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HomeMy WebLinkAboutJ4. 2015 Budget Hearing Session 7: Clerk Budget 09-15-14City of South Bend, Indiana 2015 City Clerk's Office Budget Fund No. Name Page Numbers 101 -0201 ....................City Clerk's Office .................................................... 1 -11 Department Name Description EXPENDITURES Expenditures by Cost Center Office of the City Clerk iditures by Account Type Personnel Salaries & Wages Fringe Benefits City of South Bend, Indiana 2015 General Fund Summary Operating & Capital Budget Summary CITY CLERK Dept. Number 101 -0201 2014 2012 2013 Amended 6/30/2014 Actual Actual Budget Actual 2015 Proposed I Budget Forecast 1 Budget Variance 2014 -2015 Ch 2016 2017 2018 2019 304,355 323,764 394,608 156,419 425,958 418,327 430,793 444,032 458,109 31,350 19,475 07,118 262,083 295,916,85 8 135,7841 108,0471 1213,035 120,608 128,860 1237,8551 12,269 8% 1 7% 1 Services & Charges Professional Services 8,741 8,799 8,600 3,596 13,800 13,800 13,800 13,800 13,800 5,200 60% Printing & Advertising 9,620 14,560 23,750 5,421 23,750 26,500 26,750 27,000 27,250 - 0 Utilities - - - - - - - - - - Education &Training 2,934 1,998 5,850 1,279 4,000 4,250 4,250 4,250 4,250 (1,850) -32% Travel 5,559 3,829 5,000 762 7,350 7,350 7,350 7,350 7,350 2,350 47% Repairs & Maintenance 2,138 1,950 4,000 - 2,500 4,000 4,000 4,000 4,000 (1,500) -38% Interfund Allocations 5,628 5,988 3,103 1,548 3,826 3,940 4,058 4,180 4,305 723 23% Debt Service: Principal - 2,483 - - - - - - - - - Interest & Fees - 115 - - - - - - - - - Grants & Subsidies Payment In Lieu of Taxes Transfers Out .Arnam o.ym.. nu, --nue AP.nu-'. a.��anyea oeiuw. Purchase of new copier /lease, some minor remodeling for security and risk management. Upgrade cameras for recording equipment in conjunction with County and professional services for updates to the City of South Bend Municipal Code. I 109 30,850 8% incil. There is a 60% increase in City of South Bend, Indiana 2015 General Fund Summary Description. Accomplishments. Goals. KPI's Department Name CITY CLERK Dept. Number 1 101 -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. Maintaining Municipal Code Book online and keeper of the City Seal. Provides supportive clerical assistance to the City Council. ZU 14 ACCOMMisnments & Uutcomes 1.) Began live streaming of City Council meetings online WNIT (working out the glitches) 2.) Began using Apple TV. Informal Council & Chamber 3.) Streamline Ordinance Violation between Code Enforcement and Legal 4.) Electronic Agendas 5.) Accept electronic filings of Bills 6.) Continuing to improve interactive support to Councilmembers and Council Attorney. 7.) Continuing to improve interface efforts between data systems. 