Committee on Ways and Means

AGENDA Committee on Ways and Means Friday, February 14, 2020 @ 8:30 a.m. City Council Conference Room, City Hall 10th Floor Councilmember Wood, Chair Councilmember Spadafore, Vice Chair Council Member Jackson, Member 1. Call to Order 2. Approval of Minutes  January 27, 2020 3. Public Comment on Agenda Items 4. Discussion/Action: A.) RESOLUTION – City Market Rental Fees B.) DISCUSSION – 2020/2021 City Council and Internal Audit Budget(s) 5. Other 6. Adjourn  MINUTES Committee on Ways and Means Monday, January 27, 2020 @ 4:00 p.m. 10th Floor Conference Room, City Hall CALL TO ORDER The meeting was called to order at 4:00 p.m. ROLL CALL Council Member Carol Wood, Chair Council Member Peter Spadafore, Vice Chairperson Council Member Brian T Jackson, Member OTHERS PRESENT Sherrie Boak, City Council Office Manager Lisa Hagen, Assistant City Attorney/Council Research Assistant Eric Brewer, Council Internal Auditor Amber Paxton, Financial Empowerment Emily Stevens, Parks and Recreation Joe McClure, LPD Sgt. Schlagel, LPD Jim Smiertka, City Attorney Minutes MOTION BY COUNCIL MEMBER SPADAFORE TO APPROVE THE MINUTES FROM OCTOBER 28, 2019 AS PRESENTED. MOTION CARRIED 3-0. Public Comment No public comment at this time. Discussion/Action RESOLUTION – National League of Cities; Addressing Fines & Fees Equitably Grant Ms. Paxton acknowledged that the City received part one of this grant in July 2019 for $10,000. She then provided details on the grant which included specifics on the program in conjunction with 54-A District Court on debt related cases. They have posted an RFP for restoration justice and currently have been impressed with the submissions. Ms. Paxton went on to state that this grant will be used to off-set staff time on the project, and the balance will be used for incentive dollars for those effected by the debt which is preventing them from getting their driver’s license back if they participate in the financial empowerment center program. Council Member Jackson asked if there were an initial results on how many people will be impacted, and Ms. Paxton stated they are looking at the violations because of unpaid debt, and their research shows in Lansing there are 70% male, 53% African American and well over half are under the age of 30. Council Member Jackson then asked about the Restorative Justice Program itself, and stated it is a support circle and this grant will be only for those people affected by an arrest because of fines and costs. Council Member Jackson asked if they have looked at the recent study done by the State of Michigan Task Force, and Ms. Paxton noted they will be working with a researcher from MSU who was paid out of the 1st portion of the grant and she will be incorporating the State information into her findings. Council Member Wood asked how waiving the fees would impact the budget where they have noted they will take in fees. Ms. Paxton stated it would be minimum because there about 150 maximum of the 1800 cases and fines are not being waived but the fees are. Council Member Jackson asked if they considered extending the program to include “No License on Person” cases, and Ms. Paxton confirmed she had not considered that but would look into it. Council Member Wood noted the grant form stated there was no City match and Ms. Paxton confirmed they are using current staff. MOTION BY COUNCIL MEMER SPADAFORE TO APPROVE THE RESOLUTION FOR THE NATIONAL LEAGUE OF CITIES EQUIABLY GRANT. MOTION CARRIED 3-0. RESOLUTION – Grant Acceptance; Lansing Parks and Recreation w/Lansing Police Department; Project Safe Neighborhood Ms. Stevens stated this grant will work with the current LPD Basketball programs on Friday and Saturday evenings in the summer and the program also extends to indoors during the winter months for after school programs. The grant will cover LPD cost, staff cost, the gym use, court use, prizes and food. Council Member Wood asked for confirmation that there is no City match, and Ms. Steven confirmed along with noting the source of the grant will be the Battle Creek Community Foundation. The Committee and applicants spoke briefly about statistics on attendance and Mr. McClure stated he would get the numbers to