HomeMy WebLinkAbout07-14-2025 Personnel & Finance Committee Minutes SignedOFFICE OF THE CITY CLER!(
BI ANCA L. T IR A D O , C ITY C L E RK
PE RSONNE L & FINA N CE
Co mmittee M e mbe rs Prese nt:
Co mmittee M e mbe rs A b se nt:
O th e r Council Prese nt:
O the rs Present:
Present e rs:
Agend a:
JU LY 14 , 2 02 5 4 :15 P.M.
S he il a N iezgod s ki , Kar e n L. White , Ra ch e l
To m as M o rgan , Dr. Oli ve r Da v is ,
No ne
Canne th Lee, T ro y Warn e r
Bi a n ca L. Tirado , Jasmine Jac kso n ,
M a tth ew N e a l, M a rg are t G o tsc h , La ri 'onn a
Gre en , Bo b P a lmer
J e nn a T hrow
Bill No . 4 3-2 5 -A m e ndin g Se ction 2 -2 l O of
th e So uth B e nd M unicipa l Cod e to U pd a te
Fees and P rocesses fo r Public R eco rd s
Req uest s (Discussion Only)
Members marked with an asterisk(*) are in virtual attendance.
Please note the attached link for the meeting recording:
https://docs.southbendin.gov/WebLink/browse.aspx?dbid=0&mediaid=396899
Co mmittee C ha ir S he il a iezgod s ki call e d to o rd e r th e P e rso nn e l a nd F in a nc e Co mmittee
meetin g a t 4 : 15 P.M .
Bill No. 43-25 -Amending Section 2-210 of the South Bend Municipal Code to Update Fees
and Processes for Public Records Reques ts (Discussion Only )
J e nn a T hro w, C it y A tt o rn ey, w ith o ffic es on th e twe lfth (12 th ) fl oo r of th e Co unty -C it y Building ,
So uth Be nd , IN 4 66 0 l , s ta te d th a t upd a tes have b ee n ma d e to Secti o n 2 -2 10 of th e Muni c ip a l
co d e and th e fo ll owin g is a n overv iew of th e prese nt a ti o n .
J as mine J ac kso n
OiJEF D EP lJTY OTY 0.ERK / OiJEF OF STAFF
IN TE GR IT Y I SERV ICE I ACC ESSI BILI TY
M atth e w Neal
D EPlJIY OTY 0.ERK / D IRECTOR OF P OLICY
Man;are l Colsc h
D IRECTOR OF SPEGAL PROJECTS
EXC ELL ENCE ACCO UNTAB ILIT Y I INNOVAT ION I INC LU SION EMPOW ERM ENT
455 County-City Building 1227 W Jefferson Blvd . I South Bend , Indiana 46601 I p 574.235 .9221 I f. 574 .235 .9173 1 www.southbendin.gov
.. C ITY OF SOUTII BEND I OFFI CE OF T I I E nn· CLE RK
To pic One ( l ): Law E nfo rce m e nt Re c o rdin gs -The goal of th e change is to ch a rge for th e a ctua l
tim e s pe nt rev iewin g and red a cting th e re cordings . The re w ill be a c a p o f o ne hundre d and fift y
d o ll a rs ($150 ) pe r vi d eo w ith a fl a t fe e of fi fty doll a rs ($50 ) per hour w hich w ill be prorated base d
o n th e le n g th of th e v id eo.
Co mmittee Membe r Dr. Oli ve r D av is as ked if Je nn a co uld e ma il th e Co mmittee a nd pro v id e a
li st of th e twe lve c iti es th a t have a d o pt e d a s imil a r process , th e assoc ia te d fees , if there are oth e r
c iti es o ut s id e of Indi a na th a t have a d o pt e d thi s pro c ess , a nd how many Co mmittee me mbe rs have
bee n in o pp os iti o n of thi s process ch a nge .
Je nn a T hro w sta ted th a t s he w ill fo ll ow up w ith a ll re qu es ts.
Co mmittee C ha ir K ar en L. W hite as ke d if thi s is a n ove rv iew of th e process and ho w it w ill be
impl e m e nt e d m ov in g fo rwa rd .
J e nn a T hro w st ate d yes , thi s pro cess is be in g a d o pt e d ac ro ss th e sta te of Indi an a.
Co uncil Pres id e nt Ca nn e th Lee as k e d if th e c harges ar e to th e re ques tor o r th e v ic tim .
Je nn a T hrow sta te d t ha t th e te rm v ic tim fa ll s und e r th e d e finition o f a reques to r, h oweve r, th e re
is a pro v is io n in th e law th a t a ll ows th e v ic tim to in s pect a re c o rdin g w ith o ut rece iv in g a co py,
th e refo re , no c harge wo uld be asso ci ate d .
Co uncil Me mb e r Troy Warn e d w anted to kn ow if th e fees w ould appl y to crimina l c ases w he n
th e Prose cuto r was purs uin g c ha rges . Co un c il Me mbe r Warner as k ed w he th er th e Co mmunity
Po lic e R ev iew B oard wo uld be c ha rge d fo r th e re c o rdin gs.
