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HomeMy WebLinkAbout09-09-96 Personnel & Finance Commftt*$ *4port: Personnel and Finance Committee �0 the QCOmmott QCOUlltti Of the tag of §OUth gate : The September 4, 1996 meeting of the Personnel and Finance Committee was called to order by its Chairperson, Council Member Steve Luecke at 2:05 p.m. in the Council informal meeting room. Persons in attendance included Council Members: Luecke, Kelly, Varner, Zakrzewski, Coleman, and Pfeifer; Citizen Member Cathy Roemer, Don Pinckert, Division Chief Richard R. Kilgore, Division Chief Brent Hemmerlein, Don Porter, Jeff Rinard, and Kathleen Cekanski-Farrand. Council Member Luecke welcomed everyone to the first meeting where the 1997 civil city budget would be reviewed. It was noted that there would be changes in the proposed meeting schedule with the meeting times now set for Tuesday, September 17 from 3 :00 to 6:00 p.m. and Wednesday, September 18 from 2:00 to 6:00 p.m. The first department to be reviewed was the Police Department. POLICE DEPARTMENT: 1996 BUDGET $13,890,532 1997 PROPOSED $14,866,507 Mr. Rinard noted that the general guidelines given by the administration were that each department was to stay within a 3.7% increase overall. He noted that many of the budgets reflect changes in personnel costs directly resulting from collective bargaining agreements. He also noted that the overview of the entire Civil City Budget would be provided at the end of the budget hearings. He stated that inflated rates were included in the Ordinances which were filed with the City Clerk today and that as of this date no certified assessed value has been provided. It was noted that Chief Gunn was unavailable today due to a death in the family. Mr.Don Pinckert,the Fiscal Officer for the South Bend Police Department, then made the presentation. He provided an overview and a synopsis to the entire Line Item Budget as well as the Performance Based Budget. He noted that the Police Department Budget reflects an increase of $975,975 and the Communications Budget reflects a decrease of $113,874. As part of the synopsis, he highlighted that four (4) additional sworn officers would be added, one (1) civilian crime analyst, a Corporal position would be civilianized which would permit an additional Corporal to be placed on street duty, and wo (2) additional civilian positions for the front desk were requested under the classification "Public Assistance Clerk". He noted that two (2) positions would be removed from the Communications Budget and added to the Police Budget which would result in overall savings. Council Member Pfeifer suggested that additional individuals be utilized at high-volume times from Thursday through Sunday rather than continuing to use the current scheduling at the front desk. It was noted that often light duty assignments are given when possible which helps cut down on the overtime budget. The Police administration did note that they are looking at a swing shift. Committee Report Personnel and Finance September 4, 1996 Page 2 In response to a question raised by Council Member Luecke regarding safety concerns for the front desk, Chief Hemmerlein noted that either a Lieutenant or a Sergeant would be serving as a Station Commander. Mr. Pinckert also noted upgrades proposed on the fiscal side and noted that the Park Police would be a new program as well as the take home cars being a new program. The gasoline budget reflects an increase of approximately$107,000 in order to maintain 150 squad cars. The maintenance budget was reduced by $110,000 with the anticipated cost being decreased in light of the new take home policy. Council Member Coleman noted that as an advocate of the Park Police being collapsed into the South Bend Police Department, he complimented the Police administration for this move. With regard to the Police reserves, it was noted that the Police administration has several concerns with regard to potential liability. It was noted that Captain Grabner would oversee the transition with all Park Police being civilianized and becoming Rangers with "PR" responsibilities. The Park Police would continue to stay within the park budget, however both the uniforms and the vehicles would be changed. It was also noted that the Civil Defense operation is also being reviewed currently. Council President Kelly suggested that the Police reserve concept continue to be studied in light of position reviews in such communities as San Diego County. Council Member Luecke that a variety of options to supplement sworn officers as well as improve technology are a priority. It was noted that the Controller's Office has identified the approximate$600,000 of comp- time liability as a priority to be paid off at approximately $110,000 per year. It was also noted that the $25,000 for park events was a new line item for Police security at such events as Gus Macker. It was noted that the investigative title in position paid at a salary which is between the Corporal's pay and Sergeant's pay and is a result of negotiations through the Police Labor Management Committee. Mr. Pinckert noted that $484,363 should be reimbursed to the City with monies coming from the South Bend Community School Corporation of approximately$40,000; $155,856 from the School Corporation Grant, $250,000 from the COPS Grant which is a grant through 1998, and$78,512 has been applied for from CDBG for two officers. As of this point it is a 50/50 chance of getting funding according to