HomeMy WebLinkAboutPersonnel & Finance Committee Report - 3rd Quarter 2014CITY OF SOUTH BEND, INDIANA
PERSONNEL & FINANCE PROGRESS REPORT — DOLLARS SPENT
September 30, 2014
Funding
Project
(amount and
Q1
Q2
Subtotal
Q4 (Projected)
Grand Total
(report 3/24)
(report 7/9)
(report 11/7)
source)
$3.3 Million Fund
$0 spent;
Add'I $1,118,961
Adsp
227 *;
$657,115
spent; $244,000
f
enc /spent for
nt
Vacant &
$3,228,519 Fund
encumbrance in
$86,715 spent;
enc on
$4,554,565
demo (opening bid
$6.7 million
Jan but reduced
add'I $1,147 750
deconstruction
Abandoned
212 &HOME;
to $380,827 in
encumbrance in
$2,545,489
spent or
scheduled for
encumbered or
Housing
$178,410 Donation
encumbered
11/20); $600,000
spent
Fund 217
May to reflect
process * **
more enc;
enc /spent for
Tota1C�'6.7i�ni11ion0
proper funding
$559,400 enc in
rehab
source
process
$4.2M Fund 412;
$4.2 million from
Smart
$1.7 Fund 426 but
$0 spent; $95, 100
$73,926 spent;
$972,960 spent;
Fund 412
Streets/ 2-
changed to $1.6M
encumbered;
$1,798,861 enc.;
$1,817,213
$4,047,351
Add'I $150,000
encumbered or
Way Streets
based on lower cash
$111,340
add'I $446,119
encumbered;
spent or
encumbered
spent; expect to use
(Downtown)
than expected
encumbrance in
enc. in process
$1,183,252 enc
encumbered
the $1.6M from
TotalC$5.89nillionM
process
in process
Fund 426 in 2015
TotaIZ5.82nillionM
Private funding for
Anti - Violence
Group Violence
-0-
-0-
-0-
-0-
-0-
-0-
Intervention
Workforce
$69,911 Fund 404 **
$0 spent; $69,911
$69,911 spent
-0-
$69,911
-0-
$69,911 spent
Development
encumbered
spent
Encumber
remaining
$1.95M Fund 227;
$0 spent; $0
$38,890 spent;
$258,300
$1,991,700 for
$2,250,000
Corridors
$300,000 Fund 412
$0 s ent; 0
p $
encumbered;
$219,410
spent or
Corridor
encumbered or
Totalll$Z250,0000
encumbered
$258,300 enc. In
encumbered
encumbered
streetscape
spent
process
improvements —
bid opening
10/23/14
*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
Q�
Q3
Subtotal
Q4 (Projected)
Grand Total
(report 3/24)
(report 7/9)
(report 11/7)
source)
311 Call
$479,949 from Fund
$93,751
$120,088
$112,689
$326,528
$110,000
$436,528
Center
101 -104
Infrastructure
$1.1 million from
$1.1 million
(Curbs &
Fund 404/202
$101,010
$102,296
$432,561
$635,867
$464,113
encumbered or
Sidewalks)
spent
No 2014 Sewer
Bond to be issued —
The CSO LTCP
will be reconsidered
n/a
n/a
n/a
n/a
n/a
n/a
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
Personnel & Finance Progress Report Question Responses for 3rd Quarter 2014
• Curbs & Sidewalks - 51.100.000 from Fund 4041COM /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
2014 = 93 properties
(November 2014) For 2014, 93 properties will be served by the program between
contract and in -house crews. Please see attached list of 2014 progress to date. The
highlighted locations are still under construction.
• Vacant & Abandoned - $2 Million from Fund 227 (Loss Recovery)
How many homes remain from the original report?
The number of properties currently on the V &A list total 1252. This is due to continuous
updates occurring. The outcomes as of 10/8/2014 are as follows, and this count
appears on the website and is updated regularly.
Count of houses:
197 Houses Repaired
319 Houses Demolished
4 Houses Deconstructed
6 CDC Partner Houses
62 State Blight Elimination Program
18 Houses under Contract for Demolition
6 Houses under contract for deconstruction
612 Tota I
What is our average cost per demolition?
Prior to June 24, 2014 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, 2014 Board of Public Works meeting for
81 properties had an average cost of $14,170. Taking this last bid into account and the
previous 3 contracts, the new average is $8,209.
