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HomeMy WebLinkAbout08-25-04 Personnel & Finance r 7f eommittEE capozi of tLE �E'L5.0)2nEL and 9inanaz eomm ttEE of the Sout. BEnLL eommon (..?owza The August 25, 2004 meeting of the Personnel and Finance Committee was called to order by its Chairperson, Council Member Derek D. Dieter at 4:00 p.m. in the Council Informal Meeting Room. Persons in attendance included Council Members Dieter, Varner,Kelly,Kuspa, Puzzello and Kirsits; City Clerk John Voorde, Mayor Stephen J. Luecke, Frederick B. 011ett III, Director of Budgeting&Financial Reporting Tom Skarbek,Fire Chief Robert X. Quinn III, Assistant Fire Chief of Operations James Lopez, Assistant Fire Chief of Services Richard Switalski, Assistant Fire Chief of Inspections & Prevention H Lion Chief of SSpecial Magdalinski, Battalion Chief of Instruction Operations Metzger;James Weinberg&Mike Jameison representing Firefighters Local No. 362, Police Chief Thomas H. Fautz, Police Services Division Chief Richard R. Kilgore, Director of Fiscal Management for the Police Department Donald E. Pinckert, and Kathleen Cekanski-Farrand,Council Attorney. Council Member Dieter noted that the Committee is composed of Council Members Kelly,Puzzello,Varner and himself. Council Member Dieter thanked everyone to the Committee hearings on the proposed 2005 civil city budget. He provided copies of a memorandum from himself to the Committee dated August 25, 2005 which highlighted the cost center budgets and colored-tab references which would be heard at today's committee meeting(copy attached). He also provided a copy of the ten (10) areas which each bureau and department head are to address in addition to the key items in their budget requests (copy attached). Council Member Dieter then provided to the Committee a memorandum dated August 24, 2004 from the Council Attorney addressing "Background Information for the Review of the Proposed 2005 South Bend Civil City Budget" (copy attached), and highlighted from the memo that: "The legislative body, in the appropriation ordinance,may reduce any estimated item from the figure submitted in the report of the fiscal officer,but it may increase an item only if the executive recommends an increase". Tom Skarbek, Director of Budgeting & Financial Reporting, then provided replacement pages for the summary pages for the Fire Department. Council Member Dieter then called for a presentation on the proposed 2005 for the South Bend Fire Department. Fire Department (General Fund# 101-0901) $19,636,076 9 % increase Fire Chief Robert X. Quinn III thanked the Council and the Administration for the opportunity to present the fire department budget. He also thanked the Council and Administration for a successful labor negotiations with Local No. 362. He believes the Personnel and Finance Committee Meeting of August 25,2004 Page 1 eommittEE cRE 2o't of tz n /� p / /� /� �E-T1Orinz.- and 91)2anaE (�ommtttEE of t 2E SouLI EEI2C common C:ounaiL negotiations went very well and were overwhelming accepted. Chief Quinn then introduced Assistant Fire Chief of Operations James Lopez, Assistant Fire Chief of Services Richard Switalski,Assistant Fire Chief of Inspections&Prevention Howard Buchanon II,Battalion Chief of EMS Randy Magdalinski, Battalion Chief of Instruction Mark Nowicki, Battalion Chief of Special Operations Metzger; James Weinberg & Mike Jameison representing Firefighters Local No. 362 who were all present for the committee meeting. Chief Quinn stated that the firefighters are looking forward to the upcoming opening of the new central fire station which may be dedicated as early as October 1st. He noted that Engine Company No. 8 was refurbished at a cost of$60,000, that three (3) medical units have been refurbished at the cost of$95,000 each, that three (3) emergency trailers with equipment and supplies have been purchased with Homeland Securities money, just to highlight a few of the many activities taking place this year. The emergency trailers will be housed at the new central fire station on Michigan Street,one in Mishawaka and one in Clay Township. Chief Quinn noted that some of the fire department's plans for 2005 include having two (2)recruit schools if at all possible; refurbishing a medic unit at a cost of$100,000; refurbishing Engine No. 4; replacing turnout gear which is currently six(6)years old and has an life of seven (7) years which would be used as backup; and carrying out all changes which were agreed to during the labor negotiations. He noted that the number of channels must be increased since it is a safety issue with the protected costs being $40,000 to $50,000. Having computers installed in all front line fire vehicles by utilizing Homeland Security funds are also a priority. Chief Randy Magdalinski stressed the need for a county-wide response since EMS units are assigned to specific regions. Chief of Operations James Lopez noting