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Home My WebLink About14. 2016 Budget Hearing Session VII - Common CouncilCommon Council September 9, 2015 TABLE OF CONTENTS POWERPOINT PRESENTATION ............................................. ............................2 -6 FUND 101 -0301 COMMON COUNCIL ................................... ............................... 7 -14 Common Council 2016 Budget W PEACE � a x % 1865 2 Common Council 2016 Budget - Highlights • The budget is net zero to 2015 • Includes 2% pay raise for Common Council Members • (3 -5 new council members) increase in Educational Fund • (3 -5 new council members) increase in Travel • Professional Services 2% increase for Common Council attorney Increase Legislative Research Assistant's budget from $20K to $40K Funds for Police and Teamsters Negotiations $OU TIJ o4 d � U CEO W � PEA^ a x x 1865 Common Council 2016 Budget - Accomplishments • 194 Bills and Resolutions • Added Electronic Displays outside offices • Added Spanish Translations of meeting notices and agendas • 4 special budget meetings in the community • 91 public hearings - YTD 0- 11111=100 4 $OU TIj o4 d � U CE\ W � PEA^ a x % 1865 Common Council 2016 Budget - Goals • Increase Council accessibilities - conducive times, off -site meetings • Improve technology: You Tube and other means • Continue Spanish translations of information and meetings • Electronic Filing of Bills and Resolutions • Conduct a City -wide survey of measuring the effectiveness of legislative services • Refresh and keep current calendar of all mandated reports per city code. NOW 'eN ,r 4SpUTHB� _ U W PEA^ CE\ a x 1865 Common Council Thank You! 0 • i� 1865 City of South Bend, Indiana 2016 Budget Common Council - 101 -0301 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 Acaral Budget 2015 -2016 Change EXPENDITURES BY TYPE Personnel Salaries & Wages 140,532 143,750 161,965 73,021 169,264 172,649 176,102 179,624 183,217 7,299 4.5% Frin e Benefits 49,290 56,003 81,777 30,374 108,989 119,888 125,882 132,176 138,785 27,212 33.3% Total Personnel 189,822 199,753 243,742 103,395 278,253 292,537 301,985 311,801 322,002 34,511 14.2% Su lies 13,983 1,094 4,706 820 4,500 3,100 3,100 3,100 5,000 206 -4.4% Services & Charges Professional Services 124,409 186,016 200,425 157,662 159,156 135,819 138,536 141,306 144,132 (41,269) -20.6% Printing &Advertising 4,698 3,871 6,984 1,270 8,859 8,859 8,859 8,859 8,859 1,875 26.8% Utilities - - - - - - - - - - - Education & Training 349 85 1,500 - 11,500 2,000 2,000 2,000 11,500 10,000 666.7% Travel 899 707 3,319 596 6,000 3,500 3,500 3,500 6,000 2,681 80.8% Repairs & Maintenance 2,928 17,870 18,277 4,653 5,000 5,000 5,000 5,000 5,000 (13,277) -72.6% Interfund Allocations 10,752 7,735 8,247 4,126 9,332 9,518 9,709 9,903 10,101 1,085 13.2% Administration - - - - - IT 4,166 4,249 4,334 4,421 4,509 Payments in Lieu of Taxes (PILOT) - - - - - Centeal Stores - - - - - Print Shop 450 459 468 478 487 GIS 2,270 2,316 2,362 2,409 2,458 liability Insurance 2,445 2,494 2,544 2,595 2,647 Telephone - - - - - Unemployment Insurance - - - - - 311 Call Center - - - - - Utilities - - - - - Debt Service: Principal Interest & Fees - - - - - - - - - - - Grants & Subsidies - - - - - - - - - - - Payment In Lieu of Taxes - - - - - - - - - - - Transfers Out - - - - - - - - - - - Other Services & Charges 1,082 528 2,950 362 1 61450 1 6,450 6,450 6,450 6,450 1 3,500 118.6% Total Services & Charges 145,117 216,812 241,702 168,669 1 206,297 1 171,146 174,053 177,018 192,042 35,405 -14.6% capital Total Expenditures by Type 348,922 417,659 