Okaloosa County BOCC — July 28, 2015 — Agenda Packet — reading text

other various Agencies within the County who assist Veterans with assistance outside of our scope and provided much needed assistance to Veterans through their referrals Ø Provided assistance and information to 24 Veterans during the Annual Homeless Stand Down Scheduled and coordinated transportation for 136 veterans to the Pensacola VA Medical Facility. This program is successful due to coordination with volunteer van drivers. PROGRAM GOAL: The goal of the Okaloosa County Veterans Affairs Department purpose is aid and assist any Veteran or Veteran’s dependents in presenting claims for and securing such compensation, benefits, and privileges to which they are or may become entitled under any federal or state law or regulation by reason of the Veteran’s service in the Armed Forces of the United States. The offices coordinate and disseminate information on federal, state, county and private veterans’ programs and benefits KEY OBJECTIVES: Ø To effectively and efficiently respond to all client requests Ø Serve all veterans/dependents including shut-ins, assisted care facilities, incarcerated & homeless veterans Ø To maintain an acceptable dollar return to the County from claims submitted for Federal and State benefits Ø Maintain client support and ensure critical needs are met Packet Pg. 33  PERFORMANCE MEASURES: Actual Estimated Adopted Performance Measures FY 13/14 FY 14/15 FY 15/16 Number of Full-Time Positions 3 3 3 Input Personnel Services 134,322 166,959 Operating Expenditures 8,110 8,276 Number of Client Contacts (in-offices, phones, email) 9,200 9,550 10,000 Number of outreach contacts including shut-ins, assisted Output care facilities, incarcerated, homeless veterans & veteran 150 100 100 briefings Number of Veterans in Okaloosa County1 32,208 32,208 32,102 Percentage of claims filed in office with one-on-one 97% 98% 98% counseling with veterans and/or dependents Efficiency Percentage of claims filed with one-on-one counseling 2% 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 $8,525,000 $9,500,000 $ 9,900,000 s Days for outreach 40 40 35 *NOTE: 1Veteran population estimates, as of September 30, 2013, are produced by the VA Office of the Actuary (VetPop 2014). 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: Expenditures Budget FY13 FY14 FY15 FY16 FY15/FY16 Increase/ Category Actual Actual Original Approved +/- Decrease Personnel Services $132,552 $126,212 $153,183 $171,998 $18,815 12.3% Operating Expenses $9,061 $8,110 $8,276 $10,113 $1,837 22.2% Capital Outlay $0 $0 $5,500 $0 -$5,500 -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 $141,613 $134,322 $166,959 $182,111 $15,152 9.1% Packet Pg. 34 ACCOUNTS: FY14 FY15 FY16 FY15/FY16 Increase/ Code Category Approved Approved Approved +/- Decrease 10 SALARIES & WAGES $114,412 $115,491 $118,388 $2,897 2.5% Employee position reclassification and pay increase. 20 BENEFITS $28,653 $37,692 $53,610 $15,918 42.2% Increase due to all employees on County Health Insurance 34 CONTRACT SERVICES $700 $700 $700 $0 0% 40 TRAVEL & PER DIEM $2,374 $1,660 $1,916 $256 15.4% 41 COMMUNICATIONS SERVICES $600 $600 $600 $0 0% 42 FREIGHT & POSTAGE $1,300 $1,300 $1,000 -$300 -23.1% 44 RENTS & LEASES $240 $240 $300 $60 25.0% 45 RISK MANAGEMENT ALLOCATION $1,587 $1,776 $3,627 $1,851 104.2% Property Insurance reallocation 51 OFFICE SUPPLIES $1,500 $1,600 $1,600 $0 0% 54 BOOKS/PUBS/SUBS & MEMBERSHIPS $35 $40 $40 $0 0% 55 TRAINING & EDUCATION EXPENSES $315 $360 $330 -$30 -8.3% 60 CAPITAL OUTLAY $0 $5,500 $0 -$5,500 -100.0% Copier purchased in FY14-15 TOTAL $151,716 $166,959 $182,111 $15,152 9.1% Packet Pg. 35  BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST DATE: July 28, 2015 TO: Honorable Chairman and Members of the Board FROM: John Hofstad, County Administrator SUBJECT: Risk Management The attached document provides the Performance Based Budget for Risk Management. Packet Pg. 36  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. Packet Pg. 37  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