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HomeMy WebLinkAboutW. 2014 Budget Hearing Session 7: Clerk and Common Council Budgets 09-16-13Form 1 City of South Bend, Indiana 2014 General Fund Budget Departmental Summary Department Name City Clerk Fund Number 101 -0201 Department Description & Purpose Responsible for preserving all City ordinances and City Council meeting minutes for the future, and providing fair and consistent administration of the Ordinance Violation Bureau. 2013 2014 2011 2012 Amended 6/30113 Proposed Variance % Description Actual Actual Budget Actual Budget 2013 -2014 Chg Revenue Property Taxes 301,288 304,355 365,170 157,389 397,978 32,808 9.0% Local Income Taxes - - - - - - - Other Taxes Grants/Intergovernmental Charges for Services Interest Earnings Bond Proceeds Donations - Other Income 10,100 Transfers In Total Revenue 311,388 304,355 365,170 157,389 397,978 32,808 9.0% Expenditures by Cost Center Office of the City Clerk 311,388 304,355 360,161 - 397,978 37,817 10.5% Total Cost Center Expenditures 311,388 304,355 360,161 397,978 37,817 10.5% Expenditures by Account Type Salaries & Wages 197,134 198,475 207,731 103,252 224,123 16,392 7.9% Fringe Benefits 1,740 1,860 72,924 31,123 94,940 22,016 30.2% Other Personnel costs 46,325 56,050 Total Personnel 245,199 256,385 280,655 134,376 319,063 38,408 13.7% Supplies 4,095 4,575 7,988 2,347 8,062 1 74 0.9% Professional Services (31xx) 7,566 8,741 9,600 4,355 9,869 269 2.8% Comm/Transportation(32xx) 6,272 5,909 10,500 2,557 10,500 - 0.0% Printing & Advertising (33xx) 17,258 9,690 22,800 5,522 22,800 0.0% Insurance (34xx) 3,768 3,948 4,356 2,178 995 (3,361) -77.2% Utilities (35xx) - - - - - Repairs & Maintenance (36xx) 5,101 3,698 8,230 3,416 5,839 (2,391) -29.1% Debt Service - Principal - - - - - Debt Service - Interest & Fees - - - - - - Other Services & Charges (39xx) 4,768 4,645 7,450 2,639 7,450 0.0% Grants & Subsidies - - - - - - Payment In Lieu of Taxes Transfers Out - - Other Financin Uses 50xx 60 120 Total Service & Charges 44,793 36,751 62,936 20,667 57,453 (5,483) -8.7% Capital 17,301 6,644 13,591 13,400 (191) -1.4% Total Expenditures by Type 311,388 304,355 365,170 157,389 397,978 32,808 9.0% Net Surplus / (deficit) Staffing (FTE's) 2011 2012 2013 6/30/13 2014 Variance Actual Actual Budget Actual Budget 2013 -2014 Non - Bargaining 5.00 5.00 5.00 5.00 5.00 - Bargaining - - - - - Part-Time /Seasonal/-rem ora - - Total FTE's 5.00 5.00 5.00 5.00 5.00 Explain Significant Revenue, Expenditure and Staffing Changes Below: Capital Expenditures for Ordinance Violation Bureau upgrades /repairs to Duncan Software. BIS Digital Equipment upgrades for Clerk audio /video recording equipment. Form 1 City of South Bend, Indiana 2014 General Fund Budget Departmental Summary Name Cit Clerk Fund Number 101 -0201 zvi,� t+ccumpnsnmemsrvutcumes tv -tu requaeu/ 1. The Ordinance Violations Bureau Clerk assisted in the implementation of hand -held devices for DTSB on street a.) The Goal was to minimize the number of appeals as a result of more accurate data entry. b.) Consistent polite enfrocement with more verifiable violation data may help improve the downtown experience. 2. Began video - streaming of Council meetings. 3. Working to increase the promptness of minutes of Council proceedings on the City website. 4. Continuing to improve interactive support to Councilmembers and Council Attorney. City Strateg AV w veparunent uoau a vatecavesiunnage to t Ry avategies ty - iu regturea numaer 1. Continue efforts to assure transparency of Council and Clerk official business. 3,4 2. Continue to meet all state requirements of "open door" laws. 3,4 3. Continue to be a courteous, efficient conduit of information requested by Councilmembers and the public. 1,5 4. Continue efforts to support Councilmember's in their official duties. 