HomeMy WebLinkAbout06-12-84 Personnel & Finance (drt33nnattrr Rrpnrt
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The June 12 , 1984 meeting of the Personnel and Finance Committee was
called to order by its ' Chairman , Ann Puzzello at 8 :30 a.m. in the Council
informal meeting rooms .
Persons in attendance included Councilmen : Serge , Puzzello , Voorde ,
Braboy, Zakrzewski, and Beck, Skip Yoder, Kathy Barnard, Mike Vance , Joseph
Nagy, Dave Sypniewski , Kathleen Cekanski-Farrand, Members of the New Media,
and various named individuals under each budget listing .
Councilman Puzzello noted that the purpose of the meeting was to
continue the review of the individual bureaus and departments relative to
the preliminary budget for calendar year 1985 .
WEIGHTS AND MEASURES -pages 28 and 29
Mr. Joseph. Nagy then -reviewed the Weights and Measures Budget which
is proposed at $49 , 851 reflecting a 25% increase , and which was approved by the
Controller at an amount of $40 ,851 , reflecting a 2% increase .
Mr. Nagy noted that the •clothing allowance reflects gloves and shoes
which are required. The travel expense requested of $1 , 100 is a 340% increase
which he believed is necessary in order to attend two State schools for two
evenings each for two individuals as well as attendance of the Indiana Weights
and Measures conference and the five day conference of the national convention
which will be in Boston this year and Washington D. C . next year. Councilman
Braboy requested that the scales at the fish market be re-checked. It was
noted that the Bureau has two vehicles , one with 72 , 000 and the other with 64 ,00
miles which require alot of down time . The other equipment account is for
new scales or weights and the equipment repair account is for testing measuring
equipment. The other supplies account is for pump seals and various forms for
inspections.
NEIGHBORHOOD CODE ENFORCEMENT - pages 48-50
Kathy Barnard passed out a copy of, the annual report (copy attached) .
It was noted that the total budget is requested at $622, 213 , the Controller
approved an amount of $627; 213 which reflects a 1% increase . It was noted that
there are currently 40 employees in the department with 28 funded by the Civil
City and 12 funded by CD. The department began in November of 1982 . There are
20 inspectors and 6 'cleanup crew members with the rest being in the Office.
It was noted that the overtime account is new and reflects cost related to the
"Loan a Truck Program" . The "Narratives out of balance" indicate that the
figures do not add up . It is hoped that the computers would eliminate alot of
the paper work. . Mr. Vance indicated that the City has gone for bids twice,
and that Crowe-Chizek will be giving its ' recommendation within three to four
weeks. A three to four month period is expected for delivery. It was noted
that the legal services amount of $1 ,000 reflects the required $10 . 00 filing
fee for each case .
Councilman Serge requested a master list of all City owned lots and
was advised that the staff would check with. the Assessor' s office and report
back to Councilman Serge .
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Page 2 .
The Humane Society requested $139, 000 , however appears to be
satisfied with the $135 , 000 projected . Councilman Beck requested a breakdown
of services rendered by the Human. Society to the County and was advised that
this would be sent to her. She also requested that the monthly reports
include a breakdown of costs and the section of - the City from which pickups
were made. Mrs. Barnard noted that she would follow up with this request .
The forms account is up from $1 , 400 to $2 , 000 reflecting a 42% increase which
is believed to be needed because of various notice requirements . The equipment
rental at $480 . 00 was for the pagers, and the office equipment which is
requested at $1 , 600 reflecting a $600 increase or 60% would be for a new
typewriter.
Mrs . Barnard noted that her department is continuing; to cross-train
its' personnel and that she could use 5-6 new inspectors . With the CD funds ,
the department ' s annual budget is over one million dollars .
JUNK VEHICLE FUND - Page 95
This account is requested at $13, 000 reflecting a 1% increase over
the current year or an increase of $100. Mr. Vance noted that this account is
no longer on the tax rate and operates on its own revenue. Presently the
City is "losing its ' shirt" . Cars which are picked up if not claimed are then
sold pursuant to State law with the proceeds paying off all storage fees .
Presently the cars go for about $40 a vehicle .
In response to a question from Councilman Puzzello it was noted that
fines from cleanup and mowing go into the General Fund as miss . revenue .
Mrs . Barnard noted that two billings are sent before the case is turned over
to the legal department . The City is discussing whether such cases should be
sent instead to a collection agency. Councilman Puzzello requested an update
on this matter. Councilman Braboy noted that the City does clean County
owned lots. It was noted that the City bills the County but has not been paid.
