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HomeMy WebLinkAbout10-29-18 Admin. Comm. MinutesDUBLIN CITY COUNCIL ADMINISTRATIVE COMMITTEE Monday, October 29, 2018 — 1:00 p.m. Council Chambers 2019 Ooeratino Budget Workshop Vice Mayor Amorose Groomes, Committee Chairperson called the meeting to order at 1:33 p.m. Committee members present were Ms. Fox and Mr. Keenan; Ms. De Rosa was also present. Also present were: Mr. McDaniel, Ms. Mumma, Mr. Stiffler, Ms. Kennedy, Ms. Schoning, Ms. Readler, Mr. Rogers, Mr. Edwards, Ms. Weisenauer, Ms. Miglietti, Mr. Earman, Mr. Anderson, Ms. Husak, Ms. Myers, Ms. Nardecchia, Ms. Richison, Mr. Whittington, Mr. Plouck and Ms. Clarke. Mr. McDaniel stated that staff will provide an overview of their budget, organization, key service areas and summarize any changes to their budget for 2019. City Council, Boards and Commissions Ms. Clarke presented City Council's budget, beginning with an overview of the organizational chart. Staffing levels remain the same as 2018, and therefore no changes are proposed for 2019. Ms. Clarke noted that there are slight changes to the funding request in the personal services and professional services line items. Professional services includes the codification services for the City Code, the cost of which can vary depending upon the number of code changes made. Advertising services are included in this line item as well; these charges may be reduced if campaign finance reports are not published in the newspaper paper. These reports are posted on the City's website after they are filed for the public to view. Council can choose to designate their preferred medium for publishing this campaign finance information. She noted that beginning in January, the preparation of the PZC, BZA and ARB meeting minutes will be handled by the Clerk of Council office per Council direction. Due to these additional responsibilities, $10,000 has been added to the Overtime Wages line item in anticipation of the additional staff time required. The budget impacts and appropriate staffing for these duties will be re-evaluated mid -2019. The Boards and Commissions budget remains the same and reflects the same level of compensation for the PZC members. Ms. Fox asked about training funds budgeted for boards and commissions. Ms. Mumma stated that $30,000 is programmed for board and commission member training and referred to page 3-2 of the budget binder provided to Committee members. Ms. Fox stated that she wanted clarification of the separate Council training budget and the boards and commissions training budget. It is not clear in the document. Mr. McDaniel stated that under travel and training for Council Members (page 3-2), there is $24,500 listed. On the next page (3-3), there is $30,000 allocated for boards and commissions. Mr. Keenan suggested revising the document by adding "boards and commissions" under the "50 City Council" header on page 3-3. Ms. Fox stated that she would like more focus on board and commission training. Mr. McDaniel stated that Planning staff hosts training sessions for the collective bodies. Ms. Fox asked how much of the allocated training budget for boards and commissions was spent in 2017. Dublin City Council - Administrative Committee Monday, October 29, 2018 Page 2 Ms. Mumma responded that in the binder provided, 2017 actual reflects the actual spend, the 2018 original is what was originally budgeted, and the 2018 revised would include any supplemental appropriations that were done throughout the year. A total of $30,000 was requested in 2018 and that did not change in 2019. Mr. Keenan asked if there was a year-to-date amount of spending for that account. Ms. Mumma stated the year-to-date spending for 2018 is $3,500. Ms. Fox stated that she would like to have a formal board and commission educational program with this funding. She envisions a program that members are required to complete and that will have value to them during their term of service. Vice Mayor Amorose Groomes acknowledged the $10,000 funding request for overtime for meeting coverage, but asked if there may be a need for supplemental support should the transcription of the meeting minutes require more time than anticipated. She doesn't see anything reflected in the budget to allow for that. She asked Ms. Clarke if she was comfortable with the budget as proposed. Ms. Clarke responded that she anticipates a mid -year review with Council so that any additional needs can be identified and discussed. Mr. Keenan asked about employee benefits, and why that number decreased if there were no changes to the staffing level. Ms. Mumma responded that the City essentially charges itself for benefits because the City is self insured. Last year, that funding number was increased by $500,000 to improve the fund balance. This year, no increase is necessary, so there was actually a decrease in the single and family health benefit charge over last year. Various circumstances can cause the benefit amounts to increase or decrease such as vacant positions, employees switching from single to family coverage or vice versa, etc. Office of the City Manager Mr. McDaniel referenced the organizational chart of the office of