1,6 zu-m atgmncant t nangesit nauengesiupportumaes twin a rocus on somuons/ 1. Move to a more "paperless" office.. a.) accept electronic filing of bills b.) electronic agendas c.) develop interactive electronic calendars for Council and Administration 2. Investigate the possibility of re- establishing a City Court ideally with an appointed City Judge a. Intended to speed up Neighborhood Code Enforcement Violation Process b.) Possible increase in revenue from enforcement of city ordinances. This would require a cost/benefit analysis 3. Increase efforts to scan materials in archives 4. Work with IT to develop more complete reports allowing analytical review Key Performance Indicators 2013 2011 2012 Amended 6/30/13 Actual Actual Budget Actual 2014 Proposed Budget Variance 2013.2014 Personnel Supplies 2016 2012 2013 Mayoral Long Term Actual Estimated 2014 Measure Goal Type Goal (if available) (if available) Target 1. Number of transactions preserved output 150 151 150 150 2. No. of laws passed by Council output 15 13 15 17 3. No.of meeting minutes recorded output 150 150 155 160 4. Percentage of petitioners that file effectiveness 95% 95% 96% 97 successfully Types: output, efficiency, effectiveness, quality, outcome, technology Information Technoloav Icosts and FTF's also included in the financial summaml Expenditures 2013 2011 2012 Amended 6/30/13 Actual Actual Budget Actual 2014 Proposed Budget Variance 2013.2014 Personnel Supplies Maintenance Services Professional Services Other Services Ca ital - Total Expenditures Information Tech. Staffing (FTE's) Explain Significant Information Technology Trends and Changes Below: Form 1 Form 1 City of South Bend, Indiana 2014 General Fund Budget Departmental Summary Department Name Ci Clerk Fund Number 101 -0201 Five -Year Capital Improvement Plan Funding 2014 2015 2016 2017 2018 Name Source Budget Projection Projection Projection Projection Total Replacement Capital 1 Replace Multi- Purpose copier at end Cash 7,400 7,400 2 of current lease term - - 3 4 Replace aging small single - purpose Cash 6,000 6,000 5 copier to reduce maintenance - - 6 and operating costs 7 8 9 10 11 12 13 14 15 16 17 Project Capital 18 19 20 21 22 23 24 25 26 27 28 29 30 31 32 33 34 Total 13,400 13,400 ,Funding Sources: Cash, Lease, Grant, Bond, Contributed Capital Justification: 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 32 33 34 Form 1 CITY OF SOUTH BEND 2014 BUDGET 2013 2013 2013 2008 2009 2010 2011 2012 ORIGINAL AMENDED Y -T -D 6/30/13 2014 ACCOUNT NUMBER ACCOUNT DESCRIPTION ACTUAL ACTUAL ACTUAL ACTUAL ACTUAL BUDGET BUDGET ACTUAL ACTUAL BUDGET GENERAL FUND 101 - 0201 - 360.00 -00 MISCELLANEOUS REVENUE 0 0 0 10,100 0 0 0 0 0 0 * 0 0 0 10,100 0 0 0 0 0 0 101- 0201- 380.10 -16 TRAVEL REIMBURSEMENTS 360 460 0 0 0 0 0 0 0 0 ------ * - - - - -- 360 ------ - - - - -- ------ 460 - - - - -- ------ 0 - - - - -- ------ 0 - - - - -- ------ 0 - - - - -- ------ 0 - - - - -- ------ 0 - - - - -- ------ 0 - - - - -- ------ 0 - - - - -- 0 PERSONNEL SERVICES 101 - 0201 - 411.10 -01 REGULAR 191,617 195,502 192,285 197,134 198,475 207,731 207,731 143,201 103,252 224,123 LEVEL TEXT TEXT AMT 14BU 1 CITY CLERK 57,157 1 CHIEF DEPUTY CITY CLERK 49,810 1 DEPUTY CITY CLERK 43,477 1 ORDINANCE VIOLATIONS BUREAU CLERK 39,643 1 CITY CLERK SECRETARY 34,036 224,123 101- 0201 - 411.11 -01 FICA - REGULAR 14,070 14,429 14,158 14,557 14,800 15,891 15,891 10,581 7,615 17,145 LEVEL TEXT TEXT AMT 14BU REGULAR SALARIES 224,123 X 7.65% 17,145 17,145 101- 0201 - 411.11 -04 PERF - REGULAR 11,497 11,730 13,097 10,032 12,563 20,773 20,773 10,445 7,528 25,102 LEVEL TEXT TEXT AMT 14BU REGULAR SALARIES $224,123 X 11.20% 25,102 25,102 101- 0201- 411.11 -07 UNEMPLOYMENT COMP 0 0 0 998 2,036 2,077 2,077 1,147 952 1,121 LEVEL TEXT TEXT AMT 14BU $224,123 X 0.5% 1,121 1,121 101- 0201 - 411.11 -08 GROUP INSURANCE - HEALTH 45,739 42,057 23,123 20,163 26,051 31,363 31,363 18,398 13,798 50,972 LEVEL TEXT TEXT AMT 14BU LONG -TERM DISABILITY: 5 EMP X $3.77 X 24 PAY PERIODS 452 HEALTH INS /FAMILY COVERAGE: 5 EMP X $421 X 24 PAY PERIODS 50,520 NOTE: LAST YEAR 2 EMPLOYEES RECEIVED INS. REBATE 50,972 CITY OF SOUTH BEND 2014 BUDGET 2013 2013 2013 2008 2009 2010 2011 2012 ORIGINAL AMENDED Y -T -D 6/30/13 2014 ACCOUNT NUMBER ACCOUNT DESCRIPTION ACTUAL ACTUAL ACTUAL ACTUAL ACTUAL BUDGET BUDGET ACTUAL ACTUAL BUDGET 101 - 0201 - 411.11 -09 GROUP INSURANCE - LIFE 840 600 570 575 600 600 600 400 300 600 LEVEL TEXT TEXT AMT 14BU 5 EMP X $5 X 24 PAY PERIODS 600 600 101- 0201 - 411.11 -18 FLEX. SPENDING ACCOUNT 2,500 2,500 0 0 0 0 0 0 0 0 LEVEL TEXT TEXT AMT 14BU IN 2010, FLEX ELIMINATED 101 - 0201 - 411.11 -22 PARKING ALLON]ANCE 1,860 1,860 1,420 1,740 1,860 2,220 2,220 1,485 930 2,220 LEVEL TEXT TEXT AMT 14BU PARKING FEES - $185.00 PER MONTH X 12 MONTHS 2,220 INCLUDES A PROJECTED $5.00 PER PERSON INCREASE PER MONTH FOR 2010 2,220 * ------ PERSONNEL SERVICES - - - - -- 268,123 ------ - - - - -- ------ 268,678 - - - - -- ------ 244,653 - - - - -- ------ 245,199 - - - - -- ------ 256,385 - - - - -- ------ 280,655 - - - - -- ------ 280,655 - - - - -- ------ 185,657 - - - - -- ------ 134,376 - - - - -- 321,283 SUPPLIES 101 - 0201 - 411.21 -01 OFFICIAL RECORDS 489 0 0 779 0 1,500 1,500 0 0 1,500 LEVEL TEXT TEXT AMT 14BU OFFICIAL RECORDS 1,500 1,500 101- 0201 - 411.21 -02 STATIONERY & PRINTING 2,671 99 305 331 425 288 288 217 169 362 LEVEL TEXT TEXT AMT 14BU 2014 FIXED COST ALLOCATION #5 362 PRINT SHOP 362 101 - 0201 - 411.21 -03 C.S. - OFFICE SUPPLIES 617 621 128 0 384 1,050 1,050 334 334 1,050 LEVEL TEXT TEXT AMT 14BU CENTRAL STORES OFFICE SUPPLIES 1,050 1,050 101- 0201 - 411.21 -04 OTHER - OFFICE SUPPLIES 1,692 1,972 2,274 1,177 1,408 3,150 3,150 1,501 1,217 3,150 LEVEL TEXT TEXT AMT 14BU OTHER OFFICE SUPPLIES 3,150 3,150 101- 0201 - 411.21 -05 LAW BOOKS 1,755 1,907 2,170 1,808 2,358 2,000 2,000 627 627 2,000 LEVEL TEXT TEXT AMT CITY OF SOUTH BEND 2014 BUDGET ACCOUNT NUMBER ACCOUNT DESCRIPTION 14BU LAW BOOKS * SUPPLIES OTHER SERVICES & CHARGES 101- 0201 - 411.31 -06 OTHER PROFESSIONAL SVCS LEVEL TEXT 14BU OTHER PROFESSIONAL SERVICES 101- 0201 - 411.31 -71 CENTRAL STORES ALLOATION LEVEL TEXT 14BU 2014 FIXED COST ALLOCATION #4 CENTRAL STORES 101- 0201 - 411.32 -02 POSTAGE LEVEL TEXT 14BU POSTAGE 101- 0201 - 411.32 -03 TRAVEL LEVEL TEXT 14BU 2014 TRAVEL EXPENDITURE ACCOUNTS 32.21 TRAVEL MILEAGE 32.22 TRAVEL AIRFARE 32.23 TRAVEL HOTEL 32.24 TRAVEL MEALS 32.25 TRAVEL OTHER 101 - 0201 - 411.32 -21 TRAVEL - MILEAGE LEVEL TEXT 14BU 2014 TRAVELMELEAGE 101- 0201- 411.32 -23 TRAVEL - HOTEL LEVEL TEXT 14BU 2014 TRAVEL /HOTEL 101- 0201 - 411.32 -24 TRAVEL - MEALS LEVEL TEXT 0 0 0 0 0 2,000 2,000 1,115 813 1,900 TEXT AMT 1,900 1,900 0 0 0 0 0 2,500 2,500 2,132 1,551 2,750 TEXT AMT 2,750 2,750 0 0 0 0 0 250 250 55 55 250 TEXT AMT 2013 2013 2013 2008 2009 2010 2011 2012 ORIGINAL AMENDED Y -T -D 6/30/13 2014 ACTUAL ACTUAL ACTUAL ACTUAL ACTUAL BUDGET BUDGET ACTUAL ACTUAL BUDGET 2,000 2,000 7,224 4,599 4,877 4,095 4,575 7,988 7,988 2,679 2,347 8,062 3,859 9,552 3,146 7,566 8,741 9,600 9,600 5,055 4,355 9,600 TEXT AMT 9,600 9,600 0 0 0 0 0 0 0 0 0 269 TEXT AMT 269 269 2,552 1,893 1,050 569 350 5,500 5,500 199 138 5,500 TEXT AMT 5,500 5,500 2,377 5,703 4,344 5,703 5,559 0 0 0 0 0 TEXT AMT 0 0 0 0 0 2,000 2,000 1,115 813 1,900 TEXT AMT 1,900 1,900 0 0 0 0 0 2,500 2,500 2,132 1,551 2,750 TEXT AMT 2,750 2,750 0 0 0 0 0 250 250 55 55 250 TEXT AMT CITY OF SOUTH BEND 2014 BUDGET 2013 2013 2013 2008 2009 2010 2011 2012 ORIGINAL AMENDED Y -T -D 6/30/13 2014 ACCOUNT NUMBER ACCOUNT DESCRIPTION ACTUAL ACTUAL ACTUAL ACTUAL ACTUAL BUDGET BUDGET