TO: Philippe Eskandar, City Manager
FROM: Lizette Guerrero, Human Resources Director
DATE: April 25, 2025
SUBJECT: SUBMISSION FOR FY 2025-26
HUMAN RESOURCES DEPARTMENT BUDGET
YEAR-END SUMMARY (FY 2024-25 BUDGET VS ESTIMATED)
The Department is anticipated to end the fiscal year with a savings of $30,859 or -2.8% below the current budget. The primary reasons are listed below:
• Personnel budget is anticipated to have savings due to timing of filling a vacancy in early FY 2024-25.
• Services & Supplies budget is anticipated to have savings of $24,199 or -3.3%. This is due to the following reasons. First, Contract Legal Services – Labor and Recruitment & Retention combined expenses are expected to be $12,274 lower than budgeted. Second, Materials & Supplies needed by the Department are expected to be $6,475 lower than budgeted. Third, Staff Development expenses incurred by the Department are expected to be $3,500 lower than budgeted.
FY 2024-25 FY 2024-25 Bud. Vs Est.
Bud. Vs
Est.
Description Budget Estimated Diff $$ Diff %%
Personnel $ 378,669 $ 372,009 $ (6,660) -1.8%
Services & Supplies 738,536 714,337 (24,199) -3.3%
Total: $ 1,117,205 $ 1,086,346 $ (30,859) -2.8%
FY 2025-26 PROPOSED BUDGET
Personnel
The Department’s Full-Time Equivalent (FTE) will remain at 2.00 FTE, unchanged from the current budget.
Salaries & Wages are projected to be $416,734 which represents a $38,065 or 10.1% increase from current budget.
• Employees’ salaries are increasing by 4.0% per the Memorandum of Understandings (MOU).
• Cafeteria Benefits for Full-Time employees are expected to increase by $5,604 compared to last year.
Services & Supplies
Service & Supplies proposed budget for FY 2025-26 is $640,267 which represents a -$137,169 or -21.4% decrease from the current budget. The primary reasons for the decreases are due to the following:
• A decrease of -$83,000 to cost center # 101-10-4106-3415 (Contract Legal ServicesLabor) is mainly attributed to reduction in administrative investigations. • A decrease of -$37,680 to cost center # 101-10-4436-0000 (Recruitment & Retention) is mainly attributed to a decrease in recruitment expenses related to the recruitment of the Finance Director.
• An increase of $10,000 to cost center # 595-10-4150-0000 (Workers’ Comp Contract Services) is mainly attributed to the need of an actuarial study of the City’s workers’ FY 2024-25 FY 2025-26 YOY Budget
YOY
Budget
Description Budget Proposed Diff $$ Diff %%
Personnel $ 378,669 $ 416,734 $ 38,065 10.1%
Services & Supplies 738,536 640,267 (98,269) -13.3%
Total: $ 1,117,205 $ 1,057,001 $ (60,204) -5.4%
compensation program as required by the Department of Industrial Relations Office of Self-Insurance Plans.
• An increase of $12,626 to cost center # 596-10-4356-0000 (Workers’ Comp Insurance Premiums) is due to a CPI increased to workers’ compensation excess insurance premiums and an increase to the annual assessment from the Department of Industrial Relations Office of Self-Insurance Plans.
ATTACHMENTS
A. Department Narrative (Purpose, Description, FY 2024-25 Accomplishments, FY 2025-26 Objectives, Operational Dashboard)
B. Department Organizational Chart
C. Department Tie-Out Sheets
DEPARTMENT PURPOSE
The mission of the Human Resources Department mission is to make the City of San Marino an employer of choice by continuously working towards creating a positive and safe workplace environment that attracts, develops, and retains exceptional employees.
DEPARTMENT DESCRIPTION
The Human Resources Department is responsible for the day-to-day administration of a comprehensive personnel system and maintenance of all employee records. The activities of this office include recruitment and selection processes for full-time and part-time employees; administering employee benefits; on-boarding new employees; off-boarding employees; employee relations; overseeing the development, maintenance, and communication of personnel related policies, procedures, rules, and regulation; managing the performance appraisal program; managing the classification and salary plans; and managing labor relations including negotiating employee Memoranda of Understanding (M.O.U.s) with the City’s organized employee associations. An additional office responsibility is overseeing and managing the City’s risk management program including liability, employee workers’ compensation and safety programs.