2015 Department Goals & Objectives & Linkage to City Goals Basics are Easy (BE) 1.) Continue efforts to assure transparency of Council and Clerk official business 2.) Continuing to meet all state requirements of "open door" laws, 3.) Continue to be a courteous, efficient conduit of information requested by Councilmembers and the public 4.) Continuing efforts to support Council member's in their official duties. 5.) Additional training /cross- training of City /Clerk software, equipment and programs on all levels. Good Government (GG) 1.) Barcoding of Ordinance in addition to the current scanning process and archive process 2.) The use of interactive Calendars between Clerk, Council and Administration 3.) Implementation of updated SOP's for Clerk /Ordinance Violations. 4.) Analytical review of simple inexpensive software or apps that can be use to help with efficiently assisting the general public 5.) Safety and risk analysis, for security purposes 6.) Continue to work with IT to develop more complete reports allowing analytical review. Economic Development (ED) 1.) Increase revenue from enforcement of City Ordinances, due to streamlining between offices for efficiency in processing and collections 2.) Safety & risk analysis properly securing the Clerk's office. May include some minor re- construction of entry way. 3.) Installation of new video camera's this year for the live streaming of the City Council meeting. 4.) Purchase software to assist with minutes. Key Performance Indicators (KPI's) Measure City Goal Type 2016 Long Term Goal 2013 Actual 2014 Estimated 2015 Target 1.) Number of transactions preserved output 150 156 160 160 2.) Numbers of laws passed by Council output 15 14 15 16 3.) Number of meeting minutes recorded output 150 146 150 155 4.) Percentage of petitioners that file successfully. effectiveness 95% 95% 96% 97% 5.) Live Council meeting aired on WNIT technology 24 0 15 24 Types: output, efficiency, effectiveness, quality, outcome, technology 2015 Significant Changes /Challenges /Opportunities (with a focus on solutions) 1.) Moving to a more paperless environment (Training and Troubleshooting of software) 2.) Updating the Municode online and getting all older documents scanned & archived for proper storage to be preserved. 3.) Investigate the possibility of re- establishing a City Court ideally with an appointed City Judge. a. Intended to speed up Neighborhood Enforcement Violation Process b. Possible increase in revenue from enforcement of City ordinances. This would required cost/benefit analysis c. Increase efforts to scan materials in archives. 4.) Continuing to work with IT to develop troubling shooting strategies for all Clerk /Council equipment (including Live feed WNIT). 5.) Efforts to get County and City all on the same recording equipment 6.) Risk Management/ properly securing Clerk's office along with Council Areas and Meeting rooms. 