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City Attorney's Office (Legal Services) FY22 Budget Presentation Copyrighted March 3, 2021 City of Dubuque Public Hearings # 2. Special Meeting ITEM TITLE: CityAttorney's Office (Legal Services) FY22 Budget Presentation SUMMARY: SUGGESTED DISPOSITION: ATTACHMENTS: Description Type City Attorney's Office FY22 Policy Budget Supporting Documentation Outline_Updated 3/3/21 Budget Presentation_Updated 3/3/21 Supporting Documentation Legal -19- This page intentionally left blank. -20- LEGAL DEPARTMENT % Change From FY FY 2020 FY 2021 FY 2022 2021 Budget Highlights Actual Budget Requested Budget Expenses Employee Expense 798,507 799,921 799,984 0.0 % Supplies and Services 266,091 214,970 239,782 11.5 % Machinery and Equipment 8,537 525 3,185 506.7 % Total 1,073,135 1,015,416 1,042,951 2.7 % Resources Administrative Overhead Recharges 502,196 516,722 526,580 1.9 % Reimbursements 177 — 177 0.0 % County Revenue — 3,000 3,000 0.0 % Total 502,373 519,722 529,757 1.9 % Property Tax Support 570,762 495,694 513,194 17,500 Percent Increase (Decrease) 3.5 % Personnel -Authorized FTE 5.62 5.62 5.62 Significant Line Items Employee Expense 1. FY 2022 employee expense reflects a 3.0% wage package increase. 2. The lowa Public Employee Retirement System (IPERS) City contribution of 9.44% is unchanged — °/o from FY 2021 City contribution of 9.44%. The employee contribution of 6.29% is unchanged from FY 2021. 3. The City portion of health insurance expense increased from $1,025 in FY 2021 to $1,086 in FY 2022 per month per contract which results in annual cost increase of$9,460 or 5.95%. 4. Overtime expense is unchanged from $3,000 in FY 2021 to $3,000 in FY 2022. FY 2020 Actual was $4,970. 5. Five-Year Retiree Sick leave payout decreased from $14,968 in FY 2021 to $8,893 in FY 2022. 6. During FY 2021, a full-time Paralegal Position was changed to a full-time Legal Administrative Assistant Position (-$5,931). -21- Supplies & Services 7. Subscriptions decreased from $15,167 in FY 2021 to $14,277 in FY 2022 based on FY 2020 Actual plus 2%. 8. Damage Claims increased from $100,624 in FY 2021 to $120,892 in FY 2022 based on a five year average of actual claims paid (FY20 $172,087, FY19 $158,232, FY18 $108,231, FY17 $35,409, FY16 $130,501). The City reimburses lowa Communities Assurance Pool (ICAAP) up to $20,000 per claim. 9. Education and Training increased from $13,500 in FY 2021 to $17,500 in FY 2022 based on actual estimated cost of conferences and the FY21 recurring improvement package for the Civil Rights Specialist ($4,000). 10. Administrative Judge is unchanged from $14,724 in FY 2021 to $14,724 in FY 2022. This line item represents the cost for human rights complaint investigations including the public hearing expense for an administrative law judge. 