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The August 12, 1987 meeting of the Personnel and Finance
Committee was called to order by its Chairman, Councilman
Beverlie J. Beck, at 10: 40 a.m. in the Council informal meeting
room.
Persons in attendance included : Councilmen Braboy ,
Zakrzewski and Beck; Chief Luther Taylor, Carol Sanders, Michael
Vance, Dan Mirocha, Steve White, Dick Maginot, Jim Wensits ,
Kathleen Cekanski-Farrand , and individuals listed within the
following department headings.
Councilman Beck noted that the purpose of the meeting was to
continue the review of the proposed department budgets for
calendar year 1988.
FIRE DEPARTMENT Page 1 .A.O16 - ' requested 1988 budget of
$5 ,860, 667 .00 representing a 2. 8% increase.
Mr. Vance noted that the department's proposed budget
basically holds the line. They are requesting that two (2)
additional firefighters be funded for 1988 so that the Rescue
Unit will be able to go to each fire. It was noted that there
are currently 219 firefighters on the force and that 221 are
proposed .
The extra and overtime line item represented the monies
required for the sick leave buy back, FSLA and regular overtime.
The medical account represents a more realistic accounting of
on-the-job injuries. Clothing allowance equals the number of
persons on the force .
Councilman Beck had several questions with regard to the
overall functioning of the Fire Department. Chief Luther Taylor
indicated that the average age for the -firefighters is 44 years.
Between 17-18 firefighters will be eligible to retire this year.
There are typically an average of 12 retirements annually. Of
the 219 firefighters on the force, 87 could retire today as they
have twenty (20) years of service. It was also indicated that
there is a higher percentage cost in the new retirement system.
The physical fitness program did not meet the 50% require-
ment ; therefore , a lottery will be conducted on September 24 ,
1987. 85 firefighters volunteered for the program; however, 115
are needed . The remaining 25 will be recruited by the lottery.
FIRE PENSION Page 17.A.0O1 --requested 1988 budget of
$2 , 467 , 713.00 representing a 7.3% increase.
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Personnel & Finance Committee
Minutes - 8/12/87
Page 2
It was indicated that the fund is not totally funded ;
however, the amount budgeted is what is anticipated with regard
to retirements for the department. Councilman Beck noted that
the State Board of Accounts usually highlights this point in
their annual review. Carol Sanders again indicated that the
figures included within the proposed budget are those submitted
by the Pension Board.
EMERGENCY MEDICAL SERVICE Page 1 .A.019 - requested 1988
budget of $485 , 680.00 representing a 4.5% increase .
Mr. Vance noted that while there are no new people being
proposed , there will be an upgrade of a secretary to an
accounting clerk IV. He indicated that the extra and overtime
account is up in order to pay for the. FLSA agreement and further
indicated that the average FLSA would be four (4) hours every
nine (9) days at half pay or two (2) hours every nine (9) days at
regular pay, which is the maximum figure .
Councilman Beck noted that, according to her figures , the
average pay for a uniformed police officer calculating overtime
is over $28,000.00. This figure excludes the top ranks. It was
indicated that the minimum shift strength would be fifty-five
(55) persons.
CENTURY CENTER Page 16.A.001 - requested 1988 budget of
$1 , 506,334 . 00 representing a 6 . 7% increase.
Mr. Brian Hedman, Mr. George Murray, and Fiscal Officer Liz
Rowell were present to review the proposed budget. It was
indicated that there were no new positions for the coming year .
It was noted that the maintenance on equipment and the
building was proposed for increase as follows: Line 4360, from
$10, 000 to $18 , 500; and Line 4363 , from $12 , 000 to $26,500. It
was indicated that these monies would be needed to perform
preventive maintenance and for the chillers and air conditioning .
The utilities account (4350) was projected at a 3 . 6%
increase due to the skywalk. Insurance costs are current.
Councilman Beck questioned the effect on the budget due to
the loss of the $50, 000 annual payment from the caterer. Mr.
Murray stated that the food and beverage receipts are
disappointing; however, all possible means are being pursued to
improve in this area. Councilman Beck noted that the kitchen
problems did not help and that there was a communication problem
with the Board. Mr. Murray again indicated that the quality has
improved.
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Personnel & Finance Committee
Minutes - 8/12/87
Page 3
Councilman Braboy noted that the rental increases are, in
many instances, pricing small operations out of utilizing the
Century Center. Mr. Hedman noted that not-for-profit groups
could receive a 30% discount as could local organizations.