the City Manager and briefly described the role of each of the staff members represented on the chart. The Director of Strategic Initiatives and Special Projects, a permanent part-time position will be vacant as Mr. Foegler will be leaving his position with the City at year end. Mr. McDaniel stated that he would like to retain the position in the staffing level for the department, but leave it unfunded as he evaluates the position going forward. Key services for the office of the City Manager align with the Revised Charter, but also includes Friendship City activities and lobbyists. There is a 13.7% reduction in the 2019 funding request, resulting for the most part from the anticipated vacant position. He highlighted the other key changes in the funding requests from 2018 to 2019: • A reduction in the Other Professional Services line item of $75,600 due to: o the Performing Arts contracts not going forward (less $90,000) o less services required from the Black Belt Trainer (less $15,600) o adding funding for Strategic Initiatives (plus $30,000) for Data Analytics and/or Council of Governments o an hourly contract with the Director of Strategic Initiatives if needed after his departure to consult on certain aspects of the Library project. Dublin City Council - Administrative Committee Monday, October 29, 2018 Page 3 • Special Projects/Programs funding request changes: o Transferring $15,000 Aging in Place funding out of OCM budget to the Volunteer Resources budget o PIE Works Training (adding $10,000) o ASN Training (adding $2,500). • Misc/Contingencies reduced by 2% o The 2018 budget reflected changes due to classification and compensation study; no such changes anticipated in 2019. o Adding $56,500 to Syntero funding in support of Aging in Place program. Ms. Mumma stated that the funding for the fagade program is in the Economic Development Division budget. Mr. McDaniel continued: • Professional services/Misc. Contract Services No change. These professional services include the City's lobbyists on retainer: Matt Kallner, Chris Vineis and Marie Keister. Vice Mayor Amorose Groomes inquired about the Special Projects/programs line item 751003, and the actual budget in 2017 versus the budget for 2019, and what those reductions can be attributed to. Ms. Mumma stated that the following was also included in the actual for 2017: • The first full year in its entirety with the Lean Six Sigma consultant; • The 30' anniversary of the Dublin Irish Festival and international guest transportation (Ireland Lord Mayor); • Intelligent Community Forum (ICF) Summit; and • Lobbyist expenditures. Mr. McDaniel explained some of the specifics of the ICF Summit and how the City is benefiting from participation. Vice Mayor Amorose Groomes stated that she asked for details because the amount was so much higher in 2017, reduced in 2018 and is now proposed to be reduced again. Ms. Fox asked about training programs. She asked if Mr. McDaniel has had an opportunity to evaluate all the different training programs to determine the efficiencies of them. She does not see any training programs offered below the supervisory level that would develop staff members so that they could be considered for promotions within. She notes there are a number of leadership trainings for supervisory and above. How does he evaluates the training offered within the organization. Mr. McDaniel stated that the City has always provided exceptional training for technology, equipment, safety, etc. to those below the supervisory level. He believes the City has always done a very good job of training of employees who are not at the supervisory level. Previously, the City had not been focusing its training efforts at the supervisory and above levels. He appreciates Council's support in training leadership. The Human Resources Director will be briefing Council on the training programs in his presentation. The training is offered to not only those currently in supervisory positions, but also employees who aspire to serve in those positions. Mr. Keenan stated that he recalls that training has been a focus of previous City Managers as well, and it continues to progress. Dublin City Council - Administrative Committee Monday, October 29, 2018 Page 4 Ms. Fox stated that her goal was to gain an understanding of what different levels of training were offered. She noted that she would like to explore opportunities for elected officials to participate in the Ohio University trainings that are offered to leadership staff. Mr. McDaniel stated he welcomes discussion about how to do that. Mr. Keenan stated there have been trainings offered to Council specifically on various topics over the years. He suggested providing an overview of what the trainings are so anyone not as familiar with them can be aware of what is offered. Mr. Keenan inquired about the Workers Compensation item and whether that separate amount includes the expenses for the Third Party Administrator (TPA). Mr. McDaniel responded that it does include the TPA. Mr. Keenan clarified that the TPA cost is separate than the expenses that might be involved with CORMA and the self-insurance program. It is listed as only $100,000 and includes administrative