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HomeMy WebLinkAbout10-03-2024 Personnel & Finance Committee Meeting Minutes /. a y \18ti� OFFICE OF THE CITY CLERK BIANCA L. TIRADO, CITY CLERK PERSONNEL& FINANCE October 3, 2024, 5:30 P.M. Committee Members Present: Sheila Niezgodski*, Troy Warner, Canneth Lee, Ross Deal, Karen White, Rachel Tomas Morgan,Angela Smith Councilmembers Present: Ophelia Gooden-Rodgers Others Present: Bianca Tirado, Matthew Neal, Samuel Turck, Bob Palmer, Sherry Bolden-Simpson Agenda: Human Rights Commission Budget Hearing Members marked with an asterisk(*) are in virtual attendance. Please note the attached link for the meeting recording: https:Hdocs.southbendin.gov/WebLink/browse.aspx?dbid=0&mediaid=386219 Please note the attached link for the meeting presentation: https:Hdocs.southbendin.gov/WebLink/Browse.aspx?startid=8 Committee Vice-Chair Troy Warner called to order the Personnel & Finance Committee meeting at 5:30 p.m. Committee Chair Sheila Niezgodski provided information regarding the 2025 Budget Overview process. Additional questions about this meeting or the budget hearing can be emailed to the Personnel and Finance Committee Chair, Sheila Niezgodski, at sniez od,.d1southbendin.gov, and they will be directed to the appropriate department. The Final Budget Hearing is scheduled for October 14, 2024. The Human Rights Commission's budget presentation has been moved to October 3, 2024. Human Rights Commission Budget Hearing Katrina Lee, Human Rights Commission Executive Director, with offices at 319 N. Niles Avenue, South Bend IN 46617, shared the mission statement of the Human Rights Commission (HRC). Katrina Lee stated that there are six (6) roles within the HRC; Executive Director, Intake Coordinator, two (2) Investigator V's, Housing Manager, Employment Manager, and an Administrative Assistant II. INTEGRITY I SERVICE I ACCESSIBILITY Fhvet Quijada-Navarro Matthew Neal Samuel Turck CHIEF DEPCTY CITY CLERK DP.PC'rY/DIRECTOR OF POLICY DIRECTOR OF SPECI:V.OF PRO)EC rs EXCELLENCE I ACCOUNTABILITY I INNOVATION I INCLUSION I EMPOWERMENT 455 County-City Building 1 227 W.Jefferson Blvd.I South Bend,Indiana 46601 1 p.574.235.9221 1 f.574.235.9173 1 www.southbendin.gov • CITY OF SOUTH BEND OFFICE OF THE CLERK Katrina Lee stated that the HRC received three (3) grant fund in 2024. Ten thousand dollars ($10,000) from the department of Community Investment providing education and training to South Bend residents. Thirty thousand dollars ($30,000) from St. Joseph County to assist Investigator Vs with housing county cases. Ten thousand dollars ($10,000) from the City of Mishawaka providing education and training to Mishawaka residents. Katrina Lee stated that her primary role for 2024 was focusing on community outreach,workshops and education within the cities of South Bend and Mishawaka. From January-September of 2024 there have been twenty-five (25) events through the HRC from Fair Housing Workshops to the most recent Mexican Independence Celebration, with more events planned for this last quarter of the year. While in 2023 the HRC hosted five(5)total events for the year. These events helped unite community leaders, residents, and young people. Katrina Lee thanked all City officials who attended these events for their support. The HRC overall budget for 2024 was a thirty-one-point twenty-two (31.22%) percent increase from 2023. The Equal Employment Opportunity Commission (EEOC) decreased a negative nine point eight seven (-9.87%) percent. The Housing and Urban Development department increased eighty-one points seventy-two (81.72%) percent. The HRC has been operating below the area market rate, the 2024 budget allowed for staff members to receive pay equity. In 2024, a new Investigator V was added to the team due to an influx of cases, additional advertisement and collaborations. The HRC 2025 budget recommends a general increase of thirty-one-point twenty-two percent (31.22%). The specific changes are detailed below for review, including only City-controlled fund and excludes interfund transfers and allocations. - Salaries & Wages: thirty-two-point twenty-eight (32.28%) percent increase from three hundred five thousand nine hundred and ninety-six($305,996)dollars to four hundred four thousand seven hundred and sixty-two ($404,762) dollars - Fringe Benefits:thirty-three-point seventy-six(33.76%)percent increase from one hundred and thirty-five thousand seven hundred and sixty-three ($135,763) dollars to one hundred eighty-one thousand, six hundred and one ($181,601) dollars - Supplies: eighty-three-point thirty-three (83.33%) percent increase from three thousand ($3,000) dollars to five thousand ($5,000) dollars - Education and Training: sixty (60%) percent increase from five thousand ($5,000) dollars to eight thousand ($8,000) dollars - Other Service & Charges: twenty-eight-point one-seven (28.17%) percent increase from fifty-seven thousand five hundred ($57,500) dollars to seventy-three thousand and seven hundred($73,700) dollars - Printing & Advertising: forty-point seven-four (40.74%) percent decrease from thirteen thousand five hundred ($13,500) dollars to eight thousand ($8,000) dollars - Professional Services:twenty-eight-point fifty-seven(28.57%)percent decrease from three thousand five hundred ($3,500) dollars to two thousand five hundred ($2,500) dollars EXCELLENCE ACCOUNTABILITY INNOVATION INCLUSION EMPOWERMENT 455 County-City Building 227 W.Jefferson Blvd. South Bend,Indiana 46601 p.574.235,9221 f.574.235.9173 www.southbendin.gov CITY OF SOUTH BEND OFFICE OF THE CLERK - Repairs & Maintenance: zero ($0) percent increase, budget will remain the same at ten thousand ($10,000) dollars - Travel: one hundred (100%) percent increase from zero ($0) dollars to seven thousand ($7,000)dollars. Katrina Lee stated that the Investigator Vs, Housing and Employment Managers within the HRC have similar skill sets and requirements to the paralegals and managers working in the Legal Department. Therefore, the HRC is seeking to increase their salaries to promote competitive market pay equity, ensuring that compensation reflects their comparable expertise and responsibilities.Additionally, the request for a salary increase for the Intake Coordinator is driven by the expanded duties and responsibilities associated with the role,which has grown significantly in recent years. Katrina Lee specified that Other Services and Charges covers rent, membership, speaker fees, advertisement, commissioner, local retreats, promotional materials, building maintenance fees, outside legal fees and printed materials. In 2023, the HRC received one hundred and six (106) employment cases from the EEOC and successfully secured sixty-eight thousand($68,000)dollars in awards. From Janu g to September 2024, the number of cases increased to one hundred and twenty-three (123), with projections indicating an additional thirty to fifty (30-50) cases by the end of the fiscal year. This year, the HRC is projected to secure awards totaling sixty-nine thousand and one hundred($69,100)dollars. The EEOC Grant Fund is projected to reach seventy-five thousand ($75,000)dollars for 2025, and the following outlines the proposed allocation of these funds. - Salaries & Wages: five-point two-four(5.24%)percent increase from sixty-eight thousand five hundred and seven ($68,507) dollars to seventy-two thousand and one hundred ($72,100) dollars - Fringe Benefits: seven-point seventy-two (7.72%) percent increase from twenty-nine- thousand and fifty-two ($29,052) dollars to thirty-one-thousand two-hundred-ninety-six ($31, 296) dollars - Supplies: fifty(50%)percent increase from two thousand($2,000)dollars to three thousand ($3,000)dollars - Education & Training: one-hundred-sixty-six-point sixty-seven (166.67%) percent increase from three thousand($3,000) dollars to eight thousand($8,000) dollars - Other Service & Charges: zero (0%) percent increase, remaining at zero ($0) dollars - Printing & Advertising: sixty-six-point sixty-seven (66.67%) percent increase from three thousand ($3,000)dollars to five thousand($5,000) - Professional Services: ninety-two-point thirty-one (-92.31%) percent decrease from twenty-six thousand($26,000) dollars to two thousand ($2,000) dollars - Travel: thirty-three-point thirty-three (-33.33%) percent decrease from twelve thousand ($12,000) dollars to eight thousand($8,000) dollars In 2023,the HRC received fourteen(14)HUD cases for the entire year and successfully secured a grant of ninety-eight thousand ($98,000) dollars. From January-September 2024, the number of EXCELLENCE ACCOUNTABILITY INNOVATION INCLUSION EMPOWERMENT 455 County-City Building 227 W.Jefferson Blvd. South Bend,Indiana 46601 p.574.235.9221 f.574.235.9173 www.southbendin.gov CITY OF SOUTH BEND OFFICE OF THE CLERK cases increased to twenty-three(23),with eleven(11)cases closed and twelve(12)currently open. For 2024, the HRC is expected to receive grants totaling two hundred thirty-four thousand three hundred ($234,300) dollars. The significant increase in the 2024 grant is due to previously allocated HUD funds that were never disbursed to the HRC. This year, the HRC is ensuring these resources are properly utilized. The HUD budget for 2025 is projected to reach ninety-five thousand ($95,000) dollars, with the following overview of fund allocation. - Salaries & Wages: five-point