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Home My WebLink About08-12-19 Personnel and Finance &souTfill ti ^\r U � d w a; PEACE 3� 1865 OFFICE OF THE CITY CLERK DAWN M.JONES, CITY CLERK PERSONNEL& FINANCE AUGUST 12, 2019 3:30 P.M. Committee Members Present: Karen White, Jo M. Broden, John Voorde, Regina Williams-Preston Committee Members Absent: None Other Council Present: Tim Scott, Sharon L. McBride, Gavin Ferlic Other Council Absent: Jake Teshka, Dr. Oliver Davis Others Present: Graham Sparks, Lisa Horton, Bob Palmer Presenters: Dan Parker, Denise Riedl Agenda: Bill No. 25-19- Additional Appropriation Ordinance Procurement Committee Chair Karen White called to order the Personnel and Finance Committee meeting at 4:06 p.m. He introduced members of the Committee and proceeded to give the floor to the presenters. Bill No. 25-19- Additional Appropriation Ordinance- Procurement Dan Parker, City Controller, with offices of the 12th floor of the County-City building stated, So, the bill that you have before you, Bill No. 25-19 is an additional appropriation out of our General Fund. Actually, out of the Mayor's Office budget and the general funding for right around $180,000. This is specifically for the hiring of a firm 21-CP to conduct an assessment of the South Bend Police Department practices around body cameras,use of force policies and really just assess how our Police Department policy compares to nationally recognized standards and national best practices. I am happy to answer any questions. Laura O'Sullivan is here as well who knows more about this and can answer questions as well. Committee Chair Karen White stated, You may want to make mention, even though I think $180,000 is being appropriated, but that might not necessarily be the total amount that will be spent. INTEGRITY' SERVICE ACCESSIBILITY JENNIFER M.COFFMAN BLANCA L.TIRADO GRAHAM D.SPARKS 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 574.235.92211f 574.235.9173 I www.southbendin.gov 0CITY OF SOUTH BEND I OFFICE OF THE CLERK Mr. Parker replied, Correct. Yeah, so that is the quote that we received for the full scope of the project if we were to go all in. We can scope this with the City however we see fit. Whatever we need, and whatever processes we want to review. So we're asking for the full amount so that we have the flexibility to scope this appropriately, but we may not reach that full $180,000. Laura O'Sullivan, Chief of Staff, Mayor's Office,with offices on the 14th floor of the County-City building stated, Yes, we're in contract negotiations right now with them, so we haven't engaged them yet. Again,this would be making sure that money is ready to go if we decided to go with this group. Committee Chair Karen White asked, What would be the time frame that you'd be looking at in terms of looking at the engagement or securing the firm? Ms. O'Sullivan replied, Sure. We're going back and forth with the contract right now. I would say by the end of month, or September 1st Committee Chair, Karen White stated, We do have a quorum. Councilmember Broden has joined us and we're now discussing the bill that's before us. Committeemember Tim Scott asked, Was the Police Department involved with the decision on this? Ms. O'Sullivan replied, Yes. Public Safety and the Chiefs. Committeemember Tim Scott asked, Has the FOP been informed? Ms. O'Sullivan replied, Yes, we mentioned it when the Mayor met with them mid-July. Committeemember Tim Scott asked, Was there any reaction from them? Ms. 0' Sullivan replied, No. Not really. Committeemember Jo M. Broden stated, The only question I have is scope and permission and I might not have that in terms of what are we looking for. Has that been sketched out anywhere? Did I miss that in the presentation? Ms. O'Sullivan replied, No, that's okay. So, we are in the middle of a contract negotiation right now. This appropriation, in terms of the scope would be to either make it very large or smaller. So, the$180,000 would be if we went all in on the entire thing. What we're basically looking at is an assessment of the policies, procedures, processes, structures, training, staffing and technology for the Police Department on use of force, body worn cameras via street policing, accountability, community engagement and participation.Then other topics that you might