that he currently chairs the Anti-Terrorism Task Force which includes representatives from South Bend, Mishawaka and St. Joseph County. The Task Force make recommendations to the joint committee which is composed of the Mayors of South Bend and Mishawaka along with the three (3) County Commissioners. Any homeland security money is recommended for use through the two (2) committees. He noted that such an operation is the only one which he is aware of in the State of Indiana. Monies go to Emergency Management pursuant to state law and all towns and cities having a population of 25,000 people or more must be represented. The following monies have been received to date this year: 2004 Part 1 $1.1 million 2004 Part 2 $1.325 million 2005 Part 1 $1.5 million(anticipated) Council Member Dieter requested a breakdown of the equipment and supplies purchased to date. Personnel and Finance Committee Meeting of August 25,2004 Page 2 T ,pp VIVI;itt.E£ E2.0Tt o f tIE �zzsonnef and 9inanaz fommittEE of t/ cSoutI Eva Common 2ounei( Chief Randy Magdalinski noted that he is a member of the task force and that all fire and police entities operating in the county are represented. He noted that the priorities established for the purchase of equipment and supplies included: 1. Protection of first responders; 2. Protection of victims; and 3. Treatment and protection. Assistant Fire Chief of Services Richard Switalski then summarized some of the key financial items in the proposed budget. The total expenditures increase by $1,628,846 which represents a 9% increase overall. Revenue generated by the fire department includes: $1,776,000 from the St. Joseph County EMS contract; $250,000 from the interfund transfer from city EMS fees; $372,765 from Memorial Neo-Natal fees; and $40,000 from the University of Notre Dame contract for services for a total of$2,438,765 to be generated leaving a balance of proposed expenditures to $17,197,311. Council Member Dieter asked how many take home vehicles are in the fire department; as well as how many live in the city and how many live outside of the city. Chief Switalski stated that there are fourteen(14)take home cars in the fire department. Rick 011ett stated that he would check on the number of vehicles staying in the city and the number going outside of the city. Chief Switalski noted that they will contract out for maintenance in light of the new mechanicals located in the new Central Fire Station which is 56,000 square feet, noting that Hermann and Getz currently does the mechanicals in the other fire stations. He also noted that postage was formerly located in the Controller's budget and is now in the fire department budget in the amount of$13,000. He stated that utility costs are estimates provided by DLZ for the new central fire station. Council Member Puzzello noted that at the last COP meeting it was noted that the fines for false alarms are not being collected by the city, and inquired why since much study by COP went into the new alarm ordinance before it was passed by the Council. Council Member Puzzello requested a copy of the breakdowns of false alarm citations on a monthly basis, as well as the amount of revenue collected for both police and fire broken down on a monthly basis. Chief Switalski stated that 306 citations have been issued to date with 138 found to be valid citations and 168 found not to be valid thru July 2004. He noted that the city has also changed how it responds to alarms with the primary company having red lights and sirens and the other units responding in a normal manner in order to reduce liability to the firefighters and Personnel and Finance Committee Meeting of August 25,2004 Page 3 eommittEE CRE�lo'Lt o f t J� p ( n (� . E'tlonnLL and 9iizaneE eommmittti of tl2E CSout/ Be, l (..?ommon eouneiL officers. It was also noted that there are three (3) free alarms permitted before anyone is charged. Council Member Puzzello also inquired about the amount of money collected under the hazmat contract, noting that during the fire negotiations the projected income for the haz mat contract on the toll road was listed at $6,045 for this year, and that false alarm fees were over and above that amount. Chief Switalski stated that Fund 288 would reflect the haz mat revenues. Tom Skarbek stated that it was his understanding that the new toll road contract was currently in the Mayor's Office and that the Council would be acting on it later this year. Dr. Varner inquired whether the was an exemption for city-owned property or other exemptions from fines under the alarm ordinance. He was advised that there are no exemptions. Council Member Kirsits voiced concern that if$3,000 has already been received in false alarm revenues this year why is an amount not listed as revenue in 2005. He also noted that 65% of the training funds are EMS related, and inquired whether enough monies have been budgeted for training. Chief Switalski stated