14 - Human Resources€¦ · Section 14 – Page 1 MISSION STATEMENT Human Resources provides leadership in developing effective relationships between employees, the City, and the

A D O P T E D B U D G E T F I S C A L Y E A R 2 0 1 7

HUMAN RESOURCES

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Employment Services & Prideshare(13.25)

Workers’ Comp & Safety

(7.00)

Employee Relations (5.00)

Benefits Adminstration

(5.25)

Labor Relations(1.25)

Executive Secretary(1.00)

Director of Human Resources

(1.00)

— Benefit Plan

Administration

— CalPERS Medical &

Retirement &

— Leaves of Absence

— Wellness Program

— Personnel Policy Manual

— Complaint Investigation

— Performance Mgmt &

Disciplinary Admin.

— Unemployment Insurance

Claims

— MOU Negotiations

— Contract Administration

— Employer/Employee

Relations Resolution 555

— Class & Comp

— Grievances

— Recruitment & Selection

— New Employee

Onboarding

— Training Programs

— PrideShare Program

— Employee Recognition

— Personnel Actions

Section 12 - Page 1

C I T Y O F P A S A D E N A

H U M A N R E S O U R C E S

— Claim Administration

— TPA Oversight

— Return to Work Program

— OSHA Compliance

— Threat Assessments

— Accident Investigation

— Safety Training

— Compliance Programs

(DMV, DOT)

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C I T Y O F P A S A D E N AH U M A N R E S O U R C E S

Section 14 – Page 1

MISSION STATEMENT

Human Resources provides leadership in developing effective

relationships between employees, the City, and the community

through the delivery of professional services and innovative

programs that allow us to select, support, and develop a workforce

that is: Engaged, Forward-Thinking, Responsive, Creative,

Productive, Value-Driven, and Ethical.

PROGRAM DESCRIPTION

The strategic role of the Human Resources Administration Division

is to administer the design and implementation of formal policies

and procedures, programs, and systems within the City; to ensure

that employer-employee relations are managed in the most cost-

effective and timely manner; to negotiate and implement

employment terms and policies, including compensation and

benefits, that ensure the City’s ability to recruit and retain the

qualified personnel that are essential to the delivery of high quality

services in a customer-driven service environment. The Division

also provides consulting, facilitation, and other strategic

professional services to City departments.

The Employee Relations Division serves as a strategic partner in

maintaining harmonious relations between employees and the City,

thereby reducing employment-related litigation and serving to

protect the rights of employees while supporting management in

carrying out the important functions of the City in an efficient

manner. The Division assures compliance with numerous State,

Federal, and local employment laws and rules including Title VII of

the Civil Rights Act of 1964, Family Medical Leave Act, Fair

Employment and Housing Act, California Family Rights Act, the

City’s Manual of Personnel and Administrative Rules, and various

other regulations under which the City operates. The Division

works pro-actively with its constituent departments to resolve

employee conflicts early, resulting in win-win results and fewer

formal complaints. When complaints do occur, by conducting timely

and thorough investigations of employee discrimination and

personnel complaints and then responding with appropriate action,

Employee Relations contributes to an employer-employee

environment conducive to productivity and efficiency. In addition to

its compliance administration, the Division participates in reviewing,

updating, and providing training on the City’s personnel policies,

administers the City’s unemployment insurance claims, and

administers the City-wide Service Awards program.

The Labor Relations Division is responsible for developing

comprehensive bargaining strategies, negotiating memoranda of

understanding (MOU) within Council approved bargaining

parameters, implementing labor agreements, and facilitating the

resolution of MOU based grievances. The

Division administers MOUs in a fair and consistent manner,

consulting with management and unions on labor relations matters,

providing guidance to City departments on contract language

interpretation, working closely with City departments to

resolve questions arising from the application and interpretation of

MOU language and representing the City before the Public

Employment Relations Board (PERB) on unfair labor practice

charges. The Labor Relations Division also plays a lead role in

reviewing, updating, and providing training on the City’s personnel

policies.

