Executive Committee Agenda April 24, 2014 Page 1 CALIFORNIA JOINT POWERS RISK MANAGEMENT AUTHORITY EXECUTIVE COMMITTEE MEETING April 24, 2014 - 9:00 A.M. Hilton Garden Inn Redding 5050 Bechelli Lane Redding, CA 96002 (530) 226-5111 AGENDA I. CALL TO ORDER: 9:00 A.M. II. ROLL CALL III. APPROVAL OF MINUTES • Minutes of the Executive Committee meeting held on February 20, 2014 (Pages 3-6) IV. COMMUNICATIONS A. Executive Committee Members B. General Manager/Secretary C. Next Scheduled Meetings: Board of Directors (05/13/2014-05/15/2014) City of Lodi Executive Committee (07/17/2014) V. CONSENT CALENDAR • None VI. THIS TIME IS RESERVED FOR MEMBERS OF THE PUBLIC TO ADDRESS THE EXECUTIVE COMMITTEE ON MATTERS OF EXECUTIVE COMMITTEE BUSINESS VII. ACTION CALENDAR 1. Business Calendar 2014 (Pages 7-10) 2. Approval of General Manager’s Goals and Objectives 2013-2015 (Pages 11-22) 3. Application for Membership from Association of Bay Area Governments’ Pooled Liability Association Network (PLAN) (Pages 23-39) 4. Reimbursement of General Liability Training Expenses Policy (Pages 40-43) 5. Approval of Administrative Assistant Job Description (Pages 44-51) 6. Risk Management Issues (Page 52) Page 1 Page 1
Transcript
Executive Committee Agenda April 24, 2014 Page 1
CALIFORNIA JOINT POWERS RISK MANAGEMENT AUTHORITY
EXECUTIVE COMMITTEE MEETING
April 24, 2014 - 9:00 A.M.
Hilton Garden Inn Redding
5050 Bechelli Lane Redding, CA 96002
(530) 226-5111
AGENDA
I. CALL TO ORDER: 9:00 A.M.
II. ROLL CALL
III. APPROVAL OF MINUTES
• Minutes of the Executive Committee meeting held on February 20, 2014 (Pages 3-6)
IV. COMMUNICATIONS
A. Executive Committee Members
B. General Manager/Secretary
C. Next Scheduled Meetings: Board of Directors (05/13/2014-05/15/2014) City of Lodi
Executive Committee (07/17/2014)
V. CONSENT CALENDAR
• None
VI. THIS TIME IS RESERVED FOR MEMBERS OF THE PUBLIC TO ADDRESS THE EXECUTIVE COMMITTEE ON MATTERS OF EXECUTIVE COMMITTEE BUSINESS
VII. ACTION CALENDAR
1. Business Calendar 2014 (Pages 7-10)
2. Approval of General Manager’s Goals and Objectives 2013-2015 (Pages 11-22)
3. Application for Membership from Association of Bay Area Governments’ Pooled Liability Association Network (PLAN) (Pages 23-39)
4. Reimbursement of General Liability Training Expenses Policy (Pages 40-43)
5. Approval of Administrative Assistant Job Description (Pages 44-51)
6. Risk Management Issues (Page 52)
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Executive Committee Agenda April 24, 2014 Page 2
VIII. CLOSED SESSION
1. Government Code Section 54956.9 (a)
Conference with Legal Counsel - Pending Litigation
Name of Case: Hall, et, al. v. City of Fairfield, et, al.
2.
Court: United States District Court, Eastern District of California Case No.: 10-CV-00508-GEB-DAD
Government Code Section 54956.9 (a)
Conference with Legal Counsel - Pending Litigation
Name of Case: Storey v. City of Roseville, et, al.
Court: Superior Court of California, County of Placer Case No.: SCV0032572
IX. ACTION ON CLOSED SESSION ITEMS
X. ADJOURNMENT
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Executive Committee Meeting Minutes November 05, 2013 Page 1
CALIFORNIA JOINT POWERS RISK MANAGEMENT AUTHORITY
EXECUTIVE COMMITTEE MEETING
February 20, 2014 – 10:00A.M.
CJPRMA Main Office
3201 Doolan Road, Suite 285 Livermore, CA 94551
(925) 837-0667
MINUTES
I. CALL TO ORDER:
• President Giles called the meeting to order at 10:02 a.m.
II. ROLL CALL
PRESENT
1) Janet Hamilton, Livermore
2) Ron Blanquie, Petaluma 3) Steve Schwarz, Fremont
4) Lynn Margoles, Santa Rosa 5) Mark Ferguson, REMIF 6) Anthony Giles, Sunnyvale
• A motion by Director Blanquie, seconded by Director Ferguson, to approve the minutes of the Executive Committee meeting held on November 05, 2013, Directors Giles, Schwarz, Hamilton, Blanquie, Ferguson and Margolies voted for the approval of the minutes. Director Carmona was absent. Motion passes.
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Executive Committee Meeting Minutes February 20, 2013 Page 2
IV. COMMUNICATIONS
A. Executive Committee Members B. General Manager/Secretary C. Next Scheduled Meetings: Board of Directors (03/20/2014) CJPRMA Main Office
Executive Committee (04/17/2014) City of Redding
V. CONSENT CALENDAR
• None
VI. THIS TIME IS RESERVED FOR MEMBERS OF THE PUBLIC TO ADDRESS THE EXECUTIVE COMMITTEE ON MATTERS OF EXECUTIVE COMMITTEE BUSINESS
VII. ACTION CALENDAR
1. Business Calendar for 2014 The business calendar was provided to the Executive Committee as a standing agenda item. The calendar provides the committee with key business items and the required dates for completion. No action was required on this item.
2. Review of Strategic Plan The general manager provided a question to the Executive Committee on their perspective to the following topics: A. Board Member Attendance – How to do business better.
1. Video conference possibilities 2. Reduce number of board meetings
Two of our members received letters of poor attendance and one other member has stated that it is difficult to attend the mandatory number of meetings. Director Margolies requested to see the attendance records. President Giles added that if board meetings were decreased, then Executive Committee meetings should be increased. Claims Administrator Schweikhard suggested the possibility of increasing settlement authority to the executive committee in the event that regular meetings were decreased. Director Ferguson disagreed with the reduction of board meetings. He did, however, agree with giving the executive committee more authority in decision making. President Giles reminded the committee that the purpose of a board meeting is to conduct CJPRMA business. Board Counsel Byrne Conley advised that the trend among pools at this time is to have less board meetings. He suggests managing board meetings differently by adding to the standing responsibilities of the executive committee. Director Blanquie suggests CJPRMA conducts additional outreach with members to minimize the need for the current board meeting schedule.
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Executive Committee Meeting Minutes February 20, 2013 Page 3
Director Margolies expressed and interest that it is important to maintain communication and when board meetings occur, the directors understand the issues more clearly. Director Ferguson expressed a concern about allowing the executive committee to take on more responsibilities because new members may not have the opportunity to be as involved as they would like. A motion by Director Ferguson and seconded by Director Giles to recommend the approval of the updated strategic plan for 2013-2016 with the changes made by Executive Committee to the Board. Directors Giles, Schwarz, Hamilton, Blanquie, Ferguson and Margolies voted for the approval of agenda bill # 2. Director Carmona was absent. Motion passes.
3. General Manager’s Goals and Objectives 2013-2014
The general manager presented to the Executive Committee, his proposed goals and objectives for 2013-2014 program year. He said that the Executive Committee and the general manager will work together to prepare the goal and objectives for the evaluation period of 2013-2014. After the review of the strategic plan at today’s meeting and feedback from the Executive Committee, it was determined that the proposed goals and objectives for 2013-2014 are in line with CJPRMA ongoing needs. One minor change recommended by the Executive Committee was to extend the goals and objectives from 2013-2014 to 2014-2015 fiscal year. The general manager agreed with this recommendation. A motion by Director Blanquie, seconded by Director Margolies to recommend to the Board of Directors to approve and extend the general manager’s goals and objectives for 2013-2014 to 2014-2015. Directors Giles, Schwarz, Hamilton, Blanquie, Ferguson and Margolies voted for the approval of agenda bill # 3. Director Carmona was absent. Motion passes.
