HomeMy WebLinkAbout10-06-2022 Personnel & Finance~ X
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OFFICE OF THE CITY CLERK
D AWN M.JONES , CrTY CLERK
PERSONNEL AND FINANCE
Committee Members Present:
Committee Members Absent:
Others Present:
Presenters:
Agenda:
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OCTOBER 6, 2022, 5:00 P.M.
Sheila Niezgodski*, Vice-Chair Eli Wax, Troy
Warner*, Rachel Tomas Morgan, Canneth Lee, Lori
Hamann
Henry Davis Jr.
Dawn Jones*, Zoe Tembo*, Justin LePla*, Maricela
Juarez*, Victoria Trujillo*, Karen L. White
Daniel Parker, Denise Riedl
Budget Wrap-Up and Final Questions
Members marked with an asterisk (*) are present digitally
Please note the attached link for the meeting recording:
https://docs.southbendin.gov/WebLink/browse.aspx?dbid=0&mediaid=358000
Vice-Chair Eli Wax called to order the Budget meeting at 5:03 p.m.
Final Remarks from Dan Parker -Changes for the 2023 Budget Substitute Bill
City Controller Dan Parker, with offices on the twelfth ( 12th) floor of the County-City
building, outlined the changes that the Administration intends to file on a substitute bill for
the 2023 budget as follows:
I. Build in the financial impact of the three (3) year tentative agreement that was reached
with the FOP resulting from the police negotiations, the details of which will be
released on October 7, 2022.
2. Remove increases for education, training, and professional services in the Clerk's
Office budget to align with the Mayor's Office budget of zero percent (0%) increase.
3. Eliminate the Ordinance Violation Bureau from the Clerk's Office and relocate it to
the Administration and Finance Department.
Dan Parker noted that as per the Indiana Code, the Mayor is responsible for proposing all non-
personnel budgets for the Clerk's Office. The Mayor has declined to propose increases to
education, training, and professional services for the 2023 budget. In addition, the Mayor
encourages Council to keep proposed personnel increases for the clerk's office to a three
percent (3%) cap.
EXCELLENCE ACCOUNTABILITY INNOVATION INCLUSION EMPOWERMENT
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CIT Y OF SOUTH BEI D OFFICE OF THE CLERK
Dan Parker outlined the Mayor's proposal to relocate the Ordinance Violation Bureau to allow
streamlining of the receipt of ordinance violations receipts and improve the recording of the
receipts and overall cash management.
Council Questions and Feedback
Vice-Chair Wax requested questions from the Council.
Committee Member Tomas Morgan inquired whether there 1s good alignment between
community budget feedback and budget priorities.
Dan Parker responded that the 2023 budget reflects the top responses in the feedback, which
include roads and streets, violence reduction programs and community safety, and water and
wastewater infrastructure. Denise Riedl, Chief Innovation Officer, confirmed that resident
feedback focused on neighborhood infrastructure, specifically lighting and traffic calming,
and noted that streets are a top priority across districts.
Clerk Dawn Jones inquired about transferring the Ordinance Violation Bureau and how this
will affect the person currently holding the position in the Clerk's Office.
Dan Parker responded that the person currently holding the position will be offered to transfer
and retrain in the Administration and Finance Department with the goal of bringing them up
to the level required for them to continue in the position and eliminate issues stemming from
a lack of training on how to record receipts of cash.
Committee Member Lee inquired about the differences in numbers between district responses
for the budget feedback.
Denise Riedl responded that there was a variance in participation between districts resulting
in different numbers , but the orders aligned. In addition, accepting feedback in various formats
created a challenge in identifying which district each contributor was from.
Council President McBride noted for the record that the Clerk's Office three (3%) cap and the
zero percent (0%) increase for education, training, and professional services were addressed
in the second substitute bill discussion and that those bills will be corrected.
Committee Member Warner requested elaboration on the issues found in the Ordinance
Violation Bureau's documentation and cash flow.
Dan Parker responded that there have been numerous concerns with the receipts process
within the Clerk's Office. The finance team does not believe that there is money missing
overall; however, verifying this has been challenging. The main concerns are ensuring that,
in accordance with city policy and state law, deposits are made within one (1) day and that
any cash that is received is properly recorded with the name of the person paying for the
violation.
EXCELLENCE ACCOUNTABILITY INNOVATION INCLUSION EMPOWERMENT
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CITY OF SOUTH BEND OFFI CE OF THE CLER K
Committee Member Hamann inquired about the conversations that took place prior to this
meeting regarding the Ordinance Violation Bureau and noted that it would have been more
appropriate to discuss the relocation prior to today.
Dan Parker responded that multiple conversations were had prior to this meeting to discuss
the best processes within the Clerk's Office, including ensuring that they have access to the
right software systems and ensure that training on how to accept cash and process receipts and
deposits was provided. Due to the results of these conversations and the lack of progress, it
was proposed to relocate the Ordinance Violation Bureau. The relocation proposal was not
made to the Clerk prior to this meeting.
Clerk Jones noted that she had inquired about the Ordinance Violation Bureau.and was told
the position would not be moved. In addition, a new employee took on the position in June
2022 and has requested training which was declined due to a lack of staffing. Clerk Jones
expressed that moving this position should have been discussed prior to this meeting.
Dan Parker responded that at the time of Clerk Jones' inquiry, the proposed budget did not
include relocating the position; however, it will be included in the substitute bill. In addition,
training was provided but there has been no progress with the entries to date.
Public Questions and Feedback
There was no public input on the proposed 2023 legal department's budget.
With no further business, Vice-Chair Eli Wax adjourned the Budget meeting at 5:32 p.m.
Respectfully Submitted,
Committee Chair Sheila Niezgodski
NOTICE FOR HEARING ANO SIGHT li\lPAIRED PERSONS
Auxili:u1· Aid or 01hcr Scn•iccs 111:iy be Available upon Rcciucst at No Char)!c.
Plc..sc l!i"l' Reasonable Advance Rc,1ucs1 when Possible
EXCELLENCE ACCOUNTABILITY INNOVATION INCLUSIO EMPOWERMENT
455 County-City Building 227 W Jefferson Bvld South Bend. Indiana 46601 p 574.235.9221 f 574.235.9173 TT0574.235.5567 www.southbendin.gov
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