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Home My WebLink About09-09-15 Personnel and Finance PERSONNEL&FINANCE SEPTEMBER 9,2015 5:00 P.M. Committee Members Present: Karen White,Valerie Schey(AB), Derek Dieter(AB), Dr. Fred Ferlic Citizen Members Present: Valerie Mora-Kraus (AB), Charnelle Mayfield-Martin (AB) Other Council Members Present: Tim Scott, Henry Davis Jr., Dr. David Varner(AB), Oliver Davis (AB), Gavin Ferlic (XAB) • Others Present: John Murphy,Jennifer Hockenhull, Kareemah Fowler, Kathy Cekanski-Farrand,Adriana Rodriguez, David Cangavy, Cecil Eastman,John Voorde Agenda: 2016 Budget Review - Transpo - Clerk/OVB - Common Council Karen White, Chair of the Personnel & Finance Committee, opened the seventh session of the departmental budget hearings with three budgets to be heard. Prior to beginning the Transpo review Karen asked the record reflect that she was again asking all Councilmembers to submit any questions about the budgets they may have to her. Answers would be provided by respective department heads at subsequent hearings. She wanted it known she was not filtering, not stifling, not policing Council questions. She was only interested in getting each budget vetted thoroughly. David Cangavy the General Manager led off. With the PowerPoint and handout(attached), David was eager to report that Transpo was not going to lessen any services in spite of severe budget constrictions. He indicated most revenue sources including federal,state,and local ridership had gone down. Nonetheless, by efficient operation, borrowing from capital, converting the CNG,and financing 16 new buses soon to be in service,Transpo can remain operable and solvent. One concern he voiced was the fact 40%of Tranpo's drivers and mechanics were eligible to retire over the next five years. To address this concern he said a partnership was formed with Ivy tech to become a resource for potential new employees. Another challenge in service provision was not being able to go beyond municipal boundaries when Transpo service was needed to get folks to jobs in the county. As with most agencies controlling health care costs is also a major challenge. In an effort to alleviate that rising cost a wellness program was begun; but was opposed by the union (ATU) representing their workforce. Dr. Ferlic,Tim Scott, and Henry Davis all volunteered to lobby the state legislature to allow Transpo to expand to a county-wide service. The City Clerk's budget was next. City Clerk John Voorde along with Chief Deputy Kareemah Fowler made the presentation. Using a handout,John guided the Council through the accomplishments of 2015 and challenges of 2016. Highlighted were advancements in audio and visual technology with the 1 cooperation of the Council,WNIT,the City IT Department and the County digitizing archived material was about to begin thanks to finding dollars in the current budget. Tim Scott presented the Council's budget. He articulated the 2016 budget highlights which include a net zero increase from 2015 though a 2% pay increase for Councilmembers is incorporated. Money was also proposed to increase both the Council Travel and Education Funds. The Professional Services category was also augmented by a 2% raise for the Council Attorney, a set aside of dollars for 2016 Teamster and Police contract negotiations conducted by the Council Attorney and a doubling of dollars to pay the Legislative Research Assistant. Increased efforts to improve technology for better transparency and accessibility were to continue. Before closing comments from Karen and Henry suggested making the council position full-time with full-time compensation. Henry felt a full-time Council would raise the Council's professionalism. Brief discussion followed before Karen adjourned the meeting at 6:17 P.M. Respectfully Submitted, Karen White, Chairperson Personnel & Finance Committee • 2 F \,),e-zhk, Lac, c C t3-d # South Bend Public Transportation Corporation (TRANSPO) September 9, 2015 TABLE OF CONTENTS POWERPOINT PRESENTATION 2-9 TRANSPO BUDGET DETAIL 10-27 I transpo a-- 2016 BUDGET PRESENTATION DAVID CANGANY, GENERAL MANAGER 2016 At A Glance Aft transpo \ p Transpo 2016 Operating Budget - $10,825,378 2016 Budget is balanced 2015 Service level is maintained 2 2016 Expenses m r Aft transpo 0 1 •Wages(51%) •Benefits(21%) ■Fuel Expense(8%) DSery (7%) I ■Utilities ices/Insurance(5%) •Bus Loan(5%) \ ■Materials/Supplies(4%) ______________________.7/ Alk Operating Expenses trans o 0 IN.N. ,..j/ '; � � p «C0 2079 2010 2011 2012 2013 2014 7015 201. OG'-'.,�..r E.;...'•.- .._... -.°.,205 IOE34u- ..'...n3 -".n.-. 141?.'-.0! -51=1,^27 10.32 - 3 Labor Expense transpo ,150,000 .500.000 150,000 M \■ 7 • • 750, ',500,000 2009 2010 2011 2012 2013 2014 2015 2016 '44601 5,163,055 5,115,825 5,253,795 4,941,995 4,946,325 5.036.057 5,416,096 • 5,531,476 Health & Dental Insurance Allik transpo o 1,450,000 1,400,000# 1,350,000 1,300,000 1,250,000 .. 1,200,000 1,150,000 1,050,000 1,000,000 --- 950,000 • 900,000 850,000 800.000-750M0 -- 700,000 650,000 2009 2010 2011 2012 2013 2014 2015 2016 Nc aIth B Dental Insurance 807,067 945,219 959,755 1,094,359 1,145,705 ' 1,023,895 1,218,403 1,368.047 4 Fuel 4 F transpo 0 1.575,000 - -- 1,525 000 - 1,475,000 - -- 1.425,000 1,375,000 - - 1.325.000 1,275.000 1,225,000 - 1,175.000 - 1,075,000 1,075,000 - 1,025,OR - ---- _ 975.000 _— 925,000 1 -- 875.000 — 825,000 — ■ 775.003 -- 725,003 675,000 625.000 '°3' 2010 7011 2012 2013 .'-' Fuel 54:.1,6 _.120,055 1 424.701 1.217.527 949,518 1,163,079 986,374 819,003 2016 Revenue Sources II r transpo 0 .i.: ■Local Tax Revenue . •State Assistance(18%) 1 .,.. . ■FederalOpertaing - Assistance(16%) Ipp oFIP ederal Prey.Maint. (15%) n Passenger Fares(14%) o Lease Revenue(2%) ■Advertising/Interest/M isc.(3%) 5 Passenger Revenue � � transpo o._.._.___.._ 1,550.000 1,500,000 _ 1.450,000 1,400,000 1,350,000 1,300,000 1,200.000 - 1.150,000 1.300.(00 - .V-- 2010 2011 2012 2013 1 2014 2015 2016 Fares 1:::.u.,2 1y0.353 1401,657 1.419.226 1401.133 1,432,235 1-_1 1,50.1,253 Aft Property Tax Assistance transpo 0 � � 4.000.000 3,000,000 - 2.500,000 ? - 2,000,000 - - 2008 - 2009 2010 2011 I 2012 I 2013 2014 2015 2036 Properly Tax Appropriation 3.759,495 2.608.192 2,145.397 2.714.035 2,842,622 2,707.2200 2.670,133 2.675000 2714018 6 State Operating Assistance (PMTF) transpo •;000,000 .;750.000 ' - 1 b , ry .0,000 1 I •250,000 ! !I •,750,000 _- - -- - 2009 1 2010 2011 2012 1 2013 2014 :015 :016 PMTF 2,889,233 2,663,523 2.499.114 2,883,983 2,128,813 1974.543 104,000 1.964.401 Federal Operating Assistance g` transpo at 3,500000- 3,400000 3,300000 - — 3,200,000 - - - re 3,100,000 3,000,000 -- 2,900.000 .. __ —- — —- -_— 2,800,000 —. 