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HomeMy WebLinkAboutAugust 16, 2022 Council Minutes COMMON COUNCIL OF THE CITY JEFFERSONVILLE, INDIANA August 16,2022 Special Meeting Minutes The Common Council of the City of Jeffersonville, Indiana met for a special Meeting on August 16, 2022 in Council Chambers. Council President Owen along with City Clerk Gill called the meeting to order at 4:03 p.m.The meeting was open to the public in person as well as live streamed via the City Website using Zoom. ROLL CALL: The roll call was conducted by City Clerk Lisa Gill and those present were Councilperson Burns, Councilperson Paris, Council Vice President Maples, Councilperson Croft,Councilperson Webb, Councilperson Hawkins, Councilperson Ellis, and Council President Owen. Let the record reflect that there were 8 Council Members present in Council Chambers. Councilperson White arrived at 4:09 p.m. 1. Heather Metcalf-Budget Workshop Mrs. Metcalf explained the contents of the budget binder for this year. Included in the binder is a list of significant changes,the summary for the balances at the end of the year and the current expenditures,the current year revenue and how it compares to the budget and how much revenue is unbudgeted, and a list of the average growth factor over the last 20 years. The levy increase for next year is at 5%. Mrs. Metcalf advised she has conservatively estimated the revenues again for next year. The proposed significant changes for next year are also noted on the side where they are affected. Council President Owen asked for an explanation of the percentages next to the revenues. Mrs. Metcalf explained these are the percentages of each revenue that funds the General Fund. Mrs. Metcalf went through the significant changes(see attached). Previously, longevity has always been earned for work done in the previous year. Now that they are adding the hourly amount to the pay they would like to pay what's due for 2022 in February of 2023 and then have 2023 longevity added to the hourly amount starting in January of 2023 and moving forward. Going forward there will not be any longevity in the budgets as those benefits will be added into the hourly pay. The 457 match accounts were increased,those are running low and Mrs. Metcalf advised she will be coming before the Council to request additional funds for this year. For the General Fund the Police Contract increases are around $225,000 and Fire Contract increases are around $242,000;those are based on the contractual obligations. The Fire buy back increased and they have some individuals who are planning on retiring next year. Mrs. Metcalf advised Property and Casualty Claims were increased by$50,000 and the Property and Casualty Premiums by $200,000. The exact number is not yet available but they are anticipating an increase. The HSA needs to be increased by$6000 and the background checks in HR needs to be increased by$5000. A$4000 Annual Maintenance was added in under Finance for the time clocks. These are 5 year old clocks and there are 13 of them. This maintenance plan will cover if they need to be fixed or replaced. Vehicle Maintenance would like to change one of the Diesel Mechanics positions to a Lead Diesel Mechanic. This will not have any financial impact on the budget and Vehicle Maintenance has shifted some items around in the budget to accommodate that pay difference. In the Parks Department they increased the General Labor to add a new full time employee but decreased the Part Time to take into account the new full time employee. All of the Monitors have been merged together so they could work in the Fieldhouse or the Envision Center and not have to change timekeeping to show what building they are in. In the EDIT Fund $100,000 was added to the Police Department for Contractual Services and $90,000 for the Capital Loan Payment for the body cameras. She moved the$90,000 for the Capital Loan Payment from the Cum Capital.Development Fund because that Fund is not equipped to support that payment. Under Vehicle Maintenance$250,000 was Page 1 of 4 added as a transfer out for fuel due to the increases in fuel. Fuel is heavily funded for next year. $10,000 was added under Engineering for the pictometry, requested by Council President Owen. The total increase to the EDIT Fund is$450,000. In LIT Public Safety,the transfer out for fuel was increased by$150,000. The Sprint Lease Fund was budgeted for the Animal Shelter for capital purchases. At the bottom there is a comparison of the funds used for personal services