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HomeMy WebLinkAbout09-06-01 Personnel & Finance Q4ltt)lttttEe 10Dt: mountZ atxb linatut tantinitt t The September 6, 2001 meeting of the Personnel and Finance Committee was called to order by its Vice-Chairperson, Council Member David Varner at 3:04 p.m. in the Council Informal Meeting Room. Persons in attendance included Council Members Kelly, Pfeifer, and Varner; Mayor Stephen J. Luecke, Director of Budgeting and Financial Reporting Tom Skarbek, City Attorney Charles Leone, Assistant City Attorney Aladean DeRose, Manager of Secretarial Services Mary Ann Myers, Director of Community Affairs Mikki Dobski Shidler, Director of Human Rights Lonnie Douglas, Rev. Michael Mather and Mr. De'Amon Harges of 1412 S. Carroll, South Bend, IN 46613 and Kathleen Cekanski-Farrand, Council Attorney. Council Member Varner called for a presentation on the Mayor's Budget. 2002 Mayor's Department Budget (General Fund # 101-0101) 2001 Budget: $ 595,641 Expenditure increase: 10.2 % 2002 Budget: $ 656,690 Total Expenditure increase: $ 61,049 Manager of Secretarial Services Mary Ann Myers and Director of Community Affairs Mikki Dobski Shidler made the presentation They noted that the budget reflects one new full-time position for an Events Coordinator at a cost of $ 27,663 for salary and benefits. This person would be used in the pfanmhg and.special'events area. Mikki i3ou'sid Sfiidter noted that the ottice also utilizes a Co-op Student from Adams High School and a Holy Cross College Student who provides six (6) hours of work per week. The department is currently working on new brochures and various customer service projects. Council President Pfeifer suggested that major brochures also be available in Spanish. Manager of Secretarial Services Mary Ann Myers noted that the promotional account has increased from $ 33,630 to $ 40,000 in light of the Olympic Torch Run and the celebration for the Studebaker 150th Building celebrations. It was also noted that the Harley Owners Association will be having their annual meeting in South Bend in 2002. They noted that the additional monies are needed for these events and unexpected events. Council President Pfeifer noted that September 19th is the "National Day of Diversity" which is being widely promoted by Mayor Archer. She inquired of the Mayor's Office what events have been planned. She suggested that the Mayor might considered have activities in the lobby of the County-City Building which might include a Proclamation. Mr. Lonnie Douglas, Director of Human Rights, noted that the Diversity Workshop will be sponsored by the Human Rights Commission and will be held on September 20th. 2002 Board of Safety Budget (General Fund # 101-0103) 2001 Budget: $ 10,200 Expenditure increase: 0% 2002 Budget: $ 10,200 Total Expenditure increase: $ 0 Director of Budgeting and Financial Reporting Tom Skarbek then reviewed the Board of Safety Personnel and Finance Committee September 6, 2001 Page 2 budget. The Council Attorney inquired on behalf of Council Member Ujdak, Chairperson of the Health and Public Safety, if the Administration was still considering increasing the board from three (3) members to five (5) members. She also inquired if the Administration had information on how many Indiana second class cities utilize a 5-member board. Mayor Luecke noted that he has not had any discussions on this topic recently. He stated that he would update Council Member Ujdak on this topic. Council President Pfeifer noted that when she headed the Health and Public Safety Committee there were discussions with Chief Gunn as to correcting police officers and learning from such communication and action. Mayor Luecke noted that since the Board of Public Safety is an independent board and that it acts accordingly. Council President Pfeifer inquired about the turnover of Board members and if each member had a fixed term. Mayor Luecke stated that two (2) of the members, Elmer L. Can and Thadeus T. Zakowski, have served on the board for a considerable period of time; and that Jesusa Rodriguez is a more recent appointment to the Board. Council Member Coleman joined the Committee meeting at this point. 2002 Controller's Department Budget (General Fund # 101-0401) 2001 Budget: $ 4,176,952 Expenditure increase: 2.8 % 2002 Budget: $ 4,468,745 Total Expenditure increase: $ 40,593 Director of Budgeting and Financial Reporting Tom Skarbek reviewed the footnotes summarized on the "Major Changes" page in the budget book. He noted that the budget reflects a salary reduction of 1/2 Clerk that was shared with the County Treasurer's Office. Those duties have been taken over by the Controller's office. Mr. Skarbek noted that only Mishawaka and South Bend utilized the shared position with the Treasurer's Office on a state-wide basis. This will realize a savings of$ 10,000 per year. Mayor Luecke noted that this change should also eliminate an audit comment when the budget is reviewed. The Council Attorney noted that a current copy of the City's Personnel Policies is not on file in the Office of the City Clerk. She requested that this document as well as a current copy of the Vehicle Inventory be filed with the Clerk since it was brought to her attention by Sandy Parmerlee, Chief Deputy Clerk. 