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HomeMy WebLinkAbout09-22-2026 Personnel & Finance Budget Meeting Minutes (approved)OFFICE OF T HE CITY CLERK BIANCA L. 'TIRADO, CITY CLERK PERSONNEL & FINANCE Committee Members Present: Committee Members Absent: Councilmembers Present: Others Present: Presenters: Agenda: SEPTEMBER 22, 2026, 5:30 P.M. Sheila Niezgodski, Karen L. White, Ophelia Gooden-Rodgers, Rachel Tomas Morgan, Caz Margenau None Canneth Lee, Heidi Beidinger, Sherry Bolden-Simpson*, Sharon McBride Jasmine Jackson, Matthew Neal, Lari' onna Green, Veronica Pitt-Payne, Bob Palmer Erin Thornton, John Martinez 2027 Venues Parks and Arts (VPA) Budget Overview Members marked with an asterisk(*) are in virtual attendance via Microsoft Teams. Please note the attached link for the meeting recording: https://docs.southbendin.gov/WebLink/Browse.aspx?dbid=O&repo=sbend&mediaid=414017 Please note the attached link for the meeting presentations: https://docs.south bend in.gov /Web Link/Browse.aspx?id=4 l 2347 &d bid=O& repo=sbend Committee Chair Sheila Niezgodski called to order the Personnel and Finance Committee meeting at 5:30 P.M. 2027 Venues Parks and Arts (VPA) Budget Overview Erin Thornton, Executive Director of Venues Parks and Arts (VPA), with offices at 30 l South Saint Louis Street, South Bend, IN 4660 l presented the 2027 VPA budget. She noted this is her third (Jfd) month as Executive Director. She opened by presenting VPA's new mission statement, developed through a team-wide vote: "Venues Parks and Arts brings our communities together in vibrant spaces through memorable experiences and meaningful connections." Jasmine Jackson CHIEF DEPLTY CITY CLERh:: / CHIEF OF ST.\FF INTEGRITY I SERVICE I ACCESSIBILITY Matthew Neal DEPLTY CITY CLER!s: / DIRECTOR OF POLICY Veronica Pitt-Payne DIRECTOR OF SPECI.\L PROJECTS EXCELLENCE I ACCOUNTABILITY I INNOVATION I INCLUSION I EMPOWERMENT 300 City Hall I215 S. Dr. Martin Luther King Jr. Blvd. I South Bend, Indiana 46601 Ip. 574.235.9221 If. 574.235.9173 1 www.southbendin.gov ·~ CITY OF SOlITH BEND I OFFICE OF THE CITY CLERK Erin Thornton highlighted the department's 2026 achievements. VPA manages fifty-six (56) parks covering over one-thousand-three-hundred (1,300) acres. Key milestones this year include the opening of the Raclin Murphy Encore Center in January, which has hosted more than fifty (50) events and welcomed over four-thousand (4,000) visitors. She said the department held two (2) ribbon cuttings in May: the Byers Softball Complex, which has since seen over one-hundred- thousand ( l 00,000) visitors and hosted numerous tournaments, and the Leeper Park Tennis Courts, which have had a successful tournament season in partnership with the US Tennis Association. The Kennedy Park groundbreaking also took place in May, and a ribbon cutting for the new aquatic center and redesigned park is planned for the next summer. She spoke about youth programming, noting that the Dreamers Camp at the MLK Dream Center reached its maximum capacity of seventy-five (75) campers this year, and the thirty-third (33 rd) annual youth scholarship golf outing took place at the Erskine Park Golf Course. She said road improvements are currently underway at Rum Village Park as part of the first ( ist) phase of the recently adopted Rum Village Park Master Plan. Erin Thornton presented the five (5) pillars guiding VPA's path forward. The first (1 st) pillar is strengthening communications: replacing the existing marketing team with a communications specialist, leveraging in-house talent when possible, and outsourcing specialized creative work as needed. The second (2nd) pillar is technology: the department has already implemented automated locks at park restrooms and is exploring court reservation systems and autonomous equipment to free those staff members for other tasks. The third (3 rd) pillar is partnerships: deepening community and national relationships to expand services and bring in additional funding. The fourth ( 4th) pillar is workforce: upskilling existing staff members and empowering them to take more ownership in their work domains, for example, evolving the custodial work group into a building tech work group that can complete minor building maintenance tasks. The fifth (5 th) pillar is executive leadership: converting the Chief Experience Officer position into a Deputy Director to provide consistent operational leadership and avoid bottlenecks on matters requiring executive approval. Erin Thornton described the proposed organizational