the Committee. Council Member Wood asked about conditions on participants meeting or being out after curfew and Ms. Stevens noted they had not had any issues in the past but would reach out to LPD for further details on if they have something in place. MOTION BY COUNCIL MEMBER SPADAFORE TO APPROVE THE RESOLUTION FOR THE PROJECT SAFE NEIGHBORHOOD PARKS AND RECREATION GRANT. MOTION CARRIED 3-0. RESOLUTION – Grant Acceptance; Lansing Police Department; Project Safe Neighborhoods Grant Mr. McClure informed the Committee that this grant was also from the Battle Creek Community Foundation, along with the US Attorney office. It is a Federal grant with no match, encouraging community engagement with LPD on the “LPD and Me Workshop” which assists the youth between the ages of 8-15; a maximum of 25 students to be trained in law enforcement. The grant will also go towards Hoop-It-Up where the LPD officers participate in open basketball games with the youth and are provided with a basketball hoop and basketball to use. Other programs the grant will go towards is a health and fitness club for 8-16 year olds on staying fit and health, pairing them with an officer to work out with twice a week. Lastly funds will also be used to print 3,000 welcome packets for distribution, and “Light up Lansing” where they will pass out light bulbs. Council Member Jackson asked who in the LPD would be in charge of these programs and was told Officer Osborn. MOTION BY COUNCIL MEMBER SPADAFORE TO APPROVE THE RESOLUTION FOR THE PROJECT SAFE NEIGHBORHOODS GRANT FOR LPD. MOTION CARRIED 3-0. RESOLUTION – Grant Acceptance; Lansing Police Department; Sub-Recipient of MSP for Byrne Justice Assistance Grant Mr. McClure informed the Committee that the grant of $133,200 will not have a City match, goes through 9/30/2020 and the items it will purchase include video analytics software, video processor hardware, and is also par to of the technology enhancement grant. Council Member Wood referenced the grant form and asked if it was awarded in October, but the Committee is just seeing it, and Council Member Spadafore confirmed that this Committee did not meet again in 2019 after it was awarded and this was the first Committee meeting. Mr. McClure assured the Committee that no purchases have been made as of yet. MOTION BY COUNCIL MEMBER SPADAFORE TO APPROVE THE RESOLUTION FOR THE BYRNE JUSTICE ASSISTANCE GRANT. MOTION CARRIED 3-0. RESOLUTION – Grant Acceptance; Lansing Police Department; 2019 Justice Assistance Grant Mr. McClure noted this is the annual JAG grant and out of the $116,680 the County will get $11,226. The City will use their funds to purchase uniform upgrades and redaction software. Mr. McClure could not provide any details on what the County would be using their funds for. Council Member Jackson noted in the past software purchases were made that did not sync with currently equipment, and he asked if they had done the research to make sure this purchase would be compatible. Mr. McClure noted that before they purchase it they will screen for compatibility with current programs. Council Member Wood asked if they have to get IT approval first, and Mr. McClure confirmed that IT has been involved already with all their software and computer purchases. Mr. Brewer referred the Committee to the packet noting the vetting documentation was all included. MOTION BY COUNCIL MEMBER SPADAFORE TO APPROVE THE RESOLUTION FOR THE 2019 JUSTICE ASSISTANCE GRANT. MOTION CARRIED 3-0. Sole Source Purchase; Lansing Police Department; Action Target Inc. vendor for Bullet Traps at Lansing Police Firearms Range Sgt. Schlagel explained the sole source was to replace two traps that catch rounds in the shooting range because they were unsafe. This vendor is the sole vendor due to the fact that they equipment is outdated and they are the only vendors that have the replacement parts. Sgt. Schlagel confirmed the purchase was made on January 8, 2020. Council Member Wood asked Sgt. Schlagel to provide any updates on the current condition of the shooting range itself. Sgt. Schlagel acknowledged it was building 1999, some of the equipment had a 10 year life expectancy and confirmed the range does need some updating. Per this vendor