ACTUAL ACTUAL BUDGET 14BU 2014 TRAVEL/MEALS 250 250 101- 0201 - 411.32 -25 TRAVEL - OTHER 0 0 0 0 0 250 250 0 0 100 LEVEL TEXT TEXT AMT 14BU 2014 TRAVEL /OTHER 100 100 101- 0201 - 411.33 -02 PUBLICATION LEGAL NOTICE 16,074 12,997 8,636 16,991 9,620 21,750 21,750 9,804 5,522 21,750 LEVEL TEXT TEXT AMT 14BU PUBLICATION LEGAL NOTICE 21,750 21,750 101 - 0201 - 411.33 -03 PROMOTIONAL 702 186 105 267 70 1,050 1,050 0 0 1,050 LEVEL TEXT TEXT AMT 14BU PROMOTIONAL 1,050 1,050 101 - 0201 - 411.34 -02 LIABILITY INSURANCE 2,713 2,988 3,130 3,768 3,948 4,356 4,356 2,904 2,178 995 LEVEL TEXT TEXT AMT 14BU 2014 FIXED COST ALLOCATION #7 995 LIABILITY INSURANCE 995 101 - 0201 - 411.36 -02 OFFICE EQUIPMENT 200 0 4,760 2,965 2,138 4,000 6,598 3,249 2,600 4,000 LEVEL TEXT TEXT AMT 14BU OFFICE EQUIPMENT 4,000 4,000 101 - 0201 - 411.36 -04 COMPUTER EQUIPMENT 0 948 90 2,136 1,560 1,632 1,632 1,088 816 1,839 LEVEL TEXT TEXT AMT 14BU 2014 FIXED COST ALLOCATION #2 1,839 INFORMATION TECHNOLOGY 1,839 101- 0201 - 411. 39 -01 REFNDS,AWARDS,IMEMNITIES 0 0 50 0 0 0 0 0 0 0 101 - 0201 - 411.39 -11 DUES 480 495 510 505 653 1,500 1,500 518 248 1,500 LEVEL TEXT TEXT AMT 14BU DUES 1,500 1,500 CITY OF SOUTH BEND 2014 BUDGET 2013 2013 2013 2008 2009 2010 2011 2012 ORIGINAL AMENDED Y -T -D 6/30/13 2014 ACCOUNT NUMBER ACCOUNT DESCRIPTION ACTUAL ACTUAL ACTUAL ACTUAL ACTUAL BUDGET BUDGET ACTUAL ACTUAL BUDGET 101 - 0201 - 411.39 -39 BANK CREDIT CARD CHARGES 937 927 1,058 899 1,058 1,000 1,000 964 662 1,000 LEVEL TEXT TEXT AMT 14BU BANK CREDIT CARD CHARGES 1,000 1,000 101- 0201 - 411.39 -70 EDUCATION & TRAINING 2,551 3,011 2,763 3,099 2,934 3,850 3,850 1,998 1,729 3,850 LEVEL TEXT TEXT AMT 14BU EDUCATION & TRAINING 3,850 3,850 101- 0201 - 411.39 -89 MISC CHARGES & SERVICES 0 0 0 265 0 1,100 1,100 0 0 1,100 LEVEL TEXT TEXT AMT 14BU MISC CHARGES & SERVICES 1,100 1,100 * ------ OTHER SERVICES & CHARGES - - - - -- 32,445 ------ - - - - -- ------ 38,700 - - - - -- ------ 29,642 - - - - -- ------ 44,733 - - - - -- ------ 36,631 - - - - -- ------ 60,338 - - - - -- ------ 62,936 - - - - -- ------ 29,081 - - - - -- ------ 20,666 - - - - -- 57,453 CAPITAL 101 - 0201 - 411.43 -03 OFFICE EQUIPMENT 0 0 0 17,301 6,644 13,400 91 0 0 13,400 LEVEL TEXT TEXT AMT 14BU MISCELLANEOUS EQUIPMENT 13,400 REPLACE MULT- PURPOSE COPIER AND END OF CURRENT LEASE REPLACE AGING SMALL SINGLE - PURPOSE COPIER TO REDUCE MAINTENANACE AND OPERATING COSTS 13,400 * ------ CAPITAL - - - - -- 0 ------ - - - - -- ------ 0 - - - - -- ------ 0 - - - - -- ------ 17,301 - - - - -- ------ 6,644 - - - - -- ------ 13,400 - - - - -- ------ 91 - - - - -- ------ 0 - - - - -- ------ 0 - - - - -- 13,400 OTHER USES 101 - 0201 - 411.50 -05 ADMINISTRATIVE COST 104 2,675 142 60 120 0 0 0 0 0 LEVEL TEXT TEXT AMT 14BU REMOVE CITY CROSS CHARGE ALLOCATION FEE FOR 2013 * ------ OTHER USES - - - - -- 104 ------ - - - - -- ------ 2,675 - - - - -- ------ 142 - - - - -- ------ 60 - - - - -- ------ 120 - - - - -- ------ 0 - - - - -- ------ 0 - - - - -- ------ 0 - - - - -- ------ 0 - - - - -- 0 SUPPLIES 101- 0201 - 431.22 -60 COMPUTER SUPPLIES /EQUIP 0 0 0 0 0 0 13,500 0 0 0 * SUPPLIES 0 0 0 0 0 0 13,500 0 0 0 ** ------ CITY CLERK - - - - -- 308,256 ------ - - - - -- ------ 315,112 - - - - -- ------ 279,314 - - - - -- ------ 321,488 - - - - -- ------ 304,355 - - - - -- ------ 362,381 - - - - -- ------ 365,170 - - - - -- ------ 217,417 - - - - -- ------ 157,388 - - - - -- 400,198 *** ------ GENERAL FUND - - - - -- 308,256 ------ - - - - -- ------ 315,112 - - - - -- ------ 279,314 - - - - -- ------ 321,488 - - - - -- ------ 304,355 - - - - -- ------ 362,381 - - - - -- ------ 365,170 - - - - -- ------ 217,417 - - - - -- ------ 157,388 - - - - -- 400,198 CITY OF SOUTH BEND 2014 BUDGET ACCOUNT NUMBER ACCOUNT DESCRIPTION 2013 2013 2013 2008 2009 2010 2011 2012 ORIGINAL AMENDED Y -T -D ACTUAL ACTUAL ACTUAL ACTUAL ACTUAL BUDGET BUDGET ACTUAL 308,256 315,112 279,314 321,488 304,355 362,381 365,170 217,417 6/30/13 2014 ACTUAL BUDGET 157,388 400,198 Form 1 City of South Bend, Indiana 2014 General Fund Budget Departmental Summary Department Name Common Council Fund Number 101 -0301 Department Description & Purpose Make certain that City government is always responsive to the needs of the residents and that the betterment of South Bend is always the highest priority. 