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HomeMy WebLinkAbout08-23-05 Personnel & Finance Personnel and finance Committee 2005 South Bend Common Council The August 23,2005 meeting of the Personnel and Finance Committee was called to order by its Chairperson, Council Member Roland Kelly at 3:30 p.m. in the Council Informal Meeting Room. Persons in attendance included Council Members Puzzello, Varner, Kuspa, Pfeifer and Kelly; Mayor Stephen Luecke, Mary Ann Myers, Mikki Dobski Shidler, Park Superintendent Phil St. Clair, Administrative Director Betsy Harriman, Fiscal Officer Bill Carleton, Chad Kilmer, Administrative Director Betsy Harriman, Fiscal Officer Bill Carleton, Chad Kilmer, Mike Dyszkiewicz, Susan O'Connor, Greg Bockheim, City Clerk John Voorde, City Attorney Charles Leone, Lonnie Douglas, City Controller M. Catherine Fanello and Kathleen Cekanski-Farrand, Council Attorney. Council Member Kelly called for a presentation on the proposed 2006 Park Department budget. Park Administration(Fund#201-1100) 2006 Revenues $11,728,372 Park&Recreation Maintenance(Fund#201-1101) 2006 Revenues $ 4,701,393 2006 Expenditures $ 4,696,183 Park&Recreation Golf Division(Fund#201-1102) 2006 Revenues $ 1,738,000 -2.1% 2006 Expenditures $ 1,699,424 Park& Recreation Division (Fund#201-1103) 2006 Revenues $ 1,523,029 -20% 2006 Expenditures $ 1,537,336 Park& Recreation Potawatomi Zoo (Fund#201-1104) 2006 Revenues $ 1,856,381 13.4% 2006 Expenditures $ 1,719,729 5.9% Park&Recreation Non-Reverting Operating Fund(Fund#203) 2006 Revenues $ 999,751 4.1% 2006 Expenditures $ 826,999 -3.3% Park&Recreation Maintenance Special Events Non-Reverting Operating(Fund# 272) 2006 Revenues $ 13,020 -82.3% 2006 Expenditures $ 22,832 Park Superintendent Phil St. Clair made the presentation. He began with introducing the staff members present. He provided two (2) handouts to the Committee namely a 2-page document entitled "South Bend Park Department Fund 201 2006 Budget Changes" (copy attached) and a August 23,2005 Personnel and Finance Committee Meeing Minutes -page 1- 13-page document entitled"2006 South Bend Parks&Recreation Department Proposed Budget" (copy attached). He then reviewed these documents with the Committee. Dr. Varner inquired about the GPS lease. Chad Gilmer stated that there is a 5-year agreement where there are fixed costs for two (2)years and the lease figure remains constant. In response to a question raised by Council President Pfeifer, Mayor Luecke noted that tree trimming is continuing in the tree lawn areas and that trees are replaced as they are removed. Mr. St. Clair noted it would take at least five (5) years to trim trees in the tree lawn throughout the city. Mr. St. Clair noted that user fee revenue has doubled since 2001. The Special Events budget reflects dropping the Summer in the City event. He noted that Studebaker Golf Course continues to close the gap in its finances; that the Cove is profitable; and that the Recreation Division is profitable. Council Member Puzzello inquired about the Park Master Plan. Mr. St. Clair stated that "in large part it is being implemented" and acts as a blue print or guide for his department. He added that splash parks are proposed at the Charles Black Center and two(2)other centers. Council Member Kelly complimented the golf operations and noted that South Bend has a great park system. He then called for a presentation on the Mayor's proposed budget. Mayor's Department (General Fund# 101-0101) 2006 Expenditures $790,517 2006 Increase $ 20,255 2.6% Manager of Secretarial Services Mary Ann Myers made the presentation. She reviewed a 2-page handout entitled "Mayor's Office 2006 Budget Presentation August 23, 2005" (copy attached) noting that they are in general compliance with the City's budgetary guidelines. They eliminated their membership with the US Conference of Mayors; and reduced postage, travel, and subscriptions. Promotion has been increased by$4,000; personnel is up 5%; and there is an 18% increase in self-insurance. Mikki Dobski Shidler provided copies of last year's "South Bend, Indiana Progress Report" (copy attached), an "Important Numbers" item and the new bookmark highlighting facts about South Bend(copies attached). She noted that they are trying to close the"perception gap" about the city so that it will be seen and viewed as a "destination place". She showed the new long-sleeve t-shirts and a clock-calculator which are used to promote the city. They use media training for all department heads and are working on an"answer book"about the city. Dr. Varner suggested that they consider using a CD format to promote South Bend also. Council President Pfeifer noted that she is glad to hear that the city is stepping up its marketing and communications, since "South Bend should not be in the shadow of Notre Dame". Board of Public Safety (General Fund# 101-0103) 2006 Expenditures $17,000 August 23,2005 Personnel and Finance Committee Meeing Minutes -page 2- City Controller M. Catherine Fanello noted that the proposed