2,700,000 2,600,000 2.500,000 2,400,000 2,300.000 7.200,000 - 2,100,000 2,000.000 1,900,000 — 1,800,000 -- - - 1.700000 - 1,800,000 1,500.000 1,400.000 1,300300 1.200.000 —_ — _—__-_.- ___ _ ... _ --_ 2009 :-1. 25,1 ..-r Federal Preventive Maintenance Assistance Grant 1,599,293 7 2015 Challenges transpo o ' � ' Purchase of Revenue Service Vehicles Uncertainty of Federal funding program Uncertainty of State level funding (PMTF) Controlling expenses ' Preparing for the 2017 Property Tax Caps 2016 Priorities transpo 0 Implementation of designated bus stop system Expand service opportunities with local universities and educational organizations Workforce development partnerships ,, Aging Bus Fleet "' 1 ® Managing high mai aging co Local an shareh on new cost vehicle of purchases fl eet as bull 8 transpo 00 I Thank You! Questions? 9 Filed iin Cleir"i's OEWE71. 1 1 AUG i 9 2015 ci„V C.ER .J!.'1.,'!'.. ._.... l',.. Al Illk I r transpo south bend public transportation corporation 2016 FISCAL OPERATING & CAPITAL BUDGET January 1, 2016 through December 31, 2016 Prepared By South Bend Public Transportation 10 SOUTH BEND PUBLIC TRANSPORTATION CORPORATION SOUTH BEND, INDIANA 2016 FISCAL YEAR BUDGET REQUEST TABLE OF CONTENTS BUDGET ESTIMATE FOR 2015 PROJECTIONS / ASSUMPTIONS 2016 Revenue Projection 1 2016 Expense Projection 2 2016 Appropriations 3 2016 Budget Assumptions 4 2016 Budget Policy Statements 6 2016 Budget Summaries by Category — All Accounts 7 2016 Capital Requirement 16 11 SOUTH BEND PUBLIC TRANSPORTATION CORPORATION 2016 REVENUE PROJECTION %CHANGE-2016 BUDGET VS.Actual 2016 2015 2014 2016 2014 SOURCE BUDGET BUDGET ACTUAL BUDGET ACTUAL FAREBOX $ 1,504,253 $ 1,421,919 $ 1,432,235 5.79% 5.03% ADVERTISING $ 72,000 $ 72,000 $ 72,000 0.00% 0.00% LEASE REVENUE $ 174,516 $ 174,516 $ 174,527 0.00% -0.01% CONCESSIONS AND MISCELLANEOUS $ 68,500 $ 68,500 $ 20,667 0.00% 231.45% INTEREST INCOME $ 12,985 $ 12,985 $ 759 0.00% 1611.55% N PROPERTY TAX $ 2.714,858 $ 2,675,000 $ 2,670,133 1.49% 1.67% LICENSE EXCISE TAX $ 210,000 $ 200,000 $ 221,276 5.00% -5.10% OPTION INCOME TAX $ 462,000 $ 423,000 $ 445,847 9.22% 3.62% STATE ASSISTANCE $ 1,984,401 $ 1,884,000 $ 1,974,543 5.33% 0.50% FEDERAL PREVENTIVE MAINTENANCE $ 1,640,000 $ 1,620,000 $ 1,355,800.0 1% 20.96% FEDERAL ASSISTANCE $ 1,781,866 $ 1,176,000 $ 900,501.0 52% 97.87% LEASE PAYMENT FROM CITY $ 200,000 $ 400,000 $ 400,000.0 0% -50.00% TOTAL $10,825,378 $10,127,920 $ 9,668,286.6 6.89%1 11.97% 1 SOUTH BEND PUBLIC TRANSPORTATION CORPORATION 2016 EXPENSE PROJECTION %CHANGE-2016 BUDGET VS.Actual 2016 2015 2014 2015 _ Expense Category BUDGET BUDGET 2014 AUDITED BUDGET AUDITED Tangible Property/ Fixed Assets $ - $ , $ - N/A N/A Salaries & Wages $ 5,531,476 $ 5,416,098 $ 5,036,057 2.13% 9.84% Fringe Benefits $ 2,272,399 $ 2,049,701 $ 1,779,273 10.86% 27.72% Services $ 779,867 $ 780,292 $ 1,037,940 ° -0.05/o -24.86% Materials & Supplies $ 1,110,466 $ 1,277,033 $ 1,740,194 -13.04% -36.19% Utilities $ 278,857 $ 244,420 $ 200,050 14.09% 39.39% W Insurance $ 230,477 $ 230,477 $ 193,395 0.00% 19.17% Other Taxes $ - $ $ - N/A N/A Miscellaneous $ 121,835 $ 121,835 $ 151,159 0.00% -19.40% SUB-TOTAL $ 10,325,378 $10,119,856 $ 10,138,068 2.03% 1.85% Transfer-Capital Improvements/Reserve for Liability $ 500,000 $ 8,063 $ - 6101.17% 100.00% TOTAL I I $ 10,825,378 I $10,127,919 I $ 10,138,068 0 0 I I 6.89%1 I fi.78/o 2 TRANSPO Budgeted Appropriations Operatin9 Budget Capital Budget _ Total 2015 Category 2016 I 2015 2016 2015 Appropriations Personnel Services 7,803,874 7,465,799 7,803,874 Other Services and Charges 1,911,036 1,385,087 1,911,036 Supplies 1,110,466 1,277,033 1,110,466 Capital Outlays 208,628 375,461 1,043,138 1,877,305 1,251,766 Total Appropriations $11,034,004 I $10,503,380 _ $ 1,043,138 $1,877,305 $ 12,077,143 I I I I 3 14 Am. transpo 2016 OPERATING BUDGET ASSUMPTIONS REVENUES: Federal, State, and Local: Given past and continued success in securing adequate capital funds through Federal Capital Grants for major capital projects that are becoming less common. Transpo is able to continue to avail ourselves of annual federal capital formula grant funds toward preventative maintenance and operating assistance, such funds available to the operations budget. In 2016, the State of Indiana has fixed PMTF rate for the next two years and has made it a line item in the State's Budget. We based the 2016 PMTF revenue on 2015 actual approved budget. This caused our budget figure to be increase by $100,401 from the 2015 budget. Property Tax revenue was budgeted at $39,858 increase from the prior year. Ridership and Leases: Farebox revenues from regular services include a slight increase from our 2015 budgeted levels. The revenue increase is due to slight change in the fare structure in 2015 eliminating transfers. Transpo Access has realized an increase in ridership since 2008 and is expected to continue this trend in future years EXPENSES: Employee Wages and Benefits: For 2016, Transpo budgeted, a slight increase in wages for employees. Employee benefits reflect an estimated 10.86% increase over 2015. This increase is mainly due to an estimated increase of fifteen percent in health insurance premiums and other employee benefits outlined in the collective bargaining agreement and contingencies for future premiums given their historical trends. Vehicular and Operating: Vehicular and other insurances costs decreased slightly from the 2015 budget. Diesel fuel has been budgeted at an average of$3.09 per gallon and gasoline at $2.50 per gallon. Starting in 2016, Transpo will have all sixteen fixed route CNG vehicles providing service. Transpo budgeted a decrease, in its overall fuel cost, of $219,707. This decrease in fuel expenses should continue to as more of fixed route vehicles are converted to CNG. Utilities: Utility costs were budgeted with an increased from the 2015 forecasted levels. Marketing: Marketing contracts, services, and advertising placement accounts have not been changed from 2015 budgeted figures. 4 15 Training: The 2015 budgeted amounts increased from 2014 budgeted provisions. Transpo plans to use federal grants to offset most of the cost associated with training. The current budget provides continued opportunities for all positions. Transfer — Capital Improvement Fund/Restricted Liability Reserve: The 2016 budget provides the opportunity to transfer up to $500,000 to the Capital Improvements fund for future capital expenditures or deposit up to $500,000 into a restricted liability reserve account, to be used pay off the first year installments on sixteen fixed route vehicles. r UPON THE ADOPTION OF THE ANNUAL BUDGET BY THE SOUTH BEND PUBLIC TRANSPORTATION BOARD OF DIRECTORS, A MONTHLY BUDGET, BASED ON HISTORICAL AND FUTURE TRENDS, WILL BE ESTABLISHED. THIS WILL HELP FACILITATE THE MONTHLY REVIEW OF FINANCIAL REPORTS BY BOARD MEMBERS AND INTERNAL MANAGEMENT. 