changes and personnel reductions. She acknowledged that the budget proposal involves staff reductions and said these decisions were not taken lightly. She explained that out of the fifteen ( 15) positions proposed for elimination, seven (7) were vacant and eight (8) were filled. Three (3) new roles are being brought in: a Deputy Director, a Communications Specialist, and an Assistant Forester. She noted that this results in a net reduction of twelve (12) positions. She also noted that the YMCA is taking over facility management at the O'Brien Center, which allowed VPA to eliminate three (3) positions at that location. She explained how the remaining roles in the department have been realigned to streamline operations. Erin Thornton then presented the proposed 2027 budget numbers, which reflect a five-point-eight percent (5.8%) overall reduction. She noted that property taxes and charges for services combined represent eighty percent (80%) ofVPA's annual funding. Charges for services include ticket sales, rental fees, and event sponsorships. She stated that those numbers will be finalized later this year EXCELLENCE I ACCOUNTABILITY I INNOVATION I INCLUSION I EMPOWERMENT 300 City Hall I 215 S. Dr. Martin Luther King Jr. Blvd. I South Bend, Indiana 46601 Ip. 574.235.9221 If. 574.235.9173 1 www.southbendin.gov :@ CfIT OF SOUTH BEND I OFFICE OF THE CITY CLERK by the Park Board of Commissioners, so the figures presented for 2027 revenue are conservative estimates. Erin Thornton gave an overview of several priorities and ongoing projects for 2027, including pursuing re-accreditation from the Commission for Accreditation of Park and Recreation Agencies (CAPRA), reopening the Kennedy Park aquatic center, completing the Howard Park Bandshell construction, making improvements to the Leeper Park Tennis Center building, continuing enhancements at Potawatomi Park and Rum Village Park, and reopening the East Race Waterway. She said VPA will use an Objectives and Key Results management framework over the next twelve (12) months to keep the team aligned and focused on resident experience as the primary measure of success. Committee Member Ophelia Gooden-Rodgers asked for clarification on the custodial position changes. Erin Thornton explained that three (3) vacant custodial positions are being eliminated rather than backfilled. The custodial team is being shifted to align under Trades and Facilities, with the goal of upskilling these employees and expanding their roles to include minor facilities maintenance duties. Committee Member Gooden-Rodgers asked if there will still be a Custodial Director position. Erin Thornton confirmed that the Custodial Director position was eliminated. Committee Member Gooden-Rodgers asked if that individual has found another job within the City. Erin Thornton said she is unsure of that particular individual's plans, but all eight (8) employees in the eliminated positions were notified in advance. Committee Member Gooden-Rodgers asked if any of the employees in the three (3) eliminated custodial positions were moved to other positions. Erin Thornton replied that these three (3) custodial roles are currently vacant. Committee Vice Chair Karen L. White expressed concern regarding the proposed changes. She asked if the individuals who are taking on additional responsibilities under the proposed reorganization will receive additional compensation. She asked how the reductions will impact the team and organizational structure. She asked what division is experiencing the greatest losses. Erin Thornton stated that the Visitor Experience division is experiencing the largest loss with the elimination of three (3) empty custodian roles, the Chief Experience Officer position, and a superintendent position. She said the Development and Promotions division, where the marketing team was housed, is experiencing the second (2nd) largest reduction. Committee Vice Chair White asked if the realigned positions will see a reduction in income. She said she would follow up with additional questions over email and emphasized her concern regarding the personnel changes. EXCELLENCE I ACCOUNTABILITY I INNOVATION I INCLUSION I EMPOWERMENT 300 City Hall I 215 S. Dr. Martin Luther King Jr. Blvd. I South Bend, Indiana 46601 Ip. 574.235.9221 If. 574.235.9173 1 www.southbendin.gov ~) CITY OF SOOTH BEND I OFFICE OF THE CITY CLERK Committee Member Rachel Tomas Morgan asked how often the City needs to seek CAPRA re- accreditation and whether there had been a lapse. Erin Thornton confirmed that there