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HomeMy WebLinkAboutOrdinance No. 2920-2016M Suggested by: Administration CITY OF KENAI NO. 2920 -2016 AN ORDINANCE OF THE COUNCIL OF THE CITY OF KENAI, ALASKA, INCREASING ESTIMATED REVENUES AND APPROPRIATIONS BY $4,206 IN THE AIRPORT FUND, BY $62,981 IN THE GENERAL FUND, AND AMENDING KMC 23.50.010 FOR THE CREATION OF A FULLTIME HUMAN RESOURCE OFFICER. WHEREAS, the Kenai City Council considered the creation of a full-time Human Resource Officer during the FY 2017 Kenai City budget discussions; and, WHEREAS, the City Manager recommended to Council that in the future the City would require a full-time Human Resources Officer; and, WHEREAS, the City Manager has reviewed the time commitments of the Human Resources Specialist /Assistant to the City Manager and based on the near full-time commitment to human resources tasks; and, WHEREAS, including management of the City's safety programs as the responsibility of the proposed Human Resources Officer, the duties would require a full -time position; and, WHEREAS, support to the City Manager and management of City/Airport lands also requires a full-time Administrative Assistant III; and, WHEREAS, these amendments to the City's staffing will provide the necessary attention to increasing human resources requirements, administrative support to the City Manager, and management of City/Airport lands; and, NOW, THEREFORE, BE IT ORDAINED BY THE COUNCIL OF THE CITY OF KENAI, ALASKA, as follows: Section 1. Form: That this is a code ordinance. Section 2. That estimated revenues and appropriations be increased as follows: Airport Fund Increase Estimated Revenues: Appropriation of Fund Balance $4mfi Increase Appropriations: Other Buildings & Areas Ordinance No. 2920 -2016 Page 2 of 3 Health & Life Insurance $4.206 General Fund Increase Estimated Revenues: State of Alaska PERS On- behalf Grant $ 1,548 Appropriation of Fund Balance 61,433 $6 Increase Appropriations: $12,459 Manager 225 Salaries $24,640 Overtime 71 Leave 542 Medicare 366 PERS 5,437 Unemployment Insurance 127 Workers Compensation 93 Health & Life Insurance 9,965 Supplemental Retirement 855 Planning & Zoning Salaries $12,459 Overtime 225 Leave 335 Medicare 189 PERS 2,790 Unemployment Insurance 65 Workers Compensation 48 Health & Life Insurance 2,971 Supplemental Retirement 255 19,337 Non - Departmental PERS 1,548 Section 3. That KMC 23.50.010 (a) Supervisory and Professional, shall be amended to add the following: Class Code Class Title Range Section 4. That pursuant to KMC 1.15.070(1) section 2 of this Ordinance shall take effect upon enactment and section 3 of this Ordinance shall take effect 30 days after enactment. ENACTED BY THE COUNCIL OF THE CITY OF KENAI, ALASKA, this 21st day of September, 2016. New Text Underlined; [DELETED TEXT BRACKETED Ordinance No. 2920 -2016 Page 3 of 3 ATTES . Sandra o ig , City 1 rk Approved by Finance PAT PORTER, MAYOR Introduced: September 7, 2016 Postponed: September 21, 2016 Enacted: October 5, 2016 Effective: November 5, 2016 New Tent Underlined; [DELETED TEXT BRACKETED] u "Villaye with a Past, C# with a Future" 210 Fidalgo Avenue, Kenai, Alaska 99611 -7794 �© Telephone: 907 - 283 -7535 / FAX: 907 - 283 -3014 iIIIII 1992 MEMO: TO: City Council FROM: Rick Koch DATE: September 2, 2016 SUBJECT: Ordinance 2920 -2016, Full -Time Human Resources Officer and Assistant to the City Manager The purpose of this correspondence is to submit and recommend Council adoption of the above referenced ordinance. This action was discussed during Council action regarding the FY 2017 Budget. Several amendments addressing a full -time Human Resources position and a full /part -time Assistant to the City Manager were considered, ultimately none of the amendments were incorporated into the adopted budget. The City Manager informed Council, that in his opinion, a full -time Human Resources position would be necessary in the not distant future. Having closely observed the demands on this position over the past 6 -8 months, I recommend that this action be taken at this time. The increased degree of Federal, State, and other legal and regulatory requirements continues to add to the duties of the City's Human Resource Specialist. There have been sustained periods during which the Human Resources Specialists has been fully dedicated to HR functions. The addition of managing the City's safety program(s) supports this requested action. The Assistant to the City Manager, when considered during the FY 17 budget discussions would have been either full or part time. The City Manager spoke against part -time administrative support. Neither consideration was adopted in the FY 17 budget. This ordinance will return a full -time Administrative Assistant III in the City Manager's office that would also manage the City /Airport Lands System. If you have any questions, please contact me at your convenience. u "'Village with a Past, Gc�y with a F"t"re" 210 Fidalgo Avenue, Kenai, Alaska 99611 -7794 Telephone: (907) 283 -7535 / FAX: (907) 283 -3014 www.ci.kenai.ak.us MEMO* 0; Rick Koch, City Manager FROM: Christine Cunningham, Assistant to the City Manager DATE: August 25, 2016 SUBJECT: Human Resource Duties Kenai O4 1III I'' 2n 11 The purpose of this memo is to provide the requested information regarding the City's Human Resource functions. Below is a brief summary of the current status of each of the City's human resource areas: • Human Resources Strategic Management: Human Resources is not currently defined as a department or division, rather the City's Human Resource functions are represented by a combination of positions which manage combined areas of which human resources is one. The City does not have strategic planning or a budget for Human Resources. • Workforce Planning and Selection: Personnel staffing needs, recruitment and selection, and succession planning are provided by individual Departments with review by Finance and the HR Specialist and approval by the City Manager. • Training and