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HomeMy WebLinkAboutMinutes - Minutes - Risk Management and Worker's Compensation Trust Board - Meeting Date: 5/12/2008 SUMMARY MINUTES OF THE RISK MANAGEMENT AND WORKERS' COMPENSATION TRUST FUND BOARD May 12, 2008 Civic Center, Annex Board Room 5750 West Glenn Drive Glendale, AZ 85031 MEMBERS PRESENT: David Goulet, Council Member—Chair Person Ray Shuey, Chief Financial Officer Donald Knafels, Board Member John Stem, Board Member Julie Stiak, Board Member STAFF PRESENT: Jim Loeb, Risk Manager Pat McPherson, Workers' Compensation Claims Analyst Andy Jennings, Loss Control Supervisor MEMBERS ABSENT: Call to Order Chairman Goulet called the meeting to order at 6:50 PM. Review and Consider Approval of the Minutes for Approval Mr. Goulet moved for approval and Mr. Stem seconded the motion. It was voted unanimously to accept the Minutes as presented. Risk Department Update Risk Manager, Jim Loeb, reviewed the mission of the risk department and division staffing and functions. It was noted that the authority for the city's Risk Management Trust comes under Arizona Revised Statutes 11-981, which grants public entities the authority to self-insure. Mr. Loeb informed the Trustees State statute requires each public entity that has a self-insurance program, to have a licensed risk management consultant and five joint trustees to oversee the trust funds. Mr. Loeb explained that the city has two (2) trust funds. The Risk Management Trust funds the liability claims and excess liability insurance. The Workers' Compensation Trust funds employee injuries, excess insurance for the Workers' Compensation claims, third party claims administration and Industrial Commission of Arizona taxes and fees. Risk Management and Workers'Compensation Trust Fund Board Minutes 5/12/2008 Page 1 Annual Review Mr. Loeb noted that internal premiums are assessed to departments annually to fund property, liability and Workers' Compensation loss exposures. The funds generated by the premiums are deposited in the two trust funds. Each year loss experience is provided to the Budget department for paid claims over the prior five years. The budget department develops the internal premiums based on a formula that weights premiums 50 percent ms on departmental loss experience and 50 percent is based on exposure (staffmg level, the size of their fleet, etc). The trustees were informed Risk staff preaches safety to departments and one way to motivate them is explaining the impact of losses on the internal premiums charged to their budgets. Chairman Goulet asked if this was done annually and Mr. Loeb responded affirmatively. Risk Manager Loeb reported the premium for excess liability insurance with a million-dollar deductible and limits of 50 million was $711,674. The property insurance premium is $179,635 and has a $50,000 deductible and one billion in limits. The city has around $350 million in property values. The city's property program is a group purchase program leveraging the capability to buy a better product in the market. Mr. Goulet said he would think the city had higher than $350 million in property. Mr. Loeb said the city only purchases property coverage for buildings, contents and equipment and not for underground utilities, land and other things. Further discussion ensued regarding limits, deductibles and coverage. Chairman Goulet asked the Risk Manager, Jim Loeb, to provide some comparisons on the airport coverage due to the increased traffic and the types of celebrities and types of aircraft that are coming to the Glendale Airport. Chairman Goulet also asked about the new court building and the affect on deductibles or limits. Risk Manager Loeb indicated that it should not have an effect since premiums are based on values. Mr. Loeb said Westgate with the parking garage; convention center and media center are current projects with the Oasis water plant is near term future project. Mr. Loeb explained the property and liability expense graph, indicating estimated claims for this year are projected at 1,385,000, which is close to last year's paid claims. The city had approximately $350,000 savings on insurance premiums, $15,000 on staff and about $20,000 in other claims items. Mr. Loeb then presented the Worker's Compensation experience indicating total costs for fiscal year 04-05 was over $1 million; 05-06 saw a drop to $751,000, partially due to a $300,00 recovery from the excess carrier. In 06-07, the city had $854,000 in claims and is forecasting $730,000 this year. The graph from the excess Workers' Compensation carrier report was presented and Mr. Loeb informed the trustees the benchmark "Best Practices" target is 20 percent below the benchmark. The benchmark is other comparable public entities. The total cost of risk graph was discussed by Mr. Loeb. He informed the trustees as the city grows and is taking on more risk; those cost percentages are measured against the operating budget. Risk Manager Loeb reported that the city has achieved the best cost of risk ratio to operating budget in over six(6) years, which is an accomplishment. It was noted that legal costs, that are difficult to control, as a percent of total liability payments, are becoming a