costs, claims and excess loss coverage, plus stop loss coverage? Mr. Whittington stated that the administrative fees are covered in the Human Resources budget. Ms. Mumma explained that the $100,000 that Mr. Keenan is referring to is in the budget as a transfer to the workers compensation fund based on the need. The City has not needed to transfer any monies due to the workers compensation claims holding steady if not declining. Vice Mayor Amorose Groomes clarified that these are funds that could be transferred if needed. Ms. Mumma stated that was correct. Mr. Keenan noted that the TPA is a set contract and there are not additional charges that could be incurred. Will he see the cost for the TPA in another line item in Human Resources budget? Ms. Mumma stated that is correct. In response to Ms. Fox's question regarding a workers compensation fund in each department, Ms. Mumma stated that the City does charge each department the cost of health insurance, but Workers Compensation funding is only in the City Manager's budget in this one line item. In response to Vice Mayor Amorose Groomes' question regarding workers compensation expense being higher in some departments than others, Ms. Mumma stated that all expenditures for workers compensation hit one of the 700 funds that Mr. Whittington will present to Council. Ms. Fox stated that this is her first budget process, and so she wants to compare what the budget request was and how much of it was spent. She is trying to see if there are excess amounts in the budget that are not being used. Ms. Mumma stated that with nearly every line item in the budget, the department outlines what the item is needed for in order to understand the request. Finance does not budget for each department at that level, it is all included in the line item based upon the department's calculation of what it needs to be. The accounting system has a granular level of detail available, but Finance does not budget at that level. They want to allow the departments the flexibility to make changes within their own budgets. Mr. Keenan stated that the City always estimates revenues low and expenses high. This is the conservative approach of the City. Mr. McDaniel stated that the departments and divisions do have to justify what they are spending; some budget amounts are formula and history based. Ms. Mumma stated that at any time, a financial report could be generated to show all expenditures. Dublin City Council - Administrative Committee Monday, October 29, 2018 Page 5 Ms. Fox likened this process to a household budget. How does the City ensure that there is not duplication in memberships across the City, for example? Ms. Mumma responded that the Finance Department reviews budgets, they see everything collectively and are looking for duplications as they meet with each department about their budget. They do not encourage a "use it or lose it" mentality as do some other organizations. Mr. McDaniel stated that some subscriptions require individual memberships versus just a city membership, for example ICMA and APA. There are several employees who have a membership to these organizations. By virtue of the different disciplines in each department there is less chance of duplication. The Finance department centrally manages items that are citywide items, such as IT, benefits, etc. Ms. Fox stated that the department level is where employees really know what they use to perform their jobs and how they could propose savings. Are they incentivized to do that? Mr. McDaniel stated that the departments know what it costs to deliver the services that the City provides. He supports and encourages innovation and efficiency. The City has been holding the operating budgets flat in the past couple of years. Ms. Mumma will provide an overview of the operating budget at the November 5 Council Meeting. Typically, the overview would come prior to the budget review, but given the committee review process being used this year, that did not take place. Human Resources Mr. Rogers presented the proposed Human Resources budget. He reviewed the organization chart and noted he is recommending changes to staffing. The City's employment includes 406 full time employees and 500+ seasonal, temporary and interns. He reviewed the list of key services that the Human Resources Department provides. The 2019 funding request reflects a .9% increase over the 2018 re quest. Mr. Rogers highlighted the key changes as: • Salaries/Wages ($40,640 increase); • Employee Training/Development ($17, 245 increase); Ms. Fox asked if the Learning Management System that is proposed would be flexible and available to Boards and Commissions. Mr. Rogers stated that it would be. This system provides 1,400 different courses that span the needs of the City. In response to Ms. Fox's questions, Mr. Rogers stated that the system is web -based and it is open to all members of staff. Ms. Fox stated that we pride ourselves in having the best staff and if someone wants to improve their skills, training needs to be available to them. Mr. Rogers stated that this could also be used as a succession planning tool. In response to Ms. Fox's question, Mr. McDaniel stated that he envisions that