11. Rental of Space increased from $27,078 in FY 2021 to $27,106 in FY 2022. This line item includes parking for the City Attorney, Assistant City Attorney, Senior Counsel, and Civil Rights Specialist ($2,904) and office rent ($24,174). Machinery & Equipment 12. Purchase of equipment for FY 2022 includes ($3,185): Legal Services Smartphones (3) $ 2,660 Desk Chair (1) $ 425 Chair Mats (1) $ 100 Total Equipment $ 3,185 Revenue 13. Revenue received from Enterprise Funds for administrative overhead charges increased from $516,722 in FY 2021 to $526,580 in FY 2022. -22- CITY ATTORNEY'S OFFICE The mission of the City Attorney's Office is to provide legal counsel to the City Council, City Manager, and all officials and departments of the City in matters relating to their official duties so that the City delivers excellent municipal services that support urban living and a sustainable City plan for the community's future and that facilitate access to critical human services which result in financially sound City government and citizens getting services and value for their tax dollar. IVlayor and City Co�n�il City �it� ��ty Clerk At�o�ney Manager SUCCESS IS ABOUT PLANNING, PARTNERSHIPS, AND PEOPLE LEADING TO OUTCOMES People Planning Cross-training among the City Attorney's The City Attorney's Office provides Office staff delivers quality customer counsel and direction to all City service and allows staff to deliver services departments so that they may perForm that exceed citizen expectations. duties and responsibilities to ensure Investment in training allows a high- economic prosperity, environmental/ quality, knowledgeable, and informed ecological integrity, and social/cultural workforce. vibrancy throughout the community. t � �� Partnerships Staff of the City Attorney's Office volunteer with numerous local and state partnerships to implement the City Council's community vision. Staff also develops and implements processes that help provide solutions for community challenges and opportunities. -23- CITY ATTORNEY'S OFFICE FY 2020 FY 2021 FY 2022 Full-Time Equivalent 5.62 5.62 5.62 Resources and Property Tax Support $750,000 $570,762 $502,196 $526,580 $513,194 $500,000 $516,722 $495,694 $250,000 $4,400 $3,000 $3,000 $0 Admin Overhead Property Tax County Revenue from Enterprise Support Funds � FY 2020 Actual FY 2021 Budget FY 2022 Requested The City Attorney's Office is supported by 5.62 full-time equivalent employees. Overall, the department's expenses are expected to increase by 2.7% in FY 2022 compared to FY 2021. Expenditures by Category by Fiscal Year $798,507 Employee Expense $799,921 $799,984 $266,091 Supplies and Services $214,970 ¢� $8,537 Machinery and Equipment $525 I $3,185 $0 $100,000 $200,000 $300,000 $400,000 $500,000 $600,000 $700,000 FY 2020 Actual FY 2021 Budget � FY 2022 Requested -24- CITY ATTORNEY'S OFFICE Mission & Services The City Attorney's Office represents the City in all cases and processes all claims and suits for and against the City and provides written opinions to the City Council, boards and commissions, the City Manager, and City departments. The City Attorney's Office assists in the preparation and review of legal documents, legislation, and other matters in which there is a City interest. The City Attorney's Office provides legal counsel to the City Council, City Manager, and all officials and departments of the City in matters relating to their official duties. The CAO also prosecutes ordinance and traffic violations, represents City boards and commissions, provides advice on legal opinions to officials, department managers, and