16 All■ g . transpo 2016 OPERATING BUDGET POLICY STATEMENTS FINANCIAL CAPACITY: 1. The proposed budget does not reflect any fare changes. A fare analysis may be conducted and recommendations will follow, based upon the results of the analysis. 2. Management will continue to search for investment, grant and funding opportunities so as to maximize revenues. 3. Management will assure cash handling practices to safeguard funds in its protection and toward timely collection of funds owed. SERVICE POLICY: 4. A review of current services levels will be conducted and recommendations will follow based upon the results of the analysis. 5. Management will continue to work within the current FTA charter regulations and existing agreements with private charter providers in order to provide charter services. 6. ACCESS service will be provided in accordance with all applicable FTA guidelines. MANAGEMENT: 7. A professional workforce will carry out our Mission Statement. Management will assure fairness, even-handedness, consistency, and effective Equal Employment Opportunity and Affirmative Action policies and practices. 8. Assumes continuation of team development, employee recognition, and continuation of increased opportunities for employee training. 9. Assumes continued pursuit of programs of wellness and accident prevention in an effort to stem, to whatever extent possible, rising insurance costs. 6 17 TRANSPO 2016 BUDGET SUBMISSION DEPARTMENT: All ACCOUNT TITLE: Salaries &Wages Summary 2014 ACTUAL $ 5,036,056 2016 BUDGET REQUEST $ 5,531,476 2015 MONTHLY AVERAGE $ 424,345 2015 APPROVED BUDGET $ 5,416,098 2015 EST EXPENSE $ 5,092,138 BUDGET CHANGE $ 115,378 Account Title 2015 2016 Operators $3,391,192 Access Drivers & Clerk $ 3,464,685 438,306 464,052 Operations Administration 371,078 374,166 Revenue-Vehicle Maintenance 684,971 690,547 Maintenance Administration 119,174 119,725 Non-Revenue-Vehicle Maintenance 70,241 71,058 General Administration 341,136 347,242 Total $5,416,098 $ 5,531,476 7 18 TRANSPO 2016 BUDGET SUBMISSION DEPARTMENT: All ACCOUNT TITLE: Fringe Benefits Summary 2014 ACTUAL $ 1,779,272 2016 BUDGET REQUEST $ 2,272,399 2015 MONTHLY AVERAGE $ 170,765 2015 APPROVED BUDGET $ 2,049,701 2015 EST EXPENSE $ 2,049,179 BUDGET CHANGE $ 222,698 Account Title 2015 2016 FICA $ 414,331 Pension plan $ 423,158 211,694 211,694 Medical Insurance 1,175,516 1,377,570 Dental Insurance 42,887 50,477 Insurance ,03 24,032 24,032 Short-Term Disability 22,189 22,189 Unemployment Insurance 10,925 10,925 Worker's Compensation 97,337 101,235 Uniforms 46,790 Tool Allowance 47,119 4,000 4,000 Total $2,049,701 $ 2,272,399 819 TRANSPO 2016 BUDGET SUBMISSION DEPARTMENT: All ACCOUNT TITLE: Services Summary 2014 ACTUAL $ 984,072 2016 BUDGET REQUEST $ 779,867 2015 MONTHLY AVERAGE $ 181,802 2015 APPROVED BUDGET $ 780,292 2015 EST EXPENSE $ 846,235 BUDGET CHANGE $ (425) Account Title 2015 2016 Management Service Fees $263,868 $ 263,868 Professional & Technical 279,939 Board Travel 274,939 10,000 10,000 Temporary Help 2,500 2,500 Contract Services Operations 12,050 12,050 Contract Services Maintenance 115,000 115,000 Contract Services Administration 37,460 37,460 Security Services 59,475 64,050 Physical Damage Repairs 20,000 20,000 Recoveries of Physical Damage Repairs (20,000) (20,000) Total $780,292 $ 779,887 920 TRANSPO 2016 BUDGET SUBMISSION DEPARTMENT: All ACCOUNT TITLE: Materials &Supplies Summary 2014 ACTUAL $ 1,479,781 2016 BUDGET REQUEST $ 1,110,466 2015 MONTHLY AVERAGE $ 121,488 2015 APPROVED BUDGET $ 1,133,496 2015 EST EXPENSE $ 1,457,851 BUDGET CHANGE $ (23,030) Account Title 2015 2016 Fuel& Lubricants Operations $ 825,408 $ 806,391 Fuel & Lubricants Maintenance 17,428 13,415 Tires& Tubes Maintenance 2,560 2,560 Materials &Supplies Operations 25,000 25,000 Materials & Supplies Maintenance 210,000 210,000 Materials &Supplies Marketing 35,600 35,600 Other Materials & Supplies Operations 4,500 4,500 Other Materials & Supplies Maintenance 2,600 2,600 Other Materials & Supplies General Administration 10,400 10,400 Total $1,133,496 $ 1,110,466 1021 TRANSPO 2016 BUDGET SUBMISSION DEPARTMENT: Administration & Maintenance ACCOUNT TITLE: Utilities ACCOUNT NUMBER: 505-0x50-00 505-0x2x-00 2014 ACTUAL $ 209,394 2016 BUDGET REQUEST $ 278,857 2015 MONTHLY AVERAGE $ 25,018 2015 APPROVED BUDGET $ 244,420 2015 EST EXPENSE $ 300,221 BUDGET CHANGE $ 34,437 Account Title 2015 2016 Electricity $ 98,014 $ 98,014 Electricity-CNG $ 35,153 $ 45,941 Water& Sewage $ 16,654 $ 16,654 Trash Collection $ 5,000 $ 5,000 Telephone $ 10,351 $ 34,000 Natural Gas $ 79,248 $ 79,248 Totals $ 244,420 $ 278,857 1122 TRANSPO 2016 BUDGET SUBMISSION DEPARTMENT: All ACCOUNT TITLE: Insurance Summary 2014 ACTUAL $ 190,051 2016 BUDGET REQUEST $ 230,477 2015 MONTHLY AVERAGE $ 17,354 2015 APPROVED BUDGET $ 230,477 2015 EST EXPENSE $ 208,250 BUDGET CHANGE $ - Insurance - Liability & Physical Damage $ 224,192 Other Corporate Insurance 6,285 Total $ 230,477 1223 KANS1- 0 . 2016 BUDGET SUBMISSION DEPARTMENT: All ACCOUNT TITLE: Miscellaneous Summary 2014 ACTUAL $ 151,083 2016 BUDGET REQUEST $ 121,835 2015 MONTHLY AVERAGE $ 9,450 2015 APPROVED BUDGET $ 121,835 2015 EST EXPENSE $ 150,567 BUDGET CHANGE $ - Account Title 2015 2016 Dues & Subscriptions $ 27,835 $ 27,835 Travel & Meetings 20,000 20,000 Community Services 15,000 15,000 Promotion 3,000 3,000 Advertising Placements 45,500 45,500 Interest Expense on Tax Warrants 10,500 10,500 Total $ 121,835 $ 121,835 1;4 2016 BUDGET SUBMISSION DEPARTMENT: All ACCOUNT TITLE: Transfer - Capital Improvement Fund/Reserve for Liability ACCOUNT NUMBER: 301-0101-00 2014 ACTUAL $ - 2016 BUDGET REQUEST $ 500,000 2015 MONTHLY AVERAGE 2015 APPROVED BUDGET $ 8,063 2015 EST EXPENSE BUDGET CHANGE $ 491,937 This account is used for the transfer to the Capital Improvement Fund for the "Local Share" or to fund a reserve for future liabilities. The capital expenditures are detailed in the monthly Capital Improvement resolutions. $ - Loan Payment 500,000 Detail of Capital Funds required to match existing grants on following page Total $ 500,000 1425 TRANSPO 2016 BUDGET SUBMISSION DEPARTMENT: All ACCOUNT TITLE: Passenger Fares Summary ACCOUNT NUMBER: 413-0100-00 2014 ACTUAL: $ 1,432,235 2016 BUDGET REQUEST $ 1,504,253 2015 AVERAGE: $ 117,420 2015 APPROVED BUDGET $ 1,421,919 2015 ESTIMATED: $ 1,409,034 BUDGET CHANGE: $ 82,334 Account Title 2015 2016 Passenger Revenue $ 944,883 $ 802,698 Access Passenger Revenue 43,742 51,187 Access Punch Card Revenue 67,891 73,321 Passport Revenue 174,755 166,075 Student Pass Revenue 40,110 41,130 Tripper Revenue 9,623 9,623 Two Ride Pass Revenue _ Two Week Pass 72,007 90,048 One Day Pass 65,759 263,721 Student Summer Pass 3,150 6,450 $ 1,421,919 $ 1,504,253 15 26 TRANSPO 2016 BUDGET SUBMISSION DEPARTMENT: All ACCOUNT TITLE: Capital Fund Requirements ACCOUNT NUMBER: 301-0101-00 2014 ACTUAL $ 6,121,744 2016 BUDGET REQUEST $ 1,043,138 2015 MONTHLY AVERAGE $ 173,785 2015 APPROVED BUDGET $ 1,877,305 2015 EST EXPENSE $ 2,085,425 BUDGET CHANGE $ (834,167) $$$ FTA/State Total Grant Number Available Funded Required Grant- IN-04-0053 $ 1,612,750 $ 1,290,200 $ 322,550 Grant- IN-34-0002 $ 202,942 $ 162,354 $ 40,588 Grant-IN-95-X048 $ 750,000 $ 600,000 $ 150,000 Grant IN-90-X628 $ 350,000 $ 280,000 $ 70,000 Grant-IN-90-X650 $ 300,000 $ 240,000 $ 60,000 2015-2016 FTA GRANT $ 2,000,000 $ 1,600,000 $ 400,000 Total $ 5,215,692 $ 4,172,554 $ 1,043,138 1&7 Utz C )Z�` i� ( . (1 15 City Clerk September 9, 2015 P a - • r141-'4'7-4i, z -� TABLE OF CONTENTS POWERPOINT PRESENTATION 2-8 FUND 101-0201 CITY CLERK 9-16 South ... . . ' Le� Vic: - f , - , .... .. ,....i. ; .,,..