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HomeMy WebLinkAbout79-25 Amending City Clerk Staff Non-Bargaining Salary Ordinance No. 11237-25 • • • • OFFICE OF THE CITE' CLERK BIA`CA L. TIRADO, CITY CLERK November 19, 2025 Canneth Lee,President Filed in Clerk's Office South Bend Common Council Nov 19, 2025 215 S. Dr. Martin Luther King,Jr. BLVD 3`d Floor South Bend, Indiana 46601 Bianca Tirado City Clerk, South Bend, IN RE: Salary Ordinance 11237-25 Amendment Dear President Lee, On October 13, 2025, the South Bend Common Council passed Ordinance No. 11237-25, which fixed maximum salaries and wages of deputies and non-bargaining employees appointed by the City Clerk of the City of South Bend,Indiana for calendar year 2026. This ordinance will add the Common Council part-time administrative assistant to a full-time position with benefits in the Office of the City Clerk. The City Clerk has determined that it is appropriate and necessary to amend this ordinance and add the position under her direction due to the increasing responsibilities of the position as reflected in the amended list attached to this ordinance as Exhibit A. I now request an amendment to this non-bargaining salary ordinance,specifically to the make the following changes: • Removal of a part-time Administrative Assistant Position for the South Bend Common Council(with a 2026 cap of$58,000)to place in the office of the City Clerk • Establish a full-time Administrative Assistant Position(with a 2026 cap of$58,000)and adding benefits. • There is no salary increase to the position;only changing to full-time with benefits. I will present this bill to the Common Council at the appropriate committee meetings. It is requested that this bill be accepted for 1st reading on November 23, 2025 with a 2"d reading,public hearing, and 3`d reading schedule for December 8,2025. Thank you for your attention to this request. If you should have any questions, please feel free to contact me directly. INTEGRITY SERVICE I ACCESSIBILITY .Jastnine,Jacksou Matthew Neal Mil (;otsch CHIEF DEPUTYQTY CLERK/CHIEF OFSTAFF DEPLTYQTYCLERK%DIRF.croeOFPOLICY DIRECTOR OFSPEQAI.PROJECTS EXCELLENCE ACCOUNTABILITY INNOVATION I INCLUSION EMPOWERMENT 300 City Hall 1215 S Martin Luther King,Jr Blvd.t South Bend.Indiara 46601 I p.574 235 9221 t t 574.235 3173 I www.soutnbendin gov 't'_') CITY OF SOUTH BEND I OFFICE OF THE CITY CLERK Regards, fi2/4 ,ft/ta- , ic 170 Bianca Tirado City Clerk EXCELLENCE ACCOUNTABILITY INNOVATION INCLUSION EMPOWERMENT 300 City Hall 121 5 S.Martin Luther King,Jr Slyr, Suuih Bend,Indiana 46601 I P.574 235 9221 I t 574 235 91 73 1 www southbendin.gov Filed in Clerk's Office Nov 19, 2025 BILL NO. 79-25 Bianca Tirado City Clerk. South Bend, IN ORDINANCE NO. AN ORDINANCE OF COMMON COUNCIL OF THE CITY OF SOUTH BEND, INDIANA,AMENDING AND REPLACING ORDINANCE NO. 11237-25 IN ITS ENTIRETY TO FIX MAXIMUM SALARIES AND WAGES OF DEPUTIES AND NON- BARGAINING EMPLOYEES APPOINTED BY THE CITY CLERK OF THE CITY OF SOUTH BEND, INDIANA,FOR THE CALENDAR YEAR 2026,AND TO ESTABLISH ONE NEW FULL-TIME POSITION STATEMENT OF PURPOSE AND INTENT On October 13,2025, the South Bend Common Council passed Ordinance No. 11237-25, which fixed maximum salaries and wages of deputies and non-bargaining employees appointed by the City Clerk of the City of South Bend,Indiana for calendar year 2026. This ordinance amends and replaces that ordinance to add the Common Council part-time administrative assistant to a full-time position in the Office of the City Clerk with benefits. The City Clerk has determined that it is appropriate and necessary to amend this ordinance and add the position under her direction due to the increasing responsibilities of the position, as reflected in the amended list attached to this ordinance as Exhibit A. Pursuant to Indiana Code § 36-4-7-3(d), this Ordinance sets forth the maximum compensation to be paid to deputies and non-bargaining personnel appointed by the City Clerk of the City of South Bend for the calendar year 2026. This Ordinance establishes such compensation for all non-bargaining employees by specific position and title. The budgeted or actual compensation paid to a City employee in each position may be less than the maximum amounts set forth herein but may not exceed those amounts. This Ordinance is in the best interest of the City and the affected non-bargaining employees. NOW, THEREFORE, BE IT RESOLVED BY THE COMMON COUNCIL OF THE CITY OF SOUTH BEND, INDIANA, that Ordinance No. 11237 is amended and replaced to read in its entirety as follows: SECTION I. Maximum Compensation The maximum amounts to be paid as compensation for non-bargaining employees for deputies