4. Reimbursement of General Liability Training Programs
The general manager informed the Executive Committee that a request was made by a member to review the Reimbursement of General Liability Training Expenses Policy. He stated that a member had requested reimbursement for participation in the Liebert Cassidy Consortium, which provides both telephonic support for EPL claims and seminars to participants of the program. The request was denied based on two requirements of the policy.
1. The request for reimbursement was for a membership in a program and not a seminar conducted locally by the agency.
2. The request was submitted months after the 60-day time period as required. He asked the committee to review the current adopted policy and to provide feedback for modifications if any. The current policy contains the following seven items that are conditions required for reimbursement.
The expenses must meet the following conditions in order to be eligible for reimbursement:
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Executive Committee Meeting Minutes February 20, 2013 Page 4
1. the training must be directly related to general liability matters; 2. they must have been incurred in the program year in which the reimbursement is requested; 3. they must have been incurred for the use of outside consultants; 4. they must have been incurred for the use of non-member facilities; 5. they must have been incurred for the preparation of materials by an outside organization; 6. they must have been incurred for the provision of food and non-alcoholic beverages for the
attendees; 7. reimbursement requests with copies of invoices, must be submitted within 60 days following
the end of the fiscal year;
Director Ferguson suggested presenting the item for discussion to the full Board at the March meeting. He said based on the Boards recommendation than draft a new policy if required. The general manager said that he will place this item on the March board meeting agenda. No action was required on this item.
5. Risk Management Issues
Director Margolies asked if anyone of the members had policies on digital signatures on contracts or agreements. Board Counsel Byrne Conley said that the policies should follow code. Director Margolies said that the attorneys are asking for policy or procedure. It was suggested that public agencies should have policies regarding digital signatures.
VIII. CLOSED SESSION
• None
IX. ACTION ON CLOSED SESSION ITEMS
• There were no closed session items to report.
X. ADJOURNMENT
• The meeting was adjourned at 2:02 p.m.
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CALIFORNIA JOINT POWERS
RISK MANAGEMENT AUTHORITY
AGENDA BILL
ITEM: 1 TITLE: BUSINESS CALENDAR FOR 2014
MEETING: 04/24/2014
GENERAL MANAGER:
Recommended Actions:
None: This item is being provided for information purposes only.
Item Explanation:
The CJPRMA 2014 Business Calendar will be provided as a standing agenda item for all future board meetings. This calendar provides board members and staff with a listing of key business items and the required dates for completion.
Fiscal Impact:
None. Exhibits:
1. CJPRMA 2014 Business Calendar.
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CALIFORNIA JOINT POWERS RISK MANAGEMENT AUTHORITY
2014 BUSINESS CALENDAR January
• Distribution of Executive Committee Agenda – 1/09/2014 • Executive Committee Meeting – 01/16/2014 • Member Quarterly Payroll Reports – 01/31/2014
February • FPPC Form 700 Filing Requests Sent Out • PARMA Conference (02/09/2014 - 02/12/2014) • Deadline for Members to submit Agenda items for March Meeting – 02/25/2014 • Redistribution of Equity Checks • Distribution of Summary of Property Values • Distribution of Summary of APD Values • Distribution of Summary of Boiler & Machinery Values • Return APD, Property and Boiler & Machinery Renewals Lists to Staff
March • Distribution of Board of Directors Meeting Agenda – 03/13/2014 • Board of Directors Meeting – 03/20/2014 • Annual Meeting Room Requests
April • FPPC Form 700 Filing Deadline April 1, 2014 • Distribution of Executive Committee Meeting Agenda – 04/17/2014 • Executive Committee Meeting – 04/24/2014 • Distribution of Certificate of Coverage Renewals Lists • Requests for Nominations for President/Vice President (Bi-annually) • Deadline for Members to submit Agenda items for Annual Meeting – 04/23/2014 • Distribute nomination for President and Vice President (even numbered years) • Member Quarterly Payroll Reports – 04/30/2014
May • Distribution of Board of Directors Annual Meeting Agenda– 05/06/2014 • Board of Directors Annual Meeting – 05/13/2014 – 05/15/2014
o Commercial Insurance Renewals o Proposed Budget for 2014-2015 o Claims Audit Presentation o AB 1234 Ethics Training (even numbered years)
• Return Certificate of Coverage Renewals Lists to Staff
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Revised 03-04-2014
• Deadline for Members to submit Agenda items for June Meeting – 05/22/2014
June • Distribution of Board of Directors Meeting Agenda – 06/12/2014 • Board of Directors Meeting – 06/19/2014
o Bi-annual election of President and Vice President (even numbered years) o Election of Executive Committee Members o Bi-annual Review of Conflict of Interest Code (odd numbered years)
• Certificates of Coverage Renewals mailed to certificate holders (6/30/2014) • Risk Management Plan Revisions • Requests for reimbursement of liability training expenses due by August 31,2014
July
• Distribution of Executive Committee Meeting Agenda – 07/10/2014 • Executive Committee Meeting – 07/17/2014 • General Liability Premiums Billed • Auto Physical Damage Program Premiums Billed • Property Program Premiums Billed • Boiler & Machinery Premiums Billed • Member Quarterly Payroll Reports -07/31/2014
August
• Financial Audit in process • Actuarial Study in process
September
• Distribution of Executive Committee Agenda – 09/12/2014 • Executive Committee Meeting – 09/19/2014 • CAJPA Conference 09/16/2014 - 09/19/2014 • Deadline for Members to submit Agenda items for October Meeting – 09/24/2014
October
• Distribution of Board of Directors Meeting Agenda – 10/16/2014 • Board of Directors Meeting – 10/23/14
o Financial Audit Presented o Approval of Annual Meeting and Holiday Calendars o Bi-annual Appointment of Treasurer (even numbered years)
• Member Quarterly Payroll Reports – 10/31/2014
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Revised 03-04-2014
November
• Distribution of Executive Committee Meeting Agenda – 11/13/2014 • Executive Committee Meeting – 11/20/2014 • Deadline for Members to submit Agenda items for December Meeting –
11/27/2014
December
• Distribution of Board of Directors Meeting Agenda – 12/11/2014 • Board of Directors Meeting – 12/18/2014
o Annual Report Presented o Actuarial Study Presented o Annual Review of Investment Policy
• Deadline for change to SIR or withdrawal from any CJPRMA program - 12/31/2014
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CALIFORNIA JOINT POWERS RISK MANAGEMENT AUTHORITY
AGENDA BILL
ITEM: 2 TITLE: APPROVAL OF GENERAL MANAGER’S GOALS AND OBJECTIVES 2013-2015
MEETING: 04/24/2014
GENERAL MANAGER:
Recommended Actions:
The general manager recommends that the Executive Committee approve the General Manager’s
Goals and Objectives FY 2013-2015, created by the committee at the February meeting. Item Explanation:
The Executive Committee and the general manager created the General Manager Goals and Objectives for FY 2013-2015. The Executive Committee presented these goals to the Board of Directors at the March meeting. After much discussion, the Board recommended that the creation of the goals and objectives for the general manager should not be provided to the Board of Directors at all of their meetings. The Board further recommended that this issue be referred to the Executive Committee for further review and discussion. The Board concurred that having a set of goals and objective’s was redundant to the strategic plan. In addition, the Board recommended that the general manager be permitted to provide leadership of the organization based upon the adopted FY 2013-2016 Strategic Plan.