Work is progressing on the next anticipated bid award date of November 20, 2014 with
an expectation that there will be 100 -110 properties included. It is expected that the
average cost may increase to an amount closer to $15,000. The increase can likely be
attributed to: the limited number of demolition contractors available to work with and
familiar with residential demolition; the number of those contractors which will still be
under contract with the City for demolition work; the amount of asbestos and thus
environmental disposal costs.
Per Renovation?
The 187 houses repaired have all been done by private owners. This information is not
available to the City.
The 6 properties being rehabbed by Partners are as follows: the NNN has 2; Habitat 1;
SBHF 2; and the NNRO 1. Once the properties are close to completion the amounts of
the rehabs will be known and shared.
How much was budgeted for the Deconstruction program?
$300,000
What fund was used?
Fund 227 Loss Recovery
How is that program going?
The Board of Public Works award date of July 22, 2014 resulted in 1 bid response from
Jackson Services. As of 10/8/2014, 2 properties have been deconstructed. The total
amount of the bid for 10 properties was $244,000.
• 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.
• Corridors
What was the amount budgeted for work on LWW and Western?
$2,250,000
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 - $1,950,000 (Implementation)
What has been done so far?
Torti Gallas and Partners has completed the WesffideWain3treetsTlan, the
revitalization plan for Lincolnway West and Western Avenue. The plan was developed
through a series of public input sessions. The plan contains short- and long -term
implementation strategies, and it prioritizes projects and project areas. Adoption of the
plan by the Area Plan Commission and the Common Council will be sought this fall.
Work toward implementing some of the plan's short -term tasks has already
begun. Torti Gallas is being engaged to develop zoning changes for the corridors that
will help reinforce the plan's land use and design concepts. Work on the potential
zoning amendments will proceed through early next year.
Engineering consultant CHA has completed traffic analysis and construction documents
to restripe Lincolnway West from four lanes to three lanes with on- street parking and
bicycle accommodations. As part of the project, trees will be added along that street's
entire length. These Lincolnway improvements are out for bid, with bids being opened
October 23 with award anticipated on October 28 for about $1.4M. Tree planting is
expected to begin this fall, and the balance of the improvements will be completed in
spring 2015. CHA is beginning work to design a similar scope of improvements along
Western Avenue to be bid and implemented 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
spring 2015.
In coordination with the City, the Greater South Bend - Mishawaka Association of
Realtors implemented a Better Block project on October 17 -18 that included a pop -up
bakery /coffee shop, dog park, farmers market, art gallery, vendor space, and temporary
landscaping in the 2900 block of Western Avenue to demonstrate plan concepts and
possibilities.
The South Bend Mutual Homes project, a housing co -op, was selected to receive tax
credits. This funding will allow for the construction of 18 new homes in the Lincoln Park
neighborhood that further support the implementation of the West Side Main Streets
Plan.
• 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?
William and Lafayette: William St. has been opened to two -way traffic. Work continues on
Lafayette Blvd. which is expected to be opened to two -way traffic by the end of October. Tree
installation is currently underway. The project award amount is $782,927.
Jefferson Blvd: Jefferson Blvd. has been opened to traffic after partial closure during project
implementation. The contractor has completed work on new sidewalks, lighting and travel lane
configuration. All streetscape elements (benches, trashcans & bike racks) have been installed.
The last of the trees are being installed during the week of October 13. The project award
amount is $1,535,873.
Bartlett St.: JPR has completed approximately 60% of the project construction drawings and
continues to make progress in order to bid the work in phases. The street straightening is
expected to be awarded in 2014 for completion in 2015. Work on the roundabout is expected to
begin towards the end of 2015 and completed in 2016. The JPR engineering contract is in the
amount of $400,325.
Traffic Modeling: A contract to model future traffic flow and traffic volumes for the downtown
area was awarded to American Structurepoint in July at an amount of $271,710. This will help
Engineering staff in making decisions on signal improvements, left turn lanes, stop sign
conditions etc as the Smart Streets initiative progresses.
Marion Roundabout and Street Realignment: A contract to begin engineering work on the
roundabout at Marion and Michigan as well as the realignment of Main St. by Marion was
awarded to Lawson Fisher at an amount of $619,350. The engineering documents are about
10% completed.
Madison and Marion Conversion: An engineering contact for the conversion of Marion
and Madison Streets into two -way was awarded to the Troyer Group in the amount of
$79,205. Work is roughly 30% completed.
• 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;
■ Two classes were held
■ To date, a total of 25 people were trained; 15 earning a certification
■ 7 are still in process of finishing program
■ 20 are employed fulltime; 4 are still searching
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.