and non-bargaining personnel appointed by the City Clerk of the City of South Bend are hereby established as set forth in the attachment, which is incorporated herein by reference. As City employees, these personnel are paid on a bi-weekly basis. Amounts by alphabetical position are set forth, as well as the maximum compensation for each position. SECTION II.Holidays, Vacations and Other Monetary and Fringe Benefits Incorporated by Reference (a) Holidays., Holidays designated by the Board of Public Works pursuant to Section 2-120 of the South Bend Municipal Code shall govern non-bargaining employees for the calendar year 2026. The provisions of the City's Employee Handbook as it may be amended from time to time shall apply and are incorporated herein by reference. (b) Vacations. Vacation for non-bargaining employees shall be as set forth in the City's Employee Handbook as it may be amended from time to time, incorporated herein by reference. (c) Family Leave. The Family and Medical Leave Act Policy is, hereby, incorporated herein by reference in its entirety. (d) Parental Leave. Parental leave will be offered to all eligible full-time employees in accordance with the policy set forth in the City Employee Handbook, as it may be amended from time to time,which is incorporated herein by reference. (e) Insurance. (1) Comprehensive Major Medical Insurance Program. The City shall maintain a comprehensive major medical insurance program in which, subject to Section III herein, non-bargaining employees regularly scheduled to work 30 hours or more per week may participate under the rules and guidelines of the plan document. All employees are provided access to a copy of a plan document each year. (2) Short and Lone-Term Disability. Short and Long-Term Disability shall be as set forth in the City's Employee Handbook, as it may be amended from time to time, which is incorporated herein by reference. (3) Payment for Election to Leave Employer's Comprehensive Major Medical Insurance Program. The City shall pay one hundred and thirty($130)per month ($65 bi-weekly) to any Employee who elects to leave the City's comprehensive major medical insurance program to be covered by another program for which the City makes no contribution. This election shall not be mandatory, and the Employee who made such election may return to the City's comprehensive major medical Insurance Program,provided that the conditions are a Qualifying Life Event or Open Enrollment of the City's Comprehensive Major Medical Insurance Program,and the contributions specified herein are made, but in such event said Employee shall forfeit the one hundred and thirty dollar ($130) payment per month thereafter. (4) Life Insurance. The City shall provide term life insurance coverage in an amount 1 x annual salary rounded up to the nearest $1,000 for each benefit eligible employee except for sworn firefighters, sworn police officers, and members of the Teamsters, which are as provided in their collective bargaining agreements. (5) Benefit Waiting Period. The City notes that life insurance and comprehensive major Medical Insurance programs require a minimum eligibility period of thirty (30) days and that the long-term disability program requires a minimum ninety(90) day eligibility period which must be met. (I) Hiring Bonus. The City Clerk, may, at his/her discretion, offer a Hiring Bonus to a new employee as an incentive for the employee to accept the position offered. This Bonus will be paid to the employee in addition to the salary set forth in the Salary Ordinance. The range of these monetary bonuses will be from one hundred ($100)to four thousand dollars ($4,000). (g) City Residency Incentive. Full-time employees who establish and maintain legal residence within the City of South Bend city limits, reside on a continuous,permanent basis within the South Bend city limits,and comply with all regulations and requirements described in the Employee Handbook on this topic shall be entitled to an annual monetary bonus of two thousand dollars ($2,000). This incentive will be paid out to qualifying employees once per year in December. Employees must be actively employed with the City of South Bend at the time of payment to qualify for the residency incentive. (i) Allowances. (1) Auto Allowances. At the City Clerk's discretion an auto allowance may be offered to city employees in lieu of a City issued car. The allowance may range from one ($1) to five hundred dollars ($500) dollars per month. (2) Cell Phone Allowance. At the City Clerk's discretion an allowance for the business portion of an employee's cell phone may be provided to those employees whose position and job responsibilities