FISCAL YEAR 2024-25 ACCOMPLISHMENTS
• Implemented Memorandums of Understanding (MOU)
• Implemented Workplace Violence Prevention Plan (SB 553) to include staff training • Implemented a public hearing process regarding the City’s annual reporting requirements concerning vacancies, recruitment, and retention efforts • Updated City policies
• Revised City contract templates
• Developed contract review process for internal departments • Implemented First Aid Treatment for Workers’ Compensation injuries • Reviewed the City’s workers’ compensation self-insurance plan • Completed the LossCAP Audit through CJPIA and worked with City departments to develop a plan to address the LossCAP Audit findings
• Continued to develop new employee performance review process and forms for various City Departments
• Updated job classifications
• Updated Personnel Rules and Regulations
• Identified department/staff training needs and developed a training plan • Updated information on Employee Intranet
• Updated HR Department webpages
• Successful recruitment of Finance Director
HUMAN RESOURCES DEPARTMENT
• Worked with various Departments to improve recruitments • Complete Request for Proposal for Employee Benefits Program • Complete Request for Proposal for Workers Compensation Excess Insurance Program • Complete Request for Proposal for 3rd Party TPA – 457 plan • Developed a succession plan due to retirements in various departments FISCAL YEAR 2025-26 OBJECTIVES
• Increase recruitment efforts to attract the most qualified candidates • Work with City departments to address LossCAP Audit Findings • Update Employee Safety Policies
• Review City’s Volunteer Program
• Purge Human Resources Records per City policy in coordination with the City Clerk • Continue to implement new Employee Performance Evaluations • Continue to improve HR Department process and procedures • Continue to update City Policies
• Reduce workers’ compensation injuries through training • Review of the City’s Workers’ Compensation Program
• Develop a formal on-boarding and off-boarding process for all City employees • Update HR onboarding forms
• Implement Onboard through NEOGOV
• Evaluate and improve citywide training
• Increase performance appraisal completion rate
OPERATIONAL DASHBOARD
Description FY 2023-24
Total
FY 2023-24
Year to Date
(July – March)
FY 2024-25
Year to Date
(July – March)
Full-Time Employees
(out of 112 budgeted) 106 106 106
Part-Time Employees 52 50 58
Full-Time Position Vacancy
Rate 5.5% 5.3% 5.5%
Workers' Comp Claims
(average total open per
month)
66 65 66
Workers' Comp Claims (new) 42 33 28
Cumulative Workers' Comp
Days Off 1,034 766 417
Performance Appraisal
Completion Rate 71% 80% 64%
All numbers reported as averages for the reporting time period, except for “Cumulative Worker’s Comp Days Off”
80% 74% 71% 69%
59%
48% 52%
64% 62%
0%
50%
100%
Jul-24 Aug-24 Sep-24 Oct-24 Nov-24 Dec-24 Jan-25 Feb-25 Mar-25 FY24-25 PERFORMANCE APPRAISAL
COMPLETION RATE
78 70
59 62 63 63 67 67
63 5 4 2 5 4 1 4 2 1
24 35
43 53 43 48 50 46
75 0
20 40
60 80
100
120
140
160
Jul-24 Aug-24 Sep-24 Oct-24 Nov-24 Dec-24 Jan-25 Feb-25 Mar-25 FY 24-25 WORKERS' COMPENSATION
Workers' Comp Claims (Total Open) Workers' Comp Claims (New) Cumulative Workers' Comp Days Off