Councilman Braboy requested an update with regard to the amount of County.
owned lots , their locations and the amount billed for the last two years . She
noted that the County should be paying part of the burden.
It was noted that Code Enforcement has between 22-24 cars and trucks .
The Chevettes are averaging 10-12 , 000 miles yearly and are projected to be
replaced on a five year basis . Mr. Vance noted that revenue sharing paid for
the automobiles last year and some major equipment is proposed in the bond
issue.
The. City has looked into whether it should tow vehicles themselves .
The legal department is concerned about liability and security once the vehicles
are towed. Towing is presently done from 8-5. The Committee asked for an
update on this matter .
UNSAFE BUILDING FUND - Page 96
This fund is requested at $25 , 000 which is the same as the current
budget.
The Committee requested a report indicating the number of cases
referred to the legal department , the dollar amount sought to be collected and
PAge 3 .
the dollar amount collected for last year and the current year. It was noted
that building permits were up over last year .and the Committee requested an
update on revenue reveived this year for building permits and a comparison
to last year. It was noted that $16 , 162 . 75 was spent for cleanup last year .
CENTURY CENTER BOARD OF MANAGERS - pages. 98 - 100 (Morris Auditorium)
This budget is requested at $104 ,381 and this figure was approved
by the Controller . It would reflect a 37% increase over the current budget of
$76, 029. The actual amoun't spent for the previous year was $65 , 174 . 31 . Mr .
Stancotti handed out a 1985 revenue projection (copy attached) . He noted that
revenue for 1984 should be adjusted by . 1,.197 ,.000 for the Century Center .
Rental income reflects leasing out space for conventions and dances .
Equipment rental is for various audio-visual equipment . Commissions are paid
by the caterer. They are looking for additional revenue because the catering
contract expires and are looking to increase the percentage . It is also
hoped that an additional $30, 000 could be gained from the new facility proposed
for the basement of thecCentur.y Center. Parking is experiencing a growth.
possibly due to the closing of the old Quality Inn parking lot . Box office
income is up . He noted hotel-motel tax of $280, 000 for 1985, Discovery Hall
utilities at $25 , 000, Art Center utilities, at $36 ,000 and taxes from the City
projected at $124 , 357,
Morris Civic is projected to have an increase in income for 1984 .
Professional maintenance is supplied by the Century Center to Morris Civic and
Discovery Hall. Mr. Stancotti noted that their sales program " on line" ,
44 conventions are scheduled for this ,year , and approximately $30 , 000, 000
will be brought into the community.
Councilman Beck noted that with the opening of the Fort Wayne
Convention Center that the City will have to have a "very aggressive Iiarke-ting
program". It was noted that $50, 000 is received from School City for payment
on the bonds .
It was noted that the actual utility cost for the Art Center is
$57,00.0. whereas $36, 000 is the amount used. Mr. Vance stated that he would
check the contract with the art association and would report back to the
committee with a copy of the contract , and the exact date when the contract
would be re-negotiated.
Mr. Stancotti projected that within three years Century Center would
be s.elf-sustaining .
Councilman Voorde inquired into the feasibility of moving DiGcovery
Hall . Mr. Stancotti noted that the area could he turned into a private party
area with board rooms, and a reception area . He would prefer this location
over the basement area. Councilman Beck. -noted that "the sooner a cocktail
would he constructed , the better
In response to a question from Councilman, Voorde , Mr. Stancotti noted
that it is too early to tell how' the re-organization is going .
Page 4 .
CENTURY CENTER BOARD OF MANAGERS - pages 101 103 (Discovery Hall)
This account was amended from the requested amount of $157 , 545
which would have been a 12% increase over the current budget of $140, 669
to $152 ,545 . Various line item accounts were then changed . It was noted
that the salary and wages temporary would be for a full time maintenance.
man. The amount budgeted is $17 , 904 , current amount of $3 ,510. It was noted
that account no . 236 "drives and walks" should be changed to "artifact
restoration" for $1 , 250.
Councilman Beck stated that we must know the Discovery Hall budget and
separate it from the Studebaker Museum. With regard to attendance .
approximately 30, 000 attend Discovery Hall annually, with' a figure slightly
higher than this amount attending the Studebaker Museum. It was noted that
all South Bend school tours which are scheduled are free . Gust Saros also
noted that oftentimes various convention groups are given free admission . to
Discovery Hall. Upon the request of the Committee , Mr . Saros stated that
he would have the cost breakdown for the Studebaker Museum which would
address rent, utilities , the escrow account , etc . He noted that such
costs as cleaning supplies, personnel costs , storage, etc . are all shared
costs presently.