„,, , 71'7 ____ ..... .1 i - . �• • `' E �} •'F�'` �- ky�k c., , -•-•`•rte Yr _ w.._ .. • i w _ L ,-�� - r∎Ir5rar"t!y4 ti _ I ': •b.nf,-ad•.. ° _ }' _ I T1v J •'. i 1 1. j :T .` - P ----.<-- . +�� r . : k i- September 9, 2015 o45oU . T I O SLICE A. 1865 2 pcOUTH 8£�4 City Clerk Vision VI •' 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 City government that serves 3 City Clerk �o4s°J THBka ti Y MACE 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 soUTHi v e .1 I 2015 Accomplishments 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 O45MYTH b4-- City Clerk 2015 Goals & Challenges . .u� V 1865 What We Have Accomplished So Far 2015 Goals & Challenges How We Are Proceeding to Meet Goals Completion of audio & video system 80% complete, new cameras over-haul, which included integration officially installed Sept. 16-17th with County for City Council meetings Continuing to enhance quality and Created internal process with WNIT number of meeting airing live Ordinance Violations increase Access to BMV collections Streamlining of violation processes Working with Officer of Innovation and Code Enforcement Continuing to get information out to City Council has YouTube station for the general public in a more inclusive Council meetings nature 6 City Clerk o 4S V rare ,2 2016 Goals & Challenges . rAa 1865 • 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 City Clerk � ° ,l U� , i ruct Key Performance Indicators . iso 2017 2014 2015 Mayoral Long Term Actual Estimated 2016 Measure Goal Type Goal (if available) (if available) 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 WNIT BE Efficiency 24 16 20 23 8 City of South Bend,Indiana 2016 Budget City Clerk - 101-0201 Fund Summary-Operating and Capital Budget 2015 2016 Budget 2013 2014 Amended 30-Jon Proposed Forecast Variance Description Actual Actual Budget Actual Budget 2017 2018 2019 2020 2015-2016 Change EXPENDITURES BY TYPE Personnel Satan,&Wages 207,118 200.790 231,395 109,205 227,282 231,828 236,464 241,193 246,017 (4,113) -1.8"• Fringe Benefits 62.083 74,358 108,047 42,888 105,573 116,130 827,743 140_518 154,569 (2,474) 1 Total Personnel 209,201 281,154 339,442 152,153 332,855 347'158 364,318 381.711 408587 (6587) -19''1 (Supplies 12,397 8.771 7,740 872 6,800 6,800 6,800 6,808 6,800 (940) -12.1'11 Sen•icen&Charges ProIessa•n21 Scawcs 8,799 9,214 16,415 7,200 38,238 39,083 39,783 40,578 41,390 21.823 I+2't• Printing&.Sdsrnom8 14,5611 18,254 24,800 4,449 24,800 24,800 24,800 24,800 24,800 ['011x., _ - Educanon&'Framing 1,998 3,793 4,000 2,119 4,000 4,000 4,000 4,000 4,000 • Tavel 3,829 3,599 7,350 . 1,647 6,950 6,950 6,950 6,950 6,950 (400) Repairs&Maintenance 1,950 - 7,500 6,000 6,000 6,000 6,090 6,000 (1,500) 25.0"• Intcrfund Allocations 5,988 3,096 3,826 1,914 4,330 4,417 4,505 4,595 4,687 504 13.2 Admmutraoon - - - - - IT 2,083 2,125 2,107 2,211 2.255 Payments at I acu of Taxes(PILO) - - - - f ntnd Stores 578 509 6111 013 625 Pnm Shop 281 287 292 298 304 GIS - - Liability Imuance 1,388 1,416 1,444 1,473 15113 Telephone - Unemployment Insurance - - - - • 311 Call Center - - • - • lhibnes - - - • - Debt Service: Principal 2,483 • - - - - Interest&Fees 115 - - • - • Grants&Subsidies - - - • • - Payment In Llenn of lhxcs - - - - Transfers 0181 • • - - - - - • Other Senates& :haws 2.444 2,713 7,100 91) 7,600 7,600 7,600 7,600 7,600 ;Ins -I�',• (Total Services&Charges 42,106 403,09 70,991 18.307 91,918 92,769 93,638 94,524 95,427 201927 29.5'.1 [capital 13.408 _ - (13,40@ -1001st Total Expenditures by Type 323,764 333,594 431,573 171,332 431,573 447.527 464,645 483,035 502,814 0 0,0'/. Explain Sig'fcant Revenue and Expenditure Changes Below: A copier was budgeted for m 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 hestnrical clerk records($21,938). 9 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 Ir ∎ 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\C•NiT - 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 thou 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(GG1 • 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. R.fforts to increase revenue from collections-Access to Bum information Continue working with IT to develop more complete reports allowing analytical review Key Performance Indicators(KPI'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 meting 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 WHIT 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 2016 Budget City Clerk - 101-0201 Fund Summary - Full-Time Employees Repoli ONLY Full-Time positions 2015 2016 2014 Amended 6/30/2015 Proposed Forecast Position Actual Budget Actual Budget 2017 2018 2019 2020 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 ',,1 `i, :-1 , „' 5.0 =■ Bargaining Tonal Bargaining - - (Total Full-Time Employees 5.0 5.0 5.0 5.0 5.0 5.1) 5.0 5.0 Explain Significant Staffing Changes Below: 11 2015 2015 2015 6/30/15 2016 2013 2014 ORIGINAL AMENDED Y-T-D YTD PROPCISEU ACCOUNT NUMBER ACCOUNT DESCRIPTION ACTUAL ACTUAL BUDGET BUDGET ACTUAL Actual BUDGET 101-0201-411.10-01 REGULAR 207,118 209,796 231,395 231,395 142,974 109,265 227,282 LEVEL TEXT TEXT AMT 01 1 CITY CLERK 59,466 1 CHIEF DEPUTY CITY CLERK 49,701 1 DEPUTY CITY CLERK 44,111 1 ORDINANCE VIOLATIONS BUREAU CLERK 41,245 1 CITY CLERK SECRETARY 32,759 227,282 101-0201-411.11-01 FICA - REGULAR 15,289 15,837 17,702 17,702 10,717 8,182 17,388 LEVEL TEXT TEXT AMT 01 REGULAR SALARIES $227,282 X 7.65% 17,388 17,388 101-0201-411.11-04 PERF - REGULAR 15,112 17,101 25,916 25,916 11,750 8,979 25,457 LEVEL TEXT TEXT ANT 01 REGULAR SALARIES $227,282 X 11.20% 25,457 25,457 101-0201-411.11-07 UNEMPLOYMENT COMP 1,536 543 1,157 1,157 386 289 568 LEVEL TEXT TEXT AMT 01 SALARIES $227,282 X 0.25% 568 568 101-0201-411.11-08 GROUP INSURANCE - HEALTH 27,596 38,576 60,452 60,452 30,283 24,226 59,640 LEVEL TEXT TEXT AMT 01 LONG-TERM DISABILITY: 5 EMP X $96 480 HEALTH INSURANCE: 4 