budget is identical to 2005's. City Clerk's Office (General Fund#101-0201) 2006 Expenditures $316,300 2006 Increase $ 13,327 4.4% City Clerk John Voorde made the presentation. He noted that by moving around monies his office was able to generally stay within the guidelines which were suggested. He has reduced professional services from $6,000 to $415. Travel and promotion has been increased since South Bend will be hosting the Indiana City Clerks/Clerk-Treasurers Conference next year. Mr. Voorde noted that he has been appointed to the Board of Directors of the Indiana League of Municipal Clerk-Treasurers. He noted that neither he nor his staff will be attending the IACT Convention in Fort Wayne since it conflicts with the Common Council's meeting. He also noted that he has joined the International League of Clerks and Treasurers with his own money and not taxpayer monies. Dr. Varner inquired about the estimated costs for next year's conference which will be held in South Bend. Mr. Voorde stated that he is uncertain, however the Mishawaka City Clerk will be budgeting $1,500 to help co-host this event. Mayor Luecke stated that Mikki Dobski Shidler will also be helping in organizing and in seeking sponsorships for that convention. Mr. Voorde noted that he continues to have interest in having legislation drafted which would essentially eliminate the position of City Clerk as an elected position for cities which do not have a city court. Mr. Voorde stated that Chief Deputy Mary Beth Wisniewski and Deputy Janice Talboom are exemplary employees. Winnoa is working well in the Ordinance Violations Bureau and Jennifer works on Ordinance Violations Bureau items and takes the initiative to look for other things to do; noting that that is why he suggested to the Council President that Jennifer could be the person who would be designated to assist the Council on a part-time secretarial/computer basis, if necessary. He noted however that the City Clerk's Office should be an "information center" and he continues to work with two(2)vendors and Bob Allen so that this will be a reality. He inquired about the City's travel policies, to which Dr. Varner and Council Member Puzzello stated that the Clerk's Office is separate from the Administration. Mayor Luecke noted that the personnel policy manual should be amended to show that distinction, noting that Mr. Voorde would have to approve all travel requested by his staff Common Council (General Fund# 101-0301) 2006 Expenditures $351,416 2006 Increase $ 8,148 2.4% August 23,2005 Personnel and Finance Committee Meeing Minutes -page 3- Council President Pfeifer made the presentation. She noted that the budget includes the 18% self-insurance cost increase as well as the mandated increases for PERF. The 2% increase was used legal services. She noted that she continued to budget for a 1/2 position for next year for a Council secretary. She noted that no Council Members responded to her email setting forth the City Clerk's proposal on this position. Kathleen Cekanski-Farrand, Council Attorney then provided a multi-page "Council Attorney Annual Report" (copy attached) which she noted summarizes key legal services provided to the Council this year. She stated that she has also included several "performance review" forms in light of discussions held earlier this year and urged the Council to review them so that a process could be completed before the end of the year. She added that she also was attaching to the annual report copies of the four (4) pamphlets which she developed in conjunction with the Council addressing Council procedures, tax abatement, zoning and the Standing Committees of the Council; and that the City's Print Shop had printed enough copies of this year's spiral-bound Council brochure for the Council which she has provided to the Council President, along with one for this Committee meeting(copy attached). Controller's Department of Administration&Finance (General Fund# 101-0401) 2006 Expenditures $1,636,200 2006 Decrease $7,361,005 -81.8%* Capital to be determined in February 2006 City Controller M. Catherine Fanello made the presentation. She noted that professional services and postage have been reduced; and that the merit bonus system has been eliminated. Dr. Varner inquired about the IT Division and the status of the City's website. Ms. Fanello stated that after the budget process is completed that the City's website will be her # 1 priority. In response to a question from Council Member Kuspa, Ms. Fanello stated that Sagamore is the lobbyist in Washington,D.C., and that they are affiliated with Baker&Daniels. Dr. Varner inquired whether they have offices in Indiana,to which no one had an answer. Legal Department (General Fund# 101-0501) 2006 Expenditures $887,906 2006 Increase $ 20,916 2.4% City Attorney Charles Leone made the presentation. He noted that salaries are proposed at the 2% recommended rate, and that all other line-items are in keeping with the City's budget guidelines. He noted that his department is now utilizing