Organizational Development: Departments are accountable for employee training and development needs in their department, and Administration coordinates annual and special training for managers and employees. • Total Rewards: The Finance Department is responsible for employee compensation and benefits and reviews and communicates benefits to employees annually. The City's Wellness Committee is responsible for making recommendations to the City Manager. • Employee and Labor Relations: The City does not participate in collective bargaining process. The City Manager, City Attorney, and individual Department Heads review and communicate revised employment laws and rules, participate in the performance review, disciplinary procedures, and grievance process pertaining to their areas of responsibility. Page 1 of 3 • Safety and Security: The Public Works Director serves as the City's Safety Coordinator and manages the City's Health and Safety Plan in accordance with OSHA and other legal requirements. The City's Safety Committee is responsible for making recommendations to the City Manager through the Safety Coordinator. • Human Resources Information Systems (HRIS) and Metrics: The Finance Department maintains the City's electronic payroll and accounting system, but the current software does not provide records or reports on applicants, candidates, turnover, employee absences /tardiness, employee training cost, employee accident/injury frequency, and /or recruitment cost per employee. • Diversity and Equal Employment Opportunity: The City is an Equal Opportunity Employer. The Accountant completes the City's EEO Report and Department Heads communicate and ensure compliance with legal requirements pertaining to equal treatment are met for their areas of responsibility. In 2012, the City reclassified the Assistant to the City Manager position and added City -wide human resource duties. Prior to FY14, one -half of the Assistant position was budgeted in the Airport Land System Administration Fund /budget. This allocation reflected the duties of the position as supporting the management of Airport Lands. In FY15, the allocation changed to one -third to more accurately reflect the duties of the position as divided between Assistant to the City Manager, Human Resource Officer, and as supporting the management of Airport Lands. The Planning Department has taken on several land management duties since FY15, and Human Resource duties currently amount to approximately two - thirds of the essential duties of the position. Below is a brief summary of human resource tasks and duties performed by the Assistant position since FY14: • Workforce Planning and Selection: • Recommend and draft update to Recruitment and Selection Procedure to change records management and require review for recruitment and selection • Provide assistance in recruitment and hiring of approx. 121 positions • Participate on the selection committee and recommend hire of 4 employees • Provide Employee Handbook Orientation for approx. 42 new employees • Recommend and draft updates to City of Kenai Application, Authorization and Release of DMV Records, Employee Handbook Acknowledgment, Employee Position Description Acknowledgment, and Exit Questionnaire forms • Create PDF Fill -in versions of all Human Resource forms and make available online • Training and Organizational Development • Provide supervisor training on Performance Evaluations and Employee Handbook • Coordinate City -wide trainings on FMLA, ADA Compliance and Sexual Harassment • Facilitate Employee Working Group to recommend and draft update to the City's Computer Usage Policy and new Social Media Policy • Recommend and draft update to the City's Family & Medical Leave Policy • Recommend and draft updates to Employee Handbook effective May, 2016 and June, 2014 • Update City Organizational Charts Annually Page 2 of 3 • Review and update all position descriptions, including major revisions to approx. 32 position descriptions to reflect amended position title, additional duties, and /or to meet legal requirements. • Maintain approx. 125 Employee Personnel Files and Confidential Medical Files • Obtain Certification as a Professional in Human Resources (PHR) and continuing education in Human Resources • Maintain membership in the Society for Human Resource Management (SHRM) • Total Rewards: • Serve as facilitator on the Employee Wellness Committee • Attend quarterly Alaska Wellness Academies offered by Premera • Process and provide employee and supervisor assistance for Family and Medical Leave • Recommend and draft updates to Personnel Action Form, Request for Leave, Request for Outside Employment, Conditional Notification of Family and Medical Leave, and Certification of Health Care Provider forms • Facilitate Annual Employee Appreciation Day Planning Committee and Event Employee and Labor Relations: • Provide updated Federal State and Labor Law posters to 13 City facilities • Annual site visit to 13 facilities to ensure compliance with labor law posting requirements • Conduct or provide assistance in workplace investigations • Review and consult on proposed disciplinary/employment - related actions Safety and Security: • Administer the City's Drug and Alcohol Testing Program • Coordinate approx. 60 pre - employment and random Drug and Alcohol Tests • Document, process, and distribute Workers Compensation Claims and Reports • Review, distribute, and file Accident Reports • Attend bi- monthly Safety Committee Meetings • Maintain OSHA Form 300 Log of Work - Related Injuries and Illnesses The above list does not include all duties associated with the human resource functions such as meeting with employees and supervisors regarding personnel issues and providing day -to -day assistance in recruitment, hiring, training, supervision, and evaluation in compliance with the City's policies and procedures as well as consulting with the City Attorney on compliance with State and Federal employment law. 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