The Board approved the FY 2013-2016 Strategic Plan and a copy of that document has been included as an attachment to this agenda bill. The goals and objectives document has been the key document utilized by the Executive Committee for the purpose of evaluating the performance of the general manager. This document has also been used as a communication tool to keep both the Board of Directors and the Executive Committee informed of the accomplishments of the CJPRMA team and the general manager. Discarding of this tool will make it difficult for the Executive Committee to evaluate the performance of the general manager. The document provides for objective measurable standards that serve as the bases of the evaluation process. Without this document or a similar tool, the ability to objectively evaluate the performance of the general manager will be very difficult. Historically, this organization failed to utilize such a tool, consequently many of the evaluations were performed using non-objective standards such as impressions, thoughts and opinions rather than factual based criteria. The new goals and objectives created at the February meeting were designed for a two year period. The thought and discussion by the Executive Committee indicated that it was difficult and time consuming to recreate the goals and objectives on an annual basis. The two-year
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duration on the goals will allow the organization to continue with a long-range approach to the operation of CJPRMA. The Board of Directors and Executive Committee worked diligently with staff to create a strategic plan that provides direction for the organization and a framework for the operation. Utilizing these standards and developing tactical plans to carryout this strategic plan are critically important for the success of CJPRMA. The goals and objective document created by the Executive Committee is a very valuable tool. The general manager recommends that the Executive Committee approve the goals and continue to utilize the document as the objective tool for insuring the general manager meets and exceeds the expectations of the Board of Directors. The general manager will be available to discuss the proposed goals & objectives.
Fiscal Impact:
None.
Exhibits:
1. General Manager’s Goals and Objectives 2013-2015 2. FY 2013-2016 Strategic Plan.
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1 | P a g e Updated 04-24-2014
GENERAL MANAGER GOALS & OBJECTIVES FOR 2013- 2015
GOALS OUTCOMES COMMITTEE ASSIGNMENT
TASKS COMPLETED
Financial Strength and Solvency
15%
The general manager will monitor the development of programs and services for the organization that maintain the invested assets of CJPRMA, maintain or reduce the current costs to members and provide enhanced excess/reinsurance coverage to member exposures. Will make recommendation to the Board of Directors as needed.
Executive Committee
Develop core products and services with innovation.
15%
The general manager will continue to evaluate and monitor the core products and services provided to members. These products and services will be driven to insure financial strength and solvency to CJPRMA. CJPRMA will also attempt to broaden coverage and services that meet the needs for cost effective services for our members. The primary areas of focus for the achievement of this goal will include the following:
1. Risk Management Information Services 2. Coverage 3. Claims Management
General Manager
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GOALS OUTCOMES COMMITTEE ASSIGNMENT
TASKS COMPLETED
Develop and deliver targeted training programs to members
based upon CJPRMA and member loss history.
10%
Collect the necessary data for the purpose of identifying the primary loss exposures for CJPRMA and our members. Utilize the data for the purpose of developing state of the art, effective training sessions for members. The primary areas of focus for completing this objective include the following:
1. Targeted training-Aligned to loss history and actual trends.
2. Member Education – Develop a training program for member management and operations.
3. Director Education and Training – Enhance skills of Directors through education and training.
General Manager
Create an approach to marketing the value of
CJPRMA to its members and identify market opportunities
for control growth of the organization.
10%
Develop a member outreach program that provides members with key information identifying the value of CJPRMA to its members. In addition, evaluate the opportunities for development of a targeted marketing effort to organizations that meet and or exceed current member standards. The primary initiatives for the delivery of an effective outreach program will include:
1. Marketing communication brochure 2. Exclusions and alternative coverage 3. Market definition and outreach
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GOALS OUTCOMES COMMITTEE ASSIGNMENT
TASKS COMPLETED
Implement and monitor an information technology upgrade to all CJPRMA
systems.
5%
CJPRMA is implementing a new RMIS System. The system will be utilized as the primary workflow product for the organization and will provide membership with the opportunity to utilize multiple modules within the system for a significantly discounted pricing. In addition CJPRMA will evaluate all of its technology solutions and will expressly evaluate for following key areas:
1. Claims Management Technology 2. Member information upgrade 3. Exposure Data 4. Webinars
General Manager
Provide consultation to board members and individual
member agencies by resolving questions and issues
concerning agency risk management practices and
procedures.
10%
The general manager is available to assist board members and their agencies by reviewing contracts, performing audits, reviewing policies and by making practices for best practice risk management. General manager will work with ad-hoc committee to develop CJPRMA standards for risk transfer and will populate the new Risk Console System with standardized contract requirements.
Provide updated information to members on CJPRMA programs, services and
provide ongoing updates on legislative changes including results of litigation affecting
our industry. 10%
CJPRMA staff will provide ongoing updates to members on programs and services and shall provide training on an annual basis that will include:
1. New board member orientation 2. Update on all memorandum of coverage
documents 3. Claims update 4. Case law updates
General Manager and Staff
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GOALS OUTCOMES COMMITTEE ASSIGNMENT
TASKS COMPLETED
Enhance the CJPRMA claims processing, litigation
management program and the delivery of litigation/claim information to the board of
directors. 10%
The general manager will work with staff to continue to improve the delivery of claims management to members. Staff will review options for a preferred provider network of legal counsel, develop improved reporting to the board of directors on all claims and continue to provide semi-annual updates on the overall claims management process and organization experience
General Manager
and Staff
Manage all aspects of the operation of CJPRMA
including staff, operations and outside vendors.
10%
The general manager has the overall responsibility to oversee the performance of staff and to work with staff to develop capabilities within CJPRMA. General manager must also oversee all outside vendors to insure the highest quality and most efficient use of resources for the delivery of service to the organization and its members.
General Manager
Manage the CJPRMA facility and coordinate all aspects of
building maintenance and maintain relationship with
tenant. 5%
General Manager will be responsible for maintaining all operations of the new facility and provide oversight and coordination of tenant relationship and coordination of other condo owners at facility.
General Manager
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WHEN WHO ACTION STEP COMMENTS
ONTARGET
FY 2013-2016 GM & Staff
Monitor investment income and provide program contributions based upon rolling six year average.
Monitor contribution to ELF to achieve member contribution stabilization.
FY 2013-2016 GM & Board
Review investment portfolio results and continue to monitor program for achieving long term investment yield.
Provide Board of Directors with actual investment returns and identify impact on contributions.