require the ability to communicate outside of city premises or after normal city working hours. The allowance shall not exceed one hundred dollars ($100) per month. (j) Early Retirement Incentives. The City Clerk shall have discretion to offer an early retirement incentive program that may take the form of a bonus upon retirement for years of service or assistance with health insurance for a retiree who is not Medicare eligible. Such assistance shall not exceed one (1) year. Any such bonus or assistance must be approved by the City Clerk and Controller and is subject to appropriation by the Common Council before any such bonus or assistance may be paid. I.C. 5-10.2-3-1.2 permits employers to purchase one year for every five years of service for employees in PERF covered positions under certain conditions. The City Clerk shall have discretion to offer such early retirement incentive program, pursuant to statute, after consultation with the Controller and after appropriation by the Common Council. (k) Other Monetary Fringe Benefits. All other fringe benefits shall be set forth in the City's Employee Handbook as it may be amended from time to time. Employees must be actively employed with the City of South Bend at time of payment to qualify. SECTION III. Employee Definitions (a) Full-Time Employee. Full-time employees are those employees who are regularly scheduled to work forty (40) hours per week, or a reduced full-time schedule of thirty (30) hours or more per week as approved by the Mayor on a voluntary basis. Such employees are eligible for the Employer's Benefits Package subject to the terms, conditions and limitations of each benefit program. However, solely for purposes of qualification for health care benefits under the federal Patient Protection and Affordable Care Act (the Act) as amended, the definition of full- time employee shall be the equivalent of that which is provided in the Act, and this Section shall not be construed to be in conflict with the Act. (b) Part-Time Employee. Part-time employees are those employees who are not assigned to a full-time status as defined by the City including those who qualify for health care benefits under the Act,but who do not meet the City's definition of full- time employee under subpart (a) of this Section, and who are scheduled to work less than the City of South Bend's full-time schedule, not to equal or exceed one thousand five hundred sixty (1,560) hours per year. While they do receive certain mandated benefits (such as worker's compensation,social security benefits, and for some, health care under the Act),they are not eligible for other City benefit programs with the exception of the positions listed below: All elected Council members and City Clerk are eligible for participation in all of the Employer's Benefit Programs. SECTION IV. City's Employee Handbook Availability Two (2) copies of the City's Employee Handbook shall be kept on file and made available for public inspection during regular hours in the office of the City Clerk on the 3rd Floor of the South Bend City Hall Building, South Bend, Indiana. SECTION V. Effective Date This Ordinance shall be in full force and effect from and after its passage by the Common Council and approved by the Mayor. Canneth J. Lee, Council President South Bend Common Council Attest: Bianca L. Tirado,City Clerk Office of the City Clerk Presented by me, the undersigned Clerk of the City of South Bend, to the Mayor of the City of South Bend, Indiana on the day of , 2025, at o'clock .m. Bianca L. Tirado, City Clerk Office of the City Clerk Approved and signed by me on the day of , 2025, at o'clock .m. James Mueller, Mayor City of South Bend, Indiana City Clerk's Office Non-Barg 410003 410004 Non-Barg Non-Barg Non-Barg 2025 2025 Estimated 2026 Adjustment 410005 410001 Non-Barg 411206 Personnel Adjusted Permane Overtime 410001 411204 411205 Non-Barg Position Status FTE Hourly or Salary % Salary (Increase or Seasonal Non-Barg 410001 Cell Change? Salary nt Part- (Leaf Resident Auto Parking Subtotal Salary Cap Increase Cap Decrease to Cap) &Interns Salaries Overtime Phone Time Pickup) y Bonus Allow. Allow. Allow. NB-FT-Deputy City Clerk NB 1 $60,159 3.00% $61.964 $61,964 61.964 61.964 NB-FT-Chief Deputy City Clerk NB 1 $76.163 3.00% $78.448 $78,448 78,448 2,000 78,448 NB-FT-Executive Asst/Dir Sp Prj-Clerk NB 1 $48,765 3.00% $50.228 $50,228 50.228 50,228 NB-FT-Exec.Admin.Asst. NB 1 $58,000 3.00% $59,740 $59,740 59.740 59,740 NON-BARGAINING OTHER NO $ - 0.00% $ - $ - - 2,000 2,000 PART-TIME PT $ - 0.00% $ - $ - 10,000 - 4 - 10,000 - 250,380 - 4,000 - I 252 380 Filed in Clerk's 011ice Nov 19,2025 Blanca I undo Cif)Clerk.South Bend,IN