Councilman Braboy inquired into the other contractural account and
was informed that it was for various exhibits and consulting fees . It was
also noted that the total cost center budget with the 2% projected increase
in salaries would be $154 ,208.
CENTURY CENTER BOARD OF MANAGERS - pages 105 - 107. (Century Center)
Liz Rowe and John Stancotti then reviewed the preliminary budget
for the Century Center.. It was noted that the cost center total should be
corrected to read $1 , 255 ,262 , and if the 2% salary increase is given
it would be raised to $1 , 430, 679 . Three specific line items should be
reduced, namely Account No. 130 - extra and overtime from $63 ,895 to $53 ,895 ,
Line Item 342 , Insurance from $30, 000 to $20,000, and Line Item 399 ,
Other contracturals from $95 ,500 to $91 ,500. Councilman Beck noted that the
security system now used is working well with less staff . The catering
contract will he a five year contract in the area of $8-10 million dollars .
They are going for national proposals. Presently Colonial Catering and Mr .
Reuben would have the inside track on the contract since they have the
present contract . ' Ziker --Shannon presently has the Morris Civic contract .
LEGAL DEPARTMENT - pages 7 and 8
Mr, Rich Hill , City'Attorney, presented the Committee with the various
revenue sources for the City Attorney ' s office (copy attached) .
The budget is proposed at $271 ,403 which would have been an 11%
increase over the current budget of $244 , 649 . The Controller has recommended
approval of a 5% increase for a total budget amoun of $256 , 633 .
2t was noted that the Deputy City Attorney position for ;,$21 , 000 is
not really a new position. Formerly $16 , 000 was budgeted for a Redevelopment
Page 5 .
Attorney plus a part-time Deputy Attorney position have been combined with
an over-all dollar savings .
A secretary V has been promoted to an office manager position. This has
been vacant for approximately two months .
Mr. Hill . noted that attorney hours have, been increased from 140 hours
to 236 hours per week,wh.ich. has placed an over-load on secretarial demands .
Law books are up from $3 , 090 to $5,500, reflecting a 83% increase which is
needed for various updating material.
Line Item 322 , Travel expense is requested at $1 ,300 reflecting a
63% increase from the current amount of $800. Mr. Hill noted that
this would be an average of $144 . 00 per attorney. Presently there are four
full-time attorneys in the office . Councilmen Beck. and Puzzello noted that
attending professional confe rences have` 'been very beneficial. It was noted
that the other contractural account for the City Atorney' s car at the
current rate. of $3 , 800. has been transferred to the Controller' s budget .
Councilman Beck requested that a system be devised so that Council
members could have access to .a City vehicle when attending an out-of-City
conference. Mr. Vance noted that he would look, into the request .
It was also noted that all supplies for the City Attorney ' s office
were budgeted out of the Controller ' s budget .
SELF INSURANCE "DEPARTMENT . pages 69.'- 70.
This. 'account known as. the Liability Insurance Premium and Reserve
Fund is budgeted at $594 ,881 which is a 4% decrease over the current amount
of $622 ,261 .
Mr. Hill noted that there is a hi-weekly claim review meeting where
it is decided to settle various claims:. Approximately 40-45 cases are
presently in litigation. The Committee requested a listing of the amount
of cases, pending in small claims court of this amount . It was noted that
after $100, 0.00, the City does have insurance coverage . Mr. Vance noted
that $890, 0.0.0. was paid in insurance premiums before the self insurance .program.
Turn-around time is approximately two weeks , and the same staff is working as
was. in 1180..
It was noted that the safety division reports to Mr. Vance . When the
was s..e.t up an assessment was made of the various percentage of
e..xpos:ure of all of the various bureaus and departments. Each bureau or
department then pays its' share for exposure .
The City purchse.s' property insurance presently at the rate of
0..6c per. thousand dollars. There is a $00., 0.00, 0.00 exposure for the. City.
For claims. over $1 ,000. the City has $1 and 3 ,00,0,000 coverage with an
umbrella. Workmens. Comp is totally insured and automobiles are covered
through• s.elf ;insurance except for liability.
The safety program began in the spring of 1980.. . .Tack Benchenk is
the Safety Director and is active w'ith.' OSHA.
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Page 6.
Line Item 391 , Refund, Rewards and Indemnities in the amount of
$1 , 000 is used to pay off claims of the self-funding portion. Line Item
432 Safety Equipment is requested at $25 , 028 reflecting the 118% increase
over the current amount of $11 ,500 This is used for various safety shoes and
safety- eyeglass which are required. The City pays for one pair of glasses
per year but does not pay for, the eye examination .