6/30/2014 GM & Staff
Implement the electronic resource for the tracking of Certificates of Insurance by members
12/31/2014 GM & StaffCreate a Best Practices Risk Management Tool Kit
To be based upon recommended standards
FY 2014-2016 GM & Staff Model Policies and Procedures
FY 2014-2015 GM & Board
Develop risk management advisory standards and audit members for compliance
To be based upon recommended standards
Initiative 1.3 Coverages
Ongoing GM & StaffReview all CJPRMA coverage programs and evaluate market
Initiative 1.1 Financial Strength and Solvency - new addition
Initiative 1.2 Risk Management Information Services
Ongoing GM & Staff Review availability of optional programs
Ongoing GM & StaffIdentify market coverage programs based upon member needs
Re-evaluate the Excess Worker's Compensation option during the 2015
FY 2014-2015 GM & StaffDevelop best claims management practices and procedures
In process - as yet to be defined
FY 2014-2015 GM & StaffLitigation Management (rate survey, panel list) To be completed yearly
Ongoing GM & StaffExpanded Claims Audit to include primary exposures
6/30/2014 GM & StaffInput historical claims data information into risk console
Ongoing GM & StaffBi annual statistical review of claims
Initiative 1.4 Claims Management
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WHEN WHO ACTION STEP COMMENTS
ONTARGET
FY 2014-2015 GM & Staff
Identify loss history by type of loss and survey members for suggestions
To be based upon collected data
FY 2014-2015 GM & StaffDevelop a training portfolio for members
FY 2014-2015 GM & StaffEvaluate a risk management academy program
FY 2014-2015 GM & Staff Claims management training
FY 2014-2015 GM & StaffCreate targeted training program focusing on loss history
To be based upon collected data
FY 2014-2015 GM & StaffPrepare a set of core competency training programs
STRATEGIC GOAL 2: MEMBER EDUCATION AND TRAINING INITIATIVE
WHEN WHO ACTION STEP STATUS COMMENTS
DONE ON TARGET
REVISED
12/31/2014 GM & StaffProvide annual property & liability MOC training/updates
12/31/2014 GM & Staff New member orientation Ongoing GM & Staff ARM series presentations2014 GM & Staff Governance training
STRATEGIC GOAL 2: MEMBER EDUCATION AND TRAINING INITIATIVE
Initiative 2.1 Targeted Training and Member Education - Aligned to loss history and actual trends/Develop a training program for member management and operations
REVISED
STATUS
Initiative 2.2 Director Education and Training - Enhance skills of Directors through education and training
DONE
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2014 GM & Staff
Use technology to record trainings and make available online
WHEN WHO ACTION STEP STATUS COMMENTS
DONE ON TARGET
REVISED
12/31/14GM & Staff
Create an overview of exclusions and alternative coverages for those exclusions
FY 2014-2015 Board & GMEvaluate coverage options and extensions within MOC
FY 2014-2015 GM & StaffDefine target market and potential members
FY 2014-2015 GM & Staff
Evaluate outreach options and develop appropriate materials for targeted audience
FY 2014-2015 GM & Staff
Explore expansion of super pool concept evaluating alternative attachments and excess
2014 Board & GMDeliver CJPRMA overview to member Council & Executive Staff
2014 Board & GM
Form a Marketing Task Force to explore ideas and provide direction for marketing outreach
Explore engaging a professional consultant or firm to assist
Initiative 3.1 Exclusions and Alternative Coverages
Initiative 3.2 Market Definition and Outreach
STRATEGIC GOAL 3: MARKETING AND COMMUNICATION OUTREACH
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WHEN WHO ACTION STEP COMMENTS
ONTARGET
6/30/2014 GM & Staff Implementation of Risk Console
Ongoing GM & StaffProvide member support for utilization of RMIS
12/31/2014 GM & StaffCreate uniform coding for membership
Ongoing GM & StaffSupport member transition and utilization of Risk Console
FY 2014-2015 Gm & StaffPromote data collection and include primary exposures
12/31/2014 GM & StaffCreate reports identifying claims exposure data for members
Ongoing Board & GMCollect member expsoures for marketing of programs
Initiative 4.3 Exposure Data
REVISED
Initiative 4.2 Member Information Upgrade
DONE
STATUS
STRATEGIC GOAL 4: INFORMATION TECHNOLOGY UPGRADE
Initiative 4.1 Claims Management Technology
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STRATEGIC GOAL 4: INFORMATION TECHNOLOGY UPGRADE
WHEN WHO ACTION STEP STATUS COMMENTS
DONE ON TARGET REVISED
12/31/2014 GM & StaffCreate short subject activity specific webinars
FY 2014-2015 GM & StaffIdentify resources for creation of webinars/online meetings
12/31/2014 GM & StaffUtilize technololgy to enhance member participation
FY 2015-2016 GM & Staff
Provide desktop tools for members to evaluate claims and exposures
Initiative 4.5 Enhanced Financial Reporting
Initiative 4.4 Webinars
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CALIFORNIA JOINT POWERS RISK MANAGEMENT AUTHORITY
AGENDA BILL
ITEM: 3 TITLE: APPLICATION FOR MEMBERSHIP FROM ASSOCIATION OF BAY AREA GOVERNMENTS’ POOLED LIABILITY ASSOCIATION NETWORK (PLAN) MEETING: 04/24/2014
GENERAL MANAGER:
Recommended Actions: The general manager recommends that the Executive Committee review the application for membership submitted by Pooled Liability Association Network (PLAN) effective July 1, 2014 and prepare a recommendation for the Board of Directors May Meeting.
Item Explanation: The Association of Bay Area Governments’ Pooled Liability Association Network (PLAN) has submitted an application for membership, a copy of which is attached hereto as an exhibit. The PLAN is a non-profit corporation formed in 1986, whose purpose is to benefit the citizens of each member community by establishing a stable, cost-effective self-insurance, risk sharing and risk management program. ABAG administers the plan under the direction of its member communities. The PLAN provides multiple lines of coverage including liability, property, auto physical damage and workers’ compensation. The PLAN is governed by a 29 member Board of Directors. James Hill, ABAG Risk Officer serves as the administrator of the program. The PLAN’s current liability retention limit is $5,000,000. Excess coverage for the current program year is provided by the Insurance Company of the State of PA in the amount of $10,000,000 in coverage limits excess of the $5,000,000 retention. Lexington provides excess coverage of $10,000,000 limits in excess of the underlying $15,000,000 retained limit. PLAN also offers an optional $25,000,000 additional excess limit that is currently purchased by four members. Mr. Hill has met with the PLAN Board of Directors and the intent of the organization is to reduce their current retention. PLAN has requested that CJPRMA consider the development of an additional pooled layer of $2,000,000 or $2,500,000 in addition to requesting a quote at the $1,000,000 retention limit. The 2013-2014 payroll for the PLAN is $362,051,154. This payroll amount would increase the overall CJPRMA payroll for PY 2013-2014 of $1,455,653,454 by 24.8%. The PLAN members
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are all Bay Area cities and many of the cities are full service cities. The following is a list of the current members of the PLAN. American Canyon Atherton Benicia Burlingame Campbell Colma Cupertino Dublin East Palo Alto Foster City Gilroy Half Moon Bay Hillsborough Los Altos Hills Los Gatos Millbrae Milpitas Morgan Hill Newark Pacifica Portola Valley Ross San Bruno San Carlos Saratoga South San Francisco Suisun City Tiburon Woodside The Board of Directors reviewed the preliminary information provided at the March meeting. At that time, there was insufficient data calculated to make a determination on accepting PLAN as a new member of CJPRMA. The Board of Directors and staff recommended that additional studies be performed and the data be submitted to the Executive Committee for further review. The Board of Directors expects to receive a recommendation from the Executive Committee regarding accepting PLAN for membership to our organization. Claims Administrator Craig Schweikhard performed a claims study at the ABAG-PLAN office on April 9, 2014. He reviewed 14 files with reserves on the initial claims loss run that exceeded $100,000. Based upon his review the following five items were identified: Reserve Review: Of the 14 files reviewed the following was found:
1. Since the initial report, four cases have settled substantially lower than the reserve. 2. On two cases the member has prevailed on MSJ and is on appeal with no adjustment on
reserves. 3. One case involves a significant coverage issue recognized by the pool, but still has a
large loss reserve. 4. One case involving successful risk transfer with no adjustment in reserves. 5. Two cases that have significant defenses to liability that are reserved substantially.
A copy of Mr. Schweikhard’s audit findings will be forwarded under a separate cover. Craig will be at the meeting and will provide his overall comments on his findings arising out of the claims audit. Actuarial Analysis: Mujtaba Datoo, Aon Risk Services performed an actuarial review of the ABAG PLAN for CJPRMA. Mr. Datoo performed the review of all claims submitted by PLAN and utilized the 10 year paid claims rolling average methodology to develop a pricing structure. Once the preliminary review was completed, staff directed AON to create loss allocation for a $2,500,000 layer excess of a $2,500,000 SIR. The intent of creating this layer was to provide a buffer layer for CJPRMA and to gradually integrate PLAN into our program. The 2013 actuarial study for CJPRMA was used as the basis of the creation of the new program.
