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Home My WebLink AboutREORGANIZATION OF HUMAN RESOURCES AND RISK MANAGEMENT DIVISI 2 Council/Agency Meeting Held: Z 2-D7Z Deferred/Continued to: Approve ❑ Conditionally Approved ❑ Denied it erk's ignatu Council Meeting Date: 2/20/2007 Department ID Number: 07-04 CITY OF HUNTINGTON BEACH REQUEST FOR CITY COUNCIL ACTION SUBMITTED TO: HONORABLE MAYOR AND CITY COUNCIL MEMBERS SUBMITTED BY: PENELOPE CULBRETH-GRAFT, DPA, CITY AD INISTRATO W�c PREPARED BY: BOB HALL, DEPUTY CITY ADMINISTRATOR SUBJECT: APPROVAL OF THE PROPOSED REORGANIZATION OF THE HUMAN RESOURCES AND RISK MANAGEMENT DIVISIONS Statement of Issue,Funding Source,Recommended Action,Alternative Action(s),Analysis,Environmental Status,Attachments) Statement of Issue: Re-assign the functions of Human Resources and Risk Management divisions within the City Administrator's Office by creating a Human Resources Department that contains both functions under one department head and re-assigning the Payroll function to the Finance Department. Fundinq Source: General Fund unreserved fund balance Recommended Action: Motion to: 1. Approve the proposed changes to the Table of Organization for the City Administrator's and Finance Departments including creation of a new Human Resources Department 2. Approve the reallocation of the Human Recourses Manager position to a non-classified position of Human Resources Director and set compensation. 3. Approve the reallocation of the Claims Supervisor position in Risk Management to a Liability Coordinator. 4. Approve the addition of two (2) new Personnel Analyst positions to Human Resources Budget. 5. Decrease the related staffing costs and operating expenses in the City Administrator's budget, add the department of Human Resources with related staffing and operating expenses and transfer appropriate staffing and operating expenses to increase the Finance Department Budget. Alternative Action(s): Do not approve the proposed changes to the Table of Organization or direct another alternative action. Z E r 0 REQUEST FOR CITY COUNCIL ACTION MEETING DATE: 2/20/2007 DEPARTMENT ID NUMBER: 07-04 Analysis: The current structure of Human Resources and Risk Management is that they are contained within the City Administrator's office. This move was made two years ago when the Administrative Services Department was reorganized to provide for a separate Finance Department. The interim move of the Human Resources and Risk Management functions into the Administrator's office allowed the close monitoring of these functions and evaluation of the needs for the organization. Over the past year, it has been determined that the current structure is not adequate to serve the 1,100 full-time member organization. Consequently, it is proposed that the Human Resources and Risk Management functions be moved under a separate department of Human Resources. To accomplish the reorganization, staff is proposing four changes: 1. Reclassify the vacant Human Resources Manager position to a non-classified "at-will' position of Human Resources Director and compensation set at Range 681 ($11,287.47 to $13,984.53) to oversee the functions of both Human Resources and Risk Management. 2. Add two Personnel Analyst positions to handle the workload in the units of recruitment/selection and employee benefits. Currently, 4 employees handle all recruitments, employee benefits, training, and a total of 12 within Human Resources to support all personnel functions for all 13 departments. On a national average the Society for Human Resource Management (SHRM) recommends a minimum of 1 Human Resources person for every 50 employees and this increase will bring us closer to the recommended staffing level. Departments currently experience long delays in filling vacancies due to limited staff. In 2002-03 Human Resources processed 99 recruitments and the number has steadily climbed to 152 in the 2006-07 year. Limited training programs are available and slow processing of labor contract benefits frequently occurs because of the staff shortage. 