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HomeMy WebLinkAbout08. Human ResourcesHUMAN RESOURCES Personnel Services Risk Management 130 HUMAN RESOURCES PERSONNEL SERVICES DIVISION PROGRAM COMMENTARY PROGRAM DESCRIPTION: The Human Resources department strives to provide assistance to all City departments in developing a high-quality and diverse workforce that supports and sustains a productive customer-oriented, safe, and stable work environment. Personnel Services is a division of Human Resources responsible for a variety of support functions, including but not limited to benefits administration, employment records management, recruitment/testing, employer/employee relations, training, employee development, contract negotiations, and new employee orientation. FY 2019-20 STRATEGIC GOALS:  Implement new and continue existing training programs (ethics, performance evaluation, employee relations, and executive and supervisory development).  Streamline & modernize personnel processes utilizing technology in order to improve accuracy and efficiency.  Strengthen the working relationship with all seven Bargaining Groups by meeting, being available and responsive to representatives. FY 2018-19 PROGRAM HIGHLIGHTS:  Worked with City departments and third party administrators to ensure effective, efficient, and fiscally responsible management of insurance and benefit programs.  Worked with City departments to recruitment and fill positions with the best talent available in the market place. 131 BUDGET UNIT:1050921000 HUMAN RESOURCES - PERSONNEL SERVICES REVISED YEAR END EST ADOPTED Acct. #DESCRIPTION 18-19 18-19 19-20 VARIANCE EXPLANATION OPERATIONS 6350 Medical Services 20,000 10,000 15,000 (5,000) Decreased pre-employment cost 6399 Professional Services 81,900 81,900 92,250 10,350 Anticipated consulting services 6530 Office Supplies 1,200 1,500 3,000 1,800 Anticipated need for office supplies 6563 Supplies/Special 3,000 3,600 3,500 500 Budget adjusted due to high historical charges 132 Description 6230 Dues/Subscriptions - Labor and WC Code Books; Lexis Nexis; Liebert, Cassidy Law Library; PERS Public Agency Coalition (PERSPAC); Southern CA Public Labor Relations Council (SCPLRC); NPELRA; Public Retirement Journal 6235 Meetings & Conferences - CalPELRA & NPELRA 6301 Legal Fees - Best Best & Krieger 6350 Medical Service - Pre-placement physicals; fitness for duty; random drug tests; DOT DL renewal 6399 Professional Service - Cooperative Personnel Services; Rio Hondo College - Physical Agility; Donnoe & Associates, NeoGov Applicant Tracking System and on-boarding; Leave of Absence Mgt. System; ACA - Prep of monthly reporting; data migration; processing of Form 109; CODESP; Performance Management System and Policy Managment System; Liebert Cassidy 6563 Supplies/Special - Annual Health Fair ($3000); Employee Recognition Pins and Supplies 6601 Advertising Expense - Los Angeles Times; San Gabriel Valley Tribune; Brown & Caldwell; Western City; Jobs Available; L&W Trade Magazines6850Lease Payments - Konica-Minolta (copier lease) ACTIVITY DETAIL Account Number HUMAN RESOURCES PERSONNEL SERVICES 1050921000 133 BUDGET UNIT:1050921000 HUMAN RESOURCES - PERSONNEL SERVICES ACTUAL ACTUAL REVISED YEAR END EST ADOPTED Acct. #DESCRIPTION 16-17 17-18 18-19 18-19 19-20 VARIANCE PERSONNEL 6003 Salaries/Regular 163,696 185,865 170,820 152,675 180,550 9,730 6006 Salaries/Temp & Part Time 29,441 4,920 5,560 24,380 6,420 860 6033 Overtime Pay/Premium 4,211 1,309 - 1,430 - - 6048 Sal/Language Pay - - - 240 600 600 6063 Salaries/Jury Duty - 2,548 - - - - 6069 Allowances/Vehicle 3,764 2,323 1,800 1,800 1,800 - 6072 Sal/Injury - 458 - - - - 6075 Vacation Pay-Off - 312 - 3,000 500 500 6101 PERS/Employee Contribution 12,165 12,837 12,055 8,970 12,010 (45) 6104 PERS Lump Sum - 22,190 22,190 25,070 2,880 6105 PERS/Employer Contribution 18,800 22,415 3,655 5,410 4,775 1,120 6107 Apple Pay 876 188 210 635 240 30 6125 FICA/Employer Contrib/Med 3,454 2,985 3,040 2,760 3,235 195 6133 Retiree Health Premium Reimb 3,872 5,212 6,005 4,460 - (6,005) 6140 Life Insurance Allocation 362 419 460 350 530 70 6155 Workers' Comp Allocation 7,837 7,775 7,130 7,130 7,575 445 6160 LTD Insurance