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Home My WebLink AboutSubstitute Bill 57-19 December Appropriation- Civil City Funds120ON COUNTY -CITY BUILDING 227 W.JEFFERSON BLVD. SOUTH BEND, INDIANA 46601-1830 CITY OF SOUTH BEND PETE BUTTIGIEG, MAYOR DEPARTMENT OF ADMINISTRATION AND December 2, 2019 PHONE 574/ 235-9217 FAX 574/ 235-9928 Filed in j Clerk's Office Mr. Tim Scott, President au 0 4 IU19 City of South Bend Common Council 227 W. Jefferson Boulevard, 41h Floor South Bend, Indiana 46601 Cm'C ER MAH �O R RE: SUBSTITUTE December 2019 Appropriation Ordinance — Civil City Funds K�-H BEND, ►(� Dear President Scott, During the past several years, it has been the practice of the City of South Bend to request department heads, fiscal staff and city administration to conduct an extensive review of the status of compliance with the adopted city budget and propose necessary adjustments periodically throughout the year. For 2019, we plan to propose adjustments during four time periods —March, June, October and December. Based on our budget review, we are submitting the enclosed substitute additional appropriation ordinance for your consideration. This substitute bill reduces the appropriation request for the Local Road & Bridge Grant Fund due to lower -than -expected bids, and also adds two additional appropriation requests for repairs related to the 2018 flood. These repairs are supported by proceeds from our property insurance. I will present this bill to the Common Council at the appropriate committee and council meetings. It is requested that this bill be filed for 2nd reading, public hearing and 3rd reading on December 9, 2019. Thank you for your attention to this request. If you should have any questions, please feel to contact me at 574-235-9822. Regards, C* Daniel T. Parker City Controller �.,v EXCELLENCE + ACCOUNTABILITY -- INNOVATION INCLUSION i EMPOWERMENT Q Iv F n Clerk's bjFce a� NIP SUBSTITUTE BILL NO. _ _ 1 ORDINANCE NO. r49AH FOWLER K, SOUTH BEND,IN AN ORDINANCE OF THE COMMON COUNCIL OF THE CITY OF SOUTH BEND, INDIANA, APPROPRIATING ADDITIONAL FUNDS FOR CERTAIN DEPARTMENTAL AND CITY SERVICES OPERATIONS IN 2019 OF $486,290 FROM GENERAL FUND (#101), $410,000 FROM PARKS & RECREATION FUND (#201), $25,000 FROM GIFT, DONATION, BEQUEST FUND (#217), $300,000 FROM CENTRAL SERVICES FUND (#222), $1,108,115 FROM LIABILITY INSURANCE PREMIUM RESERVE FUND (#226), $55,710 FROM HUMAN RIGHTS FEDERAL GRANT FUND (#258), $781,450 FROM LOCAL ROAD & BRIDGE GRANT (#265), $700,000 FROM IT / INNOVATION / 311 CALL CENTER FUND (#279), $93,350 FROM COPS MORE GRANT FUND (#295), $217,026 FROM COUNTY OPTION INCOME TAX FUND (#404), $7,156 FROM CUMULATIVE CAPITAL DEVELOPMENT (#406), $6,053,801 FROM 2017 PARK BOND CAPITAL FUND (#271), $70,000 FROM POLICE PENSION FUND (#702), $1,020,000 FROM SELF - FUNDED HEALTH INSURANCE FUND (#711), $40,000 FROM PARENTAL LEAVE FUND (#714), $618,846 FROM EQUIPMENT / VEHICLE LEASING FUND (#750), AND $650 FROM SMART STREETS DEBT SERVICE FUND (#756). STATEMENT OF PURPOSE AND INTENT The Common Council passed the City's 2019 operating and capital budgets in 2018 (Ordinance #10615-18 passed on October 8, 2018), which included expenditures for various City operations. It is now necessary to appropriate additional funds for operational and capital expenditures necessary for the City to effect provision of services to its citizens which were not anticipated at the time the City budget was adopted. NOW, THEREFORE, BE IT ORDAINED by the Common Council of the City of South Bend, Indiana, as follows: Section I. The following amounts are hereby appropriated in fiscal year 2019 and set apart within the following designated funds for expenditures as