Okaloosa County BOCC — July 28, 2015 — Agenda Packet — reading text

$101,325 $86,991 $115.025 $28,034 32.2% Increase due to all employees on County Health Insurance 34 CONTRACT SERVICES $0 $42,000 $42,000 $0 0% 40 TRAVEL & PER DIEM $1,300 $1,450 $5,200 $3,750 258.6% Training and education for certifications 41 COMMUNICATIONS SERVICES $400 $1,100 $1,220 $120 10.9% 42 FREIGHT & POSTAGE $500 $750 $650 -$100 -13.3% 44 RENTS & LEASES $0 $40 $40 $0 0% 45 RISK MANAGEMENT ALLOCATION $5,352 $5,991 $4,369 -$1,622 -27.1% Property Insurance reallocation 46 REPAIR & MAINTENANCE $1,941 $2,393 $2,701 $308 12.9% 49 MISCELLANEOUS CHARGES $0 $200 $400 $200 100.0% 51 OFFICE SUPPLIES $4,800 $5,500 $5,500 $0 0% 52 OPERATING SUPPLIES $2,747 $4,466 $8,720 $4,254 95.3% Contract management software 54 BOOKS/PUBS/SUBS & MEMBERSHIPS $500 $800 $1,000 $200 25.0% 55 TRAINING & EDUCATION EXPENSES $1,000 $5,000 $10,000 $5,000 100.0% Education reimbursement & specialized training TOTAL $407,546 $445,542 $516,802 $71,260 16.0% Packet Pg. 17 Ø DEVELOP IMPROVED PROCESSES FOR FIXED ASSETS Ø INVENTORY 7,346 FIXED ASSETS Ø TRAIN DEPARTMENT DELEGATES Ø INCREASED FOCUS ON AUTOMATION Ø AUTOMATE FIXED ASSET PROCESS (BAR CODING) Packet Pg. 18 Ø ADD CONTRACTS & LEASE COORDINATOR Ø MANAGE 752 CONTRACTS Ø MANAGE 182 LEASES Ø REVIEW/PROCURE CONTRACTS THAT HAVE BEEN IN PLACE FOR MORE THAN 5 YEARS Ø MANAGED OVER 80 BID PROCESSES YTD Ø INCREASED FOCUS ON AUTOMATION Ø CONTRACT MANAGEMENT SOFTWARE Ø INCREASED FOCUS ON TRAINING Ø TRAIN CURRENT PURCHASING STAFF Ø PROVIDE TRAINING FOR COUNTY STAFF Packet Pg. 19  BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST DATE: July 28, 2015 TO: Honorable Chairman and Members of the Board FROM: John Hofstad, County Administrator SUBJECT: Human Resources The attached document provides the Performance Based Budget for Human Resources. Packet Pg. 20 BOARD OF COUNTY COMMISSIONERS OKALOOSA COUNTY, FLORIDA SERVICE AREA: GENERAL GOVERNMENT DEPARTMENT/PROGRAM: HUMAN RESOURCES PROGRAM DESCRIPTION: In support of County departments, the Human Resources Department provides technical and consultation services in the areas of: legal and regulatory compliance; policy development; recruitment; selection; employment; orientation; separation; employee relations; discipline and grievances; employee recognition; performance management; job classification; compensation; employee communications; training and development; attendance and leave management; Human Resources information systems; and records. REVENUE: Human Resources is funded within the General Fund. Supporting revenue of the General Fund are ad valorem taxes, communications service tax, local business tax, permits and fees, state shared revenue, charges for services, judgments and fines, miscellaneous revenue and transfers from other funds. MAJOR ACCOMPLISHMENTS LAST YEAR: Ø Spearheaded the creation of the County’s Title VI policy. Ø Successfully completed a Florida Retirement System desk audit which resulted in three findings; one of which required a refund to Okaloosa County. PROGRAM GOAL: As an internal support service, Human Resources develops and administers programs, policies and procedures that enhance organizational effectiveness; ensures quality recruitment, retention, training, and development of employees; and provides practical and effective solutions to workplace challenges. KEY OBJECTIVES: 1. Establish staffing strategies and initiatives that meet organizational objectives by attracting and retaining a well-qualified, high-performance, diverse workforce. 