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HomeMy WebLinkAbout02-05-09 Council Retreat - Brainstorming Session #1..~~~:~,j ,a J n .:~~ ~.,. Council Retreat -Brainstorming Session # 1 2009 South Bend Common Council The February 5, 2009 Council Retreat of the South Bend Common Council was called to order by Council President Derek D. Dieter at 6:30 p.m. in the Council Informal Meeting Room at 6:30 p.m. Following refreshments, President Dieter noted that the Council Retreat was the first of several internal work sessions which will focus on Council Priorities and Council Operations. Persons in attendance included Council Members: Rouse, White, LaFountain, Puzzel{o, Dieter, Varner, Oliver Davis, Henry Davis, Jr., and Kirsits; Mayor Stephen Luecke, Public Works Director Gary Gilot, Ron Glon, Jerry Niezgodski, Martha Lewis, members of the news media, unidentified members of the public, Jamie Loo of the South Bend Tribune, and Council Attorney Kathleen Cekanski-Farrand. Council President Dieter thanked everyone to coming to the internal work session of the Council. He noted that there would be limited public comment tonight in light of the primary focus being upon Council Priorities and Council Operations. Council Notebooks: Council President Dieter provided a looseleaf notebook to each Council Member which contained the following information: • Council Retreat notice dated January 30, 2009 • The Process-The Cycle for Actions/Strategies from the May 13, 2008 Council Retreat • Internal Performance Measure from the May 13, 2008 Council Retreat • Priorities/Goals work sheet from May 13, 2008 Council Retreat • Power point -copies of Slide # 1-#25 • Indiana Code § 36-4-7-1 through /ndiana Code ~ 36-4-7-11 -City Budget Procedures • St. Joseph County Depth Profile statistics Power Point Presentation: Council Member Karen L. White, Chairperson of the Health and Public Safety Committee; Council Member Tom LaFountain, Personnel and Finance Committee Chairperson; and Council President Derek D. Dieter then presented the power point presentation. President Council Retreat Minutes of February 5, 2009 Page 2 Dieter noted that the Council s theme of ~~transparency and communication" will be consistent throughout this presentation. He highlighted regulations addressing Council Operations (See: Slide # 3) addressing attendance at meetings; presence at events with fees; turning cell phones and pagers to their silent mode during meetings; and being present and in the appropriate Council seat. He called upon the Council Attorney to highlight the Council s statutory role with regard to the budget. (See: Slide # 4 address state and local regulations) Council Member White then recapped the 2008 Council Retreat (See: Slides # 5-7). She stressed the need for transparency and communication both vertically and horizontally. She noted the ongoing need to have accountability to the public by both the Council and the City Administration. Council Member White emphasized that the Council needs to establish priorities; have discussions with the public and the Administration; implement the priorities established and monitor progress against timelines. She noted that in 2008 the Council established public safety as the # 1 priority for the city; and noted that the Council must now define what that means. Council Member White stated that communication at all levels is critical, which will be educational for all. Council Member Kirsits noted that last year he stated that the City was approaching a ~~perfect storm" with regard to neighborhood problems; fires; arsons; vacant buildings; etc. which is not unique to South Bend. Council Member LaFountain then reviewed the alternative types of budgeting: traditional historic budgeting, zero-based budgeting, and priority-based budgeting. He noted that priority- based budgeting requires the establishing of funding hierarchy. The Council needs to know information on all funding sources and uses in order to set allocations. He stated that this will require looking at the budget from a different angle, noting that there are different ways to reach common goals. He then reviewed goal setting; challenges; and transparency (See: Slides # 8 - # 14) Council President Dieter noted that realistic timelines must be established once realistic goals are established, noting that public safety is 72-75% of the General Fund budget. He noted that Council Retreat Minutes of February 5, 2009 Page 3 the Council is looking into how the delayed tax billings can be corrected since $3/4 million has been spent by the city on interest for loans as a result of these delayed billings. (See: Slides # 15 - # 18) Council Member White noted that the emphasis should be on priorities framing the budget, with the Council working collectively with the City Administration. She again noted that with public safety being # 1 priority, the process requires information to be gathered, shared and discussed. As the Council reaches consensus, those priorities need to be advanced. Tonight is the beginning of that conversation and it wilt require a different way of working with the Administration. (See: Slides # 19 - # 20) Council Member LaFountain stressed the need for the citizens need to know, so that they do not see the budget process as ~~back room dealings"; but rather that there is common sense communication by the public officials who are the servants of the public. He noted that priority- based budgeting is all inclusive - it requires communication and information sharing with the Council, the Administration and the citizens. Priority-based budgeting results in a ~~hierarchy of goals and then we work with the numbers". (See: Slides # 21 - # 23) Council President Dieter suggested that additional internal work sessions of the Council will be needed for the process to