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Home My WebLink AboutCOW 2016-09-26 Item 3E.1 - Budget Review - 2017-2018 Biennial Budget: Human ResourcesCOUNCIL AGENDA SYNOPSIS Meeliq Dale Prepared by Mayoj's 1,61 Y6'il �re Vinv 09/26/16 VC ITEM INFORMATION ITEM NO. 3.E. (1) —TAFFSPONSOR: VICKY CARLSEN 9/26/16 A(-,, FINDA I'n;lm Tn'j.jz. Review Human Resources Department 2017-2018 Proposed Budget Cxnx;oRy Z Discwssion Ai g Dale 9126116 ❑ molioly Mig Date ❑ R6,solulion Mtg Date ❑ Ordinance Mtg Date ❑ BidAward M1 g Date E]Publie 1-Teamy g Mi Date ❑ 0119er A/ g Date SPONSOR ❑ Council ❑ Major ❑ I-(R ❑ DCD Z.Flinan(w [:].Fire ❑ TS ❑ P&R ❑ Police ❑ PWI SPONSOR'S Council is being asked to review the Human Resources department 2017-2018 proposed SLiMMARY budget. If no changes are requested, Council concensus will be requested to move the City Council department 2017-2018 proposed budget forward to the final budget package for approval in November. R F,v I i,"Wi,' I) i3y F cow mtg. [:] CA&P Cmte Z F&S Cmte ❑ Transportation Cmte ❑ Utilities Cmte ❑ Arts Comm. ❑ Parks Comm. F-1 Planning Comm. DATE: 9/20/16 COMMIT= CHAIR: SEAL RECOMMENDATIONS: SPONSOR /ADMIN. Finance Commll"","F For Information Only; Forward to Committee of the Whole COST IMPACT / FUND SOURCE Exi)FINDITL)RE, Ri!'IQLM 1`11) AMOUNT BUDGETED APPROPRIATION REQUIRED Fund Source: Comments.- MTG. DATE RECORD OF COUNCIL ACTION 9/26/16 MTG. DATE ATTACHMENTS 9/26/16 Informational Memorandum dated 9/13/16 Draft Human Resources 2017 - 2018 Proposed Budget Minutes from the Finance and Safety Committee meeting 9/20/16 73 74 City of Tukwila Allan Ekberg, Mayor TO: Finonum& Safety Committee FF{DK8: Peggy McCarthy, Finance Director BY: ViohvCaMoen. Deputy Finance Director DATE: September 13,201G SUBJECT: Human Resources Department 2O17-2O18 Proposed Budget ISSUE As provided for in the budget process approved by the Finance and Safety Committee, Council Committees will be reviewing budget sections prior to review by the full Council. The Human Resources section of the budget is ready for review by the Finance and Safety Committee. BACKGROUND The Human Resources department provides a variety of internal support services including compensation, benefit administration, labor and employee relations, civil Sen/ice, recruitment, and organizational development. DISCUSSION The proposed budget for the Human Resources department has increased 4.73% for 2017 and increased by 3.1 % for 2018. The following will summarize the proposed changes to the Human Resources department. Changes from 2015-2016 Budget • COLA increases were applied to salaries, and benefits were adjusted to account for changes in healthcare and retirement. • COLA 296 increase each year • PERS retirement rate set ot 12.83% each year • Healthcare #96 increase each year • Workers compensation 1096 increase each year • Supplies were increased by$3.5OO for ongoing costs for key card supplies. Also include in supplies is $3,800 specific to 2017 to purchase 2 fire safe file cabinets. • Several lines in the Services category were adjusted for actual usage as well as inflation. Professional services line increased $2,500 in both 2017 and 2018 for consulting work to develop safety compliance plans. |tiS anticipated that this work will be completed in 2018. RECOMMENDATION Staff recommends that the Finance and Safety Committee forward this section of the budget OD [O the Committee Of the Whole for review. /f there are DO recommended changes, Council consensus will be requested to move this departmental budget forward to the final budget package inOctober. ATTACHMENTS Draft Human Resources department 2017-2018 Proposed Budget 76 Human Resources Human Resources Director Human Resources [Human Resources Technician Analyst (1) (2) DEPARTMENT: Human Resources 804\ FUND: General FUND NUMBER: U0O RESPONSIBLE MANAGER: Stephanie Brown POSITION: Director Description: The Human Resources Department provides internal Support services in the areas of class hhCation/oonopenS8tiUD. benefit administration, labor and employee relations, civil man/iCe' recruitment and hiring, performance management, organizational development, training and professional development. 