OfficerWanda Schock. It was also noted that the Police Department PERF Account has increased by$135,870. To date twelve (12) officers have retired and two (2) have resigned with twenty-one (21) new officers being hired this calendar year. It was also noted that the City pays 21% for each new officer or approximately$4,500 each At the present time ninety-one(91)Officers are eligible to retire with 45 being eligible under the old plan. The PERF Budget has increased from$751,275 to $887,145. Overtime Account usually is in the red each year. With the changes implemented for the Ethnic Festival the cost went from approximately $35,000 to $14,000. The cost for the Notre Dame Traffic Detail for Notre Dame football games should reflect a savings of approximately $30,000 with twenty-six (26)positions being cut which would leave forty- six (46) officers for traffic detail. Committee Report Personnel and Finance September 4, 1996 Page 3 Council Member Pfeifer questioned whether Notre Dame pays any part of this cost and was advised that they do not. Division Chief Kilgore noted that the community benefits by such games in other ways. Council Member Varner suggested a follow up with the University of Notre Dame especially in light of the increased cost for next year with the stadium being increased by 20,000 people. Council Member Luecke noted however that this is a basic service that the City of South Bend should provide however the suggestions made by both Council Member Pf eifer and Council Member Vanier should be further discussed. The cost for Notre Dame football is approximately$54,000 for six(6) games,however the true cost would be much higher in light of overtime cost. In prior years the cost was approximately$80,000 to$90,000 for football traffic detail or approximately 7,000 hours. Division Chief Hemmerlein noted that Notre Dame has not been approached with regard to reimbursement to the best of his knowledge. Council Member Coleman complimented the Police Department administration for taking the first step in the area of cutting back overtime costs. In response to a question raised by Council Member Lueke it was noted that traffic detail for the additional 20,000 fans for next calendar year would have an impact towards the north more than to the south, however Division Chief Hemmerlein noted that the new traffic patterns would be carefully reviewed in conjunction with the Indiana State Police, St. Joseph County, and Notre Dame. Mr. Pinckert noted that the overall net increase to the budget would be approximately $451,000 after the reimbursement. It was also noted that court time is up but recall is down. It was noted that the Police Department is currently working with the Prosecutor's Office regarding subpoenas issued in the afternoon. Division Chief Kilgore that to change the subpoena times for officers from 2:00 to 2:30 would result in a savings between $20,000 to $25,000 to the City. It was also noted that the voice mail system for each officer should also assist in cutting down court time since officers could check their voice mail to find out when hearings were cancelled. The Committee commended the Police administration for their presentation. COMMUNICATIONS DEPARTMENT: 1996 BUDGET $1,025,455 1997 PROPOSED $911,581 Mr. Pinckert then reviewed the Communications Department Budget. He noted that two new Communications Specialists are being recommended. These would be paid through E911 Grant monies for the first time. There are two(2) Communications Specialists in the evening and they are currently meeting minimum staffing. Council Member Luecke noted that this is a high burnout position. Committee Report Personnel and Finance September 4, 1996 Page 4 Council Member Pfeifer questioned staffing and was advised the three people would be ideal at peak with all positions being civilian. It was noted that the City of South Bend is becoming the training ground for the City of Mishawaka since Mishawaka pays $3,000 more per year for their dispatchers. Mr. Pinckert noted the overall net increase between both the Police Department Budget and the Communications Budget is 2.2% and if the CDBG are not received the increase will be 2.7% again both projections being well under the City Controller's recommendations and guidelines. Council Member Pfeifer questioned whether the City is linked with St. Joseph County Records Division and was advised that they are not. The Committee was also advised that the City of Mishawaka is not computerized at this stage with regard to their Records Division. The City of South Bend does charge a fee for a local records check however is prohibited to charge for NCIC under Federal law. Council Member Luecke requested an update on the new computers for the squad cars and was advised that this should be an added plus to the entire department which they are very excited about. Squad cars become travelling offices and e-mail will be received right in the squad cars as well as dispatches through the computers which will eliminate much of the traffic congestion on Channel 3. With regard to flexibility of shift assignments it was noted that take home cars will eliminate a lot of the problems experienced in the past. It will permit the officers to spend more time in their assigned beats. The Department is currently looking at overlapping shift times. Other programs which are being reviewed include staffing at peak hours which should again be reflected in the crime statistics which should have a positive impact resulting from the