one (5.10%) percent increase from seventy-thousand five hundred and seven ($70,507) dollars to seventy-four thousand one hundred ($74,100) dollars - Fringe Benefits: seven-point sixty-two (7.62%) percent increase from twenty-nine- thousand four hundred and thirty-nine($29,439)dollars to thirty-one thousand six hundred eighty-two ($31,682) dollars - Supplies: one thousand seven hundred (1700.00%) percent increase from five hundred ($500) dollars to nine thousand ($9,000) dollars - Education & Training: thirty-three-point thirty-three (33.33%) percent increase from six thousand ($6,000) to eight thousand ($8,000) dollars - Other Services & Charges: twenty-five (25%)percent increase from eight hundred ($800) dollars to one thousand($1,000) dollars - Printing&Advertising:eight hundred forty(840.00%)percent increase from five thousand ($5,000) dollars to forty-seven thousand ($47,000) dollars - Professional Services: four hundred (400.00%) percent increase from two thousand ($2,000) dollars to ten thousand ($10,000) dollars - Travel: fifty (50%) percent increase from ten thousand ($10,000) to fifteen thousand ($15,000) dollars - Capital: one (1%)percent from zero ($0) dollars to thirty thousand ($30,000) dollars Katrina Lee stated that the capital expenses include twenty-eight thousand ($28,000) dollars for a Chevrolet Equinox, which will support operations at one site and facilitate field investigations during cases. The HRC's 2025 goals include several key initiatives aimed at enhancing its impact. These initiatives encompass increasing attendance and sponsorships for the Award Luncheon, securing twenty-five thousand ($25,000) dollars each from the City of South Bend and the City of Mishawaka grants, and expanding community outreach to thirty (30) events. The HRC also aims to strengthen community partnerships, publish an annual report, and add one (1) full-time Investigator V.The Housing Manager and Employment Manager have emphasized that they cannot handle a full-time investigator's workload while managing their existing responsibilities. Therefore, a thorough validation process will be conducted to ensure there is sufficient work to justify the implementation of this new position,along with obtaining one(1)fleet vehicle for onsite and field investigations and interviews. EXCELLENCE ACCOUNTABILITY INNOVATION INCLUSION EMPOWERMENT 455 County-City Building 227 W.Jefferson Blvd. South Bend,Indiana 46601 p.574.235.9221 f.574.235.9173 www.southbendin.gov • CITY OF SOUTH BEND OFFICE OF THE CLERK Citizen Member Ross Deal expressed his gratitude to Katrina Lee for the presentation. He requested clarification on the specific allocation of the salary increases among current staff and inquired whether the seventy-five thousand ($75,000) grant would be sufficient to support a new hire. Katrina Lee clarified that the grant from HUD funds the Housing Manager position, while the grant from the EEOC supports the Employment Managers. Citizen Member Deal inquired about the specific allocation of the salary increases for each HRC employee. Katrina Lee provided the following details regarding the salary increases: the Intake Coordinator will receive a 49.41% increase, totaling $19,980; the new investigator position will see a 100% increase, with a cap of$63,816; the current investigator will receive a 16.41% increase, adding $8,994 to their salary; and both the Employment Manager and Housing Manager will receive a 5.24% increase, each adding $3,592 to their salaries. She noted that the HRC is currently interviewing for these positions,but candidates have declined offers due to salary concerns,further emphasizing the need to address pay equity. Citizen Member Deal inquired whether employees in the department had received raises in recent years to address cost-of-living increases. Katrina Lee responded that all employees received a three (3%) percent raise in previous years to account for rising living expenses. Citizen Member Angela Smith asked whether the increase in caseload and outreach, which is driving the need to expand the team, is expected to continue growing each year moving forward. Katrina Lee stated that she anticipates the workload leveling out. This new budget will establish a baseline and set yearly expectations moving forward, as there was previously no framework to work with. Citizen Member Smith asked whether, given the increased workload, the County is planning to increase its contribution for 2025. Katrina Lee indicated that St. Joseph County plans to sustain its contribution amount at the same level as in 2024 moving forward. Citizen Member Smith inquired whether contributions are tracked to distinguish between County