the cost for a complete upgrade could come in at $830,000, and would not include the removal of the current system. Council Member Spadafore stepped away from the meeting at 4:29 p.m. Sgt. Schlagel informed the Committee that currently he was not able to put a life cycle on the current condition of the range, but weather and other factors take a toll on them. Council Member Spadafore returned to the meeting at 4:31 p.m. MOTION BY COUNCIL MEMBER SPADAFORE TO PLACE ON FILE THE SOLE SOURCE FOR LPD AND ACTION TARGET, INC. 3-0. Council Member Wood asked Sgt. Schlagel to provide an overview on the current range to the Committee in the future. Mr. McClure added to the conversation that there is a request in the 2021 budget for replacement. ADJOURN Adjourn at 4:35 p.m. Submitted by, Sherrie Boak, Council Office Manager Lansing City Council Approved by the Committee on________________  97

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In addition, items addressed in this review are believed to be obtained from reliable sources by the Internal Auditor and all information contained in this review is provided “as is” with no guarantee of completeness, accuracy, timeliness or of the results obtained from the use of this information without warranty of any kind, express or implied. MEMORANDUM DATE: 2/10/2020 TO: Ways and Means Committee FROM: Eric Brewer, Internal Auditor RE: Budget Proposal for City Council and Internal Audit for Fiscal Year 2021 City Council Budget Proposal The City Council Budget for Fiscal Year 2021 currently proposed is for 690,134 dollars. This is a decrease of 36,843 dollars from Fiscal Year 2020 of 726,977 dollars. This represents a 5.07% decrease from the prior year fiscal year. The City Council Actual has been under the Budgeted amounts for Fiscal Years 2017 thru 2019 and is on pace for Fiscal Year 2020. This trend more than likely will occur in Fiscal Year 2021. City Council Fiscal Year 2017 2018 2019 Budget $675,800 $709,828 $722,109 Actual $639,021 $677,783 $680,726 Under Budget ($36,779) ($32,045) ($41,383) Internal Audit Budget Proposal The Internal Audit Budget Proposal for Fiscal Year 2021 currently proposed is for 196,000 dollars. This is an increase of zero dollars from the Fiscal Year 2020 of 196,000 dollars. This represents an increase of 0.00% from the prior fiscal year. The Internal Audit Actual has been under the Budgeted amounts for Fiscal Years 2017 thru 2019 and is on pace to be at or under the budgeted amount for Fiscal Year 2020. This trend more than likely will occur in Fiscal Year 2021. Internal Audit Fiscal Year 2017 2018 2019 Budget $172,200 $183,700 $194,900 Actual $153,220 $181,964 $192,654 Under Budget ($18,980) ($1,736) ($2,246)  CITY OF LANSING CITY COUNCIL FISCAL YEAR 2021 BUDGET PROPOSAL  ITEM 1 FY 2020 Year-End Projection/FY 2021 Budget Line Item Worksheet For February Budget Amendment: 1/17/2019 Department: For Year End Amendment: 1/31/2019 1/31/2019 FY 2020 FY 2020 FY 2020 FY 2021 FY 2019 FY 2019 FY 2020 Actual & Enc. Dec. - June Year-End Dept. Account Code GL Key Description FY 2015 Actual FY 2016 Actual FY 2017 Actual FY 2018 Actual Adopted Budget Actual Adopted Budget Thru Nov. x Estimate Projection Submission 101.112101.643100.00000 1012101 ABANDONED AUTO AUCTION - - - - - - - - - NA 101.112101.702000.00000 1012101 SALARIES 241,987 274,083 275,411 298,145 294,800 296,874 300,734 118,069 180,714 298,784 303,957 101.112101.708000.00000 1012101 OVERTIME - SALARY - - - 142 - 100 - 16 - 16 NA 101.112101.712000.00000 1012101 LONGEVITY - - - - 400 500 400 500 - 500 400 101.112101.715300.00000 1012101 FRINGE BENEFITS - FIXED 129,315 140,850 126,718 128,062 129,872 129,871 121,737 46,895 74,842 121,737 90,295 101.112101.715400.00000 1012101 FRINGE BENEFITS - VARIABLE 46,196 52,205 55,454 64,213 64,501 64,970 70,645 25,367 45,278 70,645 66,022 101.112101.741000.00000 1012101 MISCELLANEOUS OPERATING 31,982 31,283 30,456 32,968 30,000 24,541 32,000 4,434 11,742 16,176 32,000 101.112101.741200.00000 1012101 PROMOTION 2,925 5,947 6,130 6,839 8,161 7,075 8,000 3,075 4,179 7,254 8,000 101.112101.741209.00000 1012101 COUNCILMEMBER BETZ - - - - - - - - 750 750 1,500 101.112101.741223.00000 1012101 COUNCILMEMBER WOOD 2,004 