new programs. The response to Council Member Luecke's quesion it was also noted that 2 of the 10 new Officers live in the designated areas which will allow them to have their mortgage or rent reimbursed under the City guidelines. Council Member Pfeifer suggested cultural diversity training and was advised that an Officer has been sent to Plainfield so that in-house training in this area can take place. It was requested that the Common Council be updated and notified on this topic. Division Chief Kilgore stated that the Police administration is looking at many proactive programs which will continue to be developed. Mr.Pinckert noted that DARE which was formally in the Traffic Division is now in the Juvenile Division and the Juvenile Division is now a separate program. The Committee again voiced positive statements with regard to the Police administration. At approximately 4:00 p.m. the Committee then began the review of the Fire Department Budgets with Council Member Broden, Chief Luther Taylor, and Assistant Chief Rich Switalsid joining the Committee Meeting. FIRE DEPARTMENT: 1996 BUDGET $9,090,364 1997 PROPOSED $11,382,888 • Committee Report Personnel and Finance September 4, 1996 Page 5 Chief Taylor reviewed the 3-page summary. He noted that the EMS Budget and the Fire Department Budget are now combined with the budgets having been separated since the mid 1980's. He noted that the Safety Officers would be filled by Captains on a 24 hour basis and he then reviewed the spread sheet. He noted that one of the new programs which will be reflected in the numbers is the switch of vehicle maintenance to Equipment Services. Assistant Chief Switalski noted that since 1977 every firefighter hired by the City of South Bend results in the City paying 21% of the gross salary into PERF or approximately $5,218. Chief Taylor noted that the overtime budget reflects an increase of approximately $90,000 from$290,000 to $380,000 in order to address increasing the Rooky School from 8 weeks to a 10 week program. Assistant Chief Switalski suggested that the Council may wish to reduce the education/training budget by $35,000 and adding it to the overtime budget. Chief Taylor noted that the Department is very conscious of safety concerns however he noted very specifically that the liability line is down approximately $32,000 and that the Department is well below entries experienced compared to the national average for fire departments. It was also noted that the overtime budget does not reflect any dollars with regard to the two in two out discussion which is continuing. Council Member Zakrzewski questioned whether the $42 per hour rate charged by Equipment Services for vehicle maintenance is standard. Assistant Chief Switalski noted that this is standard in the industry however they did negotiate that the specialized parts would not have a markup since the fire department spends a considerable amount of time in this area. In response to question raised by Council Member Luecke it was noted that the Fire Department is currently down one position however two applications are in process. PERF requires psychological testing and the written test will take place in October with the agility test taking place in December. Approximately ten (10)women will go through the testing process. 120 firefighters are eligible to retire with 53 eligible for benefits. Ten (10) have retired so far this year with one more expected. PERF continues to remain an unfunded liability. In response to questions raised by Council Member Zakrzewski and Council Member Luecke it was noted that the fire study update as well as an update on a two in two out policy would be forthcoming with discussions continuing on both topics. Council Member Pfeifer voiced concern with regard to hours in especially overtime work by firefighters. It was noted in the collective bargaining agreement the neonatal provisions do address this and that safety concerns are always paramount in the department. It was noted that there are contractual arrangements with the University of Notre Dame and that the South Bend School Corporation has an agreement with regard to utilizing off duty reserve units for responses. Committee Report Personnel and Finance September 4, 1996 Page 6 The Committee then reviewed the Pension Fund for the Fire Department FIRE PENSION: 1996 BUDGET $3,649,336 1997 PROPOSED $3,922,236 Assistant Chief Switalski then reviewed this Budget. He noted that 1937 Fund does not have a cost of living adjustment whereas the 1977 does have a cost of living adjustment annually. He noted that deferred comp dollars were also a negotiated benefit. Dr. Varner spoke in favor of continuing to use deferred comp programs during negotiations. Assistant Chief Switalski noted that approximately $2.2 million should be received in pension relief for the next calendar year. In response to a question raised by Council Member Zakrzewski it was suggested that the Council review the Widow's Benefit which is notw at 40% with the City considering a 1% increase over the next 5 years which is what the City of Mishawaka and the City of Elkhart are currently considering. The cost to the City would be approximately$90,000 additional per year. The Committee complimented the Fire Department administration for their fine presentation. There being no further business to come before the Committee the meeting was adjourned at 5:25 p.m. Respectfully submitted, Council Member Steve Luecke,Chairperson Personnel and Finance Committee Attachments