2013 2014 2011 2012 Amended 6/30113 Proposed Variance % Description Actual Actual Budget Actual Budget 2013 -2014 Chg Revenue Property Taxes 296,743 370,371 507,097 192,009 480,099 (26,998) -5.3% Local Income Taxes - - - - - Other Taxes Grants/Intergovernmental Charges for Services Interest Earnings Bond Proceeds - - - Donations 8,646 8,300 4,564 (8,300) - 100.0% Other Income - - - Transfers In Total Revenue 296,743 379,017 515,397 196,573 480,099 (35,298) -6.8% Expenditures by Cost Center Council 296,742 379,017 508,658 196,250 480,099 (28,559) -5.6% Public Access - - - - - Total Cost Center Expenditures 296,742 379,017 508,658 196,250 480,099 28,559 -5.6% Expenditures by Account Type Salaries & Wages 152,081 138,449 173,529 70,208 171,394 (2,135) -1.2% Fringe Benefits 46,609 34,939 116,229 19,859 126,535 10,306 8.9% Other Personnel costs Total Personnel 198,690 173,388 289,758 90,067 297,929 8,171 2.8% Supplies 7,370 5,928 11,512 4,947 11,512 0.0% Professional Services (31xx) 70,206 171,201 142,036 86,518 114,814 (27,222) -19.2% Comm/Transportation(32xx) 623 797 5,450 66 5,450 0.0% Printing & Advertising (33xx) 2,401 5,525 9,700 3,018 9,700 0.0% Insurance (34xx) 4,344 4,860 5,016 2,508 5,016 0.0% Utilities (35xx) - - - - - - - Repairs & Maintenance (36xx) 4,882 6,595 8,184 2,827 9,678 1,494 18.3% Debt Service - Principal - - - - - - - Debt Service - Interest & Fees - - - - - Other Services & Charges (39xx) 951 1,720 11,350 334 8,500 (2,850) -25.1% Grants & Subsidies - - - - - Payment In Lieu of Taxes Transfers Out - - - Other Financing Uses 50xx 2,076 3,444 2,102 2,102 - 100.0% Total Service & Charges 85,483 194,142 183,838 95,271 153,158 (30,680) -16.7% Capital 5,200 5,559 30,289 6,289 17,500 (12,789) -42.2% Total Expenditures by Type 296,743 379,017 515,397 196,573 480,099 (35,298) -6.8% Net Surplus / (deficit) Staffing (FTE's) 2011 2012 2013 6/30/13 2014 Variance Actual Actual Budget Actual Budget 2013 -2014 Non - Bargaining 9.00 9.00 9.00 9.00 - Bargaining - - - - Part-Time /Seasonal/Temporary 0.50 0.50 0.50 Total FTE's 9.00 9.50 9.50 9.50 Explain Significant Revenue, Expenditure and Staffing Changes Below: Capital expenditures will continue at $10,000. Continuing IT upgrades will take place in the amount of $7,500. Public access of $46,000 has been transferred to a diferent cost center. Adjustments have been made in Legal Services. Form 1 City of South Bend, Indiana 2014 General Fund Budget Departmental Summary Name I Common Council Fund Number 101 -0301 2. Citizen participation has dramatically increased, especially in light of the amount of citizen members actively participating on the Council's Standing Committee. 3. Posting of public documents on the Council's website has increased. 4. Accessibility of council Members has improved. City Strategy co w veparuneni uoau a vnlecnvesiunnage Io �Ily acraiegies ty - io regwreat numner 1. To carry out the Mission of the South Bend Common Council, namely" "To make certain that our City Government is always responsive to the needs of our residents & that the betterment of South Bend is Always our hightest priority." 2. To be actively engaged in the City Budget process to assure that each of the provisions of Indiana Code 36-4 -7 are properly addressed in a timely and public manner. 