COMMUNITY & ORGANIZATION RELATIONS

Transcription

1 COMMUNITY & ORGANIZATION RELATIONS

2 E-26 City of Mercer Island Budget

3 Department: Community & Organization Relations In November 2006, the Community & Organization Relations Department (CORe) was formed encompassing the human resources, city clerk, and public communications functions from the City Manager s Office and the payroll services function from the Finance Department. The staffing and financial information for these functions is presented in the City Manager s Office and Finance Department sections. Staffing Summary Type of Employee Percent Change & Department Function Actual Budget Budget Budget Regular (Ongoing): Admin & Human Resources N/A 0.0% Payroll Services N/A 0.0% City Clerk N/A 0.0% Public Communications N/A 0.0% Total Regular N/A 0.0% Contracted (Temporary): Admin & Human Resources N/A N/A Payroll Services N/A N/A City Clerk N/A N/A Public Communications N/A N/A Total Contracted N/A N/A City of Mercer Island Budget E-27

4 Department: Community & Organization Relations Resources General Purpose Revenue 100.0% Uses Communications 1.1% Contractual Svcs 10.0% Equip Rental 1.5% Other Services 16.0% Supplies 1.7% Benefits 15.7% Salaries & Wages 54.0% E-28 City of Mercer Island Budget

5 Department: Community & Organization Relations Resources & Uses Summary Percent Change Actual Budget Budget Resources: General Purpose Revenue , ,575 N/A 3.7% Total Resources , ,575 N/A 3.7% Uses: Salaries & Wages , ,903 N/A 5.2% Benefits , ,955 N/A 10.3% Supplies ,000 11,000 N/A 0.0% Contractual Services ,200 64,700 N/A 2.4% Communications - - 7,300 7,300 N/A 0.0% Fleet/Computer/Equip Rental - - 9,517 9,517 N/A 0.0% Other Services & Charges ,700 99,200 N/A -5.3% Intergovernmental Services N/A N/A Capital N/A N/A Total Uses , ,575 N/A 3.7% Expenditure Summary by Function Department Percent Change Function Actual Budget Budget Admin & Human Resources , ,426 N/A 3.9% Payroll Services , ,223 N/A 6.5% City Clerk , ,652 N/A 0.7% Public Communications , ,274 N/A 4.4% Total , ,575 N/A 3.7% Expenditure Summary by Priority of Government Department Priority Function 2 6 Total Admin & Human Resources 587, ,598 Payroll Services 200, ,103 City Clerk 274, ,330 Public Communications 213, , Total 1,062, ,939 1,275, Percent of Total 83.2% 16.8% 100.0% City of Mercer Island Budget E-29

6 Administration & Human Resources Plan, organize, develop, and administer uniform Human Resources policies, procedures, and programs. Priority of Government #2 The community will support effective, efficient, and legal delivery of public services. Services & Products Recruit and fill vacant full and part-time positions. Negotiate labor agreements with unions. Advise department directors and supervisors on interpretation and application of human resource policies and procedures and provide technical expertise on human resources management related issues. Coordinate city-wide training. Through an effective performance evaluation process and by utilizing pay-for-performance, ensure employees receive annual feedback on their performance. Manage the citywide employee recognition and service award program. Manage the City's benefit programs. Maintain and update HRIS database and evaluate processes for data collection. Prepare annual benefit statements and conduct employee orientations and exit interviews. Maintain accurate central employee records. Assist managers and supervisors with employee-related issues. Develop and implement comprehensive proposals for new programs or major revisions of existing programs to enhance the efficiency, effectiveness, and quality of City workforce or work environment where consistent with Council priorities. Staff the Civil Service Commission and Disability Board. Obtain cooperation and sensitively resolve interpersonal problems through the application of communications and interpersonal skills Key Initiatives Initiate citywide customer service program. Automate benefits administration and enrollment, and provide employee access to payroll and benefits information through an internet-based system. Update and distribute citywide HR policy documents. Review all HR processes and procedures and make efficient, streamlined, and customer service related improvements. E-30 City of Mercer Island Budget

