Loading...
HomeMy WebLinkAbout09-01-99 Personnel & Finance tommttttzt It tport: Personnel and Finance Committee t1jt tommoit tounttl of the 1 ttv of Soutb 140: The September 1, 1999 meeting of the Personnel and Finance was called to order by its Chairperson, Council Member James Aranowski, at 3:05 p.m. in the Council informal meeting room. Persons in attendance included Council Members: Aranowski,Varner,Ujdak,Pfeifer,and King; Cathy Roemer, Tom Skarbek, Cathy Hubbard-Shead, Joyce Boyler, Phil St. Clair, Betsy Harriman, Bill Carleton, Susan O'Connor, Matthew Moyers, Chad Kilmer, Yield Roth,Kathleen Cekanski-Farrand and Terry Bland. Council Member Aranowski noted that the budget review today would focus on miscellaneous funds within the General Fund. Cathy Roemer provided replacement pages to the Administration and Finance handouts previously provided to the Committee. She then reviewed the format for the logic models. Controller #101-0401 1999 Budget: $ 2,857,714 total expenditures 1999 Services: $ 386,377 total budgeted 2000 Services: $ 394,084 total proposed 3.5% increase excluding capital Cathy Roemer, City Controller noted that there are three (3) major functions of the Controller's office, namely: general finance and budgeting, human resources, and information technology. Six (6) basic programs are provided, namely: benefits management, payroll, licensing, accounts payable, human rights and safety and risk management. She then detailed the personnel changes noting that information and technology would total six (6)positions with four(4) currently being filled. Council Member Pfeifer inquired into the computer centers at the recreation centers. Cathy Roemer noted that those services are under the Park Department and the position has not been filled. Council Member Pfeifer noted that there may be corporations who may wish to sponsor such computer labs. She continues to receive complaints about the computer labs at the Martin Luther King and LaSalle Centers. Cathy Roemer noted that corporate sponsorship should not be a problem and suggested that it be discussed with Phil St. Clair. Council Member Varner suggested that the City coordinate the hardware and software at all of the recreation centers. He suggested that all three(3) centers' computer labs would be easier and more cost efficient to maintain if such coordination took place by the City Administration. Council Member Pfeifer noted that she has received continuing interest in part-time city employees receiving insurance benefits, especially those working at the Century Center. She suggested that this should be a goal for the City and would be the decent thing to do. She suggested that the City Administration contact other cities and states regarding part- time major-medical insurance program information. Cathy Roemer stated that it is a funding issue. Personnel and Finance Committee September 1, 1999 Page 2 Council Member King noted that modified coverage could be provided based on his experience in the area. Oftentimes such programs provide a safety net for such employees with maternity coverage and organ transplants not being covered. Human Rights # 101-1008 1999 Budget $ 224,726 2000 Proposed $ 232,724 Total Expenditure Increase: 7.998 % Human Rights # 258-1008 Budget $ 61,544 2000 Proposed $ 67,200 ' Total Expenditure Increase: 5.656 % Human Rights # 258-1009 Budget $ 41,727 2000 Proposed $ 66,155 Total Expenditure Increase: 24.428 % Cathy Roemer reviewed the logic models for the human rights program. She noted that all logic models are drafts and will not have final numbers until the completion of the calendar year. Cathy Hubbard-Shead noted that from August 1998 through September 1, 1999 there were eight (8)positive pre-employment drug tests of 306 total test administered. Council Member King inquired into the timeliness of handling such cases. He noted that this is currently not tracked by the logic model. Council Member Varner also inquired into the backlog if any of the Human Rights Division since it has been discussed in previous budget years. He also noted that he believes that the City of South Bend needs to do a better job of selling itself and the many amenities it has to offer. Council Member Pfeifer noted that she continues to receive complaints from individuals regarding real estate agents. Council Member King and Cathy Hubbard-Shead noted that information in this area is provided by human rights. Mayor # 101-0101 1999 Budget $ 556,191 2000 Proposed $ 574,609 Expenditure Increase 3.3 % Cathy Roemer reviewed the proposed budget. She noted that the major changes include upgrading a 30 hour part-time position to a full-time position, increasing the number of seasonal positions such as interns, and reducing the promotion budgets in light of the IACT convention not being held in South Bend in 2000. The Mayor's three(3)major programs include: City Administration, Communications & Public Relations, and Education and Youth Issues. Cathy Roemer briefly reviewed the logic models. • Personnel and Finance Committee September 1, 1999 Page 3 Council Member Ujdak questioned the$ 8,000 line-item for the Center for the Homeless listed as "printing". Cathy Roemer noted that in the past it was incurred by the Print Shop. Council Member King inquired about the position of Deputy Mayor which is currently addressed in § 2-12.2 of the South Bend Municipal