Okaloosa County BOCC — July 28, 2015 — 7 Risk Management-REVISED — reading text

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. MAJOR ACCOMPLISHMENTS LAST YEAR: Ø Revised Public Records Request Policy. Ø Conducted the annual Employee Health Fair where 227 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 and Public Records Coordinator. 6. Administer Health, Dental, and Life Insurance benefits for County employees and Constitutional Officers.  PERFORMANCE MEASURES: Actual Estimated Adopted Performance Measures FY13/14 FY14/15 FY 15/16 Workers Compensation Number of Medical Only Claims 45 35 33 Number of lost time claims 21 33 31 Number of lost time days 632 635 600 Auto Claims Input/Output Number of no fault auto claims (e.g. parked vehicle) 40 36 34 Number of at fault auto claims 42 29 27 Liability/E&O Claims Number of liability/E&O claims 25 21 20 Property Claims Number of property claims 118 62 60 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 .67 .64 Number of worker days lost to injury per workers' comp 10.36 12.70 12 claim Number of workers' comp claims per 100 FTE's 6.14 6.95 6.6 Number of workers' comp claims per 100,000 hours worked 3.28 3.34 3.2 Efficiency/Effectiveness Number of lost time cases returned to work in 7 days 19 18 19 Number of lost time cases returned to work in 21 days 44 8 8 Number of lost time cases returned to work greater than 21 56 9 9 days Auto Claims *Number of at fault auto claims per total vehicles .02 .05 .05 *Number of at fault auto claims per 100,000 miles driven .60 .62 .59 Property Claims Property loss per $100 property value 0 0 0 Premiums per $100 property value at risk .39 .27 .27 Health & Wellness Percentage of employees participated in Health Fair 29 24 24 Percentage of employees participated in Benefits Fair 29 29 29 Based on 574 total vehicles Based on 4.7 million miles driven annually HISTORICAL STAFFING SUMMARY: Category FY13 FY14 FY15 FY16 Full-time Administrative & Support 2 2 2 2 Full-time Management & Professional 1 1 1 1 Total 3 3 3 3 EXPENDITURES: Risk Management Administration Expenditures Budget FY13 FY14 FY15 FY16 FY15/FY16 Increase/ Category Actual Actual Original Approved +/- Decrease Personnel Services $193,503 $167,073 $204,505 $187,251 -$17,254 -8.4% Operating Expenses $7,249 $5,542 $14,587 $34,563 $19,976 136.9% Capital Outlay $0 $5,398 $1,000 $0 -$1,000 -100.0% Debt Service $0 $0 $0 $0 $0 0% Grants & Aids $0 $0 $0 $0 $0 0% Other Uses $0 $0 $0 $0 $0 0% Total $200,752 $178,014 $220,092 $221,814 $1,722 0.8% ACCOUNTS: FY14 FY15 FY16 FY15/FY16 Increase/ Code Category Approved Approved Approved +/- Decrease 10 SALARIES & WAGES $151,757 $153,231 $139,169 -$14,062 -9.2% Staffing turnover 20 BENEFITS $43,578 $51,274 $48,082 -$3,192 -6.2% Staffing turnover 34 CONTRACT SERVICES $0 $0 $23,000 $23,000 0% 40 TRAVEL & PER DIEM $3,400 $3,400 $2,600 -$800 -23.5% 41 COMMUNICATIONS SERVICES $800 $800 $800 $0 0% 42 FREIGHT & POSTAGE $1,000 $1,000 $1,000 $0 0% 45 RISK MANAGEMENT ALLOCATION $2,141 $2,395 $1,593 -$802 -33.5% 46 REPAIR & MAINTENANCE $800 $800 $300 -$500 -62.5% 51 OFFICE SUPPLIES $3,000 $3,000 $3,000 $0 0% 54 BOOKS/PUBS/SUBS & MEMBERSHIPS $792 $792 $1,190 $398 50.3% 55 TRAINING & EDUCATION EXPENSES $1,400 $2,400 $1,080 -$1,320 -55.0% Previous year included travel in this line item 60 CAPITAL OUTLAY $5,770 $1,000 $0 -$1,000 -100.0% Previous year’s computer purchase TOTAL $214,438 $220,092 $221,814 $1,722 0.8% EXPENDITURES: Self Insurance Expenditures Budget FY13 FY14 FY15 FY16 FY15/FY16 Increase/ Category Actual Actual Original Approved +/- Decrease Personnel Services $564,059 $1,264,017 $1,000,000 $1,038,424 $38,424 3.8% Operating Expenses $13,125,127 $11,094,723 $11,939,757 $12,934,983 $995,226 8.3% Capital Outlay $0 $0 $0 $0 $0 0% Debt Service $0 $0 $0 $0 $0 0% Grants & Aids $0 $0 $0 $0 $0 0% Other Uses $0 $1,433,000 $2,591,968 $3,211,076 $619,108 23.9% Total $13,689,186 $13,791,740 $15,531,725 $17,184,483 $1,652,758 10.6% ACCOUNTS: FY14 FY15 FY16 FY15/FY16 Increase/ Code Category Approved Approved Approved +/- Decrease 20 BENEFITS $1,250,000 $1,000,000 $1,038,424 $38,424 3.8% 31 PROFESSIONAL