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Home My WebLink About13. 2016 Budget Hearing Session VII - City ClerkCity Clerk September 9, 2015 TABLE OF CONTENTS POWERPOINT PRESENTATION ............................................. ............................2 -8 FUND101 -0201 CITY CLERK .................................................. ............................... 9 -16 South Bend City Clerk September 9, 2015 2 O45pUTH8�� O v rcw� �v 1865 F 5OUT11 AF �O '�O City Clerk Vision Y` a 1865 The City Clerk's Office preserves all City Ordinances, City official records and City Council meeting minutes for the future, and provides fair and consistent administration of the Ordinance Violation Bureau. Maintaining Municipal Code Book (legislation) online and keeper of the City Seal. Provides supportive clerical assistance to the City Council. ➢ Integrity of records ➢ Transparency ➢ Public relations Ci t ylp o ve rn m e n t2h a to e r ves 3 City Clerk 450°T "8�� MRs!& Y� v Budget Summary 1865 ; • Improve document /form efficiencies with current resources available • Digitizing historical records • Working with city IT revamping /implementing digital program for city /council boards, commission and Council committees • Assuring that all TDD and safety risk requirements are met • Clerk's news column in the City's monthly newsletter that currently goes out in the residents water bill • Interactive electronic calendars for public, City Clerk Facebook page, Twitter presence etc. (civic engagement) • Internship program for Clerk /Council • Continue improving and upgrading recording equipment Changes: • The Clerks office will incur the cost of BMV searches at an estimates cost of $2,500 for collections • $20,938 re- allocation for digitalizing City official historical records with 0% bottom line increase from the 2015 budget 4 City Clerk 2015 Accomplishments , 50UTN % �4 r� � a 1865 ; • Successfully completed audio and video system over -haul including integration with County for City Council meeting • Continuing to enhance quality of live streaming through WNIT • Continuing to implement upgrades and evolution in technology communication for efficiency, cost savings and citizen engagement. Includes Apple TV, new cameras, document management software, etc. • Continuing to improve support to Council for citizens • Began an intensive process of reorganizing all Clerk /Council files, city historical files and documents • Continued streamlining efforts in Ordinance Violations Bureau between all city departments, enforcement and collection agencies within the city, including standardizing forms • Safety and risk analysis was completed for security purposes - 75% of recommendations completed (small re- construction in entry way) • Working to increase the promptness of Council proceedings on the City website 5 City Clerk 2015 Goals &Challenges What We Have Accomplished So Far 2015MoalsZ[Ehallenges� k Ad OF SpUTN 8F� � a 1865 ; Completion of audio & video system over -haul, which included integration with County for City Council meetings Continuing to enhance quality and number of meeting airing live Ordinance Violations increase collections Streamlining of violation processes Continuing to get information out to the general public in a more inclusive nature 0 80% complete, new cameras officially installed Sept. 16 -17th Created internal process with WNIT Access to BMV Working with Officer of Innovation and Code Enforcement City Council has YouTube station for Council meetings City