7.) More efficient system for OVB in relation to proper reporting /record of collection between city departments. City of South Bend, Indiana 2015 General Fund Summary Full -Time Employees Department Name ICITY CLERK Dept. Number 101 -0201 Report ONLY Full -Time positions 2014 2015 2013 Amended 6130/2014 Proposed Forecast 2016 2017 2018 2019 Position Actual Budget Actual Budget Staffing (Full -Time Employees) Non - Bargaining City Clerk 1.0 1.0 1.0 1.0 1.0 1.0 1.0 1.0 Chief Deputy City Clerk 1.0 1.0 1.0 1.0 1.0 1.0 1.0 1.0 Deputy City Clerk 1.0 1.0 1.0 1.0 1.0 1.0 1.0 1.0 Ordinance Violations Bureau Clerk 1.0 1.0 1.0 1.0 1.0 1.0 1.0 1.0 City Clerk Secretary 1.0 1.0 1.0 1.0 1.0 1.0 1.0 1.0 Total Non - Bargaining 5.0 5.0 5.0 5.0 5.0 5.0 5.0 5.0 Bargaining Total Bargaining - - - - - - - - Total Full -Time Employees 5.0 5.0 5.0 5.01 5.0 5.0 5.0 5.0 Explain Significant Staffing Changes Below: Department Name CITY CLERK Minimum Equipment $10,000 Thresholds Buildings $100,000 City of South Bend, Indiana 2015 General Fund Summary Five -Year Capital Improvement Plan Dept. Number 101 -0201 Funding 2014 Name Source Budget 2015 2016 2017 2018 2019 Budget Forecast Forecast Forecast Forecast Total Justification Replacement Capital Multi- Purpose copier cash 13,400 13,400 - - - - 13,400 Project Capital Total 13,400 13,400 - - - - 13,400 Funding Sources: Cash, Lease, Grant, Bond, Contributed Capital City of South Bend, Indiana 2015 General Fund Summary Information Technology Costs (IT costs should also be reported in the Operating & Capital Budget Summary) Department Name CITY CLERK Dept. Number 101 -0201 2014 2015 2012 2013 Amended 6/30/14 Proposed Variance Expenditures Actual Actual Budget Actual Budget 2014 -2015 Personnel - - - - - - Supplies - 6,676 2,930 1,465 - (2,930) Maintenance Services 1,560 1,632 1,839 918 1,965 126 Professional Services - - - - - - Other Services - - - - - - Capital 6,644 - 13,400 - 13,400 - Total Expenditures 8,204 8,308 18,169 2,383 15,365 Information Technology Staffing - - - - - - Explain Significant Information Technology Trends and Changes Below: Council airing /broadcasting live WNIT. CITY OF SOUTH BEND 2015 BUDGET ACCOUNT NUMBER ACCOUNT DESCRIPTION 101- 0201- 360.00 -00 MISCELLANEOUS REVENUE * 101 - 0201 - 380.10 -16 TRAVEL REIMBURSEMENTS * ** CITY CLERK O) 2014 2014 2014 6/30/14 PROPOSED 2009 2010 2011 2012 2013 ORIGINAL AMENDED Y -T -D YTD 2015 ACTUAL ACTUAL ACTUAL ACTUAL ACTUAL BUDGET BUDGET ACTUAL ACTUAL BUDGET 0 0 10,100 0 0 0 0 0 0 0 0 0 10,100 0 0 0 0 0 0 0 460 0 0 0 0 0 0 0 0 0 460 0 0 0 0 0 0 0 0 0 460 0 10,100 0 0 0 0 0 0 0 CITY OF SOUTH BEND 2015 BUDGET 2014 2014 2014 6/30/14 PROPOSED 2009 2010 2011 2012 2013 ORIGINAL AMENDED Y -T -D YTD 2015 ACCOUNT NUMBER ACCOUNT DESCRIPTION ACTUAL ACTUAL ACTUAL ACTUAL ACTUAL BUDGET BUDGET ACTUAL ACTUAL BUDGET PERSONNEL SERVICES 101- 0201- 411.10 -01 REGULAR 195,501 192,285 197,134 198,475 207,118 216,985 216,985 144,515 103,869 231,395 LEVEL TEXT TEXT AMT BURG 1 CITY CLERK 58,300 1 CHIEF DEPUTY CITY CLERK 48,726 1 DEPUTY CITY CLERK 43,246 1 ORDINANCE VIOLATIONS