Fort Walton Beach Council agenda — 10-22-2007 special agenda — reading text

in the City. Some consolidation of activities should occur to reduce that number. In a recent budget year, there was a City Manager recommendation to establish an Administrative Services Department with certain functions assigned to it. That approach was not accepted at the time, as there were costs associated with it due to adding an additional position of HR Manager. There are few options for tailoring the organization without adding another layer of management. They include establishing Police and Fire as a Public Safety Department and assigning one of the department heads as Public Safety Director, re- combining Public Works and Utilities into one department ( see Sections 12/ 13), combining Parks/ Recreation and Golf, and establishing an Administrative Services Department with combined activities. Of these choices, MAG recommends the Administrative Services option. This choice is often made by municipalities in Florida. Within Administrative Services would be: Human Resources; Information Technology; Purchasing; and Public Information. One of the department heads would be assigned as Administrative Services Director while delegating as much of the current department head responsibilities as possible. Three ( 3) of the four ( 4) Director positions would need to be re- titled as Managers. Under this approach, the number of direct department reports to the City Manager would total 11, as noted in Exhibit 2- 2. Recommendation # 3: Create an Administrative Services Department composed of HR, Information Technology, Purchasing, and Public Information. Alternative Services Delivery Study for Fort Walton Beach, Florida Page 2- 6  City Management Exhibit 2- 2 Recommended Chart City-Wide MAYOR CITY COUNCIL I I 1 CITY CITY CITY BOARDS & ATTORNEY CLERK MANAGER COMMITTEES Legal Advice Ordinances Administration itizen Participation Public Records Budget & Grants -- Resolutions COMMUNITY FINANCE DEVELOPMENT DIRECTOR Building & Zoning Accounting CDBG & CRA Accounts Payable Neighborhood Imp Budget Planning Customer Service Payroll PARKS & FIRE RECREATION Investigation Library Prevention Museum Protection Parks Maintenance Recreation Centers GOLF POLICE Driving Range Communication Golf Courses ommunity Policing Investigation Patrol Records DMINISTRA TIV~ PUBLIC SERVICES WORKS Human Resources Cemetery Information Engineering Technology FleetlBldg Maint Purchasing Garbage/ Recycling Public Information Transportation UTILITIES Sewer Stormwater Water Water Quality Alternative Services Delivery Study for Fort Walton Beach, Florida Page 2- 7  City Management Alternative Service Deliverv Ootions Finding: There are no functions within the City Manager Department that lend themselves to contracting or alternative service delivery. The City Manager position is regarded as a " designated" position and is established by Charter. The duties of the Executive Assistant might be contracted to a temporary personnel agency, but would result in limited or no savings and would sacrifice non- quantifiable benefits of having an ongoing presence for the required communications. While the functions of the Budget and Grants Manager might be contracted to a professional firm, there would be limited or no savings, and duties are central to one of the most important financial documents in the City. There is a substantial amount of detail work in the production of the budget, and the City has been wonderfully successful in producing an excellent budget document. The duties of the Public Information' Officer could be contracted to various subcontractors, but the true value that has been established in the position is in reference to the media programming and government access TV channel evolution. Recommendation # 4: Continue to provide city management and related services through existing City Manager Department personnel. Finding: Departmental performance measures do not always match up with the Strategic Plan. The City has developed an excellent Strategic Plan that also includes performance measures. The City also has established performance measures for each department in the annual budget. Some of these measures are not in support of or consistent with the Strategic Plan. Some should be retained and enhanced. A long- term effort to match these as much as possible should be undertaken. Recommendation # 5: Revise departmental performance measures to ensure consistency with the Strategic Plan goals and initiatives. Alternative Services Delivery Study for Fort Walton Beach, Florida Page 2-8  3.0 Human Resources The Human Resources Department is responsible for providing HR services to employees of the City. One of the main functions of an HR department is to ensure that the municipality operates successfully within the legal framework established by state and federal laws. These laws are comprehensive and complex, and can have substantial consequences when not followed. While this Department is small in size, the consequences of incorrect or untimely decisions can be enormous. The HR Department assists other City departments in recruitment of new employees, processing and management of worker' s compensation, monitoring of medical and other insurances, personnel records management, employee benefit coordination, and administration of personnel policies. The critical elements of this Department, including compensation, classification, policies, job descriptions, risk management, performance evaluation, and personnel transactions are in place and managed properly. 3. 1 Oraanization and Staffina The Human Resources Department is staffed by four ( 4) positions. They include: Human Resources Director ( management, labor negotiation, policies) Personnel Analyst (payroll, personnel transactions, HRIS management) Risk Management Specialist ( risk management, worker' s comp, claims, benefits) Staff Assistant II ( data input, reception, surveys, data gathering) This level of staffing has been in place for several years. Exhibit 3- 1 on the following page represents the current structure as noted in the recommended City budget. Alternative Services Delivery Study for Fort Walton Beach, Florida Page 3- 1  Human Resources Exhibit 3- 1 Current Organization Chart Human Resources Department Human Resources CITY COUNCIL CITY MANAGER HUMAN RESOURCES DIRECTOR ( 1) STAFF ASSISTANT 11( 1) RISK PERSONNEL MANAGEMENT ANALYST ( 1) SPECIALIST ( 1) FULL-TIME EQUIVALENT SUMMARY ACTUAL MID- YR BUDGET 03/ 04 04/ 05 05/ 06 06/ 07 07/ 08 HUMAN RESOURCES DIRECTOR 1. 00 1. 00 1. 00 1. 00 1. 00 PERSONNEL ANALYST 1. 00 1. 00 1. 00 1. 00 1. 00 RISK MANAGEMENT SPECIALIST 1. 00 1. 00 1. 00 1. 00 1. 00 STAFF ASSISTANT" 1.00 1. 00 1. 00 1. 00 1. 00 FULL TIME EQUIVALENT (FTE) TOTAL 4. 00 4. 00 4. 00 4. 00 4. 00 Alternative Services Delivery Study for Fort Walton Beach, Florida