In 1979 when the fund was proposed it was recommended that $1 ,000,000
per year be added to the fund with a cap of $5, 000, 000. The biggest area
of concern is theYPolice Department . $551 , 000 is the amount for 1984 with
a similar amount for 1985 .
Councilman Beck and Councilman Puzzello questioned the proposed security
for the East Race. It was noted that the East Raae ,would become an assigned
area similar to the downtown area. Councilman Beck and Councilman Puzzello
requested that call-in boxes along the East Raceway be considered. Mr . Hill
noted that he would report back to the Committee on this recommendation.
Mr . Hill noted that there are currently six interns which have three
grades of levels. He was receptive to the possibility of paralegals .
CODE ENFORCEMENT - pages 41 and 42
This account is proposed at $27 , 832 which is the same amount as
1984. They are presently looking into a receivership concept and working
with, not-for-profit groups . Mr. Hill noted he would update the committee
on this. `item,
Councilman B.rab.oy inquired whether was needed as a hearing officer .
She noted that on Washington Avenue next to the old Sandock building that
there is a substantial amount of junk, and due to a technica lity
the case was, thrown out. Mr. Hill stated that the case should be refiled and
he would ;check into the matter. He also noted that since the Hearing
Officer does sit as, a "judge" and in light of the applicable laws that he
favored an attorney in this position who had neighborhood awareness and
improvement of the City in mind .
YOU'T'H SERVICES BUREAU pages: 39-•40.
The budget is requested at $80, 959 which. reflects a 5% increase over
the current amount of $76,83.2 . Bonnie Strycke.r reviewed the budget . She noted
that there has been a re-organization within the bureau and that several.
supervisory personnel were eliminated. She noted that "th.e summer fund
program" would he at Memorial Park, on Northside, Blvd . and Kennedy Park.
There are four staff me.mhers for the program. The Bureau' s office. is located
at 2222 L.W.W. and they have requested various amounts of money for
utilities and building repairs. A Ratche.lor ' s Degree plus two years of
experience is needed for a Counselor I'II at a salary of $15 , 643.
Bonnie Strycker then reviewed the various other programs run by the
Youth Services Bureau. These include.: the runaway shelter funded by other
sources except for supervisory costs-, the. 70.01 program, the year around
recreation programs, the counselling programs , which sees between 100-150
people annually, the primary prevention program which is for 1st through 3rd
Page 7 .
grades which focuses on instilling self esteem, confidence , and handling
anger, the rent-a-teen program which has no monetary involvement . It was
noted that Councilman Serge was instrumental in establishing this City-wide
program. There is also a job training program which has no CETA supervisors
this year.
Following further discussion and favorable comments about the youth
services bureau, the Personnel and Finance Committee adjourned at 12 :50 p .m.
Respectfully submitted,
Ann Puzzello , Chairman
RECAPIT)U.LATFtON OF ITEMS REQUESTED
1 . Master list of City owned lots .
2 . Update from Kathy Barnard regarding amounts of money requested from
the County for payment of County owned lots . (Cleanup)
3 . Requested a breakdown of monies paid by the County for the past 5 years
to the Humane Society.
4.. Request that the monthly reports from the Humane Society include a
breakdown of costs and the section of town where animal pickups are made .
5 . Update on whether the clean-up cases will be turned over to a collection
agency rather than the legal department .
6 . Update on the towing situation and specifically the hours .
7 . Update from Rich Hill on the number of: cases referred to the legal
department by Code Enforcement, the dollar amount sought, and the dollar
amount collected for 1984 and 1985 .
8. The number and amount of building permits issued for 1984 to date .
9 . . Update from Mike Vance regarding the Art Center contract with. the
City, and its ' re-negotiation date.
10.. Update from Gust Saros on a breakdown of actual operating costs of the
Studebaker Museum.
11 . Update from Michael Vance regarding use of a City vehicle for the Council°
when attending out-of-City conventions.
12 . Update from Rich Hill regarding the number of. cases sent 'to, small claims
on self-insurance matters .
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Page 8.
13 . Update from Rich Hill regarding the call-in box request by the East Race . ,
14 . Update from Rich. Hill regarding the receivership concept for. Code
Enforcement .
15 . Update from Rich Hill on Councilman Braboy' s complaint of the junk.
located on Washington Avenue next to the old Sandock Building.
16... Update_ from Jos-eph._ Nagy- _regarding th.e:. update on tbe scales. at the
fish_ market for Councilman BBraboy,
CC: Council Members
Michael Vance