3. To properly carry out the duties and responsibilities set forth in Indiana Code 36 -4 -6 addressing the legisltaive powers of city government. 4. To see that each of the Council's Standing Committees operate under proper local protocols which are in compliance with Indiana Open Door Law in carrying out their due diligence requirements when reviewing and discussing Bills referred to committees for review and recommendation. zu m amgmncane cnangesicnauengesiupporrumues twim a rocus on somuonsf 1. Establishing a productive working relationship among the Council Members, and with the City Administration which focuses on the best interesets of the City of South Bend. 2. Improving communication and dialog at all levels of city governemtn. 3. Improving the sharing of information needed to make well- reasoned legislative decisions 4. Improving communication with other governmental entitites such as the Board of Public Works, the Redevelopment Commission, the Park Board, etc. which oversees tax dollars. Key Performance Indicators 2013 2011 2012 Amended 6/30/13 Actual Actual Budget Actual 2014 Proposed Budget 2016 2012 2013 Mayoral Long Term Actual Estimated 2014 Measure Goal Type Goal (if available) (if available) Target 1. Level which residents rate City's outcome fiscal condition - (1) low / (5) high 2. Level which residents rate City's outcome infrastructure - (1) low / (5) high 3. Number of public hearings held. output Types: output, efficiency, effectiveness, quality, outcome, technology Information Technology (costs and FTE's also included in the financial summary) Expenditures 2013 2011 2012 Amended 6/30/13 Actual Actual Budget Actual 2014 Proposed Budget Variance 2013.2014 Personnel Supplies Maintenance Services Professional Services Other Services Ca ital - Total Expenditures Information Tech. Staffing (FTE's) Explain Significant Information Technology Trends and Changes Below: Form 1 City of South Bend, Indiana 2014 General Fund Budget Departmental Summary Department Name I Common Council Fund Number 101 -0301 Five -Year Capital Improvement Plan Funding 2014 2015 2016 2017 2018 Name Source Budget Projection Projection Projection Projection Total Replacement Capital 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 - Proiect Capital 18 Remodel Committee conference room Cash $10,000 10,000 19 IT Upgrades Cash $7,500 7,500 20 - - 21 22 23 24 25 26 27 28 29 30 31 32 33 - 34 Total 17,500 17,500 ,Funding Sources: Cash, Lease, Grant, Bond, Contributed Capital Justification: 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 Continue to upgrade room for better citizen and staff access to Council Committee Meetings. 19 20 21 22 23 24 25 26 27 28 29 30 31 32 33 34 Form 1 CITY OF SOUTH BEND 2014 BUDGET ACCOUNT NUMBER ACCOUNT DESCRIPTION GENERA FUND 101 - 0301 - 367.20 -00 DONATED SALARY LEVEL TEXT 14BU COUNCIL MEMBERS PERSONNEL SERVICES 101- 0301 - 411.10 -01 REGULAR LEVEL TEXT 14BU PART TIME POSITIONS WITH BENEFITS 9 COUNCILMRIBERS @ 17,933 101 - 0301 - 411.10 -03 SEASONAL & INTERNS LEVEL TEXT 14BU LEGISLATIVE RESEARCH ASSISTANT PART TI117E 101- 0301 - 411.10 -09 PERMANENT PART TIME 101- 0301 - 411.11 -01 FICA - REGULAR LEVEL TEXT 14BU REGULAR SALRIES $171,394 X 7.65% 101 - 0301 - 411.11 -04 PERF - REGULAR LEVEL TEXT 14BU REGULAR SALARIES $171,394X 11.20% 101 - 0301 - 411.11 -07 UNEMPLOYMENT COMP LEVEL TEXT 14BU $171,394 X 0.5% 101- 0301 - 411.11 -08 GROUP INSURANCE - HEALTH LEVEL TEXT 14BU LONG -TERM DISABILITY: 9 EMP. X $3.77 X 24 PAY PERIODS 2013 2013 2013 2008 2009 2010 2011 2012 ORIGINAL AMENDED Y -T -D 6/30/13 2014 ACTUAL ACTUAL ACTUAL ACTUAL ACTUAL BUDGET BUDGET ACTUAL ACTUAL BUDGET 0 0 0 0 8,646 8,300 8,300 6,322 4,564 8,300 TEXT AMT 8,300 8,300 0 0 0 0 8,646 8,300 8,300 6,322 4,564 8,300 152,081 152,081 152,081 152,081 138,449 158,229 158,229 97,255 70,208 161,394 TEXT