PEOPLE SERVICES recruitment payroll and benefits health and safety professional development labour relations

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1 BUDGET PEOPLE SERVICES recruitment payroll and benefits health and safety professional development labour relations The many programs and services that benefit citizens each day are impossible without people engaged City staff that take pride in customer service and their community. People Services provides employee recruitment, payroll and benefit administration, health and safety programs, and labour relations to create that team of professionals who are dedicated to their organization and ensure that community programs and services are well-managed. The City of Fort Saskatchewan fosters an environment for excellence in customer service and open, transparent government through hiring the right people for the job and providing ongoing training and support. PAYROLL AND BENEFITS HEALTH AND SAFETY HUMAN RESOURCES Payroll for City and Library Employees Pension Administration Alberta Blue Cross Administration Incident Investigations Policies Contractor Management Occupational Health and Safety Act, Regulation and Code WCB Regulation and Legislation Work Programs and Disability Management Employee Recruitment Classifications and Compensation Collective Agreement Support Labour Relations Corporate Professional Development Performance Management The subsequent pages will provide information on the department s budget and 2018 operating budget requests.

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3 People Services 2018 Approved Budget Revenues Government Grants 31,500 Funding From Reserves 12,000 Other Revenues - Total Revenues 43,500 Expenses Salaries, Wages & Benefits 1,214,067 Contracted Services 17,200 Transfer to Reserves - Materials & Supplies 8,300 Advertising & Printing 59,100 Training & Development 140,845 Phones & Postage 4,850 Other Expenses 61,800 Memberships 4,700 Total Expenses 1,510,862 Net (Surplus)/Deficit 1,467,362 Page 17-3

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5 Compensation Adjustment Request # Division: Corporate Services Division Budget Year: 2018 Department: People Services Category: Inflation Responsibility: People Services Director Corporate Strategic Plan: Excellence In Government Budget Impact (Expenditure/ Revenue) Funding Source One-Time or Ongoing $249,125 Operations Ongoing $11,412 Water Operations Ongoing $5,481 Sewer Operations Ongoing $8,037 Solid Waste Operations Ongoing $274,055 Overview This request provides for a potential cost of living adjustment (COLA) in 2018 for all union and non-union pay levels. Council policy indicates that every 3 years a formal market survey shall be conducted on nonunion salaries. The next formal review is scheduled for For each intervening year, Council shall consider salary adjustments, often referred to as COLA, based on current economic conditions within the region and increases of comparator municipalities. Union wages are adjusted through the collective bargaining process. When determining an amount for the 2018 budget request for Union pay levels, an estimate based on the same data is being requested. Options Considered COLA, determined based on current economic conditions within the region, will be more accurately determined as January 2018 approaches. This request is based on the CPI (Consumer Price Index) for both Canada and the Edmonton region as of the end of July which is 1.1%. Page 17-5

6 Historical Trends In 2016 union pay levels received a 3% COLA. In 2016 non-union pay levels received a 1.275% COLA. In 2017 non-union pay levels did not receive a COLA. In 2017 union pay levels have not received a COLA however collective bargaining commenced on July 6th, 2017 and COLA is one of the items for negotiation which currently is still ongoing. Comparators At the time of this budget request, our municipal comparators had not recently approved any wage or salary adjustments for 2018 and none had been recommended as part of their budget process. Page 17-6

7 Drivers Abstracts for City Employees Request # Division: Corporate Services Division Budget Year: 2018 Department: People Services Category: New Service Responsibility: People Services Director Corporate Strategic Plan: Excellence In Government Budget Impact (Expenditure/ Revenue) Funding Source One Time or Ongoing $4,000 Operations Ongoing Overview The City is required to possess a current Driver s Abstract from all City of Fort Saskatchewan employees who drive a motor vehicle for City business. Current practice requires applicants applying for a position, where the operation of a City vehicle is a requirement, to bring a recent driver s abstract to the interview. To meet the requirements of Occupational Health and Safety Act Regulation and Code, the City is required to obtain a drivers abstract for all employees. The frequency to be every one to three years, dependant on the frequency of vehicle operation. This includes employees who operate their personal vehicle on City business. We currently do not obtain abstracts for this segment of employees. Options Considered To be compliant, and stay within the industry guidelines, obtaining the drivers abstracts is part of our due diligence as an employer. Efficiencies Our current practice requires, as a condition of employment, that a potential employee required to drive a city vehicle provide, at their own cost, the initial drivers abstract. This would stay consistent. Page 17-7