Mr. Vance indicated that a total of $256,000 was paid to the
City through cigarette taxes, that $150,000 was paid from hotel/
motel , and that $50,000 was paid by the school corporation for a
total of $456, 000.00.
It was also indicated that the lease payment which was the
debt service to the Trustee would go on for an additional fifteen
(15) years .
Councilman Zakrzewski questioned the promotional expense
account , and it was indicated that this amount had remained the
same for the past ten (10) years.
Councilman Beck noted that the ladies restrooms should be
"plushier". Mr. Hedman agreed and stated that this was one of
the items to be addressed by the 10-year anniversary committee
for Century Center. He did indicate , however , that there was
nothing in the proposed budget to address this situation.
MORRIS CIVIC AUDITORIUM Page 8.A.001 — requested 1988 budget
of $267 , 201 .00 representing a 20. 7% increase .
Dale Balsbaugh reviewed the proposed budget for the Morris
Civic Auditorium. He noted that there is a new assistant manager
position requested at a budgeted salary of $15,000.00. Mr. Vance
indicated that there were no other changes from the salary
ordinance passed by the Common Council last year.
Carol Sanders noted that the Palais Royale contract has
increased and that the rent account (4379) is proposed at
$113 , 260.00 . However, $85 , 000.00 will be reimbursed.
There was much discussion with regard to attempting to
organize a group of volunteers to paint the lobby. Mr. Balsbaugh
noted that there is no money in the budget and that quotes from
several years ago reflect a cost for material and labor at
approximately $200,000 for such a project .
CITY CLERK Page 1.A.004 - requested 1988 budget of $91 , 156
representing a 10.4% increase.
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Personnel & Finance Committee
Minutes - 8/12/87
Page 4
Mrs. Gammon noted that line item 4399 , Other Contractuals,
represented the lease-purchase rental on the new copier which is
a three (3) year agreement.
It was indicated that there has been little if any
cooperation with the motor vehicle department in Indianapolis
concerning the traffic ticket situation. Mr. Vance indicated
that PERF is two (2) quarters behind on their postings .
COMMON COUNCIL Page 1.A.006 - requested 1988 budget of
$302 , 516.00 representing a 3. 4% increase .
Mr. Vance noted that he has not received any assessed
valuation figures from the County Auditor's Office. He noted
that there would be a reassessment but that this will probably
not be done until 1989. He indicated that this is the first time
he has not received such estimates. He further indicated that
$1.3 million would need to be cut from the proposed budget to
have a zero tax increase.
It was noted that line item 4399, Other Contractuals,
proposed at $139,050 is the last payment in a two (2) year cycle
of the costs for the city election. It was further indicated
that the Promotional Expense account , 4335 , proposed at $2 , 600
was a relatively new account for the Council to promote the city.
Currently, $500 of the budgeted amount has been spent by the
Council. Mr. Vance suggested that perhaps this account could be
used for the outstanding expenditures still remaining on the
Special Olympics project. Councilman Zakrzewski was supportive
of such a proposal if funds were still available at the end of
the calendar year .
Councilman Beck indicated that the Council Attorney is
required, as are all other attorneys, to attend Continuing Legal
Education seminars in order to retain her license. She noted
that there was at least one occasion in the past where the
Council refused to reimburse the registration fee for a municipal
seminar in Indianapolis. She expressed hope that this would not
reoccur since quality legal services have been provided to the
Council for several years .
PARK DEPARTMENT Page 2.A.001 - requested 1988 budget of
$4,494, 220 representing a 7. 1% increase .
The following individuals were present for the review of
this proposed budget: Councilmen Beck, Braboy, Serge, Puzzello,
and Zakrzewski; Steve White, James Seitz, Bob Niezgodski, Carol
Sanders, Michael Vance, Carl Stevens, James Wensits, and Kathleen
Cekanski-Farrand .
Personnel & Finance Committee
Minutes - 8/12/87
Page 5
James Seitz noted that he is requesting $40,000 for security
so that there can be 12-hour shifts each day. It was indicated
that Bill Wight is the East Race Director.
Councilman Braboy questioned why the recreation center
director at the King Center was lower than other centers. It was
indicated that this position is not full time .
Mr. Vance noted that the Teamster employees received a $.15
per hour increase and no bonus. Other city employees not within
the union would receive a $300 increase in salary plus a bonus of
$500.