2015-2016 Accomplishments Completed Anti-Harassment Training City-wide — 1st quarter. Strategic Goal No. 4. Completed the Citywide Accident Prevention Program update and implementation -4 quarter. Strategic Goal No. 4. Implemented Citywide vacation GCCruo| change from on annual accrual system to monthly accrual system —1st quarter. — Strategic Goal No. 4. Completed and implemented Citywide Safety plan and education requirements. Strategic Goal No. 4. Completed HR Operations Overview — 4 th quarter. Strategic Goal No. 4. 2O17-201B Outcome Goals • Implement City-wide Performance Management System. Strategic Goal No. 4. • Implement City wide Training Program. Strategic Goal No. 4. • Continue work on Lean Process Improvement to increase efficiencies. Strategic Goal No. 4. 3O17-2O18 Indicators mfSuccess ° Implement training program Citywide bv end 0f2»uquarter. � Implement training on new performance management system for all employees by end of3rd quarter. Performance Measures Human Resources 2014 Actual 2015 Actua 1 2016 Projected 2017 Projected 2018 Projected Vacancies Advertised 37 30 45 60 60 Applications Processed 1,100 800 1,464 1,700 1,800 Budget Change Discussion: Salaries 6k Benefits. COLA increases were applied to ma|ariea, and benefits were adjusted to account for changes in healthcare and retirement. Supplies. Supplies were increased $3,500 in 2017 for ongoing costs for Key Card supplies. The budget was also increased $3,800 in 2017 only to purchase 2 fire proof file cabinets. These costs were removed from the 2018budget. Services. Several lines in this category were adjusted to reflect ootuo/ usage as well as for inflation. Professional services line was increased $2,500 in 2017 and 2018 for consulting work to develop safety oornpUonoe plans. It is anticipated that most of the work will be completed in 2017 and the project oonnp|ebad in 2018. Expenditure Summary Human Resources Expenditures By Type Actual 2014 2015 Projected 2016 2016 Budget 2017 2018 2016-17 % Chg 2017-18 % Chg Human Resources Analyst 1 2 184,185 84,872 2 Personnel Benefits 126,115 134,672 146,271 144,016 156,659 164,728 8.78% 5.15% Supplies 8,960 8,219 7,358 7,517 14,817 11,017 97.11% -25.65% Ser\hces 125,108 72,110 129,774 105,988 123,433 132,933 16.46% 7.70% Expenditure Detail - Salaries and Benefits Salaries are based On actual costs for existing positions and include o coat of living adjustment per contract agreements. Human Resources Position Description 2016 FTE 2017 FTE 2017 Budgeted Salaries Benefits 2018 FTE 2018 Budgeted Salaries Benefits Human Resources Analyst 1 2 184,185 84,872 2 187,869 89,602 Human Resources Technician 1 1 69,553 30,392 1 70,944 32,051 Extra Labor 6,000 459 6,000 459 Expenditure Detail - Supplies, Services and Other Supplies include office and safety supplies, meals and refreshments for meetings; services include labor relations professional services, employee assistance program, public safety testing, software maintenance, equipment repair, travel, subscriptions and memberships, among others. Human Resources ., Actual Projected Budget Account Number 2014 2015 2016 2016 2017 2018 000.04.518.100.31.00 Supplies - Office $ 6,299 $ 6,325 $ 4,125 $ 3,417 $ 10,717 $ 6,917 000.04.518.100.31.02 Supplies - Safety 1,068 487 1,499 1,500 1,500 1,500 000.04.518.110.31.00 Supplies -Office and Operating 1,594 1,348 575 2,600 1,000 1,000 000.04.518.110.31.43 Supplies - Meals and Refreshments - 59 1,159 - 1,600 1,600 Total Supplies 8,960 8,219 7,358 7,517 14,817 11,017 000.04.518.100.41.00 Prof Svcs - Misc training, investigations, 52,235 17,720 32,401 13,000 30,000 30,000 and background check and fees 000.04.518.100.41.02 Prof Svcs - General safety and training 1,274 1,846 2,600 2,000 4,500 2,500 000.04.518.100.41.03 Prof Svcs - Labor relations, negotiations /mediations for bargaining units and potential grievances and /or Civil 31,551 371 30,020 30,000 15,000 25,000 Service hearings 000.04.518.100.41.04 Prof Svcs - Employee Assistance Program 8,155 8,224 8,500 9,075 9,075 9,075 000.04.518.100.41.05 Prof Svcs - NEOGOV Software - - 8,550 9,500 9,500 9,500 000.04.518.100.42.00 Communication - Postage - 7 - - 50 50 000.04.518.100.4100 Travel - Meals, Parking, Mileage, Lodging for WAPELRA and NPELRA 1,266 2,542 1,074 1,500 3,000 3,000 000.04.518.100.44.00 Advertising - Advertising job openings 2,003 2,875 4,599 1,000 6,000 6,000 000.04.518.100.45.00 Rental - Rentals /leases 2,087 2,087 2,099 2,108 2,108 2,108 000.04.518.100.48.00 R &M - Eden software, copier maintenance 2,642 12,062 2,790 5,105 14,000 