106 106 106 106 106 105 105 106 107
112 Budgeted
Positions
60 64
57 60 58 57 54 55 55
0 20
40 60
80 100
120
Jul-24 Aug-24 Sep-24 Oct-24 Nov-24 Dec-24 Jan-25 Feb-25 Mar-25 FY 24-25 EMPLOYEES AND BUDGETED POSITIONS
Full-Time Employees Budgeted Positions Part-Time Employees Human Resources Director
Human Resources Analyst
Human Resources
Department
FY 2022-23 FY 2023-24 FY 2025-26
Actual Actual Budget Estimated Proposed
Full-Time
Human Resources Director 1.00 1.00 1.00 1.00 1.00
Human Resources Manager - - - - -
Administrative Assistant 1.00 - - - -
Human Resources Analyst - 1.00 1.00 1.00 1.00
Total Full-Time FTE 2.00 2.00 2.00 2.00 2.00
Total Part-Time FTE - - - - -
Department Total FTE 2.00 2.00 2.00 2.00 2.00
Expenditures by Type:
Personnel 293,567 298,870 378,669 372,009 416,734
Services & Supplies 1,150,465 1,343,213 738,536 714,337 640,267 Total by Type $ 1,444,032 $ 1,642,083 $ 1,117,205 $ 1,086,346 $ 1,057,001 Expenditures by Fund:
101 General Fund 499,617 584,745 825,288 801,089 749,119 595 Workers' Compensation Fund 249,909 290,784 291,917 285,257 307,882 596 General Liability Fund 694,506 766,554 - - -
Total by Fund $ 1,444,032 $ 1,642,083 $ 1,117,205 $ 1,086,346 $ 1,057,001 GL # Personnel
101-10-4001-0000 Full Time Salaries 204,204 207,897 289,171 289,171 323,986 101-10-4002-0000 Part Time Wages - - - -
101-10-4004-0000 Overtime 49 - - -
101-10-4006-0000 Medicare 2,396 2,821 4,193 4,193 4,698 101-10-4008-3080 Retirement - 457 Plan 1,400 1,300 3,800 3,800 3,800 101-10-4008-6160 Retirement-PERS 52,300 55,789 29,418 29,418 33,219 101-10-4010-0000 Cafeteria Benefit 33,218 30,796 43,027 43,027 48,631 101-10-4013-0000 Auto Allowance 2,400 2,400 2,400
101-10-4016-0000 Retiree Medical Benefits (OPEB) - - - - 595-10-4015-0001 Workers' Comp Current Employee - 267 - - - 595-10-4015-0002 Workers' Comp Past Employee - - 6,660 - - Total Personnel $ 293,567 $ 298,870 $ 378,669 $ 372,009 $ 416,734 GL # Services & Supplies
101-10-4106-3415 Contract Legal Services-Labor 76,226 161,647 283,000 328,000 200,000 101-10-4150-0000 Other Contract Services 30,608 43,348 43,364 41,700 44,498 101-10-4150-0500 Other Contract Services-IT 20,797 23,740 23,147 23,717 24,226 101-10-4376-0000 Materials & Supplies 12,413 2,704 9,850 3,375 8,950 101-10-4396-0000 Memberships & Dues 455 1,579 1,299 1,344 1,485 101-10-4398-0000 Mileage 16 - 200 - 200
101-10-4436-0000 Recruitment & Retention 59,175 50,077 82,680 25,406 45,000
HUMAN RESOURCES DEPARTMENT
FY 2024-25
Operating Budget Summary
Operating Budget Detail
Authorized Positions (Full-Time Equivalents)
FY 2022-23 FY 2023-24 FY 2025-26
Actual Actual Budget Estimated Proposed
HUMAN RESOURCES DEPARTMENT
FY 2024-25
101-10-4468-0000 Staff Development 2,794 1,297 6,300 2,800 3,925 101-10-4480-0000 Travel & Meetings 3,566 1,750 3,440 2,738 4,101 595-10-4150-0000 Workers' Comp Contract Services 23,760 23,760 23,760 23,760 33,760 595-10-4356-0000 Workers' Comp Insurance Premiums 226,149 266,757 261,497 261,497 274,122 596-08-4356-3412 Insurance Premiums JPIA 694,506 766,554 - - - Total Services & Supplies $ 1,150,465 $ 1,343,213 $ 738,536 $ 714,337 $ 640,267 Total Operating Expenditures $ 1,444,032 $ 1,642,083 $ 1,117,205 $ 1,086,346 $ 1,057,001