Personnel Office_FY 2017 Budget PresentationPersonnel Office
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PERSONNEL OFFICE
Budget Highlights
Employee Expense
Supplies and Services
Machinery and Equipment
Total
Resources
Administrative OH Recharges
Misc. Reimbursements
Total
Property Tax Support
Percent Increase (Decrease)
Personnel - Authorized FTE
FY 2014/15
Actual
350,893
81,066
2,572
434,531
174,365
7,840
182,205
252,326
FY 2015/16
Adopted
323,884
70,752
2,100
396,736
123,662
123,662
FY 2015/16
Amended
323,884
70,752
2,100
396,736
123,662
123,662
FY 2016/17
Recomm'd
334,468
128,371
462,839
174,174
174,174
273,074 273,074 288,665
3.63 3.63 3.63 3.63
Change
from Adopted
FY 2015/16
3.3%
81.4%
0.0%
16.7%
40.8%
0.0%
40.8%
15,591
5.71%
Improvement Package Summary
1 of 2
This decision package provides funding to have a consulting firm prepare a request for proposal for the
City's medical plan third party administration services and stop loss coverage and to analyze the
responses.
Related Cost: $16,000 - Tax Funds - Non -Recurring
Related Revenue: $ 1,683 - Sanitary Sewer User Fees - Non -Recurring
Related Revenue: $ 595 - Stormwater User Fees - Non -Recurring
Related Revenue: $ 307 - Parking User Fees - Non -Recurring
Related Revenue: $ 2,311 - Refuse User Fees - Non -Recurring
Related Revenue: $ 949 - Landfill User Fees - Non -Recurring
Total Net Cost: $10,155
Property Tax Impact: +$.0043/+.04%
Activity: Personnel Office
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Recommend - Yes
2 of 2
This improvement package provides for the purchase of a fiduciary liability policy that not only covers
administrative errors and omissions but also provides personal liability for a breach of a fiduciary duty in
connection with the health plan. Since the City sponsors a health plan for its employees and is involved
with the management of the plan we are considered a fiduciary and could be held personally liable for
what happens to the plan.
Related Cost: $2,500 — Tax Funds —Recurring
Related Revenue: $ 263— Sanitary Sewer User Fees —Recurring
Related Revenue: $ 93 — Stormwater User Fees —Recurring
Related Revenue: $ 48 — Parking User Fees —Recurring
Related Revenue: $ 361 — Refuse User Fees —Recurring
Related Revenue: $ 148 — Landfill User Fees —Recurring
Total Net Property Tax Cost: $1,587
Property Tax Impact: +$.00071+.01%
Activity: Personnel Office
Significant Line Items at Maintenance Level
(Without Recommended Improvement Packages)
Employee Expense
1. FY 2017 employee expense reflects a 2.5% wage package increase.
Recommend - yes
2. The Iowa Public Employee Retirement System (IPERS) City contribution remains at 8.93% and
the employee contribution remains at 6.18% in FY 2017.
3. The City portion of health insurance expense increased from $1,040 in FY 2016 to $1,325 in FY
2017 per month per contract, resulting is an increase of $10,260 (27.40%).
Supplies & Services
4. Legal Notices & Ads increased from $0 in FY 2016 to $700 in FY 2017 based on actual cost of
publishing employees' salaries annually.
5. City Business Travel decreased from $1,500 in FY 2016 to $1,000 in FY 2017 based on
historical actual.
6. Consultant Services increased from $0 in FY 2016 to $37,055 in FY 2017 due to the expenses
for health and prescription drug plan actuarial and benefit services ($28,080), 509(A) Certificate
of Compliance ($975) and Affordable Care Act compliance reporting ($8,000) not eligible to be
paid out of the self-insurance fund.
7. Criminal Background Check increased from $22,355 in FY 2016 to $23,805 in FY 2017 based
on prior year experience.
Revenue
8. Revenue received from Enterprise Funds for administrative overhead charges has increased
from $123,662 in FY 2016 to $162,306 in FY 2017.
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PERSONNEL OFFICE
The Personnel Office is committed to providing expertise in attracting, developing and
sustaining a high quality workforce committed to excellent services.
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 interdepartmental
effectiveness through the use of
Employee Involvement Teams
and maintenance of
management skills and
processes.
