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HomeMy WebLinkAbout09-02-03 Personnel & Finance t � lominttt* deport erzot ut1 au4 finarcrt Cominitbee The September 2,2003 meeting of the Personnel and Finance Committee was called to order by its Vice-Chairperson, Council Member David Varner at 3:30 p.m. in the Council Informal Meeting Room. Persons in attendance included Council Members White, Kuspa, Kirsits, Varner, Kelly and Coleman, Mayor Stephen Luecke, City Controller Rick 011ett, Park Superintendent Phil St. Clair, Parks Administrative Director Betsy Harriman, Fiscal Officer Bill Carleton, Director of Recreation Susan O'Connor, Potawatomi Zoo Director Greg Bockheim, Marketing Director Mark Bradley, Human Rights Director Lonnie Douglas, City Attorney Charles Leone, and Council Attorney Kathleen Cekanski-Farrand. Dr. Varner noted that in the absence of the Personnel and Finance Committee Chairperson,Council Member James Aranowski, that he would be conducting the meeting. He noted that he would be asking for a presentation and that each presenter would then field questions. He noted that the Council Attorney would be in contact with City Controller Rick 011ett who would disseminate-the, Committee minutes and request each Department to respond to any areas which the Council requested additional information. Dr. Varner noted that there would be no Committee action taken on any proposed departmental budget,until after all presentations have been made. Dr. Varner then called for a presentation on the Parks and Recreation Department. 2004 Parks and Recreation Department 2003 Expenditures $1,082,070 Administration General Fund # 201-1100 2004 Expenditures $1,236,767 Total Expenditure Increase- $ 154,697 2003 Revenues $2,066,730 Expenditure Increase as a%: 15.7% 2004 Revenues $1,538,736 Park Superintendent Phil St. Clair made preliminary remarks. He noted that the Department's six (6) Divisions have been reduced to five (5) Divisions with concessions being merged. He stated that they are more conservative and more realisticon their projections. He stated that they will receive approximately$70,000 less in excise tax revenues. Fiscal Officer Bill Carleton provided a three-page handout entitled "South Bend Park Department Proposed Budget Summary Report for the Fiscal Year 2004" (copy attached). He noted that two (2) positions would not be filled namely the assistant in the former Concessions Division and the General Curator. The contractual area has increased as a result of taking over the 5-year lease obligation on fleet vehicles. He noted that overall the Department's budget will reflect a 6.2% increase over the current year. Dr. Varner inquired about the usage of GPS and it was noted that people are willing to pay to use it with net income projected to be between $30,000 to$35,000. Dr. Varner requested copies for the last two (2) years on the accounting for Blackthorn Golf Course which is managed by Meadow Brook Golf. Mr. 011ett stated that the Administration receives monthly reports and would see that the last two (2) years of reports would be made available to the Council. Dr. Varner inquired about the$2,060,534 in the contractual line item. Mr. Carleton stated that this line item includes costs for liability insurance,electricity,natural gas,veterinary services,etc. z s i I.i Dk/1111 l anti i'iiuuit.e lA,11L lllt Lee JepieiItIe1 L., 4UUY 1Qi'l.L. vnectur of recreation Susan I/Connor noted that they have taken on concessions for their programs, with two of the largest programs being softball and the skateboard park. They have made proposed cuts in travel and subscriptions. in response to questions from Council President White, it was noted that Special Events include the East Race Concerts, the skate park special events, and the softball events. Susan O'Connor noted that the skateboard park has had 3,249 residents and 1,160 non-residents in attendance. Expenditures were $11,043 for a net profit of$7,593.00. She noted that the attendance numbers are not what they had projected and as a result they have made staff cuts. She noted that they have not been full all the time with weather being one factor affecting the overall attendance. 2004 Parks and Recreation Department 2003 Expenditures $179,142 Special Events Nonreverting Fund # 272 2004 Expenditures $167,643 Overall Expenditure Increase,excluding capital - $ 8,501 2003 Revenues $174,250 Expenditure Increase as a%,excluding capital-: 5.3% 2004 Revenues $175,750 Susan O'Connor noted that they are working on marketing and infra-structure proposals. In light of the problems at this year's Summer in the City Festival, they are working on changes including moving the festival location. Council President White inquired about safety issues involving the Summer in the City Festival. Ms. O'Connor noted that there will be a cost for added security which is currently paid for in the South Bend Police Department budget. Ms. O'Connor noted that Mayor Luecke would be presenting proposed changes on the Summer in the City Festival to the Council at a later date. Dr. Varner inquired about projections for "Donations (Sponsorships)" which was budgeted in 2003 at $64,000; projected to be $35,019; and the 2004 proposed budget is at $65,000. Ms. O'Connor noted that they have taken "a major hit" in this area and that they have to rebuild trust back into the community. Dr. Varner stated that the projected $65,000 for 2004 in donations and sponsorships will be hard to explain, and suggested that the City Administration reconsider this amount. Phil