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Human Resources Fiscal Year 2023 Budget Presentation Copyrighted March 2, 2022 City of Dubuque Public Hearings #4. Special Meeting ITEM TITLE: Human Resources Fiscal Year 2023 Budget Presentation SUMMARY: SUGGESTED DISPOSITION: ATTACHMENTS: Description Type Human Resources Policy Budget Book Supporting Documentation Presentation_Uploaded 3.2.22 Supporting Documentation Human Resources 53 This page intentionally left blank. 54 HUMAN RESOURCES DEPARTMENT FY 2021 FY 2022 FY 2023 %Change From Budget Highlights Actual Budget Requested FY 2022 Budget Expenses Employee Expense 694,299 826,837 1,010,818 22.3 % Supplies and Services 164,928 248,548 281,312 13.2 °/o Machinery and Equipment — 6,440 — — % Total 859,227 1,081,825 1,292,130 19.4 °/o Resources Administrative Overhead Recharges 349,086 382,073 489,959 28.2 % Misc. Reimbursements 206,370 203,666 205,127 0.7 % Total 555,456 585,739 695,086 18.7 % Property Tax Support 303,771 496,086 597,044 100,958 Percent Increase (Decrease) 20.4 °/o Personnel -Authorized FTE 4.63 6.13 7.63 Improvement Package Summar-X 1 of 4 This improvement request is for supplies to support implementation of training and learning activities by the Development and Learning Manger and associated trainers in the organization (i.e., EQ facilitators, Intercultural facilitators, and various City staff who conduct training as part of employee orientation). It includes costs for the following: 1. Zoom account for breakout rooms, video sharing, and polling services it offers that are difficult to use in GoToWebinar= $12.49/mo = $150 annually 2. Kahoot! 360 Presenter$39 per month = $468 annually (this package allows for PowerPoint integration, up to 50 users per session, Zoom integration, Teams integration, questions, question bank, quizzes, puzzles, images, multiple selections, polls, word clouds). 3. Post-it Sticky Easel Pads, 25x30", White, 30 sheets per pack, 2-pack $46 x 5 per year= $230 4. Sharpie Marker sets— chisel tip 12-count $11 x 5 per year = $55 5. Docu-sleeves in various sizes to re-use key training items for walls = $200 a. 27x34 (5) at 19.94 each = $100 (flip chart size) b. 8 '/2 x 11 (10) at 3.35 each = $35 c. 11x17 (10) at 5.60 each = $56 6. Painter's Tape x 10 at $9 each = $90 7. HDMI cable ($10) and HDMI to lightning cable adapter ($50) for i-pad presentations = $60 8. Whiteboard markers = $10 x 5 per year = $50 9. Miscellaneous Training activity sets or inventories to administer while working within a department or for supervisors, etc. (examples: Strengthsfinder; DISC; MBTI; Connective Leadership; Intercultural Conflict Styles Inventory, IDI, icEdge; etc.) _ $2,500 10. Budget for snacks and coffee for participants = $2,000 11. Funds to purchase training through our EAP as needed (20 hours at $300/hour) _ $6,000 This request supports the City Council goal of High Performance Organization 55 Related Cost: $ 12,000 Tax Funds Recurring Recommend -Yes Net Property Tax Cost: $ 12,000 Property Tax Impact: $ 0.0047 0.05% Activity: Human Resources 2of4 This improvement request is for materials, training (both informal and formal to maintain certification), apps/software, and 6 Seconds EQ administration to implement and provide emotional intelligence and brain support activities, 1:1 coaching, 1:1 and group assessments and follow up and related brain health activities for departments and employees across the City. Included formulated groups or committees include: 1. Peer Resource Team 2. EQville 3. Employee Wellness (mind, body, and soul) 4. Assessment and Care Team (ACT) Costs include: 1. App (like Rave) - $17,000 2. EQ training and certification continuing ed - $4000 3. Ongoing and new peer support specialist training - $4000 Ideally, there should be one skilled/trained peer support specialist for every 75-100 employees or (7-10) The Employee Survey, Focus Group, and other survey tools identified a need for greater"people skills" and increased trust in leadership. These groups and related activities directly address, provide resources for, and positively impact these identified issues, including enabling persons to embrace change, not only for leadership but for all employees within the organization. This request supports the City Council goal of High Performance