BUREAU CLERK 40,436 1 CITY CLERK SECRETARY 32,117 (ADJUST BUDGET TO MAX SALARIES PER NON- BARGAINING AND CITY CLERK SALARY ORDINANCES) 27TH PAYROLL IN 2015 8,570 231,395 101 - 0201 - 411.11 -01 FICA - REGULAR 14,429 14,157 14,557 14,800 15,289 16,599 16,599 10,917 7,844 17,702 LEVEL TEXT TEXT AMT BUDG REGULAR SALARIES 222,825 X 7.65% 17,046 27TH PAYROLL IN 2015 8,570 X 7.65% 656 17,702 V 101 - 0201 - 411.11 -04 PERF - REGULAR 11,730 13,097 10,032 12,563 15,112 24,302 24,302 11,760 8,438 25,916 LEVEL TEXT TEXT AMT BURG REGULAR SALARIES $222,825 X 11.20% 24,956 27TH PAYROLL IN 2015 $8,570 X 11.20% 960 25,916 101 - 0201 - 411.11 -07 UNEMPLOYMENT COMP 0 0 998 2,036 1,536 1,085 1,085 362 271 1,157 LEVEL TEXT TEXT AMT BUDG SALARIES $222,825 X 0.5% 1,114 27TH PAYROLL IN 2015 $8,570 X .5% 43 1,157 101- 0201 - 411.11 -08 GROUP INSURANCE - HEALTH 42,056 23,123 20,163 26,051 27,596 50,972 50,972 24,953 18,142 60,452 LEVEL TEXT TEXT AMT BUDG LONG-TERM DISABILITY: 5 EMP X $3.77 X 24 PAY PERIODS 452 HEALTH INS /FAMILY COVERAGE: 5 EMP X $500 X 24 PAY PERIODS 60,000 NOTE: LAST YEAR 2 EMPLOYEES RECEIVED INS. REBATE 60,452 101 - 0201 - 411.11 -09 GROUP INSURANCE - LIFE 600 570 575 600 600 600 600 370 270 600 LEVEL TEXT TEXT AMT CITY OF SOUTH BEND 2015 BUDGET 2014 2014 2014 6/30/14 PROPOSED 2009 2010 2011 2012 2013 ORIGINAL AMENDED Y -T -D YTD 2015 ACCOUNT NUMBER ACCOUNT DESCRIPTION ACTUAL ACTUAL ACTUAL ACTUAL ACTUAL BUDGET BUDGET ACTUAL ACTUAL BUDGET BUDG 5 EMP X $5 X 24 PAY PERIODS 600 600 101 - 0201 - 411.11 -18 FLEX. SPENDING ACCOUNT 2,500 0 0 0 0 0 0 0 0 0 LEVEL TEXT TEXT AMP BURG IN 2010, FLEX ELIMINATED 101- 0201 - 411.11 -22 PARKING ALLOWANCE 1,860 1,420 1,740 1,860 1,950 2,220 2,220 1,275 819 2,220 LEVEL TEXT TEXT AMP BUDG PARKING FEES - $185.00 PER MONTH X 12 MONTHS 2,220 INCLUDES A PROJECTED $5.00 PER PERSON INCREASE PER MONTH FOR 2015 2,220 ------ * PERSONNEL SERVICES - - - - -- 268,676 ------ - - - - -- ------ 244,652 - - - - -- ------ 245,199 - - - - -- ------ 256,385 - - - - -- ------ 269,201 - - - - -- ------ 312,763 - - - - -- ------ 312,763 - - - - -- ------ 194,152 - - - - -- ------ 139,653 - - - - -- 339,442 SUPPLIES 101- 0201 - 411.21 -01 OFFICIAL RECORDS 0 0 778 0 465 1,500 1,500 0 0 1,500 00 LEVEL TEXT TEXT AMP BUDG OFFICIAL RECORDS 1,500 1,500 101 - 0201 - 411.21 -02 STATIONERY & PRINTING 98 304 330 425 313 362 362 366 306 290 LEVEL TEXT TEXT AMP BURG 2015 FIXED COST ALLOCATION #5 290 PRINT SHOP 290 101 - 0201 - 411.21 -03 C.S. - OFFICE SUPPLIES 620 128 0 384 613 1,050 1,050 800 397 1,300 LEVEL TEXT TEXT AMP BUDG CENTRAL STORES OFFICE SUPPLIES 1,300 1,300 101 - 0201 - 411.21 -04 OTHER - OFFICE SUPPLIES 1,971 2,273 1,177 1,408 1,714 3,150 3,150 1,417 1,003 2,650 LEVEL TEXT TEXT AMP BUDG OTHER OFFICE SUPPLIES 2,650 2,650 101 -0201- 411.21 -05 LAW BOOKS 1,906 2,169 1,807 2,358 2,616 2,000 2,000 1,514 139 2,000 LEVEL TEXT TEXT AMr BURG LAW BOOKS 2,000 2,000 CITY OF