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The following chart provides the current approved rate structure for the 2014-2015 Program Year. The current approved rate has also been applied to the anticipated PLAN payroll indicating the required contribution if the current adopted rate structure were used for their calculation. Projected 2014/2015 Loss Rates as approved
Pool B Pool C Pool D Total CJPRMA 0.119 0.439 0.244 0.802 Payroll 1,378,424,933 1,484,766,522 1,484,766,522
The above calculation demonstrates required PLAN contribution for Program Year 2014-2015 would be $2,596,450 for participation at a $1,000,000 SIR. This rating plan does not include the individual rating based upon the actual experience that was calculated by Mujtaba Datoo. The above is being provided as a comparison for the actual proposed contribution. The above calculation is not recommended. The following chart includes the actuarial calculation prepared by AON Risk Services. $2.5 - $5M Estimated Payroll Pool C Modified CJPRMA 1,484,766,522 0.149 Excluding ABAG
Premium
$2,212,302
CJPRMA 1,484,766,522 0.158 Including ABAG
Premium
$2,345,931
ABAG 380,153,712 0.158 Premium
$600,643
The above chart includes the proposed new rates set forth for a $2.5 million layer excess of the $2.5 million retained limits. The current implementation design contemplates that the PLAN would share equally in all losses in Pool C and this would eliminate the requirement to add an additional pooling layer. The results of the actuary study are based upon 10 years of trended, developed losses. The period utilized for the actuary study was 2000/2001 through 2009/2010. This is the same period utilized for the current actuary report approved by the Board of Directors. The actuary provided the following comment regarding the PLAN losses:
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For the layer from $2.5 million to $5 million, we estimate that the loss rate per $100 payroll including ABAG would be approximately 5.6% higher than the rate excluding ABAG. This is based on 10 years of trended, developed losses. Per the actuary calculation the required contribution required for Pool C for PLAN would be $600,643. However, the report also states that CJPRMA current members would experience an increase in their contributions for the same Pool C of approximately $133,629. Should PLAN be approved for membership, staff recommends that the additional $133,629 be added to the PLAN contribution for a total of $734,272. In addition, it would be recommended that the adjusted rates for PLAN continue to be implemented the first three years of PLAN membership. A copy of which is attached hereto as an exhibit. Reinsurance: AON has provided the preliminary quote from Munich Re Insurance, the current CJPRMA re-insurer. For PY 2014-2015 Munich has provided a quote for the program renewal with a 0% increase. To date we are still awaiting the quote for the second layer of excess. Munich was also provided data from the PLAN and they have presented an alternative quote to CJPRMA that includes their exposures. The current renewing rate for the Munich layer of $20 million excess of $5 million is .1122 per $100 of payroll. The proposed rate including the PLAN exposures is .128 for an approximate increase of 14.1%. This new rate would apply to all existing CJPRMA payroll and the PLAN payroll. The reinsurance premium for CJPRMA for PY 2014-2015 without PLAN would be approximately $1,665,908 based upon estimated payroll. If PLAN were approved for membership, the CJPRMA premium for existing members would be $1,900,501 for an increase of $234,593. The PLAN premium for the primary reinsurance layer would be $486,597. Staff also recommends that the same process be applied to this premium and the PLAN portion would include the increased cost to CJPRMA, for a total of $721,190. Staff continues to have discussions with Munich Re regarding the basis for their proposed rate structure for PLAN. The rate increase of 14.1% including PLAN provides a deep concern regarding the overall exposures that would be added to the CJPRMA program. The other concern is the discrepancy of the proposed overall rate increase by our actuary of 5.6% that is significantly less than the proposed increase by MUNICH. Staff is scheduled to receive additional information from MUNICH and will provide that information to the Executive Committee. Admin Fees/ELF: Staff calculated the required contribution for PLAN for both the administration allocation and the contribution to the Excess Liability Fund (ELF). The PLAN estimated contribution to Admin is calculated at $290,478 and the ELF contribution would be $458,650. This total amount of additional contribution equals $749,128. This contribution as proposed would create a cost savings for existing members in that amount. Financial Analyst Lola Deem prepared a spreadsheet demonstrating the actual saving by each member in the event PLAN is approved for membership.
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Other Information: The PLAN provides a very robust risk management training program. In addition, the PLAN funds for risk management incentives for their members. The PLAN has a number of key polices in place that promote effective management of risk for their members. The PLAN has established minimum standards for their members. Members are required to complete an annual self-audit of their programs with requirements and timelines for correction of deficiencies. Copies of all audits are provided to the PLAN for review and compliance. Policies provided to CJPRMA for review included the following:
Risk Management Policy Self Accountability & Accountability Model Claim Policy Liability Claims Procedure Manual Funding Policy Bylaws Staff has reviewed the policies provided by PLAN and have determined that the program appears to demonstrate a strong commitment to risk management and significant efforts to minimize risk. Copies of the above policies are attached hereto as exhibits. Summary: The Executive Committee should evaluate a number of issues as they determine their recommendation to the Board of Directors. The following issues must be evaluated based upon their actual impact to the overall growth and long term stability of the CJPRMA program. The list of issues:
1. The rate increases provided by Munich (14.1% increase) and Actuary (5.6% increase) indicate their loss history is greater than that of existing members.
2. If the actual cost allocations are shared consistent with the history of CJPRMA, the overall increased cost to current CJPRMA Members would be $368,222 (contribution for pool C and primary reinsurance).
3. There would be an overall reduction of admin fees and ELF fees to current CJPRMA members in the amount of $749,128.
4. A policy defining the amount of allocated ELF expenses to PLAN and the duration of the time limit for the allocation.
5. Development of the retention layer that would be provided to PLAN. 6. Establishing a set of requirements for the performance of the PLAN should the Board
approve membership. Staff will be available to discuss the findings as listed above and assist with creating direction for the Board of Directors in evaluating the ABAG-PLAN application.
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Fiscal Impact:
To be determined. The financial impact on CJPRMA will be based upon the retention level available to the prospective member.
Exhibits:
1. Application for Membership from ABAG 2. Estimated ELF and Admin allocation
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C.J.P.R.M.A – 3201 Doolan Rd. Suite 285 – Livermore - CA 94551 Phone: 925-837-0667 Fax: 925-290-1543
APPLICATION FOR MEMBERSHIP - JPA NAME OF APPLICANT: Association of Bay Area Governments’ Pooled Liability Association Network ADDRESS: 101 8th Street, Oakland, Ca 94607 TELEPHONE: ` 510-464-7969 FAX: 510-464-5569 E-MAIL ADDRESS: [email protected] CONTACT PERSON & TITLE: James Hill, Risk Officer WEBSITE: http://plan.abag.ca.gov/
If you have any questions, or require clarification on any item, please feel free to contact the CJPRMA office at (925) 837-0667
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CALIFORNIA JOINT POWERS RISK MANAGEMENT AUTHORITY MEMBERSHIP APPLICATION All information should be provided on a fiscal year basis, unless otherwise indicated. Please provide complete answers, using additional sheets when necessary. 1. Named Insureds: Please list each specific entity that is to be named as an insured under this
program.
See attached 2. Additional Covered Parties: Please list all third parties that are required, by contract, to be
named as additional covered parties. Additionally, please provide the amount of coverage that is required, a description of the contract/event, and its expiration date. Please provide copies of 10% of your contracts, as samples. (Please note that no third parties will be added as additional covered parties until their agreements have been submitted to, and approved by, CJPRMA.)
See attached
3. Effective Date: Please indicate the desired effective date of your participation. (Although
mid-year additions are discouraged, they will be considered. The normal program year commences on July 1.)
July 1, 2014
4. Program Participation: CJPRMA offers the choice of two retained limits. Please indicate
your preference.
$500,000 x $1,000,000 $1 million retention with option for $2 million
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5. Administration: Please provide the information indicated below.
