred by OVB
•51 Lawn Parking Permits Issued
•8 Scrap Metal Permits issued
•319 Appeals Processed
•250 Amnesty Day Tickets
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CITY OF SOUTH BEND, IN
WHAT WE DO Clerk
Chief Deputy Clerk/Director of Operations
Clerk's Office
-Direct report in absence of City Clerk
-Fiscal Officer (Pays Invoices/Bookkeeper)
-Manages Payroll
-Manages Procurement
-Provides Internal HR Support
-Manages Processes and Projects -Manages Boards and Commissions lists and application process
-Manages Clerk's Office Schedule
-Manages Intern Program
-Reviews All Agendas and Minutes
-Transcribes minutes as back up
-Reviews all Outgoing Clerk Communications
-Writes, Reviews and Manages KBAs
-Processes APRA Requests
Council
-Fiscal Officer (Pays Invoices/Bookkeeper)
-Manages Council Schedule
-Manages Off Council Day Meetings
-Assists Council with Special Projects
-Liaison between Council and Interns
-Manages Social Media
-Reviews all Outgoing Council Communications
-Special Projects
Deputy Clerk/Director of Policy
Clerk's Office
-Maintains Municipal Code
-Prepares Council Agendas and Meeting Packets
-Publication of Legal Notices and Legal Advertising
-Ensures Legislative Compliance with State Law and the Municipal Code
-Processes Legal Certifications
-Manages Legislative Processes and Timelines
-All City Department Reporting
-Archives Reports and Data
-Performs Legislative Research
-Press Releases, Promotional Materials
-Social Media Management
-SOPs-Clerk’s Office Policy
-Manages Open Data Portal Updates
-Clerk’s Office Communications/Community Distribution List, Artwork Initiative
Council
-Writes and Reviews Resolutions, Proclamations
-Writes and Reviews Press Releases
-Continue Fast Track and Electronic Filing Efforts
-Correspondence with all petitioners on behalf of Council related to filings
-Attend meetings on behalf of the Council such as
BZA
-Special Projects
Ordinance Violations Bureau Clerk
Clerk's Office
-Handle all Citizen Violation Concerns
-Enters and Processes All Municipal Code Violations
-Compiles Payments, Balances Accounts, Audits and
Prepares Deposits
-Manages Internal Downtown Parking Process
-Processes and Records Parking Ticket Appeals, OVB
Ticket Collections, Scrap Metal Licenses, Special Events
Parking Permits
-Manages Annual Amnesty Day Process from beginning
to end
-Provides Technical Support/ Manages Website
Council
-Provides Technical Support
-Provides OVB District-Level Information to Individual Council Members
-Presents Scrap Metal Ordinance Annually
-Attend Council Meetings when Necessary
Council Secretary
Clerk's Office
-Attend all meetings of the Council on and off-site
-Greets and Assists the Public (over the counter and
phone) and Processes Citizen Concerns
-Transcribes Minutes
-Updates Agenda PowerPoint
-Digitally scans all Ordinances and Resolutions and Historical Data
-Provides Technical Support for all Meetings of the Council including Prep and Breakdown
-City Clerk's Calendar
-Staff the City Clerk
Council
-Provides Technical Support
-Answers Council Phone
-Prep for Council Meetings, Including Correspondence with Presenters
-Community Outreach
-Special Projects
Mayor Council
CITY OF SOUTH BEND, IN
2020 Department Goals
•More inclusive transparency to increase community awareness and participation
•Continue efforts to move toward a paperless office
•Continue to upgrade technology, finding innovative, cost-efficient and energy-saving solutions through streamlining and integrating between departments and other governmental entities.
•Ensure the Open Door Law and ADA compliance of all meetings of the Council
•Build upon a comprehensive internship program
•Ensure smooth transition through training and support for new Clerk and at least five (5) Council Members
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CITY OF SOUTH BEND, IN
Operating Budget et ––Highlights & Changes
New Responsibilities:
•Youth Advisory Council
•Communication liaison between Council &
Administration regarding all YC needs.