was a lapse due to administrative error. She said they are implementing a system to prevent future lapses, and accreditation is valid for five (5) years. Committee Member Tomas Morgan said she would follow up with additional questions via email and expressed appreciation for Erin Thornton's work in her new role as Executive Director. She noted that the department has historically fluctuated between adding and cutting jobs from year to year. She asked how staff were involved in the process of developing the proposed organizational changes. Erin Thornton said the process began with extensive communication, including informing the team early that the Chief Visitor Experience position would likely not be backfilled. She explained that they held listening sessions across the division to identify opportunities for better efficiency, and some of the organizational adjustments came directly from staff feedback. Committee Chair Niezgodski asked who is on the leadership team that made these decisions. Erin Thornton identified her leadership team as Mo Scott, Chief of Community Initiatives; Amy Roush, Director of Events and Experiences; Dezha Moore, Chief of Venues and Promotions; and John Martinez, Chief of Park Operations. Committee Chair Niezgodski expressed concern regarding the reorganization of custodial staff under the trades. She raised questions about role clarity, job proficiency, and tracking work orders. Erin Thornton said she envisions implementing technology such as autonomous vacuums to give custodians more capacity for tasks like fixing door hinges or touching up paint. She said the scope of duties would be clearly defined in the new building tech job description, and there would be a work order tracking system in place. Committee Chair Niezgodski asked John Martinez to clarify how the new position would affect plumbers and other technical trades positions. John Martinez, Chief of Park Operations, with offices at 1020 High Street, South Bend, IN 46601, confirmed that the plumber position would not be affected. He said the two (2) trades positions being eliminated are a painter and a building structural maintenance position, which were identified as the lowest skillset positions. He explained that changes to the custodial position will be made in conjunction with the union, which would approve the new job description and set a fair wage for the expanded responsibilities through the bargaining process. Citizen Member Caz Margenau expressed concern about adding a Deputy Director while reducing front-line staff. She noted the one-hundred-thousand dollar ($ l 00,000) increase in the salary budget line and asked if this is the proposed salary for the role. Erin Thornton could not recall the proposed salary for the new Deputy Director position. She clarified that this change would take an existing executive position, the Chief Experience Officer, EXCELLENCE I ACCOUNTABILITY I INNOVATION I INCLUSION I EMPOWERMENT 300 City Hall I215 S. Dr. Martin Luther King Jr. Blvd. I South Bend, Indiana 46601 Ip. 574.235.9221 If. 574.235.9173 1 www.southbendin.gov ~ CITY OF SOUTH BEND I OFFICE OF THE CITY CLERK and replace the job description. She said there is an increase in the salary budget line because the funding for the position is being shifted over from the Visitor Experience division. Citizen Member Margenau noted the reduction of three (3) marketing positions and asked how the work will get done. Erin Thornton said the three (3) marketing roles would be replaced by a single Communications Specialist, and specialized work such as graphic elements would be outsourced as needed. Councilmember Sharon McBride asked for confirmation that replacing the Chief Experience Officer with a Deputy Director is not just a lateral move, and there is a cost increase. Erin Thornton said there would be a slight increase, and the salary difference is within ten- thousand dollars ($10,000). Councilmember McBride noted that the YMCA will be taking over operations at the O'Brien Center. She asked if that would introduce a cost for the public to access those services. Erin Thornton said the facility is already operating as a YMCA, so there is already a fee structure in place. Councilmember McBride expressed concern that this creates a barrier for neighborhood kids to access the services. She acknowledged the need to make cuts but expressed concern regarding the number of eliminated positions. Councilmember Dr. Heidi Beidinger noted that there is a projected two-point-six percent (2.6%) reduction in year-over-year