an electronic method of accessing data on a contractual basis at$27 per month per lawyer. In response to a question from Council President Pfeifer, Mr. Leone noted that each attorney is assigned to work in specific areas and that they do overlap to cover when an attorney is absent from the office. August 23,2005 Personnel and Finance Committee Meeing Minutes -page 4- Human Rights Commission (General Fund# 101-1008) 2006 Expenditures $287,636 2006 Increase $ 1,467 0.5% Human Rights Commission (Fund#258-1008) Equal Employment Opportunity (Federally Funded) 2006 Revenue $104,300 0% 2006 Expenditures $ 72,638 Department of Housing& Urban Development Fund (Federally Funded) (Fund#258-1009) 2006 Revenue $103,000 -8.85% 2006 Expenditures $116,801 4.5% Human Rights Director Lonnie Douglas made the presentation. He noted that the Hearing Officer has been moved from the General Fund and is now in Fund #258-1009, which is federally funded. He anticipates close to the same amount of federal funding as has been received this year. Personnel increases are proposed at 2%. Training in Washington, D.C. is mandatory for two (2) session with a 3rd session beginning this Fall. Education and training in Fund#258-1009 has been reduced from$10,000 to $6,844. Council President Pfeifer questioned the proposed reduction in the education & training line-item, and was surprised that there is not more for education. Mr. Douglas stated that that line-item is used to fund the "Human Rights Awareness &Awards" banquet which is held in April. He noted that HUD requires one (1)major event to be held each year. There have been 10-12 trainings to date this year. He noted that sponsors can also be found for such efforts. Council Member Pi'zzello inquired about the amount of money raised from fines. Mr. Douglas stated that their goal is to"make everyone whole"; and thus focus on education and training. They are proactive in this regard. There was one fine 5-6 years ago for$1,500. Council President Pfeifer requested a status update. Mr. Douglas noted that violations in the housing area involving race and sex are occurring. His office partners with a group from southwestern Michigan to address such discrimination. They also partner with EEOC for day-long training sessions which will be held this Fall and will focus on women and the disabled and their housing needs and rights. Council President Pfeifer noted that in light of the growing number of elderly, is there a growing trend of age discrimination. Mr. Douglas stated that there is a federal law prohibiting age discrimination, however there is not a state or local law. His office keeps statistics in this area and believes that there have been about 300 age discrimination cases this year,all of which have been referred to EEOC. August 23,2005 Personnel and Finance Committee Meeing Minutes -page 5- In response to a question from Council President Pfeifer, Mr. Leone noted that the city is derivative of the state with regard to its legal authority, which may create a problem of enforcement without such a state law addressing age discrimination. The Council Attorney noted that Michigan City passed an ordinance addressing age discrimination, however she is unaware of their legislative history in this area and whether it has ever been challenged. Mr. Douglas stated that when companies downsize, there are usually more age discrimination complaints. Redevelopment Commission-Football Hall of Fame Bond(Fund#313) 2006 Revenue $1,418,483 2006 Expenditures $1,406,900 College Football Hall of Fame(Fund#377) 2006 Revenue $841,177 2006 Expenditures $632,000 Mayor Luecke noted that the City is "holding at the level which the Council set for 2005". He then asked Rick Walls, the Executive Director of the College Football Hall of Fame to address the Committee. Mr. Walls stated that he is revamping many operations and that soon there will be many new things to see. The Foundation has a new president, Steve Hatchell; Archie Manning is the new Director of Development; and Margaret Mason is the Director of Marketing. There will be a Gridiron Luncheon on September 20, 2005 in Bloomington, Indiana where Mike Ditka will be the speaker. Monies raised at that luncheon will be split with the local chapter. There is also a luncheon to be held in Springfield, Ohio where Mike Ditka will be the speaker and the proceeds will be split. Mr. Walls stated that there are 119 chapters throughout the country. The College Football Hall of Fame will be featured in 192 newspapers, there will be 186 TV ads, and ESPN will have spots on the radio. Weber Grills will host a cookout on August 31,2005 with a live satellite feed from the Hall of Fame Weber tailgating party.. Mr. Walls stated that they are looking at ways to"drive the budget down". Coach Lou Holtz will speak at Outback which will raise $20-$30,000 and there will be 200 attendees. Dan Marino has agreed to autograph materials and will occasionally be a speaker. The recent enshrinement dinner & show received good reviews. Two (2) high school students from each of the fifteen (15) regional high schools were in attendance, and more interaction with high schools is planned.