2002 Legal Department Budget (General Fund # 101-0501) 2001 Budget: $ 615,484 Expenditure increase: 4.8 % 2002 Budget: $ 645.193 Total Expenditure increase: $ 29,709 City Attorney Charles Leone and Assistant City Attorney Aladean DeRose made the presentation. They noted that the department is currently down one 1/4 full-time attorney. John Broden is currently in a 3/4 position and is working on a 1/2 time basis. Mr. Leone stated that with the Personnel and Finance Committee September 6, 2001 Page 3 overall staffing of the department that the good news is that the demand for litigation is currently down. He noted that since Chief Larry Bennett has taken over the Police Department that claims have dropped considerably. Council President Pfeifer noted that Professor Walt Reisler always stressed that when you have great people in place that they should always write things down before they leave. She inquired if Chief Bennett has documented the techniques he has used, since they have been very positive and successful. She thought that his management style was also one that proved extremely beneficial in professionalizing the police department. Mr. Leone stated that Chief Bennett's management style and attitude toward the public are some of the keys to his success. Council President Pfeifer again urged that Chief Bennett be encouraged to write a management manual. Mayor Luecke noted that Chief Bennett's management style, personality and his expectations for individual officers and the department have all been a positive combination. The Council Attorney requested an updated organizational chart for the City Attorney's Office and summary of duties in light of the fact that Thomas Bodnar is now full-time in the Legal Department. Dr. Varner inquired whether the legal department has taken over more responsibilities in the bonding area in light of more personnel increases. Mr. Leone stated that they have looked into this issue, however, typically when bond counsel opinions are needed they typically do not accept in house opinions. Mr. Leone noted that the Legal Departments utilizing a computerized case management system which will track litigation as well as other projects. 2002 Human Rights Commission Budget (General Fund # 101-1008) 2001 Budget: $ 239,397 Expenditure increase: 4.8 % 2002 Budget: $ 250,787 Total Expenditure increase: $ 11,390 Director of Human Rights Lonnie Douglas then reviewed the Human Rights Commission budget. He noted that HUD grants have enabled his department to partner with the community and provide seminars and brochures to promote education. Many of their brochures are provided in English as well as Spanish. Council Member Karen White joined the Committee meeting at this point. Council President Pfeifer inquired about the challenges facing the Commission. Mr. Douglas stated that this is his tenth (10th) year of service. He always has stated that his goal as Director is to work himself out of a job if he was going to be truly successful. Mr. Douglas noted that there have been increases in sexual harassment cases as well as in predatory lending. He focuses on training and education and works closely with the NAACP and the Urban League in a team effort. He is trying to be proactive and is doing training with fifty(50) small companies which have 15-25 employees or less. Council Member White inquired about the average case load. Mr. Douglas noted that e4ch investigator handles approximately twenty-five (25) cases. He noted that his department has not had a backload for the past 3-4 years. The oldest case in litigation is a little over one(1)year old. Personnel and Finance Committee September 6, 2001 Page 4 Council Member White inquired about the goals which the Human Rights Commission has for the upcoming year. Mr. Douglas stated that he is focusing on obtaining funding for increased training. He also will be stressing increased education through more brochures to enable more public education on many topics. In response to a question from Council President Pfeifer, Mr. Douglas noted that last month there were 3-4 cases in the housing areas where his department works with Code Enforcement that dealt with undocumented workers. Mr. Douglas stated that his department will be publishing their 1st newsletter this Fall which they hope will begin on a quarter basis and then increase to a monthly basis. The Council Attorney suggested considering partnering with the St. Joseph Bar Association since all attorneys need to earn a minimum of six(6) continuing legal education credits each year. Council President Pfeifer suggested the Mr. Douglas participate in the IUSB "Conversations on Race" which will be held later this Fall. It was noted that Congressman John Lewis will be at IUSB on November 17th. 2002 Common Council Budget (General Fund # 101-0301) 