PLANNING
The Personnel Office works with
all City Departments and
Divisions to ensure vacancies
are filled and highly skilled
employees are available to carry
out City Planning Initiatives.
PARTNERSHIPS
The Personnel Office works with local partners
including United Way, Prescott School,
Crescent Community Health Center, Maria
House, Multicultural Family Center, the
Dubuque Area Labor Management Council and
the Road to Success/Bridges Initiative.
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C
180000
160000
140000
120000
100000
80000
60000
40000
20000
0
PERSONNEL OFFICE
Administrative Overhead Recharges Miscellaneous Reimbursements
■ FY 2015 ■ FY 2016 ■ FY 2017
The Personnel Office is supported by 3.63 full-time equivalent employees, which accounts for
72% of the department expense as seen below. Overall, the departments' expenses are
expected to increase by 16% in FY 2017 compared to FY 2016.
Expenditures by Category by Fiscal Year
Machinery and Equipment
Supplies and Services
Employee Expense
iso
$2,100
$2,572
W,il
$128,371
$81,066
- $334,468
3,884
$350,893
$0
$100,000
$200,000
■ FY2017 • FY2016 • FY2015
$300,000
$400,000
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PERSONNEL OFFICE
Overview
The City of Dubuque Personnel Office is responsible for carrying out all the activities
essential to the effective administration of the personnel function such as:
1. Assisting operating departments in the areas of recruitment, selection,
placement, and training of employees
2. Representing the City in collective bargaining with five employee unions and
administering union contracts
3. Maintaining centralized personnel records
4. Administering the Non -bargaining Unit Personnel Manual
5. Administering all benefits
6. Ensuring compliance with state and federal employment related laws and
regulations and overseeing the safety function
7. Administering, through the Health Care Committee, health, prescription drug,
dental, life, and disability insurance plans
8. Maintaining all workers compensation records and coordinating claims
management with the third party administrator and department managers
Highlights of the Past Year
■ The Healthcare Committee implemented three additional clinical drug
prescription programs since 2012. The programs are step therapy, prior
authorization and drug quantity management. Savings related to these programs
from June 1, 2012 through March 31, 2015 was $160,334.
■ On October 2, 2014, the City entered into an agreement with our pharmacy
benefit manager that will provide additional savings through higher formulary
rebates and drug discounts. The average annual savings is $59,000.
Future Initiatives
■ Continue staff participation on the ICC Steering Committee to increase
understanding across cultures when delivering City services and creating a
welcoming community and organization.
■ Continue to implement changes to the health and prescription drug plans in order
to contain the increase in cost of providing these coverages.
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PERSONNEL OFFICE
Performance Measures
Personnel Office — Activity Statement
The Personnel Office is committed to providing expertise in attracting, developing and
sustaining a high quality workforce committed to excellent services.
Goal: Planned and Managed Growth
Outcome #1: Ensure equal employment opportunities for all employees and
applicants for employment.
The Personnel Office provides leadership and services to maximize the potential and ability of
employees and promote employee success.
• Top talent is recruited by coordinating, advertising, screening, interviewing, testing
and selection
Employee Demographics
iscal Year 2015
Male
Female
White
Black
Hispanic
Asian
or
Pacific
Islander
American
Indian or
Alaskan
Native
White
Black
Hispanic
Asian
or
Pacific
Islander
American
Indian or
Alaskan
Native
Total All
Columns
653
19
10
2
1
361
15
8
3
0
1072
Retirements
Vacancies
Applications Processed
Fiscal Fiscal Fiscal Fiscal Year
Year2012 Year2013 Year2014 2015
14
90
5,407
Civil Service Applications 862
31
86
5,360
1,138
19
88
16
3,761
1,085
82
3,349
863
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i
PERSONNEL OFFICE
Outcome #2: Provide compensation and benefits plan that promotes a satisfied
and engaged workforce.
The City is able to attract and retain highly skilled employees by providing a competitive
compensation and benefit package resulting in high quality and innovative services for the
Citizens of Dubuque.