Organization Related Cost: $ 25,000 Tax Funds Recurring Recommend -Yes Net Property Tax Cost: $ 25,000 Property Tax Impact: $ 0.0098 0.11% Activity: Human Resources 3 of 4 This improvement request is for the development, certification, professional conferences and training of Human Resources staff, and professional organization membership fees. This request includes: a. Transfer of Certified Trainer and Materials for Crucial Conversations0—$1500 (one time and provides for free certification of one new trainer at City of Dubuque. This transfers Shelley Stickfort's Certified Trainer rights to the City of Dubuque and provides for free certification of one new/additional trainer at City of Dubuque). Crucial Conversations0 Training Materials — Book and e-book, audio materials are $250 per person. If train 50 employees per year, (50 x $250 = $12,500). If train 25 employees per fiscal year (25 x $250 = $6,250) Crucial Conversations0 teaches skills for creating alignment and agreement by fostering open dialogue around high-stakes, emotional, or risky topics—at all levels of an organization. By learning how to speak and be heard (and encouraging others to do the same), you'll surface the best ideas, make the highest-quality decisions, and then act on your decisions with unity and commitment. 56 A crucial conversation is a discussion between two or more people where the stakes are high, opinions vary, and emotions run strong. These conversations—when handled poorly or ignored— lead to strained relationships and dismal results. Crucial Conversations0 teaches participants how to: • Speak persuasively, not abrasively • Foster teamwork and better decision making • Build acceptance rather than resistance • Resolve individual and group disagreements The City's Employee Survey Results, Focus Group information and Wellness Audit results identify the need for the City to be better and more effective at communication. While there have been multiple activities and means identified to address, correct, and upskill the various issues and undesired outcomes related to "communication needs" theme. Providing an in-house skill acquisition opportunity that includes practicing utilizing the skills learned in the real world, work environment for holding crucial conversations and on-going support and resources is essential in addressing and improving the communication in the organization. High Performing Government b. The development of Human Resources staff to is an essential link to better performance and higher engagement both of which impact the organization's success. Just some of the general benefits from providing professional development and training opportunities include the ability to stay abreast of best practices and current trends, increased efficiencies in processes, increased capacity to adopt new technologies and methods, increased innovation in strategies and products, increased employee motivation, job satisfaction and morale. Historically, professional development money and professional membership fees were budgeted only for the Human Resources Assistant position. Because the City would benefit greatly if every member of the Human Resources team is provided with professional development and membership opportunities, professional development and membership fees are requested for each position in Human Resources as follows (the grand total of this request is $10,500): i. Director- $2,500 (SHRM membership (annual), conference x2 participation, Professional/ SPHR certification CEU) ii. Development and Training Manager- $2,000 (SHRM membership (annual), conference/ workshop x2 participation, Professional certification CEU) iii. SWEC/Talent Acquisition Coordinator- $1,500 iv. Benefits and Compensation Manger- $1500 v. Employee and Labor Relations Manager$1500 vi. HR Payroll and Benefits Specialist- $500 vii. Secretary/HR Specialist (onboarding) - $500 viii. Secretary/Administrative Support - $500 This request supports the City Council goal of High Performance Organization. Related Cost: $ 14,500 Tax Funds Recurring Recommend -Yes Related Cost: $ 1,500 Tax Funds Non-Recurring Net Property Tax Cost: $ 16,000 Property Tax Impact: $ 0.0063 0.07% Activity: Human Resources 57 4 of 4 This improvement request is to fund an additional paid City Holiday for