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Home My WebLink AboutI. 2014 Budget Hearing Session 1: Administration & Finance Presentation 08-19-132014 Budget Today's Agenda • Some Key Initiatives • General Fund Revenue Review • 311 Call Center • Administration & Finance • Mayor's Office • COIT • EDIT • Human Rights Commission • Safety & Risk • Employee Benefits • Appendices p� SpU7'N gE,� v o PEACE 1865 2014 Budget Changing the Way We Do Business Key Initiatives: — Customer Service — Information Technology Strategy p� SpU7'N gE,� U PEACE Y a 1865 General Fund Revenue 2008 to 2014 p4 SpUTH 8�,� U O PEACE 1865 Fund Name 2008 Actual 2009 Actual 2010 Actual 2011 Actual 2012 Actual 2013 Amended Budget 2014 Proposed Budget 2013 -2014 Percent Change General Fund Property Taxes 14,574,480 79,162,937 38,780,847 38,514,550 39,368,431 39,000,000 37,399,180 -4.10% Auto Excixe Tax 2,741,545 2,589,309 2,559,736 2,384,034 2,180,298 1,962,793 1,962,793 0.00% Commercial Vehicle Excise Tax 769,327 701,181 707,332 717,956 719,974 720,168 720,000 -0.02% Public Safety Charges 542,645 543,063 521,557 305,104 215,000 515,000 472,270 -8.30% Liquor Excise Taxes 283,375 282,783 237,040 289,713 283,697 290,000 282,000 -2.76% Cigarette Taxes 95,600 90,141 86,074 84,421 73,179 70,818 70,818 0.00% Riverboat Gaming State Distribution 676,167 674,547 674,547 674,547 599,311 600,000 600,000 0.00% PILOT 3,042,755 3,171,195 3,513,495 2,974,460 3,120, 225 3,503,778 3,671,204 4.78% County EMS Charges 1,943,123 1,939,325 1,915,738 1,967,804 1,985,298 1,578,277 1,588,824 0.67% Interest on Investments 1,576,707 129,872 45,027 54,948 98,699 103,000 115,000 11.65% Cable Franchise Fees 694,387 743,091 948,286 854,535 884,207 897,000 952,000 6.13% Notre Dame Community Contribution 0 275,000 275,000 275,000 275,000 275,000 330,000 20.00% Administrative Cost Allocation 1,981,310 1,326,801 1,335,091 2,379,984 2,868,204 3,228,996 3,470,989 7.49% 311 Call Center Allocation 0 0 0 0 0 320,102 480,077 49.98% Morris Performing Arts Center Revenue 683,182 663,943 639,799 645,614 770,067 882,000 882,000 0.00% Palais Royale Revenue 355,549 344,041 237,189 289,287 245,879 309,981 309,981 0.00% Energy Conservation Grant 0 250,000 654,372 142,428 0 0 0 0.00% COPS Grant 0 158,850 628,352 817,765 1,022,206 0 0 0.00% Fire Officer Grant 0 0 0 0 174,657 155,000 155,000 0.00% Police Salary/Overtime Reimbursements 370,645 396,679 296,896 361,697 327,781 312,000 289,200 -7.31% Unsafe Building Charges 528,847 630,474 392,479 81,618 239,639 103,000 0 - 100.00% Public Safety LOIT Transfers 0 0 4,998,691 4,976,969 5,476,534 7,101,757 0 - 100.00% EMS Neo Natal Revenue 409,847 411,767 423,570 353,281 360,731 365,000 365,000 0.00% EMS Fund Transfer In 250,000 250,000 500,000 500,000 1,000,000 1,000,000 1,000,000 0.00% Other Revenue 2,410,874 1,546,659 1,078,828 1,265,584 1,296,258 638,617 552,280 - 13.52% Total General Fund Revenue 33,930,365 96,281,658 61,449,946 60,911,299 63,585,275 63,932,287 55,668,616 - 12.93% 311 Call Center Budget Summary: Fund 101 -104 - 311 Call Center pS SpUTH g � D u o PEACE 1865 2013 2014 2011 2012 Amended 6130/13 Proposed Variance % Description Actual Actual Budget Actual Budget 2013 -2014 Ch Revenue Property Taxes - - - 114,913 - - - Local Income Taxes - - - - - - Other Taxes - - - - - - - Grants /Intergovernmental - - 320,102 - 480,077 159,975 50.0% Charges for Services - - - - - - - Interest Earnings - - - - - - - Donations - - - - - - - Other Income - - - - - - - Total Revenue - - 320,102 114,913 480,077 159,975 50.0% Expenditures by Account Type Salaries & Wages - - 191,760 81,768 299,960 108,200 56.4% Fringe Benefits - - 77,342 30,895 122,663 45,321 58.6% Other Personnel costs - - - 53 210 210 - Total Personnel - - 269,102 112,716 422,833 153,731 57.1% Supplies - - 2,500 1,540 23,555 21,055 842.2% Professional Services (31xx) - - 250 - 10,297 10,047 4018.8% Comm /Transportation(32xx) - - 2,500 457 4,100 1,600 64.0% Printing & Advertising (33xx) - - 23,250 200 15,000 (8,250) - 35.5% Insurance (34xx) - - - - 821 821 - Utilities (35xx) - - - - - - - Repairs & Maintenance (36xx) - - - - 1,471 1,471 - Debt Service - Principal - - - - - - - Debt Service - Interest & Fees - - - - - - - Other Services & Charges (39xx) - - 2,500 - 2,000 (500) - 20.0% Grants & Subsidies - - - - - - - Transfers Out - - - - - - - Other Financing Uses 50xx - - - - - - - Total Service & Charges - - 28,500 657 33,689 5,189 18.20//0 Ca ita I - - 20,000 - - (20,000) - 100.0% Total Expenditures by Type - - 320,102 114,913 480,077 159,975 50.0% Net Surplus/ deficit - - - pS SpUTH g � D u o PEACE 1865 311 Call Center Key Performance Indicators (KPI) p� SpU7'N gE,� v o PEACE ► Y a 1865 2016 2012 2013 Mayoral Long Term Actual Estimated 2014 Measure Goal Type Goal (if available) (if available) Target Customer call wait time GG efficiency 30s n/a 47s 40s Abandoned Call Rate GG quality <5% n/a 10% <8% Accommodate high call volume GG efficiency 50 n/a 140,000 160,000 Service Level Quality (client feedback) GG quality Good- Excellent n/a n/a Good ervice level accuracy GG effectiveness TBD n/a n/a TBD alls Answered