SOUTH BEND 2015 BUDGET ACCOUNT NUMBER ACCOUNT DESCRIPTION * SUPPLIES OTHER SERVICES & CHARGES 101- 0201- 411.31 -06 OTHER PROFESSIONAL SVCS LEVEL TEXT BUDG OTHER PROFESSIONAL SERVICES: CITY OF SOUTH BIND MUNICIPAL CODE UPDATES COMPENSATION STUDY 101- 0201 - 411.31 -71 CENTRAL STORES ALLOATION LEVEL TEXT BUDG 2015 FIXED COST ALLOCATION #4 CENTRAL STORES 101 - 0201 - 411.32 -02 POSTAGE LEVEL TEXT BURG POSTAGE 101- 0201- 411.32 -03 TRAVEL 101 - 0201 - 411.32 -21 TRAVEL - MILEAGE LEVEL TEXT BUDG 2014 TRAVEL/MILEAGE 101 - 0201 - 411.32 -22 TRAVEL - AIRFARE LEVEL TEXT BURG TRAVEL /AIRFARE: 2015 INTERNATIONAL CLERK CONFERENCE 101 - 0201 - 411.32 -23 TRAVEL - HOTEL LEVEL TEXT BURG 2015 TRAVEL/HOTEL 101 - 0201 - 411.32 -24 TRAVEL - MEALS LEVEL TEXT 2014 2014 2014 6/30/14 PROPOSED 2009 2010 2011 2012 2013 ORIGINAL AMENDED Y -T -D YTD 2015 ACTUAL ACTUAL ACTUAL ACTUAL ACTUAL BUDGET BUDGET ACTUAL ACTUAL BUDGET 4,595 4,874 4,092 4,575 5,721 8,062 8,062 4,097 1,845 7,740 9,552 3,146 7,565 8,741 8,799 9,600 10,600 5,679 3,596 13,800 TEXT AMT 13,800 13,800 0 0 0 0 0 269 269 176 132 604 TEXT AMT 604 604 1,892 1,049 568 350 475 5,500 500 170 111 4,500 TEXT AMT 4,500 4,500 5,703 4,343 5,703 5,559 0 0 0 0 0 0 0 0 0 0 1,115 1,900 1,900 935 469 2,400 TEXT AMP 2,400 2,400 0 0 0 0 0 0 0 0 0 1,000 TEXT AMT 1,000 1,000 0 0 0 0 2,659 2,750 2,750 1,368 222 3,500 TEXT AMP 3,500 3,500 0 0 0 0 55 250 0 0 0 250 TEXT AMT CITY OF SOUTH BEND 2015 BUDGET ACCOUNT NUMBER ACCOUNT DESCRIPTION BUDG 2015 TRAVEL /MEALS 101 - 0201 - 411.32 -25 TRAVEL - OTHER LEVEL BUDG TEXT 2015 TRAVEL /OTHER (PARKING, TOLLS, ETC.) 6/30/14 101- 0201 - 411.33 -02 PUBLICATION LEGAL NOTICE LEVEL TEXT BURG PUBLICATION LEGAL NOTICE 2012 101- 0201 - 411.33 -03 PROMOTIONAL LEVEL BURG TEXT PROMOTIONAL 0 YTD 2015 101 - 0201 - 411.34 -02 LIABILITY INSURANCE LEVEL BURG TEXT 2015 FIXED COST ALLOCATION #7 ACTUAL LIABILITY INSURANCE BUDGET 101 - 0201 - 411.36 -02 OFFICE EQUIPMENT LEVEL BURG TEXT OFFICE EQUIPMENT BUDGET 101 - 0201 - 411.36 -04 COMPUTER EQUIPMENT LEVEL BUDG TEXT 2015 FIXED COST ALLOCATION #2 INFORMATION TECHNOLOGY 101- 0201 - 411.37 -11 CAPITAL LEASE - PRINCIPAL 101 - 0201 - 411.37 -12 CAPITAL LEASE - INTEREST 101- 0201 - 411.39 -01 REFNDS,AWARDS, EADEMNITIES 250 101 - 0201 - 411.39 -11 DUES LEVEL TEXT BURG DUES 2014 2014 2014 6/30/14 PROPOSED 2009 2010 2011 2012 2013 ORIGINAL AMENDED Y -T -D YTD 2015 ACTUAL ACTUAL ACTUAL ACTUAL ACTUAL BUDGET BUDGET ACTUAL ACTUAL BUDGET 250 250 0 0 0 0 0 100 350 71 71 200 TEXT AMP 200 200 12,997 8,636 16,990 9,620 14,560 21,750 23,750 13,834 5,421 23,750 TEXT AMT 23,750 23,750 185 105 266 70 0 1,050 1,050 137 137 1,050 TEXT AMT 1,050 1,050 2,988 3,129 3,768 3,948 4,356 995 995 664 498 1,257 TEXT AMT 1,257 1,257 0 4,760 2,965 2,138 1,950 4,000 4,000 0 0 2,500 TEXT AMT 2,500 2,500 948 89 2,136 1,560 1,632 1,839 1,839 1,224 918 1,965 TEXT AMP 1,965 1,965 0 0 0 0 2,483 0 0 0 0 0 0 0 0 0 115 0 0 0 0 