funds and City funds. Katrina Lee noted that while allocations are tracked, she did not have that specific information currently available. She also clarified that travel arrangements will be organized so that employees can be certified to travel after six(6) months to a year of service. Committee Member Canneth Lee inquired about the funding from HUD and the EEOC, noting that a significant portion of the budget is covered by grants and funds that will be reimbursed. EXCELLENCE ACCOUNTABILITY INNOVATION INCLUSION EMPOWERMENT 455 County-City Building 227 W.Jefferson Blvd. South Bend,Indiana 46601 p.574.235.9221 f.574.235.9173 www.southbendin.gov • CITY OF SOUTH BEND OFFICE OF THE CLERK Katrina Lee confirmed this, stating that much of the budget will indeed be reimbursed through HUD and EEOC grants. Committee Member Rachel Tomas Morgan inquired about the Level V investigators and how market rates are influencing salary caps. She asked how seniority might be considered for current investigators. Katrina Lee responded that any new hires would not be brought in at the salary cap, and since the current investigator has been with the organization for six (6) months, many others will have comparable levels of seniority. Committee Member Karen White specified that the HRC budget is allocated in four ways: County, City,EEOC,and HUD. She then inquired about the specific portion of the budget that comes from the City. Katrina Lee stated that she would follow up with the details regarding the contributions from Mishawaka and South Bend to the HRC. Kyle Willis, City Controller, from the offices on the 12th floor of the County-City building, noted that the HRC General Fund and federal grant funds, such as those from the EEOC and HUD, are grant-funded divisions. Committee Member White indicated that she would like to follow up on this and see a detailed breakdown of the funding. Committee Member Tomas Morgan expressed her support for the idea of reviewing a revenue table from the HRC to better understand how funds are allocated. Committee Member Lee asked what a claim might entail and what the HRC does Katrina Lee explained that if a claim pertains to employment,the administrative assistant will take the initial intake and prepare the individual for a meeting with the intake coordinator, during which the information will be notarized. This information is then sent to the individual's employer, who is given 20 days to respond. The employer is requested to provide witnesses and documentation, including texts and video footage, of the person making the claim. This process is filed with the EEOC. The information from the charging parry is compared to that of the respondent. If there is no probable cause, the charging party will indicate the reparations they seek. If probable cause is established, the information is shared with the respondent, who will then engage in conciliation with the charging party. If conciliation is unsuccessful, a mediator will be provided, and the legal team will become involved. In housing cases, the process is similar, but individuals must work more quickly, as they only have 100 days to close the case. Councilmember Ophelia Gooden-Rodgers inquired about the number of cases that have been heard and/or closed to date in 2024. Katrina Lee stated from January to September 2024,the number of cases increased to one hundred and twenty-three (123), including both probable and improbable cause cases. Projections indicate an additional thirty to fifty (30-50) cases by the end of the fiscal year. EXCELLENCE ACCOUNTABILITY INNOVATION INCLUSION EMPOWERMENT 455 County-City Building 227 W.Jefferson Blvd. South Bend,Indiana 46601 p.574.235.9221 f.574.235.9173 www.southbendin.gov • CITY OF SOUTH BEND I OFFICE OF THE CLERK Committee Vice-Chair Warner opened the public hearing. Sue Kesim, residing at 4022 Kennedy Drive, South Bend, IN 46614, voiced her concerns that the local retreat could be cut from the budget. Katrina Lee explained that the local retreat serves an educational purpose, providing valuable updates on rules, regulations, and procedures from legal representatives to the commissioners. With no further business, Committee Vice-Chair Warner adjourned the Personnel & Finance Committee meeting at 6:10 p.m. Respectfully Submitted, Ja_ /1� Sheila Niezgodski, Committee Chair NOTICE FOR HEARING AND SIGHT IMPAIRED PERSONS Auxiliary Aid or Other Services may be Available upon Request at No Charge. Please give Reasonable Advance Request when Possible EXCELLENCE ACCOUNTABILITY INNOVATION INCLUSION EMPOWERMENT 455 County-City Building 227 W.Jefferson Blvd. South Bend,Indiana 46601 p.574.235.9221 f.574.235.9173 www.southbendin.gov