Okaloosa County BOCC — July 26, 2016 — Risk Management PBB — 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:  Expanded the number of locations and vendor offerings in order to achieve the highest ever participation rate for the annual Employee Health Fair, resulting in 311 attendees.  Secured $5,000 from Preferred Governmental Insurance Trust for the purchase of safety supplies.  Distributed new First Aid and Bloodborne Pathogen Kits to all departments. Provided AED’s for use at the Brackin Building and Okaloosa County Administration Building. 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 Proposed Performance Measures FY14/15 FY15/16 FY 16/17 Workers Compensation Number of Medical Only Claims 29 26 25 Number of lost time claims 23 26 25 Number of lost time days 1066 910 865 Auto Claims Input / Output Number of no fault auto claims (e.g. parked vehicle) 31 44 42 Number of at fault auto claims 31 44 42 Liability/E&O Claims Number of liability/E&O claims 3 1 1 Property Claims Number of property claims 45 26 23 Health & Wellness Number of employees participated in Health Fair 227 311 327 Number of employees participated in Benefits Fair 278 305 320 Workers Compensation Number of worker days lost to injury per full time employee 1.3 1.1 1.0 Number of worker days lost to injury per workers' comp 20.5 17.5 16.6 claim Number of workers' comp claims per 100 FTE's 6.6 6.5 6.2 Number of workers' comp claims per 100,000 hours worked 3.0 3.3 3.1 Efficiency / Effectiveness Number of lost time cases returned to work in 7 days 3 9 9.5 Number of lost time cases returned to work in 21 days 1 4 4 Number of lost time cases returned to work greater than 21 8 6 5.7 days Auto Claims *Number of at fault auto claims per total vehicles .05 .07 .06 *Number of at fault auto claims per 100,000 miles driven 66 94 89 Property Claims Property loss per $100 property value .07 1.0 1.0 Premiums per $100 property value at risk .298 .330 .261 Health & Wellness Percentage of employees participated in Health Fair .29 .39 .41 Percentage of employees participated in Benefits Fair .35 .38 .40 Based on 603 total vehicles Based on 4.7 million miles driven annually HISTORICAL STAFFING SUMMARY: Category FY14 FY15 FY16 FY17 Full-time Administrative & Support 2 2 2 2 Full-time Management & Professional 1 1 1 2 Total 3 3 3 4 EXPENDITURES: Risk Management Administration Expenditures Budget FY14 FY15 FY16 FY17 FY16/FY17 Increase/ Category Actual Actual Approved Proposed +/- Decrease Personnel Services $167,074 $157,966 $187,393 $253,146 $65,753 35.1% Operating Expenses $5,055 $15,547 $47,138 $57,421 $10,283 21.8% Capital Outlay $0 $0 $0 $2,000 $2,000 0.0% Total $172,128 $173,513 $234,531 $312,567 $78,036 33.3% ACCOUNTS: FY15 FY16 FY17 FY16/FY17 Increase/ Code Category Approved Approved Proposed +/- Decrease 10 Salaries & Wages 153,231 139,292 184,347 45,055 32.3% Added Safety Coordinator Position 20 Benefits 51,274 48,101 68,799 20,698 43.0% 32 Accounting & Auditing - - 30,000 30,000 0.0% Provides funding for an external assessment of self-insurance fund. 34 Contract Services - 23,000 70 (22,930) -99.7% Eliminated funding for temporary staffing. 40 Travel & Per Diem 3,400 2,600 4,100 1,500 57.7% Provides funding for the Safety Coordinator to travel within the county. 41 Communications Services 800 800 1,200 400 50.0% 42 Freight & Postage 1,000 1,000 1,000 - 0.0% 45 Risk Management Allocation 2,395 1,593 2,656 1,063 66.7% Increase is due to insurance costs. 46 Repair & Maintenance 800 300 1,150 850 283.3% 48 Promotional Activity 3,350 3,350 3,350 - 0.0% 49 Miscellaneous Charges 8,000 - 425 425 0.0% 51 Office Supplies 3,000 3,000 3,000 - 0.0% 52 Operating Supplies 3,650 8,225 8,225 - 0.0% 54 Books/Pubs/Subs & Memberships 792 1,190 1,165 (25) -2.1% 55 Training & Education Expenses 3,400 2,080 1,080 (1,000) -48.1% Reduction is based on historical usage. 60 Capital Outlay 1,000 - 2,000 2,000 0.0% Provides funding for a replacement shredder. TOTAL 236,092 234,531 312,567 78,036 33.3% EXPENDITURES: Self Insurance Expenditures Budget FY14 FY15 FY16 FY17 FY16/FY17 Increase/ Category Actual Actual Approved Proposed +/- Decrease Personnel Services $1,264,018 $1,430,877 $1,038,424 $1,287,424 $249,000 24.0% Operating Expenses $11,094,723 $11,453,992 $12,927,408 $13,329,461