Maintain a comprehensive and sustainable benefits package:
• Analyze benefits and recommend changes as needed to ensure a competitive
benefit package
• Oversee the medical, prescription drug, disability and life insurance programs,
the flexible spending program and all other employee benefit programs
• Minimize healthcare premium increases for the City and employees
• Support the development and maintenance of the City's classification system to
ensure competitive salaries to enable the City to hire and retain the best qualified
employees
4
2
Retiree's Years of Service FY'15
Average = 29.25 Years
I 1
0-10 years 10-15 years 15-20 years 20-25 years 30-35 years 35-40 years 40-45 years
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rrA-sian
merican
Employment
Applications
White
Black
Hispanic
or
Pacific
dian or
• laskan
Unknown
Other
III
Islande
Native
January
2014 through
December
2818
241
82
50
11
206
58
2014
Ilinw Hires 1
January
2014 through
December
84
2
4
0
0
0
0
2014
Outcome #2: Provide compensation and benefits plan that promotes a satisfied
and engaged workforce.
The City is able to attract and retain highly skilled employees by providing a competitive
compensation and benefit package resulting in high quality and innovative services for the
Citizens of Dubuque.
Maintain a comprehensive and sustainable benefits package:
• Analyze benefits and recommend changes as needed to ensure a competitive
benefit package
• Oversee the medical, prescription drug, disability and life insurance programs,
the flexible spending program and all other employee benefit programs
• Minimize healthcare premium increases for the City and employees
• Support the development and maintenance of the City's classification system to
ensure competitive salaries to enable the City to hire and retain the best qualified
employees
4
2
Retiree's Years of Service FY'15
Average = 29.25 Years
I 1
0-10 years 10-15 years 15-20 years 20-25 years 30-35 years 35-40 years 40-45 years
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Recommended Operating Revenue Budget - Department Total
67 - PERSONNEL
Fund
Account
Account Title
FY14 Actual
FY15 Actual
FY16 Adopted
FY17 Recomm'd
Revenue
Revenue
Budget
Budget
100 53605
MISCELLANEOUS REVENUE
100 53620 REIMBURSEMENTS -GENERAL
9,148
21
7,840
1
0
0
0
0
53 - MISCELLANEOUS
9,169
7,841
0
0
100 59610 FR WPC OPERATING
100 59620 FR STORMWATER OPERATING
100 59630 FR PARKING OPERATING
100 59640 FR WATER UTILITY
100 59670 FR REFUSE COLLECTION
100 59940 FR DMASWA
36,031 41,491 21,014 53,786
1,388 8,226 14,667 17,203
6,380 7,366 7,567 8,875
34,779 40,286 0 0
48,752 53,708 56,999 66,849
20,663 23,288 23,415 27,461
59 - TRANSFER IN AND INTERNAL
147,993 174,365 123,662 174,174
67 - PERSONNEL TOTAL 157,162 182,206 123,662 174,174
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Recommended Operating Expenditure Budget - Department Total
67 - PERSONNEL
Fund
Account
Account Title
FY14 Actual
FY15 Actual
FY16 Adopted
FY 17 Recomm'd
Expense
Expense
Budget
Budget
100 61010
100 61020
100 61050
100 61310
100 61320
100 61410
100 61411
100 61413
100 61415
100 61416
FULL-TIME EMPLOYEES
PART-TIME EMPLOYEES
OVERTIME PAY
IPERS
SOCIAL SECURITY
HEALTH INSURANCE
INSURANCE PREMIUM
ADMINISTRATION COSTS
WORKMENS' COMPENSATION
LIFE INSURANCE
214,886
24,601
3,244
21,671
17,808
43,322
1,037
20,364
925
184
218,329
24,809
1,295
21,823
17,902
42,840
217
22,595
901
184
219,033
22,702
0
21,587
18,493
37,440
0
3,300
890
439
217,654
23,190