that the travel line item is also used for training, and stated that the department can"live with it",however he noted that overtime is a budget problem. Chief Magdalinski stated that if there is not enough money that they would look for a special appropriation since there is a definite benefit to having firefighters properly trained, especially when providing specialized medical services, confined space,hazmat,etc. Council Member Dieter inquired whether enough monies have been budgeted for extra and overtime. Chief Switalski stated that the amount budgeted is the one to meet the minimum contract requirements for off-duty training. $680,000 is budget for this year with$370,000 being used to date. He added that there is a 20-week recruit class and currently the department is down by three (3) firefighters due to one serving in the military, one resignation and a recent retirement. Rick 011ett noted that each April the performance based budget comes out and that although$3.5 million is generated in revenue a subsidy of$1.7 million is still needed. Chief Switalski noted that EMS services must be affordable and collectable, and are track the Medicare rates. The basic BLS charge is $400 with Medicaid paying only $150 of that amount from the State of Indiana. He noted that the city's rates are lower than private ambulance companies. He noted that a fire station study is currently underway and would be shared with the Council. Grants are not available for the computers which are needed in the command vehicles however grant money was used for self-contained breathing apparatus. Personnel and Finance Committee Meeting of August 25,2004 Page 4 eon2YnitttE cREI2O'Lt of tI p ( �j n ,(� �E'LSonne- and 9inanaa eononitttE of tt2E �ou1J Eva C:ommOn eou. i Council Member Kelly inquired about Fire Station # 9. It was noted by the Fire Administration that they are looking for options but that most lots in the area are shallow. It was noted with regard to radio frequencies that the new 800 system would cost $24 million with South Bend's share being $11 million. It was noted that only one (1) fire guard (tower) is currently available. It is believed that they are several years away from a county-wide 800 system. City Clerk John Voorde noted that he. Mayor Luecke and County Council Member Mark Catanzarite were in Indianapolis yesterday for a meeting on restructuring governmental and government cooperation. He stated that there are seventeen (17) different fire departments operating in St. Joseph County. Indianapolis Mayor Bart Peterson has proposed "Indiana Works" which is a county-wide proposal for governmental services. He asked if anything similar to that would be realistic in St. Joseph County, especially in light of the fact that Clay and Harris Township fire departments are getting more and more professional. Chief Lopez stated that he believes it could work since there is alot of duplication now. Council Member Kelly stated that 10-15 years ago a metro command system was shot down by the townships,noting that there is always a struggle for power. Council Member Kirsits that township department are getting bigger and are under different pension systems. He noted that Kern County in California is the largest county in the United States and that firefighters in Bakersfield are also members of the county. Mayor Luecke noted that currently South Bend is required to fund two (2) different pension programs for police and fire. Council Member Dieter then asked each Chief to briefly address the services which they oversee. Chief Magdalinski stated that he would like to increase ALS services however approximately $180,000 would be needed, with the bare necessities costing at least $60,000. He would like to better address the staffing of ambulances in light of turnover and burnout, however he noted that it is better today than during the last negotiations. He noted that the calls for service of medical services continues to increase as the city population ages and as the city limits continue to grow through annexations. He noted that an EMS study is under way since four(4)ambulances may not be enough. Chief Lopez stated that a training facility is long over due, noting that he believes that much of the costs could be recouped if it is established as a county-wide or regional quality training facility. He noted that our River Rescue School is nationally known and respected. Personnel and Finance Committee Meeting of August 25, 2004 Page 5 CommittEE SW2ott of tgz /� �E.TIorinz an Jlnanez eommittEE of ti2E BEr2c1 eom1no,z eoune Chief Nowicki stated that a training facility is essential. As the Chief of Instruction one of his immediate goals is to have enough training so that every firefighter is at least at an Officer II level. With the new central fire station they will be able to have the fire recruit school in that building. He sees the top need in the department being a quality