Juneteenth National Independence Day. Juneteenth is a federal holiday in the United States commemorating the emancipation ofAfrican- American slaves. It is also often observed for celebrating African-American culture. Originating in Galveston, Texas, it has been celebrated annually on June 19th in various parts of the United States since 1865. The day was recognized as a federal holiday on June 17, 2021, when President Joe Biden signed the Juneteenth National Independence Day Act into law. Juneteenth's commemoration is on the anniversary date of the June 19, 1865, announcement of General Order No. 3 by Union Army general Gordon Granger, proclaiming freedom for slaves in Texas, which was the last state of the Confederacy with institutional slavery. Related Cost: $ 70,698 Tax Funds Recurring Recommend -Yes Related Cost: $ 38,747 Non-Tax Funds Recurring Net Property Tax Cost: $109,445 Property Tax Impact: $ 0.0431 0.46% Activity: Human Resources Significant Line Items Employee Expense 1. FY 2023 employee expense reflects a 3.25°/o wage package increase. 2. The lowa Public Employee Retirement System (IPERS) City contribution of 9.44% is unchanged from FY 2022 The employee contribution of 6.29°/o is unchanged from FY 2022. 3. The City portion of health insurance expense is increased from $1,086 in FY 2022 to $1,119 in FY 2023 per month per contract which results in an annual cost increase of$2,737 or 3.04%. 4. Insurance Premium increased from $192,926 in FY 2022 to $194,748 in FY 2023 based on FY 2022 actual cost. This line item represents the dental insurance premiums paid which is completely offset by employee payments in dental insurance premium revenue. 5. Administration Costs is unchanged from $27,100 in FY 2022 to $27,100 in FY 2023, based on FY 2022. FY 2021 Actual was $24,610. This line item represents flex medical spending plan administrative costs ($24,000), State of lowa fee for the 509(A) certificate ($100), and Patient Centered Outcomes Research Initiative fee ($3,000), which are costs that cannot be paid from the self-insurance reserve. 6. Five-Year Retiree Sick leave payout is unchanged from $11,032 in FY 2022 to $11,032 in FY 2023. 7. 50% Sick Leave Payout decreased from $1,364 in FY 2022 to $1,096 in FY 2023 based on FY 2022 actual to-date. Effective July 1, 2019, employees over the sick leave cap can convert 50% of the sick leave over the cap to vacation or be paid out. 8. During Fiscal Year 2022, the following personnel changes were approved: a. 1.0 FTE HR Assistant position (GE-32)was changed to Benefits and Compensation Manager (GE-36)which resulted in a cost decrease of$1,564 b. 0.7 FTE Secretary position (GE-25) was changed to 0.63 FTE HR Specialist (GE-28) which resulted in a cost increase of$2,558. c. 0.5 FTE seasonal Scanning Intern (GE-25)was eliminated which resulted in a savings of $20,044 58 d. Addition of 1.0 FTE HR Benefits and Payroll Specialist (GE-28) which resulted in an increase of$27,902 e. Addition of 1.0 FTE Employee Relations Manager (GE-34) which resulted in an increase of $36,360 Supplies & Services 9. Consultant Services decreased from $70,217 in FY 2022 to $61,525 in FY 2023 and is based on FY 2021 Actual less non-recurring items. This line item includes Gallagher benefit services of $36,500, third party Exit Interview Service of$7,500, 509(A) Certificate of Compliance of$1,025, Affordable Care Act compliance reporting of$8,000, Executive Coaching of$5,000, and GASB 45 actuarial valuation of$3,500. FY 2021 Actual was $46,058. 10. Criminal Background Check increased from $14,000 in FY 2022 to $17,640 in FY 2023, based on FY 2021 Actual of$17,640. 11. Education and Training increased from $50,950 in FY 2022 to $90,250 in FY 2023. FY 2021 Actual was $68,548. This line item includes the wellness committee funding for ($12,850), employee safety training ($2,500), training for staff($1,500), and the employee tuition reimbursement program ($25,000), EQ full scope service partner ($5,000), EQ assessment tool ($1,800), and training for the Workforce Development Coordinator at ($2,300). 12. Conferences is unchanged from $24,180 in FY 2022 to $24,180 in FY 2023. This line item includes funding for ten Department Managers to attend the Upper Midwest Employment Law Institute ($17,000), arbitration and labor institute conference ($1,250), Human ResourcesAssistant conferences ($700), conference for the Workforce Development Coordinator ($3,200), and Human Resources Director conferences ($1,850). 