The Employment Services and Training Division partners with City

departments to attract, retain, and develop a diverse and highly

qualified workforce. The Division employs a variety of recruitment

and selection strategies to ensure equal opportunity in

employment. Additionally, the Division provides consultative and

support services to department directors and managers on

employment policy issues and applicable laws and regulations.

Employment Services maintains employee records, ensuring best

practices in records management. The Division oversees all

personnel actions to ensure compliance with the laws, rules,

MOUs, practices and procedures of the City, provides career

guidance counseling for employees, and conducts exit interviews

for department feedback. This Division also coordinates the City-

wide employee training program, which includes New Employee

Orientation, Preventing Discrimination and Workplace Harassment,

Ethics Training, and more than 50 other courses geared toward

developing the skills and abilities of all City employees.

The Benefits Administration Division administers the City-wide

comprehensive benefits package, which includes benefit plan

design, cost administration, oversight of benefit enrollments,

wellness programming, and retirement consultation. The Division



leads the Benefits Labor-Management Committee which makes

recommendations on behalf of all of the City’s employees, both

represented and unrepresented.

The Prideshare Division administers the City’s trip reduction

program through a variety of services including administering

parking fees for solo drivers, providing incentives to individuals who

carpool or take other alternative modes of transportation, and

promoting the program as a way to reduce pollution and traffic

congestion, thereby improving the quality of life in the City and the

region.

The Workers’ Compensation Division administers workplace

standards and Workers’ Compensation laws through education,

mediation, adjudication, and enforcement in order to promote safe,

healthy, and quality working environments for all employees.

The Safety Division coordinates and manages City-wide efforts to

identify, address and resolve occupational safety issues. Working

with managers, supervisors, and employees, the Safety Office

strives to ensure that employees are working as safely and

efficiently as possible and in compliance with Cal-OSHA guidelines.

DEPARTMENTAL RELATIONSHIP TO CITY COUNCIL GOALS

Maintain Fiscal Responsibility and Stability

The Department supports the City Council in maintaining a cost-

efficient government by providing consultation on policy issues,

contractual matters, and Federal and State employment

regulations to minimize the City’s liability in these areas. The

Department works to ensure that employer-employee relations are

managed in the most efficient manner. The Department negotiates

and implements employment terms and policies that ensure the

ability to recruit and retain qualified personnel. Additionally, the

Department provides cost-effective employee benefit packages.

Achievement of these goals is vital to the City’s ability to provide

services of the highest quality and with the greatest effectiveness to

the residents of the City of Pasadena.

Support and Promote the Quality of Life and the Local Economy

The Department strives to make entry-level opportunities available

to residents and provides training and coaching to prospective

applicants as they undertake the search for employment. The

Department partners with other area employers and employment

support organizations as well as other City departments to provide

employment opportunities that would not otherwise be available.

FISCAL YEAR 2016 ACCOMPLISHMENTS

The Department accomplished the following during Fiscal Year

2016:

Employee Relations

The Employee Relations Division continues to be a strategic

partner with client departments through even-handed and firm

application of the laws, rules, and regulations under which the City

operates and the recommendation of appropriate corrective action

when necessary. The efforts of the Employee Relations Division

limit, and in many cases eliminate employment-related liability

which would negatively impact the City. The Division continues to

assist departments and employees in returning employees to work

from non-work related injuries through reasonable accommodation

and the interactive process, sometimes assisting employees

through the disability retirement process. Employee Relations

processes grievances and personnel and discrimination

complaints, conducts investigations, and provides

recommendations and strategic responses for remedial action by

departments. The Division also administers Unemployment

Insurance claims for the City, successfully challenging cases in

which former employees are not legally entitled to benefits, thereby

reducing expenses.