training facility. Chief Buchanon agreed that there is an urgent need for a training facility. He noted that they are looking for grants; as well as looking into charging for re-inspections and suppression tests. He believes that citizen fire academies are also positive. Chief Metzger noted that he recently replaced Chief Lopez as Chief of Special Operations which include the haz mat team, swift water rescue and tactical rescue. He noted that in light of threats of WMD the need for training cannot be over-emphasized. In light of the new equipment which is coming in from the Homeland Security funds, training on that will be necessary not only for firefighters but for the bomb squad, SWAT, evidence collection, etc. He noted that training must be more inter-departmental. Chief Switalski noted that at the September 13th Council meeting there is an appropriation ordinance for SEMA funds Council Member Kirsits noted that Mishawaka and St. Louis are just two of the growing number of cities which have already gone to equipment at least their ambulance personnel with bullet proof vests. He stated that unfortunately it is becoming a sign of the times. Costs range from $750 to $1,000 per jacket. Council Member Kirsits stated that perhaps bullet proof vests could be paid out of the false alarm revenues. Council Member Kelly stated that "safety is foremost" and he believes that it is a good idea to explore. Chief Switalski stated that it is"something we can look at". Dr. Varner stated that if the vests are purchased that there use should be mandatory, noting that when they were first purchased in the police department that there use was optional. Chief Switalski stated that usage should be based on all firefighters on an apparatus, noting that there are three (3) firefighters on an engine company and two (2) firefighters on a medic unit. EMS Capital (Fund#288) $1,404,800 2005 revenue $527,867 2005 expenditures Chief Switalski noted that this fund was established by the Common Council in the mid 1980's. It has been great in funding equipment needs and station repairs. EMS revenues are being projected at $1,400,000 which is a conservative figure. A question as to why there was no amount listed for"interest on investments". Personnel and Finance Committee Meeting of August 25,2004 Page 6 r � CommWE cRezo't of t 8ts.onnL and 9inanaE Commiltze of tI cSoutk Bend Common Couned Chief Switaiski noted that persons have 120 days to pay an EMS bill, and thereafter it is sent to collection with the collection agency taking 21%of the monies collected. Fire Pension (Fund#701) 2005 Revenue $4,373,799 2005 Expenditures $4,926,152 Chief Switaiski stated that the same state law governs pensions for police and fire. He provided the committee with a 15-page handout (copy attached) which addresses the 1937 fund, the 1977 fund, and the Deferred Retirement Option Plan (DROP). He noted that the city is required have enough money in the fund to cover everyone who is eligible to retire. For all firefighters hired since 1977, the city is required to pay 21% or $8,400 per firefigher. The current state law which provides for a 50%reimbursement of costs expires in 2007. Chief Switalski noted that the fire pension board trustees are paid, that that a nominal increase is proposed since an increase has not been made since 1992. City Controller Rick 011et is an unpaid member of the board, with the board meeting at 7 am. A death benefit amount of $9,000 is also budgeted under this fund. This budget also reflects the costs for insurance for retirees. The fire department is anticipated more firefighters to enter the DROP program early next January. Chief Switalski noted that 42 of the 244 firefighters on the department could retire and receive benefits. It was noted that in July of this year the fire department lost three (3) firefighters. Firefighters who leave the department before they retire are paid back the 6% which they have paid into the fund. The City's 21%is not paid back in such circumstances. Rick 011ett noted that $2.7 million dollars will disappear if the state law addressing pension reimbursement is not continued. Dr. Varner noted that all Indiana cities and towns with a paid fire and/or police department would be affected by that state law. He questioned whether the City Administration was suggesting that a reserve account should be established. Mr. 011ett stated that such a reserve account would impact capital expenditures. Council Member Dieter thanked the Fire Administration for an excellent presentation. At approximately 5:55 pm the Committee then turned to the police department proposals. Police Pension (Fund#702) 2005 Revenue $4,475,150 2005 Expenditures $5,495,966 Director of Fiscal Management for the Police Department Donald E. Pinckert made the presentation. He noted that the fund is projected to increase by 9.3% which is down from the 2004 increase which was 11.2%. He noted that the