13. Software License decreased from $51,098 in FY 2022 to $51,048 in FY 2023 and is based on the new Enterprise Resource Planning System. FY 2021 Actual was $10,990. 14. Fiduciary Liability decreased from $6,665 in FY 2022 to $4,230 in FY 2023 based on actual. 15. General Liability Insurance increased from $2,710 in FY 2022 to $3,768 in FY 2023 based on FY 2022 actual plus 12%. Revenue 16. Miscellaneous Reimbursements decreased from $12,320 in FY 2022 to $10,306 in FY 2023. FY 2021 Actual was $4,406. This line item represents the mid-range of actual employee flex plan forfeitures which partially covers the administrative costs of the employee flex plan ($27,100). 17. Dental Insurance Premium increased from $191,346 in FY 2022 to $194,748 in FY 2023 based on FY 2021 actual. FY 2021 Actual was $201,891. This line item represents employee paid premiums for Dental Insurance and offsets the expense. 18. Revenue received from Enterprise Funds for administrative overhead charges has increased from $382,073 in FY 2022 to $489,959 in FY 2023. FY 2021 Actual was $349,086. 59 HUMAN RESOURCES DEPARTMENT The Human Resources department is committed to providing expertise in attracting, developing and sustaining a high quality workforce committed to excellent services. . _ - � . . � i � . SUCCESS IS ABOUT PLANNING, PARTNERSHIPS AND PEOPLE LEADING TO OUTCOMES People Improve the productivity and efficiency of operations by continuing organizational development and team building with emphasis on development of supervisory staff, improved intra-and inter-departmental effectiveness through the use of collaborative teams and maintenance of management skills and processes. Partnerships The Human Resources Planning Department works with local The Human Resources partners including United Way, Department works with all City Prescott School, Crescent departments to ensure vacancies Community Health Center, Maria are filled with engaged, House, Multicultural Family competent, and diverse Center, the Dubuque Area Labor employees to best carry out City Management Council and the initiatives. Road to Success/Bridges Initiative. 60 HUMAN RESOURCES DEPARTMENT FY 2021 FY 2022 FY 2023 Full-Time Equivalent 4.63 6.13 7.63 Resources $300,000 $250,000 $200,000 $150,000 $100,000 $50,000 $0 Administrative Miscellaneous Property Tax Support Overhead Recharges Reimbursements � FY 2021 FY 2022 FY 2023 The Human Resources Department is supported by 7.63 full-time equivalent employees, which accounts for 78.23% of the department expense as seen below. Overall, the departments' expenses are expected to increase by 19.44°/o in FY 2023 compared to FY 2022. Expenditures by Category by Fiscal Year $694,299 Employee Expense $826,837 �� $164,928 Supplies and Services $248,548 $281,312 $— Machinery and Equipment $6,440 $— $0 $100,000 $200,000 $300,000 $400,000 $500,000 $600,000 FY 2021 FY 2022 � FY 2023 61 HUMAN RESOURCES DEPARTMENT Overview The City of Dubuque Human Resources Department provides expertise in attracting, developing, and sustaining a high-quality workforce. Responsibilities include: • Assist departments in talent acquisition, training, and engagement of employees • Represent the City in collective bargaining with five employee unions and contracts • Maintain personnel records • Administer the Employee Manual • Administer all benefits including health, prescription drug, dental, life, workers' compensation, and disability plans • Ensure compliance with state and federal employment related laws and regulations Position Summary FY 2023 Human Resources Manager 1.00 Human Resources Specialist(Benefits) 1.00 Training and Workforce Development 1.00 Coordinator Secretary 1.00 Employee Relations Manager 1.00 Human Resource Specialist 0.63 Benefits and Compensation Manager 1.00 Development and Training Coordinator 1.00 Total FT Equivalent Employees 7.63 Performance Measures City Council Goal: Financially Responsible, High-Performance City Organization Performance Measure (KPI) Target FY 2020 FY 2021 FY 2022 Performance Actual Actual Estimated Indicator � Dept. Objective: Ensure equal employment opportunities