2,055 1,995 2,007 2,000 1,494 2,000 1,035 965 2,000 2,000 101.112101.741229.00000 1012101 COUNCILMEMBER DUNBAR 1,917 1,690 1,495 1,823 2,000 1,157 2,000 350 1,650 2,000 2,000 101.112101.741231.00000 1012101 COUNCILMEMBER QUINNEY 1,910 - - - - - - - - - NA 101.112101.741233.00000 1012101 COUNCILMEMBER HEWITT - - - - - (12) - - - - NA 101.112101.741234.00000 1012101 COUNCILMEMBER ROBINSON 1,357 1,419 - - - - - - - - NA 101.112101.741235.00000 1012101 COUNCILMEMBER YORKO 1,592 1,438 1,401 810 - - - - - - NA 101.112101.741236.00000 1012101 COUNCILMEMBER HOUGHTON 1,729 1,461 1,002 1,130 - - - - - - NA 101.112101.741237.00000 1012101 COUNCILMEMBER WASHINGTON 1,240 641 1,204 1,496 1,500 677 1,500 510 - 510 NA 101.112101.741238.00000 1012101 COUNCILMEMBER BROWN-CLARKE 1,912 1,410 872 981 - - - - - - NA 101.112101.741239.00000 1012101 COUNCILMEMBER DELGADO - 845 - - - - - - - - NA 101.112101.741240.00000 1012101 COUNCILMEMBER SPITZLEY - 100 1,146 1,346 2,000 1,852 2,000 847 1,153 2,000 2,000 101.112101.741241.00000 1012101 COUNCILMEMBER HUSSAIN - - 1,358 1,517 1,500 1,573 1,500 564 936 1,500 1,500 101.112101.741242.00000 1012101 COUNCILMEMBER SPADAFORE - - - 361 2,000 1,627 2,000 407 1,593 2,000 2,000 101.112101.741243.00000 1012101 COUNCILMEMBER JACKSON - - - - 1,500 1,474 1,500 - 1,500 1,500 1,500 101.112101.741244.00000 1012101 COUNCILMEMBER GARZA - - - 730 1,500 1,412 1,500 366 1,134 1,500 1,500 101.112101.741246.00000 1012101 MARTIN LUTHER KING JR DAY - - - - 1,000 750 1,000 - 1,000 1,000 - 101.112101.741247.00000 1012101 CESAR CHAVEZ EVENT 500 1,000 1,000 1,612 1,500 1,500 1,500 - 1,500 1,500 - 101.112101.741256.00000 1012101 BEA CRISTY AWARDS DINNER 1,000 - - - 500 - 500 - - - - 101.112101.741289.00000 1012101 COMMUNITY FUNDING 8,750 5,650 3,800 2,752 14,448 4,565 7,000 2,000 2,703 4,703 9,500 101.112101.743050.00000 1012101 TEMPORARY HELP-CONTRACTUAL 10,936 11,734 8,415 - 5,000 330 5,000 488 337 825 5,000 101.112101.743720.00000 1012101 INFORMATION TECHNOLOGY ALLOC 79,050 83,000 59,320 74,903 78,905 78,905 83,178 34,660 48,518 83,178 83,178 101.112101.744110.00000 1012101 UTILITIES - CITY HALL 45,467 41,329 39,657 41,806 50,000 46,357 50,001 6,017 43,984 50,001 50,000 101.112101.744200.00000 1012101 TELEPHONE 13,373 13,697 14,219 8,086 13,500 6,379 13,500 - 2,626 2,626 10,000 101.112101.747000.00000 1012101 TRAINING 54 1,222 675 190 2,000 210 2,000 274 199 473 2,000 101.112101.748000.00000 1012101 INSURANCE & BONDS 6,702 3,691 5,788 5,864 8,522 6,507 10,782 - 10,782 10,782 10,782 101.112101.977000.00000 1012101 EQUIPMENT - 13,975 1,505 - 5,000 36 5,000 - 15 15 5,000 1012101 Total 631,897 690,723 639,021 677,783 722,109 680,726 726,977 683,976 690,134  CITY OF LANSING INTERNAL AUDIT FISCAL YEAR 2021 BUDGET PROPOSAL  ITEM 1 FY 2020 Year-End Projection/FY 2021 Budget Line Item Worksheet For February Budget Amendment: 1/17/2019 Department: For Year End Amendment: 1/31/2019 1/31/2019 FY 2020 FY 2020 FY 2020 FY 2021 FY 2019 FY 2019 FY 2020 Actual & Enc. Dec. - June Year-End Dept. Account Code GL Key Description FY 2015 Actual FY 2016 Actual FY 2017 Actual FY 2018 Actual Adopted Budget Actual Adopted Budget Thru Nov. x Estimate Projection Submission 101.112120.702000.00000 1012120 SALARIES 92,340 54,797 54,683 90,584 95,540 97,297 97,626 38,437 57,569 96,007 97,626 101.112120.707000.00000 1012120 TEMPORARY HELP - 13,832 9,292 - 500 - 500 - - - 500 101.112120.712000.00000 1012120 LONGEVITY 1,500 2,000 - - - - - - - - - 101.112120.715300.00000 1012120 FRINGE BENEFITS - FIXED 74,690 77,480 71,901 66,888 69,988 69,989 67,679 25,851 41,828 67,679 67,679 101.112120.715400.00000 1012120 FRINGE BENEFITS - VARIABLE 22,775 14,258 9,392 15,556 16,233 15,884 16,310 6,203 8,928 15,131 16,310 101.112120.741000.00000 1012120 MISCELLANEOUS OPERATING 647 758 - - 1,500 210 1,500 - - - 1,500 101.112120.743720.00000 1012120 INFORMATION TECHNOLOGY ALLOC 7,183 7,550 5,142 6,494 6,840 6,840 7,211 3,005 4,206 7,211 7,211 101.112120.744200.00000 1012120 TELEPHONE 694 955 644 248 1,000 - 1,000 - - - 1,000 101.112120.748000.00000 1012120 INSURANCE & BONDS 2,507 1,381 2,166 2,194 3,299 2,435 4,174 - 4,174 4,174 4,174 1012120 Total 202,336 173,010 153,220 181,964 194,900 192,654 196,000 190,202 196,000