Code, suggesting that perhaps the City should consider two (2) Assistants to the Mayor, and one (1) Deputy Mayor who would make more than the Assistant to the Mayor positions. Cathy Roemer noted that monetary changes could be make within a cost center. Council Member Ujdak noted that in the past the one(1)Assistant to the Mayor was funded fifty percent(50%)by the Police Department and fifty percent(50%)by the Mayor's office; where this year the entire amount is in the Mayor's Office. Cathy Roemer noted that the Mayor desires to have this position be full-time. Board of Public Safety # 101-0103 1999 Budget $ 10,22 2000 Proposed $ 10,200 Expenditure Increase 0 % Cathy Roemer noted that this budget pays the salaries for the three (3) members of the Board of Public Safety. Legal Department # 101-0501 1999 Budget $ 575,462 2000 Proposed $ 601,822 Expenditure Increase 4.6 % Cathy Roemer noted that there has been a major restructuring of salaries in this department. She noted that the part-time Deputy City Attorneys received paid benefits and must have been grandfathered at some point. Part-time is 20 to 30 hours and 5 of the 6 part-time positions are filled. It was also noted that the outside legal counsel line item has been increased to handle liability claims and miscellaneous financial issues. Common Council # 101-0301 1999 Budget $ 398,521 2000 Proposed $ 413,728 Expenditure Increase 3.8 % Council President Coleman had the following figures on the board: 1% 1.75 % 2.625 % 15,114 15,226 15,357 15,265 15,493 15,607 15,418 15,764 16,017 15.672 16.040 16.437 607 1,075 1,472. He suggested that these proposals be considered. Personnel and Finance Committee September 1, 1999 Page 4 Discussion then took place with regard to a proposed four-year salary ordinance and the 2000 Council budget. Council Member King stated that he likes the concept of establishing four-year salaries now so that sitting Council Members would not set their own salaries. Council Members Aranowski and Ujdak agreed. Council Member Ujdak stated that setting a 3.5 % standard would set the wrong precedent since he personally is against an increase. Council Member Pfeifer noted that the current Council is composed of persons who have other jobs. She noted that the position should be one which attracts all persons including those where the Council salary is their only source of income. She asked that the Council consider this concept since she is concerned about narrowing the parameters for who serves on the Council. Council Member King agreed with Council Member Pfeifer noting that when a Council Member is in meetings,he or she is unable to bill others. After further discussion, the Committee suggested that the Council President prepare a four-year salary ordinance reflecting 1.75 % increases which would then be published so that the Council could have public hearing at its October 11th meeting. Council Member Pfeifer also voiced concern about the meeting expense line-item noting that the two(2) loitering conferences were jointly sponsored by the City and IUSB with the police department and the Council sharing expenses. Based on that experience the amount proposed is not sufficient. Council Member Varner agreed with Council Member Pfeifer that there should be more involvement by the Council in proactive activities. He suggested that the Council needs to be better informed and should have additional support staff. He voiced concern regarding the lack of separation between the administrative and legislative branches which he has witnessed as a resident of the community for many years and as a Council Member. He suggested that neutral opinions on issues are necessary and that under past City Attorneys was not provided complete information on specific topics. Council Member Ujdak voiced concern that several of the items in his memo to the Council President have not been addressed such as encumbering funds not used the current year from the "additional legal services" line-item". He noted that the City will meet with the Fire Union next year and must have adequate funding in its budget to cover those expenses. Cathy Roemer noted that those funds could be reappropriated. Council Member King asked for a definition of"staff support". He agreed with Council Member Varner that the Council needs to be well-informed on all issues coming before it. The Council Attorney noted that in 1986 she was selected by Mayor Parent to sit on the 4- person City Negotiating Team to negotiate with the Teamsters, Fire and Police Unions. Her fees were paid out of the Controller's budget since it was a joint Administration/Council project. Prior to 1986,the Board of Public Safety would negotiate Personnel and Finance Committee September 1, 1999 Page 5 monetary fringe benefits and the Council would negotiate salaries;but not necessarily as a joint effort. In all fire and police negotiations since then,the Council Attorney has been the City Negotiating Team's Spokesperson and the team has been a joint Council/Administrative effort. Her additional billings to cover negotiations were paid out of the City Controller's budget. Last year,the City Administration suggested that this line item be placed in the Council budget and line item "101-0301-411.31-07 Additional Legal Services" resulted. Council Member Aranowski suggested that the Council Attorney provide what has been spent past fire