Labor Relations

The Labor Relations Division successfully completed negotiating

cost-saving pension contribution measures which have resulted in

nearly all safety and miscellaneous employee groups paying their

full member contributions for retirement. As of July 1, 2015, all

employees were paying 100 percent of the value of the member

contribution. The Division successfully negotiated three-year

contracts with the Pasadena Management Association (PMA) and

the Service Employees International Union, and a four-year

contract with the Laborers’ International Union of North America

(LIUNA). The Division was also actively involved in negotiating and

implementing City-wide classification study recommendations for



LIUNA, PMA, and the Non-Represented Management and Non-

Represented Non-Management employee groups. As part of the

Division’s goal to administer the City’s labor relations program in an

efficient and cost effective manner, the Division implemented a

global bargaining strategy rooted in sound fiscal management and

consistent with the City’s long-term financial and strategic

objectives.

Employment Services and Training

The Employment Services and Training Division has continued to

provide responsive and comprehensive support to all departments

in their recruitment and retention efforts. In FY 2016, the Division

partnered with Labor Relations to coordinate and implement

classification and compensation revisions for several employee

groups. New job descriptions were established that strengthen the

City’s ability to recruit competent and qualified individuals. This

Division is also responsible for reviewing and approving all

Personnel Actions, reviewing and tracking performance

evaluations, and conducting all pre-employment processing for

both temporary and permanent employees.

Employment Services is dedicated to providing excellent customer

service, and this year the Division continued its commitment to

communication through the implementation of quarterly payroll/HR

Liaison meetings as well as continued coordination of

comprehensive quarterly reports for operating departments which

provide detailed status updates on all HR assignments and case

work.

During the past fiscal year, the Training Section enhanced the

popular City-wide training program to offer even more courses that

target core competencies and skills development. A survey was

conducted that informed much of the new program, including

offering online webinars, offsite classes, and more accessible time

frames. The training section continued to partner with Cal State

Northridge to provide a cohort Master’s program, and with

Woodbury University to provide a multi-week Leadership Program

for select managers and supervisors.

The Training Section developed and implemented Ethics Training

for all City employees which included understanding the Fraud

Prevention Policy and the multiple ways to report concerns.

Supervisors and managers were provided with additional training

and asked to lead group discussions with staff, which reinforced the

policies by creating specific on-the-job connections.

Benefits Administration:

The Benefits Administration Division continues to look for ways to

improve efficiencies and meet the City Council’s goal of

maintaining fiscal responsibility and stability. As part of the

Division’s goal to administer benefits in an efficient and cost-

effective manner, staff continues to work with Heffernan Insurance

Brokers during the carrier renewal and premium rate negotiation

process. For the 2016 plan year, the City has benefited from multi-

year rate guarantees for its dental, life, accident, and disability

policies and premium rate decreases for its dental plans. In

addition, with input and feedback from members of the Joint-Labor

Benefits Committee, the City changed carriers for its life, accident

and disability insurance programs. As a result, the City avoided a

projected premium increase of 23.5 percent and minimized it to 9.4

percent instead. In addition, the City enhanced its benefits offerings

to include voluntary critical illness and voluntary accident lines of

coverage. The Division continues to conduct extensive internal

reviews to ensure accuracy of employee demographic and

enrollment information and ensures that only eligible dependents

have coverage on the City’s insurance programs.

The Division strives to provide excellent customer service to all

departments and approximately 1,700 benefit-eligible employees.

Benefits staff members accomplished this by offering nine Open

Enrollment education sessions at various locations throughout the

City and by hosting the western-themed wellness event at the

Employee Appreciation Picnic this past fall. Approximately 1,250

employees attended the Employee Appreciation event, where they

had the opportunity to receive flu shots and vital benefits

information from local healthcare and wellness providers from the

Pasadena/San Gabriel Valley community. The Division continued

its retirement education initiative and offered four information

sessions to increase City employees’ knowledge about the

CalPERS defined benefit plan and the Public Employees’ Pension

Reform Act of 2013 (PEPRA).

In compliance with the Affordable Care Act (ACA), the Division has

ensured the implementation of programs that comply with the ACA



requirements, particularly its new reporting requirements by large

employers. The Division maintained compliance with State and

Federal leave laws, and ongoing guidance was provided to

departments and employees on new leave laws such as

California’s Healthy Workplaces Health Family Leave Act and

updates to California’s Kin Care Leave law.

