HomeMy WebLinkAbout07-11-16 Personnel and FinanceOFFICE OF THE CITY CLERK
KAREEMAH FOWLER, CITY CLERK
PERSONNEL & FINANCE
JULY 11, 2016 4:15 P.M.
Committee Members Present: Karen L. White, Gavin Ferlic, Regina Williams- Preston (late),
John Voorde
Other Council Present: Oliver Davis, Jo M. Broden, Dr. David Varner, Tim Scott
Others Present: City Clerk Kareemah Fowler, Jennifer Coffman, Kathleen
Cekanski - Farrand, Adriana Rodriguez, John Murphy
Agenda: Bill No. 32 -16 — June Enterprise Funds
Bill No. 33 -16 — June Transfer Funds
Bill No. 34 -16 — June Civil City Funds
Committee Chair Karen L. White called the meeting of the Personnel and Finance Committee to
order at 3:55 p.m. with three (3) items on the agenda.
Committeemember Gavin Ferlic moved to hear Bill Nos. 32 -16, 33 -16, and 34 -16 together for
public hearing, it was seconded by Committeemember John Voorde and carried unanimously by
a voice vote.
Bill No. 32 -16 — June Enterprise Funds
John Murphy, offices on the 12th floor of the County -City Building, served as the presenter and
petitioner for this bill. It has been the Administration's practice in the past years to do budget
amendments quarterly, and he apologized for being a few weeks late, because it has been a busy
budget season. These are additional appropriations requests. The first is an appropriation of
$150,000 for trash and yard waste totes in the solid waste fund. Those are used quite a bit and
they need to be replenished. There is sufficient cash in Fund ( #610) to cover that appropriation.
The second is Fund ( #659) which is a 2011 Sewer Bond Fund. Mr. Murphy wants to appropriate
the last portion of that bond, $60,601 to cover a change order on a primary clarifier project. The
third is a $385,775 payment to the State of Indiana. The City received special Medicaid
reimbursements for EMS over the last several years, and this is another one. This is an
opportunity for the City of South Bend to make a payment of $385,775 to receive $1,153,017 in
455 County-City Building • 227 W. Jefferson Boulevard • South Bend, Indiana 46601
Phone 574- 235 -9221 • Fax 574- 235 -9173 • TDD 574- 235 -5567 • www.SouthBendIN.gov
JENNIFER M. COFFMAN ALKEYNA M. ALDRIDGE EMILY SEXTON
CHIEF DEPUTY/ CHIEF OF STAFF DEPUTY/ DIRECTOR OF POLICY ORDINANCE VIOLATION CLERK
Medicaid funding. The payment to the state is their share, and the amount that we receive is the
gross amount. This is a way to receive additional money for the EMS fund. It has been
reviewed by the Corporation Counsel and needs to be approved by the Board of Public Works.
Councilmember Dr. David Varner asked if this would be an annual occurrence, and Mr. Murphy
specified that it could be, but that it is not guaranteed to be annual. It covers fiscal year 2013, so
he hopes that we'll receive them in future years.
Bill No. 33 -16 — June Transfer Funds
Mr. Murphy explained that these are transfers between different accounts. The first is a transfer
from Central Services. Mr. Murphy stated that the funds were budgeted in the wrong account. It
doesn't qualify as a capital asset, we're just moving it to a supply account. This is a small
transfer to cover some salt at the Morris Fountain. There is also a transfer of $30,000 from
salaries to cover consultant fees for a feasibility study of a bike share program. The next one is
from the Engineering Department and it covers the reclassification of costs for a lamp post
program. The next is a workforce development program. Money is transferred from the EDIT
Fund to cover DCI operations over the years, and they haven't always spent their money. Over
$1 million has been built up in the DCI Fund, Mr. Murphy proposes to use some of that transfer
which is appropriated for this year to earmark it for some workforce development that DCI
would like to utilize.
Councilmember Oliver Davis asked what the lamppost fund is.
Eric Horvath, Director of Public Works stated that because we are contracting out, it needs to
come from Other Professional Services. They sign up at our office, then we collect all of the
money and give the contractors a list, and they go and put them up.
Councilmember Davis asked if people have to pay that in full or if that is a part of the bill.
Mr. Horvath could not recall whether or not there is payment plan on that, but he'll find out and
bring copies of the brochure down for the Council.
Mr. Murphy continued that the last one is a transfer in the Community Investment Fund from
unspent salaries to cover some professional services regarding FP Accounting and to cover a
settlement on a grant.
Councilmember Jo M. Broden asked what is on the table for the workforce development
programming.
Brian Pawlowski, Acting Director of Community Investment, stated that the workforce
development program has filled up. They have the opportunity to recruit more people for the
second half of the year, and Community Investment would like to take advantage of that.
Councilmember Tim Scott asked if the bike share program is being studied internally or by an
external company.
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Therese Dorau, Director of Sustainability on the 13th Floor of the County City Building, the City
interviewed two (2) of the nationally premier bicycle consulting firms, Tool Design Group as
well as Ultra Bicycles. They gave us formal proposals based on our budget for a feasibility study
and implementation strategies. We selected Tool Design Group, so as soon as the money is
available and the agreement has gone through the Board of Public Works will be able to start
work on the project. The goal is to have a solid implementation plan so we can work with
MACOG on possible funding for the implementation of the bike share program without having
to go through their three (3) year funding process.
Bill No. 34 -16 — June Civil City Funds
Mr. Murphy explained that this is the additional appropriation for the Civil City Funds. The first
is a transfer of petty cash from one fund to another. The second is a special distribution of
$2,400,000 of LOIT Funds. It has been deposited into a separate new fund for the City, because
that is what was required. It can only be used for road -type projects. We'd like to appropriate
$850,000 to the Corby Ironwood Roundabout and Safe Routes to Schools.