•Assist with communications & marketing material
•Manage communication with SBCSC
administration regarding student selection
•Visit schools to meet with students/ staff
•Manage Application process
•Manage Selection Committee (Council/ Clerk)
•Attend Youth Council Meetings
•Assist and facilitate Youth Council curriculum
•Assist with events/programming (Council/Clerk)
CITY OF SOUTH BEND, IN
Operating Budget et ––Highlights & Changes
•Interdepartmental/public electronic filings and document management system.
•Increasing transparency and accessibility through new camera system
•Digital government tours
•Dictation software to improve office ergonomics
•5% increase for Deputies to reflect increased duties and time Current view from cameras in Council Chambers
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CITY OF SOUTH BEND, IN
Operating Budget et ––Highlights & Changes
•Decrease in IT allocation (-$26,182)
•Increase in legal services due to new administration and five
(5) new Council Members ($1,000)
•Increase in collection costs to offset charges due to new
process and contract with Krisor and Associates ($2,000)
•Increase in Other Professional Services for dictation services
($12,000)
CITY OF SOUTH BEND, IN
2020 Budget Overview
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CITY OF SOUTH BEND, IN
Common Council
2020 Budget Hearings
Ordinance Violations
CITY OF SOUTH BEND, IN
2020 Department Goals-OVB
•Incorporation of new parking ticket system
•Expand Amnesty Day
•Continue to expand lawn parking permit program for growing list of Notre Dame special events
•Continue efforts to work with City Administration on new ERP system with options for online payments for all city invoices
•Seamless transition to new Animal Care and Control ticket processing system.
•Continue working with IT to develop more complete reports allowing analytical review
•Continue education on parking program
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City of South Bend, Indiana 2020 Budget
Fund 101 - General Fund
City Clerk (0201)
2019 2020 Budget
2017 2018 Amended 06/30/19 Proposed Forecast Variance %
Actual Actual Budget Actual Budget 2021 2022 2023 2024 2019-2020 Change
Expenditures by Type
Personnel
Salaries & Wages 230,476 252,036 273,873 130,137 291,397 296,936 302,586 308,349 314,229 17,524 6%
Health Insurance 48,719 50,238 41,880 16,740 58,052 61,552 65,052 69,052 73,052 16,172 39%
Fringe Benefits 46,724 51,005 55,196 26,980 60,129 61,250 62,394 63,563 64,755 4,933 9%
Total Personnel 325,919 353,280 370,949 173,857 409,578 419,738 430,032 440,964 452,036 38,629 10%
Supplies 5,627 4,398 12,013 7,058 6,800 6,800 6,800 6,800 6,800 (5,213) -43%
Services & Charges
Professional Services 32,147 26,812 30,263 5,338 43,000 29,118 29,700 30,294 30,000 12,737 42%
Printing & Advertising 21,356 28,674 27,986 14,263 28,040 25,980 25,956 25,992 26,027 54 0%
Education & Training 2,970 3,233 5,855 2,855 3,060 3,121 3,184 3,247 3,247 (2,795) -48%
Travel 1,509 1,693 6,950 152 7,089 7,231 7,375 7,523 7,523 139 2%
Repairs & Maintenance 15,075 5,344 10,676 6,280 5,000 5,000 5,000 5,000 5,000 (5,676) -53%
Other Interfund Allocations 61,008 90,906 76,327 38,161 48,956 57,435 58,514 59,830 60,828 (27,371) -36%
Other Services & Charges 2,692 2,949 5,250 1,497 5,152 5,205 5,259 5,315 5,315 (98) -2%
Transfers Out - - - - - - - - - - -
Total Services & Charges 136,758 159,612 163,307 68,545 140,297 133,090 134,988 137,201 137,940 (23,010) -14%
Capital - - - - - - - - - - -
Total Expenditures 468,303 517,289 546,269 249,461 556,675 559,628 571,820 584,965 596,776 10,406 2%
Revenue
Charges for Services - - - - - - - - - - -
Donations - - - - - - - - - - -
Other Income - - - - - - - - - - -
Total Revenue - - - - - - - - - - -
Department Purpose:
We ensure the integrity and accuracy of City records, and liaise between the Common Council, City Administration and South Bend residents fostering relationships and common ground.
