Fort Walton Beach Council agenda — 11-26-2007 special agenda — reading text

Human Resources should add efficiency measures by I adding the element of time to existing performance measures. I Alternative Services Delivery Study for Fort Walton Beach, Florida Page 3-4 I I I Human Resources Health Care Costs I..".' f~ Finding: The City currently pays 75% of employee health care costs and 75% of I dependent care costs for health care coverage. The subject of changing the percentage of the employer contribution was discussed at the 2007/08 budget workshop I policy meeting that was held on May 15, 2007. As a result of the discussion, City Council expressed a desire to leave the current employer and employee contribution as I it is currently ( Le. 750/0 employer and 250/0 employee for either single or family I coverage). It is noted that the survey documentation provided by City staff is consistent with our experience in not only Florida communities but in other states as well, in that I the provision of 750/0 of dependent care coverage is relatively high in the industry. A more market based competitive position would establish employee coverage at 900/ 0 Ii and dependent care coverage at 250/ 0 to 500/0. Some public employers provide no dependent care coverage. The City is fully aware of the rising costs in this field, and has established a more than competitive market position in the provision of health care coverage for employee dependents. One of the performance measures in the Council adopted Strategic Plan was to decrease the City contribution to dependent health insurance. MAG believes this is an appropriate market competitive goal. r: Recommendation # 8: Change the City' s contribution percentages for medical insurance premiums for employees to 900/ 0 and for dependents to 50%. Within I three ( 3) years, change the contribution percentage for dependents to 250/ 0. New employees should be hired without expectation of dependent coverage. Annual savings I to change dependent care to 500/ now would be $ 110, 000, and annual savings to 0 I change dependent care to 250/ now would be $ 365, 000. Future savings for new hires 0 would be approximately $ 6, 000 per year per employee ( for dependent coverage). I I Alternative Services Delivery Study for Fort Walton Beach, Florida Page 3-5 I  Human Resources IW HR Department Technology E Finding: A substantial amount of copying is done in Human Resources. Certainly, documentation in this Department is critical. Time spent on this task may be reduced I through the purchase and use of a scanner. 9: Purchase a scanner for use in Human Resources. Recommendation # I Alternative Service Delivery ODtions t Contracting Out Finding: A private company or another agency could supply the services currently provided by the Department. For HR functions within a municipality, the tasks are not typically contracted with a private entity or another agency, for several reasons. The information and issues that are managed are often very sensitive. There would also be a loss of control over key concerns ( data management, salary administration, benefits questions). It is unusual for a municipality to contract for services in this area, although it is not impossible. Contracting with Okaloosa County would be an option. It is more easily accomplished when a municipality is just starting up, and there is a dependence upon contractors for many activities ( Sandy Springs, L Georgia contracts most of its services and retains a small staff). The service level in such an environment is reduced, so that must be balanced against the need to save I dollars. The merits of contracting human resources functions in the City may be explored if the City' s finances are dire. At this point, the staffing level relative to the I number of City employees is accurate and appropriate, so the City should not anticipate I any substantial savings from contracting or assigning HR services. Recommendation # 10: Continue to provide human resources services through I the Human Resources Department and its personnel. I Alternative Services Delivery Study for Fort Walton Beach, Florida Page 3-6 I C I I SECTION 4. 0 I CITY CLERK E E r: I I I I Management Advisory Group, Inc. 2007 I r".'.!,. IW 4. 0 City Clerk The City Clerk is the official custodian of all public records for the City. This Ii includes ordinances, resolutions, contracts, leases, and City Council minutes. This is a records management function that must follow state laws regarding retention, retrieval, E and destruction of public records. The office has responsibility for supporting and I responding to City Council requests, distributing the agenda packet for Council meetings, and attending and recording of Council meetings. I 4. 1 Oraanization and Staffina The City Clerk is appointed by the City Council, according to Section 53 of Title IV E of the City Charter. The City Council also establishes the compensation level for the City Clerk. The City Clerk reports directly to the City Council. The current incumbent has served in the position since 1983. There are a total of three ( 3) positions in the Department. The Deputy City Clerk and the Staff Assistant I both report directly to the City Clerk. The taping of meetings and the production of minutes are shared by these two ( 2) positions. With an estimated 130 Council, Board, or Committee meetings estimated for next year, approximately 240 days of work, or a full time equivalent position is required for this function only. In the next fiscal year, staff is taking on a project to convert City Council minutes to special projects are coordinated, including the sale of City I:.; laser fiche format. Other property in Commerce Park. I Exhibit 4- 1 on the following page represents the current structure as noted in the recommended City budget. I I I Alternative Services Delivery Study for Fort Walton Beach, Florida Page 4- 1 I I: City Clerk I City Clerk I CITY COUNCIL E t I: CITY CLERK ( 1) CITY MANAGER L STAFF L ASSISTANT I ( 1) L DEPUTY CITY r CLERK ( 1) r L. FULL- TIME EQUIVALENT SUMMARY ACTUAL MID-YR BUDGET E 03/ 04 04/ 05 05/ 06 06/ 07 07/ 08 CITY CLERK 1. 00 1. 00 1. 00 1.00 1. 00 DEPUTY CITY CLERK 1 . 00 1 . 00 1 . 00 1. 00 1. 00 I STAFF ASSISTANT I 1. 00 1. 00 1. 00 1. 00 1. 00 FULL TIME EQUIVALENT ( FTE) TOTAL 3. 00 3. 00 3. 00 3. 00 3. 00 I I I Alternative Services Delivery Study for Fort Walton Beach, Florida Page 4-2 I L. City Clerk 4.2 Maior Policies and ODerationallssues i Service Level I Finding: The City Clerk Department provides a high level of service to City Council and Departments. Every effort is made to complete minutes by the following I City Council meeting. Two separate products are provided. One product is called Action Minutes, which quickly provides department heads with a brief description of actions I 3- 4 pages in Council minutes taken at the meeting, and is length. are more I comprehensive and more detailed, requiring up to two ( 2) days of work to produce. Recommendation # 11: Retain the high service level provided by the City Clerk. The production of Action Minutes ensures a high level of communications and follow- up responsiveness among department heads, which facilitates movement on key projects L and Council interests. Having the City Council minutes produced by the next meeting is a clear advantage, as the information is fresh and can be readily approved. Finding: There is no formal performance evaluation process in place for the City L Clerk. For the last 8- 10 years City Council has addressed the annual increase in compensation for the City Clerk at the budget workshop meetings. While it is certainly 1... the prerogative of the City Council to handle any compensation adjustments as it L pleases, it would be in the best interests of the City Council to establish a practice of conducting an annual performance evaluation of the City Clerk in the same manner that I other City employees are evaluated. The same form could be used or a custom format could be created. The point is to create a record of performance evaluation. I Recommendation # 12: Conduct an annual performance evaluation for the City I Clerk position. I I Alternative Services Delivery Study for Fort Walton Beach, Florida Page 4-3 I I: E City Clerk 4.3 Alternative Service Delivery ODtions I Contracting Out of Minutes I Finding: Of the various services provided within the City Clerk Department, the production of minutes is one service that could be considered for contracting I out. A contract would have to spell out the level of service desired. There are providers who are able to provide such services. They could work on an hourly or task basis. I Since the lowest annual employee cost ( includes all benefits)