and police negotiations. Council Member King noted that such numbers are readily quantifiable and should be properly budgeted noting that this is different than "support staff". He stated that the Council should be able to hire financial advisors when necessary so that the Council is thoroughly informed. Council Member Pfeifer noted that when the African-American Males Commission was created that both the Mayor and the Council agreed to equally share support staff for clerical services. She noted that such line items do not appear in either of those budgets. She noted that as a member of the Downtown Steering Committee she relies heavily on the Community and Economic Development Department to get proper mailings out. She again stress the need to properly budget for conferences co-sponsored by the City. Council President Coleman stated that he was reluctant to provide additional monies and is concerned about the Council's sponsorship. He noted that if each Council Member became involved that the line item would be$ 10,000. He noted that when he was on the salmon run committee that the Parks Department published all reports. He also noted that the role of the City Clerk's Office must be considered when discussing "support staff". Council Member Pfeifer noted that the conferences grew out of special committee action and that this committee was responding responsibly to residents concerns. Council Member Aranowski suggested that this topic be discussed again next week. Park Administration # 210-1100 1999 Budget $ 754,228 2000 Proposed $ 763,378 Expenditure Increase 4.0 % Phil St. Clair, Park Superintendent, then provided handouts to the Committee. He noted that the overall administration increase is $ 37,000. The general property tax support for the department is now 67.04 % where in the past it was 80%. He then called upon each of his Division Heads to review their individual proposed budgets. Personnel and Finance Committee September 1, 1999 Page 6 Recreation # 201-1103 1999 Budget $ 1,384,213 2000 Proposed $ 1,476,078 Expenditure Increase 12 % Susan O'Connor noted that the City is currently hosting the 16" ASA Softball Tournament. With the Kennedy Play Water Park should generate$ 47,000 additional user fees in 2000 which will help off-set the additional personnel costs. She noted that a part-time Healthy Senior Coordinator at LaSalle Recreation Center is proposed noting that seniors need socialization,nutrition and leisure support activities. Council Member Pfeifer noted that 25 seniors meets each Friday at the Martin Luther King Center. In response to a question from Joyce Boyler, Ms. O'Connor noted that guards are needed at the Kennedy Play Water Park to address safety concerns. She also noted that life guards have left for college and therefore the city pool has been closed. Softball participation is up,there are 700 in the basketball league,5,000 youth in various activities and many taking part in the"Teen Blast". Council Member Varner noted that the Tribune raised a question regarding the condition of the softball diamonds. Mr. St. Clair stated that conditions are a part of the wear and tear at the end of the season. Special Events # 272 NON-Reverting Fund, 1999 Projection $ 116,300 2000 Proposed $ 126,908 Expenditure Increase 5.6 % Susan O'Connor noted that the Ethnic Festival had a net profit of$38,900 in 1998 and $55,000 this year. It was noted that it was a great festival. Bill Carlton,Fiscal Officer, noted that under the Administration Fund#201-1100, that it reflects personnel upgrades. Council Member Varner inquired about the computer labs at each of the three(3)recreation centers stressing the need for compatible hardware and software as mentioned earlier. Council Member Pfeifer noted that she had discussed this with Mr. St. Clair and that the Controller has authorized then to contact Bob Allen regarding possible corporate sponsorship of the computer labs. Mr. St. Clair stated that it is worth looking into and that the labs are not networked with the City. Joyce Boyler voiced concern over the assumption of a 5 % increase over the previous years budget. Mr. St. Clair stated that guidelines were developed by the Mayor and Controller's Office and that his Department was within those proposed guidelines. Betsy Harriman, Administrative Director, highlighted portions of the proposed budget. She noted that a more user-friendly brochure is proposed for the East Race. • Personnel and Finance Committee September 1, 1999 Page 7 Park Maintenance # 201-1101 1999 Budget $ 4,813,844 2000 Proposed $ 3,926,423 Expenditure Decrease 3.3 % Mike Dyszkiewicz,Maintenance Superintendent,reviewed his proposed budget. He noted that Allied Signal will no longer lease services and therefore there will be no income from this source. Council Member Ujdak inquired about the status of the lease with Palisades Baseball, Inc. It was noted that John Broden, City Attorney is currently working on it with Alan Levin. Council Member Varner inquired about the annual payment of$ 75,000 for the lease of Coveleski Stadium and was informed that this payment should continue. Potawatomi Zoo # 201-1104 1999 Budget $ 992,816 2000 Proposed $ 1,129, 670 Expenditure Increase 13.8 % Vicki Roth, Zoo Director,reviewed her proposed budget. She noted that 186 of the 2,000 zoos in the US are accredited. Indianapolis and Fort Wayne are the other two (2) zoos accredited in the state besides South Bend. In response to a question from Council Member King she noted that accreditation affects the types of animals that a zoo can have,the type of breeding permitted, affects the quality of facilities, endangered species,grant availability,etc. Additional revenue is projected at $ 78,000 based on increased user fees. She then reviewed the additional personnel requests.. She noted that fund raising activities are needed for the$ 1 million zoo hospital which is a part of the accreditation process. The last review was in September of 1998 and six (6) month reviews on the progress take place. Risk management, master plans are all considered. She is applying for state funding. The capital expenses needed are a major • concern. She also noted that gift shop sales should go up in light of the additional items for sale next year. Council Member King inquired as to what additional help is necessary for the accreditation process. It was noted that good faith efforts are reviewed. A meeting with the Mayor regarding accreditation will take place later this year. Ms. Roth noted that South Bend has the lowest zoo admission fee in the state, the lowest operating and capital budget in the state,and the lowest number of paid personnel. Concessions # 201-1105 1999 Budget $ 407,329 2000 Proposed $ 393,550 Expenditure Decrease 0.4 % Matthew Moyers, Concessions Manager reviewed his proposed budget. He noted that his area deals with food safety and has become a revenue source for the department. In • Personnel and Finance Committee September 1, 1999 Page 8 response to a question from Council Member Pfeifer it was noted that the chicken sandwiches were not a good seller with consumers preferring brats and hot dogs. He also noted that the City is able to control the consumption of alcoholic beverages much better now that they can control sales of such beverages. Golf Division # 201-1102 1999 Budget $ 1,383,931 2000 Proposed $ 1,421,751 Expenditure Increase 2.7 % Chad Kilmer reviewed his proposed budget. He noted that he aims at promoting the quality of golf for affordable prices. The number of part-time employees is proposed to increase. In response to a question from Joyce Boyler it was noted that Blackthorn Golf Course is leased out by the City. Since 1995, the City has been in control of alcoholic beverage sales at the golf courses which constitute 20 % of the total food sales. Controlling consumption is much better than in the past. Council Member Aranowski thanked the Park Department employees for their presentations. COIT # 404 1999 Revenue Budget $ 1,830,762 2000 Revenue Budget $ 2,251,342 Revenue Increase 23 % Cathy Roemer reviewed the proposed budget. The capital expenditures will be addressed in February of 2000. She noted that the City is disappointed by the figures. The state is projecting a 8.4 % decrease in total receipts and the County COLT collections will decreased thereby decreasing the City's share. CC D F # 406 1999 Projection $ 503,708 2000 Proposed $ 764,363 Cathy Roemer reviewed the budget noting that the revenue is generated by the$0.15 per$ 100.00 of net assessed value. It contains various master leases,and the debt service on the Equipment Services Building. CCIF # 407 1999 Revenue Projection $ 695,100 2000 Proposed $ 694,874 Revenue reduction 0.8 % Cathy Roemer noted that this fund is used for debt service and capital projects which will be addressed in February 2000. It reflects the State Auditor's guidelines of $ 4.69 per capita. EDIT # 408 1999 Revenue Projection $ 4,766 695 2000 Proposed $ 3,115,473 Revenue reduction 0.4 % Cathy Roemer noted that these funds are shared with cities and towns within the county. The County's "spike" will affect revenues despite the State's 5.6 % increase projection. • Personnel and Finance Committee September 1, 1999 Page 9 EDIT revenue projected increases were: 7.3 % in 1997, 6.6 % in 1998, 5.62 % in 1999 and 5.6 % in the year 2000. Council Member Ujdak inquired about the Palais Royale. Cathy Roemer confirmed that the project is over budget,and that there have multiple cost overruns. Council Member King noted that private fund raising is continuing. Overall discussion of the role of the Century Center Board of Managers and the South Bend Entertainment Committee and their bylaws then took place.The City Attorney and the City Controller will be meeting with the Mayor on the overall project. It was also noted that there will be a personnel change at the end of the year. Park Non-Reverting Fund # 405 1999 Revenue Budget $ 225,000 2000 Proposed $ 285,000 Cathy Roemer reviewed this proposed budget noting that capital expenditures would be addressed in February 2000. Council Member Pfeifer inquired about the City parking garages and the requests from the State Theater. Council Member King noted that 75-80 % are monthly parkers and are not assigned. Overbooking is typical. Council Member Aranowski noted Dr. Varner's concern over separation of the legislative and administrative branches. He suggested that if possible, this discussion would continue at the September 7th Personnel and Finance Committee meeting. There being no further business to come before the Committee, Council Member Aranowski adjourned the meeting at 6: 37 p.m. Respectfully submitted, Council Member James Aranowski, Chairperson Personnel and Finance Committee KCF:kmf