Clerk 2016 Goals &Challenges • Continue efforts to assure transparency of Council and Clerk official business • Continue to meet all open -door law requirements in a more inclusive nature through technology and multi -media outlets • Create SOP's for Clerk's office and Ordinance Violations Bureau • Analytical assessment tools, software and equipment used in Clerk /Council offices for streamlining of processes between city departments • City Clerk's employee handbook consistent with city, using practices • Continuing efforts to move toward a more "'paperless "office. • Efforts to increase revenue from collections - Access to BMV • Continue working with IT and the Office of Innovation to develop more complete reports allowing specific analytical review for Clerk /Council O4 SOUTH .ice �v � a 1865 City Clerk Key Performance Indicators 0l SpUTH 8E� �J 1865 r 2017 2014 2015 Mayoral LongUerm Actual Estimated 2016 Measure Goal Type Goal (iflbvailable) (iftvailable) Target Number of transactions preserved GG Output 160 154 160 160 Number of laws passed by Council BE Efficiency 20 15 15 15 Number of meeting minutes record ED Outcome 160 157 160 150 Number of Petitioners that file successfully. GG Output 91% 95% 94% 96% Live Council meeting aired on NIT BE Efficiency 24 16 20 23 City of South Bend, Indiana 2016 Budget City Clerk - 101 -0201 Fund Summary - Operating and Capital Budget 2015 2016 Budget 2013 2014 Amended 30 -Jun Proposed Forecast Variance % 2017 2018 2019 2020 Description Actual Actual Budget Acm.l Budget 2015 -2016 Change EXPENDITURES BY TYPE Personnel Salaries & Wages 207,118 209,796 231,395 109,265 227,282 231,828 236,464 241,193 246,017 (4,113) -1.8% Frin eBe"'i" 62,083 74,358 108,047 42,888 105,573 116,130 127,743 140,518 154,569 Total Personnel 269,201 284,154 339,442 152,153 332,855 347,958 364,208 381,711 400,587 Supplies 12,397 8,771 7,740 872 6,800 6,800 6,800 6,800 6,800 940 -12.1% Services & Charges Professional Services 8,799 9,214 16,415 7,266 38,238 39,003 39,783 40,578 41,390 21,823 132.9% Printing & Advertising 14,560 18,254 24,800 4,443 24,800 24,800 24,800 24,800 24,800 - 0.0% Utilities - - - - - - - - - - - Education & Training 1,998 3,793 4,000 2,119 4,000 4,000 4,000 4,000 4,000 - 0.0% Travel 3,829 3,599 7,350 1,647 6,950 6,950 6,950 6,950 6,950 (400) -5.4% Repairs & Maintenance 1,950 - 7,500 - 6,000 6,000 6,000 6,000 6,000 (1,500) -20.0% Interfund Allocations 5,988 3,096 3,826 1,914 4,330 4,417 4,505 4,595 4,687 504 13.2% Administration - - - - - IT 2,083 2,125 2,167 2,211 2,255 Payments in Lieu of Taxes (PILOT) - - - - - Centeal Stores 578 589 601 613 625 Print Shop 281 287 292 298 304 GIS liability Insurance 1,388 1,416 1,444 1,473 1,503 Telephone - - - - - Unemployment Insurance - - - - - 311 Call Center - - - - - Utilities - - - - - Debt Service: Principal 2,483 - - - - - - - - - - Interest & Fees 115 - - - - - - - - - - Gtants & Subsidies - - - - - - - - - - - Payment In Lieu of Taxes - - - - - - - - - - - Transfers Out - - - - - - - - - - - Other Services & Charges 2,444 2,713 7,100 918 1 7,600 1 7,600 7,600 7,600 7,600 1 500 7.0% Total Services & Charges 42,166 40,669 70,991 18,307 1 91,918 1 92,769 93,638 94,524 95,427 1 20,927 29.5% Capital 13,400 ]3,400 - 100.0% Total Expenditures by Type 323,764 333,594 431,573 171,332 431,573 1 447,527 464,645 483,035 502,814 1 0 0.0% Ex lain Si '6cant Revenue and Expenditure Changes Below: A copier was budgeted for in 2015, therefore, it was not required for 2016 and beyond - decreased budget by $13,400. All budget decreases in 2016 were used to offset the expense of digitizing historical clerk records ($21,938). City of South Bend, Indiana 2016 Budget City Clerk - 101 -0201 Fund Summary - Description. Accomplishments, Goals, KPI's Fund 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. 