Allocation 1,298 1,356 1,330 1,345 1,405 75 6165 Unemployment Allocation 209 179 210 175 225 15 6175 Benefits/Flex Plan 25,375 27,349 31,425 28,920 33,600 2,175 6180 Deferred Comp/Employer Paid 3,548 4,050 2,790 2,605 3,600 810 PERSONNEL SUBTOTAL 278,907 282,500 268,680 268,475 282,135 13,455 OPERATIONS 6220 Training Schools 20,186 15,704 30,000 30,000 30,000 - 6230 Dues & Subscriptions 406 242 2,650 2,650 2,650 - 6235 Meetings & Conferences 449 1,126 2,700 2,700 2,700 - 6240 Mileage Reimbursement - 116 300 300 300 - 6301 Legal Fees 29,636 969 10,000 10,000 10,000 - 6350 Medical Services 16,803 13,485 20,000 10,000 15,000 (5,000) 6399 Professional Services/Other 142,690 89,447 81,900 81,900 92,250 10,350 6405 Commission Meetings Expense 1,675 1,632 3,000 3,000 3,000 - 6480 Insurance Claims Administration 905 853 - - - - 6493 Outside Services & Repairs 421 448 100 100 100 - 6518 Postage 668 632 700 700 700 - 6530 Office Supplies 1,139 1,781 1,200 1,500 3,000 1,800 6545 Fingerprinting 6,782 5,929 11,000 8,000 11,000 - 6563 Supplies/Special 2,381 5,434 3,000 3,600 3,500 500 6601 Advertising Expense 3,420 8,582 11,000 11,000 11,000 - 6635 Oral Board Costs 1,794 2,470 2,500 2,500 2,500 - 6736 Employee Assistant Program 5,725 4,695 7,200 7,500 7,200 - 6835 Maint & Repair/Equipment - - 500 500 500 - 6850 Lease Payments 3,665 4,503 3,800 3,800 3,800 - 6915 Utilities/Telephone 1,060 1,043 1,060 1,060 1,060 - OPERATIONS SUBTOTAL 239,804 159,093 192,610 180,810 200,260 7,650 GENERAL FUND TOTAL:518,711 441,592 461,290 449,285 482,395 21,105 134 HUMAN RESOURCES RISK MANAGEMENT DIVISION PROGRAM COMMENTARY PROGRAM DESCRIPTION: Risk Management is a division of Human Resources responsible for a variety of support functions, including special projects as directed by the City Manager. The Division’s ongoing responsibilities include: workers’ compensation, liability, City and special event insurance, safety and safety training, including compliance with Occupational Safety and Health Administration (OSHA) guidelines and employee wellness programs. Risk Management also provides support in other Human Resource functions including negotiations of Memorandums of Understanding (MOUs), reclassifications, recruitment, employee relations, and research on a variety of Human Resources related issues. FY 2019-20 STRATEGIC GOALS:  Coordinate expansion of Citywide Safety Training Programs (safety, emergency preparedness, defensive driving, etc.).  Evaluate and improve the subrogation and reinsurance claims process.  Coordinate tracking comparison of legal costs, expenses, and settlements for liability claims data base with third party administrators.  Ensure annual competitive pricing for all insurance including liability, workers’ compensation, property, and special events. FY 2018-19 PROGRAM HIGHLIGHTS:  Continued to work with City departments and third party administrators such as Carl Warren and York (to ensure effective, efficient, and fiscally responsible management of workers compensation and general liability claims.)  Continued to provide staff support and representation for the City’s membership in CAJPIA  Continued to meet with department heads to review workers’ compensation claims and look at preventative measures related to claims.  Worked with Safety Committee and CAJPIA to implement safety training in order to reduce workers’ compensation claims. 135 BUDGET UNIT:4250923000 HUMAN RESOURCES - RISK MANAGEMENT REVISED YEAR END EST ADOPTED Acct. #DESCRIPTION 18-19 18-19 19-20 VARIANCE EXPLANATION OPERATIONS 6399 Professional Services/Other 165,450 82,725 - (165,450) FY1920 budget decreased due to an one time FY1819 appropriation of $165,450 approved by Council on 2-4-19 for ADA assistance. If the funds are not fully spent in FY1819, the budget will be carry forward to FY1920 6710 Ins/General Liability Premiums 1,006,700 1,006,700 1,250,000 243,300 Estimated increase in GL premium of 9% 6715 Ins/All Risk Property Premiums 425,000 425,000 461,335 36,335 Estimated increase in premuim of 5.88% 6720 Ins/Workers Comp Premiums 408,600 408,600 448,800 40,200 Estimated increase in prem for Worker's Comp 10% 136 Description 6230 Dues/Subscriptions - Membership fees