everyone would have access to training. Vice Mayor Amorose Groomes stated that it would likely be a combination of requirements versus electives. Mr. Rogers stated that the only limitation he can foresee is involving temporary or seasonal employees, but all permanent employees will have access to these programs. There will be a shift in the leadership training to Diversity and Inclusion Strategy and Training. • Conference attendance (reduction of $4,500); • Meeting expenses (reduction of $2,500); • Other Professional Services (reduction of $35,825); Dublin City Council - Administrative Committee Monday, October 29, 2018 Page 6 Vice Mayor Amorose Groomes asked if the reduction relates to bringing in Police through the academy versus transferring in from other Police departments. Mr. Rogers stated that it does not relate to the academy; it is more about what it cost last year to complete these tasks. It was budgeted for, but not needed. Mr. Keenan stated that the psychological evaluations are so important for law enforcement and a very important part of the hiring process. Mr. Rogers agreed, stating that those are not being reduced. Mr. Rogers added that there is no requirement for a compensation plan review in 2019; the next review will be in 2020. He also added that the City's consultant recommended no change to the salary table and stated that the City is very competitive within the market. • Misc. Contract Services (reduction of $8,370); • Insurance and bonding ($21,346 increase); and • Risk Management & Safety Programs ($990 increase). Mr. Rogers reviewed what is included in the Contract Services — General Fund item. Mr. Keenan clarified the psychological evaluation reduction noted on the slide. He asked if -- when there is a change in ranks -- another psychological evaluation is done before the promotion is made. He would like to know what larger metropolitan departments do and whether or not they do additional evaluations. Mr. McDaniel stated that he would provide that information, but added that Dublin's processes are benchmarked against the accreditation process. Mr. Rogers stated that employee benefits (page 8-1 in the budget binder), is the largest budget number for HR. Mr. Keenan asked that it would be helpful to provide to those who haven't been involved with the budget process the following information: • What the City retains for each claim; • What is the threshold of losses before triggering stop loss; and • Excessive claims. Mr. Rogers stated that the information requested is actually addressed later in the presentation. He then highlighted the changes in the Internal Service — Self Insured category. He provided information regarding the Wellness Portal and stated that the HBC educational program will be done internally versus outsourcing. Stop loss coverage reflects an increase for 2019 due to the recent claims. The threshold of claims for stop loss is $150,000. In response to Ms. Fox's question regarding stop loss claims, Mr. Keenan explained that the City pays a deductible and then the next amounts up to $150,000. Once the City reaches $150,000, the stop loss compensates for any single claim over that amount. Mr. Keenan asked how many claims we have had per year over the last five or six years. Mr. Rogers stated there is a future slide to address that question. Mr. Keenan would like to see how many claims were over that $150,000 level in the past few years. Mr. Keenan clarified that the HSA contributions fund also includes the HRA contributions as well. Mr. Rogers stated that was correct. Mr. Rogers stated that the Professional Services/Contract Services reflects a proposed increase of 11.4%. Oswald Benefits Consulting helps with program evaluation. They also managed the RFP process that was conducted for insurance programs. As a result of the process, there were two for consideration, United Healthcare and Medical Mutual of Ohio. The difference between the two was negligible and therefore, the City will keep United Healthcare. The Cancer Bridge Dublin City Council - Administrative Committee Monday, October 29, 2018 Page 7 was implemented this past year and is proposed to be continued as assistance for employees or their family members that have been diagnosed with cancer. This program provides a means of coaching and support to guide them. In response to Ms. Fox, Mr. Rogers stated that the annual screenings do no really impact the cost of the premiums, it is more about the HBC program. Mr. Keenan stated that it does affect the premiums by way of the experience that you will have over time. These screenings can make a huge difference in preventative care. Mr. Rogers stated that workers compensation reflects a 7.1% decrease. Mr. Keenan asked what the City retains on the workers compensation claims. Mr. Whittington responded it is $500,000 per claim and then stop loss is unlimited after that. Mr. Keenan asked what the rate would be in the fully funded market. This program has saved a lot of money. Mr. Whittington stated that he does keep track of what the City would be paying. He credited the safety initiatives that have been put in place. In response to Mr. Keenan's question regarding drug testing, Mr. Whittington