7 Administration & Human Resources Expenditure Summary by Category Expenditure Percent Change Actual Budget Budget Salaries & Wages , ,927 N/A 4.8% Benefits ,351 47,882 N/A 10.5% Supplies - - 9,250 9,250 N/A 0.0% Contractual Services ,500 26,500 N/A 0.0% Communications - - 2,100 2,100 N/A 0.0% Fleet/Computer/Equipment Rental - - 9,517 9,517 N/A 0.0% Other Services & Charges ,750 26,250 N/A -5.4% Intergovernmental Services N/A N/A Capital N/A N/A Total , ,426 N/A 3.9% Key Performance Measures Employee Performance Management City Priorities Goal Objective The formal performance evaluation process allows managers and employees to meet together on a regular basis to discuss job performance, career growth and professional development. Managers are required to meet with their employees either annually or semi-annually in a formal performance review process. Priority 2.2: The community will support effective, efficient and legal delivery of public services. To increase individual job performance and satisfaction, as well as management s effectiveness by adhering to an annual performance review process for every regular employee in the City. To assure that at least 80% of City employees receive an annual performance review. To assure that at least 90% of the performance reviews receive an overall ranking of satisfactory or above. Type of Measure 2004 Actual 2005 Actual Number of performance reviews completed Number of performance reviews by ranking: Output Outstanding Exceeds Expectations Meets Expectations Needs Improvements Unacceptable Not Rated Percentage of performance reviews completed Percentage of reviews that receive an overall ranking of satisfactory or above 98% 91% 96% 96% 96% 97% 98% 98% 98% 98% City of Mercer Island Budget E-31

8 Payroll Services Process the City s bi-weekly payroll, including entering all employee timesheets, benefit changes, and federal withholding changes; issue bi-weekly payroll checks to employees; and oversee payments and transmittals to various employee benefits vendors, the state, and federal government agencies. Priority of Government #2 The community will support effective, efficient, and legal delivery of public services. Services & Products Process and transmit bi-weekly payroll for 200+ employees. Enter payroll labor tracking information into the City s financial system. Prepare, balance, and process payments to benefits vendors. Process payroll quarterly reports required by state and federal law. Respond to employee and retiree inquiries related to payroll and/or retirement payments. Maintain employees payroll information in the Payroll/HR system and the City s financial system. Ensure compliance with payroll-related laws and regulations. Maintain payroll and tax filing-related records. Process leave accrual reports for employees, and maintain all leave accrual records. Administer the reporting of retirement earnings for City employees into four separate retirement systems. Process payments for supplemental retirement benefits for LEOFF I retirees. Maintain and monitor worker s compensation claims, and process reports to ensure compliance with state regulations Key Initiatives Automate benefits administration and enrollment, and provide employee access to payroll and benefits information through an internet-based system. Expenditure Summary by Category Expenditure Percent Change Actual Budget Budget Salaries & Wages ,280 53,521 N/A 6.4% Benefits ,600 18,202 N/A 9.7% Supplies N/A N/A Contractual Services ,500 30,000 N/A 5.3% Communications N/A N/A Fleet/Computer/Equipment Rental N/A N/A Other Services & Charges - - 1,500 1,500 N/A 0.0% Intergovernmental Services N/A N/A Capital N/A N/A Total , ,223 N/A 6.5% E-32 City of Mercer Island Budget