2001 Budget: $ 239,397 Expenditure increase: 4.8 % 2002 Budget: $ 250,787 Total Expenditure increase: $ 11,390 Council President Charlotte Pfeifer provided copies of the "Council President Report" as well as the "Council Attorney Annual Report" (copies attached). Council President Pfeifer then summarized some of the major items addressed. She suggested that perhaps the city's web address should be added to the Council stationery next year. She noted that Council Member White's special sub-committee to the Zoning and Annexation Committee acted in a comprehensive and timely manner. She commended Sandy Parmerlee for her efforts in continuing getting a handle on the various committees and appointments which began the last year that Council Member Coleman was President. She noted that the quarterly luncheons with the State Senators and State Representatives have provided a good forum to discuss issues with them and the Commissioners and Administration. She noted that upcoming tasks include a special redistricting committee which she will appoint to work with the Committee of the Whole;continuing to work on the next two(2) "quality of life" ordinances with the Council Attorney and working with her in getting the draft of the Council brochure to the Council for their input. Council Member White noted that she sees the Status on the African American Males as a continuing challenge. Council President Pfeifer agreed noting that she worked hard to get the process going and had hoped that it would run on its own. She stated that she will be addressing this next year. Council President Pfeifer also stressed for the continuing need to get more citizens involved at all stages of government. She noted that the process is so important. Council President Pfeifer noted for example that the current budget review process is not as productive as it should be and she hopes that this will also be reviewed. Personnel and Finance Committee September 6, 2001 Page 5 2002 Park Budget (General Fund # 101-0301) 2001 Budget: $ 9,898,358 Expenditure increase: 2002 Budget: $ 10,327,488 Total Expenditure increase: The following individuals then joined the Committee meeting: Park Superintendent Phil St. Clair, Dr. Goodman, Administrative Director Betsy Harriman, Concessions Manager Matthew Moyer, Fiscal Officer Bill Carleton, Maintenance Superintendent Mike Dyszkiewicz, and Chad Kilmer of the Golf Offices. 2002 Parks and Recreation Department-Administration Budget (Fund # 201-1100) 2001 Budget: $ 995,564 Expenditure increase excluding capital: 3.2 % 2002 Budget: $ 995,383 Total Expenditure increase: $ 24,319 Park Superintendent Phil St. Clair and Fiscal Officer Bill Carleton then reviewed the 6-page "Proposed Budget Summary Report"(copy attached). Council Member Coleman commended the Park Department Administration for making the department financial self-sufficient. Mr. St. Clair noted that the two (2) pie charts compare the department in 1992 when total revenue were$4,889,375 and property taxes were a 72.4% source of revenue compared to the proposed 2002 department budget where revenues are projected to be$ 11,582,908 with property taxes being 60.4%of a revenue source. Mr. St. Clair noted that 2001 has been a good year with significant progress being made on the proposed skateboard park and the vet hospital. Potawatomi Zoo has new exhibits and the slide at Potawatomi Park have contributed to great numbers. Kennedy water park also had great numbers, noting that not one call for police has been made all summer. All of the Summer Day Camps were sold out and the new Park website is operational. Golf numbers have been down due to many rainy days; however approximately $ 7,000 was raised in the Park Superintendent's Golf Outing with the proceeds being donated to inner city youth programs. Marketing plans are being developed with NRPA experts and creative approaches will be utilized. 2002 Special Events Nonreverting Operating Fund Budget (Fund # 272) 2001 Budget: $ 192,198 Expenditure increase excluding capital: 48.4 % 2002 Budget: $ 233,312 Total Expenditure increase: $ 76,114 Fiscal Officer Bill Carleton then reviewed the Special Events budget. He noted that they are planning for bigger name entertainers for the"Summer in the City Festival"next year. Council President Pfeifer inquired about the plans to address the various neighborhood parks throughout the City. Mr. St. Clair stated that they are inspecting and analyzing each neighborhood park and would report these findings back to the Park Board and the Council. Council President Pfeifer thanked Mr. St. Clair for their assistance for the Natatorium Open House. She noted that 100 people attended on Friday and approximately 50 on Saturday. She Personnel and Finance Committee September 6, 2001 Page 6 emphasized that the process is what matters when updating the public. She stressed the need for all park programs to be accessible. Council Member White voiced concern over the process currently being utilized in the development of the Southeast Side Park. She noted that many