follows: FUND Amount General Fund (# 101) $486,290 Parks & Recreation (#201) 410,000 Gift, Donation, Bequest Fund (#217) 25,000 Central Services (#222) 300,000 Liability Insurance Premium Reserve (#226) 1,108,115 Human Rights Federal Grant (#258) 55,710 Local Road & Bridge Grant (#265) 781,450 IT / Innovation / 311 Call Center (#279) 700,000 COPS MORE Grant (#295) 93,350 County Option Income Tax (#404) 217,026 Cumulative Capital Development (#406) 7,156 2017 Park Bond Capital (#471) 6,053,801 Police Pension (#702) 70,000 Self -Funded Health Insurance (#711) 1,020,000 Parental Leave (#714) 40,000 Equipment/Vehicle Leasing (#750) 618,846 Smart Streets Debt Service (#756) 650 TOTAL $11,987,394 Section II. This ordinance shall be in full force and effect from and after its passage by the Common Council and approval of the Mayor. Member of the Common Council Attest: City Clerk Presented by me to the Mayor of the City of South Bend, Indiana, on the day of , 2018 at o'clock _ . m. Deputy City Clerk Approved and signed by me on the day of o'clock . m. , 2018 at Mayor, City of South Bend, Indiana City of South Bend, Indiana December 2019 Additional Aoorooriation Requests - Civil City Funds (increase or decrease in total fund expenditures) December 2, 2019 Common Council Approved ##/##/19 - Bill No. ## 19 Budget FiscalOffcer/ Account Project Increase/ Fund Name Deot Name Division Name Account Name Contact Name Number Code (Decrease) Justification Unanticipated Expenses General Fund Fire Dept Fire Personnel / Overtime Renata Matousova 101-0901-422.10-04 $ 150,000 Overtime costs have been hkgper than anticip red due to high number of officers on light duty and gprenl heave. General Fund Fire ¢ol Fire Services / Auto Wio R&M Renata Matousova 101-0901-422.36-03 250\000 F ,eoair apd mainteppapce cost were higher than anticipated General Fund Fire �ppl Fire Services / Electric Renate Malousova 101-0901-422.35-01 50100 Cost and usage ofoectriglt1( higt er than�pticigired General Fund Fire apt Fire Services / Natural Gas Renata Matousova 101-0901-422.35-04 25,000 Cost and use ey{{watpt( h(rer than anticipated General Fund Fire apt Fire Suoolies Other Operating Supplies Renate Matousova 101-0901-422.21-04 25.000 Operating supplies cost higher than anticipated $ 500,006 Increased expense due to increased activity primarily related to Parks & Recreation VPA Park Maintenance Supplies / Other R&M Suoolies Ken Glowacki 201-1101-452.23-99 $ 15,000 improving Howard and other Parks Parks & Recreation VPA Park Maintenance Services / Electric Ken Glowacki 201-1101-452.35-01 90,000 Cost and usage of Jectni it higher thar�a�lticj Parks & Recreation VPA Park Maintenance Services / Water Ken Glowacki 201-1101.452.35-04 25,000 host and sage ot�water hig�er than anticipa) Parks & Recreation VPA Park Maintenance Services / Auto Equip R&M Ken Glowacki 201-1101.452.36-03 110,000 1Increased expenses due to timing of re�Qpired lance. Increased expense due to increased activity p ly related to Parks & Recreation VPA Recreation Services / Contract Svcs & Chas Ken Glowacki 201-1103.452.39-8q g0.000 Iimproving Howard and other Parks 'TT $ 3�0,000 1 Central Services Admin &Finance Utilities 8 Services Services /Electric Maricela Juarez 222-0617.419.35-01 $ 300,000 1 Increased electric costs city-wide 1 1 i 7 m 1FL Health Insurance Admin & Finance Admin & Finance Services / Medical Claims Am`,Shirk 711-0401-671,34-171 1 $ 435,000 IClaims higher than anticipated Health Insurance Admin & Finance Admin & Finance Services / Drug Claims Amy Shirk 711.0401.671.34-321 345.000 Claims higher than anticipated I I $ 780,00I LD COIT Admin & Finance Admin & Finance Services / Election Expense Amy Shirk I I 1 