revenue. She asked how the proposed restructuring would impact that trend. Erin Thornton replied that restructuring will not directly impact the revenue trend, since eighty percent (80%) of the department's revenue comes from property taxes or charges for services. She said the goal is to grow the charges-for-services revenue where possible. She added that donations represent a significant untapped opportunity that can be expanded through partnerships and sponsorships. Councilmember Dr. Beidinger noted that the Civic Board of Managers has discussed the underutilization of venues such as the Morris Performing Arts Center and the Radin Murphy Encore Center. She asked Erin Thornton how the department will improve that in 2027. Erin Thornton acknowledged that the Morris Performing Arts Center is operating at a deficit, which has driven the need for budget cuts. She said the team is actively engaging promoters and building its network of relationships to attract more shows to the venue in 2027. Councilmember Dr. Beidinger said she would like to see the Morris Performing Arts Center reverse that trend, and she would like to see an update from the department in six ( 6) months. Council President Canneth Lee noted that the department also saw significant personnel reductions in the 2026 budget. He asked why so many cuts have been necessary. EXCELLENCE I ACCOUNTABILITY I INNOVATION I INCLUSION I EM POWERMENT 300 City Hall I215 S. Dr. Martin Luther King Jr. Blvd. I South Bend, Indiana 46601 Ip. 574.235.9221 If. 574.235.9173 1 wWvV.southbendin.gov t~ CITY OF SOlITH BEND I omcE OF THE CITY CLERK Erin Thornton explained that the department's budget is personnel-heavy, and they were asked to reduce their budget by five percent (5%). She said they are nearly at the limit of expenses they can cut, which has led to personnel reductions two (2) years in a row. Council President Lee asked Erin Thornton to confirm the department's overall proposed budget for 2027. Erin Thornton stated that the department's proposed 2027 budget is approximately twenty-five- million dollars ($25,000,000). Council President Lee noted that this is down from almost twenty-seven-million dollars ($27,000,000) in 2026. He asked how much further the cuts will need to go. Erin Thornton explained that property tax revenue barely covers personnel costs, and the department needs to shift to a more sustainable funding model. She said engaging in strategic partnerships and finding ways to offset costs will help the department avoid being in the same position in future years. Council President Lee expressed appreciation for the programs and services VPA provides for residents. He expressed concern regarding personnel reductions and expanding the duties of current staff. Councilmember Sherry Bolden-Simpson echoed Council President Lee's concerns, noting the potential impact of custodial reductions on park cleanliness. She asked if O'Brien Park would still be maintained by the City. Erin Thornton confirmed that oversight of the park, splash pad, and pavilion would remain under VPA. She said only the O'Brien Center building itself would be managed by the YMCA. Councilmember Bolden-Simpson asked if the YMCA would oversee all programming. Erin Thornton replied that there is little VPA programming currently at the O'Brien Center, and most existing VPA programming takes place at the Martin Luther King Jr. Dream Center, the Charles Black Center, or Howard Park. Councilmember Bolden-Simpson noted that none of these facilities are on the south side. She expressed concern that vulnerable populations will suffer and emphasized the importance of children"s programming. Councilmember McBride asked about prior-year visitor numbers for the Morris Performing Arts Center and Raclin Murphy Encore Center. Erin Thornton noted that the Raclin Murphy Encore Center opened this year, so there is no prior- year data available. She confirmed that she would follow up with 2024 and 2025 visitor numbers for the Morris Performing Arts Center. She confirmed that there has been a decrease in revenue, but she could not confirm that there has been a decrease in visitors without reviewing the numbers. Councilmember McBride asked for a breakdown of cost savings from eliminated positions and the cost increase associated with new positions. EXCELLENCE I ACCOUNTABILITY I INNOVATION I INCLUSION I EMPOWERMENT 300 City Hall I215 S. Dr. Martin Luther King Jr. Blvd. I South Bend, Indiana 46601 Ip. 574.235.9221 If. 574.235.9173 1 WV,JW.southbendin.gov ® CHY OF SOUTH BEND I