AMT 161,394 161,394 0 0 0 0 0 15,300 15,300 0 0 10,000 TEXT AMT 10,000 10,000 0 2,079 0 0 0 0 0 0 0 0 12,048 12,226 11,891 11,749 10,828 13,275 13,275 7,370 5,319 13,112 TEXT AMT 13,112 13,112 7,612 7,093 7,393 8,279 10,550 17,353 17,353 8,510 6,143 19,196 TEXT AMT 19,196 19,196 0 0 582 0 0 1,735 1,735 958 795 857 TEXT AMT 857 857 24,034 20,338 18,617 25,740 12,781 82,246 82,246 9,574 7,181 91,750 TEXT AMT 814 CITY OF SOUTH BEND 2014 BUDGET ACCOUNT NUMBER ACCOUNT DESCRIPTION HEALTH INS COVERAGE: 9 EMP X $421 X 24 PAY PERIODS 101- 0301 - 411.11 -09 GROUP INSURANCE - LIFE LEVEL TEXT 14BU 9 EMP. X $5 X 24 PAY PERIODS 101 - 0301 - 411.11 -18 FLEX. SPENDING ACCOUNT LEVEL TEXT 14BU FLEX ELIMINATED IN 2010 101- 0301 - 411.11 -22 PARKING ALLOWANCE LEVEL TEXT 14BU 1 X $45 X 12 = PARKING ALLOWANCE FOR LEGISLATIVE RESEARCH ASST * PERSONNEL SERVICES SUPPLIES 101- 0301 - 411.21 -02 STATIONERY & PRINTING LEVEL TEXT 14BU 2014 FIXED COST ALLOCATION #5 PRINT SHOP 101 - 0301 - 411.21 -03 C.S. - OFFICE SUPPLIES LEVEL TEXT 14BU CENTRAL STORES OFFICE SUPPLIES 101 - 0301 - 411.21 -04 OTHER - OFFICE SUPPLIES LEVEL TEXT 14BU OTHER OFFICE SUPPLIES 101- 0301- 411.21 -16 SMALL OFFICE EQUIPMENT * SUPPLIES OTHER SERVICES & CHARGES 101 - 0301 - 411.31 -01 LEGAL 2013 2013 2013 2008 2009 2010 2011 2012 ORIGINAL AMENDED Y -T -D 6/30/13 2014 ACTUAL ACTUAL ACTUAL ACTUAL ACTUAL BUDGET BUDGET ACTUAL ACTUAL BUDGET 90,936 91,750 1,099 840 840 840 780 1,080 1,080 560 420 1,080 TEXT AMT 1,080 1,080 3,500 3,500 0 0 0 0 0 0 0 0 TEXT AMT 0 360 120 0 0 540 540 0 0 540 TEXT AMT 540 540 200,374 198,517 191,524 198,689 173,388 289,758 289,758 124,227 90,066 297,929 4,082 142 4,030 5,081 4,091 4,512 4,512 3,130 2,363 285 TEXT AMT 285 285 1,552 1,738 1,629 1,016 722 4,000 4,000 2,383 2,336 4,000 TEXT AMT 4,000 4,000 1,927 2,560 1,317 1,273 1,115 3,000 3,000 437 248 3,000 TEXT AMT 3,000 3,000 0 0 0 0 0 0 0 6,289 0 0 - - - - - -- 7,561 ------ - - - - -- ------ 4,440 - - - - -- ------ 6,976 - - - - -- ------ 7,370 - - - - -- ------ 5,928 - - - - -- ------ 11,512 - - - - -- ------ 11,512 - - - - -- ------ 12,239 - - - - -- ------ 4,947 - - - - -- 7,285 58,363 59,531 59,531 61,019 62,239 63,484 63,484 47,613 31,742 69,485 CITY OF SOUTH BEND 2014 BUDGET ACCOUNT NUMBER ACCOUNT DESCRIPTION LEVEL TEXT 14BU PROFESSIONAL SERVICES 101 - 0301 - 411.31 -06 OTHER PROFESSIONAL SVCS 101- 0301 - 411.31 -07 ADDITIONAL LEGAL SERVICES LEVEL TEXT 14BU ADDITIONAL LEGAL SERVICES 101- 0301 - 411.31 -08 SECURITY SERVICES LEVEL TEXT 14BU SECURITY SERVICES 101 - 0301 - 411.31 -71 CENTRAL STORES ALLOATION LEVEL TEXT 14BU 2014 FIXED COST ALLOCATION #4 CENTRAL STORES 101- 0301 - 411.31 -72 GIS ALLOCATION LEVEL TEXT 14BU 2014 FIXED COST ALLOCATION #6 GIS ADM FEE 101- 0301 - 411.32 -02 POSTAGE LEVEL TEXT 14BU POSTAGE 101- 0301 - 411.32 -03 TRAVEL LEVEL TEXT 14BU 2013 TRAVEL NEW EXPENDITURES ACCOUNTS SET UP SEE: 32.21 TRAVEL/MILEAGE 32.22 TRAVEL /AIRFARE 32.23 TRAVEL/HOTEL 32.24 TRAVEL/MEALS 32.25 TRAVEL /OTHER 101 - 0301 - 411.32 -21 TRAVEL - MILEAGE 0 0 0 0 0 1,500 1,500 0 0 1,500 2013 2013 2013 2008 2009 2010 2011 2012 ORIGINAL AMENDED Y -T -D 6/30/13 2014 ACTUAL ACTUAL ACTUAL ACTUAL ACTUAL BUDGET BUDGET ACTUAL ACTUAL BUDGET TEXT AMT 69,485 69,485 0 0 0 0 65,000 43,000 43,000 43,000 43,000 0 24,767 14,144 24,230 9,187 43,962 25,500 25,500 10,000 10,000 36,500 TEXT AMT 36,500 36,500 0 0 0 0 0 6,500 6,500 0 0 6,500 TEXT AMT 6,500 6,500 0 0 0 0 0 1,548 1,548 1,032 774 269 TEXT AMT 269 269 0 0 0 0 0 2,004 2,004 1,336 1,002 2,060 TEXT AMT 2,060 2,060 64 135 52 106 139 450 450 74 67 450 TEXT AMT 450 450 532 1,743 767 517 658 0 0 0 0 0 TEXT AMT 0 0 0 0 0 1,500 1,500 0 0 1,500 CITY OF SOUTH BEND 2014 BUDGET 2013 2013 2013 2008 2009 2010 2011 2012 ORIGINAL AMENDED Y -T -D 6/30/13 2014 ACCOUNT NUMBER ACCOUNT DESCRIPTION ACTUAL ACTUAL ACTUAL