HomeMy WebLinkAboutStaff Report 4.A 09/19/2016DATE: September 19, 2016
Agenda Item #4.A
TO: Honorable Mayor and Members of the City Council tl�: oug$ City Manager
FROM: Dianne Dinsmore, Director of Human Resources t
SUBJECT: Resolution Amending the Classification and Compensation Plan by Establishing
the Classification and Pay Range of Risk and Safety Officer and Authorizing the
Position Allocation of One Risk and Safety Officer
RECOMMENDATION
It is recommended that the City Council adopt the attached Resolution amending the
Classification and Compensation Plan by establishing the classification and pay range of Risk
and Safety Officer and authorizing the position allocation of one Risk and Safety Officer.
BACKGROUND
Until 2010, the Risk Management function was a City- staffed division of the City Manager's
Office. Since that time, risk management services have been provided under contract with
Insurance Consulting Associates (ICA), and managed by the City Manager's Office. ICA has
disbanded, and ceased providing services as of June 30, 2016. Interim services, on a very limited
basis, have been provided under agreement by the County of Sonoma. This action recommends
re- establishing risk management as an in -house function.
DISCUSSION
Following notification of termination by ICA, the opportunity was taken to review costs, current
needs and organizational structure, and evaluate whether the current model continues to serve the
City's needs. Two risk- related areas that are often folded into the risk management function are
occupational health and safety, and Worker's Compensation. ,Both of these activities are
currently performed by City staff in the Human Resources Department.
The proposed position will be responsible for managing the City's Public Liability, Workers'
Compensation, Insurance Portfolio Management, and Enterprise Safety functions (both
occupational and public). Proactive measures in the areas of Enterprise Safety and Workers'
Compensation help identify and eliminate hazards. While the primary goal of such efforts is to
provide a safe environment, such measures also save money. In FY 2015/16, the City paid just
over $1 million for Workers' Compensation claims. Industry experts estimate that indirect costs
are generally two to three times direct costs. These costs are expected to increase as salaries and
the cost of medical care rise. The benefit of combining these functions under one umbrella is that
it provides a structure that supports a global view on risk management and risk avoidance.
The first step in bringing risk management operations back in -house is to create the position of,
and recruit for, a Risk and Safety Officer. That position would then play a pivotal role in
establishing the in -house office, including working with Senior management to recommend a lean
but highly efficient staffing structure, and the most effective model for administering claims and
advising and coordinating with other City departments. The appropriate staffing allocations will be
recommended for City Council approval after that analysis has been completed. It is anticipated that
the Risk function will be assigned to the Human Resources Department, and will perform under
the supervision of the Human Resources Director.
The proposed Risk and Safety Officer has been assigned to Bargaining Unit 11, represented by
Petaluma Professional and Mid - Managers Association ( PPMMA). PPMMA has reviewed the job
description and salary recommendation and supports the recommendation. The recommended
salary range for the Risk and Safety Officer is $105,913.60 to $128,752.00 annually. This salary
was established based on the average total compensation of the ten comparator agencies
established by the City Council for the PPMMA.
It is recommended that the City Council adopt a resolution amending the Classification and
Compensation Plan by establishing the classification and pay range of Risk and Safety Officer,
and authorizing the position allocation of one (1.0) Risk and Safety Officer.
FINANCIAL IMPACTS
The estimated cost at Step 3 for the Risk and Safety Officer for the remainder of FY 2016/17 is
approximately $105,000, and $159,000 annually, which will be absorbed in the current Risk
Management budget. The FY 2016/17 budget for contracted Risk Management services is
$1,529,178. The cost of the Risk and Safety Officer position will be charged to this budget.
ATTACHMENTS
1. Resolution
a. Exhibit A - Job Description for Risk and Safety Officer
b. Exhibit B - Salary String for Risk and Safety Officer
ATTACHMENT 1
RESOLUTION NO.2016 -XXX N.C.S.