Prideshare

During FY 2016, the Prideshare Division continued to provide City

employees and the public with resources and information regarding

the City’s trip reduction and other transportation programs.

Prideshare events such as Bike to Work Day and the Rideshare

Fair were well attended by City employees, local businesses, and

rideshare related vendors. The Prideshare team continued to

document the steps necessary for carrying out events and

implementing program objectives in order to create a standard

operating manual. The most notable accomplishment was carrying

out an auditing process to ensure that all City employees were

properly enrolled in the Prideshare Program, which resulted in

additional revenue. The annual AQMD survey was also a success

with a response rate above 95 percent City-wide. The City’s AQMD

results were well above the target Average Vehicle Ridership

(AVR) goal of 1.5. The final AVR at City Hall was 1.762 and City

Yards was 2.174.

Workers Compensation and Safety

The greatest resource of any organization is its employees. The

Workers’ Compensation Division ensures continued service to all

City departments and the community by working pro-actively to

keep the City’s work force healthy and on the job. The Division

provides various ways that employees and the City are able to

resolve their workplace injury claims in a fair and efficient manner

through appropriate and prompt medical treatment, follow-up care,

case management, and claims administration. The City offers

dispute resolution services for departments and injured workers by

administering both formal adjudication and informal dispute

resolution services. Case information and data analytics are

carefully tracked in order to identify trends and address efficiencies

in the best interests of the employee, the City, and the community.

An aggressive approach to case management and the City’s

Return to Work program minimizes time away from work for

workers, encourages alternative modified duty assignments, and

fosters a culture of care and management conducive to the balance

between an injured worker’s recovery and strategic use of

resources, thereby reducing claims costs. The Workers’

Compensation team augments its efforts in the administration of

workplace standards and Workers’ Compensation laws and

policies through education, mediation, adjudication, and

enforcement in order to promote a safe, healthy, and quality

working environment for all of its employees; to foster cooperative

relationships between labor and management; and to ensure a fair

resolution to all claims.

The Safety Division promotes and enforces a safe and healthful

workplace for all employees. The transition of the Division to the

Human Resources Department from Fiscal Year 2015 through

Fiscal Year 2016 has reinforced the City’s commitment of fostering

a safety culture based on responsibility, education, and

resourcefulness. A major accomplishment for this fiscal year was

the development, implementation, and training of every employee

on the Injury and Illness Prevention Program. The Safety

Division’s City-wide Training Program utilizes modern technology

and the most current educational material both online and in the

classroom enabling us to meet all safety training needs. The

training program offers courses on, but is not limited to, Defensive

Driver Certification, monthly CAL-OSHA training topics, Forklift

Certification, Fall Protection, Asbestos Awareness, and Lead

Awareness, all with the objective of reducing employee injuries and

vehicle accidents. The Division also completed the required annual

respiratory fit-testing of the Police and the Public Health

departments. This fiscal year marked the kick-off of the Safety

Marketing Campaign where employees are rewarded for

participating in safety trainings or when observed to be using safe

work practices throughout the City. In addition, an electronic

quarterly newsletter is distributed to all employees with up-to-date

information on events or policies. Through this Safety Campaign,

the Division has seen an increase in non-industrial related

workplace ergonomic evaluations as proof that we are moving

toward our goal of promoting a proactive safety culture. Currently

the CAL-OSHA related safety policies written and/or updated are

the Heat Illness Prevention Program, Lockout/Tagout Program,

and the Ladder Safety Program. The Division has conducted



inspections of various sites such as the Rose Bowl, the Rose

Parade route, Libraries, Water Quality locations, and Parks &

Natural Resources. The Safety Division will continue to work

toward implementing additional employee training programs,

improving policies and procedures, and be a resource of

information and support to all the departments of the City of

Pasadena.