versus operating. There is a significant difference between these two. Council President Owen stated for the 2022 budget everything for Public Safety was moved out of the EDIT Fund and back to the General Fund but they are putting the Police back in the EDIT Fund for a total of $190,000. The$90,000 is for the body cameras and the $100,000 is for Contractual Services. Mrs. Metcalf advised the reason these were taken out of EDIT is due to the revenues for the Public Safety Fund and the General Fund not being able to support those additional amounts. EDIT revenues can support those amounts. Council President Owen stated the reason for moving the items out of the EDIT Fund in 2022 was to keep Public Safety out of EDIT. Regarding the$90,000 for the body cameras, he was under the impression that would be paid for out of Cum Capital Development and then the cost would be absorbed by other contractual obligations that would have been fulfilled. Chief Kavanaugh explained that even though some of the leases will be up for the vehicles they will continue to add new vehicles to the fleet. There are new officers and he has been working with Mr. O'Brien on identifying the vehicles that are getting older and need to be transitioned out. Councilperson Webb asked Chief Kavanaugh what happens to the vehicles that are transitioned out and Chief Kavanaugh advised they are traded in towards new vehicles. Chief Kavanaugh discussed a decrease in off duty vehicle use and the benefits of officers being able to`take vehicles home. The mileage is down to about 18,000 miles a year. Currently they are not exploring electric vehicles due to the requirement that vehicles must be ready for duty at all times and identifying how vehicles would be charged at the officers' homes and identifying how vehicles would be charged at a scene if multiple officers were there over an extended amount of time. Councilperson Hawkins asked Mrs. Metcalf how close her estimates were over the last couple of years. Mrs. Metcalf overviewed the last couple of years and advised for this year she will not know for sure until the property taxes are certified but she did use the same methodology as she had in the past. Mrs. Metcalf advised her revenues are conservative, but she would not want to over budget revenues that do not come in. Council President Owen asked Chief Kavanaugh if he was mistaken thinking that some of the cost for the body cameras would be absorbed by contractual obligations that were falling off. Chief Kavanaugh explained that vendors are changing the way the Police Department is able to purchase items. They are no longer able to purchase independently,they have to purchase them with a maintenance package which requires a contract. Assistant Chief McVoy explained the Police Department is exploring ways to manage the contractual services but they are restricted due to the limited vendors they have to acquire their equipment from. Previously some of these items would have come out of different lines but now they require a contract and have to be paid out of contractual services. In addition to these changes,they have seen large increases in price for things like their property management. For snow removal in previous years with similar weather the cost was$3500 and this year it has been$12,000. Assistant Chief McVoy advised that he and Mrs. Knight will continue working on this issue to best manage the Police Department's budget looking for ways to save money. Vendors are passing down increased costs to the purchasers and they are seeing items such as fuel surcharges. Previously if there was a software that was needed it could be purchased however developers now are only offering it as a cloud program which requires a monthly maintenance contract. Council Vice President Maples stated he could attest in their profession he has also seen things are all moving towards a subscription based contract. Council President Owen said he would like to see these amounts moved out of the EDIT Fund. Councilperson Hawkins said he agrees he doesn't Page 2 of 4 like to see these being paid for out of EDIT but he would be in favor of keeping it there with the understanding that they want to find a different place for this in the future. Councilperson Croft left the meeting at 5:00 pm. Councilperson White asked about the change the Profession Services- Homeless Relief. Mrs. Metcalf advised it has evolved so it can be used for the cause but not obligated to a specific organization. It will be a professional services line. Council President