404-0301-411.39-601 I 1 $ I 1'1 67.026 1Fee grnid to St Jossph County for managing 14 F,tiir? was highher than anticipated COIT Public Works Utilities & Services Services / Electric Amy Shirk 1404-0617-431.35-01 1 1 150,000 1 Increased electric costs for street and traffic i $ 217.026 1 —Z p $ : 2,127,026 - n � a SuppWod by Now Revenue Parks & Recreation VPA Park Maintenance Services / Land Improvements Ken Glowacki 201-1101-452.36-09 $ 80.000 Community Foundation Grant Gift, Donation, Bequest Public Works AmenCorps Services / Other Repair & Maint. Ron O'Connor 217-0628-419.36-17 $ 25,000 Private 9/ant of $25,000 from the Robert & Clara Milton Charitable Trust Fgµndation for the South Bend Green Corps Senior Home F`(lergv Improv ff��e4ts program. This will aid in the improvement of the quality o lifa for senior residents within our community. Liability Insurance Public Works Engineering Capital I Land Improvements Ron O'Connor 226.0419-672.42-01 $ 600,000 Repairs related to 2018 flood-Riverwalk from Beyer to Howard Park Liability Insurance Public Works Engineering Capital I Land Improvements Ron O'Connor 226-0419.872.42-01 $ 192,000 Repairs related to 2018 flood -East Bank Trail $ 792,000 Local Road & Bridge Grant Public Works Engineering Services / Street Maintenance Ron O'Connor 265-0608-431.36-10 $ 781,450 Appropriation to spend Community Crossing Grant funds (reduced from $1,100,000 in original bill) IT/ Innovation / 311 Call Center Innovation & Tech Information Technolow Services / Other Professional Svcs Amy Shirk 279-0672-415.31-06 $ 150,000 The South Bend Technology Resource Center (TRC) is the subgrantee, passing throy5lh the giant for IT wipild? ce Va1Ping. Lilly Endowment awarded otre tame a grant or t e project entitled, "Labs for Industry Futures and Transformation (LIFT) Network: Driving Economic Prosperity in South Bend — Elkhart through Applied Learning and Research" for the purpose of create and launching the Labs for Industry Futures and Transformation (LIFT) Network for the South Bend Elkhart Regional Partnership. 2019 Budget Amendments 12/312019 Page 1 Common Council Approved #W##/19 - Bill No. ##-19 Fund Name Dept Name Division Name COPS MORE Grant _ Police Dept Police COPS MORE Grant Police Dept Police City of South Bend, Indiana December 2019 Additional Aoorooriation Reauests - Civil City Funds (increase or decrease in total fund expenditures) December 2, 2019 Budget Fiscal Officer/ Account Project Increase/ Account Name Contact Name Number Code (Decrease) olies / Other Operating Supplies 1 Renate Matousova 295-8100-421.22-24 S 80.001 Vehicle/Equipment Leasing Admin & Finance Admin & Finance Debt Service / Vehicla/E ui ment Leasing Admin & Finance Admin & Finance Debt Service / Vehicla/E ui ment Leasing Admin & Finance Admin & Finance Services / Mist Vehicle/Equipment Leasing Admin & Finance Admin & Finance Debt Service / Vehicle/Equipment Leasing Admin & Finance Central Services Capital / Motor Vehicla/E ui ment Leasing Public Works Streets Capital / Motor Vehtcle/Equipment Leasing Public Works Solid Waste Capital / Motor Vehtcle/Equipmenl Leasing Public Works Sewers Capital / Motor Vehicle/Equipment Leasing Public Works Wastewater Capital / Motor Vehtcle/Equipment Leasing Police Dept Police Capital / Motor Vehicle/E ui ment Leasing Fire Dept Fire Capital / Motor Vehicle/Equipment Leasing Code Enforcement Code Enforcement Capital / Motor Justification I Federal JAG Grant latousova 295-8100-421.39-89 13.350 Disbursement of Coun 's portion of the 2018 Federal, $ 93,350 Shirk 750-0000-413.38-01 $ 27,927 2016 Lease 3 - close out lease Shirk 750-0000 113.38-02 2.822 2016 Lease 3 - close out lease Shirk 750-0000-413.39-89 250 Origination