490,150 272,884 489,050 1 466,784 479,138 491,919 519,044 1 (1,100) -0.2% Explain Significant Revenue and E enditum Changes Below: Overall changes were the increase in training and travel budget due to new council members starting in 2016, increase in intern costs and police and fire negotiations which will required additional legal costs estimated at $26,000. Increase in percentages in - atious categories due mainly to the 2015 budget amendments done to cover the costs of legal billings received which related to prior years. Overall decrease in spending due to the elimination of the salary for (1) council member who chooses not to take a salary and the change from budgeting all council members at full insurance costs to actual insurance costs. City of South Bend, Indiana 2016 Budget Common Council - 101 -0301 Fund Summary - Description; Accomplishments; Goals; KPI's Fund Description & Purpose Make certain that City Council is always responsive to the needs of the residents and that the betterment of South Bend is always the highest priority. 2015 Accomplishments & Outcomes - The addition of a Legislative Assistant to the Legal team for council. We have seen an increase in capacity to respond quickly to the needs of council members as well as assisting with in -depth research on various to 194 bills and resolutions came before the Common Council Need to highlight the key legislative initiatives The Common Council added electronic displays of meeting announcements to the outside offices The Common Council added Spanish translations of meetings notices and agendas The Common Council will have a total of 4 special budget meetings out in the community for better citizen participation The Common Council had 91 Public hearing through committees, YTD in 2015 2016 Department Goals & Objectives & Linkage to City Goals Basics are Easy (BE) Increase accessibilities of Common Council meetings, whether holding them off -site or at times more conducive to the citizens of South Bend Improve technology to allow for more accessibility of council meetings via You Tube or other video means Continue Spanish translations of Common Council information and meetings Good Government (GG) With a potential 5 new members on council, the budget includes funding for IACT and other training for new and existing members. To carry out the mission of the South Bend Common Council, "To make certain that our city government is always responsive to the needs of our residents & that the betterment of South Bend is always our highest priority." To effectively carry out the dudes and responsibilities set forth in Indiana Code 36 -4 -6 addressing the legislative powers of city government To be transparent and to comply with Indiana Open Door Law and Indiana Public Records Act Electronic filing of bills and ordinances and all documents to City Clerk and Common Council Economic Development (ED) To enable proactive and positive working relationships with the Department of Community Investment and other city offices, in developing enhanced economic development through out the city Key Performance Indicators KPI's 2017 City Long Term 2014 2015 2016 Measure Goal Type Goal Actual Estimated Target Conduct a City -wide online survey measuring the effectiveness of legislative services X Types: output, efficiency, effectiveness, quality, outcome, technology 2016 Significant Chan es /Challen es /O ortunities with a focus on solutions - 2016 Significant changes will see at least 3 new council members and a possibility of as many of 5 new members. There is a need for training Upgrade the training and