3. Transfer the payroll function to the Finance Department to ensure better direction and support by closely linking the payroll with accounting. 4. Reallocate the vacant Claims Supervisor position (part-time) in Risk Management to Liability Coordinator (full-time) to handle the increasingly complex duties. Workers compensation laws and public liability laws continue to evolve with revisions in state law, requiring a greater level of expertise. As well, the city is working more closely with managing claims that requires additional time. The cost to implement all of the proposed changes is $45,241 for the remainder of the fiscal year. The annualized impact is $150,233. As adopted by the City Council in March 1998, all requests for mid-year appropriations of General Funds must meet one of the following criteria: (1) the request is for an unanticipated emergency, (2) the request is required to implement labor negotiations, or (3) -2- 2/6/2007 8:20 AM REQUEST FOR CITY COUNCIL ACTION MEETING DATE: 2/20/2007 DEPARTMENT ID NUMBER: 07-04 the request is offset by related new revenues. While the reorganization does not rise to the level of an emergency and does not involve new revenues, the opportunity exists now for the benefit of salary savings with the recent resignation of the Human Resources Manager and a vacancy in the Claims Supervisor position. To delay the discussion of the reorganization for the next fiscal year will cause further erosion of critical services to the organization while those positions are held vacant. Environmental Status: NA Attachment(s): City Clerk's Page Number No. Description 1. Proposed organization charts 2. Director of Human Resources Class Specification 3. Fiscal Impact Statement -3- 2/6/2007 9:57 AM ATTACHMENT # 1 CITY OF HUNTINGTON BEACH HUMAN RESOURCES CURRENT ORGANIZATION HUMAN RESOURCES MANAGER tl PERSONNEL PERSONNELPERSONNEL i t PERSONNEL ANALYST t l S AFETY RISK CLAIMS ANALYSTANALYST ANALYST ANALYST MANAGER SUPERVISOR PRINCIPAL PRINCIPAL SENIOR I 1 I I I I I I I I I 1 If I I I I I I I I I I I I I I I I I j I I I I I ISENIOR I SENIOR I I I I I I I I WORKERS' PAYROLL PERSONNEL PERSONNEL I PERSONNEL I PERSONNEL I I ADMINISTRATIVE I I I I I I t l COMP � I ASSISTANT ASSISTANT I I ASSISTANT I ASSISTANT SECRETARY TECHNICIAN I 1 I I EXAMINER I j I I j I 3 I I t 1 I I 1 1 I I I I 1 1 i t I I I I I I I I I I I I I I I OFFICE I PAY�20LL I I I I i t I t TECHNICIAN I I ASSISTANT II I I I I I I I 1 1 i t I I I I Y SLZ - RECI2UIT9 NT RfT€NTfON EMPLOYEE EMpLOYR€, - RELATIONS BENEFITS * Position currently being under filled by a Personnel Analyst Senior CITY OF HUNTINGTON BEACH HUMAN RESOURCES PROPOSED ORGANIZATION ADMINISTRATIVE HUMAN RESOURCES ASSISTANT DIRECTOR (Transfer from City Services) jl PERSONNEL PERSONNEL it PERSONNEL 11 1 1 PAYROLL' I I ANALYST 1 1 ANALYST I I ANALYST 11 RISK MANAGER I ANALYST 1 PRINCIPAL I I PRINCIPAL* j l PRINCIPAL I II 1 1 I I I I 1 1 II I I I I 1 1 I �i PERSONNEL ii PERSONNEL II PERSONNEL PERSONNEL ii ENIOR WORKERS' 1 1 SENIOR I I ANALYST PERSONNEL I I I I ANALYST I LIABILITY SAFETY I PAYROLL 11 ANALYST 1 1 ASSISTANT I I COMP I 1 (New position) ASSISTANT I I 1 1 2 (New position) I I COORDINATOR OFFICER SENIOR O 1 1 TECHNICIAN II 1 1 I I I I EXAMINER I I II I j I I I I 3 I I I II I I I I I I I I 11 1 1 I I I I 1 I II I I PERSONNEL I I I I OFFICE I I I I ADMINISTRATIVE 1 I PAYROLL 1 1 I I ASSISTANT i t I I ASSISTANT II SECRETARY I I 1 1 TECHNICIAN I 1 1 II 1 1 I I 1 1 I 11 I I I I I I 1 I II 1 1 I I I I I 1\ PAYF�OL / `\ / \ \ \ ——— �i —�� RECRUITMENT&RETENTION� � LABOR � f3ENEFITS&TRAINING � � EMPLbYEE SAFEfiY (Transfer to Finance Department) * Position currently being under filled by a