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Home My WebLink AboutM-03-0287RISK MANAGEMENT PRIVATIZATION "A SAFETYISSUE " SUBMITTED INTO THE PUBLIC RECORD FOR 3-� 1TIEM o—A-ao ON ?- a PRESENTATION BY: CHARLIE COX AFSCME LOCAL 1907 03- 287 RIV EMARKS OF AFSCME LOCAL 1907 CONCERNING PRIVITIZATION OF RISK MANAGEMENT Delivered by Charlie Cox, President, at the Miami City Commission, March 27, 2003. We have major problems in Risk Management. These problems need to be fixed. The problems you arc facing are not with the workers. The issue is SAFETY, SAFETY AND MORE SAFETY. As long as the workers of the City are injured you will have workers compensation claims and as long as the users of the City facilities get injured, you will have general liability claims. The problem with the approach that you are being asked to take is that it ignores the key issue of SAFETY. You have before you a recommendation that you should enter into a contract that will take public services and outsource them to a company with its corporate headquarters in Illinois. It should come as no surprise to any of you that 1 rise in opposition to the proposal that public services should be outsourced and that the taxpayers' money sent to Illinois. Make no mistake, in the long run outsourcing will cost you more money. It has ,to. Gallagher Bassett is in this to make money and you can't have huge corporate salaries and perks without charging more money than it costs to provide those services. Gallagher Bassett will charge you 1,370.000. 00 for 900 workers comp cases and you now pay 639,271.00 for all 1382 cases. Gallagher Bassett will charge you 920,000 for 710 general liability cases. %You now pay 209,411 for 962 general liability case i�,, You haven't spent the money or made the effort it takes to make Risk Management work. No wonder it doesn't work properly. If you give the workers the tools and the chance, they will come through for you, every time. Right now, you pay 130,000 per year for a computer system in risk management that is useless. You pay this 130,000 each year, over and over. Instead of going on the radio talking about how bad the civil service is, why don't you do what managers do and manage? Install the proper computer system —give the people the tools to do their job. ,And what will happen at the end of the contract period? You will have no in- house expertise in administering claims. How touch will Gallagher Bassett charge you? Are they low -balling you now, so they can make money later? You will not save money by outsourcing public services. We are aware of Gallagher Bassett and it generally has a good reputation. The proposal states that certain costs will be extra. These costs are where the real money is spent. The costs that are extra include: Legal fees Professional .Photographs Medical Records Experts rehabilitation costs Fees for service of Process 03- 287 Architects, contractors Engineers Property damage appraisal Sub rosy investigation Official documents and transcripts Managed care Medical examinations Travel Court reports Accident reconstruction Outside investigation Once again, management's failings are blamed on the workers. Your ordinance creates a self-insurance program. There is a Board of trustees, which is trade up of the City Manager, the Director of finance and the insurance manager. If the program isn't working, it's their fault. The ordinance also provides that the city Manager appoint a city self-insurance and insurance committee. The ordinance says, and has said since 1975, that the City be self-insured but that it purchase umbrella coverage. It wasn't untii 2401 that you had an umbrella policy. This isn't the workers fault. It was the fault of management. We can dance around the issue of workers compensation and general liability claims and how much it is costing the City and talk about how it is administered and how we can change its administration and what kind of reports we should get and the like— but it is an avoidance of the real issue—safety. Not just worker safety but safety of the residents and visitors to the City Of Miami. Why don't you do something to promote worker safety and to make the City a safer place so you don't have as many general liability and workers compensation claims. I have looked thru this proposal --read it over and over again— and