09-05-18 Personnel and Finance (#6)

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CITY OF SOUTH BEND I OFFICE OF THE CLERK Management group. Matt always requests Council Members to visit Central Services. They have a really neat operation and a lot of great mechanics on staff. Stop by and say hi. Central Services are made up with a couple different divisions within their division. They have Equipment Services which consists about 1,000 things on wheels which I always find very interesting. It keeps them very busy. They have the Radio Shop, Building Maintenance and Facilities Management Divisions. Facilities Management is a little bit new this year. One (1) of our Sustainability Office individuals went over and took over the entirety of Facilities Management as kind of a centralized unit within the City to make sure we understood, as a central activity, the buildings we own, the conditions of the building and the square footage. We all know our own individual areas but having a holistic view of the buildings the City owns is going to be very important to us going forward. Adam Parsons is the individual that took over and started that role this year and he is really focused on making sure we have a better handle on what we have. We also have Central Purchasing and Stores as well as Print Shop. She continued,There is a surplus if you look here(referencing a slide in the presentation) of about $137,000 but that is used for long-term maintenance of the actual building that Central Services is in as well as any equipment maintenance. They have very large equipment over there to maintain our fleet so that is what the surplus is used for. They also show$9.8 million of revenue and that is not only from internal customers but they have external customers that are all 501(c)(3) organizations or other municipalities. There are a few salary change requests you'll see when we talk further on this on September 19th,2018 but,very quickly,we have an increase in salary request for our Director of Equipment Services from $61,000 to $75,000. This is something that our Human Resources Department and Diversity and Inclusion have really looked at closely. We have worked with them to get a better gage of what this position should be paid and they do feel this is an acceptable range based on the fact this position oversees a roughly $3.4 million budget, about thirty(30) individuals and oversees the maintenance of our entire fleet. You will see that come up in our conversations on September 17th, 2018. We would like to eliminate a Radio Technician position and replace it with a lower-paid Radio Installer position. There is just different work to be done today than there was twenty(20) years ago. Then also along the same lines of our request for a part-time Accounting Clerk, the Central Services Division is also going to be very heavily involved in the new ERP System with the fleet management side of things. Every time a car would come in for service, that information gets plugged into our NaviLine System. So the work orders go in there, the billing goes in there and that kind of thing. Central Services is also going to be very involved in the change to our system so we are asking for a part-time Administrative Assistant to help the office continue moving forward throughout that time. She went on, They have had many accomplishments in 2018. I will not read them all to you but I would like to highlight a few. A very interesting fact is they actually purchase, inventory and dispense about 880,000 gallons of gas per year. Our Radio Services added new customers in 2018 which includes St. Joseph County, TRANSPO, the Morris and Notre Dame Fire. Our Purchasing Department has worked on issuing P-cards, or Procurement Cards as they are called. It allows us to do business more quickly and also allows us to get a rebate back to the City. They installed four (4)new CNG fueling stations at Riverside Drive and now have eighteen(18) CNG fueling stations that they use for things like the trash trucks we have. She continued, Central Services has many goals for 2019 including attracting new outside customers for equipment services as well as the Radio Shop. They would like to continue to green the City's fleet with hybrid and CNG-powered vehicles. They do a really great job of working with EXCELLENCE I ACCOUNTABILITY I INNOVATION I INCLUSION I EMPOWERMENT 455 County-City Building 227W.Jefferson Bvld South Bend,Indiana 46601 p574.235.92211f574.235.91731TTD574.235.5567Jwww.southbendin.gov 18