POSITION
NAME
TELEPHONE NUMBER,
FAX & E-MAIL ADDRESS General Manager/Administrator
James Hill
510-464-7969
Board Counsel
Bob Lanzone, Esq. Aaronson, Dickerson, Cohn & Lanzone
Finance Director
Herbert Pike
510-464-7902
Risk Manager
James Hill
510-464-7969
Name and title of other official responsible for risk management
James Hill
510-464-7969
6. Growth: Please provide information on the items listed below for the last three years, the
current year, and a future three-year projection.
FISCAL YEAR
POPULATION
AREA SIZE
NUMBER OF FULL TIME
EMPLOYEES
2013
822,744
2012
850,816
2011
939,077 \
7. Financial Information Please provide the information requested for three previous
years, the current year, and an estimate for the next year.
FISCAL YEAR
TOTAL BUDGET
General Fund
REVENUE
EXPENDITURES
DEFICIT OR SURPLUS
2013
$787,516,262
2012
$751,241,867
2011
$772,325,693
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8. Payroll Information: Please summarize the information on the chart below. The
information should be based upon your DE-6's for the most recent 12 quarters.
FISCAL YEAR
TOTAL PAYROLL
2013
$362,051,154
2012
$372,485,312
2011
$431,756,546
9. Documentation: Please provide the most recent copy of the documents indicated below;
if "none", so indicate.
1. Audited Financial Statements - (3 years Provided on USB drive only x
2. Audit Management Letter - (3 years) x 3. Liability Claims Audit - (3 years)
Provided on USB drive only x 4. Liability Actuarial Report
Provided on USB drive only - (3 years) x
5. Risk Management Policy Statement x
6. Safety Policies and Procedures (organizational structure, copy of safety committee minutes, sample training materials, safety inspections, equipment maintenance, police policy & procedures manual, including written pursuit policy and use of deadly force policy). These are included in our Best Practices. PLAN has adopted Best Practices Guidelines with which Members are required to comply. PLAN provides consulting credits and a designated risk control consultant to each Member to assist them to comply with the Best Practices. x
7. Safety Inspection Reports These are included in PLAN”s recommended Best Practices. PLAN has adopted Best Practices Guidelines with which Members are required to comply. PLAN provides consulting credits and a designated risk control consultant to each Member to assist them to comply with the Best Practices x
8. Safety Training Programs PLAN provides training to Members on various issues. Attached is a list of training provided in the last x
9. Risk Management Program x 10. Personnel Policies
These are included in our Best Practices. PLAN has adopted Best Practices Guidelines with which Members are required to comply. PLAN provides consulting credits and a designated risk control consultant to each Member to assist them to comply with the Best Practices x
11. Claims Management Policies and Procedures x 12. Sample Agenda and Minutes
Provided on USB drive only see also our website at http://plan.abag.ca.gov/members/agenda_minutes.html x
13. A three-year history for each self-funded program including: (1) Premium Contributions; (2) Losses; x
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and, (3) Surplus or Deficit.
14. Bylaws x
15. Trust Agreement
16. Memorandum of Coverage, including endorsements x
17. Insurance Policies, including endorsements x
18. Investment Policy x
19. Record retention policy
10. Administrative Service Contracts: Please list your administrative service contractors and provide copies of their agreements.
NAME OF ADMINISTRATOR
TYPE
CONTRACT EXPIRATION DATE
11. Broker: Please provide the name, address and telephone number of your insurance
broker/consultant.
Alliant Insurance Services, Inc.
Seth Cole, ARM First Vice President 100 Pine Street 11th Floor San Francisco, CA 94111 415 403 1419
12. Self-Funding: Do you presently self-fund any exposures? If so, please describe and indicate the level of self-funding.
See attached funding policy
What provisions have you made for funding your self-funded programs? Please describe in detail, including reserve funds.
Please provide a three year history of the self-insured retentions for your liability program. Please attach a copy of the council resolution which established your self-insured fund and indicate the funding level and the amount of reserves.
YEAR
S.I.R.
FUNDING
CURRENT RESERVES 2013
$5,000,000
See Premium Data in 9.13
See Actuayr Reports in 9.4
2012
$5,000,000
See Premium Data in 9.13
See Actuayr Reports in 9.4
2011
$5,000,000
See Premium Data in 9.13
See Actuayr Reports in 9.4
13. Insurance History: Please provide the insurance information indicated below. List, by
year, all liability policies, including provider, policy number, limits, S.I.R./deductible and premium (or specify participation in a joint powers authority) for the current year and the nine preceding years.
See attached
COVERAGE
PERIOD
PROVIDER
POLICY
NUMBER
COVERAGE
LIMITS
S.I.R. or DEDUCTIBLE
PREMIUM OR
DEPOSIT
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14. Loss History: Please provide the loss information indicated below.
A. Annual Summary of liability losses for the past ten policy years. See attached.
FISCAL YEAR
NUMBER OF
CLAIMS LOSS and EXPENSE
PAYMENTS LOSS and EXPENSE
RESERVES TOTAL INCURRED
(Loss) (Loss)
(Expense) (Expense)
(Loss) (Loss)
(Expense) (Expense)
(Loss) (Loss)
(Expense) (Expense)
(Loss) (Loss)
(Expense) (Expense)
(Loss) (Loss)
(Expense) (Expense)
(Loss) (Loss)
(Expense) (Expense)
(Loss) (Loss)
(Expense) (Expense)
(Loss) (Loss)
(Expense) (Expense)
(Loss) (Loss)
(Expense) (Expense)
(Loss) (Loss)
(Expense) (Expense)
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B. For each policy year listed in Section A, please list and describe each claim paid/reserved in excess of $50,000 (use Exhibit #1):
Date of Incident Type (trip & fall, traffic collision, police activity, etc.) Brief description of incident Nature and extent of injuries Short statement of current status Amount paid for loss Amount paid for expense Amount reserved for loss Amount reserved for expense.
C. Please provide detailed loss runs for the ten years listed in Section A. Provided on USB drive only
D. Please provide detailed claims summaries, by type of loss, for the ten years listed in Section A.
Provided on USB drive only 15. Contracts: Please provide sample copies of the standard indemnification/hold harmless
clause and the insurance requirements used in your lease agreements, public works contracts, service contracts and other contractual agreements.
ABAG PLAN’s recommendations to Members align with the recommendations in
Alliant’s Insurance Requirements in Contracts Manual to the extent that it is possible.
• Please describe the procedure utilized to monitor compliance with insurance requirements:
Our oversight includes direct consult. We have certificate review process which includes an annual audit.
• Please provide sample copies of waivers utilized for participant events. We recommend the attached Waiver.
• Please provide copies of leases (where you are lessor), indicating lessee and the uses permitted
• N/A • .
1
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16. Applications are to be completed in full and signed by an official that is authorized to do
so and is completely familiar with the existing and potential exposures of the applicant.
The applicant warrants and agrees that all answers, including attachments, are in all respects true and shall be deemed material and made to induce the Authority to accept applicant as a member entity; that the Authority will rely on the same when making such a decision; and that all relevant information has been fully disclosed. The applicant understands that submission of the information creates no obligation on the part of the Authority to accept the applicant as a member entity under any circumstances.
NAME: _________________________________________ TITLE: ____James Hill, Risk Officer_______________ SIGNATURE: ____________________________________ DATE: __________________________________________ Please attach a list of all current members and their individual self insured retention or deductible limits.
ITEM: 4 TITLE: REIMBURSEMENT OF GENERAL LIABILITY TRAINING EXPENSES POLICY MEETING: 04/24/2014
GENERAL MANAGER:
Recommended Actions:
Staff recommends the Executive Committee approve the updated Reimbursement of General Liability Training Expenses Policy and refer the updated policy to the Board of Directors for approval.