City employees, and drafts legal documents, memoranda, and opinions. Position Summary FY 2022 PARALEGAL 1.00 LEGALADMIN ASSIT 1.00 ASSISTANT CITY ATTORNEY 1.00 CITY ATTORNEY 1.00 SENIOR COUNSEL 0.62 CIVIL RIGHTS SPECIALIST 1.00 Total FT E uivalent Em lo ees 5.62 Performance Measures City Council Goal: Financially Responsible, High-Performing Government Dept. Objective: Provide timely, cost-efficient, quality services to residents and assist 1 businesses and organizations with promoting workplace diversity. Performance Measure (KPI) Target FY 2019 FY 2020 FY 2021 Performance Actual Actual Estimated Indicator Human Rights Cases - # of businesses/organizations N/A 17 15 10 I� affected Municipal Infractions - % of C�� Defendants who admit 80% 66% 67% 70°/o violations* Claims N/A 94 74 84 N/A 2 Dept. Objective: Provide timely, cost-efficient, and quality counsel, legal assistance and representation, and protection of human rights within City departments and divisions. Performance Measure (KPI) Target FY 2019 FY 2020 FY 2021 Performance Actual Actual Estimated Indicator Continuing Legal Education -# 100 114 61.5 60 � annual hours attended Petition Properties -#of 4 3 5 9 � properties acquired** Development Agreements*** 7 8 5 7 � -25- *Municipal Infractions - FY19: 600; FY20: 433 **Petition Properties - FY19: one property is pending disposition and two properties were sold; FY20: three properties are pending disposition, one property was sold, and one property was demolished. ***Development Agreements - FY19: Carich Properties, 278 W. 17t" Street-capital investment of $400,000; Dupaco Voices, 100 Jackson Street-capital investment of $38M to improve the Property; Marquette Hall, 222 Queen Street-capital investment of$6M to improve the Property; Merge, LLC, 5t" & Bell Streets, purchase price of approximately $970,000, capital investment $18M; Prairie Farms, 3510 Central Avenue, capital investment $8M; Three Amigos, 898 Jackson Street-capital investment of $750,000 to improve the Property; Walter Development, LLC (Hodge), Chavenelle Road, purchase price of approximately $1,069,800, capital investment $9M; Walter Development, LLC (Unison), Chavenelle Road, purchase price of approximately $840,000, capital investment $1.4M; FY20: Duluth Holdings, Inc., $15,000,000 capital investment, $8525.00 purchase price; Gardens of Dubuque, $10,500,000.00 capital investment; Gavilon Grain, LLC (2 leases), $559,601 annual rent; Roshek Property, LLC and Cottingham & Butler, Inc., $2,850,000 capital investment; Carich, $1,500,000 capital investment. -26- Recommended Operating Revenue Budget - Department Total 76 - LEGAL SERVICES FY19 Actual FY20 Actual FY21 Adopted FY22 Recomm'd Fund Account Account Title Revenue Revenue Budget Budget 100 46205 COLTNTY SHARE 6,791 0 3,000 3,000 46 LOCAL GRANT AND REIMBURSE-Total 6,791 0 3,000 3,000 100 53403 [A DISTRICT COURT FINCS 0 40 0 40 100 53620 REIMBURSEMENTS-GENERAL 94 137 0 137 53 MISCELLANEOUS -Total 94 177 0 177 100 59610 FR WPC OPERATING 159,985 165,986 171,100 174,365 100 59620 FR STORMWATER OPERATING 37,468 45,895 51,330 52,309 100 59630 FR PARKING OPERATING 18,318 21,553 22,243 22,667 100 59640 FR WATER UTILITY 28,797 35,970 27,376 27,898 100 