St. Clair noted that the Park Administration has a net $2,694,609 Dr. Varner inquired about the East Race User fees. Susan O'Connor stated that they have cut hours of operation at the Fast Race by eliminating all week day hours and being open to the public only on weekends. Tennis revenues are also down. Council President White inquired about the greenhouse. Mr. St. Clair stated that they have real problems at this facility. He stated that the South Bend Community School Corporation has stopped taking field trips to the greenhouse and have stopped field trips to the zoo. Mr. Noted that the greenhouse is in need of major renovations. Council President White inquired about a progress report on improvements on Greenlawn Avenue. She noted in particular the portion between Potawatomi Zoo and Adams High School, and asked when it would be completed. She stated that she recalls that it was to be completed by this Fall and that representations with regard to lighting, walking paths, etc., were made to the residents. Personnel and Finance Committee September 2, 2003 Page 3 Mr. St. Clair stated that the project is controlled by the South Bend Community School Corporation. Mr. St. Clair stated that he would ask for an update from them on the completion of the area between Potawatomi Zoo and Adams High School and report back to the Council. 2004 Parks and Recreation Department 2003 Expenditures $1,499,562 Potawatomi Zoo Fund # 201-1104 2004 Expenditures $1,587,418 Overall Expenditure Increase,excluding capital - $ 87,856 2003 Revenues $1,187,081 Expenditure Increase as a%,excluding capital-: 5.9% 2004 Revenues $1,667,481 2004 Revenue Decrease$104,000 Down 22.4% Potawatomi Zoo Director Greg Bockheim made the presentation. He noted that they would be eliminating the General Curator position and are re-organizing their relationship with the Zoo Society. In Iight of the merger of concessions, they can now provide catering services. Attendance is up and concessions sales have increased. They will be seeking NRPA accreditation which will take approximately one year. 2004 Parks and Recreation Department 2003 Expenditures $1,395,905 Recreation Division Fund # 201-1103 2004 Expenditures $1,527,618 Overall Expenditure Increase,excluding capital - $131,713 2003 Revenues $1,318,604 Expenditure Increase as a%,excluding capital-: 5.9% 2004 Revenues $1,527,619 2004 Revenue Increase,excluding tax allocation $44300 Up 23.3% Susan O'Connor made the presentation. She noted that increase reflect taking over concessions. Last year they decreased by 7.5%, with seasons being shortened, no Fall Lean to Swim sessions, and no week day services on the Fast Race. 2004 Parks and Recreation Department 2003 Expenditures $663,974 Recreation Nonreverting Fund # 203 2004 Expenditures $791,718 Overall Expenditure Increase $127,744 @ 19.2% 2003 Revenues $718,012 2004 Revenues $984,576 Council Member Kirsits voiced concern about kids riding bikes through the water park which has resulting in the little kids being intimidated. Council Member Kirsits also inquired about whether their were playground monitors,and whether the water is chlorinated. Mr. St. Clair stated that he does not believe that any staff is needed at the water parks. He stated that the water sprays on controlled by computers and that the water is not chlorinated. Dr. Varner inquired about the hours of operation at the water park, noting that he does not believe that the times are posted. It was noted that the water park is open from 10 am to 6 pm. Mr. St. Clair stated that there has been significant vandalism at the water park with even the day lilies being dug up and taken. He noted that vandalism is up at all city parks. Dr. Varner suggested that the hours be posted at the water park, noting that that may deter in part some of the vandalism. t r Personnel and finance Committee September 2, 2003 Page 4 2004 Parks and Recreation Department 2003 Expenditures $4,568,548 Maintenance Fund # 201-1101 2004 Expenditures $4,453,939 2003 Revenues $4,088,890 2004 Revenues $4,453,940 Mike Viskavich made the presentation. He noted that they are taking on added responsibilities in light 01 the storm damage. 'They also provide maintenance in the downtown plaza areas, the Southeast Park and the upcoming Frederickson Park. They no longer provide maintenance services in the City cemeteries, with this being given to private contractors at$30,000. It was noted that with the reduction of hours at the East Race the staff paid at time and one-half both full-time and part-time would be reduced. Betsy Harriman noted that she is involved with special events, the Cove, and Park security along with the Park Police. They have removed three (3) part-time park rangers. She noted that vandalism is a problem. Mark Bradley, Director of Marketing, noted that Matthew Moyer is now the Special Projects Manager and is involved in working on the proposed Park Master Plan. They hope to pursue accreditation, and are also looking for grants and sponsorships. 2004 Parks and Recreation Department 2003 Expenditures $1,349,786 Golf Division Fund # 201-1102 2004 Expenditures $1,611,319 2003 Revenues $1,478,000 2004 Revenues $1,800,601 Mr. St. Clair noted that Chad Kilmer could not be here today. $139,000 was lost at Studebaker Golf Course last year, and as a result they are looking at it. This year's losses are projected to be $20,000. 