2014 CURB AND SIDEWALK PROGRAM
Address
Street
Date Paid
Start Date
Completion Date
City
Premium
Council
District
2101
Berkley Place
12/13/2013
5/22/2014
5/23/2014
X
1
806
Bryan
6/11/2013
4/15/2014
4/16/2014
X
1
1510
Kinyon
5/15/2013
4/16/2014
4/18/2014
X
1
413 W
Marion
5/20/2013
4/22/2014
4/23/2014
X
1
1129
Riverside Dr.
1/15/2014
9/16/2014
9/11/2014
X
1
725 N.
Scott Street
12/4/2013
9/18/2014
9/12/2014
X
1
525
Carroll (South St. Side)
7/11/2014
9/26/2014
11/26/2014
X
2
817 W.
Colfax Ave
2/17/2014
9/23/2014
9/22/2014
X
2
825 W.
Colfax Ave
2/17/2014
9/23/2014
9/22/2014
X
2
831 W.
Colfax Ave
2/17/2014
9/23/2014
9/22/2014
X
2
609
Columbia
5/14/2013
10/31/2014
9/30/2014
X
2
2622
Prast Blvd
12/16/2013
9/26/2014
11/14/2014
X
2
928 N
Sheridan
11/1/2013
5/20/2014
5/21/2014
X
2
509S
25th
5/13/2013
8/29/2014
8/21/2014
X
3
925S
27th
5/28/2013
9/4/2014
8/27/2014
X
3
1022S
28th
5/31/2013
9/17/2014
8/29/2014
X
3
925S
28th
6/7/2013
9/9/2014
9/8/2014
X
3
742S
29th
5/23/2013
8/26/2014
9/2/2014
X
3
738S
29th
5/23/2013
8/26/2014
9/2/2014
X
3
1322S
30th
8/1/2013
9/19/2014
9/19/2014
X
3
1113S
31st
6/10/2013
10/8/2014
9/19/2014
X
3
1117S
31st
6/10/2013
10/10/2014
9/19/2014
X
3
733S
31st
7/16/2013
8/25/2014
11/26/2014
X
3
633 S.
31st Street
12/5/2013
9/25/2014
9/3/2014
X
3
802S.
31st Street
12/23/2013
10/3/2014
9/11/2014
X
3
930S
32nd
6/3/2013
10/16/2014
9/22/2014
X
3
934S
32nd
6/13/2013
10/21/2014
9/22/2014
X
3
1234 S.
32nd
3/6/2014
8/28/2014
10/13/2014
X
3
1233S
33rd
5/31/2013
10/29/2014
9/22/2014
X
3
837S
36th
6/5/2013
8/25/2014
8/29/2014
X
3
Address
Street
Date Paid
Start Date
Completion Date
City
Premium
Council
District
1155
Altgeld
12/10/2013
10/8/2014
10/15/2014
X
3
1207 E
Altgeld
6/5/2013
11/14/2014
10/7/2014
X
3
1710 E.
Calvert
5/28/2013
10/3/2014
9/26/2014
X
3
3517 EJefferson
3/14/2014
8/21/2014
8/27/2014
X
3
721S
Logan
5/23/2013
8/25/2014
8/28/2014
X
3
717S
Logan
5/24/2013
8/25/2014
8/28/2014
X
3
1253
Longfellow
6/24/2013
8/5/2014
8/7/2014
X
3
1331
Longfellow
12/10/2013
6/26/2014
7/24/2014
X
3
1339
Longfellow
12/16/2013
6/26/2014
7/24/2014
X
3
1323
Longfellow
12/17/2013
6/26/2014
7/24/2014
X
3
1327
Longfellow
2/6/2014
6/26/2014
7/24/2014
X
3
1402S.
Michigan
2/6/2014
9/29/2014
9/17/2014
X
3
932
Milton
5/14/2013
10/6/2014
9/26/2014
X
3
3105
Pleasant St
6/17/2013
8/28/2014
9/3/2014
X
3
1022
Roberts
12/3/2013
8/27/2014
8/27/2014
X
3
1331
Sunnymede Avenue
3/6/2014 1
7/17/2014
7/22/2014
X
3
Prepared by Marcia Qualls 11/5/2014 Page 1
1335
Sunnymede Avenue
3/6/2014
7/14/2014
7/22/2014
X
3
1519
Sunnym ede Avenue
6/2/2014
7/14/2014
7/18/2014
X
3
506S.
Twyckenham
7/12/2013
7/21/2014
7/24/2014
X
3
413S.