59670 FR REFUSE COLLECTiON 131,747 149,802 159,123 162,159 100 59940 FR DMASWA 79,992 82,990 85,550 87,182 59 TRANSFER IN AND INTERNAL -Total 456,307 502,196 516,722 526,580 LEGAL SERVICES -Total 463,192 502,373 519,722 529,757 -2�- Recommended Operating Expenditure Budget - Department Total 76 - LEGAL SERVICES FY19 Actual FY20 Actual FY21 Adopted FY 22 Recomm'd Fund Account Account Title Expense Expense Budget Budget 100 61010 FULL-TIME EMPLOYEES 427,496 478,371 500,028 506,414 100 61020 PART-TIME EMPLOYEES ll8,637 127,417 ll 1,806 115,160 100 61030 SEASONAL EMPLOYEES 8,937 3,528 100 61050 OVERTIME PAY 2,548 4,970 3,000 3,000 100 61091 SICK LEAVE PAYOFF 14,968 14,968 14,968 8,893 100 61095 PARENTAL LEAVE - 12,431 - - 100 61096 50%SICK LEAVE PAYOUT 1,164 1,453 1,164 100 61310 IPERS 51,795 58,808 58,621 59,551 100 61320 SOCIAL SECURITY 39,769 44,896 52,813 45,472 100 61410 HEALTH INSURANCE 57,240 43,560 49,184 58,644 100 61415 WORKMENS'COMPENSATION 1,627 1,456 1,442 1,261 100 61416 LIFE INSURANCE 257 298 311 311 100 61640 SAFETY EQUIPMENT - 143 - - 100 61651 MEALS NO OVERNIGHT - 14 - - 100 61655 CARALLOWANCE 6,080 6,212 6,164 6,256 100 61660 EMPLOYEE PHYSICALS 131 272 131 272 61-WAGES AND BENEFITS 729,485 798,507 799,921 806,398 100 62010 OFFICE SUPPLIES 899 1,565 1,079 1,100 100 62030 POSTAGE AND SHIPPING 690 953 759 972 100 62031 PROCESSING MATERIALS 150 25 150 75 100 62050 OFFICE EQUIPMENT MAINT 223 231 228 236 100 62061 DP EQUIP.MAINT CONTRACTS 4,326 4,497 4,913 5,755 100 62062 JANITORIAL SUPPLIES - 92 50 94 100 62090 PRINTING&BINDING - 33 - 33 100 62110 COPYING/REPRODUCTION 1,513 2,218 1,513 1,513 100 62130 LEGAL NOTICES&ADS 618 2,041 150 341 100 62170 SUBSCRIPTIONS-BOOKS-MAPS 14,869 13,997 15,167 14,277 100 62190 DUES&MEMBERSHIPS 2,810 2,559 2,866 2,610 100 62208 GENERAL LIABILITY INSURAN 1,947 2,368 2,044 2,442 100 62211 PROPERTY TAX 7,236 7,234 7,881 7,379 100 62221 DAMAGE CLAIMS 158,232 172,087 100,624 120,892 100 62230 COURT COSTS&RECORD FEES 73 301 73 150 100 62310 TRAVEL-CONFERENCES 6,200 2,400 8,950 9,130 100 62320 TRAVEL-CITY BUSINESS 37 758 1,000 1,000 100 62340 MILEAGE/LOCAL TRANSP 273 253 283 283 100 62360 EDUCATION&TRAINING 14,764 6,808 13,500 17,500 100 624ll UTILITY EXP-ELECTRICITY 1,441 1,473 1,557 1,547 100 62412 UTILITY EXP-GAS 493 538 493 538 100 62421 TELEPHONE 3,781 4,486 4,405 4,486 100 62424 RADIO/PAGER FEE 309 316 324 335 100 62433 CUSTODIAL SERVICES 4,082 4,445 4,485 4,555 100 62436 RENTAL OF SPACE 23,650 25,285 27,078 27,106 100 62663 SOFTWARE LICENSE EXP 39 55 41 55 100 62667 DATA SERVICES 403 760 533 554 100 62713 LEGAL SERVICES 15,925 4,372 100 62714 ADMINISTRATIVE NDGE 2,600 3,839 14,724 14,724 -2$- 100 62756 EMPLOYEE RECOGNITiON 100 100 100 62-SUPPLIES AND SERVICES 267,585 266,091 214,970 239,782 100 71120 PERIPHERALS,COMPUTER 42 100 71124 COMPUTER 3,047 100 712ll DESKS/CHAIRS 4,085 525 525 100 72418 TELEPHONE RELATED 239 1,363 2,660 71-EQUIPMENT $239 $8,537 $525 $3,185 76-LEGAL SERVICE5 TOTAL $997,309 $1,073,134 $1,015,416 $1,049,365 -29- Recommended Expenditure Budget Report by Activity & Funding Source 76-LEGAL SERVICES LEGAL SERVICES -76100 FUNDING SOURCE:GENERAL Account FY20 Actual Expense FY21 Adopted Budget FY22 Recomm'd Budget