EMP X $14,400 57,600 HEALTH INSURANCE REBATE: 1 HIP X $1,560 1,560 59,640 101-0201-411.11-09 GROUP INSURANCE - LIFE 600 570 600 600 375 300 600 LEVEL TEXT TEXT AMT 01 5 EMP X $120 600 600 101-0201-411.11-22 PARKING ALLOWANCE 1,950 1,731 2,220 2,220 1,216 912 1,920 LEVEL TEXT TEXT AMT 12 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 01 PARKIN FEES - $40 PER MONTH X 12 MONTHS X 4 EE 1,920 1,920 * PERSONNEL SERVICES 269,201 284,154 339,442 339,442 197,701 152,154 332,855 101-0201-411.21-01 OFFICIAL RECORDS 465 0 1,500 1,500 0 0 1,500 LEVEL TEXT TEXT AMT 01 OFFICIAL RECORDS 1,500 1,500 101-0201-411.21-02 STATIONERY & PRINTING 313 486 290 290 224 161 0 101-0201-411.21-03 C.S. - OFFICE SUPPLIES 613 808 1,300 1,300 481 481 1,300 LEVEL TEXT TEXT AMT 01 CENTRAL SiURHS OFFICE SUPPLIES 1,300 1,300 101-0201-411.21-04 OTHER - OFFICE SUPPLIES 1,714 1,893 2,650 2,650 333 71 2,000 LEVEL TEXT TEXT AMT 01 OTHER OFFICE SUPPLIES 2,000 2,000 101-0201-411.21-05 LAW BOOKS 2,616 2,654 2,000 2,000 159 159 2,000 LEVEL TEXT TEXT AMT 01 LAW BOOKS 2,000 2,000 * SUPPLIES 5,721 5,841 7,740 7,740 1,197 871 6,800 101-0201-411.31-06 OTHER PROFESSIONAL SVCS 8,799 9,214 13,800 16,415 7,966 7,266 38,238 LEVEL TEXT TEXT AMT 01 OTTER PROFESSIONAL SERVICES: CITY OF SOUTH BEND MUNICIPAL CODE UPDATES 13,800 @4V SEARCHES 2,500 DIGITIZING HISTORICP,L CLERK RECORD 20,938 DIRECT PAY CHARGES FROM COLLECTION AGENCY 1,000 38,238 101-0201-411.31-39 COLLECTION COSTS 0 0 0 0 380 0 0 101-0201-411.31-71 CENTRAL STORES ALDOATICk1 0 264 604 604 403 302 578 LEVEE, TEXT TEXT AMP 13 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 01 2016 FIXED COST ALLOCATION #4 578 CENTRAL STORES 578 101-0201-411.31-73 PRINT SHOP ALTACATION 0 0 0 0 0 0 281 LEVEL TEXT TEXT AMT 01 2016 ALLOCATION 281 281 101-0201-411.32-02 POSTAGE 475 389 4,500 3,000 207 128 3,000 LEVEL TEXT TEXT AMT 01 POSTAGE 3,000 3,000 101-0201-411.32-21 TRAVEL - MILEAGE 1,115 1,304 2,400 2,400 983 818 2,000 LEVEL TEXT TEXT AMT 01 2016 TRAVEL/MILEAGE 2,000 2,000 101-0201-411.32-22 TRAVEL - AIRFARE 0 0 1,000 1,000 0 0 1,000 LEVEL TEXT TEXT AMT 01 TRAVEL/AIRFARE: 1,000 2016 INTERNATIONAL CLERK CONFERENCE 1,000 101-0201-411.32-23 TRAVEL - HOTEL 2,659 2,224 3,500 3,500 2,255 719 3,500 LEVEL TEXT TEXT AMT 01 2015 TRAVEL/HOTEL 3,500 3,500 101-0201-411.32-24 TRAVEL - MEALS 55 0 250 250 0 0 250 LEVEL TEXT TEXT AMT 01 2015 TRAVEL/MEALS 250 250 101-0201-411.32-25 TRAVEL - OTHER 0 71 200 200 110 110 200 LEVEL TEXT TEXT AMT 01 2015 TRAVEL/UTTER (PARKING, 'ROLLS, ETC.) 200 200 101-0201-411.33-02 PUBLICATION LEGAL NOTICE 14,560 18,117 23,750 23,750 7,089 4,352 23,750 14 2015 2015 2015 6/30/15 2016 2013 2014 ORIGINAL EMENDED Y-T-D YTD PROPOSED ACCOUNT NC14BER ACCOUNT DESCRIPTION ACTUAL ACTUAL BUDGET BUDGET ACTUAL Actual BUDGET LEVEL TACT TEXT AMT 01 PUBLICATION LEGAL NOTICE 23,750 23,750 101-0201-411.33-03 PROMOTIONAL 0 137 1,050 1,050 220 91 1,050 LEVEL TEXT TEXT AMT 01 PRCXn7TIONAL 1,050 1,050 101-0201-411.34-02 LIABILITY INSURANCE 4,356 996 1,257 1,257 840 630 1,388 LEVEL TEXT TEXT AMT 01 2016 FIXED COST ALLOCATION 87 1,388 LIABILITY INSURANCE 1,388 101-0201-411.36-02 OFFICE EQUIPMENT 1,950 0 7,500 7,500 0 0 6,000 LEVEL TEXT TEXT AMP 01 OFFICE EQUIPMENT 2,500 PA SYS17•M REPAIR 3,500 6,000 101-0201-411.36-04 COMPUTER EQUIPMENT 1,632 1,836 1,965 1,955 1,310 982 2,083 LEVEL TEXT TEXT ANT 01 2016 FIXED COST ALLOCATION 742 2,083 INFORMAATION TECHNOLOGY 2,083 101-0201-411.37-11 CAPITAL CEASE - PRINCIPAL 2,483 0 0 0 0 0 0 101-0201-411.37-12 CAPITAL LEASE - INTEREST 115 0 0 0 0 0 0 101-0201-411.39-01 REFNDS,AIARDS,INDEMSITIFS 0 295 0 0 0 0 0 101-0201-411.39-11 DUES 518 788 1,500 1,500 619 230 1,500 • LEVEL TEXT TEXT AMP 01 DUES 1,500 1,500 101-0201-411.39-38 BAD DEBT/UNCOLLECT NSF CK 0 55 0 0 0 0 500 LEVEL TEXT TEXT AMT 01 2016 ESTIMATE 500 500 101-0201-411.39-39 BANK CREDIT CARD CHARGES 1,451 1,186 1,500 1,500 754 556 1,500 15 2015 2015 2015 6/30/15 2016 2013 2014 ORIGINAL AMENDED Y-T-D YTD PROPOSED ACXXN NUMBER ACCOUNT DESCRIPTION ACTUAL ACTUAL BUDGET BUDGET' ACTUAL Actual BUDGET LEVEL TEXT TEXT AMT 01 BANK CREDIT CARD CHARGES 1,500 1,500 101-0201-411.39-70 EDUCATION &TRAINING 1,998 3,793 4,000 4,000 2,119 2,119 4,000 LEVEL TEXT TEXT AMT 01 EDUCATION & TRAINING 4,000 4,000 101-0201-411.39-89 MISC CHARGES & s RVICES 0 0 1,100 1,100 9 4 1,100 LEVEL TEXT TEXT AMT 01 MISC CHARGES & SERVICES 1,100 1,100 * OTHER SERVICES & CHARGES 42,166 40,669 69,876 70,991 25,264 18,307 91,918 101-0201-411.43-03 OYKICE EQUIPMENT 0 0 13,400 13,400 0 0 0 * CAPITAL 0 0 13,400 13,400 0 0 0 101-0201-431.22-60 COMPUTER SUPPLIES/EQUIP 6,676 2,930 0 0 0 0 0 * SUPPLIES 6,676 2,930 0 0 0 0 0 ** CITY CLERK 323,764 333,594 430,458 431,573 224,162 171,331 431,573 S 16 P Qv 1--- Vre-sek _____ l„ y_ly ,--u.v-'t -th I 7 ci • ct . /5---- Common Council September 9, 2015 #44111 f212 161 ,. s Iti�. s r '4106.;`lill'�`_ t'; t!r 1 '-•• TABLE OF CONTENTS POWERPOINT PRESENTATION 2-6 FUND 101-0301 COMMON COUNCIL 7-14 1 Council 2016 Budget... , :r., . .. „...5g,•?:::-...: !y.•• �s��. J r t 1+I I ` wt .— — a s .1 i a .• F f• 1 r„�111 I I 1 1 illFfris s - 0.-grab,, • . ! 4 • F 1 .. 1 _. ..� Jt7 .1•1110". r- ( III r44= xc . II $pUTHB. ., . 4:6O,.-)sr f.q. r U PEAClij E CE a x 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 Fire and Teamsters Negotiations ;. ..- ; 'i 4.A\r' 4441441400i tn.' - • • a' iY •. ZINV _ 1rrrr FS013THBt '14W '16 PEACE .F jr_ • • • x 1865 4 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 soli TH lie, d. � i ' u d 1 u I_�. __ W PEACE or a x 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 Cit-wide survey of measuring the effectiveness of legislative services • Refresh and keep current calendar of all mandated reports per city code. ti, ---ic 4SpUTII ZN -4- '--)...i '''''... -"--1 &, II* s 4 ] PEACE v ,�; _ a '.mss x 1865 x a` P C. . . . _. . . ,_ ..,.. ..,.. si 1,. 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Illg, Ib . . . . - .. . i . . 1.1 -14416/111111IMMIIIIII • '1 - '- --'. . •-.7.'" ,k, •7;7•;i1-:--4.-v,_ -,'.•-kY'''A-1S;5;1-4'71-:-6 :7-7--7 -a,. ) - - - .._ • .- . . . . ....: `-g---A'-nr•-....,- -.. .“. ..,4.---..,,#.....1:--- i.e ,.. - 013 Til 1.1 -..,..,....' k.-A.:4-d ' .., . ' -,--,.:7 ,-•:.- . .. . • -1..-,;,,.-.- ..... -'=-,v.-.r.„.. 3.R' :- .-- ' ,„41, .