for all employees and applicants for employment. Ratio of female:male employees 51%female 37.5%f: 36.9% f: 33.1%f: a (consistent with City of Dubuque to 49°/a male 62.5% m 63.1% m 66.9% m resident make-up)* % of non-White employees >$% (non- 6.5% non- 6.3% non- 7.57% non- �� white) white white white 2 Dept. Objective: To find the best candidate for the job while improving satisfaction and speeding up the recruitment process. Time to Fill < 60 Days - - 58 days � Candidate Net Promoter Score Average > 0 - - 4.43 � Quality of Hire* > 50% 79.7% 95% 100% � 3 Dept. Objective: Increase employee engagement 62 City Council Goal: Financially Responsible, High-Performance City Organization Performance Measure (KPI) Target FY 2020 FY 2021 FY 2022 Performance Actual Actual Estimated Indicator Relationship with Peers > 75% - - 93% � Quality of Feedback > 75% - - 38% � Employee Data Tables . . � - . . . . i Male (557) -67% Female (275) -33% American American Asian or Indian or Asian or Indian or Total White Black Hispanic Pacific Alaskan White Black Hispanic Pacific Alaskan Employees Islander Native Islander Native 528 14 12 2 1 241 22 11 1 — 832 Coming & Going Retirements 31 19 16 21 22 20 13 17 Vacancies 86 88 82 81 55 114 146 139 Applications 5,360 3,761 3,349 4,223 2,547 3,099 4,191 4,068 Processed Civil Service 1,138 1,085 863 714 702 633 565 83 Applications Applicants FY20 Employment Applications 3478 301 131 74 16 0 68 FY21 Employment Applications 1940 168 55 37 32 59 37 Application Percentage Change* (79)°/o (79)% (138)% (100)% 50% 100°/o (84)% FY20 New Hires 171 12 8 1 0 0 0 FY21 New Hires 148 9 7 1 0 0 0 New Hire Percentage Change� (16)% (33)% (14)% —°/o —% —% —% *Most vacant positions were frozen in FY21 due to the impact of the Pandemic. 63 Recommended Operating Revenue Budget - Department Total 67-HUMAN RESOURCES FY21 Actual FY22 Adopted FY23 Recomm'd Fund Account Account Title FY20 Actual Revenue Revenue Budget Budget 100 53201 REFLJNDS 73 73 100 53550 SELF INSURANCE PREMIUMS 191,346 201,891 191,346 194,748 100 53605 MISCELLANEOUS REVENUE 12,320 4,406 12,320 10,306 100 53620 REIMBURS6MENTS-GF,NF,RAL 747 53 MISCELLANEOUS -Total 204,413 206,370 203,666 205,127 100 59610 FR WPC OPERATING 87,694 115,592 126,516 162,237 100 59620 FR STORMWATER OPERATING 24,246 34,677 37,953 48,671 100 59630 FR PARKING OPERATING 11,387 15,030 16,450 21,091 100 59640 FR WATER UTILITY 19,003 18,497 20,244 25,958 100 59670 FR REFUSE COLLECTION 79,145 107,499 117,658 150,882 100 59940 FR DMASWA 43,849 57,791 63,252 81,120 59 TRANSFER IN AND INTERNAL -Total 265,324 349,086 382,073 489,959 PERSONNEL -Total 469,737 555,456 585,739 695,086 64 Recommended Operating Expenditure Budget - Department Total 67-HUMAN RESOURCES FY20 Actual FY21 Actual FY22 Adopted FY 23 Rccomm'd Fund Account Account Title Expense Expense Budget Budget 100 61010 FULL-TIME EMPLOYEES 316,720 320,924 402,318 550,745 100 61020 PART-TiME EMPLOYEES 31,066 32,168 29,480 34,242 100 61030 SEASONAL EMPLOYEES 19,022 100 61050 OVERTIME PAY 4,506 38 100 61091 S1CK LEAVE PAYOFF 7,643 11,040 11,032 ll,032 100 61092 VACATION PAYOFF 14,480 100 61096 50%SICK LEAVE PAYOUT 1,364 1,096 1,364 1,096 100 61310 IPERS 22,111 33,335 40,762 50,996 100 61320 SOCIAL SECURITY 18,772 26,667 35,437 45,680 100 61410 HEALTH INSURANCE 32,508 48,575 52,183 93,961 100 61411 INSURANCE PREMNM 192,926 194,748 192,926 194,748 100 61413 ADMINISTRATION COSTS 22,689 24,610 27,100 27,100 100 61415 WORKMENS'COMPENSATION 695 863 725 896 100 61416 LIFE INSURANCE 155 234 13,270 322 100 61660 EMPLOYEE PHYSICALS 1,218 - 1,218 - 61-WAGES AND BENEFITS 666,852 694,299 826,837 1,010,818 100 62010 OFFICE SUPPLIES 2,521 1,101 3,500 1,101 100 62030 POSTAGE AND SHIPPING 1,850 623 3,200 635 100 62031 PROCESSING MATERIALS 176 63 176 63 100 62061 DP EQUIP.MAINT CONTRACTS 1,417 2,333 2,333 2,338 100 62090 PRINTING&B1NDING 215 220 220 100 62110 COPYING/REPRODUCTION 1,363 89 2,506 89 100 62130 LEGAL NOTICES&ADS 904 538 904 538 100 62170 SUBSCRIPTIONS-BOOKS-MAPS 572 - 583 - 100 62190 DUES&MEMBERSHIPS 219 922 1,150 16,940 100 62204 REFLTNDS 36 100 62208 GENERAL LIABILITY INSURAN 2,424 2,557 2,710 3,768 100 62209 FIDUCIARY LIABILITY 4,053 3,955 6,665 4,230 100 62310 TRAVEL-CONFERENCES 6,471 (1,089) 24,180 24,180 100 62320 TRAVEL-CITY BUSINESS 2,351 1,759 2,585 