EQUIPMENT 8,537 525 3,185 SUPPLIES AND SERVICES 266,091 214,970 239,782 WAGES AND BENEFITS 798,507 799,921 806,398 LEGAL SERVICES 1,073,134 1,015,416 1,049,365 LEGAL SERVICES TOTAL $1,073,134 $1,015,416 $1,049,365 -30- CITY OF DUBUQUE , IOWA DEPARTMENT DETAIL-PERSONNEL COMPLEMENT 76 LEGAL DEPARTMENT FY 2020 FY 2021 FY 2022 FD JC WP-GR JOB CLASS FTE BUDGET FTE BUDGET FTE BUDGET 61010 Full Time Employee Expense 100 430 GE-29 PARALEGAL 2.00 $123,491 2.00 $125,517 1.00 $ 62,764 100 600 GE-42 ASSISTANT CITYATTORNEY 1.00 $142,980 1.00 $144,563 1.00 $146,715 100 625 Contract CITYATTORNEY 1.00 $174,721 1.00 $174,054 1.00 $179,275 100 625 GE-32 CIVIL RIGHTS SPECIALIST 1.00 $ 56,927 1.00 $ 63,387 1.00 $ 67,903 100 225 GE-25 LEGALADMINASSIST — $ — — $ — 1.00 $ 44,641 TOTAL FULL TIME EMPLOYEES 5.00 $498,119 5.00 $507,521 5.00 $501,298 61020 Part Time Employee Expense 100 4477 Contract SENIOR COUNSEL 0.62 $112,234 0.62 $113,483 0.62 $115,160 TOTAL PART TIME EMPLOYEES 0.62 $112,234 0.62 $113,483 0.62 $115,160 TOTAL LEGAL DEPARTMENT 5.62 $610,353 5.62 $621,004 5.62 $616,458 -31- CITY OF DUBUQUE, IOWA ACTIVITY PERSONNEL COMPLEMENT SUMMARY FY 2020 FY 2021 FY 2022 ACCT FD JC WP-GR POSITION CLASS FTE BUDGET FTE BUDGET FTE BUDGET Legal Services-FT 10076100 61010 100 625 CONT CITY ATTORNEY 1.00 $174,721 1.00 $174,054 1.00 $ 179,275 ASSISTANT CITY 10076100 61010 100 600 GE-42 ATTORNEY 1.00 $142,980 1.00 $144,563 1.00 $ 146,715 10076100 61010 100 3600 GE-29 PARALEGAL 2.00 $123,491 2.00 $125,517 1.00 $ 62,764 10076100 61010 100 4440 GE-25 LEGALADMIN ASSIST — $ — — $ — 1.00 $ 44,641 CIVIL RIGHTS 10076100 61010 100 GE-32 SPECIALIST 1.00 $ 56,927 1.00 $ 63,387 1.00 $ 67,903 Total 5.00 $498,119 5.00 $507,521 5.00 $ 501,298 Legal Services -PT 10076100 61020 100 4477 CONT SENIOR COUNSEL 0.62 $112,234 0.62 $113,483 0.62 $ 115,160 Total 0.62 $112,234 0.62 $113,483 0.62 $ 115,160 TOTAL LEGAL DEPARTMENT 5.62 $610,353 5.62 $621,004 5.62 $ 616,458 -32- 1 1. V � � � � 1 �- - - 0-- � - - .. ,. � , � � � • � .�h � V y V �� J � Q�� y � �� u I � � � •�r� �� 4.� J � � City Attorney's Office The mission of the City Attorney's Office is to provide legal counsel to the City Council, City Manager, and all officials and departments of the City in matters relating to their official duties so that the City delivers excellent municipal services that support urban living and a sustainable City plan for the community's future and that facilitate access to critical human services which result in financially sound City government and citizens getting services and value for their tax dollar. City Attorney's Office (5.62 Full-Time Equivalents) Crenna Brumwell Maureen Quann CityAttorney Assistant City Attorney Shante Weston Civil Rights Specialist Barry Lindahl Senior Counsel Jennifer Messerich Paralegal Joni Medinger Legal Administrative Assistant . � _ � 1 ! � ' 513 194 8 . 