FISCAL YEAR 2017 ADOPTED BUDGET

Operating Budget

The FY 2017 Adopted Operating Budget is $7,106,155, which

represents an increase of $498,322 from the FY 2016 Revised

Budget. This increase of 7.54 percent is the result of the addition of

one full-time Benefits Specialist, funding for a previously

authorized but unfunded Senior Human Resources Analyst, and

increased personnel costs associated with mandatory benefits and

negotiated salary increases.

Personnel

A total of 33.75 FTEs are included in the FY 2017 Adopted Budget.

This represents an increase of 1.00 FTE from FY 2016.

YEAR-OVER-YEAR BUDGET CHANGES

General Fund

General Fund personnel costs increased $335,904 due to

increases associated with mandatory benefits and negotiated

salary increases.

Benefits & Insurance Fund

Expenses to the Benefits and Insurance Fund increased as a result

of the addition of one full-time Benefits Specialist and increases

associated with mandatory benefits and negotiated salary

increases, resulting in an overall increase in expenses to the Fund

of $184,191.

FUTURE OUTLOOK

The Human Resources Department continues to strengthen its

consultation services to departments in the areas of policy

development, contractual matters and applicable federal and State

regulations, the prevention of violation of the Civil Rights Act of

1964, Title VII, and the Americans with Disabilities Act of 1990.

The Department is assisting departments by providing training in

the application of overlapping leave laws and policies which will

continue throughout FY 2017. The Department will continue to

introduce new methods to educate, develop and enhance the skills

of the City’s workforce, and creatively attract and retain the best-

qualified employees. To support the City’s emphasis on

succession planning and knowledge transfer, the Department will

continue to coordinate and provide educational opportunities

focused on preparing the City’s future leaders through various

programs, including the Pasadena Supervisory Academy,

university cohort programs, and internal and external training

opportunities.

The Department will continue to assist with the City’s Enterprise

Resource Plan to continue to implement new technology in the

ongoing effort to streamline and enhance the processing of

personnel data, and to provide greater access to information to

employees and client departments. The Department will continue

to be a key contributor in the development of a productive, diverse

workplace by actively implementing and promoting programs that

create a culture of awareness and inclusivity.



SUMMARY OF APPROPRIATIONS BY EXPENDITURE CATEGORY ($000)

Expenditure CategoryFY2015Actuals

FY2016Adopted

FY2016Revised

FY2017Adopted

Personnel $2,528 $3,532 $3,532 $4,084

Services and Supplies 985 2,222 2,222 2,338

Internal Service Charges 407 810 810 685

Operating Transfers - Out 0 43 43 0

Human Resources Total $3,920 $6,608 $6,608 $7,106

SUMMARY OF APPROPRIATIONS BY DIVISION ($000)

DivisionFY2015Actuals

FY2016Adopted

FY2016Revised

FY2017Adopted

Employee and Labor Relations $592 $791 $791 $724

Employment and Training Srvc 1,081 1,118 1,118 1,484

HR Prideshare 287 359 359 440

Human Resources-Admin. 940 1,203 1,203 1,152

Labor Relations 322 346 346 434

Benefits Administration 698 780 780 964

Safety Program 0 611 611 541

Workers Compensation 0 1,399 1,399 1,366


SUMMARY OF APPROPRIATIONS BY FUND ($000)

FundFY2015Actuals

FY2016Adopted

FY2016Revised

FY2017Adopted

101 - General Fund $3,223 $3,817 $3,731 $4,144

216 - Air Quality Improvement Fund 0 0 86 90

504 - Benefits and Insurance Fund 698 780 780 964

506 - Worker's Compensation Fund 0 2,010 2,010 1,907


SUMMARY OF FTES BY DIVISION

DivisionFY2015Actuals

FY2016Adopted

FY2016Revised

FY2017Adopted

Benefits Administration 4.50 4.50 4.50 5.50

Employee and Labor Relations 5.25 5.25 5.25 4.00

Employment and Training Srvc 7.50 9.25 9.25 11.25

HR Prideshare 2.00 2.00 2.00 2.00

Human Resources-Admin. 2.75 2.75 3.75 2.75

Labor Relations 2.00 2.00 1.00 1.25

Safety Program 0.00 3.00 3.00 3.00

Workers Compensation 0.00 4.00 4.00 4.00

Human Resources Total 24.00 32.75 32.75 33.75



PERFORMANCE MEASURES FY 2015Actual

FY 2016Target

FY 2016Mid-Yr Actual

FY 2017Target

Benefits Administration Division

Council Goal: Maintain fiscal responsibility and stability; Support and promote the local economy.