15,500 000.04.518100.49.00 Misc - Citywide anti - harassment training 1,161 1,414 (160) - - - 000.04.518.100.49.01 Misc - Annual memberships for various organizations 1,230 1,125 1,510 1,000 1,200 1,200 000.04.518.100.49.02 Misc - Printing of department forms and new employee packets - 190 1,450 1,450 500 500 000.04.518.100.49.03 Misc - Registrations for conferences and 2,218 617 1,386 2,000 2,000 2,000 training 000.04.518.110.41.00 Prof Svcs - Public Safety Testing quarterly fees, Promotional Testing Fees, Legal 16,176 19,305 29,555 22,500 22,500 22,500 Fees 000.04.518.110.44.00 Advertising - Advertising for non- commissioned, lateral police and 150 150 1,000 1,000 250 250 firefighters positions 000.04.518.110.45.00 Rental - Room rentals and other expenses for testing for non - commissioned positions 2,925 1,575 1,650 4,000 3,000 3,000 000.04.518.110.49.00 Misc - Conference registration for 34 - 750 750 750 750 Commissioners Total Services 125,108 72,110 1 129,774 1 105,988 123,433 132,933 Total Supplies, Services and Other $ 134,068 $ 80,329 1 $ 137,132 1 $ 113,505 $ 138,250 $ 143,950 ., Finance and Safety Committee Minutes .......................................................................... ............................... September20, 2016 C. Budget Review - Multiple Departments Pursuant to the process requested by Council earlier this year, sections of the proposed 2017- 2018 budget are being presented to standing Council Committees prior to moving forward through the full Council review process. Staff presented proposed 2017 -2018 budgets for the following departments and divisions: Firemen's Pension Fund, Human Resources, Finance, Mayor's Office Administration, City Attorney, City Clerk, Communications, Economic Development, Human Services and Boards and Commissions. Committee members discussed the proposals as detailed in the agenda packet and requested additional supporting documents as follows. Mayor's Office, Human Services Division: Chart showing the Human Services budget for the past 20 years. Funding for this division has remained relatively steady and the Committee would like the full Council to discuss this. Mayor's Office, Communications Division: Currentjob description and monthly work plan for the Community Engagement Manager position. The Committee would like a greater understanding of the goals of this position. COMMITTEE DISCUSSION. FORWARD TO SEPTEMBER 26, 2016 COMMITTEE OF THE WHOLE WITH REQUESTED DOCUMENTS. D. 2016 Budget Amendment: Innovation and Technology Services Staff is seeking Council approval of an amendment increasing the Innovation and Technology (ITS) Department's 2016 budget by $170,000. $82,000 would go toward Help Desk support from October through December, allowing ITS staff to spend time on other critical technology needs such as online registration for Parks and video cameras on Tukwila International Boulevard. The remaining $88,000 would be used to develop a user portal and persona- driven Information Technology Service Management (ITSM) to improve service to technology users. Cost savings from other departments will cover the total amount requested so there will be no impact to the General Fund. Councilmembers Seal and Robertson spoke in favor of supporting technology needs with additional funds, mentioning current deficiencies. Councilmember Kruller raised concerns about the proposals not aligning with recommendations from the Moss Adams IT assessment that was conducted in 2014. The Committee requested documentation outlining where the proposed strategy diverges from Moss Adams recommendations. NO RECOMMENDATION. FORWARD TO SEPTEMBER 26, 2016 COMMITTEE OF THE WHOLE WITH SUPPORTING MATERIAL. E. Innovation and Technology Services Department Proposed 2017 -2018 Budget Staff is seeking Council approval of a proposed 2017 -2018 budget for the Department of Innovation and Technology Services, including an increase of $362,980 in 2017 and $329,980 in 218 as well as additional salary and benefits resulting from the transfer of 3 existing FTEs from other departments (Police and Public Works). Committee members discussed the proposal and asked clarifying questions. Chair Seal noted that service efficiencies are needed and the City should effectively communicate service enhancements to the community. NO RECOMMENDATION. FORWARD TO SEPTEMBER 26, 2016 COMMITTEE OF THE WHOLE.