Personnel Analyst Senior Denotes proposed changes �_______♦ �_______, CITY OF HUNTINGTON BEACH FINANCE DEPARTMENT Finance Director i CURRENT ORGANIZATION I I I I I I I I Administrative I Administrative Assistant I Analyst,Sr. I Administi ation Purchasing �I reasurerii � Accounting Manager I Administrative Budget Analyst,Sr. I Central Services I [Fi I hervices Analyst,Sr. I Manager I I Iar�age, I I ( I II I I I I I fl I I I I F I r II 1 1 I I Principal I Budget& Research I r.Printing I Feld Customer I Sr.Accountant I I Services I Accountant Accountant I I Technician II Service I AccountSechniciarl Ir. I I I I I ccoun ng I I Ago I Technician 1 I Printing Technician l i Supervisor I I i I Technician,Sr. Account Technicia i I l (2) i � I I Accounting I I Buyer Rcount Technician I I Technician it I I I (2) I I II I (3) I I j 1 (2) I i I I Contract IFtt. ncss t4irer9.c°/ \^ Municipal ' Administrative Aide I I Administrator I I I I I Services I I I I ----i— -----------' I Mail i Accounting I 1 I I I I 1 �-_ -� Purchasing&Central Services _______♦ �_______, CITY OF HUNTINGTON BEACH FINANCE DEPARTMENT Finance Director PROPOSED ORGANIZATION , 1 I I I 1 I AdministrativeAdministrative I 1 Assistant I I Analyst,Sr. `--——————— ——————————� Administ ation I I IPurchasing l p reasurer , Administrative I Accounting Manager I I Budget Analyst,Sr. I Central Services j [Racal Swrvlces I I , Analyst,Sr. I Manager I Man Berl I I I I j I I I I I I & Research1 I Pnci a I ices t BEPrinting Field CustomerPayroll Ana" Sr.Accountant Accountant Sery Service II II Account Technician (5) Technician I I 1 I I I I Sr. I I I I j II I I II Senior Payrolls I I I Account I I 1 I I cou ng I I Printing Technician I Technician echnician,Sr. I I Account Technician I I Technician I 1 I 11 1 11 Supervisor 1 1 i 2 I I I I I I I (2) 1 11 1 1 I 1 1Account Technician I I I Payroll I Accounting Buyer p I I Technician I Technician II I I (2) (2) I I I 1 1 1 (3) I I I 3 � I I I Contract I Administrative I I Adm u. ines License Municipal—f 'inistrator I Payroll(TransfeJr Aide I I 1 Services from Human I I I I Resources) I I I j Mail l I I 1 \--------------.----------�� I I Accounting Purchasing Central Services . Denotes proposed change CITY OF HUNTINGTON BEACH ADMINISTRATION CURRENT ORGANIZATION CITY ADMINISTRATOR EXECUTIVE ASSISTANT 1 � I ADMINISTRATIVE DEPUTY CITY I I I i DEPUTY CITY ADMINISTRATIVE ASSISTANT ADMINISTRATOR II I I ADMINISTRATOR ASSISTANT I II I I I I II I i I ! II I CITY SERVICES 4._._ ___ _♦ �_�♦ OFFICE i ADMINISTRATIVE 1 I COMMUNITY j I� AN RISK ASSISTANT II ANALYST,SR. I RELATIONS RESOURCES MANAGEMENT I I I i I l i OFFICER I DIVISION (SAFETY) EMPLOYEE RELATIONS RISK MANAGEMENT I II I II I ; I DEVELOPMENT INTERGOVERNMENTAL - PUBLIC EMPLOYEE RELATIONS INFORMATION BENEFITS I I I I I I I RECRUITMENT& RETENTION 'Please refer to the separate organization PAYROLL ; chart for detail of Human Resources and Risk Management I I ` HUMAN RESOURCES _ - CITY OF HUNTINGTON BEACH ADMINISTRATION PROPOSED ORGANIZATION CITY ADMINISTRATOR EXECUTIVE ASSISTANT II I I 1 I ADMINISTRATIVE DEPUTY CITY 11 1 I DEPUTY CITY ASSISTANT ASSISTANT ADMINISTRATOR II I I ADMINISTRATOR (TransMrtoHuman I 1 i Resources) 1 � � I � I CITY SERVICES OFFICE ADMINISTRATIVE I I — I I I I COMMUNITY l i � � ASSISTANT 11 ANALYST,SR. I I RELATIONS I I RESOURCES MANAGEMENT 1 1� OFFICER DIVISION (SAFETY) t � II 11 1 II I I 1 I II I ' EMPLOYEE I ( I I 1 1 RISK SK MANAGEMENT I I II 1j ATIONS I I I II I I I I 11 1 1 t 1 1 �1 II I — /i DEVELOPMENT INTERGOVERNMENTAL —PUBLIC EMPLOYEE I RELATIONS INFORMATION BENEFITS I I I I I I I RECRUITMENT& RETENTION *Please refer to the separate organization PAYROLL chart for detail of Human Transfer to Finance i Resources and Risk Npartnent Management I - Denotes proposed changes HUMaN RsouRcsJ " ATTACHMENT #2 CITY OF HUNTINGTON BEACH S k CLASS SPECIFICATION . �® TITLE: DIRECTOR