8 Historical Trends The cost of a drivers abstract is $24.45 each. Annually we would be obtaining approximately 160 abstracts, for those staff that drive City Vehicles or personal vehicles on a regular basis. Every 3rd year, the cost would include an additional 200 abstracts for those that we obtain less frequently as these employees only drive occasionally for City business. A budget request would come forward in each 3rd year for an additional request of $5,000. Page 17-8

9 Applicant Tracking System Request # Division: Corporate Services Division Budget Year: 2018 Department: People Services Category: New Service Responsibility: People Services Director Corporate Strategic Plan: Excellence In Government Budget Impact (Expenditure/ Revenue) Funding Source One Time or Ongoing $7,000 Health, Safety, & Wellness Reserve One Time $10,000 Operations Ongoing $17,000 Overview The City currently uses a manual process for all recruitment activities. This request is for a one time purchase of access to an externally provided, web-based program that will automate the process of applications, screening and offers of employment. Options Considered Maintaining current process. Efficiencies Efficiencies provided by employing software support include: Reduction of paper/printing costs. The City currently prints approximately 25,000 sheets annually of resumes received, not including unsolicited applications. This system would allow the department to electronically send applicant resumes to supervisors for screening on their desktop or mobile device. The estimated cost savings, when you factor in the printing and labour costs, would be $10,000 annually. In addition to being a green initiative, it would free up funds in the Corporate Service office supplies account for paper and toner and would free up hours for staff in both the People Services and City Manager departments to focus on other tasks. Page 17-9

10 Pre-screening flags will identify only those applicants that meet the minimum qualifications, reducing the need for supervisors to read resumes of those that do meet the position requirements. Tracking capabilities will alert staff to those that have applied for positions prior and indicate performance in prior interviews to potentially qualify/disqualify applicants. The system has the capability of electronically booking interviews where our current process requires employees call candidates, often delayed by instances of phone tag. Customizable reports to track turnover rates, hiring timelines, vacancy reports, new hire reporting. Innovation Applicant Tracking systems have been in place in large organizations for several yearshistorical Trends Comparators Several organizations, including comparator municipalities, use applicant tracking systems. Page 17-10

11 Physical Demands Analysis Request # Division: Corporate Services Division Budget Year: 2018 Department: People Services Category: Responsibility: People Services Director Corporate Strategic Plan: Excellence In Government New Service Budget Impact (Expenditure/ Revenue) Funding Source One Time or Ongoing $31,500 Health, Safety, & Wellness Reserve One Time Overview A Physical Demands Analysis (PDA) is a systematic procedure to quantify and evaluate the physical, cognitive, and environmental demands of the essential and non-essential tasks of a job. A PDA is a document required for many aspects of compliance, corporately and of Occupational Health and Safety. These documents are prepared as required when an employee is ill or injured and requires medical advice on modified work. Millard Treatment Centre, through The Workers Compensation Board (WCB), provides among other services, a skilled clinician with experience in functional and job site analysis assessments for each City position or group of similar positions. Options Considered Maintaining current process of completing a PDA as required and to the best of the ability of the position supervisor. Efficiencies Providing this contracted service ensures a consistent approach to measuring the aspects covered off in a PDA. Millard is able to provide a skilled clinician with access to the vast WCB resources to provide documentation required for each classification. Page 17-11

12 Historical Trends PDA s are currently completed by Supervisors, typically when an employee is injured and is being assessed for a modified return to work program. Comparators Several organizations and municipalities use Millard to provide ergonomic services, worksite education, employment screening and physical demand analysis services. Other Department(s) Impact Having accurately completed PDA s is a department requirement. A resource will be necessary from each department to support the clinician as required. However, it will reduce the overall workload of Supervisors currently tasked with this responsibility. Page 17-12