We accomplish our mission by:
- Serving as a responsible steward of information and historical artifacts
- Empowering the community to engage
- Supporting open and transparent government
- Striving for the highest degree of excellence in customer service
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2020 Proposed Staffing Summary City of South Bend
Fund Department Position Status FTE 2019 Salary
Cap
Proposed
% Increase
2020 Salary
Cap
101-0201 City Clerk's Office City Clerk NB 1 72,318$ 2.0%73,764$
101-0201 City Clerk's Office Chief Deputy City Clerk NB 1 56,809$ 5.0%59,649$
101-0201 City Clerk's Office Deputy City Clerk NB 1 51,000$ 5.0%53,550$
101-0201 City Clerk's Office Ordinance Violations Bureau Clerk NB 1 46,910$ 2.0%47,848$
101-0201 City Clerk's Office Administrative Assistant I NB 1 41,336$ 2.0%42,163$
Total FTEs - City Clerk's Office 5
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2020 Proposed Budget - Line-Level Detail City of South Bend
ACCOUNT DESCRIPTION DEPARTMENT CATEGORY NAME 2017
ACTUAL
2018
ACTUAL
2019
ORIGINAL
BUDGET
2019
AMENDED
BUDGET
6/30/2019
ACTUAL
2020
PROPOSED
BUDGET
2021
FORECAST
2022
FORECAST
2023
FORECAST
2024
FORECAST
101-0201-411.10-01 SALARIED WAGES Clerk's Office Salaries & Wages 230,476 246,461 263,373 263,373 107,676 276,974 279,214 284,798 290,494 296,305
101-0201-411.10-03 SEASONAL & INTERNS Clerk's Office Salaries & Wages - 5,575 10,500 10,500 1,143 14,423 14,423 14,423 14,423 14,423
101-0201-411.11-01 FICA - REGULAR Clerk's Office Fringe Benefits 17,647 19,241 21,052 21,052 8,560 24,123 24,295 24,721 25,158 25,602
101-0201-411.11-04 PERF - REGULAR Clerk's Office Fringe Benefits 25,759 27,766 29,646 29,646 12,525 31,169 31,421 32,045 32,683 33,334
101-0201-411.11-07 UNEMPLOYMENT COMP Clerk's Office Fringe Benefits - - - - - 28 85 142 204 267
101-0201-411.11-08 HEALTH INSURANCE Clerk's Office Fringe Benefits 48,719 50,238 41,880 41,880 13,950 58,052 75,552 78,052 83,052 88,052
101-0201-411.11-09 LIFE INSURANCE Clerk's Office Fringe Benefits 580 600 600 600 250 600 600 600 600 600
101-0201-411.11-22 PARKING ALLOWANCE Clerk's Office Fringe Benefits 1,472 1,440 1,920 1,920 600 1,920 1,920 1,920 1,920 1,920
101-0201-411.11-24 CELL PHONE ALLOWANCE Clerk's Office Fringe Benefits 1,265 1,320 1,320 1,320 550 1,320 1,320 1,320 1,320 1,320
101-0201-411.11-29 PARENTAL LEAVE Clerk's Office Fringe Benefits - 639 658 658 283 969 1,258 1,281 1,306 1,332
101-0201-411.21-01 OFFICIAL RECORDS Clerk's Office Supplies 36 - 1,500 3,500 1,691 1,500 1,500 1,500 1,500 1,500
101-0201-411.21-03 C.S. OFFICE SUPPLIES Clerk's Office Supplies 473 1,284 1,300 1,253 96 - - - - -
101-0201-411.21-04 OFFICE SUPPLIES Clerk's Office Supplies 1,818 2,143 3,000 6,213 3,195 4,300 4,300 4,300 4,300 4,300