within 30 econds I GG I effectiveness 1 80% 1 n/a 1 62% 1 65% 311 Call Center 2013 Accomplishments • Established of 311 Call Center • Developed 311 Knowledgebase • Developed 311 functionality of City website • Handled over 50,000 calls within first 6 months p� SpU7'N gE,� v o PEACE ► Y a • Initiated development of reporting SLAs (Service Level Agreements) • Managed calls for: Water Works, Street Dept., Sewer Dept., Traffic & Lighting, Solid Waste, and Mayor's Office (more planned for remaining 2013) and received calls from all City departments • Created documentation and processes for efficient and accountable handling of citizen concerns and requests • Identified and provided training for more effective utilization of technology • Identified and quantified areas of legitimate citizen concerns 1865 $° °T " 311 Call Center 8�� v o 2014 Goals & Challenges PEACE a� 1865 Goals Challenges • Convert all appropriate City • Training for users of computer departments to 311 software to effectively accomplish • Create city -wide awareness of 311 tasks • Implement additional NaviLine • Underutilization of technology from features with department workflows City departments • Reduce abandoned call rate • Departmental accountability of • Decrease wait time for citizens service levels • Implement survey /feedback from • Management of periodic high call citizens on quality and accuracy volume • Clearly articulate vision of 311 throughout City Administration &Finance Budget Summary: Fund 101 -401- Administration & Finance p4 SpUTH g� � D u le a 1865 2013 2014 2011 2012 Amended 6/30/13 Proposed Variance % Description Actual Actual Budget Actual Budget 2013 -2014 Ch Revenue Property Taxes 1,420,029 1,544,883 1,877,678 889,151 2,002,534 124,856 6.6% Local Income Taxes - - - - - - - Other Taxes - - - - - - - Grants /Intergovernmental - - - - - - - Charges for Services - - - - - - - Interest Earnings - - - - - - - Donations - - - - - - - Other Income 812 15,991 50 406 80,050 80,000 160000.0% Total Revenue 1,420,841 1,560,874 1,877,728 889,557 2,082,584 204,856 10.9% Expenditures by Account Type Salaries & Wages 974,674 1,023,679 1,231,802 546,157 1,379,335 147,533 12.0% Fringe Benefits 274,496 304,535 387,336 174,844 502,952 115,616 29.8% Other Personnel costs 11,152 12,850 16,500 8,075 16,660 160 1.0% Total Personnel 1,260,322 1,341,064 1,635,638 729,076 1,898,947 263,309 16.1% Su lies 39,760 30,309 50,301 17,433 31,270 19,031 -37.8% Professional Services (31xx) 45,046 117,996 103,748 98,657 71,017 (32,731) -31.5% Comm /Transportation(32xx) 11,348 16,596 22,356 12,482 23,350 994 4.4% Printing & Advertising (33xx) 2,214 5,544 4,140 3,070 6,250 2,110 51.0% Insurance (34xx) 5,904 6,840 7,320 3,660 4,387 (2,933) -40.1% Utilities (35xx) - - - - - - - Repairs & Maintenance (36xx) 17,471 17,421 20,656 7,116 20,194 (462) -2.2% Debt Service - Principal - 3,663 - 3,000 (663) -18.1% Debt Service - Interest & Fees - - 810 - 500 (310) -38.3% Other Services & Charges (39xx) 38,512 18,888 29,096 18,063 23,669 (5,427) -18.7% Grants & Subsidies - - - - - - - Transfers Out - - - - - - - Other Financing Uses 50xx 264 6,216 - - - - - Total Service & Charges 120,759 189,501 191,789 143,048 152,367 39,422 -20.6% Capital - - - - - - - Total Expenditures by Type 1,420,841 1,560,874 1,877,728 889,557 2,082,584 204,856 10.9% Net Surplus/ deficit - - - - p4 SpUTH g� � D u le a 1865 Administration &Finance Key Performance Indicators (KPI) p4 SpVTH U O PEACE 1865 2016 2012 2013 Mayoral Long Term Actual Estimated 2014 Measure Goal Type Goal (if available) (if available) Target - GFOA CAFR /Budget Award 2 Quality 1/1 1/0 1/0 1/1 - SBOA audit findings 2 Quality 0 0 5 1 - Fund Cash Report sent by 15th 2 Efficiency 12 months 12 12 12 - City Bond Rating (S &P) 2 Quality AA+ AA AA AA+ - General Fund reserves % 2 Output >50% 43% 43% 45% - General Fund % of Exp 2 Output 96% or less 97% 98% 96% - Number of POs issued 2 Output 7900 N/A 7500 7600 - MBE /WBE Supp Stat of uotes Offered 3 Effectiveness N/A N/A N/A Set Baseline Administration &Finance 2013 Accomplishments 0 2011 GFOA CAFR award received 2012 GFOA CAFR award submitted Successful finance internship program (four outstanding graduates) Hired new Diversity Compliance Officer to support minority and woman owned businesses Hired new City Talent Manager to help in recruiting, retention, compensation and succession planning of City employees New monthly financial reports to Council and posted online Assisted in financial management transition at Century Center Completion of new Gateway financial reports for the State p� SpUTN BE,� v o PEACE ► Y a 1865 Administration &Finance 2014 Goals &Challenges • Prepare city -wide compensation analysis for civil employees • Promote increased employee engagement • Further leverage technology in delivery of City employee benefits p� SpUTN BE,� v o PEACE ► Y a 1865 • Implement Purchasing P -card to streamline accounts payable activity and earn rebate $ for City General Fund • Continue training opportunities for new staff • Transfer Business Licensing to DO • Apply for GFOA budget award • State Board of Accounts no