stated that every workers compensation claim from an accident is tested. In response to Mr. Keenan's question regarding the difference with drug testing for a municipality, Mr. Whittington stated that a municipality cannot test without probable cause or reasonable suspicion after an accident. Mr. McDaniel stated that CDL testing is random. Mr. Whittington clarified that testing is not required to renew, but CDL can be randomly tested. Mr. Rogers stated that the Professional Services/Contract Services item is for fraudulent claim investigations. In response to Mr. Keenan's question regarding what triggers an investigation, Mr. Whittington stated that if there are any red flags regarding a workers compensation injury, an investigation will be initiated. Mr. Rogers had a series of additional slides that he shared with Council regarding: • Monthly vacancy rate of citywide permanent employees is 4.2%; • A healthy turnover rate is 10% or less and so far for 2018, Dublin is at 5.5% due largely to retirements; • Number of non -permanent workers: as of the end of October, we are at 269; Ms. Fox asked if it was difficult to hire enough seasonals. Mr. Rogers stated that it has been difficult because the economy is doing well and people are finding permanent jobs. In response to Ms. Fox's question regarding Dublin's competitiveness in what is paid to seasonals, Mr. Rogers stated that Dublin is very competitive. • Hours of overtime/compensatory time earned annually and monthly by permanent employees. Mr. McDaniel stated that this is tracked routinely to monitor whether staffing levels are appropriate in certain areas. Vice Mayor Amorose Groomes asked if Mr. Rogers knew the number at which the amount of overtime is more than the cost of an employee with benefits, etc. Mr. Rogers stated that this type of analysis is part of the on-going analysis the City will be doing. 0 Hours of overtime/compensatory time earned by bargaining units in 2018. Dublin City Council - Administrative Committee Monday, October 29, 2018 Page 8 Mr. McDaniel stated that he would rather pay overtime rather than having those hours accumulate in the bank. Legally, some caps can be put on it, but it is up to the employee how they want to take their overtime. Mr. Keenan asked if this funding was encumbered. Ms. Mumma stated that it isn't encumbered, but they do show the compensatory time liability on their financial statements. • Number of employees on certified FMLA status; • Actual hours used per year FMLA; • Benefits Cost for 2019: $15,545,813, which is a .19% decrease over the 2018 budget. In response to Ms. Fox's question, Mr. Rogers stated that was correct. He verified that is accurate. Mr. McDaniel stated that tells a good story in an upcoming slide about how this compares to the cost of traditional benefit programming. • Employee Benefits Self -Insurance Fund — level of fund balance for 2019 — Ms. Mumma stated the City is in a good position. • Medical and prescription plan performance annually — demonstrating how healthy the City of Dublin program is versus a fully funded claim. • Claims history versus projections monthly — 81.6% of projections largely because of an accident an employee had this year. Mr. Keenan stated his experience has been that the largest claims typically come from the dependents. • Health Plan Stop Loss number of claims per year from 2011-2018. Mr. Rogers stated the year-to-date claims is expected to be at around four. • Employee Assistance Program (EAP) Utilization — employees are using EAP. Ms. Fox asked what services EAP provides. Mr. Rogers stated it could be financial advice, legal or psychological assistance to an employee. Vice Mayor Amorose Groomes stated that there are other opportunities for Police. Mr. Rogers stated that was correct. Mr. Keenan asked if those are through the FOP. Mr. Rogers stated that was correct. • Prevention and wellness compliance — all employees are doing a good job getting prevention screenings. • Biometrics slide showing the aggregate biometrics of employees and the trend lines. o Blood Pressure is trending positively. o Cholesterol is not trending positively so more education will be provided on that. o BMI is also trending up. o Tobacco Use is self -reporting and trending in the right direction. Mr. McDaniel stated that everyone is aware of his or her individual biometrics. Staff is making sure they understand the numbers in the aggregate in order to maintain the good benefits that employees currently have. Vice Mayor Amorose Groomes asked if testing for tobacco use was possible. Mr. Rogers responded that the problem is that if we begin testing for tobacco, instead of the 50% that we can go to and still be within compliance, it would drop to 30%. • Workers compensation (self-insured versus state program) — Dublin is trending well. • Pie Chart showing all incidents and what department have the most workers compensation incidents. • Professional and Leader Development Training accomplished Dublin City Council - Administrative Committee Monday, October 29, 2018 Page 9 • Citywide training/development budget (2019) — Mr. Rogers reiterated the Learning Management System will assist with training and tracking numbers. Ms. Fox