0
22,052
18,892
47,700
0
3,613
919
448
61 - WAGES AND BENEFITS
348,041 350,893 323,884 334,468
100 62010 OFFICE SUPPLIES 2,192 2,785 2,236 2,841
100 62030 POSTAGE AND SHIPPING 3,620 3,610 3,801 3,791
100 62031 PROCESSING MATERIALS 322 333 345 345
100 62061 DP EQUIP. MAINT CONTRACTS 1,189 1,072 1,338 1,338
100 62090 PRINTING & BINDING 773 286 788 972
100 62110 COPYING/REPRODUCTION 2,385 1,443 1,670 1,443
100 62130 LEGAL NOTICES & ADS 723 1,111 0 700
100 62170 SUBSCRIPTIONS -BOOKS -MAPS 5,851 4,453 5,881 5,497
100 62190 DUES & MEMBERSHIPS 215 704 770 839
100 62208 GENERAL LIABILITY INSURAN 2,101 2,098 2,234 2,344
100 62209 FIDUCIARY LIABILITY 0 0 0 2,500
100 62310 TRAVEL -CONFERENCES 125 0 1,000 1,000
100 62320 TRAVEL -CITY BUSINESS 152 388 1,500 1,000
100 62360 EDUCATION & TRAINING 19,298 11,137 9,310 9,470
100 62421 TELEPHONE 1,051 872 1,051 872
100 62436 RENTAL OF SPACE 480 480 480 480
100 62660 DATA PROCESSING 3,206 3,795 3,955 4,041
100 62663 SOFTWARE LICENSE EXP 9,024 9,069 9,038 9,038
100 62685 SIGN SUPPLIES 0 135 0 0
100 62697 LABOR RELATIONS 2,235 3,856 3,000 3,000
100 62716 CONSULTANT SERVICES 0 17,096 0 53,055
100 62717 CRIMINAL BACKGROUND CHECK 16,733 15,923 22,355 23,805
100 62731 MISCELLANEOUS SERVICES 52 419 0 0
62 - SUPPLIES AND SERVICES
71,726 81,066 70,752 128,371
100 71111 DICTATION EQUIPMENT 1,056 0 0 0
100 71124 MICRO -COMPUTER 0 2,072 2,100 0
100 71211 DESKS/CHAIRS 0 400 0 0
100 72418 TELEPHONE RELATED 0 100 0 0
71 - EQUIPMENT 1,056 2,572 2,100 0
67 - PERSONNEL TOTAL 420,822 434,531 396,736 462,839
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Recommended Expenditure Budget Report by Activity & Funding Sounce
67 - PERSONNEL
HUMAN RESOURCES - 72700
FUNDING SOURCE: GENERAL
Account FY14 Actual Expense FY15 Actual Expense FY16 Adopted Budget FY17 Recomm'd Budget
EQUIPMENT 1,056 2,572 2,100 0
SUPPLIES AND SERVICES 71,726 81,066 70,752 128,371
WAGES AND BENEFITS 348,041 350,893 323,884 334,468
HUMAN RESOURCES
PERSONNEL TOTAL
420,822 434,531 396,736 462,839
$420,822.49 $434,531.22 $396,736.00 $462,839.00
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CITY OF DUBUQUE, IOWA
DEPARTMENT DETAIL - PERSONNEL COMPLEMENT
67 PERSONNEL DEPT.
FD JC WP -GR JOB CLASS
61010 Full Time Employee Expense
100 9300 GE -41 PERSONNEL MANAGER
100 9100 GE -31 PERSONNEL ASSISTANT
100 0225 GE -25 SECRETARY
TOTAL FULL TIME EMPLOYEES
61020 Part Time Employee Expense
100 0225 GE -25 SECRETARY
TOTAL PART TIME EMPLOYEES
TOTAL PERSONNEL DEPT
FY 2015
FY 2016 FY 2017
FTE BUDGET FTE BUDGET FTE BUDGET
1.00 110,930 1.00 111,317 1.00
1.00 61,821 1.00 62,042 1.00
1.00 45,516 1.00 45,674 1.00
3.00 218,267 3.00 219,033 3.00
113,720
63,371
46,666
223,757
0.63 22,623
0.63 22,623
0.63 22,702
0.63 22,702
0.63 23,190
0.63 23,190
3.63 240,890
3.63 241,735
3.63 246,947
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CITY OF DUBUQUE, IOWA
ACTIVITY PERSONNEL COMPLEMENT SUMMARY
Run Date: 01/22/16
FY 2015 FY 2016 FY 2017
ACCT FD JC WP -GR POSITION CLASS FTE BUDGET FTE BUDGET FTE BUDGET
Personnel/Human Services - FT General Fund
10072700 61010 100 0225 GE -25 SECRETARY 1.00 45,516 1.00 45,674 1.00 46,666
10072700 61010 100 9300 GE -41 PERSONNEL MANAGER 1.00 110,930 1.00 111,317 1.00 113,720
10072700 61010 100 9100 GE -31 PERSONNEL ASSISTANT 1.00 61,821 1.00 62,042 1.00 63,371
Total 3.00 218,267 3.00 219,033 3.00 223,757
Personnel/Human Services - PT General Fund
10072700 61020 100 0225 GE -25 SECRETARY 0.63 22,623 0.63 22,702 0.63 23,190