Owen advised regarding the line for Community in Schools, their board of directors changed their makeup and they are no longer Community in Schools. Council President Owen asked if the Council wanted to take that out or move it to a different line. After discussion, it was decided to add the $5000 to the Special Projects line bringing the total to$45,000 to add funding for sponsorships. Council President Owen advised he requested that Mrs. Metcalf add$10,000 under Engineering for pictometry so they know where that will be paid for each year. This is the EGIS software through the County the City utilizes and buys into. Mrs. Metcalf stated that the budget has to be approved and advertised by September 9, 2022. Council President Owen advised redistricting has to be done this year. The County has done their portion. He had a law firm out of Indianapolis contact him about this process. This process will be around $50,000.00 for the Service Agreement and $15,000.00 for the mapping process. This has to be done every 10 years with the last one being in 2012. Council President Owen recommended the funds come from the Economic Development under the Special Project Funds and there is money in Riverboat that has not been spent as well. This will be on the agenda for the September 6, 2022 City Council Meeting. Council President Owen stated that he would try to get a digital map. ATTORNEY COMMENT: Corporate Counsel, Les Merkley—Not Present Council Attorney, Larry Wilder—Not Present DEPARTMENT HEAD COMMENT: COUNCIL COMMENTS: • Councilperson White—No Comment • Councilperson Burns—NoComment • Councilperson Paris—No Comment • Council Vice President Maples—No Comment • Councilperson Croft—No Comment • Councilperson Webb—No Comment • Councilperson Hawkins—Thank you Heather for your hard work on the budget. • Councilperson Ellis—No Comment • Council President Owen—Thank you Heather for your hard work Page 3 of 4 ADJOURNMENT: Council Vice President Maples made the motion to ADJOURN the meeting at 5:29 p.m. APROVED BY: W""— ..._......a „ ,A,?..(1 Matt 0 en, President ATTEST: Lis Gill,Clerk Page 4 of 4 2023 Significant changes to the Budget Took out encumbrances Took out one-time additionals 3%Performance Increase Pool Department Head increases in Mayor budget Longevity true-up to get current($120,000 all funds)21 ppl capped,36 ppl not capped,pay out 2nd pay in Feb? • Increased 457 match accounts Fund 1101 General-Police contract increases$225,470 225,470.00 Fund 1101 General-Fire contract increases$242,631 242,631.00 Fund 1101 General-Fire buyback increases$389,615 389,615.00 Fund 1101 General-Increased Prop&Casualty-Claims by$50,000 50,000.00 Fund 1101 General-Increased Prop&Casualty-Premium by$200,000 200,000.00 Fund 1101 General-Increased NSA Contribution by$6,000 6,000.00 Fund 1101 General-Increased Background Checks by$5,000 5,000.00 Fund 1101 General-Increased Finance Comp Soft Maint Fees for Kronos Timeclock Annual Maintenance($4,000) 4,000.00 Currently cost$3600 to purchase new 1,122,716.00 Fund 1101 General-Added new position for VM Mechanic:Diesel Lead-No additional cost,shifted budget • Fund 2204 Park-Increased General Labor-Greenspace for additional employee Fund 2204 Park-Decreased Part time Monitors to compensate for additional full time Greenspace employee Fund 2204 Park-Combined all PT Monitors into one account(Fleldhouse,Ken Ellis,EnVision Center)These employees switch between locations Fund 2209 LIT Economic Development-Police-Added$100,000 Contractual Services 100,000.00 Fund 2209 LIT Economic Development-Police-Added$90,000 Capital Loan Payment for Body Cameras 90,000.00 Fund 2209 LIT Economic Development-Vehicle Maint-Added$250,000 Transfer out to Fuel Fund 250,000.00 Fund 2209 LIT Economic Development-Engineering-Added$10,000 Contract Services for Pictometry 10,000.00 . 450,000.00 Fund 2240 LIT Public Safety-Increased Transfer Out to Fuel Fund to$150,000 Fund 2510 Sprint Lease-Budget for Animal Shelter Fund 4401 Cum Cap Improvement-Removed Police Capital Loan payment(body cameras)$88,794 2022 2023 FYI: Personal Services Difference General Fund 24,396,490.00 25,810,681.00 1,414,191.00 MVH 995,065.00 1,132,624.00 137,559.00 Park 2,017,723.00 2,132,361.00 114,638.00 Sanitation 1,696,355.00 1,917,509.00 221,154.00 2022 2023 FYI: Operating Difference 9%of operating General Fund 13,981,601.55 13,516,302.00 (465,299.55) 1,216,467.18 MVH 174,708.88 72,376.00 (102,332.88) 6,513.84 Park 1,524,451.45 1,089,639.00 (434,812.45) 98,067.51 Sanitation 1,251,927.24 1,245,176.00 (6,751.24) 112,065.84