Je nn a T h row state d s he wo uld nee d to d o ubl e ch ec k a nd fo ll ow up .
Co mmittee Me mb er Dr. Dav is as ked fo r a li st of c urre nt re qu esto rs . He a lso as ke d w ha t
d oc um enta ti o n is nee d e d to be c o n sid e re d a re qu esto r a nd wh a t is th e c urre nt cost fo r a reco rding
ve rs us w hat is be in g prop ose d .
J e nna T hro w sta te d th a t s he would e ma il a li st th a t includes w ha t d oc um e nt a ti o n is ne ce ssary to
be co ns id e re d a re qu es to r, w hi c h is de fin ed by sta te law. As fa r as th e c urre nt c os t is con ce rn e d ,
it c os t s rou g hl y twe nt y d o ll a rs ($20) to re c e ive a reco rdin g .
Co mmittee Me mb e r Dr. Da v is as ke d if th e to ta l cost of p ro du c in g a two (2) ho ur v id eo reco rding
und e r th e a m e nd e d o rdin a nce wo uld cos t two hundred fifty d o ll a rs ($250).
Je nn a Thro w said th a t was co rr e ct.
To pic Two (2): Fee Sc he dul e a s Se parate D o cume nt -In ste ad o f ha v in g to manu a ll y go in and
a dju st th e co d e it se lf , th e fee schedul e w ill be a tt a ch e d as a se p a rate do cume nt and p os te d o n th e
C it y"s we b s it e. T he fees w ill still be a ppro ve d by th e Co uncil but w ill streamlin e th e pro cess fo r
Co uncil rev iew. To pi c T hree (3): C la rifi ca ti o n fo r E lec tro nic R eco rd s -thi s cl arifi es th a t no
c ha rges are assoc ia te d w ith e lec tronic re c o rd s , unl ess pro v ided by law, a nd th e fees se t in th e
o rdinance o nl y pe rt a in to hard c o pi es of re co rd s. To pi c Four (4): C larific a ti o n fo r Re c o rd
Ce rtific a tion Fees -thi s to pic cl arifi es th a t if a reco rd need s t o be c e rti fie d , th e fee asso ci a te d w ith
EXC ELLE NC E ACCO UNTA BILIT Y INNOVAT ION INC LUS ION EM PO W ERM ENT
455 County-City Building [ 227 W Jeffe rson Blvd. I South Bend. Indiana 46601 Ip 574.235.9221 If. 57 4 235.9173 [ www.southben d1n.g ov
... CITY OF SOUTH BEND I OFFICE OF THE CITY CLERK
th e ce rtific a ti o n is de pos it ed into th e sam e fund as the fees assoc ia te d w ith th e c o pi es of re co rd s.
To pi c F ive (5): Use of R eco rd s fr o m E le ct ro nic Da ta S torage Sys te m s -p ro hibits co mme rc ia l u se
of reco rd s fr o m an e le ctroni c d ata sto ra ge sys te m. M e di a, no nprofit ac ti v iti es , and a c a de mi c
research is no t prohibite d . T he C it y can prohibit a ny re qu esto r fr o m a c cess in g o r o bta inin g re cord s
if reco rd s are use d in co nt ra ry to thi s pro v is io n . To pi c S ix (6): U pd a te s to Fee Sche dul e -T hi s
to pi c covers minor upda tes to th e fee sc he dul e th a t in c lud es a d ec rease in th e cost of
fin ge rprinting, re naming "Arso n Re po rt s" to ·'F ir e In ves ti gati o n R e po rt s", strikin g lin e it e m s th a t
ar e no lo nge r use d , in c reas in g a n a dditi o na l cos t assoc ia te d w ith d oc um e nt s o th e r th a n publi c
reco rd s , and m o di fy in g fees fo r "No Tres pass " s ig n s to re fl e ct o nl y o ne s ize.
Co mmitte e C hair N iezgod ski th anke d Je nn a T h row fo r th e pr ese nta ti o n a nd as ke d a ll Committee
Me mbe rs and Co un c il Me mbe rs to e m a il he r w ith an y a dditi o na l questi o n s the y may have
regarding th e prese nt a ti o n.
With no further bu s iness, Committee C ha ir S he il a N iezg od ski a dj o urn e d t he Pe r sonnel a nd
F in an ce Committee m ee tin g a t 4:42 P.M.
R es p ec tf ull y S ubmitte d ,
J/d~-
S he il a N iezgo d ski , Co mmittee C ha ir
NOTI CE FOR HEA RI NG AN D S IG HT
IMP A IR ED PERSO NS
A uxiliary A id o r Oth e r e rv iccs m ay be Ava il a bl e
upon Requ es t a t No C ha rge.
Pl ea se g ive Rea son a ble Ad va nc e Request
wh e n Po ss ible
EXC ELLE NC E ACCO UNTABILIT Y I INNOVA TI ON INC LUSION EMPOW ER MENT
455 County-City Building 1227 W Jefferson Blvd. I South Bend, Indiana 46601 I p. 574 .235 .9221 I f. 574 235.9173 1 www southbendin .gov