longer able to provide same level of audit assistance • Continuing budget challenges in 2015 and beyond due to property tax caps • Plan for a possible Enterprise Financial software in 2015 or later year Mayor Budget Summary: Fund 101 -101- Mayor's Department 04 SpUTH g� � D u re,.ce o 1865 2013 2014 2011 EActu 2012 Amended 6/30/13 Proposed Variance % Description Actual Budget Actual Budget 2013 -2014 Ch Revenue Property Taxes 633,659 605,864 689,612 310,293 727,605 37,993 5.5% Local Income Taxes - - - - - - - Other Taxes - - - - - - - Grants /Intergovernmental - - - - - - - Charges for Services - - - - - - - Interest Earnings - - - - - - - Donations 2,438 1,969 4,017 984 - (4,017) - 100.0% Other Income 331 11,300 600 35 600 - 0.0% Total Revenue 636,428 619,133 694,229 311,312 728,205 33,976 4.90/. Expenditures by Account Type Salaries & Wages 429,740 407,481 431,139 184,566 475,557 44,418 10.3% Fringe Benefits 118,271 116,859 141,427 60,100 162,524 21,097 14.9% Other Personnel costs 17,160 14,423 16,118 8,490 20,943 4,825 29.9% Total Personnel 565,171 538,763 588,684 253,156 659,024 70,340 11.9% ISupplies 39,780 25,759 35,167 23,365 19,770 (15,397) -43.8% Professional Services (31xx) - - 2,196 1,134 2,235 39 1.8% Comm /Transportation(32xx) 5,163 6,637 5,000 1,251 5,000 - 0.0% Printing & Advertising (33xx) 11,853 29,514 43,409 21,063 27,000 (16,409) -37.8% Insurance (34xx) 4,404 5,172 4,848 2,424 1,162 (3,686) -76.0% Utilities (35xx) - - - - - - - Repairs & Maintenance (36xx) 6,080 8,452 11,620 8,607 11,459 (161) -1.4% Debt Service - Principal - - - - - - - Debt Service - Interest & Fees - - - - - - - Other Services & Charges (39xx) 1,769 2,388 3,305 312 2,555 (750) -22.7% Grants & Subsidies - - - - - - - Transfers Out - - - - - - - Other Financing Uses 50xx 2,208 2,448 - - - - - Total Service & Charges 31,477 54,611 70,378 34,791 49,411 20,967 -29.8% Capital - - - - - - - Total Expenditures by Type 636,428 619,133 694,229 311,312 728,205 33,976 4.9% Net Surplus/ deficit - - - 04 SpUTH g� � D u re,.ce o 1865 Mayor Key Performance Indicators p� SpUTN BE,� a v o PEACE 1865 2016 2012 2013 Mayoral Long Term Actual Estimated 2014 Measure Goal Type Goal (if available) (if available) Target Avg. res. time to letters & requests (days) GG Output 5 n/a 4.9 5 Avg. time to resolve constituent issues GG Output 5 n/a 3 5 Increase local, national, and social media presence (neutral to positive) ED Output 15 n/a 12 15 tt of Mayor's Office Outreach Events in Community GG Output TBD Mayor� �S ° °T "8�� v o 2013 Accomplishments � PEACE 1865 Established new Community Outreach position to improve accessibility of the office across the community Supported community events, parades, mayoral appearances and educational programming Maintained monthly Mayor's Night in /out program addressing over 115 constituent issues Oversaw delivery of report of Mayor's Task Force on Vacant and Abandoned Properties Oversaw hiring of key department heads and other Administration posts Guided 311 system through launch and early growth Increased positive national press coverage for City Effectively coordinated and managed public safety emergency situations Mayor 2014 Goals &Challenges • Deepen community relationships and external communications with the administration and Mayor • Track and improve response time on constituent needs and requests coming into the office • Fill upcoming vacancies in executive posts, boards, and commissions with outstanding leaders • Drive improvements in employee engagement and morale • Increase local and outside media recognition of civic and economic achievements • Promote performance -based management throughout City Administration beginning with leadership level • Establish and sustain a community wide response to group - related gun violence • Attract, recruit, and retain high quality personnel and continue to deepen professionalism of City work force p� SpUTN BE,� v o PEACE ► Y a 1865 County Option Income Tax (COIT) COIT Fund Revenue 2008 to 2014 p� SpU7'N gE,� v o PEACE 1865 Fund Name 2008 Actual 2009 Actual 2010 Actual 2011 Actual 2012 Actual 2013 Amended Budget 2014 Proposed Budget 2013 -2014 Percent Change COIT Fund County Option Income Tax 6,192,452 8,302,694 7,648,824 7,097,462 8,610,742 7,846,940 7,925,409 1.00% Computer Maintenance Allocation 0 0 0 387,168 367,908 386,328 397,918 3.00% Interest on Investments 143,484 44,237 50,033 37,973 69,068 80,000 75,000 -6.25% UDAG Principal Income 0 0 0 471,576 200,451 268,146 0 - 100.00% Anchor Principal and Interest 38,958 33,327 129,210 36,458 35,625 36,458 36,458 0.00% Telephone Reimbursement 0 0 0 193,175 154,284 115,000 115,000 0.00% Other Revenue 130,092 4,798 0 0 5,887 0 0 0.00% Total COIT Fund Revenue 6,504,986 8,385,056 7,828,067 8,223,812 9,443,965 8,732,872 8,549,785 -2.10% Budget Summary: Fund 404 - County Option Income Tax (COIT) 04 SpUTH g� � D u re,.ce o 1865 2013 2014 2011 2012 Amended 6/30/13 Proposed Variance % Description Actual Actual Budget Actual Budget 2013 -2014 Ch Revenue Property Taxes - - - - - - - Local Income Taxes - - - - - - - Other Taxes 7,097,462 8,610,742 7,846,940 3,923,470 