•41111w. tz Pe( .5. i i •-a, 1.1 -- • - '3. '... -'k • , . PEACE . . .. . . '0 •-"et' 4 . . _ SMIORIthkt. ,..,, ,...4 i -• • - - -..._ .. , '• — X X. 1865 6 • City of South Bend,Indiana 2016 Budget Common Council - 101-0301 J:und Summary-Operating and Capital Budget 2015 2016 Budget 2013 2014 Amended 30-Jun Proposed Forecast Variance X, Description Actual Actual Budget Actual Budge( 2017 2018 2019 2020 2015.2016 Change EXPENDITURES BY TYPE Personnel Salaries&VVagcs 140,532 143,750 161,965 73,021 169,264 172,649 176,102 179.621 183,217 7,299 4.5°. Fringe 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 189,822 199,753 249.742 1113,395 278,253 292,537 31)1,980 311,801 322,002 34,511 14.2'.1 ISuPples 13,983 1,014 4,716 820 4,500 3,100 3,100 3,100 5,000 (2061 44°4 Services&Charges Pm&ssional SMa'cs 124.409 186,016 200,425 157,662 159,156 135,819 138,536 141,306 144,132 (41269) 20.6'. Printing&Adsvatinng 4,698 3,871 0.984 1,270 8,859 8,859 8,859 8,859 8,859 1,875 lhdmcs - _ - • - _ Education&Training 349 85 1,500 • 11,500 2,000 7000 2,000 11,500 10181) 666.7 'I-rve1 899 707 3.319 590 6,000 3.500 3,500 3,500 6,000 2,681 80.8°„ Repairs&Maintenance 2,928 17,878 18.277 4.053 5,000 5,000 5,000 5,000 5,000 (13277) -72.0"- Ineerfund Allocations 10,752 7,735 8.247 4,120 9,332 9,518 9,70) 9,903 10,101 1,085 112".. Administration - - - • - J r 4,166 4,249 4.334 4.421 4,501 Payments in Lieu of Taxes(PI1.01) - - - -Central Stores - • - -Pont - Shop 450 459 468 478 487 CIS 2,270 2,316 2,362 2,409 2.458 Liability Insurance 2,445 2,494 2,544 2,595 2.047 Telephone Unemployment Insurance - - - - 311 Call(kmer - - - • • tinkles - - - Debt Service: Principal • • • - - - - Wriest&Fees - • . • - - (bane.&Subsidies - • - - • • - Payment In Lieu of Taxes - - • - - - Transfers Transfers Our • - - - • - Other Sensras&Chines 1.182 528 2,950 362 6,450 6,450 6,450 6,450 6,450 118<.' !Total Setvieea&Charges 145.117 210.812 241,702 168,669 206,297 171,146 174,053 177.018 192.042, ••• 146" ICapital - • Total Expenditures by Type 348,922 417,659 490,150 272,884 489,050 466,784 479,138 491,919 519,044 (1,100) _.. Explain Significant Revenue and Expendituse Changes Below: C)vera8 changes were the increase in training and travel budget due to new council members waning in 2016,increase in intern costs and police and fire negotiations which will required additional kgai costs estimated at 826.000 Increase in penantagei on various categories doe mainly to the 2015 budget amendments done to cover the costs of legal billings recenvd which related to pnur years.(hoe.11 decrease in spending due to the animation of the salary for(1)council member who chooses not to take a salary and the change from budgeting all council memhrta at full insurance costs to acnial insurance costs 7 • 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(BE1 - 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,1 - 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 Me betterment of South Bend is always our highest priority." - To effectively carry out the duties 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 pconnmic Development fEDI • "fo 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 Rev 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 Changes/Challenges/Opportunities(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 canons Boards and Committees Refresh and keep a current calendar of all mandated reports from departments,commissions and committees,per City Code 8 City of South Bend,Indiana 2016 Budget Common Council - 101-0301 Fund Summary - Full-Time Employees Report ONLY Fall-Time position. 2015 2016 2014 Amended 6/30/2015 Proposed Forecast Position Actual Budges Actual Budget 2017 2018 2019 2020 Staffing(Full-Time Employees) Non-Bargaining Council Members 9.0 9.0 9 i l `>.i 1 9.0 9.0 9.c 9 1 'Total Non-Bargaining 9.0 9.0 9.0 9.0 9.0 9.0 Bargaining Total Bargaining - - - - - !Total Full-Time Employees 9.0 9.0 9.0 9.0 9.0 9.0 9.0 9.0 Explain Significant Staffing Changes Below: 9 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 101-0301-411.10-01 REGULAR 140,532 143,750 170,960 151,965 95,533 73,021 149,264 TAT TEXT AMT 01 PART TIME POSITIONS WITH BENEFITS 9 COUNCIL14EMBERS @ $18,658 167,922 LESS: (1) MEMBER NOT TAKING SALARY 18,658- 149,264 101-0301-411.10-03 SEASONAL & INTERNS 0 0 10,000 10,000 2,628 0 20,000 LEVEL TEXT TEXT ANT 01 LEGISLATIVE RESEARCH ASSISTANT PART TIME 20,000 20,000 101-0301-411.11-01 FICA - REGULAR 11,344 11,199 13,845 12,497 7,310 5,587 12,949 LEVEL TEXT TEXT AMT 01 REGULAR SALARIES $167,922 X 7.65% 12,847 INTERNS $20,000 X 7.65% 1,530 LESS: (1) COOUNCIL MEMBER NOT TAKING SALARY 1,428- 12,949 101-0301-411.11-04 PERT - REGULAR 12,297 14,088 19,148 17,265 9,362 7,156 16,718 LEVEL TEXT TEXT AMT 01 REGULAR SALARIES $167,922 X 11.20% 18,808 LESS: (1) COUNCIL MEMBER NOT TAKING SALARY 2,090- 16,718 101-0301-411.11-07 UNEMPLOYMENT COMP 1,283 429 855 855 285 214 374 LEVEL TEXT TEXT AMT 01 REGULAR SALARIES $167,922 X 0.25% 420 LESS: (1) COUNCIL MEMBER NOT TAKING SALARY 46- 374 101-0301-411.11-08 GROUP INSURANCE - HEALTH 23,526 29,447 108,814 49,540 21,246 16,997 77,448 LEVEL TEXT TEXT AMT 01 LONG-TERM DISABILITY: 8 EMP. X $96 768 • HEALTH INS COVERAGE: 5 EMP X $14,400 72,000 HEALTH INS REBATE: 3 EMP X $1,560 4,680 (1) COUNCIL MEMBER DOES NOT TAKE SALARY/INS 77,448 10 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 TACT TEXT AMT 01 8 EMP. X $120 960 (1) COUNCIL MEMBER NOT TAKING SALARY/INS 960 101-0301-411.11-22 PARKIN ALLOWANCE 0 0 540 540 0 0 540 LEVEL TEXT TEXT AMT 01 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 01 2016 ENT 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 TACT TEXT AMT 01 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 TACT TACT AML' 01 OTHER OF'F'ICE 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 01 UPGRADES TO I-PADS AND RELArEU 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 2015 2015 2015 6/30/15 2016 2013 2014 ORIGINAL AMENDED Y-T-D YTD PROPOSED ACCOUNT NUNIDER ACCOUNT DESCRIPTION ACTUAL ACTUAL BUDGET BUDGET ACTUAL Actual BUDGET LEVEL TEXT TEXT AMT 01 PROFESSIONAL SERVICES 83,156 LEGAL COUNSEL FOR SOUTH BEND COMMON COUNCIL 35 HOURS PER WEEK X 52 WEEKS X $45.69 PER HOUR 83,156 101-0301-411.31-06 OTHER PROFESSIONAL SVCS 43,000 0 0 0 0 0 0 101-0301-411.31-07 ADDITIONAL LEGAL SERVICES 17,925 116,531 28,500 118,500 110,120 110,120 76,000 LEVEL TEXT TEXT AMT 01 ADDITIONAL LEGAL SERVICES 50,000 NDOOTATIONS - POLICE AND FIRE 26,000 76,000 101-0301-411.31-08 SECURITY SERVICES 0 0 1,000 425 0 0 0 101-0301-411.31-71 CENTRAL SIURFS ALLOATION 1,548 264 0 0 0 0 0 101-0301-411.31-72 GIS ALLOCATION 2,004 2,059 2,163 2,163 1,442 1,081 2,271 LEVEL TEXT TEXT AMT 01 2016 FIXED COST ALS_OCIITION #6 2,271 GIS ADM FEE 2,271 101-0301-411.31-73 PRINT SHOP ALSDCATION 0 0 0 0 0 0 450 LEVEL TEXT TEXT AMT 01 2016 PRINT SHOP ALLOCATION 450 450 101-0301-411.32-02 POSTAGE 90 108 450 450 58 28 450 LEVEL TEXT TEXT AMT 01 POSTAGE 450 450 101-0301-411.32-21 TRAVEL - MILEAGE 0 0 500 819 0 0 1,500 LEVEL TEXT TEXT AMT 01 TRAVEL/MILEAGE 1,500 1,500 101-0301-411.32-22 TRAVEL - AIRFARE 488 340 500 500 396 396 500 LEVEE, TEXT TEXT AMT 01 TRAVEL,/AIRFARE 500 500 12 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 101-0301-411.32-23 TRAVEL - HOTEL 300 121 1,000 1,000 500 200 3,000 LEVEL TEXT