fee Shirk 750-0000413.38-01 71.000 2018 Lease 2 - close out lease Shirk 750-0605-419.43-02 9,654 Bids came in under budget Shirk 7w-ow-431.43-w 769,234 Didn't lease as much equipment in 2019 Shirk 750-0610-791.43-02 719,498 2019 Lease 1 - Trash trucks Shirk 750-0621-792.43-02 58,655 2017 Lease 1 substitute - Sewers crew truck Shirk 750-0630-793.43-02 101,400 2017 Lease 1 substitute - Wastewater front end loader Shirk 750-0801-421.43-02 (42,585) Bids came in under budget Shirk 750-0901 422.43 02 400,159 2018 Lease 1 - Final payment on aerial fire truck Shirk 750-1201-415.43-02 58,608 2019 Lease 1 - Code Enforcement pickup trucks $ 2,540,646 Capital Protects 2017 Park Bond Capital VPA Series A (Capital / Land Improvements Series B I Capital / Land Improvements Series C Capital / Land Improvements Series D Capital / Land Improvements Ken Glowacki Ken Glowacki Ken Glowacki Ken Glowacki Ken Glowacki Ken Glowacki Ken Glowacki Ken Glowacki Kan Glowacki Ken Glowacki _ I Kan Glowacki 471-1130-452.42-01 $ 49,331 lAppropriate the remainder of the 2017 Park Bond proceeds 2017 Park Bond Capital 2017 Park Bond Capital_ 2017 Park Bond Capital 2017 Park Bond Capital 2017 Park Bond Capital 2017 Park Bond Capital 2017 Park Bond Capital 2017 Park Bond Capital 2017 Park Bond Capital 2017 Park Bond Capital VPA 471-1131-452.42-01 7.000 jAppropriate the remainder of the 2017 Park Bond proceeds VPA 471-1132-452.42-01 1,012,378 lAppropriate the remainder of the 2017 Park Bond proceeds VPA 471-1133-452.42-01 1,163,201 Appropriate the remainder of the 2017 Park Bond proceeds VPA Series E Capital / Land Improvements 4711-1134452.42-01 804,000 Appropriate the remainder of the 2017 Park Bond proceeds VPA Series F Capital / Land Improvements 471-1135452.42-01 726,326 Appropriate the remainder of the 2017 Park Bond proceeds VPA Series I Services / Other Professional Svcs 471-1137452.31-06 21,464 Appropriate the remainder of the 2017 Park Bond proceeds VPA Series I Series J Ca ital / Land Im rovements Capital / Land Improvements 471-1137452.42-01 191.893 Appropriate the remainder of the 2017 Park Bond proceeds VPA 471-1138452.42-01 7,304 Appropriate the remainder of the 2017 Park Bond proceeds VPA Ser es K I Series G Capital / Land Improvements Capital / Land Imorovements 471-1139-452.42-011 956,500 Appropriate the remainder of the 2017 Park Bond proceeds IVPA 471-1141-45242-011 1.114 404 Anmmnriate the remainder of thin 9017 Park Rnnd nmeaede 1 $ 6,053,801 General Fund Human_Ri hts Human Rights _ Human Rights Personnel / Salaried Wages Rahman Johnson Rahman Johnson 101-1008.415.10-01 $ 11,070 Human Rights Director position vacant during 2019 General Fund HumanRights Personnel / FICA 101-1008415.11-01 1,200 Human Rights Director position vacant during 2019 General Fund Human Rights Human Rights Personnel / PERF Rahman Johnson 101-1008415.11-04 1,400 Human Rights Director position vacant during 2019 General Fund Human RRRghts Human Rights Human Rights _ Human Rights Human Rights Personnel / Parental Leave - Rahman Johnson 101-1008415.11-29 Human Rights Director position vacant during 2019 - $ 13,710 Personnel / Salaried Wages Human Rights Federal Grants EEOC Rahman Johnson Rahman Johnson Rahman Johnson 258-1008415.10-01 258-1008415.11-01 258-1008415.11-04 $ 5.535 600 700 Director of EEOC given increase due to additional responsibilities because of the vacant Human Rights Director position Human Rights Federal Grants EEOC Personnel / FICA Human Rights Federal Grants EEOC Personnel / PERF Human Rights Federal Grants Human Rights EEOC Personnel / Parental Leave Rahman Johnson 258-1008415.11-29 20 Human Rights Federal Grants Human Rights HUD Personnel / Salaried Wages Rahman Johnson 