interaction with all city residents appointed by the Common Council to sit on various Boards and Committees Refresh and keep a current calendar of all mandated reports from departments, commissions and committees, per City Code City of South Bend, Indiana Common Council - 101 -0301 Fund Summary - Full -Time Employees 2016 Budget Report ONLY Full -Time positions Position 2015 2014 Amended Actual Budget 6/30/2015 Actual 2016 Proposed Budget Forecast 2017 2018 2019 2020 Staffing (Full-Time Employees) Non - Bargaining Council Members Total Non - Bargaining Bargaining Total Bargaining 9.0 9.0 9.0 9.0 9.0 9.0 - 9.0 9.0 9.0 9.0 9.0 9.0 9.0 9.0 9.0 9.0 Total Full-Time Employees 9.0 9.0 9.01 9.0 1 9.0 9.0 9.0 9.0 Explain Significant Staffing Changes Below: ACCOUNT NUMBER ACCOUNT DESCRIPTION 101 - 0301 - 411.10 -01 REGULAR LEVEL TEXT 01 PART TIME POSITIONS WITH BENEFITS 9 COUNCILN�ERS @ $18,658 LESS: (1) MEMBER NOT TAKING SALARY 101 - 0301 - 411.10 -03 SEASONAL & INTERNS LEVEL TEXT 01 LEGISLATIVE RESEARCH ASSISTANT PART TIME 101- 0301 - 411.11 -01 FICA - REGULAR LEVEL TEXT 01 REGULAR SALARIES $167,922 X 7.65% INTERNS $20,000 X 7.65% LESS: (1) COUNCIL MEMBER NOT TAKING SALARY 101- 0301- 411.11 -04 PERF - REGULAR LEVEL TEXT 01 REGULAR SALARIES $167,922 X 11.20% LESS: (1) COUNCIL MEMBER NOT TAKING SALARY 101- 0301 - 411.11 -07 UNEMPLOYMENT COMP LEVEL TEXT 01 REGULAR SALARIES $167,922 X 0.25% LESS: (1) COUNCIL MEMBER NOT TAKING SALARY 101 - 0301 - 411.11 -08 GROUP INSURANCE - HEALTH LEVEL TEXT 01 LONG -TERM DISABILITY: 8 EMP. X $96 HEALTH INS COVERAGE: 5 EMP X $14,400 HEALTH INS REBATE: 3 EMP X $1,560 (1) COUNCIL MEMBER DOES NOT TAKE SALARY /INS 10 2015 6/30/15 2015 2015 2013 2014 ORIGINAL AMENDED ACTUAL ACTUAL BUDGET BUDGET 140,532 143,750 170,960 151,965 TEXT AMT 167,922 18,658- 149,264 0 0 10,000 10,000 TEXT AMT 20,000 20,000 11,344 11,199 13,845 12,497 TEXT AMT 12,847 1,530 1,428- 12,949 12,297 14,088 19,148 17,265 TEXT AMT 18,808 2,090- 16,718 1,283 429 855 855 TEXT AMT 420 46- 374 23,526 29,447 108,814 49,540 TEXT AMT 768 72,000 4,680 77,448 10 2015 6/30/15 2016 Y -T -D YTD PROPOSED ACTUAL Actual BUDGET 95,533 73,021 149,264 2,628 0 20,000 7,310 5,587 12,949 9,362 7,156 16,718 285 214 374 21,246 16,997 77,448 11 2015 2015 2015 6/30/15 2016 2013 2014 ORIGINAL AMENDED Y -T -D YTD PROPOSED ACCOUNT NUMBER ACCOUNT DESCRIPTION ACTUAL ACTUAL BUDGET BUDGET ACTUAL Actual BUDGET 101 - 0301 - 411.11 -09 GROUP INSURANCE - LIFE 840 840 1,080 1,080 525 420 960 LEVEL TEXT TEXT AMT O1 8 EMP. X $120 960 (1) COUNCIL MEMBER NOT TAKING SALARY /INS 960 101 - 0301 - 411.11 -22 PARKING ALIa,4ANCE 0 0 540 540 0 0 540 LEVEL TEXT TEXT AMT O1 1 X $45 X 12 = 540 PARKING ALLOWANCE FOR LEGISLATIVE RESEARCH ASST. 540 ------ * PERSONNEL SERVICES - - - - -- 189,822 ------ - - - - -- ------ 199,753 - - - - -- ------ 325,242 - - - - -- ------ 243,742 - - - - -- ------ 136,889 - - - - -- ------ 103,394 - - - - -- 278,253 101 - 0301 - 411.21 -02 STATIONERY & PRINTING 4,634 402 403 403 293 226 100 LEVEL TEXT TEXT AMT O1 2016 EST PRINT SHOP COSTS 100 100 101 - 0301 - 411.21 -03 C.S. - OFFICE SUPPLIES 2,383 456 2,000 1,500 387 0 1,000 LEVEL TEXT TEXT AMT O1 CENTRAL STORES OFFICE SUPPLIES 1,000 1,000 101 - 0301 - 411.21 -04 OTHER - OFFICE SUPPLIES 677 236 1,000 1,803 1,368 594 1,000 LEVEL TEXT TEXT AMT O1 OTHER OFFICE SUPPLIES 1,000 1,000 101- 0301 - 411.21 -16 SMALL OFFICE EQUIPMENT 6,289 0 1,000 1,000 0 0 2,400 LEVEL TEXT TEXT AMT O1 UPGRADES TO I -PADS AND RELATED EQUIPMENT FOR 1,000 COUNCIL MEMBERS TO REDUCE PAPERWORK AND IMPROVE COMMUNICATION. 