OF THE CITY OF PETALUMA, CALIFORNIA
RESOLUTION AMENDING THE CLASSIFICATION AND COMPENSATION PLAN
BY ESTABLISHING THE CLASSIFICATION AND PAY RANGE OF RISK AND
SAFETY OFFICER, AND AUTHORIZING THE POSITION ALLOCATION
OF ONE RISK AND SAFETY OFFICER `
WHEREAS, the City wishes to keep current its Classification and Compensation Plan;
and amendments and or revisions to the Classification and Compensation Plan are effective upon
approval by the City Council; and,
WHEREAS, the City Manager /Personnel Officer has determined that certain
duties and responsibilities are appropriately allocated to the classification of Risk And
Safety Officer, attached hereto and marked as Exhibit A and compensated at the rates
attached hereto and marked as Exhibit B.
NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of
Petaluma:
Approves the amendment to the Classification and Compensation Plan as
written in this Resolution including the amendment in the Competitive .
Service of the Personnel System.
2. Takes this action pursuant to Personnel Code 3.04.020 and Personnel
Rules and Regulations (Rule IV- Classification and Rule V —
Compensation) and, that the notice of this action has been properly posted.
Authorizes the position allocation of one (1.0) Risk and Safety Officer.
p, z EXHIBIT A
Q'� t CITY OF PETALUMA
„8.
CLASS SPECIFICATION
r s 5 $ Date:
Job Class:
Risk and Safetv Officer
Summary
Under general direction, plans, organizes and directs the City risk management and safety
program, including loss control and prevention, public liability, occupational health and safety,
and Worker's Compensation. Proactively analyzes, develops and recommends new and
improved risk management procedures and programs that cost - effectively minimize the City's
exposure to liability and loss, and protect people and City financial and physical assets. Performs
related duties as assigned.
Class Characteristics
This single position classification is responsible to the Human Resources Director for the overall
direction and coordination of the City's risk management and safety program. The incumbent
exercises considerable independent judgment, leads major projects and programs, and conducts
assignments having Citywide impact. The Risk and Safety Officer may act for the department
head in his/her absence. Responsibilities include the direct and indirect supervision of lower
level professional, technical, and support services positions.
Essential Duties, Skills, and Demands of the Position
The duties, skills, and demands described here are representative of those that must be met by an
employee to successfully perform the essential functions of this job. Reasonable accommodations
may be made to enable individuals with a disability to perform the essential duties, skills, and
demands.
Duties:
1. Manage the City risk management and safety program, including development,
recommendation and implementation of goals, objectives, policies, and priorities for assigned
programs.
2. Continuously monitor and evaluate the efficiency and effectiveness of service delivery
methods and procedures; proactively implement improvements.
3. Maintain records; analyze statistics and trends; prepare reports, correspondence, studies,
recommendations, and proposals; give presentations to other City departments, divisions,
elected officials and outside agencies.
4. Identify training needs and develop and implement effective training programs conforming to
CAL /OSHA, ADA, FEHA, other applicable rules and regulations, and goals of the City for
employees, management, departments, outside agencies and the public on safety and risk -
related matters.
5. Work with City Attorney's Office on litigated claims; attend and recommend settlements;
maintain excess insurance program; represent the City in small claims court; prepare and
coordinate staff for required court appearances.
6. Conduct industrial- injury investigations, determine causation and initiate corrective action.
7. Investigate and adjust liability claims brought against the City; negotiate with claimants and
attorneys.
8. Participate in the development and administration of the risk management program annual
budget; assist in the management of internal service funds to ensure adequate and appropriate
funding.
9. Develop and review language regarding insurance, indemnification, hold harmless
provisions, requirements for endorsements, and subrogation; review certificates of insurance
for adequacy.
10. Maintain current information regarding valuations for buildings, contents, and property,
claims experience, City activities and other pertinent data in order to ensure maintain
appropriate insurance levels and/or reserves.
11.. Respond to and resolve difficult and /or sensitive citizen, claimant, and employee inquiries
and complaints.