2015 Accomplishments & Outcomes - Successfully completed audio and video system over -haul, which included integration with County for City Council meetings. - Continuing to enhance quality of live streaming through WNIT - Continuing to implement upgrades and evolution in technology communication for efficiency, cost savings and citizen engagement. Includes Apple TV, new cameras, new software etc. Continued implementation of streamlining processes for our Ordinance Violations Bureau between all departments, enforcement and collections agencies within the City. Including standardized forms Continuing to improve support to Council for the citizens. Began an intensive processes of reorganizing all clerk files, city historical files and documents Safety and risk analysis was completed for security purposes(small re- construction to entry way) Increased efforts to scan city documents in archives Working to increase the promptness of Council proceedings on the City website. 2016 Department Goals & Objectives & Linkage to City Goals Basics are Easy (BE) Continue efforts to assure transparency of Council and clerk official business Continue to meet all open -door law requirements in a more inclusive nature thru technology and multi-media outlets - Additional training /cross - training of City /Clerk software, equipment, functions and programs on all levels Create standard SOP's for Clerk's office and Ordinance Violations Bureau Continue to be a courteous, efficient conduit of information requested by Councilmembers and the public. Analytical assessment of tools, software and equipment used in Clerk /Council offices for streamlining of processes between city departments Clerk's employee handbook consistent with city, using best practices. Good Government (GG) Improve document /form efficiencies with current city resources available Digitizing of historical records Working with city IT revamping /implementing digital program for city boards, commissions and Council committee All TDD requirements met Clerks column in the City's monthly newsletter that goes out in water bill. Interactive electronic calendars for Clerks, Council and Administration Economic Development (ED) Continuing efforts to move to a more "paperless" office. Efforts to increase revenue from collections- Access to Bum information Continue working with IT to develop more complete reports allowing analytical review Key Performance Indicators I's 2017 City Long Term 2014 2015 2016 Measure Goal Type Goal Actual Estimated Target Number of transactions preserved GG output 160 154 160 160 Numbers of laws passed by Council GG output 20 15 15 15 Number of meeting minutes recorded GG output 160 157 160 150 Percentage of petitioners that file successfully. BE effectiveness 91% 95% 94% 96% Live Council meeting aired on WNIT BE effectiveness 82% 90% 90% 95% Types: output, efficiency, effectiveness, quality, outcome, technology 2016 Significant Changes/Challenges/Opportunities with a focus on solutions - Working on project to digitize all historical records with link to the historic preservation, Continue to upgrade technology finding innovative cost efficient solution thru streamlining, integration, and cost between