0 0 50 0 0 0 0 0 0 0 0 495 510 505 653 518 1,500 1,500 200 0 1,500 TEXT AMT 1,500 CITY OF SOUTH BEND 2015 BUDGET ACCOUNT NUMBER ACCOUNT DESCRIPTION 101 - 0201 - 411.39 -39 BANK. CREDIT CARD CHARGES LEVEL TEXT BUDG BANK CREDIT CARD CHARGES 101- 0201 - 411.39 -70 EDUCATION & TRAINING LEVEL TEXT BUDG EDUCATION & TRAINING 101- 0201 - 411.39 -89 MISC CHARGES & SERVICES LEVEL TEXT BUDG MISC CHARGES & SERVICES * OTHER SERVICES & CHARGES CAPITAL 101 - 0201 - 411.43 -03 OFFICE EQUIPMENT LEVEL TEXT BUDG MISCELLANEOUS EQUIPMENT REPLACE MULT - PURPOSE COPIER AT END OF CURRENT LEASE REPLACE AGING SMALL SINGLE - PURPOSE COPIER TO REDUCE MAINTENANACE AND OPERATING COSTS * CAPITAL OTHER USES 101 - 0201 - 411.50 -05 AC14INISTRATIVE COST * OTHER USES SUPPLIES 101 - 0201 - 431.22 -60 COMPUTER SUPPLIES /EQUIP * SUPPLIES ** CITY CLERK 13,400 2014 2014 2014 6/30/14 PROPOSED 2009 2010 2011 2012 2013 ORIGINAL AMENDED Y -T -D YTD 2015 ACTUAL ACTUAL ACTUAL ACTUAL ACTUAL BUDGET BUDGET ACTUAL ACTUAL BUDGET 2,675 1,500 60 120 0 0 0 0 0 0 926 1,057 899 1,058 1,451 1,000 1,000 805 602 1,500 - - - - - -- ------ 0 TEXT AMT - - - - -- ------ 0 - - - - -- ------ 0 - - - - -- ------ 6,676 - - - - -- ------ 0 - - - - -- ------ 2,930 - - - - -- ------ 2,930 - - - - -- ------ 1,465 - - - - -- 0 - - - - - -- ------ 314,643 1,500 - - - - -- ------ 311,381 - - - - -- ------ 304,355 - - - - -- ------ 323,764 - - - - -- ------ 391,678 - - - - -- ------ 394,608 - - - - -- ------ 229,905 - - - - -- ------ 156,419 - - - - -- 425,458 1,500 3,011 2,763 3,099 2,934 1,998 3,850 5,850 3,463 1,279 4,000 TEXT AMT 4,000 4,000 0 0 265 0 0 1,100 1,100 0 0 1,100 TEXT AMT 1,100 1,100 - - - - - -- 38,697 ------ - - - - -- ------ 29,637 - - - - -- ------ 44,729 - - - - -- ------ 36,631 - - - - -- ------ 42,166 - - - - -- ------ 57,453 - - - - -- ------ 57,453 - - - - -- ------ 28,726 - - - - -- ------ 13,455 - - - - -- 64,876 0 0 17,301 6,644 0 13,400 13,400 0 0 13,400 TEXT AMT 13,400 13,400 - - - - - -- ------ 0 - - - - -- ------ 0 - - - - -- ------ 17,301 - - - - -- ------ 6,644 - - - - -- ------ 0 - - - - -- ------ 13,400 - - - - -- ------ 13,400 - - - - -- ------ 0 - - - - -- ------ 0 - - - - -- 13,400 2,675 - - - - - -- ------ 142 - - - - -- ------ 60 - - - - -- ------ 120 - - - - -- ------ 0 - - - - -- ------ 0 - - - - -- ------ 0 - - - - -- ------ 0 - - - - -- ------ 0 - - - - -- ------ 0 - - - - -- 2,675 142 60 120 0 0 0 0 0 0 0 0 0 0 6,676 0 2,930 2,930 1,465 0 - - - - - -- ------ 0 - - - - -- ------ 0 - - - - -- ------ 0 - - - - -- ------ 0 - - - - -- ------ 6,676 - - - - -- ------ 0 - - - - -- ------ 2,930 - - - - -- ------ 2,930 - - - - -- ------ 1,465 - - - - -- 0 - - - - - -- ------ 314,643 - - - - -- ------ 279,305 - - - - -- ------ 311,381 - - - - -- ------ 304,355 - - - - -- ------ 323,764 - - - - -- ------ 391,678 - - - - -- ------ 394,608 - - - - -- ------ 229,905 - - - - -- ------ 156,419 - - - - -- 425,458