Administrative Services Committee Meeting

Administrative Services Committee Committee Room- 2/26/2007- 1:00 PM Meeting ADMINISTRATIVE SERVICES 1. Report from staff regarding the development of an Attachments assessment tool for the evaluation of employees reporting directly to the Mayor and Commission. (Referred from February 15 Administrative Services) 2. Discuss the budget for Lisa Williams' supplemental salary Attachments for 2007 through the Land Bank Authority and related job description. (Requested by Commissioner Williams) (Referred from February 15 Administrative Services) 3. Approve retirement of Mr. Paul Anderson under the 1977 Attachments Pension Plan. 4. Approve petition of the Human Resources Department Attachments improvement effort which consists of the addition of two new positions and the reorganization of the department’s current structure. 5. Approve petition to merge the 1998 Pension Plan, the 1977 Attachments Pension Plan, the GMEBS Pension Plan, Employees with no pension plan and submit a 180 day notice of cancellation to GEBCorp/Nationwide. 6. Approve request of the Risk Management Division of Attachments Finance to reclassify the Secretary I position to Administrative Assistant II. This will result in no financial impact as the employee currently filling this position is already within the salary range for Administrative Assistant. 7. Report from staff regarding pay increases for the rank and Attachments  file employees of the Augusta Utilities. (Requested by Commissioner Williams) (Referred from February 15 Administrative Services) 8. Report from the Fleet Manager regarding a revised Vehicle Attachments Replacement Policy. (Referred from February 15 Administrative Services) www.augustaga.gov  Administrative Services Committee Meeting 2/26/2007 1:00 PM Employee Evaluation Assessment Tool Department: Clerk of Commission Caption: Report from staff regarding the development of an assessment tool for the evaluation of employees reporting directly to the Mayor and Commission. (Referred from February 15 Administrative Services) Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Clerk of Commission  Administrative Services Committee Meeting 2/26/2007 1:00 PM Land Bank Authority Department: Finance Department, Donna Williams Interim Director Caption: Discuss the budget for Lisa Williams' supplemental salary for 2007 through the Land Bank Authority and related job description. (Requested by Commissioner Williams) (Referred from February 15 Administrative Services) Background: In 2006, the Commission approved allocation of these funds. 85 % of her base salary is charged to the Law Department. 15% of her salary would be charged to the Land Bank Authority for handling of Land Bank activities. Analysis: Transfer $ 7,130 from Land Bank Fund Balance Approriation to Salary and Wages. Financial Impact: If revenues are not produced by the Land Bank in 2007, then the the Fund Balance will be reduced by $ 7,130. Alternatives: (1) Approve (2) Disapprove Recommendation: Approve the establishment of the budget through Land Bank Fund Balance Appropriation for the Land Bank portion of Lisa Williams's supplement for 2007. Funds are Available in the Land Bank Authority Fund Balance Appropriation. 201-00- Following 0000-3952110 Accounts: REVIEWED AND APPROVED BY: Clerk of Commission  Administrative Services Committee Meeting 2/26/2007 1:00 PM Petition for Retirement of Mr. Paul Anderson Department: Human Resources Caption: Approve retirement of Mr. Paul Anderson under the 1977 Pension Plan. Background: Normal retirement under the 1977 Pension Plan is the first day of the month following his/her 65th birthday or attaining 62 yrs. of age and completing 25 years of credited service. The monthly benefit is 1% of the participants average earnings multiplied by his/ her years of credited service. Analysis: Mr. Paul Anderson (age 65) is currently a Truck Driver with Public Services Department. Mr. Anderson was hired on November 28, 1995; he joined the 1977 Pension Plan on November 28, 1995. Mr. Anderson meets the requirements for a normal retirement under the 1977 Pension Plan. His proposed retirement date is March 1, 2007. The normal retirement benefit payable to Mr. Anderson is $170 per month (75% Joint & Survivor). Financial Impact: Funds are available in the 1977 Pension Plan. Employee has contributed 4% of his salary towards retirement since November 28, 1995. Alternatives: Do not approve the retirement of Mr. Paul Anderson under the 1977 Pension Plan. Recommendation: Approve the retirement of Mr. Paul Anderson under the 1977 Pension Plan. Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Finance. Administrator. Clerk of Commission  Administrative Services Committee Meeting 2/26/2007 1:00 PM Petition to add two new positions to the Human Resources Department staff and to approve reorganization of the department’s current structure. Department: Human Resources Caption: Approve petition of the Human Resources Department improvement effort which consists of the addition of two new positions and the reorganization of the department’s current structure. Background: In May of 2006 Human Resources conducted an internal departmental needs assessment to determine its core weaknesses and strengths. To do so is to identify what additional tools and resources will be needed to better position this department to more efficiently and more effectively meet the ongoing, rapidly increasing and changing demands. Analysis: The City of Augusta Human Resources department is understaffed. The Human Resources department has nine full-time positions with currently eight employees. These eight employees are to provide HR services to approximately 3000 full time, part-time and retired employees in areas such as: health insurance and health care management, pension plan management, employee complaints (grievances), payroll, employment services, Personnel Board, Sheriff Board hearings, policies & procedure issues and applications, employee & management training, retiree insurance and pension plan management and all records management. Also, the Human Resources HR Director and management team must also attend Commission, Administration and any number of Department Head meetings at a moments notice in the midst of daily activities with a staff of 8 employees. There has been much concern and feed back in past and present times on how the Human Resources department can more quickly adjust and react to the organizations employees concerns and demands. I believe the approval of the petition for the addition of two new positions and approval of the HR  organizational structure change, will better position the HR department to meet current and future demands. Financial Impact: $78,260 has been approved in the 2007 budget for this purpose. Alternatives: Do not approve petition to add two new positions to the Human Resources Department and the HR reorganization effort. Recommendation: Approve petition to add two new positions to the Human Resources Department and approve reorganization proposal. Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Finance. Administrator. Clerk of Commission  Administrative Services Committee Meeting 2/26/2007 1:00 PM Petition to Merge the 1998 Pension Plan, the 1977 Pension Plan, the GMEBS Pension Plan, Employees with no pension plan and submit a 180 day notice of cancellation to GEBCorp/Nationwide. Department: Human Resources Caption: Approve petition to merge the 1998 Pension Plan, the 1977 Pension Plan, the GMEBS Pension Plan, Employees with no pension plan and submit a 180 day notice of cancellation to GEBCorp/Nationwide. Background: In May of 2006 a Pension Plan Study Committee was assembled to review the 1998 Pension Plan, the 1977 Pension Plan and the GMEBS Pension Plan. On July 18th 2006, the Augusta Commission approved that an Actuarial study be performed by GMEBS (Georgia Municipal Employees Benefit System) to explore the financial feasibility of merging the three plans as well as allow employees with no current pension plan to join the new merged plan. Analysis: There has been much concern about the Pension Plans offered by Augusta, in particular, three (3) of the plans have been discussed and targeted for improvement. A spreadsheet has been attached which highlights the plan features of three (3) plans to be merged. The spreadsheet also includes the plan features of the newly merged plan which is to be administered by GMEBS. Members of the 1998 Pension Plan and the 1977 Pension Plan will have the option not to join the new plan. Employees in the GMEBS Pension Plan and Employees with no pension plan will have no option and as a result will be added to the new GMEBS Pension Plan. At retirement employees who are currently in the GMEBS plan will have their benefits calculated at the current formula and the new formula with the option to receive the higher benefit amount. The proposed implementation date of the new plan will be January 1, 2008. Year one, the employee contribution will be 4% with a benefit formula of 1.4. Year two, the  employee contribution will be increased to 6% and the benefit formula will remain at 1.4%. Year three, the employee contribution will remain 6% and the benefit will be increased to 1.65%. There will be an option to raise the employee contribution to a maximum of 7.5% in the future to help offset future cost to Augusta. Financial Impact: In 2006 Augusta spent $2,307,867 to fund the 1998 Pension Plan, the 1977 Pension Plan and the GMEBS Pension Plan. The proposed cost of the newly merged pension cost for the current year would be $2,100,000, a savings of $207,867 the first year. Alternatives: Do not approve petition to Merge the 1998 Pension Plan, the 1977 Pension Plan, the GMEBS Pension Plan, Employees with no pension plan and submit a 180 day notice of cancellation to GEBCorp/Nationwide. Recommendation: Approve petition to Merge the 1998 Pension Plan, the 1977 Pension Plan, the GMEBS Pension Plan, Employees with no pension plan and submit a 180 day notice of cancellation to GEBCorp/Nationwide. Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Finance. Administrator. Clerk of Commission  Administrative Services Committee Meeting 2/26/2007 1:00 PM Reclassify Secretary I to Administrative Assistant II Department: Finance / Risk Management Division - Donna Williams, Acting Director Caption: Approve request of the Risk Management Division of Finance to reclassify the Secretary I position to Administrative Assistant II. This will result in no financial impact as the employee currently filling this position is already within the salary range for Administrative Assistant. Background: In order to keep up with the management of programs currently under the responsibility of Risk Management an expansion of duties has been assigned to the Secretary I position. These duties involve greater assistance in the management of the Substance Abuse Program and annual Motor Vehicle Records Check for all employees who operate a motor vehicle owned by Augusta, GA. Prior to changes in the law the motor vehicle record checks were being performed by the Sheriff’s Office. Risk Management has gained approval from both the State of Georgia and State of South Carolina to run these checks on-line. Analysis: The Safety/Risk Management Policy assigns both substance abuse and motor vehicle record checks to the Risk Management area. Please see the attached Position Analysis Form provided to Human Resources in 2006 for greater detail of responsibilities. Financial Impact: There is no financial impact to the 2007 budget for this request. The employee currently serving in this position is already within the salary range and is agreeable to the reclassification with no increase in salary. Alternatives: Do not approve request to reclassify this position Recommendation: To approve request to reclassify Secretary I (Grade 39) to that of Administrative Assistant II (Grade 43). Funds are Available in the N/A Following Accounts: REVIEWED AND APPROVED BY: Finance. Administrator. Clerk of Commission  POSITION ANALYSIS QUESTIONNAIRE (PAQ) NAME: REBECCA C. ROBERTS (IF APPLICABLE) DEPARTMENT: FINANCE / RISK MANAGEMENT TITLE: SECRETARY I Reclass to Adm Assistant II Grade 43 SUPERVISOR: RISK MANAGEMENT MANAGER PHONE NO. 821-2301 PHONE NO. 821-2486 DATE: October 18, 2006 FOR EXISTING POSITIONS SUBMITTED FOR RECLASSIFICATION/DESK AUDIT ONLY: Provide detail as to how the position has changed. Why this position has changed (addition/deletion of duties) and what additional skills are needed for the job: Additional responsibilities for coordinating activities and greater authority to perform those activities have been placed on this position. Coordinating the running of Motor Vehicle Record reports is a new responsibility and requires communicating necessary information to all departments, monitoring information, maintaining log and disposition of records. POSITION SUMMARY: Why or for what purpose does this position exist? Positions serves as assistant to the Risk Management Manager in the areas of Safety Review Committee, Substance Abuse Program, Motor Vehicle Reports Project and general office management Responsibilities for Safety Review Committee is a set process with many elements (must coordinate with claims assistant and workers comp coordinator for receiving copies of accident reports, prepare/develop agenda by using accident reports – must have capability of summarizing report, prepare packets for committee members, prepare notification letters to employees having vehicle accident on agenda, prepare tracking form for tracking receipt/return, submit packet of individual letters to DDR, attend meeting and prepare minutes (transcription if required), prepare ruling letters to employees, send tracking form (this lets us know if employee received the ruling – if employee fails to respond within 30 days then automatic deduction form is submitted to Payroll – if there is no signature on file for delivery then a follow up is done to check on status of letter). Responsibilities for Substance Abuse Program include coordinating and managing all processes, develop new process(s) or revise process(s) where needed. Verify whether or not the employee’s job responsibilities qualify them as a safety sensitive employee as it relates to Augusta-Richmond County policy. If information is not sufficient to make a determination then contact is made with Human Resources to obtain the employee’s job description (with so many employee’s having the same job titles but different responsibilities it is difficult to make a determination based on a title). As a check and balance, information is discussed with the supervisor if there are still any questions. Responsibilities for Motor Vehicle Record Checks (new function for position) include authorization to run driving history of employees who drive Augusta, GA vehicles (confidential 1  activity, strictly enforced by DMVS, abuse can result in $1000 fine and/or prison); development and maintenance of entry log for all records; requests from Information Technology birthday report for a specific month, report is then saved to Excel and set-up as log; it is then divided up by departments and each department is notified to verify those employees who drive a government vehicle. Coordination of the delivery of release forms to department director or DDR for distribution to the employee’s for verification of information and signature. Monitors licenses for appropriateness, i.e. state license from another state, authority to make necessary revisions to process(s) as this program is being restructured at this time. In all areas, if problems develop for which there is no known solution then the supervisor is approached for guidance/input/corrective action.
