HomeMy WebLinkAboutPersonnel & Finance Committee Report - 2nd Quarter 2014CITY OF SOUTH BEND, INDIANA
PERSONNEL & FINANCE PROGRESS REPORT- DOLLARS SPENT
July 24, 2014
Funding
Q1
Q2
Q3
Q4
Project
(amount and
(report 3/24)
(report 7/9)
Subtotal
(Projected)
(Projected)
Grand Total
source)
$2.3 Million Fund
$0 spent; $657,115
Add'I $500,000
227*
'
$642,200 CDBG
encumbrance in
$86,715 spent;
enc. For rehab;
Add'I
Vacant &
Fund 212;
Jan, but reduced
add'I $1,147,750
$1,570,050
and $300,00
$410,337 enc.
$3.1 million
Abandoned
$177,100
to $380,827 in
encumbrance in
spent or
enc. for
For demo;
,
encumbered or
Housing
Donation Fund
May to reflect
process * **
encumbered
deconstruction;
add I $500K
spent
proper funding
roughly $500K
spent
217
Total $3.1 million
source
spent
Add'I $1.5M
$4.2 million
$4.2M Fund 412;
enc. For
from Fund 412
Smart
$1.7 Fund 426
$0 spent; $95,100
$73,926 spent;
998,8
engineering
encumbered or
Streets/ 2-
but changed to
encumbered;
$1,7 61 enc.;
$2,318,906
and
Add'I
spent; expect to
Way Streets
$1.61VI based on
$111,340
,7 ,8
add'I $446,119
spent or
construction
$455,020
use the $1.6M
(Downtown)
lower cash than
encumbrance in
enc. in process
encumbered
documents;
encumbered
from Fund 426
expected
process
perhaps $600K
in 2015
Total $5.8 million
Total $5.8
spent
million
Private funding
Anti - Violence
for Group
-0-
-0-
-0-
-0-
-0-
-0-
Violence
Intervention
Workforce
$69,911 Fund
$0 spent; $69,911
$69,911 spent
$69,911 spent
-0-
-0-
$69,911 spent
Development
404 **
encumbered
Encumber
$1.95M Fund
$0 spent; $0
$258,300
remaining
$2,260,000
227; $300,000
$0 spent; $0
encumbered;
awarded but
Engineering on-
$1,826,700
encumbered or
Corridors
Fund 412;
$10,000 Fund 324
encumbered
$258,300 enc. In
not yet
gong'
$175,000 spent
for Corridor
spent
Total $2,260,000
process
encumbered
streetscape
improvements
*Includes $300,000 for deconstruction
* *Funds encumbered in 2013, but won't be spent until 2014.
** *Opening bids for deconstruction in July.
Sewer bond and capital funds 642, 647, 659, 661, 665
Funding
Project
(amount and
Q1
(report 3/24)
Q2
(report 7/9)
Subtotal
Q3 Q4
Grand Total
(Projected) (Projected)
source)
$93,751
311 Center
$479,949 from
$120,088
$213,839
$133,055
$133,055
$479,949
Fund 101 -104
Infrastructure
$1.1 million from
$1.1 million
(Curbs &
$101010
,
$102,296
$203,306
$540,262
$338,135
encumbered or
Sidewalks)
Fund 404/202
spent
No 2014 Sewer
Bond to be issued
—will be
n/a
n/a
n/a
n/a
n/a
n/a
The CSO LTCP
reconsidered
based on need in
2015
*Includes $300,000 for deconstruction
* *Funds encumbered in 2013, but won't be spent until 2014.
** *Opening bids for deconstruction in July.
Sewer bond and capital funds 642, 647, 659, 661, 665
e Curbs & Sidewalks - $1,100,000 from Fund 404 (COIT) /Fund 202 MVH
How many applications do we have pending?
(Jan 2014) There are 114 properties in the current year's program to be addressed this
year. Of those, 58 are being done by the internal curb & sidewalk concrete crew and 56
are being done under contract.
(July 2014) There are currently no applications pending for the 2014 program. Of the
114 application that were active as of January 2014, 14 applicants have requested to
leave the program mainly due to financial concerns. Of the remaining applicants 50 are
being serviced by the City crew and 50 are being serviced by the City's contractor.