identify.Also,the idea is to identify all the great things that the Police Department is doing and then also take any recommendations for improvements that they might find. Committemember Jo M. Broden asked, How does this incorporate the meetings that are currently being held that you're inviting the public to? EXCELLENCE ACCOUNTABILITY 1 INNOVATION INCLUSION 1 EMPOWERMENT 455 County-City Building 227W.Jefferson Bvld i South Bend,Indiana 46601 p 574.235.9221 f 574.235.9173 TTD574.235.5567 www.southbendin.gov 2 CITY OF SOUTH BEND OFFICE OF THE CLERK Ms. O'Sullivan replied, So yes, we've informed them that we're doing these. So this'll be part of the overall processes we are working with for public safety. Committeemember Karen White stated, Okay. Here is where I would say anyone for the public portion can ask questions, but there is no one from the public present today, so I'll bring it back to the Committeemembers to see if you have a recommendation regarding Bill No. 25-19. Committemember Jo M. Broden stated, I guess I really have trouble with the scope right now, it being undefined. So, in general terms I'll actually second it and we can determine it at the Council Meeting. Councilmember John Voorde made a motion to send Bill No. 25-19 to the full Council with a favorable recommendation. The motion was seconded by Committemember Jo M. Broden and carried with a voice vote of five(5) ayes. Committee Chair Karen White stated, I asked that same question about the scope and the scope will be more clearly defined. The City has not entered into any type of agreement on the scope and what that should look like, but also those areas that will be shared with them. I would suggest as you're moving towards agreement, make sure that the council is involved in terms of what that scope is going to look like, the length of the contract, and also the expectations. Those are some areas that I would recommend that we needed to look at. Ms. O'Sullivan stated, Just as Karen mentioned, we're in negotiations on the contract right now. So as soon as we get that more defined on what the scope will be, we'll be happy to share that with all of you. Committemember Jo M. Broden replied, I like what you did in terms of the broad parameters of what you're going after, but unless I missed it, I did not actually see in our public, and for public review, the scope. So, my voice, you know, from my district, you know, it would be on ungrounded. Not that I personally don't think that this would be great, but in terms of delineating out that scope so that then the broader public could comment on it. And then I would feel empowered by members of my district, go for it or amend it, or change it. I'm not certain, unless I missed it in the actual filing of this. Mr. Parker stated, Right. And so, I think what Laura mentioned is that actual contract is still being negotiated. So think about that what we're doing here is only appropriating the money. So think about it as you would think about the budget,right? So we appropriate a certain amount of money for a specific priority. You may not know exactly how much money the final amount is going to be because it's to be determined what the actual scope will be, but we're appropriating a specific amount of money to say this is the amount of money that we are willing to spend on it potentially. And so that's all that this bill is doing. So, the scope will be determined within the context of that upper limit. But that doesn't mean we actually have to reach that upper limit or even spend it at all. I mean it's possible that we would negotiate, and we could say, Hey,this doesn't make sense. This doesn't work. This is just allowing us to negotiate and potentially spend that money. EXCELLENCE ACCOUNTABILITY I INNOVATION I INCLUSION I EMPOWERMENT 455 County-City Building 227 W.Jefferson Bvld South Bend.Indiana 46601 p 574.235.9221 f574.235.9173 TTD574.235.5567 www.southbendin.gov 3 1110 CITY OF SOUTH BEND OFFICE OF THE CLERK With no further business,Committee Chair White adjourned the Personnel and Finance Committee meeting at 3:38 p.m. Respect 1 Submitted, Karen ite, Committee Chair EXCELLENCE ACCOUNTABILITY INNOVATION INCLUSION EMPOWERMENT 455 County-City Building 227 W.Jefferson Bvld South Bend,Indiana 46601 p 574.235.9221 f 574.235.9173 TTD574.235.5567 www.southbendin.gov 4