residents feel that are not part of the planning process. Mr. St. Clair stated that the original planning took place approximately five (5) years ago, with the original plan calling for $ 6-7 million dollars. He said that this was unacceptable due to the costs and the park was placed on the back burner. He noted that they are looking at what is affordable and that Marco Mariani, a Planner with Community and Economic Development, is in charge of meeting residents and conducting meetings about the Southeast Side Park. In response to a question from Council Member White, Mr. St. Clair stated that a budget of $ 1 million is being considered. Council Member Kelly requested that he be informed of all meeting times, dates and locations so that he could attend. Council Member White made a similar request. Council Member Pfeifer suggested that all such meetings on the Southeast Side Park be given on a regular basis to the City Clerk's Office so that the entire Council can be informed. The Council Attorney requested on behalf of Council Member Aranowski for a line- item breakdown of the proposed expenditures and incomes for the new skateboard park. Dr. Varner noted that he would be interested in such detail and in particular staffing, fees, hours of operation, etc. Council President Pfeifer noted that Council Member tJjdak is concerned about liability insurance. Mr. St. Clair noted that a new state law exempts such operations (Council Member Coleman then circulated a copy of PL 250-2001 which will be codified as Indiana Code § 34-6 and Indiana Code § 3413) Council President Pfeifer requested that a copy of that state law be left with the City Clerk's Office. Rev. Michael Mather voiced concern that many individuals do not believe that they have been included in the planning of the Southeast Side Park. He noted that he feels like the train is moving out and the city just wants people like himself to jump onboard and approve the plan rather than be part of the planning process. He urged the Committee to focus on a positive partnership of private individuals working with government officials. He said is concern is over the process and that there should be more activities and involvement for citizens. Rev. Mather stated that when all people work together it would be a better process. He concluded that when people are involved from the very beginning that it will be a better and more viable park since they do not want another Dean Johnson Park. He noted that residents from American Homes Dreams homes have been included but no one from Heritage Homes SE have been included in the process. Council Member Coleman stated that the process is not complete and that these concerns would be addressed. Council Member Kelly noted that the concerns he hears are that nothing is happening. Personnel and Finance Committee September 6, 2001 Page 7 Mayor Luecke stated that the City is attempting to develop a plan for the park and that they hope that people would respond it items raised for the development of the park. He stated that the City owes the Southeast Side a park and it will be a good, strong neighborhood park. Dr. Varner noted each of the budgets for the various Park Department Divisions should be reviewed and if anyone had questions that they could be raised at a future committee meeting. The division budgets include: Park Maintenance #201-1101 Golf Courses #201-1102 Recreation #201-1103 Potawatomi Zoo #201-1104 Concessions #201-1105 Recreation Nonreverting Operating Fund #203 Council Member Coleman suggested that each Council Member review these proposed budgets so that any concerns could be addressed prior to September 24th. Mr. St. Clair noted that Susan O'Connor is not present today since she is coordinating the Bellview Softball Tournament which begins this evening. Council President Pfeifer inquired about the tree trimming program. Mr. St. Clair stated that it is a city-wide program utilizing two (2) tree crews. There is a backlog of 5-7 years. Mayor Luecke noted that they are focusing on street lights first. The Council Attorney noted the program should also consider trimming by stop signs citing a location on Ewing Avenue. Council President Pfeifer suggested that information be included with the water bill notifying when the crew would be in certain areas. She also inquired about plantings in the downtown area. Mr. St. Clair noted that some of the trees are maintained by the city and others are maintained by businesses. This same process is used for flower plantings. Chad Kilmer noted in response to a question from Dr. Varner that golf rounds are down between 5-10% due to the weather,noting that July was the best month. Dr. Goodman noted that the zoo hospital is approximately 2-3 weeks behind schedule due to the weather. Concessions have also been down due to the weather. Dr. Varner thanked everyone for coming to the Committee meeting and then adjourned the meeting at 5:10 p.m. Respectfully submitted, Council Member David Varner, Vice-Chairperson Personnel and Finance Committee KCF:kmf Attachments