101-0201-411.21-05 LAW BOOKS Clerk's Office Supplies 3,300 971 1,000 1,047 564 1,000 1,000 1,000 1,000 1,000
101-0201-411.31-01 LEGAL SERVICES Clerk's Office Professional Services 3,107 4,550 5,000 5,000 - 6,000 5,202 5,306 5,412 5,000
101-0201-411.31-06 OTHER PROFESSIONAL SVCS Clerk's Office Professional Services 29,040 21,797 22,987 24,528 4,573 35,000 23,916 24,394 24,882 25,000
101-0201-411.31-39 COLLECTION COSTS Clerk's Office Professional Services - 465 - 735 735 2,000 - - -
101-0201-411.31-71 CENTRAL STORES ALLOCATION Clerk's Office Other Interfund Allocations 792 1,459 2,015 2,015 839 - - - - -
101-0201-411.31-73 PRINT SHOP ALLOCATION Clerk's Office Other Interfund Allocations 168 756 1,151 1,151 479 1,890 1,715 1,684 1,719 1,755
101-0201-411.31-76 IT ALLOCATION Clerk's Office Other Interfund Allocations 59,016 87,648 71,970 71,970 29,984 47,971 70,675 70,015 70,164 70,422
101-0201-411.31-78 LIABILITY INSURANCE ALLOC Clerk's Office Other Interfund Allocations - - 1,191 1,191 498 985 1,106 1,128 1,151 1,174
101-0201-411.32-02 POSTAGE Clerk's Office Other Services & Charges 532 506 1,500 1,650 334 1,500 1,500 1,500 1,500 1,500
101-0201-411.32-03 TRAVEL Clerk's Office Travel - - 6,950 6,950 152 7,089 7,231 7,375 7,523 7,523
101-0201-411.32-21 TRAVEL - MILEAGE Clerk's Office Travel 1,109 1,406 - - - - - - - -
101-0201-411.32-23 TRAVEL - HOTEL Clerk's Office Travel 386 185 - - - - - - - -
101-0201-411.32-24 TRAVEL - MEALS Clerk's Office Travel 15 43 - - - - - - - -
101-0201-411.32-25 TRAVEL - OTHER Clerk's Office Travel - 58 - - - - - - - -
101-0201-411.33-02 PUBLICATION LEGAL NOTICE Clerk's Office Printing & Advertising 16,087 19,541 17,500 19,800 7,968 19,500 17,500 17,500 17,500 17,500
101-0201-411.33-03 PROMOTIONAL Clerk's Office Printing & Advertising 5,269 9,134 6,650 8,186 4,684 6,650 6,650 6,650 6,650 6,650
101-0201-411.34-02 LIABILITY INSURANCE Clerk's Office Other Interfund Allocations 1,032 1,043 - - - - - - - -
101-0201-411.36-02 OFFICE EQUIP R&M Clerk's Office Repairs & Maintenance 15,075 5,344 5,000 10,676 6,280 5,000 5,000 5,000 5,000 5,000
101-0201-411.36-04 COMPUTER EQUIP R&M Clerk's Office Repairs & Maintenance - - - - - - - - - -
101-0201-411.39-11 DUES & MEMBERSHIPS Clerk's Office Other Services & Charges 871 972 1,000 1,000 364 1,000 1,000 1,000 1,000 1,000
101-0201-411.39-39 BANK CREDIT CARD CHARGES Clerk's Office Other Services & Charges 1,288 1,471 1,500 1,500 655 1,530 1,561 1,592 1,624 1,624
101-0201-411.39-70 EDUCATION & TRAINING Clerk's Office Education & Training 2,970 3,233 3,000 5,855 2,855 3,060 3,121 3,184 3,247 3,247
101-0201-411.39-89 MISC CHARGES & SVCS Clerk's Office Other Services & Charges - - 1,100 1,100 - 1,122 1,144 1,167 1,191 1,191
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