Item Explanation:
The Board of Directors reviewed the Reimbursement of General Liability Training Expenses Policy during the March meeting. The Board provided direction to staff to modify the current policy to clarify language that was causing confusion to members. Staff reviewed the existing policy and modified it to reflect the intent of the policy. There was a significant amount of discussion by the Board of Directors regarding the types of training that should be eligible for reimbursement. The Board agreed that all types of liability training hosted by members should be eligible for reimbursement. However, the Board stated that their intent was not to cover memberships in organizations such as the Liebert, Cassidy Training Consortium or other similar types of training. The Board also agreed the training reimbursement was not created to allow individuals to participate in training seminars such as PARMA, PRIMA, RIMS or other conference type events that include elements of risk management training. The Board has an adopted policy on the reimbursement of members participating and attending the PARMA and CAJPA conferences, therefore this policy is not intended to expand those opportunities. Staff considered all of the comments provided by the Board of Directors and the modified policy is attached for review. The general manager recommends that the Executive Committee approve the policy as submitted. Once approved by the Executive Committee, the policy will be provided to the Board of Directors for approval at the May meeting. The general manager will be available to discuss the proposed modified policy.
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Fiscal Impact:
None.
Exhibits:
1. Board Policy B11 2. Board Policy B11 modified
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CALIFORNIA JOINT POWER RISK MANAGEMENT AUTHORITY BOARD POLICY Number B11 Page 1 of 1
Subject: Reimbursement of General Liability Training Expenses Policy
Date Adopted: January 19, 1995
Effective Date: January 19, 1995
Agenda Bill #5 Date Revised:
May 16, 2012
Supersedes:
Members have the option of participating in the general liability training reimbursement program or participating in CSRMA Risk Control Online. This election is made annually when paying the general liability premium. If electing to participate in the general liability training reimbursement program, the following occurs. Members of CJPRMA may be reimbursed for 50% of the actual expenses which they incur for the training of their employees and staff on general liability matters, to a maximum of $3,000 per program year.
The expenses must meet the following conditions in order to be eligible for reimbursement:
1. the training must be directly related to general liability matters; 2. they must have been incurred in the program year in which the reimbursement is requested; 3. they must have been incurred for the use of outside consultants; 4. they must have been incurred for the use of non-member facilities; 5. they must have been incurred for the preparation of materials by an outside organization; 6. they must have been incurred for the provision of food and non-alcoholic beverages for the
attendees; 7. reimbursement requests with copies of invoices, must be submitted within 60 days following
the end of the fiscal year; Examples of non-reimbursable expenses would be those incurred for the use of member facilities, member staff time and materials provided or reproduced using member supplies and equipment.
Authorized Signature
David J. Clovis , General Manager
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CALIFORNIA JOINT POWER RISK MANAGEMENT AUTHORITY BOARD POLICY Number B11 Page 1 of 1
Subject: Reimbursement of General Liability Training Expenses Policy
Date Adopted: January 19, 1995
Effective Date: January 19, 1995
Date Revised:
May 16, 2012
Supersedes:
The intent of this policy is to reimburse members for general liability training for their employees performed by a consultant or trainer at their facility.
Members have the option of participating in the general liability training reimbursement program or participating in CSRMA Risk Control Online. This election is made annually when paying the general liability premium.
If electing to participate in the general liability training reimbursement program, the following occurs.
Members of CJPRMA may be reimbursed for 50% of the actual expenses which they incur for the training of their employees and staff on general liability matters to a maximum of $3,000 pe r program year.
The expenses must meet the following conditions in order to be eligible for reimbursement:
1. The training must be directly related to general liability matters and must have been incurred in the program year for which the reimbursement is requested.
2. Reimbursement requests with copies of invoices must be submitted within 60 days following the end of the fiscal year.
• expenses incurred for the use of outside consultants/trainers
Reimbursable expenses:
• expenses incurred for the use of outside facilities
• expenses incurred for the preparation of materials by an outside organization
• expenses incurred for the provision of food and non-alcoholic beverages for the attendees.
Examples of non-reimbursable expenses
use of member facility :
use of member employee staff time, supplies and equipment seminars, classes, conferences, memberships participation in service or training consortiums (Liebert, Cassidy Labor Consortium)
Authorized Signature David J. Clovis , General Manager
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CALIFORNIA JOINT POWERS RISK MANAGEMENT AUTHORITY
AGENDA BILL
ITEM: 5 TITLE: APPROVAL OF ADMINISTRATIVE ASSISTANT JOB DESCRIPTION
MEETING: 04/24/2014
GENERAL MANAGER:
Recommended Actions: The general manager recommends the Executive Committee approve the modified job description for the Office Assistant Position and approve a new title of Administrative Assistant.
Item Explanation: The Executive Committee has been assigned the responsibility and authority to review and approve job descriptions. C JPRMA is in the process of recruiting a new hire for the current vacant office assistant position. T he general manager is utilizing the services of CPS-HR Consulting to assist with the recruitment process. CPS-HR reviewed the current office assistant job specifications provided by staff and compared those tasks with the current functions performed for persons in this job description. The consultant has recommended that the current job specification/job description be modified to accurately reflect the duties, education and skill requirements for the position. CPS-HR reviewed the title of the position and has recommended the position be retitled to Administrative Assistant.
The current CJPRMA office staffing is as follows. There is a Claims Administrator, Financial Analyst, Executive Assistant, Office Assistant and General Manager. The current approved pay range for the position is $42,290.07 to $54,048.42. The position is entitled to all benefits offered in the CJPRMA Compensation Plan. Effective January 1, 2013, all new CJPRMA hires, that are not leaving a PERS agency, will be enrolled in the PERS retirement system with a retirement formula of 2% @ age 62. These employees are required to pay 100% of the employee contribution of 6.25% of salary. In the event that an employee leaves an existing PERS agency, and joins CJPRMA within six month of leaving their prior employer, the employee is classified as a “C lassic Employee” and would then be entitled to participate in the general employee retirement calculation of 2.7% @ age 55. CPS-HR also reviewed the new job description and duties and found that the current pay scale is appropriate for the duties recommended to the modified job description.
Copies of the current job description and the new modified job description have been attached to this agenda bill.
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The consultant stated that the new job description effectively identifies the duties of the position and the recruitment will attract many very qualified candidates. The modification of the position will also reduce the number of unqualified candidates applying
Applications for the position will be submitted electronically to CPS-HR. The consultant will begin the selection process with a general screening of all applicants. Once the consultant performs the initial screening, the qualified candidates will be invited to a testing process to be performed at the CJPRMA office by CPS-HR. We have considered providing the general office skill set testing process to approximately fifty of the most qualified candidates. Once the results of that process are completed, the top candidates will participate in an interview board conducted by CJPRMA with assistance of the consultant. O nce the final candidates are chosen a background check of references and other related issues will be performed prior to the final offer of employment. The entire duration of the process is estimated at two months. D uring the recruitment process, CJPRMA is utilizing the temporary services provided by Apple One Employment Services The General Manager recommends that the Executive Committee approve the modified job description of Office Assistant and retiling the position to Administrative Assistant.