2 IPADS 1,400 2,400 * SUPPLIES 13,983 1,094 4,403 4,706 2,048 820 4,500 101 - 0301 - 411.31 -01 LEGAL 63,484 69,485 81,500 81,500 54,333 47,542 83,156 11 ACCOUNT NUMBER ACCOUNT DESCRIPTION LEVEL TEXT O1 PROFESSIONAL SERVICES LEGAL COUNSEL FOR SOUTH BEND CC[-MN COUNCIL 35 HOURS PER WEEK X 52 WEEKS X $45.69 PER HOUR 101 - 0301 - 411.31 -06 OTHER PROFESSIONAL SVCS 101 - 0301 - 411.31 -07 ADDITIONAL LEGAL SERVICES LEVEL TEXT O1 ADDITIONAL LEGAL SERVICES NEGOTATIONS - POLICE AND FIRE 101 - 0301 - 411.31 -08 SECURITY SERVICES 101- 0301 - 411.31 -71 CENTRAL STORES ALLOATION 101 - 0301 - 411.31 -72 GIS ALLOCATION LEVEL TEXT O1 2016 FIXED COST ALLOCATION #6 GIS ADM FEE 101- 0301 - 411.31 -73 PRINT SHOP ALLOCATION LEVEL TEXT O1 2016 PRINT SHOP ALLOCATION 101 - 0301 - 411.32 -02 POSTAGE LEVEL TEXT O1 POSTAGE 101 - 0301 - 411.32 -21 TRAVEL - MILEAGE LEVEL TEXT O1 TRAVEL /MILEAGE 101- 0301 - 411.32 -22 TRAVEL - AIRFARE LEVEL TEXT O1 TRAVEL /AIRFARE 12 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 83,156 83,156 43,000 0 0 0 0 0 0 17,925 116,531 28,500 118,500 110,120 110,120 76,000 TEXT AMT 50,000 26,000 76,000 0 0 1,000 425 0 0 0 1,548 264 0 0 0 0 0 2,004 2,059 2,163 2,163 1,442 1,081 2,271 TEXT AMT 2,271 2,271 0 0 0 0 0 0 450 TEXT AMT 450 450 90 108 450 450 58 28 450 TEXT AMT 450 450 0 0 500 819 0 0 1,500 TEXT AMT 1,500 1,500 488 340 500 500 396 396 500 TEXT AMT 500 500 12 ACCOUNT NUMBER ACCOUNT DESCRIPTION 101 - 0301 - 411.32 -23 TRAVEL - HOTEL LEVEL TEXT 01 TRAVEL /HOTEL 101- 0301 - 411.32 -24 TRAVEL - MEALS LEVEL TEXT 01 TRAVEL /MEALS 101 - 0301 - 411.32 -25 TRAVEL - OTHER LEVEL TEXT 01 TRAVEL /OTHER 101 - 0301 - 411.33 -03 PROMOTIONAL LEVEL TEXT 01 PROMOTIONAL 101- 0301 - 411.34 -02 LIABILITY INSURANCE LEVEL TEXT 01 2016 FIXED COST ALLOCATION #7 LIABILITY INSURANCE 101 - 0301 - 411.36 -01 BUILDINGS LEVEL TEXT 01 CONFERENCE ROOM REMODELING, SMALL CONFERENCE TABLE, CHAIRS, ETC. 101 - 0301 - 411.36 -02 OFFICE EQUIPMENT LEVEL TEXT 01 OFFICE EQUPMENT PA SYSTEM REPAIR 101- 0301 - 411.36 -04 COMPUTER EQUIPMENT LEVEL TEXT 13 2015 2015 2015 6/30/15 2016 2013 2014 ORIGINAL AMENDED Y -T -D YTD PROPOSED ACTUAL ACTUAL BUDGET BUDGET ACTUAL Actual BUDGET 300 121 1,000 1,000 500 200 3,000 TEXT AMT 3,000 3,000 45 132 500 500 36 0 500 TEXT AMT 500 500 66 114 500 500 30 0 500 TEXT AMT 500 500 4,698 3,871 9,700 6,984 1,418 1,270 8,859 TEXT AMT 8,859 8,859 5,016 1,740 2,154 2,154 1,440 1,080 2,445 TEXT AMT 2,445 2,445 0 14,885 6,000 9,680 3,680 3,680 500 TEXT AMT 500 500 2,928 2,985 8,597 8,597 973 973 4,500 TEXT AMT 1,000 3,500 4,500 2,184 3,672 3,930 3,930 2,620 1,965 4,166 TEXT AMT 13 14 2015 2015 2015 6/30/15 2016 2013 2014 ORIGINAL AMENDED Y -T -D YTD PROPOSED ACCOUNT NUMBER ACCOUNT DESCRIPTION ACTUAL ACTUAL BUDGET BUDGET ACTUAL Actual BUDGET O1 2016 FIXED COST ALLOCATION #2 4,166 INFORMATION TECHNOLOGY 4,166 101 - 0301 - 411.39 -10 SUBSCRIPTIONS 992 420 3,500 1,000 555 334 3,500 LEVEL TEXT TEXT AMT O1 SUBSCRIPTIONS & DUES 3,500 3,500 101 - 0301 - 411.39 -70 EDUCATION & TRAINING 349 85 2,500 1,500 50 0 11,500 LEVEL TEXT TEXT AMT O1 EDUCATION & TRAINING - NEW COUNCIL MEMBERS 11,500 11,500 101- 0301 - 411.39 -71 MEETING EXPENSES 0 0 2,500 1,500 0 0 2,500 LEVEL TEXT TEXT AMT O1 MEETING EXPENSE 2,500 2,500 ------ * OTHER SERVICES & CHARGES - - - - -- 145,117 ------ - - - - -- ------ 216,812 - - - - -- ------ 155,494 - - - - -- ------ 241,702 - - - - -- ------ 177,651 - - - - -- ------ 168,668 - - - - -- 206,297 ------ ** COMMON COUNCIL - - - - -- 348,922 ------ - - - - -- ------ 417,659 - - - - -- ------ 485,139 - - - - -- ------ 490,150 - - - - -- ------ 316,588 - - - - -- ------ 272,882 - - - - -- 489,050 14