9 City Clerk Fulfill the state legal requirements of the City Clerk position, manage the City s website, and support the City Council and City Manager. Priority of Government #2 The community will support effective, efficient, and legal delivery of public services. Services & Products Manage official City records including ordinances, resolutions, agreements, and minutes. Provide administrative support to the City Manager and City Council. Coordinate City Council meeting agenda packet creation and distribution. Process affidavits of publication regarding ordinances and notices. Serve as liaison to King County regarding elections. Collaborate with the Finance Department on the issuance of business licenses to amusement, towing, and massage establishments. Manage the registration and training of public notaries. Maintain appointment records of City boards and commissions and coordinate the appointment process. Provide training to employees regarding City Clerk and City Council policies and procedures. Track and coordinate the processing of public disclosure requests. Maintain the City's municipal code and coordinate any supplements thereto, including the zoning code. Maintain the City s contracts and agreements database. Maintain and update the City's website and provide training to employees Key Initiatives Implement a records managements system for essential public records. Implement new document management system. Expenditure Summary by Category Expenditure Percent Change Actual Budget Budget Salaries & Wages ,384 63,483 N/A 5.1% Benefits ,994 19,869 N/A 10.4% Supplies N/A N/A Contractual Services N/A N/A Communications N/A N/A Fleet/Computer/Equipment Rental N/A N/A Other Services & Charges ,300 54,300 N/A -6.9% Intergovernmental Services N/A N/A Capital N/A N/A Total , ,652 N/A 0.7% City of Mercer Island Budget E-33

10 City Clerk Key Performance Measures Process Public Records Requests City Priorities Goal Objective Most of the records and documents which are in the possession of the City are public records and are available for public inspection and copying. Requests for review of records will normally be granted at the time the request is made unless: (1) providing immediate access would disrupt normal business or be unduly burdensome; (2) the information cannot be located immediately; (3) the records have been placed in a confidential file; or (4) the records are exempt from disclosure. If any one of the above criteria exists, a Request for Access to Public Records is used. Priority 2.2: The community will support effective, efficient and legal delivery of public services. To respond to customer requests for information in an open environment, which builds public trust. To receive, in a central location, and respond to 100% of form-generated public records requests within five business days, per RCW Type of Measure 2004 Actual 2005 Actual Input Staff hours per request Number of staff involved per request Output Number of requests received Outcome Percentage of requests responded to in five business days 100% 100% 100% 100% 100% E-34 City of Mercer Island Budget

11 Public Communications Plan, organize, and supervise the City's community outreach efforts, town hall meetings, and media relations to encourage informed input from Mercer Island citizens. Priority of Government #6 The community will support open and informed public involvement processes within the structure of representative, democratic decision making. Services & Products Publish the Mercer Island Quarterly, an all-island newsletter about City services and programs. Publish MI Weekly online news brief. Facilitate town hall and other city meetings. Coordinate the City's media relations to provide accurate, consistent, and useful information. Produce website content and partner with the City Clerk to oversee City website strategy. Assist all departments in public involvement and education by providing communications strategy, graphic design, and advertising support. Monitor current events and issues that may impact the City. Develop brochures, handouts, and web content for services and programs that involve multiple City departments. Maintain effective relations with local and regional organizations Key Initiatives Continue communications outreach to the community through newsletters and media contacts. Develop further means of improving community access to City government and more opportunities to participate in decision-making processes. Plan and organize community workshops to provide education about specific City programs and services. Expenditure Summary by Category Expenditure Percent Change Actual Budget Budget Salaries & Wages ,142 57,972 N/A 5.1% Benefits ,223 19,002 N/A 10.3% Supplies - - 1,750 1,750 N/A 0.0% Contractual Services - - 8,200 8,200 N/A 0.0% Communications - - 5,200 5,200 N/A 0.0% Fleet/Computer/Equipment Rental N/A N/A Other Services & Charges ,150 17,150 N/A 0.0% Intergovernmental Services N/A N/A Capital N/A N/A Total , ,274 N/A 4.4% City of Mercer Island Budget E-35

12 Public Communications Key Performance Measures City Response to City Council Meeting Appearances City Priorities Goal Objective At every Council Meeting, time is set aside for the public to address the Council regarding items not included on the agenda. Unless an emergency exists, the Council will ordinarily take the matter under advisement before taking action. Priority 6.3: The community will support open and informed public involvement processes within the structure of representative, democratic decision making. To foster a responsive environment that encourages public questions, comments, and concerns. To provide a meaningful and timely response to citizen questions and comments made during the Appearances section of the meeting and, if follow-up is needed to ensure that 100% of matters are attended to within one month. Type of Measure 2004 Actual 2005 Actual Output Number of appearances recorded Outcome Percentage of appearances attended to within one month 100% 100% 100% 100% 100% E-36 City of Mercer Island Budget