Okaloosa County BOCC — July 26, 2016 — Agenda Packet — reading text

805 827 Total FTE’s for Human Resources Department (FY) 8 8 8 Input Total employee compensation (salary) (FY) $33,208,619 $33,296,877 $33,629,845 Number of vacancies during period (FY) 149 167 187 Number of Disciplinary Action (FY) 23 36 56 Output Total number of employee drug tests (FY) 533 327 327 Number of employees receiving tuition reimbursement (FY) 12 12 12 Total employee turnover rate (FY) 13.06% 13.45% 12.56% Compensation (salary) cost per FTE (FY) $42,196 $41,362 $40,664 Efficiency Number of qualified applicants per requisition (FY) 21 22 22 HR FTE Ratio (FY) 98:1 100:1 103:1 Average number of days to fill a position (FY) 81 69 60 Number of employees who left prior to one year of service 50 52 76 Effectiveness (FY) (29.59%) (34.69%) (51.89%) Percentage of trainees rating the programs as satisfactory or 93% 94% 95% above (FY) Number of promotions (FY) 77 51 51 HISTORICAL STAFFING SUMMARY: Category FY14 FY15 FY16 FY17 Full-time Administrative & Support 1 1 1 1 Full-time Management & Professional 7 7 7 7 Total 8 8 8 8 EXPENDITURES: Expenditures Budget FY14 FY15 FY16 FY17 FY16/FY17 Increase/ Category Actual Actual Approved Proposed +/- Decrease Personnel Services $460,579 $428,031 $541,360 $553,630 $12,270 2.3% Operating Expenses $49,086 $69,277 $75,717 $115,593 $39,876 52.7% Capital Outlay $0 $0 $0 $0 $0 0.0% Total $509,665 $497,308 $617,077 $669,223 $52,146 8.5% Packet Pg. 153 ACCOUNTS: FY15 FY16 FY17 FY16/FY17 Increase/ Code Category Approved Approved Proposed +/- Decrease 10 SALARIES & WAGES $388,146 $393,347 $404,254 $10,907 2.8% 20 BENEFITS $127,774 $148,013 $149,376 $1,363 0.9% 31 PROFESSIONAL SERVICES $3,850 $2,000 $2,000 $0 0.0% 34 CONTRACT SERVICES $4,500 $23,750 $61,456 $37,706 158.8% Provides funding for an FLSA study and increased funding for temp. help to check references. 40 TRAVEL & PER DIEM $2,356 $1,742 $1,742 $0 0.0% 41 COMMUNICATIONS SERVICES $1,200 $1,200 $1,200 $0 0.0% 42 FREIGHT & POSTAGE $1,200 $1,200 $1,000 ($200) (16.7%) 45 RISK MANAGEMENT ALLOCATION $8,019 $4,823 $5,485 $662 13.7% 46 REPAIR & MAINTENANCE $2,054 $1,907 $1,761 ($146) (7.7%) 47 PRINTING & BINDING $500 $500 $500 $0 0.0% 49 MISCELLANEOUS CHARGES $11,268 $6,884 $6,753 ($131) (1.9%) 51 OFFICE SUPPLIES $4,200 $3,000 $3,000 $0 0.0% 52 OPERATING SUPPLIES $10,277 $10,406 $12,391 $1,985 19.1% Increased funding for a desk and two chairs. 54 BOOKS/PUBS/SUBS & MEMBERSHIPS $2,430 $2,380 $2,380 $0 0.0% 55 TRAINING & EDUCATION EXPENSES $7,840 $15,925 $15,925 $0 0.0% 60 CAPITAL OUTLAY $4,000 $0 $0 $0 0.0% TOTAL $579,614 $617,077 $669,223 $52,146 8.5% Packet Pg. 154  BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST DATE: July 26, 2016 TO: Honorable Chairman and Members of the Board FROM: John Hofstad, County Administrator SUBJECT: Risk Management The attached document provides a Presentation and the Performance Based Budget for Risk Management. Packet Pg. 155 Packet Pg. 156 • Employee Benefits • Loss Prevention • Claims Management • General Liability • Workers’ Compensation • Auto and Property • Safety • Public Records • ADA Coordinator Packet Pg. 157  Unaware of Surroundings Improper Lifting 17% 26% $97,532 $148,743 Improper Personal Protective Struck By Equipment 32% 12% $180,687 $69,824 Pushing & Pulling 13% $77,041 Packet Pg. 158  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. Packet Pg. 159  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