When will work begin?
(Jan 2014) Weather permitting our internal crew will begin working in mid -
April. Contract will be let in April with work proceeding by mid -May.
(July 2014) The City crew began work in the first week of April. The City awarded the
2014 Curb & Sidewalk contract to Premium Concrete on May 27, 2014. A pre -
construction meeting was held on June 3rd and they are proceeding with their work on
July 14. A schedule for the internal work is currently in place, and somewhat dynamic
due to weather considerations. A schedule will be developed and secured from
Premium Concrete (the City's contractor) to ensure that they are finishing their work in
a timely manner.
How many residents have we served?
2011= 40 properties
2012 = 56 properties
2013 = 58 properties
This year we have 100 properties in the program between contract and in -house crews.
• Vacant & Abandoned - $2 Million from Fund 227 (Loss Recovery)
How many homes remain from the original report?
Continuous updates have occurred since the report was completed. The number of
properties currently on the V &A list totals 1,227. The outcomes as of 7/8/2014 are as
follows, and this count appears on the website and is updated regularly.
Count of Houses:
126 Houses Repaired
142
Houses Demolished
2
CDC Partner Houses
62
State Blight Elimination Program
196
Houses under Contract for Demolition
528
Total
What is our average cost per demolition?
Prior to the June 24, 2014 Board of Public Works meeting, the average cost per
demolition was $6,004. This amount is reflected in the three existing demolition
contracts which cover a total of 219 properties. The winning bid from the June 24`
Board of Public Works meeting for 81 properties has an average cost of $14,170 per
demolition. Taking into account the recent bid and the previous three contracts, the
new average cost per demolition has risen to $8,209. Please see the attached Bid
Tabulation from the June 24, 2014. Looking ahead, it is anticipated that the average cost
will be roughly $15,000 to $20,000 per property. The increase can likely be attributed to
a number of factors, including: the limited number of demolition contractors in the area
that are familiar with residential demolition, the number of those contractors which are
already under contract with the City for demolition work, contractors that normally do
not complete large scale residential demolition submitting higher bids to help cover
"unforeseen" costs, and limited interest from larger / non -local residential demolition
contractors to complete the demolition work.
Per Renovation?
The 126 houses repaired have all been done privately. This is not information available
to the City at this time.
The 1 house under contract for acquisition /rehabilitation is 917 Lindsey as a CDBG and
JPMorgan Chase Bank, NA funded activity with the Near Northwest Neighborhood Inc
(NNN). The NNN is in the process of acquiring property on Scott St. which they intend to
rehab. The activities are just at the beginning stages and the cost is not yet known.
Once the properties are completely rehabilitated, they will be marketed for sale to a
low /moderate income household.
How much was budgeted for the Deconstruction program?
$300,000
What fund was used?
Fund 227 Loss Recovery
How is that program going?
To date we have focused are working through the legalities of the process and program,
given that City does not control the candidate properties. As Of July 2nd the bid specs
have been released with an anticipated Board of Public Works award date of July 22nd. It
is anticipated that the activities will employ 12 -14 people to prepare them for a career
in the building trades.
In addition, we have worked with American Electric Power who has committed to
provide an additional $50,000 per year for the next 3 years to support the project.
O Anti - Violence
How much was budgeted for this program?
There is currently no public funding associated with the Group Violence Intervention
Strategy (GVI). Funding is provided by private donations.
What fund was used?
None
How are we measuring progress?
The following KPI's are reported every month:
Total Part 1 Crimes
Aggravated Assault- Firearm
Persons Shot
The activities in connection with the Group Violence Intervention Strategy have been
extensive. The group has worked with David Kennedy and other officials from John Jay
College (JJC) on anti - violence strategies. The City has hosted officials from JJC and
members of the GVI working group have made several trips to Chicago to witness the
work done there. In addition, three members of the South Bend Police Department and
an Assistant U.S. Attorney from the South Bend office were able to attend a convention
in New Orleans to learn from other cities doing this kind of work.
0 Corridors
What was the amount budgeted for work on LWW and Western?
$2,260,000
What fund was to be used?