Police Pension Board is not permitted to be paid under current state law. The projected deficit can be covered by monies in the reserve Personnel and Finance Committee Meeting of August 25,2004 Page 7 C.:OMMILLEE CRE12o'L o f£J E E'1.10 2P2F- and 91nanaE eommittEE of the SoutI l }End 20 noi2 £OUnaI account. There are currently eight(8)police officers in DROP with the 9th officer pulling out of the program yesterday,noting that the police department is not as eager as the fire department to participate in DROP. The fund includes monies for eight (8) death benefits. He noted that retirements are currently down. There are 158 police officers under the old plan; ten 1977 convertees; 79-80 widows; and 3-4 dependents. At this point in the Committee meeting, Community and Economic Development Director Sharon Kendall joined the meeting. There are 42 police officers currently eligible to retire, with two (2) more reaching 52 years of age next year thus bringing the total to 44. Police Department (General Fund# 101-0801) $24,096,233 1.4% increase A looseleaf notebook entitled "South Bend Police Department & Communication Center--2005 Budget" was provided to the Committee; along with a draft of a 8 1/2" x 11" recruiting poster, recruiting VHS and DVD. Police Chief Thomas H. Fautz turned the presentation over to Don Pinckert. He noted that the Mayor approved three (3) additional police officers from 258 to 261, one (1) new civilian Public Information Officer; while one (1) evidence tech and one (1) secretary V would be eliminated. The new Police Cadet Program has four (4) cadets. Each of them are paid $10,000 in salary for the part-time positions. They will be full-time in the summer; plus tuition costs are paid for them of approximately $250 each per semester. Council Member Kelly noted that $35,000 is not much to pay for a "real pro" who is a public information officer. Chief Fautz stated that this person must have proper communication skills and would also update the website. Mr. Pinckert noted that monies in the overtime account are reimbursable from ATF, IRS and the Weed and Seed Program. Nevertheless, an additional $11,395 is being requested for this line-item. The only item under supplies which is increasing is for gasoline with the guidelines using $1.75 per gallon. Last year 293,833 gallons of gasoline were used in 2003. This year the gasoline line-item will be in the red between$30,000 to$50,000. Dr. Varner inquired whether the administration is considering the amount of usage when off-duty. Chief Fautz noted that mileage has decreased in the past two(2)months. Dr. Varner inquired about the gasoline contract. Mr. 011ett stated that the bids are on an "as needed basis",with the average cost being$1.53 per gallon to date. Mr. Pincket stated that starting in 2005 the police department will be responsible for the utility costs for the entire complex in light of the major renovation currently taking place. Personnel and Finance Committee Meeting of August 25,2004 Page 8 eOyY miLtEE C. fro'rL Of the p . Ezlom and 9Gnanaz C om nittEE of the BEnLI eor n on Council Previously the Street Department would budget for a portion of the complex, thus there should be a corresponding decrease in the Street Depalttnent's budget. Council Member Puzzello inquired about the living in the city stipend. Mr. Pinckert stated that "Operation Safe Neighborhoods" is budgeted at $48,000 for next year which would cover 32 police officers receiving the maximum amount of $1,500 each. Currently 21 police officers participate in the program,but 87 officers currently live within the city limits. Dr. Varner noted that he has expressed in the past that the residency bonus be for any police officer living in the city. Mr. Pinckert noted that if the program were to be expanded an additional $82,500 would be needed. The current boundaries are based on calls for service. Council Member Dieter noted that he is aware of a situation where a police officer who lives across the street from an officer who qualifies does not receive the stipend since he is outside of the boundary. Council Members Kelly and Puzzello stated that they believe the program should be city-wide. Council Member Puzzello inquired about the VIPS program and their expenses since she did not see anything in the budget. She noted that she is a strong supporter of this volunteer program. Rick 011ett stated that COIT funds are being utilized for cars on this pilot program. Chief Fautz stated that VIPS members get jackets, shirts, raincoats, and related equipment. He stated that hundreds of hours have been donated, some with a moments notice. Dr. Varner suggested that there should be a line-item which identifies the costs to maintain the VIPS program including but not limited to the cost of gasoline and capital. He stated that he believes this bring more accountability. Assistant Chief Kilgore noted that all billings are separate and the costs