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AGENDA Finance Committee Meeting

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AGENDA Finance Committee Meeting AGENDA Finance Committee Meeting 4:30 PM - Monday, November 19, 2018 Council Conference Room, 7th Floor, City Hall – 1055 S. Grady Way 1. Reclassifications a) AB - 2251 Human Resources / Risk Management Department recommends approval of the following reclassification of positions, effective January 1, 2019. Total cost of reclassifications $114,008, which will be included in the 1st Quarter budget adjustment. 2. Vouchers a) Accounts Payable b) Benefits' Deductions c) Payroll (located in Dropbox) 3. Emerging Issues in Finance AGENDA ITEM #1. a) AB - 2251 City Council Regular Meeting - 05 Nov 2018 SUBJECT/TITLE: Reclassifications effective January 1, 2019 RECOMMENDED ACTION: Refer to Finance Committee DEPARTMENT: Human Resources / Risk Management Department STAFF CONTACT: Ellen Bradley-Mak, Administrator EXT.: 7657 FISCAL IMPACT SUMMARY: All reclass/salary adjustments will be effective as of January 1, 2019. See "2019 Budget Impact" attachment for each position's breakdown of costs. Total increases by department for 2019 are as follows: ASD: $42,816 CED: $5,172 HRRM: $37,452 Police: $28,568 In addition, increase Commander and Deputy Chief physical fitness premium to 3% Total cost for reclassifications 2019: $114,008 SUMMARY OF ACTION: See Issue Papers, attached EXHIBITS: A. 2019 Budget Impact (budgeting detail for each position) B. Financial Services Manager Issue paper- ASD Dept C. Service Desk Supervisor Issue paper- ASD Dept D. Tax Auditor Issue paper - ASD Dept E. Systems Analyst Issue paper- ASD Dept F. Business Systems Analyst Issue paper- ASD Dept G. HR Analyst Issue Paper- HRRM Dept H. Property and Technical Services Manager Issue paper - CED Dept I. Police Commander & Deputy Chief Issue paper - Police Dept STAFF RECOMMENDATION: Approve reclassifications of the positions listed below, effective January 1, 2019. Funds to implement these recommendations will be added in a budget adjustment in the first quarter of 2019. In the ASD Department, reclassify the Financial Services Manager position to grade m33 (1 FTE); reclassify the Service Desk Supervisor position to "Client Technology Services & Support Supervisor" at grade a30 (1 FTE); reclassify the Tax Auditor position to "Tax & Licensing Program Manager" at grade m27 (1 FTE); reclassify the Senior Systems Analyst position to grade a29 (2 FTE's); reclassify the Systems Analyst position to grade a26 (1 AGENDA ITEM #1. a) FTE); and reclassify the Business Systems Analyst position to "Senior Business Systems Analyst" at grade a27 (3 FTE's). In the HRRM Department, reclassify the Senior Human Resources Analyst position to grade m25 (3 FTE's); and reclassify the Human Resources Analyst (including the Risk Management Analyst) positions to grade m23 (3 FTE's). In the CED Department, reclassify the Property & Technical Services Manager position to grade m33 (1 FTE). In the Police Department, reclassify the Commander position to grade m38 (6 FTE's); and reclassify the Deputy Chief position to grade m46 (2 FTE's). Also, increase Commander and Deputy Chief physical fitness premium to 3%. AGENDA ITEM #1. a) 2019 Budget Impact Department: Administrative Services Department: Administrative Services Division: Finance Division: Information Technology Title: Financial Services Manager Title: Service Desk Supervisor Current Grade: m30 Current Grade: a24 New Title: n/a New Title: Client Technology Services & Support Supervisor Proposed Grade: m33 Proposed Grade: a30 Budget Impact 2019: See below Budget Impact 2019: See below Wages: $8,088 Wages: $4,488 Benefits: $1,666 Benefits: $925 Total: $9,754 Total: $5,413 Effective: 1/1/2019 Effective: 1/1/2019 Department: Administrative Services Department: Administrative Services Division: Finance Division: Information Technology Title: Tax Auditor Title: Senior Systems Analyst Current Grade: m25 Current Grade: a25 New Title: Tax & Licensing Program Manager New Title: n/a Proposed Grade: m27 Proposed Grade: a29 Budget Impact 2019: See below Budget Impact 2019: See below Wages: $4,008 Wages: $9,240.00 Benefits: $826 Benefits: $1,903.44 Total: $4,834 Total: $11,143.44 Effective: 1/1/2019 Effective: 1/1/2019 Department: Administrative Services Department: Administrative Services Division: Information Technology Division: Information Technology Title: Systems Analyst Title: Business Systems Analyst Current Grade: a22 Current Grade: a23 New Title: n/a New Title: Senior Business Systems Analyst Proposed Grade: a26 Proposed Grade: a27 Budget Impact 2019: See below Budget Impact 2019: See below Wages: $4,344.00 Wages: $12,648.00 Benefits: $894.86 Benefits: $2,605.49 Total: $5,238.86 Total: $15,253.49 Effective: 1/1/2019 Effective: 1/1/2019 Department: Human Resources & Risk Mgmt Department: Human Resources & Risk Mgmt Division: n/a Division: n/a Title: Senior Human Resources Analyst Title: Human Resources Analyst Current Grade: m22 Current Grade: m20 New Title: tbd New Title: tbd Proposed Grade: m25 Proposed Grade: m23 Budget Impact 2019: See below Budget Impact 2019: See below Wages: $19,836.00 Wages: $17,616 Benefits: $4,086.22 Benefits: $3,629 Total: $23,922.22 Total: $21,245 Effective: 1/1/2019 Effective: 1/1/2019 H:\5 ‐ Human Resources\9 ‐ Classifications_Reorgs\2 ‐ Reclassifications\2018 Reclassifications (effect Jan 2019)\2018 Reclassifications Agenda Bill File\Cost Summary 2019 AGENDA ITEM #1. a) 2019 Budget Impact Department: Community & Economic Development Division: Planning Title: Property & Technical Svcs Manager Current Grade: m29 Proposed Grade: m33 Budget Impact 2019: See below Wages: $5,172.00 Benefits: $1,065.43 Total: $6,237.43 Effective: 1/1/2019 Department: Police Department: Police Division: n/a Division: n/a Title: Commander Title: Deputy Chief Current Grade: m37 Current Grade: m45 New Title: n/a New Title: n/a Proposed Grade: m38 Proposed Grade: m46 Budget Impact 2019: See below Budget Impact 2019: See below Wages: $20,914 Wages: $7,655 Benefits: $4,317 Benefits: $1,580 Total: $25,230 Total: $9,234 Effective: 1/1/2019 Effective: 1/1/2019 H:\5 ‐ Human Resources\9 ‐ Classifications_Reorgs\2 ‐ Reclassifications\2018 Reclassifications (effect Jan 2019)\2018 Reclassifications Agenda Bill File\Cost Summary 2019 AGENDA ITEM #1. a) HUMAN RESOURCES AND RISK MANAGEMENT M E M O R A N D U M DATE: October 12, 2018 TO: Robert Harrison, Chief Administrative Officer FROM: Ellen Bradley-Mak, HRRM Administrator SUBJECT: Reclassification Request Recommendation – Kari Roller BACKGOUND In accordance with city policy 320-05, “Request for Reclassification” Kari Roller, Financial Services Manager submitted a request to have her classification reviewed based on additional complex functions added to her position. ANALYSIS The scope and depth of the Financial Services Manager position has increased over the past few years and additional, more complex responsibilities have been assigned. The most significant change to the position is the result of preparing for and implementation of the Business & Occupation (B&O) tax program at the City of Renton in 2016. Duties added that were not currently listed in her job classification include updating the City code, developing the tax billing and payment process, providing outreach to the local business community and enforcing the reporting and collection of taxes. A Tax Auditor position was added to the division in 2017 to assist with performing these functions. The Financial Services Manager continues to manage these functions as well as perform when required. Another area of focus that has become more complex is Kari’s involvement with outside agencies that provide a significant impact on the local community. For example, she is on the operating board of FileLocal; an online service for businesses to file and pay their B&O taxes, and is a backup voter for the Administrative Services Administrator. The introduction of the B&O tax also created the need to work with IT to implement and maintain new software. Since 2015, she has acted as project manager, helped to create and design the program, and make sure what was implemented was compliant with the laws. As both a Project Champion and Project Manager, she is managing the process; moving it forward, including holding staff accountable and making complex business improvement decisions. AGENDA ITEM #1. a) Robert Harrison, CAO Page 2 of 2 October 12, 2018 In addition to the B&O tax software implementation, she has participated in the process of implementing new time keeping software; a function not currently in her job classification. She also participated in the Energov implementation since data was needed from the finance software, EDEN and required her to develop work arounds. The selection of a new garbage collection vendor also led to this position performing duties that are more complex. As the city liaison to Republic Services, the coordination involved with working with this vendor added a higher level of complexity including the auditing process. Since the City doesn’t have a centralized procurement process, Kari took on the role of providing guidance on interpreting procurement laws and regulations, specifically in relation to public works projects. The analysis of the request for a reclassification included a market compensation study, which was challenging to conduct since other cities structure their finance department differently and in some cities, Kari’s duties are covered by two or more staff members. Albeit challenging, researching the Financial Services Manager classification with other agencies revealed that Renton’s salary is 12.3% lower than the
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