TEXT AMT 01 TRAVEL/HOTEL 3,000 3,000 101-0301-411.32-24 TRAVEL - MEALS 45 132 500 500 36 0 500 LEVEL TEXT TEXT AMT 01 TRAVEL/MEALS 500 500 101-0301-411.32-25 TRAVEL - OTHER 66 114 500 500 30 0 500 LEVEL TEXT TEXT AMT 01 TRAVEL/OTHER 500 500 101-0301-411.33-03 PROMOTIONAL 4,698 3,871 9,700 6,984 1,418 1,270 8,859 LEVEL TEXT 'TEXT AMT 01 PRC 'ITONAL 8,859 8,859 101-0301-411.34-02 LIABILITY INSURANCE 5,016 1,740 2,154 2,154 1,440 1,080 2,445 LEVEL TEXT TEXT AMT 01 2016 FIXED COST ALLOCATION #7 2,445 LIABILITY INSURANCE 2,445 101-0301-411.36-01 BUILDINGS 0 14,885 6,000 9,680 3,680 3,680 500 LEVEL TEXT TEXT AMT 01 CONFERENCE ROOM REMODELING, SMALL CONFERENCE 500 TABLE, CHAIRS, ETC. 500 101-0301-411.36-02 OFFICE EQUIPMENT 2,928 2,985 8,597 8,597 973 973 4,500 LEVEL TEXT TEXT AMT 01 oEFiCE EQUPNMENT 1,000 PA SYSTEM REPAIR 3,500 4,500 101-0301-411.36-04 COMPUTER EQUIPMENT 2,184 3,672 3,930 3,930 2,620 1,965 4,166 LEVEL TEXT TEXT AMT 13 2015 2015 2015 6/30/15 2016 2013 2014 ORIGINAL SIDED Y-T-D YTD PROPOSED ACCOUNT NUMBER ACCOUNT DESCRIPTION ACTUAL ACTUAL BUDGET BUDGET ACTUAL Actual BUDGET 01 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 LEVE TEXT TEXT AMT 01 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 01 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 ANKH' 01 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 John Voorde From: Jennifer Hockenhull Sent: Wednesday, September 09, 2015 12:10 PM To: DL-City Council Cc: Pete Buttigieg; Brian Pawlowski; James Mueller; John Murphy; Brent Cummins Subject: Budget Hearing VII - Common Council Attachments: Budget Hearing VII - Common Council.pdf Please find attached the package for the budget hearing scheduled for tonight at 5pm. Hard copies will be available for those who have requested them. Thanks, Jen 4youTEI eF Jennifer Howard Hockenhull, CPA Deputy City Controller w PFAU. Department of Administration& Finance 1865. (574)235-9822 jhockenh @southbendin.gov City of South Bend 227 W.Jefferson Blvd. South Bend, IN 46601 http://www.southbendin.gov 1 Common Council September 9, 2015 . "1• '10••`. 4111.1111/411,1-.. „ (12:f, .11:711111512174-77: TABLE OF CONTENTS POWERPOINT PRESENTATION 2-6 FUND 101-0301 COMMON COUNCIL 7-14 1 C a ni, 1. T1 o n ■ ,, C , , .,.2016 Budget fi / .v \ i f- ...kt - ' ��: +e•tdFa�ri 4 117 7!llEr.. _orl _-. . •i. -re-sub. . .A 'It-I .,'1 11":. I f ' ' '' .i! 11111 'JP!' :: .,..._____- ., , • • 1 p/ II t i . r $0UTR8�, • 4 .p9 C.) IlUk S PEACE s a 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 $40K Funds for Fire and Teamsters Negotiations ! ( 1 IINIITt2111t1111l...u� , i . . .... .. .. .... '-? r-- to r:" y lqi► M u ..•• d r• F 1 l• g ;4, PEACE. t. Lo , 4 , - I 1865 Council 2016 Budget - Accomplishments • 194 Bills and Resolutions • Added Electronic Displays outside offices • Added Spanish Translations of meeting notices and agendas • 4 special budget meetings in the community • 91 public hearings - YTD itIrtss 04$ 013TH - -I 4. "a# 4•NA.' la* I "" "�.i✓=�[ � PEACE 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 Cit-wide survey of measuring the effectiveness of legislative services • Refresh and keep current calendar of all mandated reports per city code . . O �d - U p PEACE. f 4111° x 1865 x Common Council Thank Yo u ! . _ . y • I i I , • 1- _TT__It' • ‘-."; 4.- it "-- f -•-.•• 7.7 '11 • !IR '4:111 • # • .-.11,60. . fiA2444, . „ •. 10. . , , • - '7 I.'''..:7-; -:• (:1 s: ' • o •. .. C.; L • • I • 7 4\F 4 • A .-.1.3:;;Y:.zrOi.;,:it,*. • , 11 , ..1, , . 4; , a - •r:if.7.7; •„:7' ' 7 5' •—•;' ' — "" 'f[ 11#11111146. s• •'4., " • 7 ifirr: I .• : Art. r t • 4)11 44 ' • tit „ r Al • • . 'PO I . ..4';'• IC•; otip a,• - • :II' s • . •.• • •-• „Of - b , ?.■ . , • fr _ ;Jr• v." . ' • •. .. • , . . . .:" • 6,44. • (§S. , \ - I_ 1..1 • • . • . •- . • ••• PEACE .. _ . . • • - • • = • -- • _ . . . 1865 ttiif ALE_ 6 City of South Bend,Indiana 2016 Budget Common Council - 101-0301 l and Summary-Operating and Capital Budget m1G - 356 Budget 2013 2014 Atto•td,-,l qt./tot ro.g',c.l Pon.,,,, variance s Description Actual Actual Isodyn At mul_,1 2510 255. 2019 2020 2015.2016 Change EXPENDITURES BY TYPE Personnel Salons&1C'agss 140,532 143.751 161.965 73,021 149.264 172,649 176.102 179.624 183.217 7,271 4.5 Bungs Bette fin 49.290 56,003 81,777 30,371 108,989 119.883 125,882 132.176 138,785 27,212 33.3 :Total Personnel 189,822 199.753 243.742 103,395 278,253 292,537 301.985 311.801 322,012 34,511 14.2"i • ISupplien 13.183 1.094 4.706 820 4.500 3.100 3,100 3.100 5.000 (206) -I.4'c Services&Charges Ptofnsiosul Services 124,419 106,016 200.4225 157.602 159,156 135.819 138,536 141306 :44,132 (41,269) -20.6"" Pruning&Advertising 4498 3,871 6,984 1,2'10 8,859 8,859 8.859 8.859 8.859 4875 26.8 Utilities • - - - - Edunnnn&Training 349 85 1500 11,500 2,000 2,000 2,000 11.000 10,000 666.7"4 Travel 899 707 3,319 501. 6,000 3,500 3,500 3,500 0000 2.601 80.8",• Repairs&blaintenmee 2.928 17,870 18,277 4,651 5,000 5,000 5,000 5,000 5,000 (13,277) Intsrhusd Allocations 10,752 7,735 8,247 4,126 9,332 9,518 9.719 9,903 10,101 1.085 13.2^. Adminisnanon . - •IT 4.166 4.249 4,334 4,421 4509 Payments in boa ofTarn(PILOT) - Central Stores - - - - - 1'nm Shop 450 459 468 478 487 (10 2,270 2.316 2,362 2,409 2,458 IJandity insurance 2,445 2.494 2,544 2.595 2,647 Telephone - - • - I;uenqsk,)ment Insurance 311 Cal Center - • - Debt Seraicet Prmmpal • - - - . Interest&Fees • - - - - • . Grants&Subsidies • • - . • . Payment 1111-1C0 of Taxes • . • - - • • • 'transfers nut . . • • - - • Other Sonnet&Charges 1,082 528 2,950 362 6,450 6.450 6,450 6.450 6.450 3,500 118.614 ITonl Services&Charge. 145,117 216,812 241,702 168,665 206,297 171,146 174,053 177.018 192,1142 (35,405) .14.44..4 !Capital • - • - . . l Total Expenditures by Type 34 8,922 417,659 490,150 272,884_ 489,050 466,784 479,138 491,919 519,044 (1,100) -0.2". Explain Sianihcant Revenue and Expenditure Changes Below: Oveoll changes wen the meccas in mining and trawl budget due to new•routed members suiting in 2016,increase m teem C0113 and police and lira negoaaton,which will rulmrrd additional legal costa estimated at$26,000 Increase in percensges in moue categories slut mainly to the 2015 budget amendments skate to cover the costs of kpsl hangs received which related to prior years.Choral)decrease in spending due to the elimination of the salary for(I)coursed member who chooses nor to take a salary and the change from budgeting all council members at 6111 insurance cons to acma1 insurance costs 7 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,YID in 2015 2016 Department Goals&Objectives&Linkage to City Goals Basica are Easy(BEI - Increase accessibilities of Common Council meetings,whether holding them of 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(GGI - With a