12. May represent the City at various boards, commissions and other bodies as assigned.
Skills /Abilities:
1. Develop, implement and administer goals, objectives, and procedures, and make sound
decisions in order to provide an effective and efficient risk management and safety program,
2. Identify problems, collect and analyze data, develop effective solutions, project
consequences of proposed actions and implement recommendations in support of goals.
3. Analyze, interpret and apply Federal, State, and local policies, procedures, laws, regulations,
and statues relative to risk management, self - insurance, workers compensation and
occupational health and safety.
4. Read, analyze, and interpret common scientific and technical journals, financial reports, and
legal documents.
5. Effectively negotiate with various outside agencies and professionals.
6. Respond to inquiries or complaints from customers, regulatory agencies, or members of the
business community.
7. Resolve conflicts in a tactful and professional manner.
8. Prepare accurate, effective studies and reports tailored to the target audience.
9. Establish appropriate priorities and meet deadlines.
10. Establish and maintain program control and status reporting systems.
11. Communicate clearly and concisely, orally and in writing.
12. Establish and maintain cooperative and effective relationships with employees, the general
public and other contacted in the course of the work.
13. Travel to various locations within and outside the city limits; and work flexible hours to
provide training or investigation as needed.
Physical Demands and Work Environment:
While performing the duties of this job, the employee will be frequently required to sit and talk
and hear. The employee will be required to stand, walk, and use hands to finger, handle, or feel
objects, tools, or controls. The employee frequently is required to sit, enter data into a terminal,
personal computer or keyboard device; operate office equipment requiring repetitive arm/hand
movement. The employee will occasionally lift and /or move up to 25 pounds. Specific vision
abilities required by this job include close vision, distance vision, color vision, peripheral vision,
depth perception, and the ability to adjust focus. The employee is occasionally exposed to
outside weather conditions. The noise.level in the work environment is usually. moderate.
Qualifications
Knowledge of:
1. Principles, practices and methods of public agency Risk Management, asset protection, loss
control, insurance, liability, property claims adjusting and settlement methods, subrogation
recovery, Workers' Compensation, occupational health and safety, compliance and related
areas.
2. Methods of liability claims investigation, adjustment, and administration.
3. Pertinent federal, state and local laws, codes and regulations, including California law in the
areas of tort, public entity, contract, other relevant areas and basic litigation processes.
4. Statistical analysis methods and concepts as they pertain to area of assignment.
5. Principles and techniques of effective report writing.
6. Principles and practices of budget preparation and cost allocation.
7. Business computer applications related to data analysis, tracking, and report writing.
8. Project management methods and techniques.
9. Statutory requirements of public records retention as it pertains to area of assignment.
Education and Experience:
Any combination equivalent to the education and experience likely to provide the required
knowledge and abilities would be qualifying. A typical way to gain such knowledge and abilities
would be:
Education:
A Bachelor's degree with major work in public administration, insurance administration, or
closely related field is required.
A Master's degree is highly desirable.
Experience:
Five years of progressively responsible professional experience in risk management, loss control,
general liability, and occupational health and safety.
Certificates /Licenses:
Individuals must be physically capable of operating a motor vehicle safely and possess a valid,
Class C, California Driver's License, OR be able to demonstrate the ability to travel on
scheduled or unscheduled visits to various locations in the City which may or may not be
reachable by public transportation.
Professional certification such as Associate of Risk Management (ARM) designation is desirable
Established:
Resolution #:
Department: Human Resources
FLSA Status: Exempt
EXHIBIT B
Risk and Safetv Officer
Step 1
Step 2
Step 3
Step 4
Step 5
Yearly
$105,913.60
$t 11,217.60
$116,792.00
$122,616.00
$128,752.00
Monthly
$8,826.13
$9,268.13
$9,732.67
$10,218.00
$10,729.33
Hourly
$50.92
$53.47
$56.15
$58.95
$61.90