reiterated that she supports the concept of web -based training and making it available to any employee. Communications and Public Information Mr. Edwards shared the organizational chart for the Department of Communications and Public Information. There are no staffing changes requested. Mr. Edwards listed the key services of the department. The 2019 funding request shows a .5% increase. Professional Services/Contract Services shows a 3.4% increase. Mr. Edwards highlighted the contracts: • Video Production Services: Shared Vision ($40,000); • Graphic Design — used for larger projects ($80,000); • Consulting Services for Dublin "Smart City" projects (Murphy Epson — new contract for $30,000); • Brand Management ($30,000); • Photography ($15,000); and • Contract with Dublin Life for City pages and special inserts ($13,500). Mr. Edwards stated the Other Charges/Expenditures items include Memorial Tournament Investment and State of the City. Employee events were moved to the Events Division. Mr. McDaniel noted the difference between his contract with Marie Keister for lobbying services and the contract with Murphy Epson to illustrate that was not a duplication of budgeting. Mr. McDaniel also noted that there is a memo in Council's packet for the next Council meeting (November 5) that breaks down the expenses and he is anticipating a discussion about that memo at a later date. Vice Mayor Amorose Groomes asked if the State of the City amount ($10,000) reflects the entire expenses. Mr. McDaniel stated the venue is at no cost to the City. There are refreshments and other incidental items that are included in this amount. Ms. Fox stated that at Council's goal setting, there was discussion of utilizing the CPI Department to leverage technology to have real-time citizen opinion. She asked whether or not there were funds in the operating budget that would allow exploring new technology to accomplish this. She referenced a quick survey on Bridge Park that was done as an example. As a Smart city, we need to include this in our communication plans. Mr. Keenan stated that the City is actively involved in communication through the website and all social media sites that includes the potential for dialogue with the public. Ms. Fox referenced Digitel that is used in Tel Aviv for communication and suggested looking at how they engage with their public. Mr. McDaniel stated they would take a look and report back to Council. Vice Mayor Amorose Groomes asked whether there is a budgeted plan for the historic buildings on the historic registry and having their story documented similar to what was done with the Dublin Arts building. Mr. McDaniel stated there are not any funds specifically budgeted for that, but should it need to be funded, he does not anticipate a problem with doing so. He had a conversation with Tom Dublin City Council - Administrative Committee Monday, October 29, 2018 Page 10 Holton, Dublin Historical Society about having the storytellers recorded. He will follow up and report back to Council. Law Department Ms. Readler shared the organizational chart and how services are divided among herself as Law Director and other members of the Frost Brown Todd team. She then provided the statement of functions performed by the Law Department. The 2019 funding request showed an 11.4% increase. She explained the increase citing the three types of services provided: • Legal Services: these are the contracted legal services that are provided and there are no changes proposed in this section; • Other legal services: items that are special legal matters that are outside the general retainer services that have been agreed to by contract. There is no increase proposed in this section; and • Other professional services: items related to special counsel fees, imminent domain projects, etc. There is an increase of $200,000 proposed in the 2019 budget. Ms. Fox referenced the statement of functions, and asked whether or not this represented what was in the contract with the law director. Ms. Readler stated that is correct. Mr. Keenan stated that this changed eight or ten years ago. Previously, everything was billed to the City separately. It was eventually combined into a contract and what is reflected today. Ms. Fox asked why Legal staff is not present at the ARB meetings. Ms. Readler stated that, historically, the legal department has not staffed ARB, but PZC due to the increased complexity and the appeal possibilities. She stated there is no reason why they couldn't staff ARB meetings if they were so directed. Mr. McDaniel stated that if a need was anticipated, legal could plan on being there. Ms. Fox reiterated that this is a service available to ARB should they desire to use it. Mr. McDaniel stated it was. Ms. Fox also stated that if legal were there for the meeting, then before the meeting, legal could provide a process summary or overview. Ms. Readler stated that they do attend BZA as needed. Vice Mayor Amorose Groomes stated that her suggestion would be for the future to look at negotiating rates for those additional services versus standardized rates. Ms. Readler stated that all the rates are discounted rates. Mr. Keenan stated it would be difficult