10 � Net Operating Average homeowner's* Property Tax property tax cost for the Support Request City Attorney's Office (*Avg. home value of $146,567) FISCAL YEAR 2021 HIGHLIGHTS ONGOING � P ROJ ECTS AN D F UTU RE I N ITIATIVES � ■ ■ • Housing Tax Increment Financing Districts • Voluntary Compliance Agreement • Rent to Own • Human Rights Cases • Enforcement of Nuisance Ordinance Standards • Property Acquisitions • Property Tax Appeals • Water and Other Utility Extensions • Pre-Annexation Agreements / Negotiation of Utility Extensions • Enhanced Neighborhood Support • Boards and Commissions Support • Litigation PRIOR YEAR ACCOMPLISHMENTS . . - . _ . _ . . , . . . . _ . • SooGreen • Duluth Holdings, Inc. • Roshek Parking Structure • Gardens of Dubuque • Table Mound MOU • Gavilon Grain, LLC • Miracle League of Dubuque • Roshek Property, LLC • Chaplain Schmitt Island • CaRich • Five Flags Referendum • Simmons Pet Foods, Inc. • Equitable Fines & Fees Project • Equitable Poverty Prevention Plan EXAMPLE : SIMMONS PET FOODS, INC . Discussions/negotiations took place over October 2020 through December 17, 2020. An amendment to the Amended and Restated Development Agreement was recently approved with a closing to be scheduled on the conveyance of an additional parcel of City property to Simmons. City Participants - City Manager Michael Van Milligen, City Attorney Crenna Brumwell, Senior Counsel Barry Lindahl, City Engineer Gus Psihoyos, Assistant City Engineer Nate Kieffer, Paralegal Tracey Stecklein, Paralegal Jenny Messerich, and Economic Development Director Jill Connors Flexsteel Participants - Paul Sigwarth, Local Counsel Simmons Participants - Flint Drake, Local Counsel and Simmons in-house counsel Greater Dubuque Development Corporation - Rick Dickinson City Assessor - Troy Patzner City Insurance Advisors - O'Connor & English • 193 emails just to and from the City Attorney's Office • 75 drafts of the Amended and Restated Development Agreement and revisions • More than 10 City staff and Simmons meetings • City Council closed sessions and public hearings 1 � 1 FY 19 Actual FY 24 Actual FY 21 Estimate o �o Zo 30 40 5o so 7o s� 90 �oo � Criminal Cases �i�il Cases 694 420 981 � 703 569 465 � � � � � � � � 2018 � 2019 � 2020 2018 � 2019 � 2420 • Over a 5-year period, average 480 civil citations per year • Typically have 300 active cases pending at any given time • Numerous appeals and writs of certiorari arising from these cases are pending before the District Court, Court of Appeals, and lowa Supreme Court • Due to Covid-19, the Court was closed for a 5-month period from March through July 2020. Upon reopening, the City shifted to virtual proceedings and remains that way until further notice. � � � • . ' • • � • • ' � ' � ' . ' • Priority Cateqory�perty Owners Rental Licensinq The City's Housing Department has In the past year, the City's Housing designated 7 priority category property Department issued 62 rental licensing owners; this enforcement effort resulted citations for prosecution . in 119 municipal infractions handled by the CityAttorney's Office. PETITION PROPERTIES ■ ■ � o � s � ❑ E�aluating ❑ Petition Filed ❑ Awarded (Disposition Pending) � Awarded (Property Sold� — 5 9 PETITION PROPERTIES ■ ■ � �. �� . � r,. � � .. �� 4 �• �,�� . �' � _ ` � ' � --' � � _ i' ��ytf ��. ` � � � � y, � ' �• , � I � _ r�f f Y . _ � . L � �? � 5 I� � ~- � � 2320 Mineral F�,j. r � ` , `� ''�� _ .. . � ___�. �� _ � c ��n., • �� 'rf , .Y1 ' - ` ,#� .�� f :il��., � � ; �.+ i ��i' •��T�.. 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