Fund 412 - $300,000 (Engineering)
The Board of Public Works has awarded a $258,300 contract to CHA Consulting to
complete surveys, traffic studies, and construction documents for the conversion of
Lincoln Way West and Western Avenue to three -lane streets with on- street parking.
No Civil City funding is being used to pay for the development of the West Side Corridors
Plan. The $160,000 cost of the plan is being funded by the Urban Enterprise Association
($150,000) and the Redevelopment Commission ($10,000).
Fund 227 - $1,960,000 (Implementation)
What has been done so far?
Torti Gallas and Partners, the planning consultant hired by the Urban Enterprise
Association and the City, has completed a draft of the West Side Corridors Plan. The
basis for the plan was developed at a series of public input sessions April 23 -26, and the
draft plan was presented to the public on June 24. The final plan is to be completed in
August and will contain short- and long -term implementation strategies.
Work toward implementing some of the short -term tasks has already begun. An
engineering contract has been awarded to CHA Consulting to complete traffic studies
and construction documents for the restriping of Lincoln Way West and Western
Avenue to three -lane streets with on- street parking. Bids are scheduled to be opened
on the Lincoln Way restriping on October 6, and subject to budget and weather, work
will be completed on the entire stretch of the street from William Street to the city
limits near the Airport this fall. The Western Avenue restriping will be bid for
implementation in 2015.
Through the County Commissioners tax sale process, the City has begun work to acquire
up to 138 properties along the corridors to facilitate commercial and housing
redevelopment and park space expansion; properties are to be in the City's control in
March 2015. Additionally, this fall, the Greater South Bend - Mishawaka Association of
Realtors will implement a Better Block project including an outdoor market, pop -up art
spaces, and temporary landscaping along Western Avenue to demonstrate plan
concepts and possibilities.
• 2 Way Streets (Downtown)
What was amount budgeted for downtown and Jefferson?
$5,803,849:
Fund 412:
- Jefferson Improvements: $1,540,000
- Downtown improvements and concept development: $2,660,000.
Fund 426:
- $1,603,849
What funds were to be used?
Fund 412 - $4,200,000
Fund 426 - $1,603,849
What has been done so far?
Phase 1A: William and Lafayette: Bids were opened on 7/8/14 with a bid award expected at the
BPW agenda session on 7/17/14. The Bids ranged from approximately $690,000 to $900,000.
Construction is-set to begin immediately following project award with completion by early
October.
Phase 113: Jefferson Blvd: Construction is currently underway. Selge Construction was awarded
the project at an amount of $1,496,110. A construction change order in the amount of
$39,754.25 was approved by the BPW during their meeting on 7/8/14 bringing the project total
to $1,535,873.25. Project completion is expected in early fall.
Phase 1C: Bartlett St: A contract for survey, engineering and bid documents was awarded to JPR
on 6/24/14 at an amount of $400,325. This project is expected to be completed in phases with
the first phase under construction in 2015.
Phase 1D: Main /St. Joseph: Engineering contracts are being finalized for traffic analysis, survey
and construction documents for work along Main and St. Joseph Streets. Staff is outlining a
strategic way to implement a variety of construction projects along Main and St. Joseph Streets
in order to minimize disruption of traffic flow and complete work in a timely manner.
In addition, contracts for construction documents and bid specifications will be let by the end of
August for the following:
- Marion Roundabout
- Chippewa Roundabout
- Main & St. Joseph Signals, landscaping and traffic analysis
- Marion and Madison Two Way Conversion
• 311 Call Center
Is 311 providing a high level of customer service for our residents?
311 provides a higher level of customer service, communication, and information to our
residents within condensed timeframes. Because information is readily accessible, the
need to transfer calls to additional personnel is not necessary in most instances. Service
levels which need improvement are identified, documented, and a swift plan of action
for correction is implemented. This results in increased service levels for our residents.
Has a centralized 311 center reduced administrative costs in other areas?
Because 311 is staffed with some existing City staff reassigned and committed to
perform above and beyond normal expectations, administrative costs have been
reduced. With each additional department's launch, expectations will continue to
surpass normal output due to process improvements and greater efficiencies.
Centralization also fosters team atmosphere across City departments and reduces our
exposure to breaks in services.
• CSO LTCP
The 2014 budget revenues included the issuance of a $21 Million Bond (Fund 665) for
the CSO LTCP. Do we anticipate that the size of the bond be modified?