7,925,409 78,469 1.0% Grants /Intergovernmental - - - - - - - Charges for Services - - - - - - - Interest Earnings 37,973 69,195 80,000 31,843 75,000 (5,000) -6.3% Donations - - - - - - - Other Income 1,088,377 764,028 805,932 266,490 549,376 256,556 -31.8% Total Revenue 8,223,812 9,443,965 8,732,872 4,221,803 8,549,785 183,087 -2.1% Expenditures by Account Type Salaries & Wages - - - - - - - Fringe Benefits - - - - - - - Other Personnel costs - - - - - - - Total Personnel - - - - - - - Su lies 5,179 18,683 1,140,918 624,007 1,248,000 107,082 9.4% Professional Services (31xx) 227,014 74,232 735,742 316,816 976,105 240,363 32.7% Comm /Transportation(32xx) 692,954 500,064 420,000 217,049 450,000 30,000 7.1% Printing & Advertising (33xx) 1,029 2,374 3,000 993 3,000 - 0.0% Insurance (34xx) 30,888 24,840 27,948 13,974 6,848 (21,100) -75.5% Utilities (35xx) 1,211,501 1,273,489 1,350,000 737,772 1,475,000 125,000 9.3% Repairs & Maintenance (36xx) 581,472 917,877 1,055,621 768,110 1,246,969 191,348 18.1% Debt Service - Principal 1,592,673 2,265,108 1,719,856 1,053,548 1,792,112 72,256 4.2% Debt Service - Interest & Fees 399,840 1,000 458,312 224,717 418,933 (39,379) -8.6% Other Services & Charges (39xx) 301,486 169,087 147,877 145,739 302,181 154,304 104.3% Grants & Subsidies 290,000 342,386 389,197 132,568 316,116 (73,081) -18.8% Transfers Out 240,000 481,992 - - - - - Other Financing Uses 50xx - 470,976 676,882 676,882 723,176 46,294 6.8% Total Service & Charges 5,568,857 6,523,425 6,984,435 4,288,168 7,710,440 726,005 10.4% Ca Pita I 568,436 1,782,301 1,133, 562 238,335 297,500 836, 062 -73.8% Total Expenditures by Type 6,142,472 8,324,409 9,258,915 5,150,510 9,255,940 2,975 0.0% Net Surplus/ (deficit) 2,081,340 1,119,556 (526,043) (928,707) (706,155) Beginning Cash Balance 12,126,103 14,207,443 15,327,002 15,327,002 14,800,959 Balance Sheet Adjustments - 3 - Ending Cash Balance 14,207,443 15,327,002 14,800,959 14,398,295 14,094,804 04 SpUTH g� � D u re,.ce o 1865 COIT Fund Key Performance Indicators p4 SpVTH U O PEACE 1865 t 2016 2012 2013 Mayoral Long Term Actual Estimated 2014 Measure Goal Type Goal (if available) (if available) Target Web Site Visits GG Output 660,000 676,000 660,000 660,000 Helpdesk Tickets GG Output 5,000 3,000 4,800 3,600 Calls to IT Main Line GG Output 12,000 18,000 12,000 13,200 Calls to After Hour Emerg Line that require action GG Output 12 8 0 12 System Avail - Incidents GG Quality 12 8 0 12 System Avail - Downtime (minutes) GG Effectiveness 84 117 84 100 System Avail - Downtime (Percentage) GG Effectiveness 99.9 99.99 99.9 99.9 Train Hrs Received —IT staff GG Output 30 300 400 400 Train Hrs Provided GG Output 30 300 400 400 of Time SLAB met GG Output TBD n/a n/a n/a COIT Fund °T "8�� v o 2013 Accomplishments � PEACE 1865 • Monthly distributions from St. Joseph County are on schedule • $2.5 million in IT costs budgeted in 2013 • Strong cash reserves important to bond rating agencies • Fund used for expenditures formerly paid by the General Fund (i.e. street light electricity, police /fire gasoline) • $676,882 in funding provided for the curb and sidewalk program COIT Fund 2014 Goals &Challenges Deficit spending of $706,155 in the 2014 budget Continuing pressure in 2015 to absorb costs formerly paid by the General Fund Difficult to predict COIT revenue estimate in advance — DLGF will provide the 2014 certification in September, 2013. $723,176 in funding for the curb & sidewalk program p� SpU7'N gE,� v o PEACE ► Y a 1865 Economic Development Income Tax (EDIT) EDIT Fund Revenue 2008 to 2014 p� SpU7'N gE,� v o PEACE 1865 Fund Name 2008 Actual 2009 Actual 2010 Actual 2011 Actual 2012 Actual 2013 Amended Budget 2014 Proposed Budget 2013 -2014 Percent Change EDIT Fund Economic Development Income Tax 3,997,997 3,843,912 9,090,415 7,300,866 9,068,785 8,177,352 8,259,126 1.00% Leighton Common Area Fees 300,000 150,000 150,000 150,000 150,000 150,000 150,000 0.00% Interest on Investments 32,231 9,600 18,952 22,135 45,531 50,000 45,000 - 10.00% TJX Job Target Penalty Fee 0 0 0 0 354,660 354,660 354,660 0.00% Family Dollar Land Sale 0 0 0 475,565 54,500 0 0 0.00% Other Revenue 0 56,500 70,821 0 0 0 0 0.00% Total EDIT Fund Revenue 4,330,228 4,060,012 9,330,188 7,948,566 9,673,476 8,732,012 8,808,786 0.88% Budget Summary: Fund 408 - Economic Development Income Tax (EDIT) 04 SpUTH g� � D u WPFAIM o 1865 2013 2014 2011 2012 Amended 6/30/13 Proposed Variance % Description Actual Actual Budget Actual Budget 2013 -2014 Ch Revenue Property Taxes - - - - - - - Local Income Taxes 7,300,866 9,068,785 8,177, 352 4,088,676 8,259,126 81,774 1.0% Other Taxes - - - - - - - Grants /Intergovernmental - - - - - - - Charges for Services 150,000 150,000 150,000 - 150,000 - 0.0% Interest Earnings 22,135 45,531 50,000 21,182 45,000 (5,000) -10.0% Donations - - - - - - - Other Income 475,566 409,160 354,660 424,625 354,660 - 0.0% Total Revenue 7,948,567 9,673,476 8,732,012 4,534,483 8,808,786 76,774 0.9% Expenditures by Account Type Salaries & Wages - - - - - - - Fringe Benefits - - - - - - - Other Personnel costs - - - - - - - Total Personnel - - - - - - - Su