Fiscal Impact:
There will be no annual fiscal increase to the position. Exhibits:
DEFINITION: This position is responsible for the performance of routine clerical tasks and general office functions. REPORTING RESPONSIBILITIES: Receives direction from, and reports directly to, the General Manager and his/her designated representative. ESSENTIAL AND IMPORTANT DUTIES:
1) Provides administrative support to the General Manager, Financial Analyst and Claims Administrator;
2) Assists with production of agendas for Board of Directors meetings and all
committee meetings;
3) Assists with the preparation and development of training materials;
4) Assists with facilitation of training programs;
5) Assists in maintaining scheduling and registration system for training programs;
6) Assist in coordinating meeting and training facilities;
7) Assists with the preparation and coordination of special projects;
8) Assist with maintenance of web site; monitor website for current information and sending updates to the webmaster;
9) Orders office supplies, books and materials; maintain library including filing
updates;
10) Maintain offsite document storage;
11) Prepare correspondences and reports; collect and input data into RMIS;
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Job Description Office Assistant Page 2
12) Maintains office filing system;
13) Assist in processing accounts payable and processing 1099 tax forms;
14) Opens and distributes mail;
15) Performs all other duties and responsibilities as assigned;
JOB RELATED AND ESSENTIAL QUALIFICATIONS: Knowledge: The individual must possess knowledge of (1) the principles and practices of public and business administration; (2) the structure and operation of public organizations; (3) computer and management information systems; (4) automated office systems, their characteristics and applications; and (5) modern office practices, procedures and equipment. Skills: The individual must be able to (1) use various computer software programs such as Microsoft Office Suite; (2) make routine mathematical calculations; (3) spell correctly and utilize proper grammar; (4) communicate clearly and concisely, both orally and in writing; and (5) establish and maintain cooperative and effective business relationships. Abilities: The individual must be able to (1) receive, comprehend and follow instructions; (2) perform work requiring the exercise of initiative, independent judgment, speed and accuracy; (3) communicate clearly and concisely, both orally and in writing; and (4) work in a professional and business-like manner and maintain an attitude that is reflective of the same. PHYSICAL REQUIREMENTS: The individual must have the ability to (1) type and use computer keyboards for extended periods of time; (2) sit and talk or hear for extended periods of time; (3) use hands to reach, handle or feel objects or controls; (4) see close, at a distance, in color, peripherally, and with depth perception; and (5) lift and carry items weighing up t o 25 pounds. R easonable accommodations will be provided upon request.
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Job Description Office Assistant Page 3
EXPERIENCE AND TRAINING: Any combination of experience and training that would likely provide the required knowledge, skill and ability outlined above is qualifying. A typical way to obtain such knowledge, skill and ability would be possession of an Associate’s degree or its equivalent. LICENSE OR CERTIFICATE: Possession of, or ability to obtain, a valid California Driver's License is required.
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3201 Doolan Road, Suite 285 – Livermore, CA 94551 – (925) 837-0667 – FAX (925)
ADMINISTRATIVE ASSISTANT
DEFINITION
Performs highly responsible, complex general and specialized administrative and clerical duties, including accounts payable processing, attending meetings to take and transcribe minutes, updating the Authority’s website, and preparing a variety of reports, memos, and letters.
REPORTING RESPONSIBILITIES
Receives general supervision from and reports directly to the General Manager and his/her designated representative.
ESSENTIAL AND IMPORTANT DUTIES
Duties include, but are not limited to:
1) Composes correspondence independently or as directed; prepares letters, reports and other finished copy from rough draft and marginal notes; reviews, formats and edits general correspondence for the General Manager, Finance Officer, Claims Administrator, and other personnel, ensuring proper formatting, grammar, and punctuation.
2) Attends Board of Directors meetings, takes and transcribes minutes. Prepares meeting agendas and Board packets. Posts meeting notices, agendas and minutes to various locations and website.
3) Coordinates and schedules a variety of meetings and other events/activities, tracks number of attendees, coordinates site locations, and arranges for necessary supplies and refreshments.
4) Maintains and updates a variety of agency files, records, lists, and databases. Enters data/information into Risk Management Information System, in order to maintain and update data/information. Generates a variety of reports from database system(s). Scans and files documents into an electronic data warehouse.
5) Receives, opens, time stamps, and distributes incoming mail.
6) Receives and reviews invoices, identifies appropriate general ledger code, enters information into system, generates checks for payment of invoices, obtains necessary signatures, and mails payment to vendor.
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3201 Doolan Road, Suite 285 – Livermore, CA 94551 – (925) 837-0667 – FAX (925)
7) Answers multi-line telephone, screens callers/customers, responds to questions and
provides general information regarding. Refers callers/customers to the proper individual for handling when appropriate.
8) Monitors, maintains and updates information on the Authority’s external website and intranet. Ensures that information is accurate and current and provides feedback and updated information to the webmaster.
9) Gathers and compiles data and information for general purposes and/or special reports or projects such as the annual report; contacts other divisions, employees, agencies and individuals for additional material as necessary.
10) Operates a variety of office equipment, including copiers, scanners, fax machines, computers, and printers.
11) Provides administrative support to the General Manager, Finance Officer, Claims Administrator and other staff as necessary. Maintains calendars, schedules appointments/conference rooms, screens possible appointments and/or refers to appropriate sources in order to organize and coordinate staff appointments.
12) Designs and creates a variety of brochures, flyers, newsletters, forms and/or training materials utilizing graphics/publishing software.
JOB RELATED AND ESSENTIAL QUALIFICATIONS Knowledge of: General principles and practices of public agency and business administration; business letter writing and the standard format for reports and correspondence; correct English usage, including proper grammar, spelling, punctuation, word usage, and sentence structure; principles and practices of record keeping and filing; modern office practices and procedures; computer applications related to the work, including word processing, spreadsheet, presentation, database, and other office administrative applications; basic arithmetic; techniques for dealing effectively with the public and staff, in person and over the telephone; principles of time management. Ability to: Learn the operations, policies and procedures of assigned work; initiate and organize workload, set priorities, meet critical deadlines, and follow-up on assignments with a minimum of direction; receive phone calls, identify the nature of the call or need and take appropriate action; schedule meetings and events coordinating with all parties; make travel arrangements; enter and retrieve data from manual files, computer files/databases, and the internet; generate computer reports in order to verify data; develop, implement, and maintain electronic and manual filing
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3201 Doolan Road, Suite 285 – Livermore, CA 94551 – (925) 837-0667 – FAX (925)
systems; communicate clearly and concisely, both orally and in writing; prepare clear and concise reports and correspondence; proofread written materials to identify errors in punctuation, spelling, formatting and/or grammar and/or to enhance reader interest or understanding; create a variety of flyers and forms; establish and maintain effective and positive working relationships with those contacted in the course of the work; make accurate arithmetic calculations; exercise independent judgment and personal initiative; analyze situations effectively and adopt an effective course of action; take, transcribe and prepare meeting minutes; maintain confidentiality; handle emergency situations calmly and with proper discretion; create and update information/pages on a website; type at a speed of 40-wpm. Experience and Training Any combination of experience and training that would provide the required knowledge, skills, and abilities outlined above is considered qualifying. A typical way to obtain such knowledge, skills, and abilities would be: Training: Equivalent to completion of the twelfth (12th) grade, supplemented by computer software, business, and/or secretarial courses. An Associate’s degree or equivalent is highly desirable. Experience: Three or more years of increasingly responsible secretarial or administrative experience, which includes experience working with a variety of office software, taking and transcribing meeting minutes, and preparing a variety of letters and reports. License or Certification Possession of a valid California Class C Driver’s License is required. PHYSICAL CHARACTERISTICS While performing the duties of this job, the employee is frequently required to use hands and fingers to, reach, handle and grasp objects, type on a keyboard for extended periods of time, manipulate office equipment. The employee is frequently required to sit for long periods of time, stand, and walk. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, peripheral vision and the ability to adjust focus. The employee must have the ability to: operate a personal computer, read small print on documents, hear and speak well enough to communicate over the telephone and in person. Reasonable accommodations will be provided upon request.
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Back to Agenda
CALIFORNIA JOINT POWERS
RISK MANAGEMENT AUTHORITY
AGENDA BILL
ITEM: 6 TITLE: RISK MANAGEMENT ISSUES
MEETING: 04/24/2014
GENERAL MANAGER:
Recommended Actions:
None. This item is being provided for information purposes only.
Item Explanation:
This item is reserved for the discussion of risk management issues that are of concern to the members and for the provision of status updates on the risk management program. Issues that have been requested to be listed for discussion are set forth below:
1. Legislative Action Day Update – (David Clovis, CJPRMA)
