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

Page 3-2  Human Resources Major Services The HR Department provides the traditional services of a municipal HR department, as noted above. The inclusion of the risk management as an HR function makes this a busy office. Performance measures have been provided that indicate a substantial reduction in the number of complaints, grievances, and worker' s comp claims over the last few years, as well as an increase in the employee retention rate. The number of applications and personnel actions processed ( total annual of approximately 2, 000) confirms HR as an active and productive unit. 3.2 Maior Policies and Operational Issues Organization Structure and Staffing Finding: The Department' s organization structure and staffing level are acceptable and within industry standards. There are three staff positions reporting to the HR Director. The total number of staff positions is four ( 4), a level that has been consistent for a number of years. Given the work load measures provided and the functions managed, this level of staffing is sufficient. A typical municipality or private organization will use a guideline of approximately one ( 1) staff person per 100 employees. By adding the function of risk management to the duties of this unit, nearly a full- time responsibility (fringe benefit support is also provided by the Risk Management Specialist), the current level of staffing is at an acceptable level. This is a high performance unit within the City structure. Recommendation # 6: Retain the HR Department organization structure and staffing level. If a modification to the overall City structure is made, as recommended within section 2. 0, the duties of HR staff may have to be modified, with certain actions of Alternative Services Delivery Study for Fort Walton Beach, Florida Page 3-3  Human Resources the HR Director delegated to HR staff. If the HR Director is assigned additional management oversight responsibilities for other departments under an Administrative Services umbrella, it may be argued that an HR Manager position would be appropriate. Under better financial conditions, that discussion should occur. At this time, a shifting of duties within a reorganized City structure is recommended. Performance Measures Finding: A number of excellent performance measures exist in HR, although they may be improved upon. Overall, the measures developed are better than most municipalities in the state of Florida. Excellent thought has been given to their development. The counting of activities is an important dimension of measuring work, however, adding the element of time can yield additional evaluative benefits. For example, the number of applications processed indicates activity but does not tell us the level of efficiency or effectiveness. The HR Department does have some efficiency and effectiveness measures established for other work activities, and they are acceptable. Additional effectiveness and efficiency measures in the Department should be established for some of the current measures developed, by adding the element of time. They include: employment applications processed.. .within X period of time; new hire within X period of time; processed... personnel actions processed... within X period of time; liability claims processed.. .within X period of time; benefits claims/ changes processed... within X period of time. Recommendation # 7: Human Resources should add efficiency measures by adding the element of time to existing performance measures. Alternative Services Delivery Study for Fort Walton Beach, Florida Page 3-4  Human Resources HR Department Technology 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 through the purchase and use of a scanner. 9: Purchase a scanner for use in Human Resources. Recommendation # Alternative Service Deliverv Ootions 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, 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 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 number of City employees is accurate and appropriate, so the City should not anticipate any substantial savings from contracting or assigning HR services. Recommendation # 10: Continue to provide human resources services through the Human Resources Department and its personnel. Alternative Services Delivery Study for Fort Walton Beach, Florida Page 3-6  4. 0 City Clerk The City Clerk is the official custodian of all public records for the City. This includes ordinances, resolutions, contracts, leases, and City Council minutes. This is a records management function that must follow state laws regarding retention, retrieval, and destruction of public records. The office has responsibility for supporting and responding to City Council requests, distributing the agenda packet for Council meetings, and attending and recording of Council meetings. 4. 1 Oraanization and Staffina The City Clerk is appointed by the City Council, according to Section 53 of Title IV 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 laser fiche format. Other special projects are coordinated, including the sale of City property in Commerce Park. Exhibit 4- 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 4- 1  City Clerk 4.2 Maior Policies and Ooerationallssues Service Level 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 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 taken at the meeting, and is 3- 4 pages in length. Council minutes are more 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 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 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 the prerogative of the City Council to handle any compensation adjustments as it 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 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. Recommendation # 12: Conduct an annual performance evaluation for the City Clerk position. Alternative Services Delivery Study for Fort Walton Beach, Florida Page 4- 3  City Clerk 4. 3 Alternative Service Deliverv Options Contracting Out of Minutes Finding: Of the various services provided within the City Clerk Department, the production of minutes is one service that could be considered for contracting 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. Since the lowest annual employee cost ( includes all benefits) for the Staff Assistant I in the City Clerk Department totals $ 47,410 for fiscal year 2007/ 08, the cost of services would have to be less than this amount. Recommendation # 13: Explore the potential for contracting out for minutes production with a local vendor. Any resulting contract that could provide the same level of services for less than $ 47, 410 would be beneficial to the City. Alternative Services Delivery Study for Fort Walton Beach, Florida Page 4-4  5.0 Finance The Finance Department is responsible for maintaining the integrity of financial records for the City. Chief functions include preparing the annual audited financial statements, recording of revenues and expenditures, disbursing payroll, processing invoices, and ensuring compliance with various