OFFICE OF THE CITY CLERK Erin Thornton stated that the proposed reduction in staff will save seven-hundred-eighty-thousand dollars ($780,000). She said she would follow up with the cost increase of the new positions. Committee Member Gooden-Rodgers expressed concerns about the elimination of custodial positions, potential overlap with the trades job descriptions, and maintaining cleanliness standards. Erin Thornton stated that the three (3) eliminated custodial positions are empty, and two (2) are associated with the O'Brien Center. She said the third (3rd) position is being evaluated seasonally. Committee Chair Niezgodski asked John Martinez to elaborate on the role of union contracts in the proposed realignment of custodial positions. John Martinez confirmed that the position would be subject to the terms of the Teamsters collective bargaining agreement. He clarified that employees would not be expected to perform tasks outside of their skillset, the City may cut positions when necessary, and employees would receive out-of-grade pay for any duties performed outside of their job descriptions. Committee Vice Chair White asked for confirmation that the individuals in the eliminated positions have already been notified. Erin Thornton confirmed that is correct. Committee Member Tomas Morgan reviewed donation revenue and agreed with Erin Thornton's statement that this is an untapped opportunity. She asked how the Deputy Director and Executive Director roles will drive fundraising and donation revenue. Erin Thornton replied that the Deputy Director role would focus primarily on operations, and she would personally engage with potential partners in her role as Executive Director. She added that there is an existing Project Manager role that they intend to evolve into a development coordinator. Committee Member Tomas Morgan asked if the new Communications Specialist position would help support fundraising campaigns. Erin Thornton confirmed that is correct. Council President Lee asked about the eliminated three (3)-person marketing team's scope of duties. Erin Thornton replied that this team created marketing assets, developed event promotion strategies, and managed social media across the department. She said their work spanned all divisions and was not limited to venues. Council President Lee noted that the department's marketing needs have only increased with the addition of the new Raclin Murphy Encore Center. Committee Chair Niezgodski thanked Erin Thornton and acknowledged the challenge of proposing a budget after only three (3) months in the Executive Director role. EXC ELLENCE I ACCOUNTABILITY INNOVATION INCLUSION I EMPOWERM ENT 300 City Hall I215 S. Dr. Martin Luther King Jr. Blvd. I South Bend, Indiana 46601 Ip. 574.235.9221 If. 574.235.9173 1 www.southbendin.gov ® CHY OF SOlITI--1 BEND I OFFICE OF THE CI'IY CLERK Councilmember McBride echoed Committee Chair Niezgodski 's comments. She asked if there will be mentorship or training available for those in positions that were reduced or realigned for salary reduction. Erin Thornton said there is one ( l) position with a proposed salary reduction due to a change in the scope of work. She explained that this is not based on the individual's performance, and the change will align the position more closely with other roles at a similar level. Committee Chair Niezgodski opened the public hearing. Esther Kather, 3002 South Shore Drive, Mishawaka, IN 46544, spoke about the accessibility of City park facilities for children with special and complex medical needs. She suggested installing at least one ( 1) adult-sized changing table in park restrooms and hosting special needs days at the parks. Sue Kesim, 4022 Kennedy Drive, South Bend, IN 46614, expressed opposition to removing trees near Kids Kingdom at Potawatomi Park. She noted that the City holds an endowment for the continued maintenance of the playground, and there has been strong community opposition to the proposed changes. She suggested the City invest in interactive literacy boards, a dedicated special needs park, and a senior exercise park instead. Committee Chair Niezgodski closed the public hearing. With no further business, Committee Chair Niezgodski adjourned the Personnel and Finance Committee meeting at 7:07 P.M. Respectfully Submitted, Sheila Niezgodski, Committee Chair EXCELLENCE I ACCOUNTABILITY I INNOVATION I INCLUSION I EMPOWERM ENT 300 City Hall I 215 S. Dr. Martin Luther King Jr. Blvd. I South Bend, Indiana 46601 Ip. 574.235.9221 If. 574.235.9173 1 www.southbendin.gov