lies - - - - - - - Professional Services (31xx) 163,532 214,192 252,590 20,685 52,773 (199,817) -79.1% Comm /Transportation(32xx) - - - - - - - Printing & Advertising (33xx) - 7,384 25,000 3,458 25,000 - 0.0% Insurance (34xx) 936 756 816 408 - (816) - 100.0% Utilities (35xx) - - - - - - - Repairs & Maintenance (36xx) - - 700,628 293,705 200,705 (499,923) -71.4% Debt Service - Principal 1,485,000 1,715,000 1,610,000 795,000 1,683,000 73,000 4.5% Debt Service - Interest & Fees 419,043 186,453 303,539 159,551 242,783 (60,756) -20.0% Other Services & Charges (39xx) 455 420,147 1,056,716 147,515 - (1,056,716) - 100.0% Grants & Subsidies 403,722 686,741 562,100 205,626 637,000 74,900 13.3% Transfers Out 4,804,259 4,767,146 4,417,519 2,208,760 5,967,525 1,550,006 35.1% Other Financing Uses 50xx - - - - - - - Total Service & Charges 7,276,947 7,997,819 8,928,908 3,834,708 8,808,786 120,122 -1.3% Capital 1,197,532 71,508 4,471 - - 4,471 - 100.0% Total Expenditures by Type 8,474,479 8,069,327 8,933,379 3,834,708 8,808,786 124,593 -1.4% Net Surplus/ (deficit) (525,912) 1,604,149 (201,367) 699,775 Beginning Cash Balance 8,906,173 8,380,261 9,984,321 9,984,321 9,782,954 Balance Sheet Adjustments - (89) - 90 Ending Cash Balance 8,380,261 9,984,321 9,782,954 10,684,186 9,782,954 04 SpUTH g� � D u WPFAIM o 1865 EDIT Fund Key Performance Indicators (KPI) p� SpU7'N gE,� v o PEACE ► Y a 1865 2016 2012 2013 Mayoral Long Term Actual Estimated 2014 Measure Goal Type Goal (if available) (if available) Target Maintain Cash Reserves GG Output $4,404,393 $9,984,411 $9,782,954 $9,782,954 Interest Earned GG Output $50,000 $45,531 $50,000 $45,000 Cash Reserves % of Exp GG Output >50% 124% 111% 111% Debt Service Paid /% Paid On Time GG Output /Effect. 4/100% 4/100% 4/100% 4/100% EDIT Fund U Cyo 2013 Accomplishments PEACE FACE • Monthly distributions from St. Joseph County are on schedule • $1.7 million used for DO Administration and $2.7 million for the Street Department • Strong cash reserves important to bond rating agencies • $1.0 million used for vacant and abandoned building (to Loss Recovery fund for 2014) EDIT Fund 2014 Goals &Challenges The 2014 budget is balanced, revenue = expenditures Difficult to predict EDIT revenue estimate in advance — DLGF will provide the 2014 certification in September, 2013. 2014 budget transfers $2.3 million to the Building Services Fund for code and animal control operations (formerly General Fund) p� SpU7'N gE,� v o PEACE ► Y a 1865 Human Rights Budget Summary: Fund 101 -1008 - Human Rights pS SpUTH g � D u re,.ce o 1865 2013 2014 2011 2012 Amended 6/30/13 Proposed Variance % Description Actual Actual Budget Actual Budget 2013 -2014 Ch Revenue Property Taxes 254,956 275,176 346,237 152,367 368,194 21,957 6.3% Local Income Taxes - - - - - - - Other Taxes - - - - - - - Grants /Intergovernmental - - - - - - - Charges for Services - - - - - - - Interest Earnings - - - - - - - Donations - - - - - - - Other Income - - - 242 - - - Total Revenue 254,956 275,176 346,237 152,609 368,194 21,957 6.3% Expenditures by Account Type Salaries & Wages 170,045 174,699 192,537 89,654 202,926 10,389 5.4% Fringe Benefits 52,735 57,215 64,297 31,272 70,258 5,961 9.3% Other Personnel costs - - - - - - - Tota I Personnel 222,780 231,914 256,834 120,926 273,184 16,350 6.4% Su lies 4,099 3,523 3,861 1,537 2,394 1,467 - 38.0% Professional Services (31xx) - - 1,608 804 306 (1,302) - 81.0% Comm /Transportation(32xx) 7,657 8,157 7,992 818 7,992 - 0.0% Printing & Advertising (33xx) - - - - - - - Insurance (34xx) 3,924 4,404 4,524 2,262 1,124 (3,400) - 75.2% Utilities (35xx) 3,578 3,077 5,106 - 5,106 - 0.0% Repairs & Maintenance (36xx) 12,572 13,527 17,012 5,083 17,598 586 3.4% Debt Service - Principal - - 45,000 20,879 45,000 - 0.0% Debt Service - Interest & Fees - - - - - - - Other Services & Charges (39xx) 322 9,470 1,300 300 1,300 - 0.0% Grants & Subsidies - - - - - - - Transfers Out - - - - - - - Other Financing Uses 50xx 24 1,104 - - - - - Total Service & Charges 28,077 39,739 82,542 30,146 78,426 4,116 -5.0% Capital - - 3,000 - 14,190 11,190 373.0% Total Expenditures by Type 254,956 275,176 346,237 152,609 368,194 21,957 6.3% Net Surplus/ (deficit)- - - - pS SpUTH g � D u re,.ce o 1865 Budget Summary: Fund 258 - Human Rights Federal Grant p4 SpUTH g� � D u o PEACE l a 1865 2013 2014 2011 2012 Amended 6/30/13 Proposed Variance % Description Actual Actual Budget Actual Budget 2013 -2014 Ch Revenue Property Taxes - - - - - - - Local Income Taxes - - - - - - Other Taxes - - - - - - - Grants /Intergovernmental 137,710 163,260 199,000 30,450 187,000 (12,000) -6.0% Charges for Services - - - - - - - Interest Earnings 1,404 2,279 2,100 1,008 2,000 (100) -4.8% Donations - - - - - - - Other Income 15,139 19,409 36,150 13,550 21,700 14,450 -40.0% Total Revenue 154,253 184,948 237,250 45,008 210,700 26,550 -11.2% Expenditures by Account Type Salaries & Wages 74,182 75,810 80,041 40,575 84,868 4,827 6.0% Fringe Benefits 21,635 23,407 25,473 12,861 28,033 2,560 10.0% Other Personnel costs - - - - - - - Total Personnel 95,817 99,217 105,514 53,436 112,901 7,387 7.0% Su