215 100 62360 EDUCATION&TRAINING 24,042 68,548 50,950 90,250 100 62421 TELEPHONE 1,532 3,474 3,445 3,474 100 62436 RENTAL OF SPACE 378 1,079 918 1,079 100 62660 DATA PROCESSING 4,162 3,997 3,997 1,686 100 62663 SOFTWARE LICENSE EXP 10,501 10,990 51,098 51,048 100 62667 DATA SERVICES 82 293 211 293 100 62697 LABORRELATIONS 2,199 3,000 100 62713 LEGAL SERVICES 4,861 100 62716 CONSULTANT SERVICES 52,141 46,058 70,217 61,525 100 62717 CRIMINAL BACKGROLTND CHECK 9,348 17,640 14,000 17,640 62-SUPPLIES AND SERVICES 133,818 164,928 248,548 281,312 100 71120 PERIPHERALS,COMPUTER 680 920 100 71124 COMPUTER 4,400 100 72418 TELEPHONE RELATED 14 - 1,120 - 71-EQUIPMENT 694 - 6,440 - 67-HUMAN RESOURCES TOTAL 801,364 859,226 1,081,825 1,292,130 65 Recommended Expenditure Budget Report by Activity & Funding Source 67-HUMAN RESOURCES WORKFORCE DEVELOPMENT -67300 FUNDING SOURCE:GENERAL Account FY2l Actual Expense FY22 Adopted Budget FY23 Recomm'd Budget SUPPLIES AND SERVICES 7,705 WAGES AND BENEFITS 12,296 102,669 WORKFORCE DEVELOPMENT 12,296 ll0,374 — HUMAN RESOURCES -72700 FUNDING SOURCE:GENERAL Account FY2l Actual Expense FY22 Adopted Budget FY23 Recomm'd Budget EQUIPMENT 6,440 SUPPLIES AND SERVICES 164,928 240,843 281,312 WAGES AND BENEFITS 682,003 724,168 1,010,818 HUMAN RESOURCES 846,930 971,451 1,292,130 HUMAN RESOURCES TOTAL 859,226 1,081,825 1,292,130 66 CITY OF DUBUQUE, IOWA DEPARTMENT DETAIL-PERSONNEL COMPLEMENT 67 HUMAN RESOURCES DEPT. FY 2021 FY 2022 FY 2023 FD JC WP-GR JOB CLASS FTE BUDGET FTE BUDGET FTE BUDGET 61010 Full Time Employee Expense 100 225 GE-25 SECRETARY 1.00 $ 50,028 1.00 $ 51,250 1.00 $ 52,906 100 GE-34 DEVELOP TRAINING COORD — $ — 1.00 $ 63,246 1.00 $ 85,638 100 GE-33 TRAINING/WORKFO DEV COORD — $ — 1.00 $ 73,781 1.00 $ 78,864 BENEFITS AND COMPENSTATION 100 GE-36 MANAGER — $ — — $ — 1.00 $ 75,904 100 GE-34 EMPLOYEE RELATIONS MGR — $ — — $ — 1.00 $ 66,821 HR BENEFITS& PAYROLL 100 GE-28 SPECIALIST — $ — — $ — 1.00 $ 48,482 100 9300 GE-44 HUMAN RESOURCES DIRECTOR 1.00 $ 134,301 1.00 $ 137,662 1.00 $ 142,130 100 9100 GE-31 HUMAN RESOURCES ASSISTANT 1.00 $ 72,018 1.00 $ 73,781 — $ — TOTAL FULL TIME EMPLOYEES 3.00 $ 256,347 5.00 $ 399,720 7.00 $ 550,745 61020 Part Time Employee Expense 100 225 GE-28 HUMAN RESOURCE SPECIALIST 0.63 $ 27,800 0.63 $ 29,480 0.63 $ 34,242 TOTAL PART TIME EMPLOYEES 0.63 $ 27,800 0.63 $ 29,480 0.63 $ 34,242 61030 Seasonal Employee Expense 100 GE-25 SCANNING INTERN — $ — 0.50 $ 19,022 — $ — TOTAL SEASONAL EMPLOYEES — $ — 0.50 $ 19,022 — $ — TOTAL HUMAN RESOURCES DEPT 3.63 $ 284,147 6.13 $ 448,222 7.63 $ 584,987 67 CITY OF DUBUQUE, IOWA ACTIVITY PERSONNEL COMPLEMENT SUMMARY FY 2021 FY 2022 FY 2023 ACCT FD JC WP-GR POSITION CLASS FTE BUDGET FTE BUDGET FTE BUDGET Human Resources-FT General Fund 10072700 61010 100 225 GE-25 SECRETARY 1.00 $ 50,028 1.00 $ 51,250 1.00 $ 52,906 DEVELOP TRAINING 10072700 61010 100 GE-34 COORD - $ - 1.00 $ 63,246 1.00 $ 85,638 TRAINING/WORKFO DEV 10072700 61010 100 GE-33 COORD - $ - 1.00 $ 73,781 1.00 $ 78,864 BENEFITS AND COMPENSTATION 10072700 61010 100 GE-36 MANAGER - $ - - $ - 1.00 $ 75,904 EMPLOYEE RELATIONS 10072700 61010 100 GE-34 MGR - $ - - $ - 1.00 $ 66,821 HR BENEFITS& 10072700 61010 100 GE-28 PAYROLL SPECIALIST - $ - - $ - 1.00 $ 48,482 HUMAN RESOURCES 10072700 61010 100 9300 GE-44 DIRECTOR 1.00 $134,301 1.00 $137,662 1.00 $142,130 HUMAN RESOURCES 10072700 61010 100 9100 GE-31 ASSISTANT 1.00 $ 72,018 1.00 $ 73,781 - $ - Total 3.00 $256,347 5.00 $399,720 7.00 $550,745 Human Resources-PT General Fund HUMAN RESOURCE 10072700 61020 100 225 GE-28 SPECIALIST 0.63 $ 27,800 0.63 $ 29,480 0.63 $ 34,242 Total 0.63 $ 27,800 0.63 $ 29,480 0.63 $ 34,242 Workforce Development-FT General Fund STRATEGIC WORKFORCE EQUITY 10067300 61010 100 GE-33 COORD. 1.00 $ 72,893 - $ - - $ - Total 1.00 $ 72,893 - $ - - $ - Human Resources-Seasonal General Fund 10072700 61030 100 GE-25 SCANNING INTERN - $ - 0.50 $ 19,022 - $ - Total - $ - 0.50 $ 19,022 - $ - TOTAL HUMAN RESOURCES DEPT. 4.63 $357,040 6.13 $448,222 7.63 $584,987 68 . � �� _ � *�' �,� � � � ,- � � �� `� ' , . � � � � �� r-. �_. , � r { - � � , � � �� ° � , . • � � � � �` � .. � � . � � � .� � , � � 4 .Iw �� Y � ,� �� r 1 � � � � � I �� .