We take money into the operating parts account, Fund ( #201), and we transfer it to the Capital
Fund. We didn't make the transfer at the end of last year, so Ron and his team would like to
transfer money into the Capital Fund to use the $114,762 for capital expenditures. The final one
is a reimbursement in Major Moves. Major Moves made some payments on Smart Streets before
the bonds started. We are just reimbursing Major Moves and doing the appropriation.
Councilmember Dr. Varner asked what the annual payment is for the Triangle Project and if the
City is up to date on the payments.
Mr. Murphy answered that the annual payment is several hundred thousand dollars to Major
Moves from the Triangle TIF Fund, and the payments are up to date. There is also one (1) from
Eddy Street Commons, and one (1) from the Triangle, and there are two (2) loan amortization
schedules.
Councilmember Dr. Varner asked what account the special disbursement from the state is going
to, and if that fund has been created.
Mr. Murphy stated that the state mandated the fund number we were to use, and we created Fund
( #257) to use.
Councilmember Davis asked if the Council will be able to weigh in on the use of that
appropriation.
Mr. Murphy said absolutely, it is a budgeted fund, and that is what the Council is doing right
now.
Councilmember Davis asked if it is being designated to Corby, and Mr. Murphy stated that is the
request. The fund will be part of the regularly budgeted funds.
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Councilmember Davis asked if there are other areas of the City that the Council can request
those funds for.
Eric Horvath, Director of Public Works, 13th Floor of the County City Building, stated these are
projects that are in the City's long -range transportation improvement plan. They go through
MACOG and these are the ones that are approved for federal funding, and so we're paying for
the local match with the special LOIT. It has allowed us to move these up in terms of the year
that we would be doing them so we can get some of the engineering done this year and have
them ready to be constructed next year. The monies went into the special LOIT that were
earmarked for road projects, so 75% had to be used for road projects, then you could use the
remaining 25% for road projects or put it in your rainy day fund.
As we bring forward appropriation requests, they will be specifically for road projects, and these
are things that we would have in our transportation improvement plan.
Councilmember Davis's concern is that the appropriations are coming so fast that they don't
have time to discuss or submit certain ideas. There are other immediate things that we should be
talking about, and it would help us if it could be spread out throughout the districts. There are
other streets that if we could add them to that, it probably would not cost that much.
Mr. Horvath stated that if Councilmember Davis has suggestions of streets that need redone to
get them to him this week, and he can put an amount in the 2017 budget for new streets.
The City does an asset management program where they try to repair the worst streets, and they
focus on different districts throughout the City so they make sure to distribute the new streets
fairly throughout the City.
Councilmember Davis stated that he wants to be included in the process and not just at the tail
end.
Mr. Murphy stated that they put the remaining 25% in the rainy day fund, which now totals $10
million.
Councilmember Davis stated that if the City of South Bend doesn't put the whole 25% into the
rainy day fund, the fund would still keep up our bond rating.
Councilmember Scott asked Mr. Horvath if part of that stipulation is that there is state or federal
matching because of certain roads, so it couldn't just be any residential street.
Mr. Horvath stated that they could use it on different roads.
Councilmember Scott agreed with Councilmember Davis that there are a lot of roads getting beat
up especially around the Sample Street area and the 6th District and if we could use some of
these funds on those roads that would be a good idea.
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Committee Chair White stated that we have different resources that we have to spend
strategically based on our priorities. We need to look at whether or not we have additional
revenues that we can use in different neighborhoods, and what is the best use of these dollars for
the various neighborhoods to really advance the quality of life.
Councilmember Davis asked if the Council could set aside a blanket amount for neighborhoods
and get it back to the Council before the 7:00 meeting. He stated that he would put a proposal
together to spend money out of the rainy day fund.
Councilmember Broden asked if there is a need to look at the transportation plan historically and
going forward, that way the Council can see the previously identified priorities.
Mr. Horvath stated that the Transportation Improvement Program includes bigger projects that
the City gets federal dollars for, then we have smaller projects like curbs and sidewalks that are
included in the annual budget. He suggests that the Council include it in the 2017 annual budget.
Committee Chair White asked for an update on these two (2) issues at the next meeting.
Valerie Mora, 4207 Norton Drive, liked the dialogue she is hearing. One of the things we hear
about is all you care about is the streets. I want to be able to talk to people about the other things
you are doing besides the streets. We need to build the perception that the Council is being
responsive to us, so we need to take into account some of the things that Chairperson White and
Councilmember Davis were talking about.
Charlotte Pfeifer, 1013 West Washington Street, stated that she loves the streets, but she wants to
gently remind the Council of all the ash trees that were torn down on West Washington. We had
to tear them down at our own expense, and now there are no trees. If you have extra money, we
would certainly love to have some start up trees, and don't forget the inner city street lights.
Colfax needs to be made two -way by the City Cemetery.
Will Smith, 1728 Whitehall Drive, spoke in favor of the appropriation for Corby and Ironwood.
He stated it will help improve the flow of traffic there. It needs to be viewed as a City -wide plan,
as that is what is best for the City as a whole.
Committeemember Gavin Ferlic made a motion to send Bills 32 -16, 33 -16, and 34 -16 to the full
Council favorably, Committeemember John Voorde seconded, and it carried unanimously by
voice vote.
With no other items on the agenda, Committee Chair White adjourned the meeting at 4:43 p.m.
R�e�sppee tfully Submitted,
Karen White, Chairperson