$115,000 has been saved this year in operating expenses. Attendance has been about 31,000 for the first six (6) months with 8-10,000 of this number being persons who have attended a press box event attraction. 200 events will generate $300,000 for Center Plate and $30,000 for Century Center. BYU, Tennessee and Michigan State football teams will visit the Hall; and 800 USC fans will tailgate at the Hall the morning of the USC/ND game in October. If there are any excess monies he proposes that they be placed in the Hall of Fame endowment fund. Dr. Varner objected to that proposal. August 23,2005 Personnel and Finance Committee Meeing Minutes -page 6- Mr. Walls stated that sustaining the long-term viability of the Hall and being a good partner with the community are two (2) of his key priorities. The "Play it Smart" program at Clay High School has worked well and he would like to get the program into more schools. There are issues with the gift shop; and he anticipates that they will have on-line sales in the near future. A photographic archives for revenue purposes is being developed. He has ten (10) full-time employees and fifteen (15) part-time employees; and 132 volunteers with this number being the one he would like to double. Mr. Walls stated that they are working on a TV show which will air later this year on ESPN. A new website is being developed and they are moving ahead full-steam. Dr. Varner thanked Mr. Walls for the sharing of information, but noted that the city heard positive reports from Host Communications in the past. He then gave Mr. Walls a copy of a letter which he had sent to former Director Bernie Feeney. Dr. Varner noted that the Council is not bound to fund the operation as proposed by the Administration. He stated that he does not fault Mr. Walls efforts, however he believes that there must be a serious reduction in funding from the city, especially if there are only 4,000 people who pay the full-rate to attend the Hall. Dr. Varner noted that the citizens were promised that the Hall would be self-sustaining and that there would be no city dollars needed to fund its operations. He wished Mr. Walls the best, however he noted that he does not know the status of the interim agreement. He stated that he would like another reduction this year. Mr. Walls stated that people do not understand the attendance numbers and the financial structure of the Hall. He stated that 2/3 of the people who visit the Hall come from outside the community. He stated that negative reports in the newspaper do not help, and he believes that we need to maintain a positive outlook. He intends to work to make the Hall as viable as possible,noting that they will be changing the marketing company. Mayor Luecke stated that he appreciates Dr. Varner's remarks. He believes that Rick will be a better manager than Bernie and that both of them are great promoters. He added that the new Foundation President brings a different approach and hopefully it will have more productive efforts. Council Member Kelly stated that he is probably closer to the Hall than any other Council Member. He stated that he is impressed with what Rick Walls has done so far and he is looking forward to having him execute the plans he has outlined. Council Member Kelly stated that there have been some honest mistakes early on,but the Hall is beautiful and there are lots of new ideas to make it a success. Dr. Varner questioned why naming rights for the Hall have never been achieved, noting that for some reason the Hall has not been chosen. Mayor Luecke stated that naming rights are for higher venues. Mr. Walls added that there may be a firm out there interested in naming rights and that that will be pursued. Council President Pfeifer inquired about the traveling van. August 23,2005 Personnel and Finance Committee Meeing Minutes -page 7- Mr. Walls stated that when the van was sent to Florida it did not result in new attendees. The van will be used in parades, at schools and at high school football games. Council President Pfeifer voiced support for more interaction with high schools. She suggested that there should be an exhibit for historically Black colleges and historically black bands.. She then inquired about the number of minorities who work at the Hall. Mr. Walls stated that one Administrative Assistant is a minority; one part-time employee is a Latino and five (5) of the full-time employees are women. He also noted that he plans to develop relationships with Hall of Fame candidates early. Council Member Puzzello suggested that a tour of the Hall for the Council should be arranged. Council Member Kelly thanked Mr. Walls for his presentation, and then adjourned the committee meeting at 6:15 p.m. Re tfully submitted, Council Member Roland Kelly, Chairperson Personnel and Finance Committee KCF:kmf Attachments August 23,2005 Personnel and Finance Committee Meeing Minutes -page 8-