departments and other governmental entities. SOPS and cross - training employees More inclusive transparency to increase community awareness Clerk's column in the monthly City newsletter 10 City of South Bend, Indiana City Clerk - 101 -0201 Fund Summary - Full -Time Employees 2016 Budget Report ONLY Full -Time positions 2015 2016 2014 Amended 6/30/2015 Proposed Forecast 2017 2018 2019 2020 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 1 5.0 1 5.0 5.0 5.0 5.0 Explain Significant Staffing Changes Below: ACCOUNT NUMBER ACCOUNT DESCRIPTION 101 - 0201 - 411.10 -01 REGULAR LEVEL TEXT O1 1 CITY CLERK 1 CHIEF DEPUTY CITY CLERK 1 DEPUTY CITY CLERK 1 ORDINANCE VIOLATIONS BUREAU CLERK 1 CITY CLERK SECRETARY 101 - 0201 - 411.11 -01 FICA - REGULAR LEVEL TEXT O1 REGULAR SALARIES $227,282 X 7.650 101- 0201 - 411.11 -04 PERF - REGULAR LEVEL TEXT O1 REGULAR SALARIES $227,282 X 11.200 101- 0201 - 411.11 -07 UNEMPLOYMENT COMP LEVEL TEXT O1 SALARIES $227,282 X 0.25% 101 - 0201 - 411.11 -08 GROUP INSURANCE - HEALTH LEVEL TEXT O1 LONG -TERM DISABILITY: S EMP X $96 HEALTH INSURANCE: 4 EMP X $14,400 HEALTH INSURANCE REBATE: 1 EMP X $1,560 101 - 0201 - 411.11 -09 GROUP INSURANCE - LIFE LEVEL TEXT O1 5 EMP X $120 101- 0201 - 411.11 -22 PARKING ALLONMNCE LEVEL TEXT 12 2015 6/30/15 2015 2015 2013 2014 ORIGINAL AMENDED ACTUAL ACTUAL BUDGET BUDGET 207,118 209,796 231,395 231,395 TEXT AMT 59,466 49,701 44,111 41,245 32,759 227,282 15,289 15,837 17,702 17,702 TEXT AMT 17,388 17,388 15,112 17,101 25,916 25,916 TEXT AMT 25,457 25,457 1,536 543 1,157 1,157 TEXT AMT 568 568 27,596 38,576 60,452 60,452 TEXT AMT 480 57,600 1,560 59,640 600 570 600 600 TEXT AMT 600 600 1,950 1,731 2,220 2,220 TEXT AMT 12 2015 6/30/15 2016 Y -T -D YTD PROPOSED ACTUAL Actual BUDGET 142,974 109,265 227,282 10,717 8,182 17,388 11,750 8,979 25,457 386 289 568 30,283 24,226 59,640 375 300 600 1,216 912 1,920 2013 ACCOUNT NUMBER ACCOUNT DESCRIPTION ACTUAL 01 PARKING FEES - $40 PER MONTH X 12 MONTHS X 4 EE * PERSONNEL SERVICES 101- 0201 - 411.21 -01 OFFICIAL RECORDS LEVEL TEXT 01 OFFICIAL RECORDS 101 - 0201 - 411.21 -02 STATIONERY & PRINTING 101- 0201 - 411.21 -03 C.S. - OFFICE SUPPLIES LEVEL TEXT 01 CENTRAL STORES OFFICE SUPPLIES 101- 0201 - 411.21 -04 OTHER - OFFICE SUPPLIES LEVEL TEXT 01 OTHER OFFICE SUPPLIES 101 - 0201 - 411.21 -05 LAW BOOKS LEVEL TEXT 01 LAW BOOKS * SUPPLIES 101- 0201 - 411.31 -06 OTHER PROFESSIONAL SVCS LEVEL TEXT 01 OTHER PROFESSIONAL SERVICES: CITY OF SOUTH BEND MUNICIPAL CODE UPDATES BMV SEARCHES DIGITIZING HISTORICAL CLERK RECORDS DIRECT PAY CHARGES FROM COLLECTION AGENCY 101 - 0201 - 411.31 -39 COLLECTION COSTS 101- 0201 - 411.31 -71 CENTRAL STORES ALLOATION LEVEL TEXT 2015 2015 2014 ORIGINAL AMENDED ACTUAL BUDGET BUDGET 1,920 1,920 269,201 284,154 339,442 339,442 465 0 1,500 1,500 TEXT AMT 1,500 1,500 313 486 290 290 613 808 1,300 1,300 TEXT AMT 1,300 1,300 1,714 1,893 2,650 2,650 TEXT AMT 2,000 2,000 2,616 2,654 2,000 2,000 TEXT AMT 2,000 2,000 5,721 5,841 7,740 7,740 8,799 9,214 13,800 16,415 TEXT AMT 13,800 2,500 20,938 1,000 38,238 0 0 0 0 0 264 604 604 TEXT AMT 13 2015 6/30/15 2016 Y -T -D YTD PROPOSED ACTUAL Actual BUDGET 197,701 152,154 332,855 0 0 1,500 224 161 0 481 481 1,300 333 71 2,000 159 159 2,000 1,197 871 6,800 7,966 7,266 38,238 380 0 0 403 302 578 ACCOUNT NUMBER ACCOUNT DESCRIPTION O1 2016 FIXED COST ALLOCATION #4 CENTRAL STORES 101 - 0201 - 411.31 -73 PRINT SHOP ALLOCATION LEVEL TEXT O1 2016 ALLOCATION 101 - 0201 - 411.32 -02 POSTAGE LEVEL TEXT O1 POSTAGE 101- 0201 - 411.32 -21 TRAVEL - MILEAGE LEVEL TEXT O1 2016 TRAVEL /MILEAGE 101- 0201 - 411.32 -22 TRAVEL - AIRFARE LEVEL TEXT O1 TRAVEL /AIRFARE: 2016 INTERNATIONAL CLERK CONFERENCE 101- 0201 - 411.32 -23 TRAVEL - HOTEL LEVEL TEXT O1 2015 TRAVEL /HOTEL 101- 0201 - 411.32 -24 TRAVEL - MEALS LEVEL TEXT O1 2015 TRAVEL /MEALS 101 - 0201 - 411.32 -25 TRAVEL - OTHER LEVEL TEXT O1 2015 TRAVEL /OTHER (PARKING, TOLLS, ETC.) 101 - 0201 - 411.33 -02 PUBLICATION LEGAL NOTICE 14 2015 2015 2015 6/30/15 2016 2013 2014 ORIGINAL AMENDED Y -T -D YTD PROPOSED ACTUAL ACTUAL BUDGET BUDGET ACTUAL Actual BUDGET 578 578 0 0 0 0 0 0 281 TEXT AMT 281 281 475 389 4,500 3,000 207 128 3,000 TEXT AMT 3,000 3,000 1,115 1,304 2,400 2,400 983 818 2,000 TEXT AMT 2,000 2,000 0 0 1,000 1,000 0 0 1,000 TEXT AMT 1,000 1,000 2,659 2,224 3,500 3,500 2,255 719 3,500 TEXT AMT 3,500 3,500 55 0 250 250 0 0 250 TEXT AMT 250 250 0 71 200 200 110 110 200 TEXT AMT 200 200 14,560 18,117 23,750 23,750 7,089 4,352 23,750 14 ACCOUNT NUMBER ACCOUNT DESCRIPTION LEVEL TEXT O1 PUBLICATION LEGAL NOTICE 101 - 0201 - 411.33 -03 PROMOTIONAL LEVEL TEXT O1 PROMOTIONAL 101- 0201 - 411.34 -02 LIABILITY INSURANCE LEVEL TEXT O1 2016 FIXED COST ALLOCATION #7 LIABILITY INSURANCE 101 - 0201 - 411.36 -02 OFFICE EQUIPMENT LEVEL TEXT O1 OFFICE EQUIPMENT PA SYSTEM REPAIR 101 - 0201 - 411.36 -04 COMPUTER EQUIPMENT LEVEL TEXT O1 2016 FIXED COST ALLOCATION #2 INFORATION TECHNOLOGY 101- 0201 - 411.37 -11 CAPITAL LEASE - PRINCIPAL 101 - 0201 - 411.37 -12 CAPITAL LEASE - INTEREST 101- 0201- 411. 39 -01 REFNDS,AARDS,IMDEMNITIES 101- 0201- 411.39 -11 DUES LEVEL TEXT O1 DUES 101 - 0201 - 411.39 -38 BAD DEBT /UNCOLLECT NSF CE LEVEL TEXT O1 2016 ESTIMATE 101 - 0201 - 411.39 -39 BANK CREDIT CARD CHARGES 15 2015 2015 2015 6/30/15 2016 2013 2014 ORIGINAL AMENDED Y -T -D YTD PROPOSED ACTUAL ACTUAL BUDGET BUDGET ACTUAL Actual BUDGET TEXT AMT 23,750 23,750 0 137 1,050 1,050 220 91 1,050 TEXT AMT 1,050 1,050 4,356 996 1,257 1,257 840 630 1,388 TEXT AMT 1,388 1,388 1,950 0 7,500 7,500 0 0 6,000 TEXT AMT 2,500 3,500 6,000 1,632 1,836 1,965 1,965 1,310 982 2,083 TEXT AMT 2,083 2,083 2,483 0 0 0 0 0 0 115 0 0 0 0 0 0 0 295 0 0 0 0 0 518 788 1,500 1,500 619 230 1,500 TEXT AMT 1,500 1,500 0 55 0 0 0 0 500 TEXT AMT 500 500 1,451 1,186 1,500 1,500 754 556 1,500 15 ACCOUNT NUMBER ACCOUNT DESCRIPTION LEVEL TEXT 01 BANK CREDIT CARD CHARGES 101 - 0201 - 411.39 -70 EDUCATION & TRAINING LEVEL TEXT 01 EDUCATION & TRAINING 101- 0201 - 411.39 -89 MISC CHARGES & SERVICES LEVEL TEXT 01 MISC CHARGES & SERVICES * OTHER SERVICES & CHARGES 101 - 0201 - 411.43 -03 OFFICE EQUIPMENT * CAPITAL 101- 0201 - 431.22 -60 COMPUTER SUPPLIES /EQUIP * SUPPLIES ** CITY CLERK 16 2015 6/30/15 2016 Y -T -D YTD PROPOSED ACTUAL Actual BUDGET 2,119 2,119 4,000 9 4 1,100 25,264 18,307 91,918 0 0 0 0 0 0 0 0 0 - - - - - -- ------ - - - - -- ------ - - - - -- 0 0 0 224,162 171,331 431,573 2015 2015 2013 2014 ORIGINAL AMENDED ACTUAL ACTUAL BUDGET BUDGET TEXT AMT 1,500 1,500 1,998 3,793 4,000 4,000 TEXT AMT 4,000 4,000 0 0 1,100 1,100 TEXT AMT 1,100 1,100 - - - - - -- 42,166 ------ - - - - -- ------ 40,669 - - - - -- ------ 69,876 - - - - -- 70,991 0 0 13,400 13,400 0 0 13,400 13,400 6,676 - - - - - -- 2,930 ------ - - - - -- ------ 0 - - - - -- ------ 0 - - - - -- 6,676 2,930 0 0 323,764 333,594 430,458 431,573 16 2015 6/30/15 2016 Y -T -D YTD PROPOSED ACTUAL Actual BUDGET 2,119 2,119 4,000 9 4 1,100 25,264 18,307 91,918 0 0 0 0 0 0 0 0 0 - - - - - -- ------ - - - - -- ------ - - - - -- 0 0 0 224,162 171,331 431,573