OF HUMAN RESOURCES DATE: February 2007 JOB CODE: 681 EMPLOYMENT STATUS: REGULAR FULL-TIME UNIT REPRESENTATION: NON-ASSOCIATED FLSA STATUS: EXEMPT DUTIES SUMMARY -- Under administrative direction of the Deputy City Administrator, responsible for directing, planning, organizing, and managing the personnel functions and programs of the City including: Employee relations, labor negotiations, recruitment and selection, classification and compensation, training, employee benefits, risk management, City's self insured programs in liability and workers compensation, as well as loss prevention program. DISTINGUISHING CHARACTERISTICS -- The Director of Human Resources is a department head responsible for all functions and staff positions assigned to the Human Resources Department. EXAMPLES OF ESSENTIAL DUTIES — Supervises staff engaged in preparation and auditing of personnel action forms for conformance with City ordinances, resolutions, rules and regulations; formulates and recommends policies, regulations and practices for implementing personnel programs; consults with and advises the City Administrator, Personnel Commission, Mayor and City Council members and department heads on various personnel and employee relations policies and practices; negotiates memoranda of understanding with various bargaining units; conducts meet and confer sessions; interprets memoranda of understanding and work rules; analyzes and recommends action on employee grievances; directs, coordinates and supervises the administration of a position classification plan and a wage and salary plan; administers the unemployment insurance program; plans and directs employee orientation sessions for all new full-time employees; develops and administers City wide training programs in cooperation with other department heads; administers public employees' retirement and health insurance programs; conducts special management studies relating to personnel matters; Develops and administers an employee evaluation program; prepares comprehensive personnel reports; develops and implements methods of improving personnel programs; supervises the preparation of the personnel agenda for the Personnel Commission; prepares the Human Resources Department budget and maintains budgetary controls; maintains personnel records for City employees; manages, supervises, trains and evaluates employees assigned to the Human Resources Department; plans, develops and coordinates the City's Self Insured Workers' Compensation and Liability Programs; identifies, selects, implements and monitors programs designed to reduce frequency and severity of loss to City personnel and property, manages the financial payments of claims and expenses for workers' compensation and liability issues; provides information and negotiates settlement of lawsuits; answers interrogatories; appears at mandatory settlement conferences; attends trials and depositions; develops and administers loss control and safety programs; coordinates the Employee Benefits Program and its related training and contractual requirements; coordinates and establishes procedures to conform with CAL/OSHA requirements, advises departments on loss control and liability issues; evaluates effectiveness of programs and procedures; maintains liaison with City legal representatives; provides courteous and expeditious customer service to the general public and City department staffs; and performs related work as required. The preceding duties have been provided as examples of the essential types of work performed within this job classification. City Council/Administration, at it's discretion, may add, modify, change or rescind work assignments as needed. MINIMUM QUALIFICATIONS: Any combination of education, training, and experience that would likely provide the knowledge, skills, and abilities to successfully perform in the position is qualifying. A