lies 2,386 2,288 4,668 1,111 4,550 118 -2.5% Professional Services (31xx) 21,000 26,146 42,039 14,195 40,500 (1,539) -3.7% Comm /Transportation(32xx) 12,527 8,392 19,750 4,918 19,750 - 0.0% Printing & Advertising (33xx) 10,788 9,605 28,000 10,743 28,000 - 0.0% Insurance (34xx) 12 - - - - - - Utilities (35xx) - - - - - - - Repairs & Maintenance (36xx) - - - - - - - Debt Service - Principal - - - - - - - Debt Service - Interest & Fees - - - - - - - Other Services & Charges (39xx) 11,013 21,171 27,459 2,217 16,800 (10,659) -38.8% Grants & Subsidies - - - - - - - Transfers Out - - - - - - - Other Financing Uses 50xx 2,640 - - - - - - Total Service & Charges 57,980 65,314 117,248 32,073 105,050 12,198 -10.4% Capital 750 1,729 1,500 - 1,500 - 0.0% Total Expenditures by Type 156,933 168,548 228,930 86,620 224,001 4,929 -2.2% Net Surplus/ (deficit) (2,680) 16,400 8,320 (41,612) (13,301) Beginning Cash Balance 472,443 469,763 486,163 486,163 494,483 Balance Sheet Adjustments - - - Ending Cash Balance 469,763 486,163 494,483 444,551 481,182 p4 SpUTH g� � D u o PEACE l a 1865 Human Rights Key Performance Indicators (KPI) p� SpU7'N gE,� v o PEACE ► Y a 1865 2016 2012 2013 Mayoral Long Term Actual Estimated 2014 Measure Goal Type Goal (if available) (if available) Target Number of cases investigated. BE, GG output 100 106 104 104 Number of housing trainings BE, GG output 6 8 8 8 Number of trainings performed BE, GG output 6 6 8 8 Number of inquiries handled BE, GG effectiveness 100 107 100 100 Number of probable causes BE, GG quality, outcome 10 8 10 10 Number of no causes BE, GG quality, outcome 86 77 80 80 Number of City & Co inquiries handled BE, GG effectiveness 1200 1007 1000 1000 77 r. ■ AM Human Rights Commission 101 Financial Request: 2013 & 2014 0 2013: $346,237 2014: $368,194 Difference $21,957 Reasons for the increase: — 2% Pay increase for staff — Part -time person for 60 hours, part -time person for 40 hours, or part -time person 20 hours. — Higher health insurance and PERF retirement rates. p� SpUTN BE,� v o PEACE ► Y a 1865 Human Rights Commission U o 258 Financial Request: 2013 & 2014 1865 2013: $228,930 2014: $224,001 Difference $4,929 — We are asking for less money due to a HUD Grant and cutting cost due to less actual income from the Federal Budgets for cases investigated. $° °T " Human Rights 8��a 2013 Accomplishments PEACE a 1865 • Hosted the annual Human Rights Fair Housing Training and Awards and Scholarships totaling 3,500. • Did Diversity Training for new Police Officers on three separate occasions in South Bend. • Set up an informational booth at the annual Policeman's Night Out in Howard Park. • Performed a training at the Martin Lither King celebration concerning the Human Rights Commission. • Set up a meeting with Penny Hughes, Deb Block, Mayor Dave Wood, Dace Thomas, Mike Compton, Laura Wagley, and Lou Ann Hazen to discuss bringing Mishawaka on board as far as the Commission investigating their discrimination cases. • Successfully placed a fair housing ad on all local movie screens in the area. • Met contractual obligations for EEOC and HUD. • Partnered with the Latino radio station, the South Bend Tribune, WUBS and soon with WUBU in an effort to get the word out about the Human Rights Commission. • Continued to utilize a HUD partnership grant to educate and reach out toward St. Joseph County. $° °T " Human Rights 8��a 2014 Goals & Challenges PEACE a 1865 • Keep contractual relationships with the Equal Employment Opportunity Commission and with the US Department of Housing and Urban Development by reaching out case production numbers prior to the end of the contractual period. • Establish a policy where all cases filed with the Commission must be completed within 180 days or less with an exception for those cases that require legal intervention. Those cases must be completed within 360 days. • Continue to work with the City of Mishawaka and the County to insure that all of the citizens of Saint Joseph County are insured of equal opportunity. • Get the Commission compensated for investigating the additional cases from those areas. • Through education and outreach make a staid effort to assist and insure Respondents work with the commission. • The Commission will also make complainants more aware of how the Commission works and why it works the way it does, creating a better process. • Challenge Staff as well as the Commissioners to find better venues to train, investigate, conciliate, mediate, and resolve issues in an efficient manner. • Find ways to reward innovation and new ideas non - monetarily as well as monetarily. Safety &Risk Management Budget Summary: Fund 226 - Safety & Risk p4 SpUTH g� � D u re,.ce o 1865 2013 2014 2011 2012 Amended 6/30/13 Proposed Variance % Description Actual Actual Budget Actual Budget 2013 -2014 Ch Revenue Property Taxes - - - - - - - Local Income Taxes - - - - - - Other Taxes - - - - - - - Grants /Intergovernmental - - - - - - - Charges for Services 3,005,286 2,922,356 2,988,576 1,494,288 2,859,690 (128,886) -4.3% Interest Earnings 11,068 23,376 26,000 11,646 22,000 (4,000) - 15.4% Donations - - - - - - - Other Income 62,294 21,795 18,500 295 17,000 1,500 -8.1% Total Revenue 3,078,648 2,967,527 3,033,076 1,506,229 2,898,690 134,386 -4.4% Expenditures by Account Type Salaries & Wages 117,061 121,239 126,974 59,059 132,903 5,929 4.7% Fringe Benefits 940 1,080 1,320 505 1,320 - 0.0% Other Personnel costs 36,138 37,437 50,806 20,379 56,684 5,878 11.6% Total Personnel 154,139 159,756 179,100 79,943 190,907 11,807 6.6% Su lies 11,678 23,544 22,356 7,270 21,143 1,213 -5.4% Professional Services (31xx) 158,369 63,881 307,428 183,339 238,791 (68,637) -22.3% Comm /Transportation(32xx) 6,271 1,913 6,400 1,865 4,000 (2,400) -37.5% Printing & Advertising (33xx) - - - - - - - Insurance (34xx) 1,170,100 1,196,605 1,318,193 343,753 1,367,800 49,607 3.8% Utilities (35xx) - - - - - - - Repairs & Maintenance (36xx) 1,670 2,349 5,368 1,217 4,103 (1,265) -23.6% Debt Service - Principal - - - - - - - Debt Service - Interest & Fees - - - - - - - Other Services & Charges (39xx) 663,631 578,987 1,052,382 410,190 1,061,946 9,564 0.9% Grants & Subsidies - - - - - - - Transfers Out - - - - - - - Other Financing Uses 50xx 136,466 146,436 - - - - - Total Service & Charges 2,136,507 1,990,171 2,689,771 940,364 2,676,640 13,131 -0.5% Capital - - 24,700 853 10,000 14,700 -59.5% Total Expenditures by Type 2,302,324 2,173,471 2,915,927 1,028,430 2,898,690 17,237 -0.6% Net Surplus/ (deficit) 776,324 794,056 117,149 477,799 - Beginning Cash Balance 3,675,068 4,451,392 5,245,484 5,245,484 5,362,633 Balance Sheet Adjustments - 36 - (73) Ending Cash Balance 4,451,392 5,245,484 5,362,633 5,723,210 5,362,633 p4 SpUTH g� � D u re,.ce o 1865 Safety &Risk Management Key Performance Indicators (KPI) p� SpUTN BE,� v o PEACE ► Y a 1865 2016 2012 2013 Mayoral Long Term Actual Estimated 2014 Measure Goal Type Goal (if available) (if available) Target Amount spent on injuries GG Outcome $300,000 $426,928 $215,000 $350,000 Number of recordable accidents GG Outcome 40 115 50 60 Amount of loss time due to injuries GG Efficiency 20 days 88 days 60 days 20 days afety Culture GG Effectiveness 98% 63% 90% 95% Safety & Risk Management °�S ° °T "8�� U v 2013 Accomplishments � EACE . P FACE . • The work related injuries have dropped by 39% over 2012 • Vehicle crashes have been reduced by 37% over crashes in 2012 • Safety training for Public works and Parks employees has increased from 18 hours to an average of 28 hour per employee • Incident review committees have been established and operational in 60% of the city departments with 20% more in start up phase of the program • The department of Safety and Risk is still working with other departments to develop a program for safety features identification on new equipment specifications Safety &Risk Management 2014 Goals &Challenges • Reduction of work related injuries by 10% over 2013 injuries • Reduction of work related injury cost by 10% over 2013 cost p� SpUTN BE,� v o PEACE ► Y a 1865 • Increase the proactive programs for workers safety, workers compensation and training to no less than 30 hours a year per employee • Move at lease 40% of the safety training programs to online and website access • Develop a discount program for all work related charges that will be equal with all area medical providers • Centralized all programs (audit, reporting, training tracking and informational) to the same electronic portal Employee Benefits Budget Summary: Fund 711- Health Insurance Fund p4 SpUTH g� � D u re,.ce o 1865 2013 2014 2011 2012 Amended 6/30/13 Proposed Variance % Description Actual Actual Budget Actual Budget 2013 -2014 Ch Revenue Property Taxes - - - - - - - Local Income Taxes - - - - - - Other Taxes - - - - - - - Grants /Intergovernmental - - - - - - - Charges for Services 11,247,932 10,855,113 11,937,800 6,002,334 13,385,150 1,447,350 12.1% Interest Earnings 27,732 42,730 40,600 16,201 32,000 (8,600) -21.2% Donations - - - - - - - Other Income - 177,461 210,500 210,498 1,300 209,200 -99.4% Total Revenue 11,275,664 11,075,304 12,188,900 6,229,033 13,418,450 1,229,550 10.1% Expenditures by Account Type Salaries & Wages - - - - 4,000 4,000 - Fringe Benefits - - - - - - Other Personnel costs - - - - 326 326 - Total Personnel - - - - 4,326 4,326 - Su lies 22,853 20,460 24,444 4,409 17,875 6,569 - 26.9% Professional Services (31xx) 162,433 229,410 481,085 286,731 751,262 270,177 56.2% Comm /Transportation(32xx) 3,217 1,367 4,000 316 4,300 300 7.5% Printing & Advertising (33xx) - - - - - - - Insurance (34xx) 11,193,569 12,067,486 12,837,300 6,019,593 13,701,200 863,900 6.7% Utilities (35xx) - - - - - - - Repairs & Maintenance (36xx) - - - - - - - Debt Service - Principal - - - - - - - Debt Service - Interest & Fees - - - - - - - Other Services & Charges (39xx) 1,493 1,255 2,000 546 4,500 2,500 125.0% Grants & Subsidies - - - - - - - Transfers Out - - - - - - - Other Financing Uses 50xx 188,964 180,756 - - - - - Total Service & Charges 11,549,676 12,480,274 13,324,385 6,307,186 14,461,262 1,136,877 8.5% Capital - - - - - - - Total Expenditures by Type 11,572,529 12,500,734 13,348,829 6,311,595 14,483,463 1,134,634 8.5% Net Surplus/ (deficit) (296,865) (1,425,430) (1,159,929) (82,562) (1,065,013) Beginning Cash Balance 9,150,486 8,853,621 7,428,191 7,428,191 6,268,262 Balance Sheet Adjustments - - - Ending Cash Balance 8,853,621 7,428,191 6,268,262 7,345,629 5,203,249 p4 SpUTH g� � D u re,.ce o 1865 Health Insurance Key Performance Indicators (KPI) p� SpUTN BE,� v o PEACE ► Y a 1865 2016 2012 2013 Mayoral Long Term Actual Estimated 2014 Measure Goal Type Goal (if available) (if available) Target lunch-n-Learn mployee Participation in ellness Program GG Effectiveness 100% 90% 95% 98% Seminar ttendance GG Effectiveness 1000 876 800 900 ental /Vision participants GG Quality 1000 807 781 900 Health Insurance Fund ��s ° °T "8�� U v 2013 Accomplishments � EACE . P FACE . Re- Implemented use of Insurance Committee to review coverages, costs and future planning with representatives from Council, City Bargaining units and City Administration Provided employee and supervisor training in areas of employee benefits including FMLA, PERF, flex and other related benefits • Introduced of the Wellness Portal to track wellness credits to fulfill quarterly requirements of participation. Portal includes educational material and courses Increased participation in the Smoking Cessation Program due to increased employee awareness through City website communication • Introduced the "Healthy City" newsletter Health Insurance Fund ��s ° °T "8�� U v a� 2014 Goals & Challenges EACE . P FACE . Provide new Health Reimbursement Account (HRA) employee health insurance plan option in addition to PPO to help employees better manage health insurance costs Reduce employee health claims due to emphasis placed on wellness. Decrease manual input of employee benefit maintenance through integration with outside provider networks. • Complete integration of HR system to NaviLine to eliminate using 2 systems to set -up employee benefits. • Conduct eligibility audit of employee medical coverage elections to ensure spouses /dependents are eligible for a potential savings in healthcare costs. • Continued employee and supervisor training in areas of employee benefits including FMLA, PERF, flex and other related benefits. Appendices Human Resources Human Resources Key Performance Indicators p� SpU7'N gE,� v o PEACE ► Y a 1865 2016 2012 2013 Mayoral Long Term Actual Estimated 2014 Measure Goal Type Goal (if available) (if available) Target Unemployment claims - total fled GG Output 70 80 80 75 Unemployment claims - pproved GG Effectiveness 45 60 70 70 No. of Dept Training Sessions Unemployment Comp GG Output 2 0 1 2 Percent of Unemployment Comp claims approved GG Effectiveness 64 75 88 93 City-Wide Turnover ( %) (12 Month Rolling Avg - FT Only) GG Effectiveness 7% 6.3% 6% 7% Minority % of City workforce GG Effectiveness 20% 15.2% 15.6% 17% Purchasing Purchasing 2013 Accomplishments • Coordinated activities on numerous bids including contracts on Chemicals, Janitorial Supplies, and Water Works Billing. • Coordinated all activities to support the Diversity Purchasing ordinance. p� SpUTN BE,� v o PEACE ► Y a • Reduced bid requirement barriers to allow more M /WBEs to submit bids on Janitorial Supplies resulting in three awards to W /MBE. • Proactively pursued M /WBEs to submit bids on Solid Waste Hauling resulting in an award to a M /WBE. • Monitored and approved all Purchase Requisitions and Purchase Orders (5,100 POs for 2013) 1865 • Accomplished the preliminary investigation to assess two process improvement activities in 2014 • Copy Management Programs (Potential annual savings of $100,0000) • Purchasing cards Utilization (Potential annual income of $80,000) Purchasing ��S ° °T "8�� v o 2014 Goals & Challenges PEACE a� 1865 Goals • Maintain and build City Departmental relations with Purchasing to maintain and build central bidding opportunities. • Identify and implement best practice /process improvement opportunities with contracting and supply chain functions. • Document Management Assessment (Savings approx. $100,000 /year) • Implementation of Purchasing Cards (Income of approx. $80,000 /year) • Support the Diversity Ordinance and the activities of the DUB to increase bidding opportunities for M /WBE. • Identify and utilize QPA organizations that have approved bidding practices. Challenges • Improving the culture of stewarding City assets and maximizing the purchasing synergies between departments. Information Technology Total Information Technology Costs v o PEACE 1865 i 2013 2014 2011 2012 Amended 6/30/13 Proposed Actual Actual Budget Actual Budget Personnel 862,325 950,462 1,032,633 471,490 1,298,187 Supplies 78,265 144,029 67,650 117,777 226,350 Maintenance 805,005 830,794 1,309,353 509,935 1,486,152 Professional Svcs 38,491 10,218 121,823 2,543 368,000 Other Services 95,000 674,878 727,524 327,804 776,093 Capital 918,826 726,487 1,767,345 595,686 866,509 Total $ 2,797,913 $ 3,336,868 $ 5,026,328 $ 2,025,235 $ 5,021,291 6,000,000 5,000,000 4,000,000 3,000,000 2,000,000 1,000,000 2011 2012 2013 6/30/13 2014 Actual Actual Amended Actual Proposed Budget Budget Capital Other Services Professional Svcs Maintenance Supplies Personnel