Councilman Puzzello questioned when the work would begin on
the Fredrickson Park and it was indicated that work should begin
yet this fall.
Mr. Seitz noted that an additional $130,000 was proposed in
the 120 account due to the many new programs in the Park
Department. He also indicated that the five (5) year capital
improvement plan includes several projects, some of which were
the Edison tennis courts, Navarre Park, and the Marshall tennis
courts. He further indicated that there would probably not be a
fish run next year for several reasons, one of which includes the
fact that the State of Michigan has not begun building their part
of the project.
Mr. Seitz noted that his department is working with the
Police Department with regard to the ongoing problems at
Potawatomi Park. Councilman Beck noted her dissatisfaction with
the policy regarding trees in the tree lawn. She believes that
it is unreasonable to force individuals, especially those on
fixed incomes, to trim live trees and then require the homeowner
to remove dead trees at their cost. Mr. Seitz indicated ,
however, that the Municipal Code requires the homeowners to be
responsible for clearing of street lights from such foliage. He
did indicate, however, that I&M is doing some periodic cutting
around the trees.
Councilman Puzzello also had several questions with regard
to the tree lawns. She noted that several sidewalks are becoming
increasingly dangerous due to the roots forcing the sidewalks up.
It was indicated that the roots could be cut in some instances so
that those sidewalks could be repaired without damage to the tree.
Personnel & Finance Committee
Minutes - 8/12/87
Page 6
Councilman Braboy had several questions with regard to
privatization and suggested that this concept might be further
utilized during the summer for clean-up operations. Mr. Seitz
noted that approximately 80 college students are hired by the
Park Department for such work.
Mr. Vance noted that , with the change instituted by the
State Board of Accounts, the following classifications are used
for the line items :
Wages and Fringes 100 Accounts
Supplies and Materials 200 Accounts
Contractuals 300 Accounts
Capital Improvements 400 Accounts
BUREAU OF CEMETERIES Page 1.A.011 - requested 1988 budget of
$104, 740 representing no increase.
Mr. Niezgodski noted that the overall budget is down from
the current budget by $8.00. He noted that the Street Department
is in charge of the downtown area with regard to cleanup, and
this was taken over by that department last year.
In response to a question by Councilman Beck , it was
indicated that Island Park is cleaned by the downtown crew. That
site was deeded to the Board of Public Works several years ago .
CITY ATTORNEY Page 1.A.005 - requested 1988 budget of
$302, 516 representing a 3 .4% increase.
Councilman Barcome joined the meeting at this stage. Prior
to the review of the proposed City Attorney budget , it was
suggested that the meetings scheduled for Thursday, August 13th
begin at 1 : 30 p.m. rather than the scheduled time of 10:30 a.m.
due to the funeral of Mrs. Casey Pajakowski. The Council agreed
and put the news media on notice of this change in schedule. The
posted meeting agenda was also changed at this time.
Eugenia Schwartz then reviewed the proposed budget. She
noted that there were changes suggested in the personnel area.
The proposal includes a Secretary III (part time) position which
they desire to upgrade to Secretary IV. She noted that there are
currently no Secretary V's; however, Potential for such a classi-
fication exists.
Personnel & Finance Committee
Minutes - 8/12/87
Page 7
She reviewed the subscription and dues accounts and noted
that the instruction account was being increased by approximately
5% so that all attorneys in the department would meet the CLE
requirements for instruction registration payments and computer
training .
ECONOMIC DEVELOPMENT Page 1.A.026 - requested 1988 budget of
$400, 000 representing a 60% increase.
Mr. Vance noted that the city was attempting to place tax
dollars for the disposal of economic developments. Mr. Jon Hunt
noted that there were two (2) appropriations from civil city
funds in 1986 in the sum of $125,000 each. In 1988, he requested
that $500 , 000 be appropriated to his department ; however , that
figure has been reduced by the city administration to $400, 000.
Mr. Hunt noted that community development provides staff
services and that, in light of the Federal law which prohibits no
more than 20% for administrative expenses based on entitlement
laws, more flexibility is needed to assure quality services from
his department. He did propose a modification of his budget in
that it be reduced by $20, 000 so that the Human Rights staff
could have this $20,000 increment. Mary Allen, Director of the
Human Rights staff , then further reviewed the need for this
request. She noted that the money would go toward a hearing
officer and secretary. She indicated that there is a backlog of
cases and that there has been an increasing amount of probable
cause or non-probable cause hearing taking place. In order to
avoid a potential conflict of interest, the hearing officer and
secretary are required. It was further indicated that the
attorney could not be from the City Attorney ' s department .