typical combination includes: Knowledge of: Labor relations principles and practices at a highly advanced level; advanced principles and practices of public personnel administration including current trends; types and variety of positions common to municipal government; techniques used in the conduct of public employer/employee relations; principles and practices of organizational planning and management; advanced principles of supervision and training; local government functions, organization and administration, workers' compensation laws and claims practices; principles and practices of casualty insurance; loss control principles; procedures used in processing claims; laws and practices pertaining to occupational safety and health; liability claims, and accident claims; principles and practices of quality customer service. Ability to: Develop and implement policies and procedures; analyze administrative problems and provide appropriate recommendations; utilize imagination and originality in planning and implementing personnel programs; work effectively with a variety of people from varying socioeconomic and ethnic backgrounds; supervise subordinate personnel; prepare and justify departmental budget; establish and maintain effective working relationships with those contacted in the course of work; communicate effectively both orally and in writing; deliver quality customer service. Education: Bachelor's Degree in Personnel, Public or Business Administration or a closely related field. A Master's degree in related field preferred. Experience: Five years of professional personnel administration and risk management experience. Professional personnel management experience in a large municipal agency is highly desirable. License or Certificate: Possession of a valid Class "C" California Driver's License is required. ATTACHMENT #3 CITY OF HUNTINGTON BEACH INTERDEPARTMENTAL COMMUNICATION FINANCE DEPARTMENT TO: PENELOPE CULBRETH-GRAFT,DPA, CITY ADMINISTRATOR FROM: DAN T.VILLELLA, CPA, FINANCE DIRECTOR SUBJECT: FIS 2006-07-14 APPROVAL OF THE PROPOSED REORGANIZATION OF THE HUMAN RESOURCES AND RISK MANAGEMENT DIVISIONS DATE: FEBRUARY 1, 2007 As required by Resolution 4832,this Fiscal Impact Statement has been prepared for" Approval Of The Proposed Reorganization of the Human Resources and Risk Management Divisions" If the City Council approves this action (total appropriation$45,241), the estimated Second Tier Reserve for the General Fund at September 30,2007 will be reduced to $5,045,000 Dan T. Villella Finance Director RCA ROUTING SHEET INITIATING DEPARTMENT: ADMINISTRATION SUBJECT: APPROVAL OF THE PROPOSED REORGANIZATION OF THE HUMAN RESOURCES AND RISK MANAGEMENT DIVISIONS COUNCIL MEETING DATE: February 20, 2007 RCA ATTACHMENTS STATUS Ordinance (w/exhibits & legislative draft if applicable) Attached Not Applicable ❑ Resolution (w/exhibits & legislative draft if applicable) Attached Not Applicable ❑ Tract Map, Location Map and/or other Exhibits Attached Not Applicable ❑ Contract/Agreement (w/exhibits if applicable) Attached (Signed in full by the City Attorney) Not Applicable ❑ Subleases, Third Party Agreements, etc. Attached ❑ (Approved as to form by City Attorney) Not Applicable ❑ Certificates of Insurance (Approved by the City Attorney) Attached Not plicable ❑ Fiscal Impact Statement (Unbudgeted, over $5,000) Attached Not Applicable ❑ Bonds (If applicable) Attached Not Applicable ❑ Staff Report (If applicable) Attached ❑ Not Applicable ❑ Commission, Board or Committee Report (If applicable) Attached Not Applicable ❑ Findings/Conditions for Approval and/or Denial Attached El Not Applicable ❑ EXPLANATION FOR MISSING ATTACHMENTS REVIEWED RETURNED FORWARDED Administrative Staff ( ) Deputy City Administrator(initial) ( ) City Administrator Initial City Clerk ) EXPLANATION FOR RETURN OF ITEM: (Below • , For Only) RCA Author: Bob Hall