2. Provide technical and advisory assistance to managers within the organization regarding staffing, compensation, discipline and employee relations issues. 3. Establish and maintain a systematic, cost-effective program of development for managers, supervisors and employees. 4. Maintain organizational compliance with employment laws and county policies. 5. Administration of Human Resource functions. Packet Pg. 21 PERFORMANCE MEASURES: Actual Estimated Adopted Performance Measures FY13/14 FY14/15 FY15/16 Total number of FTE’s in Government (FY) 760 787 801 Total FTE’s for Human Resources Department (FY) 8 8 8 Input Total employee compensation (salary) (FY) $31,812,522 $33,438,792 $33,999,242 Number of vacancies during period (FY) 241 241 241 Number of Disciplinary Action (FY) 21 24 21 Output Total number of employee drug tests (FY) 526 447 447 Number of employees receiving tuition reimbursement (FY) 4 4 4 Total employee turnover rate (FY) 10% 11.1% 10% Compensation (salary) cost per FTE (FY) $41,858.58 $42,488.94 $42,446.00 Efficiency Number of qualified applicants per requisition (FY) 22 14 22 HR FTE Ratio (FY) 95:1 99:1 101:1 Average number of days to fill a position (FY) 70 74 70 Number of employees who left prior to one year of service 16 23 16 Effectiveness (FY) Percentage of trainees rating the programs as satisfactory or 96% 96% 96% above (FY) Number of promotions (FY) 56 70 56 HISTORICAL STAFFING SUMMARY: Category FY13 FY14 FY15 FY16 Full-time Administrative & Support 1 1 1 1 Full-time Management & Professional 7 7 7 7 Total 8 8 8 8 EXPENDITURES: Expenditures Budget FY13 FY14 FY15 FY16 FY15/FY16 Increase/ Category Actual Actual Original Approved +/- Decrease Personnel Services $431,150 $460,579 $515,920 $541,283 $25,363 4.9% Operating Expenses $46,393 $49,086 $59,694 $75,717 $16,023 26.8% Capital Outlay $0 $0 $4,000 $0 -$4,000 .-100.0% Debt Service $0 $0 $0 $0 $0 0% Grants & Aids $0 $0 $0 $0 $0 0% Other Uses $0 $0 $0 $0 $0 0% Total $477,543 $509,665 $579,614 $617,000 $37,386 6.5% Packet Pg. 22 ACCOUNTS: FY14 FY15 FY16 FY15/FY16 Increase/ Code Category Approved Approved Approved +/- Decrease 10 SALARIES & WAGES $384,551 $388,146 $393,225 $5,079 1.3% Monies were budgeted to fully staff the Human Resources Department. 20 BENEFITS $116,097 $127,774 $148,058 $20,284 15.9% This increase is due to the county-wide change in funding for health insurance premiums. 31 PROFESSONAL SERVICES $5,000 $3,850 $2,000 -$1,850 -48.1% We were able to competitively bid our Employee Assistance Program. 34 CONTRACT SERVICES $3,000 $4,500 $23,750 $19,250 427.8% Temporary employee to complete background checks and keep the process moving efficiently for departments. 40 TRAVEL & PER DIEM $1,278 $2,356 $1,742 -$614 -26.1% 41 COMMUNICATIONS SERVICES $1,200 $1,200 $1,200 $0 0% 42 FREIGHT & POSTAGE $1,000 $1,200 $1,200 $0 0% 45 RISK MANAGEMENT ALLOCATION $7,163 $8,019 $4,823 -$3,196 -39.9% This reduction is due to the county-wide change in funding for the risk management department allocation. 46 REPAIR & MAINTENANCE $1,149 $2,054 $1,907 -$147 -7.2% 47 PRINTING & BINDING $200 $500 $500 $0 0% 49 MISCELLANEOUS CHARGES $7,061 $11,268 $6,884 -$4,384 -38.9% Employee service award certificates and recognition items, motor vehicle report checks and background checks. 51 OFFICE SUPPLIES $4,200 $4,200 $3,000 -$1,200