ACTUAL ACTUAL BUDGET BUDGET ACTUAL ACTUAL BUDGET LEVEL TEXT TEXT AMT 14BU TRAVEL /MILEAGE 1,500 1,500 101 - 0301 - 411.32 -22 TRAVEL - AIRFARE 0 0 0 0 0 500 500 0 0 500 LEVEL TEXT TEXT AMT 14BU TRAVEL/AIRFARE 500 500 101- 0301 - 411.32 -23 TRAVEL - HOTEL 0 0 0 0 0 1,500 1,500 300 0 1,500 LEVEL TEXT TEXT AMT 14BU TRAVEL /HOTEL 1,500 1,500 101- 0301 - 411.32 -24 TRAVEL - MEALS 0 0 0 0 0 500 500 45 0 500 LEVEL TEXT TEXT AMT 14BU TRAVEL /MEALS 500 500 101 - 0301 - 411.32 -25 TRAVEL - OTHER 0 0 0 0 0 1,000 1,000 66 0 1,000 LEVEL TEXT TEXT AMT 14BU TRAVEL /OTHER 1,000 1,000 101 - 0301 - 411.33 -03 PROMOTIONAL 2,261 3,251 3,021 2,401 5,525 9,700 9,700 3,535 3,018 9,700 LEVEL TEXT TEXT AMT 14BU PROMOTIONAL 9,700 9,700 101- 0301 - 411.34 -02 LIABILITY INSURANCE 4,182 4,776 5,146 4,344 4,860 5,016 5,016 3,344 2,508 1,742 LEVEL TEXT TEXT AMT 14BU 2014 FIXED COST ALLOCATION #7 1,742 LIABILITY INSURANCE 1,742 101 - 0301 - 411.36 -02 OFFICE EQUIPMENT 3,620 4,830 1,326 2,446 4,519 6,000 6,000 2,246 1,735 6,000 LEVEL TEXT TEXT AMT 14BU OFFICE EQUPMENTT 6,000 6,000 CITY OF SOUTH BEND 2014 BUDGET ACCOUNT NUMBER ACCOUNT DESCRIPTION 101 - 0301 - 411.36 -04 COMPUTER EQUIPMENT LEVEL TEXT 14BU 2014 FIXED COST ALLOCATION #2 INFORMATION TECHNOLOGY 101 - 0301 - 411.39 -10 SUBSCRIPTIONS LEVEL TEXT 14BU SUBSCRIPTIONS & DUES 101 - 0301 - 411.39 -60 ELECTION EXPENSE 101- 0301 - 411.39 -70 EDUCATION & TRAINING LEVEL TEXT 14BU EDUCATION & TRAINING 101- 0301 - 411.39 -71 MEETING EXPENSES LEVEL TEXT 14BU MEETING EXPENSE * OTHER SERVICES & CHARGES CAPITAL 101 - 0301 - 411.42 -02 BUILDINGS LEVEL TEXT 14BU REMODEL AND ENLARGE COUNCIL COMMITTEE ROOM FOR BETTER STAFF AND CITIZEN ACCESS TO MEETINGS DOJ INTERVIEWS SHOW THE NEED FOR UPGRADES 101 - 0301 - 411.43 -03 OFFICE EQUIPMENT 101- 0301 - 411.43 -08 COMPUTER LEVEL TEXT 14BU UPGRADES TO I -PADS AND RELATED EQUIPMENT FOR COUNCILMEMBERS TO REDUCE PAPERWORK AND IMPROVE COMMUNICATION * CAPITAL 2013 2013 2013 2008 2009 2010 2011 2012 ORIGINAL AMENDED Y -T -D 6/30/13 2014 ACTUAL ACTUAL ACTUAL ACTUAL ACTUAL BUDGET BUDGET ACTUAL ACTUAL BUDGET 0 0 0 2,436 2,076 2,184 2,184 1,456 1,092 3,678 TEXT AMT 3,678 3,678 212 580 212 642 547 3,500 3,500 335 335 3,500 TEXT AMT 3,500 3,500 292,945 0 0 0 0 0 0 0 0 0 1,367 0 639 309 1,173 2,500 2,500 0 0 2,500 TEXT AMT 2,500 2,500 948 0 0 0 0 5,350 5,350 0 0 2,500 TEXT AMT 2,500 2,500 389,261 88,990 94,924 83,407 190,698 181,736 181,736 114,382 95,273 149,884 0 0 0 0 0 10,000 10,000 0 0 10,000 TEXT AMT 10,000 10,000 0 21,705 1,080 5,200 5,559 0 0 0 0 0 0 0 0 0 0 14,000 20,289 0 6,289 7,500 TEXT AMT 7,500 7,500 - - - - - -- 0 ------ - - - - -- ------ 21,705 - - - - -- ------ 1,080 - - - - -- ------ 5,200 - - - - -- ------ 5,559 - - - - -- ------ 24,000 - - - - -- ------ 30,289 - - - - -- ------ 0 - - - - -- ------ 6,289 - - - - -- 17,500 CITY OF SOUTH BEND 2014 BUDGET ACCOUNT NUMBER ACCOUNT DESCRIPTION OTHER USES 101- 0301 - 411.50 -05 ADMINISTRATIVE COST * OTHER USES ** COMMON COUNCIL * ** GENERAL FUND 2013 2013 2013 2008 2009 2010 2011 2012 ORIGINAL AMENDED Y -T -D 6/30/13 2014 ACTUAL ACTUAL ACTUAL ACTUAL ACTUAL BUDGET BUDGET ACTUAL ACTUAL BUDGET 72 2,462 109 2,076 3,444 2,102 2,102 0 0 0 - - - - - -- ------ 72 - - - - - -- ------ - - - - -- ------ 2,462 - - - - -- ------ - - - - -- ------ 109 - - - - -- ------ - - - - -- ------ 2,076 - - - - -- ------ - - - - -- ------ 3,444 - - - - -- ------ - - - - -- ------ 2,102 - - - - -- ------ - - - - -- ------ 2,102 - - - - -- ------ - - - - -- ------ 0 - - - - -- ------ - - - - -- ------ 0 - - - - -- ------ - - - - -- 0 - - - - -- 597,268 316,114 294,613 296,742 387,663 517,408 523,697 257,170 201,140 480,898 597,268 316,114 294,613 296,742 387,663 517,408 523,697 257,170 201,140 480,898 597,268 316,114 294,613 296,742 387,663 517,408 523,697 257,170 201,140 480,898