Twyckenham
7/1/2014
7/22/2014
7/25/2014
X
3
1417
Wall
6/3/2013
8/19/2014
8/13/2014
X
3
1415
Wall
6/12/2013
8/13/2014
8/13/2014
X
3
1321
Wall
5/14/2013
4/9/2014
4/15/2014
X
3
1430 E.
Wayne
8/13/2013
5/29/2014
6/20/2014
X
3
1319 E.
Wayne North
6/7/2013
5/28/2014
5/30/2014
X
3
631 W
Angela Blvd.
5/21/2013
8/14/2014
8/15/2014
X
4
701 W.
Angela Blvd.
6/13/2013
8/14/2014
8/15/2014
X
4
1832
Campeau
6/3/2014
8/28/2014
11/26/2014
X
4
1137
Campeau
6/10/2013
10/1/2014
X
4
Address
Street
Date Paid
Start Date
Completion Date
City
Premium
Council
District
318 N
Esther
6/3/2013
7/25/2014
8/13/2014
X
4
133 N.
Esther Street
12/11/2013
7/23/2014
8/6/2014
X
4
327 N.
Hill Street
6/3/2014
9/11/2014
9/8/2014
X
4
714 N
Ironwood
5/22/2013
8/19/2014
8/20/2014
X
4
213 N
Ironwood
5/16/2013
8/18/2014
8/22/2014
X
4
217 N
Ironwood
5/16/2013
8/18/2014
8/22/2014
X
4
1610
McKinley
1/21/2013
8/11/2014
8/13/2014
X
4
813 E.
Miner Street
6/3/2014
8/29/2014
9/8/2014
X
4
732
Northwood Dr.
5/13/2013
8/11/2014
8/15/2014
X
4
120 N
Notre Dame Ave
5/27/2014
9/19/2014
9/30/2014
X
4
205 N.
St. Louis
12/6/2013
11/20/2014
9/25/2014
X
4
417
Wakewa
12/10/2013
9/15/2014
9/12/2014
X
4
302
Walsh
7/14/2014
8/29/2014
9/4/2014
X
4
1627 E.
Washington
6/4/2014
7/25/2014
8/7/2014
X
4
1330 E
Washington
5/22/2013
7/30/2014
8/4/2014
X
4
1159
Altgeld
6/5/2014
10/8/2014
10/15/2014
X
5
1314
Byron
5/29/2013
10/16/2014
10/16/2014
X
5
5424
Cotswold
5/17/2013
4/30/2014
5/2/2014
X
5
1340
Echo Drive
2/3/2014
10/14/2014
10/20/2014
X
5
6723
Hillenbrand
2/4/2014
10/24/2014
11/26/2014
X
5
1215 E
Irvington
6/17/2013
11/12/2014
10/9/2014
X
5
1001 E.
Irvington
2/3/2014
10/10/2014
10/10/2014
X
5
1968
Thornhill
5/20/2013
5/6/2014
5/18/2014
X
5
1211 E.
Victoria
12/16/2013
11/5/2014
10/8/2014
X
5
5435
York Rd
6/3/2013
4/29/2014
4/30/2014
X
5
3829
Belle Vista
6/17/2013
10/17/2014
11/14/2014
X
6
522S.
Bendix Dr.
12/6/2013
10/3/2014
10/23/2014
X
6
5265.
Bendix Dr.
12/17/2013
10/3/2014
10/23/2014
X
6
753
Camden
6/10/2013
11/3/2014
10/2/2014
X
6
Address
Street
Date Paid
Start Date
Completion Date
City
Premium
Council
District
2225S
Dorothy
6/9/2013
10/22/2014
8/20/2014
X
6
802
Dundee
6/7/2013
11/3/2014
9/30/2014
X
6
706S.
Kaley
12/19/2013
11/3/2014
10/7/2014
X
6
609
Liberty
12/23/2013
10/10/2014
10/24/2014
X
6
1629S.
Scott Street
1/2/2014
10/24/2014
11/14/2014
X
6
Prepared by Marcia Qualls 11/5/2014 Page 2
SPECIAL PROJECTS
Address
Street
Orgination
Start Date
Completion Date
City
Premium
Council
District
703
Allen
Council
9/26/2014
X
1
Sheridan
DCI Unfinished
Project
8/18/2014
X
2
Western Ave
Fire Station #6
11/26/2014
X
2
1330/1332
Lincolnway East
Youth Services
Bureau
10/9/2014
X
3
Mishawaka Ave
Council
8/14/2014
X
3
Notre Dame & Napoleon
311 Concern
8/25/2014
X
4
Byron & Springbrook
311 Concern
11/26/2014
X
5
Prepared by Marcia Qualls 11/5/2014 Page 3