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Home My WebLink About08-19-15 Personnel and FinancePERSONNEL & FINANCE August 19, 2015 5:OOpm Committee Members Present Karen White, Dr. Fred Ferlic Other Council Present Tim Scott, Gavin Ferlic, Dr. David Varner Others Present Crystal Brisco, Jan Hockenhull, John Murphy, Matt Chelbowski, Pete Kaminski, Teri Swift, Mary Wisniewski, Kara Kelly, Cecil Eastman, Al Greek, Kara Boyles, Eric Horvath, Cynthia Simmons, Kathy Cekanski - Farrand, Janice Talboom and various other citizens and media Agenda Budget Hearing Session No. 2 Mayor's Office, Legal Dept. and Public Works Karen L. White, Chairperson of the Personnel & Finance Committee brought the meeting to order at 5:OOpm. She mentioned that if the council had questions to keep a list of them to give to the departments making the presentations. Corporation Counsel Crystal Brisco made the presentation for the Legal Department. She mentioned that the Legal department runs on integrity, competency, professionalism and civility. Attached Is a power point presentation that she read pretty much word for word. Councilmember Dr. Ferlic asked about Medicare reimbursement, AFPP (mentioned it needs to be applied for), also asked how they are doing going after people for claims (for violations)is legal going to be incentivized. He thinks legal should get a commission for collections and he thanked legal for taking the bull by the horns in regards to collections. Councilmember Dr. Varner asked about the increasing recoveries and contracting them out. What type of monies do we keep? Crystal said if it's a $20.00 ticket we add $10.00 for costs and collections gets the $10.00 and we get $20.00. Councilman Tim Scott asked if legal could calculate cost vs budget. He also asked Professional services costs. Wants to know if attorneys outside of South Bend are hired and how fees are calculated? Say if the Parks Department needs an attorney they are charged by the legal department from their professional service budget. Legal Department decides if they need an outside attorney or not. Corporation Counsel checks on all outside lawyer invoices. They also put input into other departments budgets for professional services. Doc Ferlic wants to know how much the outside collection firm charges, they receive 25% which is built into the cost. That concluded Corporation Counsel Crystal Brisco's presentation. 5:30pm Chief of Staff James Mueller made the presentation of the Mayor's office budget. See attached power point. Questions Councilmember Dr. David Varner said he would like to know more about economic development and how to close the living wage gap, he doesn't need to know right now but soon. Why get into municipal ID's for $15.00 when the State only charges $8.00? Chief of Staff Mueller said the short answer is that it is in conjunction with SB150, civic pride could be used as discounts in City restaurants. Etc. Also mentioned the Parks Bond, it was passed but didn't believe it had been implemented yet. Mr. Mueller said that was correct. Council Chairperson Karen L. White asked about a time frame for the Municipal ID Program? Have any legal issues been looked at? How has the community been engaged about the program? Chief of Staff James Mueller responded saying the Community had approached the Mayor's office about the program. The legal dept. has been looking into the public access laws on the issue and expect a response in about 30 days. Would the City be the one handling the issuance of ID's? Mr. Mueller responded it depends on the public access counselor's response. He believes we would have adequate employees to handle it. Councilman Dr. Fred Ferlic wants the Mayor's office to put some pressure on their technology officer to make programs easier for legal, code and the clerk's office. They don't have the programs they need to make the job easier. Councilmember Tim Scott asked about the Diversity Officer, has there been a scope or any guidelines set up yet? Mr Mueller responded no not yet. Councilman Scott would like a time line on this position. Councilman Gavin Ferlic left the meeting. 5:41 pm Eric Horvath, Director of Public Works made the presentation for all of the Departments related to the Public Works. He also had a power point presentation which is attached. He skipped a few of the slides. Some of the highlights were a fee increase to get a full time Permit Person and a Project Inspector are the only personnel changes. The safe street project on Harrison School will need to be re -bid. He will be looking for a water rate increase soon. Street sweeping is done 6 times a year on primary streets and 3 times a year on all other streets. Had interns go out this year in the city and assess all of the sidewalks and what condition they are in. Will provide maps for the council. Councilmember Dr. Varner asked on annexed areas do we have maps that show how many do not have curbs? Eric Horvath said it would be an easy thing to do. The City has 700 miles of sidewalk and 500 miles of streets. They have budgeted $750,000 from the MVH fund for a curb and sidewalk program. That's about 500 ft of sidewalk and 700 ft of curb for each councilperson. Also has allocated $420,000 for safe streets by Lincoln & Perley (Harrison to be re -bid) Councilperson Karen L. White asked that the $750,000 amount was down from last year's $1.5 million? Director Eric Horvath replied that yes it is down. The reimbursement program was not included in here for curb and sidewalks, it was very successful but did not have as many people interested in it this year. Paving target for next year is 22 miles of streets, 130 alley improvements and 1300 graded blocks. Have to figure out a way to make the streets last for longer than 15 years which is the average life of a street right now. Questions from Councilperson Dr. Fred Ferlic, the problem in his area are trees in the tree lawn tearing up the sidewalks. Public Works will have to get together with Parks and possibly not plant anymore trees in the tree lawn area for a long term fix. Also why not come to the council for a fee increase every year or two instead of 8 year with a big increase. One more thing is why not pick up all trash, recycling and yard waste in the front yard and not in alleys anymore. Questions from Council President Tim Scott, wants percentages of monies for staff changes. The issue of 10 part time picker job to 5 pickers with benefits. Mr. Horvath optimizing staff not less work. Depends on the bin only yard waste proposal. Where is the CNG located? Wastewater treatment plant -will have eventually from digester to truck capabilities. Also hope to have a hydro -plant up and running utilizing the river in the future. Central Service revenue internal? Matt Chelbowski answered also external. Are we competitive with other cities and counties with our construction permit fees. Eric Horvath said he would be giving a presentation on that at a later date with it being a part of the budget. Would also like to see the sidewalk maps. Find missing sidewalks that just end. Road repair standards changed, do the whole lane at once 5x5 to 5x11 for the full length of lane for smooth transition. Older roads would relax standards. Wants manholes out of the drive lanes whenever possible. appreciates the staff. Karen L. White wants curbs and sidewalk program expanded. Total request for Personnel from 10 part time to 5 full time. 1 permit claims and 1 project inspector will be paid for by raising rates. Wants all rate increases listed and a time frame for them. Also what the impact would be if the rate increases were not approved. She advised she would email any other questions she might have. Karen then thanked everyone for coming. The meeting was over at 7:10pm. Respectively submitted ra� -�-� Karen L. White Chairperson of the Personnel & Finance Committee