Objective: Create a benefit structure that enhances total compensation for eligible City employees and allows the City to attract and retain a positive workforce.

1. Percentage of eligible individuals that are enrolled correctly within 45 days of hire, transfer or promotion.

98% 98% 100% 100%

2. Number of City-wide Group Benefit Orientation Sessions to cohorts of new or newly eligible employees that foster a culture of onboarding and promote general knowledge about the CalPERS health program offerings and ancillary benefits such as life, short-term disability, long-term disability, dental and vision insurance.

12 5 12 12

3. Attain a rating of "Good or Excellent" for overall experience from at least 80 percent from customer satisfaction survey respondents who attended our group benefits orientation sessions.

NEW NEW NEW 80%

4. Increase the number of Pasadena-based vendors who participate in the City's annual wellness event by 25 percent.

NEW NEW NEW 25%

Training Division

Council Goal: Maintain fiscal responsibility and stability; Support and promote the local economy.

Objective: Foster a learning environment and implement organizational development and training strategies that ensure an effective, productive, innovative and multi-skilled workforce.

1. Number of employees who completed at least three hours of skill development training.

264 279 600 600

2. Number of distinct Pasadena Training Academy courses offered.

22 36 30 30

3. Percent of participants who rate the training courses taken as satisfactory or better.

96.20% 94.90% 95% 95%

4. Percent of regular new hires who attend New Employee Orientation.

New New New 90%

Labor Relations Division

Workers Comp Division

Council Goal: Maintain Fiscal Responsibility and Stability.

Objective: Ensure effective Workers' Compensation and Safety Programs.

1. Contact calls made w/in 24 hours of claim receipt - Safety. 100% 100% 100% 95%

2. Contact calls made w/in 24 hours of claim receipt - Non-Safety.

100% 100% 100% 95%

3. Number of Workers' Compensation Claims Closed - Safety/Closing Ratio.

71/56%* 7/37% 100% 95%



4. Number of Workers' Compensation Claims Closed - Non-Safety/Closing Ratio.

91/59% 11/21% 100% 95%

5. Average time for non-safety employee to return to work. 21 4 90 days 90 days

6. Average time for safety employee to return to work. 27 10 90 days 90 days

7. Number of litigated workers compensation claims. 23 0 <25 <25

Safety Division

Council Goal: Maintain Fiscal Responsibility and Stability.

Objective: Ensure effective Workers' Compensation and Safety Programs.

1. Facility Inspections Conducted. 190 190

2. Responses to Emergency Calls within 2 Hours. 100% 100% 100% 90%

3. Departmental Outreach/Specialized Training Sessions Conducted.

8 11 4 6

4. General Departmental Safety Training Sessions Conducted. 2 23 13 15

5. Percentage of City-wide Safety Procedures Documented. 100% 100% 100% 100%

Employment Services Division

Council Goal: Maintain fiscal responsibility and stability; support and promote the local economy.

Objective: Establish (hire, promote, retain) a productive workforce.

1. Percentage of competitive recruitments completed within 90 calendar days.

47% 82% 65% 75%

2. Percentage of Pasadena-area residents hired into entry-level positions.

42% 47% 40% 50%

3. Percent of internal promotional appointments made out of total regular appointments.

53% 47% 35% 35%

PERFORMANCE MEASURES FY 2015Actual

FY 2016Target

FY 2016Mid-Yr Actual

FY 2017Target

Documents

14 - Human Resources€¦ · Section 14 – Page 1 MISSION STATEMENT Human Resources provides leadership in developing effective relationships between employees, the City, and the