be successful. He then passed out a 1-page ~~Council Assignments" sheet which focused on five (5) topics: TIF Funding, Major Moves, Redevelopment, Stimulus Package, and South Bend Budget vs. General Budget (copy attached). He also suggested that an ad hoc committee may be needed to bounce ideas and concepts with to gain different perspectives. (See: Slides # 24 - # 25) Council Member Rouse stated that the ~~wagon may be in front of the horse". He suggested that the Administration should be at the table and should be part of a collaborative effort. He noted that the process could be a ~~win/win" if both the Council and Administration are at the table, especially in light of serious reductions in funding. Council Retreat Minutes of February 5, 2009 Page 4 Council President Dieter stated that the Council is "getting the horse out of the barn" with this process by formulating priorities, as the first step in a multi-step process which will include the Administration and the public. In response to a question from Council Member Oliver Davis, the Council Attorney noted that priority-based budgeting is not a new concept. She noted that several communities have effectively used this concept - such as the state governments of Georgia and Oregon; as well as communities and school districts in Colorado. Council Member White stated that priority-based budgeting provides direction and gives clarity to the process. She sees the challenge as how do we bring together all of the competing interests for city funds. Setting priorities will guide those discussions and provide structure to facilitate conversation. She added that the worse thing would be for the city to go in different directions. The process starts with conversation. Council Member Puzzello stated that she sees as the first objective being working as a team and not as nine (9) separate people. The team then pursues what they believe in and have prioritized, with this need being the 1St work to be done Council Member LaFountain stated that he "agrees with Council Member Puzzello totally". He stated that "it is imperative for the Common Council to know where we are going, and sees this not as a list of demands to the Administration, but rather having discussions where there will be give-n-take conversations; compromises; and the opportunity to move forward with good suggestions". Council Member Rouse stated that the problem is when things appear when there has not been dialogue, noting that it appears that at least three Council Members have worked on the proposed budgeting concept. Council Member White stated that in all of the previous Council Retreats which have been held over the years there have been common themes: Council Retreat Minutes of February 5, 2009 Page 5 • Communication -which starts among ourselves • Putting issues on the table • Transparency • Need for structure and communication Council Member White added that she often asks why is she on a Standing Committee, what are their goals, etc. Council Member Oliver Davis stated that all nine Council Members need to have the opportunity to be a part of the team. All need to work to come together better. Council Member Kirsits stated that there has to be a starting point. The Council can be a cheerleader or a leader. Seeking greater efficiencies in fight of limited resources should always be one of the Council s goals. He noted that the Mayor said it best when he stated that ~~there has to be a mix of everything for the betterment of South Bend". Council Member Kirsits stated that tonight is a good beginning and the Administration will be brought in later. Council President Dieter stated that he has been dealing with the Mayor and that these internal work sessions are works in progress. He stated that we all need to help each other if the process is to be successful and referred back to power point slide # 23 addressing ~~Tasks Ahead" and the setting of priorities and reaching a consensus of the Council. Council Member Puzzello noted that she had previously stated when the dates for the Council Retreat were being selected that she would be unable to attend the February 12th meeting due to a prior commitment. She stated that she would like handouts from that session. Council President Dieter assured Council Member Puzzello that she would have the handouts and the minutes from the next work session. Council President Dieter then called upon Mayor Luecke for an update. Mayor Luecke stated that he and six other Mayors were in Washington, D.C. as part of TACT. They met with legislative members and staff members with their primary goal being the asking Council Retreat Minutes of February 5, 2009 Page 6 of monies for the local levels and the need for such money to be distributed quickly. He noted that Public Works Director Gary Gilot has prepared a list of "shovel-ready" projects so that they could be considered for infrastructure dollars. The Mayor stated that they received positive responses with the stimulus bill perhaps going to a conference committee as early as this weekend. Mayor Luecke thanked the Council for tonight s work session and the thoughtfulness which has gone into the process. The Mayor stated that "he is on the same page with the Council with regard to priority based budgeting", adding that the "would be delighted to work with the Council~~. Mayor Luecke stated that he has also been to Indianapolis urging the General Assembly to pass a state law which would require COLT monies to be distributed on a timely basis. The Bill being proposed would require distribution within ten (10) days of receipt. Council President Dieter again thanked everyone for attending the Councils work shop session, and then adjourned the meeting at 8:10 p.m. Res ctfully s 'tte ~ Council President Derek D. Dieter South Bend Common Council Attachments