could be determined. Council Member Kuspa inquired about the 32 crossing guards which are budgeted. He questioned how their locations are selected, noting that he has received inquiries and concerns about the elimination of a crossing guard location. He questioned what the liability to the city would be in such a situation. Personnel and Finance Committee Meeting of August 25,2004 Page 9 eonz nitt&E cRE/20'Lt o f tILE �E¢�onnE�anci 9inaneE CommittrE of tfix cSout/ BEnci Common Bound Chief Fautz stated that a traffic study and traffic count is conducted, with adjustments being made each year. He stated that their #1 concern is the safety of the child. He did not know about potential liability and suggested that the Legal Department answer whether the city has any exposure with regard to liability when a crossing guard location is terminated. Chief Fautz noted that the"School Safe Kids Initiative" will be underway where citations will be used for violators around schools. Communications Center (General Fund# 101-0802) $1,462,760 3.7% increase Don Pinkert stated that the proposed budget is essentially the same as this year's budget. Council Member Kirsits voiced concern about an incident which occurred last evening around 5 p.m. by Holy Cross School where 5th, 6th 7th & 8th graders were practicing. The school children were from Holy Cross,Pius X, and Christ the King. He noted that there was what appeared to be a drive by shooting with 15-20 shots being fired. It resulted in anger, disbelief and hysteria. He attempted to do damage control and to assist the school principal. As of 1 p.m. today no one from the city contacted her while she was attempting to draft a letter which would be sent home to all parents. He noted that the intended targets were still on the porch and he voiced total dissatisfaction and disappointment with the city's failure to respond. He hoped that the lack of response was not because it was by a non-public school. He stated that he believes that the city dropped the ball and gives the city a black eye. Council Member Kelly noted that based on his many years in the news media arena that it is better to respond to the media. Chief Fautz stated that a Crime Information Bulletin (CIB) was later issued where they are looking for a brown blazer. Council Member Kirsits stated that he is concerned about many of these students not wanting to come back to the area. He stressed that there was a need for the city to respond, especially when the school principal was so upset about the situation. He stated that if that school would close that the entire neighborhood would be threatened. He added that today he spoke with Mary Ann Myers in the Mayor's Office. Board of Public Safety Fund# 101-0103 2004 Budget: $10,200 2005 Budget: $17,000 Council Member Dieter provided a 3-page handout to the Committee which include a copy of Council President White's letter of July 23, 2004 to the Mayor requesting information on the Board of Safety, governing state law and a copy of South Bend Municipal Code Section 2-50 (copy attached°. He also provided a one-page handout addressing "Continuity of Government/Continuity of Operations" and a public officials meeting called for tomorrow morning on this topic(copy attached). Personnel and Finance Committee Meeting of August 25,2004 Page 10 eon nitizz E/io¢t of aE n p zu.onne and 9inanez eornmittEE of tf2E outh 23EnGb common L:01.bna Mayor Luecke noted that in his State of the City address in January he highlighted that he was considering increasing the three-member board to five (5) members. The proposed budget addresses that proposal. He noted that a 5-member board would make it easier to get a quorum and would be more representative of the community. The Mayor stated that the Board of Public Safety acts as a citizen review board for the police and fire departments. Mayor Luecke noted that Mikki Dobski Shidler has been a board member in light of the death of a board member. Rev. Alford will soon be officially appointed to the board. Mayor Luecke also noted that he may be coming to the Council yet this year for an additional appropriation for the two (2) new positions. Dr. Varner suggested that the Council should have input into appointments to the Board. A brief discussion on the board's disclosure of documents procedure then took place as well as inquires as to the Board's duties with regard to public safety and anti-terrorism measures and animal control. Council Member Dieter thanked the Police and City Administration for their presentations. He reminded the Committee that the next Committee meeting will be Saturday at 9 am. There being no further business to come before the Committee, Council Member Dieter adjourned the meeting at 7:10 p.m. Respectfully submitted, Council Member Derek D. Dieter, Chairperson Personnel and Finance Committee KCF:kmf Attachments Personnel and Finance Committee Meeting of August 25,2004 Page 11