70%of the people using the GPS System at Elbel and Erskine are pleased with it. Dr. Varner noted that he has had several persons voice concern about the operations at the Studebaker Golf Course. Persons are concerned that the city may be proposing to close this golf course which serves a basic need for young golfers and persons who wish to go on a smaller course. Mr. St. Clair stated that they do not cut down the fairways and do not use as many chemicals at Studebaker(Jolt Course. "l'hey have also moved one employee out. In response to a question from Council Member Kelly, Mr. St. Clair stated that the Studebaker golf course employee was cut from $41,000 to$24,000 with her having the opportunity to give lessons to recoup the reduction. They are trying this on a trial basis. In response to a question from Council Member Kirsits, Mr. St. Clair stated that this same employee would continue as the manager of the ice rink. I 1 Personnel and Finance committee September 2, 2003 Page S Dr. Varner stated that to him it looks like they are trying to close down Studebaker. He noted that if that is the plan that there will be many disgruntled people. People have felt sate to drop off their children to play golf here,but in light of the staffing cuts,the atmosphere has changed. Dr. Varner asked that the Council be kept updated on Studebaker golf course. Mr. St. Clair stated that they do not plan to close Studebaker Golf Course. He noted that surveys will be make available at the golf courses and on the Parks website. He also noted that the Parks website was voted the best of parks and recreation websites for cities having a population between 75,000 to 200,000. They also received two(2) awards from the Indiana Department of Parks and Recreation. The 1st meeting on the proposed Park Master Plan will be tonight. Council Member Kirsits asked about the future plans for Rum Village in light of the storm damage. Mr. St. Clair stated that the first thing they are focusing on is cleaning it out. They are discussing using outside agencies, in-house, having the public come in, or selling the wood. At this point they have not ruled anything out, and they have not discussed replanting at this point. Council Member Kirsits suggested that new playground equipment is needed, and he would hope that it will be addressed in the new Park Master Plan. He noted that several neighborhood groups have brought this to his attention in addition to individuals. Council Member Kirsits also thanked Betsy and Mike for their assistance in responding to his requests this year. Dr. Varner thanked all of the Parks and Recreation staff for their presentations. 2004 South Bend Common Council 2003 Expenditures $408,924 General Fund # 101-0301 2004 Expenditures $427,166 Council President Karen L. White made the presentation. She presented a 12-page handout entitled"2003 Council President Report" and a 5-page handout entitled"Council Attorney Annual Report"(copies attached). Council President White noted that her chief objective has been to improve communication at all levels. She thanked the Council, the Council Attorney and the Mayor for their assistance to help enhance communications. She noted that she meeting monthly with the Mayor and that she instituted the monthly meetings with department heads. She noted that she had asked for input from the Council prior to filing the four-year salary ordinance which will have its public hearing on September 8th. She noted that the contractual arrangement for the Council Attorney reflects a 4% increase which is in keeping with raises for non-bargaining and Teamster employees. She noted that the Council Attorney does not receive any paid benefits such as PERF, insurance, etc. She also noted that in light of next year being a negotiating year with the firefighters, that she has maintained the line-item for"Additional Legal/Professional Services" so that the Council would be properly represented in a successful negotiating process. She noted that t he Council Attorney received preliminary information from the County Auditor's Office which indicates that the election expense which is budgeted at$110,000 may not be enough to cover the City's share. Council President White then highlighted key portions of the annual report. She noting that in light of added responsibilities being taken on by the Council relative to the Youth Advisory Council,and the need to maintain and update the Council's brochure, that she did not believe that any major reductions could be made to the Council's budget without negatively impacting its operations. She then highlighted some of the major accomplishments which are detailed in the report. t r rersonnei ana rmance t.ommrttee September 2, 2003 rage b Dr. Varner inquired about the election expense. Council President White stated that she would have the Council Attorney request a wntten update from John Lentz in the County Auditor's Of rice. Council President White urged the Council Members to read her report so that the items which she is proposing could be discussed in greater detail. The Council Attorney noted the new features to her annual report include a listing of legislation which she has written during the current year and a summary of the meetings held by the 11 Council Standing Committees. She thanked the Council for the opportunity to serve as Council Attorney. 