Okaloosa County BOCC — July 29, 2014 — reading text

procedures by improving training and workshops with Assisted Living Facilities, Health and Rehabilitation Facilities (Nursing Homes) and Home Health Care Agencies Staff. These procedures ensure that timely claims are filed to obtain financial assistance for those who qualify.  Scheduled and coordinated transportation for 195 veterans to the Pensacola VA Medical Facility. This program is successful due to coordination with volunteer van drivers. PROGRAM GOAL: The Okaloosa County Veterans Affairs Department is to assist all former, present and future members of the United States Armed Forces and their dependents in preparing claims for and securing compensation, pension, educational and other benefits or privileges to which they may be entitled under Federal and State Laws or Regulations by reason of their military service. The offices coordinate and disseminate information on federal, state, county and private veterans’ programs and benefits. KEY OBJECTIVES:  To effectively and efficiently respond to all client requests  Serve all veterans/dependents including shut-ins, assisted care facilities, incarcerated & homeless veterans  To maintain an acceptable dollar return to the County from claims submitted for Federal and State benefits  Maintain client support and ensure critical needs are met Packet Pg. 18  PERFORMANCE MEASURES: Actual Estimated Adopted Performance Measures FY 12/13 FY 13/14 FY 14/15 Number of Full-Time Positions 3 3 3 Input Personnel Services 129,409 143,065 Operating Expenditures 9,859 8,651 2 Number of Client Contacts (in-offices, phones, email) 9,209 8000 10,000 Number of outreach contacts including shut-ins, assisted Output care facilities, incarcerated, homeless veterans & veteran 230 110 250 briefings Number of Veterans in Okaloosa County1 31,890 32,208 32,468 Percentage of claims filed in office with one-on-one 96% 98% 98% counseling with veterans and/or dependents Efficiency Percentage of claims filed with one-on-one counseling 3% 1% 1.5% though outreach visits Percentage of claims initiated via other means (mail, fax, 1% 1% .5% computer) Effectivenes Client award for approved claims $8,405,000 $8,000,000 $ 9,500,000 Days for outreach 53 35 50 *NOTE: 1Veteran population estimates, as of September 30, 2013, are produced by the VA Office of the Actuary (VetPop 2011). 2Anticipated reduction in numbers anticipated due to Staff shortage for 8 months. Packet Pg. 19  BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST DATE: July 29, 2014 TO: Honorable Chairman and Members of the Board FROM: Ernie Padgett, County Administrator SUBJECT: Risk Management The attached document provides the Performance Based Budget for Risk Management. Packet Pg. 20  BOARD OF COUNTY COMMISSIONERS OKALOOSA COUNTY, FLORIDA SERVICE AREA: GENERAL GOVERNMENT DEPARTMENT/PROGRAM: RISK MANAGEMENT / SELF – INSURANCE FUND PROGRAM DESCRIPTION: The Risk Management Department is responsible for the safety of employees, and the conservation of the physical and financial assets of the Board of County Commissioners, the Clerk of Court, the Tax Collector, the Property Appraiser, and the Supervisor of Elections. Our major activities include administration of the Self-Insurance Fund; including general liability, workers’ compensation, auto and property insurance, the Employee Benefit Program, Contract Review, Public Records Requests and Claim Management. In addition, we act as Coordinator of the Americans with Disabilities Act (ADA) for the County. REVENUE: Risk Management is an internal service fund. Supporting revenue are charges for services to County user departments and Constitutional Officers participating in the program. EXPENDITURES: RISK MANAGEMENT ADMINISTRATION Expenditures Budget FY12 FY13 FY14 FY15 Category Actual $ Actual $ Original $ Approved $ Personal Services 180,571 200,025 195,335 204,994 Operating Expenses 8,917 7,255 13,333 14,587 Capital Outlay 0 0 5,770 1,000 Interfund Transfer 0 0 1,433,000 880,000 Reserves 0 0 1,081,014 1,661,479 Total 189,488 207,280 2,728,452 2,762,060 SELF INSURANCE Expenditures Budget FY12 FY13 FY14 FY15 Category Actual $ Actual $ Original $ Approved $ Personal Services 1,309,532 564,059 1,250,000 1,000,000 Operating Expenses 12,120,468 13,125,127 12,100,243 12,039,757 Capital Outlay 0 0 0 0 Reserves 0 0 0 0 Total 13,430,000 13,689,186 13,350,243 13,039,757 Packet Pg. 21 HISTORICAL STAFFING SUMMARY: Category FY12 FY13 FY14 FY15 Full-time 3 3 3 3 Part-Time 0 0 0 0 Relief 0 0 0 0 Total 3 3 3 3 MAJOR ACCOMPLISHMENTS LAST YEAR:  Obtained a health insurance refund of $1.7 million through the Proshare program.  Conducted the annual Employee Health Fair where 207 employees participated. PROGRAM GOAL: To provide professional support in the areas of employee health, wellness and safety while protecting County assets through aggressive Workers’ Compensation, property, auto and general liability claims management. KEY OBJECTIVES: 1. Plan, organize and coordinate a comprehensive insurance management, accident prevention, and County wide loss control program. 2. Act as advisor and consultant to County Management, BCC, Constitutional Officers, directors, managers and supervisors on loss control, insurance, self-insurance, and contract & claims administration. 3. Administer the review and processing of all workers’ compensation, property, auto, and liability claims. 4. Coordinate employee health and wellness functions including employee benefit and employee health fairs. 5. Responsible for the County Safety Committee and acts as the County Americans with Disabilities Act (ADA) Coordinator Packet Pg. 22  PERFORMANCE MEASURES: Actual Estimated Adopted Performance Measures FY12/13 FY13/14 FY 14/15 Workers Compensation Number of Medical Only Claims 45 38 42 Number of lost time claims 16 11 14 Number of lost time days 632 770 800 Auto Claims Input/Output Number of no fault auto claims (e.g. parked vehicle) 12 29 20 Number of at fault auto claims 16 19 18 Liability/E&O Claims Number of liability/E&O claims 13 0 0 Property Claims Number of property claims 0 0 0 Health & Wellness Number of employees participated in Health Fair 207 269 300 Number of employees participated in Benefits Fair 275 264 300 Workers Compensation Number of worker days lost to injury per full time employee .64 .77 .06 Number of worker days lost to injury per workers' comp 10.36 70.00 14.29 Number of workers' comp claims per 100 FTE's 6.14 4.93 .10 Number of workers' comp claims per 100,000 hours worked 3.28 2.63 3.01 Percentage of lost time cases returned to work in 7 days 19 29 25 Efficiency/Effectiveness Percentage of lost time cases returned to work in 21 days 44 29 29 Percentage of lost time cases returned to work greater than 56