to put that into a contract because it is unknown what with arise for legal involvement. Ms. Readler stated that Council makes the decisions on whether or not pursue certain legal avenues with the exception of when legal is defending the city in an action. Mr. McDaniel stated that staff keeps Council briefed on what is coming forward and what options are available. Court Services, Records Management and Court Computer Fund Ms. Schoning provided an organizational chart of the Court Services department. There are no staffing changes proposed for 2019. She noted that two of the salaries are allocated between both the Court Services budget and the Records Management budget. The Records Retention Technician is 100% from the Records Management budget. Ms. Schoning shared the key services of Court Services and indicated there is a 4.4% increase proposed in the 2019 funding request. The main change in the funding request was an increase of $3,500 for interpreter and victim advocacy services. Ms. Schoning noted that a large portion of the Professional Services item is for Franklin County for prisoner boarding and court operating expenses. It costs $82.00 a day to board a prisoner. Dublin City Council - Administrative Committee Monday, October 29, 2018 Page 11 Ms. Fox inquired as to whether it would be possible to utilize residents or volunteers as interpreters to reduce the interpreter cost. Ms. Schoning stated that the Supreme Court prefers the Court to have a certified interpreter. Ms. Fox stated that she is unsure what the certificate process is for interpreters, but see it as an opportunity for our multi-lingual residents to become involved. Mr. McDaniel stated that he has met business owners who operate these type of interpretive services and they are constantly scanning the community for people to add to their services. He would encourage networking with those companies if they have a need. Mr. Keenan suggested Christine Nardecchia could look into the certification process. Ms. Fox agreed. Ms. Schoning continued her presentation with the Records Management budget. She reviewed the key services that are covered under the records management function. The 2019 funding request reflects a 1.5% increase over 2018 for offsite records storage. Ms. Schoning moved on to the Court Computer Fund which was established by Ordinance 41-93 in accordance with ORC 1901.261. These revenues are derived from assessing an $8.00 fee per case and the funds are designated for computerization of the Court. The 2019 fund request reflects a 29.6% decrease largely due to the software maintenance fees were re -allocated to IT. Also, the court is requesting $8,000 to purchase digital recording software for court proceedings. Council Discussion Mr. Keenan stated that he feels there is value in the entire Council being involved in this entire dialog, the give and take, the questions, the answers and the overall strategies that staff may have. It is also valuable for staff to hear other departments and the Council questions and comments. He does not see how this is possible with a sub -committee setting like this. He anticipates a lot of questions when the Committee of the Whole meets because a lot of the discussions have been missed and the dialog. He noted that Council members not on this committee could pick up the discussion in the minutes, as they will be put out quickly for review, but he feels they will have the same problem with all the other sub -committees. Ms. Fox stated that she agrees that all of Council should hear this discussion. She appreciates the time for extra discussion. She feels that either more full council meetings would be required or it can be broken up into committees. She prefers the full council meetings, but she likes to understand and be able to ask questions. She feels council needs the time to be able to properly vet all the questions. Mr. Keenan stated that there are Council Members that have a lot of history and important details that could add to the discussion. He stated his prediction that all this will be repeated. Mr. McDaniel suggested that this was the first try with this structure and if Council prefers not to continue this way, please talk with other council members and suggest stopping the committees. He is not interested in wasting anyone's time. Take Aways Mr. McDaniel stated that the following are the requests he heard coming from this meeting: • Information on training programs, an executive summary of the training opportunities available to staff; • Formal training for Council, Board and Commissions (a more formalized training program); • Check on whether or not larger metro police departments require more psychological testing for advancement and check against CALEA requirements; Dublin City Council - Administrative Committee Monday, October 29, 2018 Page 12 What would have been paid in a traditional State of Ohio workers comp progra Investigate technology for real-time surveying and communication; Historic story telling of the historical buildings; If • Legal services for ARB; and • Interpretive services for court and any opportunities to include citizens. The meeting was adjourned at 4.,,06 pm. ruty Cl�k of Cou,nc-il