potential S new members on council,the budget includes funding for TACT 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 duties and responsibilities set forth in Indiana Code 36-1-6 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 Fsvmsfmic 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 21116 Measure Goal Type Goal Actual Estimated 'Mover - Conduct a City-wide online survey measuring the effectiveness of legislative services �. I,,pcs:output,efficiency,effectiveness,quality,outcome,technology 2016 Significant Changes/Challenges/Opportunities(with a focus on solutions) - 2016 Significant changes will sec at least 3 new council members and a possibility of as many of 5 new numbers. There is a need for training - Upgrade the training and interaction with all city residents appointed by the COMMIS 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 8 City of South Bend,Indiana 2016 Budget Common Council - 101-0301 Fund Summary - Full-Time Employees Rood ONL)'1'i1ll-Timr positimrr 2015 2016 2014 Amended 6/30/2015 Proposed Forecast Position Actual Budget Actual Budget 2017 2018 2019 2020 Staffing(Full-Time Employees) Non-Bargaining Council Members 9.0 9.0 v.0 1 9.0 9.0 9.0 )I Total Non-Bargaining 9.0 9.1) 9.0 9.0 9.n 91) Bargaining l'otal Bargaining - Total Full-Time Employees 9.0 9.1) 9.0 9.1) 9.0 9.0 9.0 9.0 Explain Significant Staffing Changes Below: 9 2015 2015 2015 6/30/15 2016 2013 2014 ORIGINAL AMENDED Y-T-D YTD PROPOSED ACCOUNT NUMBER ACCDUNT DESCRIPTION ACTUAL ACTUAL. BUDGET BUDGED ACTUAL Actual BUDGET 101-0301-411.10-01 REGULAR 140,532 143,750 170,960 151,965 95,533 73,021 149,264 LEVEL TEXT TEST AMT 01 PART TIME POSITIONS WITH BENEFITS 9 OOUNCILNFSBERS N $18,658 167,922 TMSS: (1) MEMBER NOT TAKING SALARY 18,658- 149,264 101-0301-411.10-03 SEASONAL & INTERNS 0 0 10,000 10,000 2,628 0 20,000 LE'VE'L. TEXT TEXT AMT 01 LEGISLATIVE RESEARCH ASSISTANT PART TIME 20,000 20,000 101-0301-411.11-01 FICA - REGULAR 11,344 11,199 13,845 12,497 7,310 5,587 12,949 LEVEL TEXT TEXT AMP 01 REGULAR SALARIES $167,922 X 7.65% 12,847 INTERNS $20,000 X 7.65% 1,530 LESS: (1) COUNCIL MEMBER NOT TAKING SALARY 1,428- 12,949 101-0301-411.11-04 PERF - REGULAR 12,297 14,088 19,148 17,265 9,362 7,156 16,718 LEVEL TEXT TEXT AMT 01 REGULAR SALARIES $167,922 X 11.20% 18,808 TMSS: (1) COUNCIL MEMBER NOT TAKING SALARY 2,090- 16,718 101-0301-411.11-07 UNEMPLOYMENT COMP 1,283 429 855 855 285 214 374 LEVEL TEXT TEXT AMT 01 RDUJIAR SALARIES $167,922 X 0.25% 420 JFSS: (1) COUNCIL MEMBER NOT TAKING SALARY 46- 374 101-0301-411.11-08 GROUP INSURANCE - HEALTH 23,526 29,447 108,814 49,540 21,246 16,997 77,448 LEVEL TEXT TEXT AMT 01 IONS-TERM DISABILITY: 8 EMT. X$96 768 HEALTH INS COVERAGE: 5 EMP X $14,400 72,000 NEALTH INS REBATE: 3 EMP X $1,560 4,680 (1) COUNCIL MEMBER DOES NOT TAKE SALARY/INS 77,448 10 , t 2015 2015 2015 6/30/15 2016 2013 2014 ORIGINAL AMENDED Y-T-D YTD PROPOSED ACCOUNT NUMBER ACC,OUNI'DESCRIMON 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 01 8 EMT. X $120 960 (11 COUNCIL MEMBER FOOT TAKING SALARY/INS 960 101-0301-411.11-22 PARKING ALLWANCE 0 0 540 540 0 0 540 LEVEL TEXT TEXT AMT 01 1X $45 X12 = 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 TEST AMT 01 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 TEST AMT 01 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 '112Cr TEXT ANT 01 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 01 UPGRADES TO I-PADS AND RELATED EQUIPMENT FOR 1,000 COUNCIL MEMBERS TO REDUCE PAPERWORK AND IMPROVE CX:M1INICAITION. 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 18XAL 63,484 69,485 81,500 81,500 54,333 47,542 83,156 11 2015 2015 2015 6/30/15 2016 2013 2014 ORIGINAL AMENDED Y-T-D YTD PROPOSED ACCOUNT NUMBER AC"OUNT DFSCRIPITON ACTUAL ACTUAL BUDGET BUDGET' ACTUAL Actual BUDGET LEVEL TEXT TEXT AMT 01 PROFESSIONAL SERVICES 83,156 LEGAL COUNSEL FOR 90U1'H BED COMM COUNCIL 35 HOURS PER WEEK X 52 WEEKS X $45.69 PER HOUR 83,156 101-0301-411.31-06 0111-ER PROFESSIONAL SVCS 43,000 0 0 0 0 0 0 101-0301-411.31-07 ADDITIONAL LEGAL SERVICES 17,925 116,531 28,500 118,500 110,120 110,120 76,000 LEVEL TEXT TEST AMT 01 ADDITIONAL LEGAL SERVICES 50,000 NEFXYIRTICNS - POLICE AND FIRE 26,000 76,000 101-0301-411.31-08 SECURTIY SERVICES 0 0 1,000 425 0 0 0 101-0301-411.31-71 CENTRAL STORES ALLOATION 1,548 264 0 0 0 0 0 101-0301-411.31-72 GIS ALLOCATION 2,004 2,059 2,163 2,163 1,442 1,081 2,271 LEVEL TEXT TEXT AMT 01 2016 FIXED COST ALLOCATION #6 2,271 GIS ADM FEE 2,271 101-0301-411.31-73 PRINT SHOP ALLOCATION 0 0 0 0 0 0 450 LEVEL TEXT TEXT AMT 01 2016 PRINT SHOP ALLOCATION 450 450 101-0301-411.32-02 EOS1 2E 90 108 450 450 58 28 450 LEVEL TEXT TEXT AMT 01 POSTAGE 450 450 101-0301-411.32-21 TRAVEL - MILEAGE 0 0 500 819 0 0 1,500 LEVEL TEXT TEXT AMT 01 TRAVEL/MILEAGE 1,500 1,500 101-0301-411.32-22 TRAVEL - AIRFARE 488 340 500 500 396 396 500 LEVEL TEXT TEXT AMT 01 TRAVEL/AIRFARE 500 500 12 • 2015 2015 2015 6/30/15 2016 2013 2014 ORIGINAL MINDED Y-T-D Y'ID PROPOSED ACCOUNT NTS'IBER ACCJOUNF DESCRIPTION ACTUAL ACTUAL BUDGET BEET ACTUAL Actual BUDGET 101-0301-411.32-23 TRAVEL - HOTEL 300 121 1,000 1,000 500 200 3,000 LEVEL, TEXT TACT AMT 01 TRAVEL/HOTEL 3,000 3,000 101-0301-411.32-24 TRAVEL - MEALS 45 132 500 500 36 0 500 LEVEL TEXT TEXT AMT 01 TRAVEL/MEALS 500 500 101-0301-411.32-25 TRAVEL - OTHER 66 114 500 500 30 0 500 LEVEL TEXT TEXT AMT 01 TRAVEL/C7IHER 500 500 101-0301-411.33-03 PRCT'DTIONAL 4,698 3,871 9,700 6,984 1,418 1,270 8,859 LEVEE. TEXT TEXT AMT 01 PRG4:YTICRNAL 8,859 8,859 101-0301-411.34-02 LIABILITY INSURANCE 5,016 1,740 2,154 2,154 1,440 1,080 2,445 LEVEL TEST TEXT AMT 01 2016 FIXED COST ALLOCATION #7 2,445 LIABILITY INSURANCE 2,445 101-0301-411.36-01 BUILDINGS 0 14,885 6,000 9,680 3,680 3,680 500 LEVEL TEXT TEXT AMT 01 CONFERENCE ROOM REMODELING, SMALL CCCNFERENCE 500 TABLE, CHAIRS, ETC. 500 101-0301-411.36-02 OFFICE EQUIPMENT 2,928 2,985 8,597 8,597 973 973 4,500 LEVEL TEXT TEXT AMT 01 OFFICE DXTTEENT 1,000 PA SYSTEM REPAIR 3,500 4,500 101-0301-411.36-04 CCMPUIER EL3UIP4E2'TT 2,184 3,672 3,930 3,930 2,620 1,965 4,166 LEVEL TEXT TEXT AMT 13 2015 2015 2015 6/30/15 2016 2013 2014 ORIGINAL AMENDED Y-T-D YTD PROPOSED ACYAUNT NU'BER ACODUNT DESCRIPTION ACTUAL ACTUAL BUDGET BUDGET ACTUAL Actual BUDGET 01 2016 FIXED COST ALLOCATION #2 4,166 INFORMATION TECIi8OLC)GY 4,166 101-0301-411.39-10 SUBSCRIPTIONS 992 420 3,500 1,000 555 334 3,500 LEVEL TEXT TEXT AMT 01 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 01 EDUCATION &TRAINING - NEW COUNCIL MEMBERS 11,500 11,500 101-0301-411.39-71 MEET=EXPENSES 0 0 2,500 1,500 0 0 2,500 LEVEL TEXT TEXT AMT 01 MEETING EXPENSE 2,500 2,500 * OTHER SERVICES & CHARGES 145,117 216,812 155,494 241,702 177,651 168,668 206,297 ** CORN COUNCIL 348,922 417,659 485,139 490,150 316,588 272,882 489,050 14