Councilman Serge questioned how many active cases the agency
handles. Mary Allen noted that there are 293 active cases today;
however, there is a twelve (12) month inventory of backlog cases.
She noted that the bulk of the cases were race and sex
discrimination with employment discrimination (such as denied
promotions) coming in at the next level .
Linda Rae Hernandez , President of the Human Rights
Commission, and Mr. Mel Reed , attorney for the Commission, were
also available for this discussion. It was indicated that age
discrimination is not investigated but sent to the Federal EEOC.
Mr. Vance and Mr. Hunt both indicated that they would
propose the proper amendment for such a request on behalf of the
Human Rights Commission. Three (3) handouts were also given to
the Committee indicating the intake and activity reports of the
Human Rights Commission.
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Personnel & Finance Committee
Minutes - 8/12/87
Page 8
NEIGHBORHOOD CODE ENFORCEMENT Page 1.A.033 - requested 1988
budget of $688 , 802 representing a 2 . 6% increase.
Patricia DeClercq and Skip Yoder were available from the
department to review the proposed budget .
Councilman Beck stated that she was pleased to see that this
department is not becoming an overwhelming bureaucracy. Several
questions were raised with regard to the notice requirements
which are mandated by State law, especially when junk vehicles
are located on private property. Mrs. DeClercq noted that Health
Department often times turns their problems over to Code Enforce-
ment for follow-up.
Councilman Braboy noted that we must be careful with regard
to people and their rights when involving property.
Mr. Vance noted that the Humane Society budgeted amount for
twelve (12) months is proposed at $142 ,000.
It was also indicated that two (2) vehicles which have been
on the inventory since 1982 will be replaced. The inspectors
have a total of eighteen (18) vehicles, and vehicles with between
50,000-60,000 miles would be turned in.
It was also indicated that the Code Enforcement Department
receives additional funding from Community Development as follows:
Neighborhood clean-up crew $ 87, 000
Administration $212,000
It was noted that the Community Development funds have been
frozen in the above amounts since 1985 .
Councilman Braboy noted that some of the personnel have been
transferred to the Street Department.
CODE ENFORCEMENT HEARING OFFICER Page 1.A.028 - requested
1988 budget of $30,449 representing a . 6% decrease.
It was noted that this budget has remained relatively the
same with an overall decrease of $200. -
JUNK VEHICLE Page 5.A.001 - requested 1988 budget of $23,700
representing a 37.6% increase.
Personnel & Finance Committee
Minutes - 8/12/87
Page 9
Mr. Vance noted that there is approximately $6,500 proposed
as an increase in this budget. This is mainly due to the work
level being increased and an increase in the storage and removal
of junk vehicles. He further noted that the sale of vehicles is
nominal with the average being less than $10 per vehicle. This
represents twenty-one (21) mils on the tax rate.
Mrs. DeClercq noted that junk vehicles on private property
require at least a thirty (30) day period before any formal
action can be taken due to the notice requirement.
UNSAFE BUILDING FUND Page 6.A.001 - requested 1988 budget
of $65, 000 representing a 331 . 1% increase.
Mrs. DeClercq noted that the demolition account had been
shifted from Community Development. It was noted that this
account is used for demolition of property. The normal
demolition averages between $ 1 , 200-$ 1 , 600 . However , her
department is now getting into the demolition of larger
buildings . The current budget is $15, 075 .
WEIGHTS AND MEASURES Page 1.A.018 - requested 1988 budget of
$44, 538 representing a 1.5% increase. It was noted that the
clothing allowance represents the various gloves and safety shoes
required of such employees.
Councilman Beck stated that she personally believes that
this is a duplication of services which could be rendered by the
County.
Following further discussion, Councilman Serge made a
motion, seconded by Councilman Braboy, that the continuation of
the Personnel and Finance Committee meeting take place on
Thursday, August 13, 1987 at 1 :30 p.m. The motion passed.
There • being no further business to come before the
Committee, the meeting was recessed at 3 : 40 p .m.
Respectfully submitted ,
Councilman Beverlie J. Beck, Chairman