Total 0.63 22,623 0.63 22,702 0.63 23,190
TOTAL PERSONNEL DEPT. 3.63 240,890 3.63 241,735 3.63 246,947
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Masterpiece on the Mississippi
PERSONNELOF ICE
Randy Peck, Personnel Manager
Gina Noel, Personnel Assistant
Tu�sdee Blus, Secretary
Lisa Hunn, Part -Time Secretary
60
• Additional prescription drug programs (6/1/12)
• Step Therapy
• Enhanced Prior Authorization
• Cost savings $193,000 (as of December 2015)
• New hospital pricing arrangements
• Finley Hospital
• Mercy Hospital
• $100,000 annual estimated savings
HIGHLIGHTS OF THE PAST YEAR
61
Prescription Drug Costs
• $750,000 savings from negotiated
discounts and rebates
• Realized over the next three years
HIGHLIGHTS OF THE PAST YEAR
62
Associated Press newspaper article on
Medicare's prescription drug program:
"Government spending on the program has risen
significantly, driven by pricey new drugs, notably
for hepatitis C infection. The cost for the
hepatitis drugs in the Medicare program is
expected to be $9.2 billion this year, a near
doubling from 2014."
HIGHLIGHTS OF THE PAST YEAR
63
February 2, 2016, Bloomberg Business Article:
"A survey of about 3,000 brand-name
prescription drugs found that prices more than
doubled for 60 and at least quadrupled for 20
since December 2014."
HIGHLIGHTS OF THE PAST YEAR
64
Goal: Planned and Managed Growth
Outcome #1:
Ensure equal employment opportunities for all
employees and applicants for employment.
Top talent is recruited by coordinating, advertisi
screening, interviewing, testing and selection
OUTCOMES
/
7
65
653
19
10
2
1
361
15
8
3
0
1072
Employee Demographics
Fiscal Year 2015
Male
Female
White
Black
Hispanic
Asian or
Pacific
Islander
American
Indian or
Alaskan
Native
White
Black
Hispanic
Asian or
Pacific
Islander
American
Indian or
Alaskan
Native
Total All
Columns
EMPLOYEE DEMOGRAPHICS OF WORKFORCE
66
Employment
Applications
Asian or
Black Hispanic Pacific
Islander
American
Indian or
Alaskan
Native
Unknown Other
January 2014 through
December 2014
January 2014 through
December 2014
APPLICATIONS / NEW HIRE DEMOGRAPHICS
Outcome #2:
Provide compensation and benefits plan that
promotes a satisfied and engaged workforce.
Maintain a comprehensive and sustainable
benefits package:
• Analyze benefits and recommend changes
needed to ensure a competitive benefit
package.
OUTCOMES
68
Oversee:
• Medical
• Prescription drugs
• Disability and life insurance
• Flexible spending program
• Other employee benefit programs
OUTCOMES
69
Minimize healthcare premium increases
• City and employees
Manage City's pay classification system:
• Competitive salaries
• Hire and retain best qualified employees
OUTCOMES
70
Intercultural Competency Steering Committee
• Increase understanding across cultures when
delivering city services
• Create a welcoming community and organization
Health and prescription drug plans
• Contain increase in cost of providing coverage
• Introduce cholesterol lowering drugs
• Hepatitis C treatment
TURE INI TIVES
Hire a Consulting firm to:
• Prepare a request for proposal for:
• City's medical plan third party administration
services
• Stop loss coverage
• Analyze the responses
• $16,000 (Net Property Tax Impact $10,155
IMPROVEMENT PACKAGES
72
Fiduciary liability policy
• Covers administrative errors and omissions
• Provides personal liability
• Breach of a fiduciary duty in connection with the hea
plan
• $2,500 (Net Property Tax Impact $1,587)
IMPROVEMENT PACKAGES
73