It has been discussed and decided not to issue a Sewer Bond for 2014 based on need in
2014. However, there is discussion surrounding a bond issue for 2015 in place of this.
Further discussion to be had later in 2014.
If so, how will the budget be impacted by this adjustment?
n/a
• Workforce Development
What other workforce programs are we financially supporting?
Initial funding for the SMART program (manufacturing training) of $69,911 from COIT
came through a mid -year appropriation in late 2013. Based on the program's success
we would like to consider expanding the funding amount in 2015 budget. The highlights
of the project to date are as follows;
■ The first class of 14 trainees resulted in 9 earning a certification
■ 3 are still in process of finishing program
■ 10 are employed fulltime
L The second class of 12 is under way with a completion date of July 16th
10 are still engaged in class full time with 2 finishing online
■ 1 is already employed prior to graduation
We have partnered with WorkOne and the School Corporation on a Federal YouthBuild
grant in the amount of $1.1 million. This grant would provide construction skills training
to approximately 72 at -risk young adults over a 2 year period. This is an income based
program that focuses on leadership development, GED /High school completion and
hands on construction training.
DO staff is currently engaged with multiple partners to develop a structure whereby we
are able to provide an adequate labor pool to the construction /skilled trades industry.
This demand is being driven largely by the pressure being forced on the industry as a
result of the $700 million in projects that have been announced by Notre Dame.
How much are we providing for these programs?
Initial funding of $69,911 from COIT came through a mid -year appropriation in late
2013. Based on the program's success we would like to consider expanding the funding
amount in 2015 budget.
o�SOVT s
Department of
Community Investment
1865
Memorandum
Monday, July 07, 2014
TO: Chris Fielding
FROM: Sarah Heintzelman
SUBJECT: SMART Program
As of today the status of the program is as follows
• Classes started on January 28th and will end the third week of April
• The customized curriculum is being taught at Ivy Tech corporate college
• There are 14 trainees enrolled, all who have passed Work Keys and their drugs tests
and have signed their commitments to receive scholarship:
0 10 are from South Bend
■ 9 from the city
■ 1 from the county
0 2 from Mishawaka
0 1 from Granger
0 1 from North Liberty
• Funding for the project came from:
• The City of South Bend ($69,000)
• The City of Mishawaka ($25,000)
• An AEP grant ($5,000)
• The funds from South Bend and Mishawaka are being used for 12, the additional 2
are being funded by WorkOne grants
• Individuals have already been inquiring about the next class and there are 9 potential
trainees
• 9 companies have committed to be part of speaking arrangernents, tours, hiring
events, and future forums to offer feedback
• A presentation will be given at an upcoming meeting of the local chapter of the
National Tooling and Machining Association to introduce manufacturers to the
p rogra m
• WorkOne has designated a representative to work with trainees to monitor their
progress, ensure personalized feedback, and help with placement
• Ivy Tech has assigned a program liaison to act as an additional point of contact
227 W. JEFFERSON BLVD. SOUTH BEND, IN 46601 1 P: 574 - 235 -9371 1 FAX: 574 - 235 -9021 1 SOUTHBENDIN.GOV
'311 c N .- tin, ; ,�
Pivot Table by Work Group and Status
Sorted by Entry Date
Entry Year
2014
Count of Call Type Code
Column Labels
Row Labels
Closed
Held
Incomplete
Open
Grand Total
69
8
3
80
Admin & Finance
4
4
Animal Control
17
97
114
Building Department
76
3
79
Code Enforcement
1,253
138
1,391
County Offices
435
435
Engineering
883
2
885
Fire Department
25
25
Mayors 311
5,660
36
5,696
Mayors Office
575
5
20
600
Parks & Recreation
2,511
3
4
424
2,942
Police Department
188
9
197
Public Works
2
2
4
Sewer Department
845
2
847
Solid Waste
29,120
1
1,084
30,205
Street Department
3,463
6
65
3,534
Traffic and Lighting
37
1
38
Water Works
66,015
42
609
66,666
Organic Resources
454
454
Clerks Office
1
1
_
Grand Total
111,632
16
55
2,494
_
114,197
JUL . �1 2014 11 JU,
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