258-1009415.10-01 5,535 Director of HUD given increase due to additional responsibilities Human Rights Federal Grants Human Rights HUD Personnel / FICA Rahman Johnson 258-1009415.11-01 600 because of the vacant Human Rights Director position Human Rights Federal Grants Human Rights HUD Personnel / PERF Rahman Johnson 258-1009415.11.04 700 Human Rights Federal Grants Human Rights HUD Personnel / Parental Leave I Rahman Johnson 258-1009415.11-29 20 $ 13,710 2019 Budget Amendments 12/32019 Page 2 City of South Bend, Indiana December 2019 Additional Aoorooriation Reouests - Civil City Funds (increase or decrease in total fund expenditures) December 2, 2019 Common Council Approved ##/##/19 - Bill No. ##-19 Budget Fiscal Officer/ Account Project Increase/ Fund Name Dept Name Division Name Account Name Contact Name Number Code (Decrease) Justification Human Rights Federal Grants Human Rights HUD Partnership Funds Services /Other Professional Svcs Human Ri his HUD Partnership Funds Services / Printing & Advertising Human Rights HUD Partnership Funds Services / Education & Training Human Rights HUD Partnership Funds Services / Misc Charges & Svcs Rahman Johnson 258-1040-415.31-06 $ 16,000 ro riate budget to spend HUD partnership funds awarded from prior years that need to be utilized in order to meet HUD Human Rights Federal Grants Rahman Johnson 258-1040-415.33-01 18,000 Human Rights Federal Grants Rahman Johnson 258-1040-415.39-70 5,000 requirements. HUD Partnership is funding to provide supplemental programming (i.e. advertising, community outreach, etc...) Human Rights Federal Grants Rahman Johnson 258-1040-415.39-89 Amy Shirk 226-0419-672.22-23 $ 42,000 $ 47,337 Expenses related to 2018 flood damage Liability Insurance Admin & Finance Catastrophic Events Su lies /Recreation Su lies Liability Insurance Admin & Finance Catastrophic Events Services / Building R&M Amy Shirk 226-0419-672.36-01 7,710 Expenses related to 2018 flood damage Liability Insurance Admin & Finance Catastrophic Events Capital / Building Improvements Amy Shirk 226-041"72.42-02 205,021 Expenses related to 2018 flood damage Liability Insurance Admin & Finance Catastrophic Events Capital / Streets & Mays Amy Shirk 226-0419-072.42-03 33,035 Expenses related to 2018 flood damage Liability Insurance Admin & Finance Catastrophic Events Capital / Motor Equipment Amy Shirk 226-0419-672.43-02 Expenses related to 2018 flood damage $ 316.115 IT / Innovation / 311 Innovation & Tech Information Technology Services / Computer Equip R&M Amy Shirk 279-0672-415.36-04 $ 550.000 Metronet build -out budgeted in 2018 but paid for in 2019. The PO was mistakenly closed in 2018. Cumulative Capital Development Police Dept Police Services! Debt Service Pdnci al Renate Matousova 406-0801-470.38-01 $ 7,156 Increase to cover 2019 vehicle lease payment, capital lease cost came in slightly higher than anticipated Police Pension Police Dept Police Pension Personnel / Retiree Wages Renate Matousova 702-0803-702.10-07 $ 70,000 Higher pension costs than anticipated, costs will be full reimbursed by the State in 2020. Health Insurance Admin & Finance Admin & Finance Services / Claims Administration Amy Shirk 711-0401-671.34-18 $ 240,000 Supported by pharmacyrebate revenue Parental Leave Admin & Finance Admin & Finance Personnel / Salaried Wages Amy Shirk 714-0000-671.10-01 $ 40,000 Increased participation in the parental leave program Smart Streets Debt Service 1DCI DCI Services / Paying nt Fees Amanda Pietsch 756-1001.460.3t1-03 $ 650 JPaying agent fee schedule was submitted after 2019 budget was approved. We budgeted $1,000; actual fee is $1,650. $ 1,265,921 1 $11,987,394 Total CMI City 2019 Budget Amendments 12WO19 Page 3