� ,� ��y � y�,a. • `�� - � f ,��; : � �� . � �-��,a•`y`• � k � � � }I �� l �� T � -4� �' 4 �� 7�, �W*� f � � �� r A y ��' � �M _ � f . � � � � � F � Human Resources Department Through strategic partnerships and collaboration, the Human Resources Department recruits, develops and retains a high performing and diverse workforce and fosters a healthy, safe, and productive work environment for emp/oyees, their families, departments, and the public in order to maximize individual and organizational potential and position the City of Dubuque as an employer of choice. . ' • ' � ' • . ' • ' • . ' Director of Human Resources Shelley Stickfort Human Talent Resources Acquisition- Human Benefits and Development Workforce Administrative Resources Payroll & Training Equity ana Assistant/Secr Specialist na Specialist Manager Coordinator etary (Amanda (Jeni Ginter- (Kelly Larson) (Kecia (Tusdee Blus) Koppes) L ht Dougherty) PT (.70) Yg ) FISCAL YEAR 2022 Y HIGHLIGHTS �� . f� ., �` ;, `��{�1► .w�,, �._ ``�� ==-' � a► x...� y �., , � ��`� � t ji x��r� ' � � �'� � ■ EE Development (NEO, Mand. Spvsr Training, and ��•;1�f,i t ,; f , � � �� , � . � . '�,i ��t 1�;','i':'.S� .. much more) '� � � . ; �� . ■ Developed Best Practice/Guidance - - ��-� ■ Safet Committee t _ `'�$� �, � �s_ . � ,� y � ,�. �-..-_,. � �:,:, ..�:.. � .. ■ RFP's for Benefits/Providers � � - . �M~' � uw.� ,°- . -�.< ■ Bargaining 2 Teamsters CBA's �' J _ , ; -� ■ Preparation/Planning for HRIS/ERP °�� ■ WeeklyALL Employee Call/Webinar l - _ �- �� .- �� ■ HR Restructure � , - . � �, ,� . ■ EE Support Resources (EQ, Peer, ACT) ■ Recognition Paid Leave �`� ` ■ Temporary COVID-19 Policies � • ■ Temporary COVID-19 Policies � ■ Safe Workplace Guidance and continuous � ' updating � . ■ OSHA Information/Inquiry � = ■ Weekly All Employee Call/Webinar �"� ■ Recognition Paid Leave a � ■ Employee Communications ,�;i�t�� ; • , V��r y � f �� -�. `�S��_: � + �i•^"��z �s '�' cJ ,i�tti` �- �r,�- �` � ��.,�-�_ �, h', ;. "�3y' �' � '• , . �• � �. � ■ LEARN system - EE Compliance " and Training - Complete . Curriculum ■ Fully Implement Structured Employee Training ■ HRIS System Implementation ■ Performance Appraisals ■ Complete Classification & Compensation Study ■ Exit Interviews - 3rd Party (Review and follow up action) ■ Recruitment "Flyers" ■ Recruitment Pipelines ■ Complete 4t" Annual Employee Survey for Continuous Improvement Human Resources Department FY 2023 REQU ESTED PROPERTY TAX SU PPORT 597 044 8 . 89 � Net Property Tax Average homeowner's* Support property tax cost for the Human Resources Department (*Avg. home value of $159,503) � �E�ITIIV � �IN � Hi I�-P�rf�rr��nc� �r ��i�a��r� ��rrd �ar��run� � t�� i� � � � E�I� IT�� LE Dat�-Driv�n arr� out��r��-Fo�u��d b�i�� n �I�� ur pil��r� ��: ��M �III U N �Tl� � F � �I �I� E - . . . � • . . . . � � �� - * • � � � { '{ - � - � �� i�. �� . �o I�r r . • Assessment & Care Team (ACT) and Resources • Wellness Challenges R e 5 I I I e f1Cy � 3rain Health/EAP Monthly Minder �� + Job Coaches/Mentors for Mana ers �, g • Peer Support Team • EAP • Gender neutral language in all polices/procedures �� . T a �,-�;�,ing underrepresented positions for targeted Equ ity .,,,� ,��nent • Hiring with Confidence Training �` Sustainabil��y � , - �4. nin� TrainPr� :�� ''�._____ • Increased Life Insurance and Voluntary Life Insurance • Recognition Paid Leave . Corn pass ior� • Crucial Conversations Training • Harassment & Other Complaint Procedure • EQ Coaching Development and Learning �� :� � � � _ � ...i � �, ; _ , � � � � r -� � � � �� " "rc f� —, z' — *All Departments needs assessment & � � ;. � � `-� � ��- � ��- �� - - � � li �, . p ,� � .-"",�"'�^� cu rrent rocesses � � � �� - �� p �-� � - �� 5-� �=�� .�� +y�� :a� —— ... �., � � I , � J ; � ` . . . j �� q4� I �.: � 51 �E.. -��-,:'' ,' � �`- � . ��; *Multi-media training delivery � _ r -_ � 6� :�� _ - s �� .�� t � - ' � - t� _.� - �- _ � ��_ w -- ��4 � �� -- �� *Trainin Calendar, Courses Catalo ue, � � �� '� �"� �� J J � - -- , .� 1 �.� r.. ■ F�_ _- � ,_�` & Curriculum Dev. -�; . � _ � � �, : � �„� �� ,. ��" �,� �� `� ' ' � 6 � ��.�y, V 9- '� . . ... ��.�U � �. t Tr� :.� �y�'?P' ,:4�. �` � ■ • . yi�� .'�'+y . '� { .