Describe this position’s level of responsibility. Major Accountabilities: 1. Support Safety Review Committee activities and actions 2. Coordinates random testing program including reconciliation of monthly expense statement 3. Coordinates motor vehicle records program / process 4. Purchasing agent for division. WHAT ARE THE ESSENTIAL FUNCTIONS AND RESPONSIBILITIES? % OF TIME 1. 35 % Providing all pertinent information in the format of an agenda for Safety Review Committee meetings as well as following up decisions of the committee as they relate to each agenda item (gathers information on amount of assessment against employee and creates letters to each employee regarding decision and their responsibility). Taking and transcribing minutes of monthly committee meetings. 2. 10 % (New process for position) Verifying with departments’ employees’ job description/duties as safety sensitive. Responsible for maintaining accurate list of safety sensitive employees for random drug testing. Involves soliciting information from other departments, i.e. Human Resources concerning transfers, etc. 3. 35 % Coordinating monthly selection process including notification to third party collector; matching selections; generating individual notification letters; monitoring paperwork in regards to timeliness of department representatives in sending employees for testing. Reconcile monthly statements. (New process for this position) Monitors changes in regulations; tracks post accident testing for compliance with FTA and DOT as well as testing under Augusta Authority. Contacts DOT representative (as well as Risk Mgr) with any concerns or problems in process. 4. 10 % (New process for position) Authorized to run Motor Vehicle Record Checks on employees who drive Augusta owned vehicles. Generates birth month listing through IT, submits to departments for verification on drivers; provides departments with release for each employee driving Augusta owned vehicle; monitors process for any problem licenses and notifies Risk Manager; maintains log with pertinent information for State DMVS audits; discuss with DMVS any concerns or problems with process. 5. 10 % General support for Risk Management Manager 2 WHAT TYPES OF DECISIONS DOES THIS POSITION MAKE? Working out problems with processes – has authority to contact DDR (designated department representative) to assist with working on solutions. Free to develop processes to enhance effectiveness of programs. This position has the authority to make adjustments/changes in the aforementioned processes in order to better manage areas of responsibility. This position functions more as a program coordinator for Substance Abuse and Motor Vehicle Records Check which gives Rsk Mgt Mgr more freedom for new program development and assessing additional risk reduction measures. Gathers pertinent information as it relates to areas of responsibility, i.e. research collections sites for appropriateness of services, etc. WHAT TYPES OF DECISIONS DOES THIS POSITION REFER TO OTHERS OR IN ACCORDANCE WITH POLICY/CODE SOME REGULATORY AUTHORITY? Decisions concerning payroll deductions for SRC assessments, when and how much established by county code and standard operating procedures (must perform a variety of checks and balances prior to submission of automatic deduction of SRC assessment if employee failed to respond to notice) HOW DOES THIS POSITION IMPLEMENT DECISIONS? Decisions are implemented by notifying effected areas of changes in processes, policy, etc. WHAT TYPE OF SUPERVISORY RESPONSIBILITIES DOES THIS POSITION HAVE? No supervisory responsibility at this time. PLEASE PROVIDE ANY ADDITIONAL INFORMATION YOU BELIEVE WILL ASSIST US TO UNDERSTAND THIS POSITION. (i.e., educational requirements, certifications required, skills and abilities, etc.) Preferred Skills, Knowledge and Experience: 1. High School diploma or equivalent level of 1. 5+ yrs office management experience education. 2. Familiarity with state laws, Augusta Richmond 2. 2+ yrs experience in multi-tasking County policies & procedures 3. Reconciliation of invoices 3. Experience with basis bookkeeping including reconciliation of payments 4. Mastery of operating standard office equipment, 4. Mastery of Microsoft Word and Excel standard computer programs (Word, Excel and Spreadsheet databases) 5. Good communication skills, both oral and 5. 2+ yrs in a customer service environment written and particularly good skills in customer service. 6. Must be a self motivator and have ability to work independently. Required Education, Training and Experience: 1. Office management experience 5+ years (ability to coordinate activities) 2. Multi-tasking (experience in managing numerous processes and projects) 3  3. Typing accurately 55+ wpm 4. High School diploma PLEASE COMPLETE THE ATTACHED ORGANIZATIONAL CHART (INCLUDE TITLE OF DIRECT REPORTS, % OF EFFORT) OR ATTACH YOUR CURRENT ORGANIZATIONAL CHART. Donna Williams, Interim Finance Director Risk Management Manager Sandra Wright 1:4 Secretary I (Change to Administrative Assistant I I ) Rebecca Roberts Claims Adjuster Workers' Comp Loss Control Officer George "Beau" Coordinator Joe Crozier Barnes Judy Blackstone 1:1 1:1 Claims Assistant Safety Officer Doris Anthony Chester Willis Revised 10/2006 ______________________________________ _____________________________________ Supervisor's Signature Date Employee's Signature Date NOTE: Reclassification of the position at this time would not result in a salary increase because current employee already falls within the grades mid range. 4  Administrative Services Committee Meeting 2/26/2007 1:00 PM Utilities Dept. Pay Increases Department: Clerk of Commission Caption: Report from staff regarding pay increases for the rank and file employees of the Augusta Utilities. (Requested by Commissioner Williams) (Referred from February 15 Administrative Services) Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Clerk of Commission  Administrative Services Committee Meeting 2/26/2007 1:00 PM Vehicle Replacement Policy Department: Clerk of Commission Caption: Report from the Fleet Manager regarding a revised Vehicle Replacement Policy. (Referred from February 15 Administrative Services) Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Clerk of Commission