2004 Mayor's Department 2003 Expenditures $693,127 General Fund # 101-0101 2004 Expenditures $745,525 City Controller Rick 011ett made the presentation. He noted that the major increase is for the funding of the 76%increase for the cost of the City's self-insurance health plan. There are two(2) promotions in the department which are highlighted in the footnotes on the Summary of Major Changes page. He stated that they could not reduce the Mayor's budget and chose not to reduce just to show a reduction. Dr. Varner asked about the administration allocation, noting that it was also missing in the Council's budget. Mr. 011ett stated that since they are within the General Fund that they do not want to charge themselves. 2004 Controller's Department 2003 Expenditures $2,992,099 General Fund # 101-0401 2004 Expenditures $1,549,086 City Controller Rick 011ett made the presentation. In response to a question from Council President White, Mr. 011ett noted that the merit bonus of $167,645 reflects the amount for general fund employees only, noting that the costs city-wide is $350,000. He stated that the merit bonus would be paid in addition to the 4% increase and are subject to standards. He noted that performance evaluations are completed annually by manager of the department or bureau with standards varying from department to department. Mayor Luecke stated that the number of eligible employees in each department is taken times the amount to get the final figure of $350,000. The program is aimed at rewarding those who go above and beyond standard expectations. The City Administration will be reviewing whether the program should be continued. Teamster employees and other union employees have various other unrelated incentives as addressed in their contracts. Council Member Kuspa inquired about the Center for the Homeless printing line item. Mayor Luecke stated that the printing is for work sheets, courses and it is the City's contribution as a founding partner. Dr. Varner noted that the years listed on the columns on the "Summary of Major Changes" page for the Controller's proposed budget were incorrect. r t Personnel and Finance Committee September 2,.2003 rage i 2004 Board of Public Safety 2003 Expenditures $10,200 General Fund # 101-0103 2004 Expenditures $10,200 City Controller Rick 011ett noted that this is the same amount which the City has budgeted to pay for the services of the 3-member Board. The amount is divided and paid on a quarterly basis. 2004 Human Rights Commission 2003 Expenditures $73,290 Fund #258-1008 2004 Expenditures $78,719 Fund #258-1009 2003 Expenditures $70,103 2004 Expenditures $83,333 City Controller Rick 011ett noted that these are the federally funded portion of the Human Rights Commission. Replacement pages were provided for these funds(copy attached). Human Rights Director Lonnie Douglas noted that the Council last year charged his operations to be more aggressive. They listened and as a result will receive an additional $127,740 from HUD. They are educating the community and see as one of their roles as training. They have contracted a Kalamazoo agency the fair housing component. The case load is over 100 cases with 95 cases in total inventory. Each is investigated in three (3) primary areas, namely employment, education and public accommodation. They currently have no case backlog, with no case being older than 1 year and 9 months. Mr. Douglas then summarized the education outreach program which is underway where they have contracted with three (3) individuals, a Black, Hispanic and a White female. They are currently looking for an Asian to be the 4th super hero. Mr. Douglas then circulated a flyer and comic book entitled The Superheroic Adventures of Liberty and Justice for All"(copies attached). Mr. Douglas noted that the contract with EEOC is the same as last year. They received an award from 1ORA. Dr. Varner inquired about the number of complaints they are receiving in the housing area. Mr. Douglas stated that this year they have had twenty (20) cases with most being in the rental area. They also have their first insurance red-lining case. Council Member Kelly congratulated Mr. Douglas on their award. 2004 Legal Department 2003 Expenditures $715,416 General Fund # 101-0501 2004 Expenditures $837,131 Total Exuenditure Increase $121,715 @ 17% City Controller Rick 011ett noted that there is the addition of one (1) new City Attorney position budgeted at $57,142 and other personnel changes as summarized on the Summary page in the footnotes. The new position is a shared workload position formerly in Redevelopment. City Attorney Charles Leone noted that they have not provided a formal quarterly update recently but plan to do so, so that the Council has a review of pending litigation. He noted that the Legal Department provides advice to all departments, defends cases,and prosecutes ordinance violations. Overall the litigation is better under control, however there are a couple of big cases. The new attorney is John Livingston Who works with Economic Development, Community and Economic Personnel and Finance Committee September 2, 2003 Page 8 Development and the Historic Preservation Commission. A portion of the funds used to fund this position come from TIF funds. Mr. Leone noted that they added a paralegal position last year. Mr. Leone stated that he believes that his department has a very good team which represents the City well. Dr. Varner thanked everyone for their presentations. He reminded those present that the next Personnel and Finance Committee meeting on the budget would be next Tuesday, September 9th at 3:30 pm with the focus being on Public Works. There being no further business to come before the Committee, Dr. Varner adjourned the Committee meeting at 5:27 p.m. Respectfully submitted, Council Member David Varner, Vice-Chairperson Personnel and Finance Committee KCF:kmf Attachments