�i�� t�'r New Employee Orientation 2.0 t� � � �� *Mentoring Program TALENT ACQUISITION � � � � *Focus on Diversity for �4 � Recru itme nt/H i ri n g P rocesses � � • Training on Hiring with Confidence ; �� _ for all search panels � . " • All online applications • Background check process updated *Offe r Lette r Te m p I ate/Offe r P rocess • Offer sent by email (call) • Under department signature TALENT ACQUISITION � � �: . �- *Driving Record & Criminal Record . �4 Review/Appeal Boards _ # A��ract _ ,� *FLSA Tests for Exempt vs Non-Exempt • . . . . �- Class�ficat�ons *Implementation of Onboarding Checklist *9 Reclassifications with new process EMPLOYEE DEMOGRAPHICS - Feb 2022 i � Total Employees 877 , , . . , . , Asian or American Asian or American White Black His anic Pacific Indian or White Black His anic Pacific Indian or p Alaskan p Alaskan Islander Native Islander Native 530 14 6 1 1 289 26 9 1 0 96% 2.5% 1 .1 % 0.18% 0.18% 88.9% 8% 2.77% 0.31 % % APPLICATIONS/NEW HIRE DEMOGRAPHICS . , . . . . . - - . • . . • . . • � . . . . • - 3478 301 131 74 16 0 68 171 12 6 1 0 0 0 1940 168 55 37 16 59 37 81 % 7% 2.3% 2% 1 .6% 2.5% 1 .6% 148 9 7 1 0 0 0 89% 5.5% 4.2% 0.6% - - - ' 2294 269 68 29 6 14 24 ' • • . � 85% 10% 2.5% 1 .1 % 0.2% 0.5% 0.8% 139 15 2 1 1 2 1 86% 9% 1 % 0.6% 0.6% 1 % 0.6% *FY22 numbers are as of 2/15/22 (Partial Year) EMPLOYEE RELATIONS ,� -_� ,i �� _, _�� _s � �t��t� y i � ' - �-t ,. _� -i` `,L�. .:� �. `-�� ■ ■ �� .-_ - =l� .. L �� .. ��_ _ � Wellness and EE Satisfaction �� h� �, ;� - � �� , .�I ; �� _ L� _ .� '��:�w� , Survey Fol/Up (Focus groups� ---- �� ,�°a =-� �` �� °_ � - ��-� j � � n i � .�.. . ._`t�� . � �. { ■ ■ ■ - + - � `i-. IL►", � � � � r �I ! ' �.:µs; �°..�.� I. - n � �.�='i �� _ �� action plans, communication) I�r �,w� , �� . �,_ .�, ,��#� `� - s I�� ' , � ,� � �Vj, � _ � ; i� l '�!.�"� � _. �� °-�� _ � � O , ,�� ,. - I � �'�� _ � � Safe Workplace Guidance - �� __ � ,� �� , � ,�w �, - � , � Tem porary COVI D-19 Pol icies � � - -__� _ � �� --� - - , - __ � � :�� Best Practice _ - :�. :� �� Guidance/Forms/Templates - �� i � Daily, Bi-Weekly, Weekly - � Employee Webinar EMPLOYEE RELATIONS Complaint Processing w/Review for Trends • Informal and/or Formal Employee Complaint Options • Complaint Form -� � 'y�� ; • Investigation/Inquiry Completed � • Recommendations � BEN EFITS � � �Assessment and Care Team (ACT)/Peer Resource Team * EQ Services * Health Care Advisory Committee * Changed Flex Spending Provider * Increased Life and Vol Life Options * Transgender Benefits for Healthcare * Wellness Committee/Campaigns .� _ _. � • � ' Brain Health Track for All � - * Increased Participation � \ � � � - � �- �� Safet Committee �� y i � * Incident Review � � `� * Safet Trainin � �� Y g * Near Miss Anonymous Reporting *EAP Services 1 . Dev & Training Activities & Supplies 1 Recu rri ng Cost � $ 12,000 - � � � Net Property Tax Cost: 12,000 " • 2. Peer Support/Care Team Activities ' � Recu rri ng �$25,000 Net Property Tax Cost: $25,000 3. HR Staff Development, Certification, Professional Conferences/Training, Professional Organization Membership Recu rri ng � $ 14,500 Non-Recuring / $ 1 ,500 Net Property Tax Cost:$ 16,000 4. Juneteenth Holiday Recurring � $ 109,445 Net Property Tax Cost:$ 109,445 Budget Amendment in FY22 ➢ 2 full-time positions slated for FY23 as Improvement Packages ➢ Added/included through amendment process for FY22, current year ➢ Need identified through Employee Survey process . : - . - . , _' • • 1 Human Resources Department PERFORMANCE MEASURES City Council Goal: Financially Responsible, High-Performance City Organization ' . ' ' 1 • 1 1 1 1 ' . • . • 1. Department Objective: Ensure equal employment opportunities for all employees and applicants for employment. Ratio of female: male employees 51% female 37.5% f: 36.9% f: 33.1% f: 37% f: Improving (consistent with City of Dubuque to 49% 62.5% m 63.1% m 66.9% m 63% m resident make-up) male % of non-white employees >8% non- 6.5% non- 6.3% non- 7.57% non- 8% non- Nearly Met white white white white white 2. Dept. Objective: To find the best candidate for the job while improving satisfaction and speeding up the recruitment process. Time to Fill <60 Days - - 58 Days 54.3 Met Days Candidate Net Promoter Score Average > 0 - - 4.43 5.999 Met Quality of Hire >50% 79.7% 95% 100% 100% Met 3. Dept. Objective: Increase employee engagement. Relationship with Peers >75% - - 93% 94.9% Met Quality of Feedback >75% - - 38% 40.3% Slight Improvement www.cityofdubuque.org/humanresources