large part of the claim costs. The trustees reviewed a chart on the city property collections. During fiscal year to date 07-08, $270,000 in damages to city property was billed and around $175,000 has been collected. Risk Management and Workers'Compensation Trust Fund Board Minutes 5/12/2008 Page 2 Improvement is believed to be partially due to improvement in reporting by the Police department. Risk Manager Loeb discussed the purpose of having actuarial studies performed and reviewed a graph with the board members, The actuaries establish a fair statement of what our liabilities are for the financial statements at the end of the year. City auditors need to have a comfort zone as to what has been booked as liabilities on city financial statements and that they actually are a fair representation of liabilities. Mr. Loeb informed the trustees the city funds claims at approximately the 55% confidence level. Pat McPherson, Workers' Compensation Claims Analyst discussed employee injuries and reported the top five Workers' Compensation injury types were: overexertion; fall from elevation; other falls; physical assaults; and vehicle accidents. Ms. McPherson informed the trustees another area being administered by Risk Management is the drug and alcohol program for the city. Random drug testing program is in place to assure that the employees are complying with the city's policy regarding drug free workplace. Training for supervisors in safety-sensitive positions was provided to assist them in identifying any substance abuse and how to handle it when it does come to their attention. This program indirectly impacts the city's losses by not only saving an employee from injury, but preventing liability and property claims as well. Andy Jennings, Loss Control Supervisor, discussed vehicle accidents with the board members by reviewing a chart outlining the top six (6) most frequent vehicle accidents: backing; side-swipe; head-on; T-bone; and drove over. Vehicle accidents are charted by department and then a loss prevention report with details is provided to the departments including recommendations on the areas to focus on to reduce the type of accidents. Police, Fire and Field Operations established their own accident review committees. Mr. Jennings reviewed with the board members some of the claim reduction efforts being conducted. Ergonomic assessments are made known to the employee population to lessen the discomfort of workstation or vehicle use in an effort to avoid a claim. Mr. Jennings commented on the utilization of the occupational health nurse in treating employee on-the-job injuries. The city's occupational health nurse will triage incidents and minor injuries to see if they require treatment at an occupational clinic. Another claim reduction effort is the city's extensive modified duty program. Just about any physical restriction can be accommodated. An additional training component was outlined - the Advanced Officers Training project. Police officers are informed on how to report claims, when to report claims, why to report claims, what to look for and how claims affect bottom line and budgets. Risk Management expanded intranet-based training and other safety related material on the website to provide additional resources for managers, supervisors and employees. Computer- based training modules for safety can be downloaded to the employee workstation computer. Videos, handouts and PowerPoint presentations are also available. Regular Safety Coordinator Committee meeting started one year ago. There are now six (6) departments participating: Police, Fire, Transportation, Parks and Recreation, Field Operations and Utilities. Risk Management and Workers' Compensation Trust Fund Board Minutes 5/12/2008 Page 3 Risk Manager Loeb stated that the city is on the verge of implementing a paperless Workers' Compensation claims management information system. All documentation, i.e., photos, reports and all history of a claim is electronically captured and filed. The system should be in place by the end of June, 2008. Board member Stern asked for follow-up on his question about the control of insurance certificates presented last year wondering what kind of progress was made. Mr. Loeb indicated that the system is still decentralized so each department has their own monitoring system. Good interactions are established with the various departments. Mr. Stern stated that as long as Risk Management is comfortable with the current system and it is getting the job done, he has no issues. Board Member Knafels inquired about moving funds from Workers' Compensation to the Liability fund and should the liability rate be increased and the Workers' Compensation rates reduced. Mr. Loeb responded that he will revisit this issue with the Budget department to address this as part of the annual budget process. Risk Manager Loeb summarized this annual review by stating that Risk Management staff is working together with other departments to protect the city's assets from losses and to provide a safe place to live and work for employees and citizens. Adjournment Chairman Goulet adjourned the Trust Fund Board meeting at 7:53PM. Risk Management and Workers' Compensation Trust Fund Board Minutes 5/12/2008 Page 4