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HomeMy WebLinkAboutStaff Report 3.B 01/28/2008&B CITY OF PETALUMA, CALIFORNIA January 28, 2008 AGENDA BILL Agenda Title: Resolution Approving Allocation of New Positions: Meeting Date: January 28, 2008 Secretary Positions for City Manager's Department and Risk Management Division. Meeting Time: N 3:00 PM ❑ 7:00 PM Category: ❑ Presentation ® Consent Calendar ❑ Public Hearing ❑ Unfinished Business ❑ New Business Department: Director: Contact Person: Phone Number: City Manager Michael Bierman Michael Bierman 778-4345 Cost of Proposal: Account Number: City Manager's office: $29,495 for salarylbenefits for balance of fiscal year. 2010-51120 Risk Management: $35,860 for salary/benefits for balance of fiscal year. 3340 — 51110/51120 Amount Budgeted: Name of Fund: There is adequate funding available in both City Manager and Risk CityManager Management budgets for these positions. Risk Management Division Attachments to Agenda Packet Item: 1. Resolution Approving Allocation of New Positions Summary Statement: The City Manager's Department has utilized a secretary part-time for several years. For the last year, however, most of the time allocated to this position has been spent in Risk Management, assisting that Division which had no administrative support. Administrative assistance is sorely needed to administer cost and cause tracking systems, assist the public with questions and claim submittals, reduce litigation tort costs, recover disputed monies owed to the City as well as provide assistance to Risk Management staff and other departments. The secretary position in the City Manager's office will cross train with the Risk Division, providing necessary support and coverage for both offices. Recommended City Council Action/Suggested Motion: Approve the allocation of new fulltime secretary positions. Reviewed bvAdmin. Svcs.Mr: I Reviewed by CiAttorney: Approved by City Manager: �4 VA Date: (6 A Date: Date: Rev. # Date Last Revised: File: CITY OF PETALUMA, CALIFORNIA JANUARY 28, 2008 OFTEN MWITW1197-171 FOR RESOLUTION APPROVING ALLOCATION OF NEW POSITIONS: SECRETARY POSITIONS FOR CITY MANAGER'S DEPARTMENT AND RISK MANAGEMENT DIVISION EXECUTIVE SUMMARY/BACKGROUND: The City Manager's Department has utilized a secretary part-time for several years. For the past year, however, most of the time allocated to this position has been transferred to Risk Management to assist that Division, which had no administrative support. The Risk Management Division's primary objective is to concentrate on risk avoidance and implement various risk transfer programs and methods that will minimize the City's exposure to litigation. The Division assumes the primary responsibility for the administration and processing of all property and casualty claims, risk identification, risk transfer, risk analysis, insurance coverage procurement, accident reporting, cost recovery, in-house claims administration and investigative services, and a litigation program that works toward early case resolution. Since 2002, the Division handled 97 claim transfers, 95 of which were accepted by other insurance carriers, with an estimated savings to the City of $4.2 million. Additionally, since 2002, approximately $850,000 has been recovered from our claims of damage to City property. Bringing services in-house has resulted in improved efficiencies, pro -active risk management and claims integration, improved service levels to the public, as well as a significant cost savings to the City. Administrative assistance is sorely needed to administer cost and cause tracking systems, assist the public with questions and claim submittals, reduce litigation tort costs, recover disputed monies owed to the City as well as provide assistance to Risk Management staff and other departments. The secretary position in the City Manager's office will continue to support the City Manager's office as well as Animal Services and the Animal Services Advisory Committee. In addition, this position will cross train with the Risk Division, providing necessary support and coverage for both offices. Once both are fully trained, they will continue to be mentored by cross training in each office each week, and will provide backup assistance to each other during vacations and illness. 2. FINANCIAL IMPACTS: None. 3. CONCLUSION: The addition of two fulltime secretaries will improve productivity and increase customer service levels. 4. RECOMMENDATION: Approve the allocation of two fulltime secretaries for the City Manager's Department and the Risk Management Division. ATTACHMENT 1 RESOLUTION APPROVING ALLOCATION OF NEW POSITIONS: SECRETARY POSITIONS FOR CITY MANAGER'S DEPARTMENT AND RISK MANAGEMENT DIVISION WHEREAS, a need exists in both the City Manager's Department and the Risk Management Division for administrative assistance; and WHEREAS, bringing Risk services in-house has produced significant cost savings for the City, but now requires administrative assistance to help manage and administer cost tracking systems, assist the public with claims submittals, and provide assistance to Risk Management and other city departments; and WHEREAS, funding for salaries and benefits has been identified in both the City Manager's Department and Risk Management budgets. NOW, THEREFORE, BE IT RESOLVED that the City Council has determined that the allocation of these two fulltime secretaries will be cost effective and beneficial to the operation of the City and hereby approves the allocation of said positions.