Society of Human Resource Management (SHRM); Subscription costs for Risk Management publications 6235 Meeting/Conferences - Risk Management PARMA and PRIMA meeting and conference expenses 6480 Insurance Claims Administration - CAJPIA third party administration fees for workers' compensation (York) and Liability Claims (Carl Warren) 6563 Supplies/Special - Safety Committee expenses for the implementation and/or purchase of safety related items (emergency evacuation placards for each building, drop box for anonymous reporting, etc.) 6710 Insurance /General Liability Premiums - CALJPIA (Liability); Arthur Gallagher (Storage Tanks); Alliant (Special Events) 6715 Insurance/Fire and Casualty Premiums - CALJPIA(Property/ Earthquake and Auto Physical Damage) and CALTIP (transportation vehicles) 6720 Insurance /Workers Compensation Premiums - CALJPIA (York) 6740 Claims Expense/Liability - Funds utilized in the litigation/ management (Manning & Kass, Carl Warren, Best Best & Krieger) and settlement (payments made to claimants) of liability claims 6745 Claims Expense/Workers Compensation - Funds utilized by our Third Party Administrator - CALJPIA in the administration of workers compensation expenses (payments made to Irwindale Industrial Clinic, employees and various hospitals and doctors); Legal and investigation expenses in the litigation/management of claims (Kegel, Tobin & Truce; Carpenter and Rothans; Grossberg and Associates); First Aid Worker's Compensation, medical utilization review, medical billing review 6755 Claims Expense/Unemployment - State mandated expenses for unemployment insurance ACTIVITY DETAIL Account Number 4250923000 HUMAN RESOURCES RISK MANAGEMENT 137 BUDGET UNIT:4250923000 HUMAN RESOURCES - RISK MANAGEMENT ACTUAL ACTUAL REVISED YEAR END EST ADOPTED Acct. #DESCRIPTION 16-17 17-18 18-19 18-19 19-20 VARIANCE PERSONNEL 6003 Salaries/Regular 62,502 125,159 170,820 152,675 180,550 9,730 6006 Salaries/Temp & Part Time - 1,198 5,560 24,380 6,420 860 6012 Salaries/Comp-Time 60 415 - 2,280 - - 6015 Salaries/Vacation 4,654 3,017 - 5,775 - - 6024 Salaries/Sick Leave 6,198 4,154 - 6,150 - - 6027 Salaries/Bereavement - 1,512 - - - - 6033 Overtime Pay/Premium 5,424 5,458 - 1,470 600 600 6048 Salaries/Language Pay - - - 240 - - 6069 Auto Allowance - 315 1,800 1,800 1,800 - 6072 Salaries/Injury 458 - - - 6075 Vacation Pay-Off - 312 - 3,000 500 500 6091 Leave Liability Adjustments (2,869) 1,564 - - - - 6101 PERS/Employee Contribution 24 4,858 12,055 8,970 12,010 (45) 6104 PERS Lump Sum - - 22,190 22,190 25,070 2,880 6105 PERS/Employer Contribution 10,946 38,048 3,655 5,430 4,775 1,120 6107 Apple Pay - 45 210 635 240 30 6125 FICA/Employer Contrib/Med 973 1,988 3,040 2,760 3,235 195 6140 Life Insurance Allocation 146 291 460 350 530 70 6155 Workers' Comp Allocation 2,645 5,196 7,130 7,130 7,575 445 6160 LTD Insurance Allocation 424 913 1,330 1,345 1,405 75 6165 Unemployment Allocation 61 124 210 175 225 15 6175 Benefits/Flex Plan 16,461 27,793 31,425 28,920 33,600 2,175 6180 Deferred Comp/Employer Paid 545 1,440 2,790 2,605 3,600 810 PERSONNEL SUBTOTAL 97,282 215,161 262,675 264,075 282,135 19,460 OPERATIONS 6220 Training Schools - 299 500 500 500 - 6230 Dues & Subscriptions - 648 2,000 2,000 2,000 - 6231 Outside Assessments - 1,670,205 - - - - 6235 Meetings & Conferences - 964 2,380 2,400 2,400 20 6350 Medical Services - 15 - - - - 6399 Prof Svcs/Other - - 165,450 82,725 - (165,450) 6405 Comission Meetings Expense 171 - - - 6480 Ins Claims Administration 10,094 - - - - - 6563 Supplies/Special 650 134 5,000 5,000 5,000 - 6710 Ins/General Liability Premiums 1,096,989 1,089,955 1,006,700 1,006,700 1,250,000 243,300 6715 Ins/All Risk Property Premiums 340,291 371,713 425,000 425,000 461,335 36,335 6720 Ins/Workers Comp Premiums 769,900 421,953 408,600 408,600 448,800 40,200 6740 Claims Expense/Liability 381,395 1,055,978 600,000 600,000 600,000 - 6745 Claims Expense/Workers Comp 1,590,707 31,024 500,000 500,000 500,000 - 6755 Claims Expense/Unemployment 11,771 5,227 14,000 14,000 14,000 - OPERATIONS SUBTOTAL 4,201,798 4,648,287 3,129,630 3,046,925 3,284,035 154,405 RISK MGMT. FUND TOTAL 4,299,079 4,863,448 3,392,305 3,311,000 3,566,170 173,865 138