not a word is mentioned about safety. The City Manager was a businessman --and obviously a successful one at that— so he should be aware of Alcoa Aluminum and how its worker safety program increased its bottom lime. Paul O'Neill, the former Secretary of Treasury, became chief executive of Alcoa Aluminum in 1987. The company's profits were 4.8 million. When he Iei3, the company's profits were 1.5 billion. This is a pretty good lesson in sound business management. How did he do it? By increasing worker safety. On his first day on the job, O'Neill told the company's executives—and the company was in terrible financial shape—that the company couldn't talk people into buying more aluminum and couldn't raise the prices, so for the company to get better, it lead to cut costs. In order to cut costs, he told the executives, we had to work with the workers and the way to do that was to show the workers that you care about them AND THE WAY TO DO THAT WAS TO ACTUALLY CARE ABOUT THEM AND THE WAX TO DO THAT WAS TO ELIMINATE JOB RELATED INJURIES. And the executives were judged by how well they did with eliminating job related injuries. Alcoa did that and the company's profits 03- 287 were huge. On August 29, 2001 Liberty .Mutual Insurance Company released a report showing that for every 1 dollar invested in workplace safety, 3 dollars or more is saved. The workers in this city are engaged in difficult, specialized jobs, where injuries can happen --yet the city has one safety officer. Nonc of you have ever sat with the family of a city worker who died in an on the job injury, but I have. Why don't you do something about worker safety? Okay, let's say that the Manager doesn't care about the workers and worker safety—surely you must care about the safety of the users of city's property and facilities. There is nothing in any of the proposals that discuss cutting down on the number and extent of the injuries. The Manager's Memorandum to you states that Gallagher Bassett would "implement an enhanced comprehensive safety program" Where? I challenge you to show me where in this proposal there is any discussion about safety and implementing an enhanced safety program? In fact, we called the Miramar office of Gallagher Bassett on Tuesday. We spoke to Mr. Carta, the branch manager, and asked to speak to the safety officer and were told that there were none in the Miramar office. Didn't the evaluation committee realize that there is no safety programa`.' Tell the workers and the taxpayers the truth: you have done and will continue to do nothing for workplace safety or the safety of the users of the City. APM1-95 establishes a Safety Management Program. Its purpose is to – and I quote – to identify and mitigate and /or eliminate unsafe acts, practices and conditions that have the potential to result in financial liability for the City of Miami. It is supposed to be City wide and include all departments. The program is not being followed. It is not being followed because Safety has not and is not a priority of this City and there will be no improvement in workers comp or general liability until this city tells its workers and its residents that we care about you and we will work to make it safer for you. Your Safety Coordinator works exceptionally hard and does the best she can do, but I person is not enough. Safety needs to become the central organizing principle of the City if you want to save money. You can save money by cutting down on claims and you can cut down on claims by making the City safer. You have workers who care about the system and want to make it work. Keep the money here, in south Florid, don't send it to Illinois. Care about the workers and care about the residents. Give the workers the tools to do their jobs. P:1Da<aments\2003\03024\,Speechri cktmot3.doe 03,- 281 CURRENT CITY SALARIES WORKER'S COMPENSATION SUPERVISOR 1 71,441.34 CLAIM ADJUSTORS 10* 449,322.22 MEDICAL CLERK 0 TECH ASSISTANT 4 118,508.29 TOTALS 15 639,271.85 LIABILITY SUPERVISOR 0 CLAIM ADJUSTORS 4 ** 209,411.49 TECH ASSISTANT 0 --------- TOTALS 4 209,411.49 * INCLUDES: 1 TEMPORARY AND 1 ADJUSTORWHICH HANDLES BOTH WORKER'S COMP AND LIABILITY ** INCLUDES: 1 TEMPORARY THE ABOVE HANDLE: 1,382 WORKER'S COMPENSATION AND 962 GENERAL LIABILITY CASES 03- 287 FEBRUARY REPORT 27, 2003 180-300 DEPT/DIV 006200 CITY OF MIAMI PAYROLL / PERSONNEL YEARS OF SERVICE AS OF SYSTEM 02/26/03 PAGE 196 ----------EMPLOYEE NAME---------- EMPLE GROUP JOB CODE YRS SERVICE MTHS SERVICE ANNUAL SALRY DIANE J ERICSON 21 008052 0 0 115,000.08 MARY A HUNTER 08 009254 0 3 47,840.00 12 05-j ENERGILIA ELENA A LOPEZ GONZALEZ O1 O1 001810 001812 0 1 4 1 34,356.61 43,918.99 ANTOINE P LAURENT O1 001011 1 2 19,019.31 NORMA BENBERRY O1 001812 1 9 46,064.51 SADIE S BROWN O1 001010 2 1 24,316.86 COURTLAND BULLARD O1 001820 2 3 41,852.93 NILDA J PRENDES O1 001154 2 4 32,740.66 PATRICE E NOVAL 04 001330 2 4 68,077.15 JOANN T DOUGLAS O1 001812 2 7 46,064.51 CHRISTOPHE M BLALOCK O1 001812 2 7 41,852.93 JEFFREY L COLLIER O1 001812 2 7 43,918.99 PAULA C CHANDLER O1 001021 2 10 20,952.67 ANGELLA A BREADWOOD 06 008051 3 2 71,441.34 MIRIAM BALASINO O1 001060 3 7 31,204.37 MARIA L HERNANDEZ O1 001812 9 2 46,064.51 JORGE R PEREZ 06 008083 11 1 64,792.42 ANA M CRUZ O1 001808 13 7 43,918.99 DENISE R MORALES 04 001156 15 3 48,316.11 C4 `��00ror co FEBRUARY 27, 2003 CITY OF MIAMI REPORT 180-300 PAYROLL / PERSONNEL SYSTEM PAGE 197 DEPT/DIV 006200 YEARS OF SERVICE AS OF 02/26/03 EMPLE GROUP JOB CODE YRS SERVICE MTHS SERVICE ANNUAL SALRY ----------EMPLOYEE NAME---------- BONNIE L WILLEY 06 008083 17 7 58,779.55 ANTIONETTE R DAVIS O1 001812 20 8 57,388.24 DORIS I RAMIREZ O1 001022 23 0 Al 43,968.29 SYLVIA L OGUNTOYINBO O1 001345 23 11 55,965.52 DULCE M BORGES 06 008083 27 11 71,441.34 TOTAL COUNT: 29 DEPT TOTALS: The City of Miami 7/1/2003 - 7/1/2004 DEDICATED UNIT (1) COST AND TERMS ac of .lani inry 97 gininn LfabiU Z) x', Y Dedicated Unit Estimated Liability Claim Volume: 710 Liability Staff 1 Working Supervisor 5 Claim Representatives 1 Tech. Assistannt Liability Program Fee: $920,800 10 risxfacs.com users included Data Transfer - 1 Source $21,000 Total 3 $2,3110800 This material is the proprietary, confidential property of Gallagher Bassett Services, Inc. It has been provided to you for the sole purpose of considering a quote for claims administration services. It is not to be duplicated or shared in any form with anyone other than the individuals of such prospective client that have a business need to know the information. It must be destroyed or returned to Gallagher Bassett Services, Inc. after its intended use. 03- 287 Workers' tom ensatlort' .,s:. . Dedicated Unit Estimated Workers' Compensation Claim Volume: 900 Workers' Compensation Staff 1 Working Supervisor 7 Claim Adjusters 1 Medical Only Clerk 3 Tech. Assistant Workers' Compensation Program Fee: $1,370,000 LfabiU Z) x', Y Dedicated Unit Estimated Liability Claim Volume: 710 Liability Staff 1 Working Supervisor 5 Claim Representatives 1 Tech. Assistannt Liability Program Fee: $920,800 10 risxfacs.com users included Data Transfer - 1 Source $21,000 Total 3 $2,3110800 This material is the proprietary, confidential property of Gallagher Bassett Services, Inc. It has been provided to you for the sole purpose of considering a quote for claims administration services. It is not to be duplicated or shared in any form with anyone other than the individuals of such prospective client that have a business need to know the information. It must be destroyed or returned to Gallagher Bassett Services, Inc. after its intended use. 03- 287 The City of Miami COSTS AND TERMS (1) Claims will be handled for the life of the contract with no additional per claim fees or Time and Expense. (2) Included in the Dedicated Unit Fees are the following. RISX-FACS Account Administration - Account Coordinator -Topical Captioned Reports @ $50,000 -Index Bureau Reporting -Settlement Authority: - General Liability: $10,000 - Workers' Compensation: $10,000 - Quarterly Meetings - Acknowledgments on all claims other than Medical Only. (3) Billing and Payment Terms: Fees will be billed on an agreed upon interval (monthly or quartley) during the calendar year. Fees are payable upon receipt of the invoice. Gallagher Bassett reserves the right to charge 1 % per month, or maximum legal rate, on balences unpaid after 30 days. City of Miami dedicated Unit C&T 1/21/ 03- 7 The City of Miami LIFE OF PARTNERSHIP COSTS AND TERMS Effective Date: 7/1/03 Service Workers Compensation # of Per Claimants Claimant Fee Deposit Life of Partnership Medical Only 720 $129 $92,880 Indemnity 180 $850 $153,000 Total Workers Compensation 900 $245,880 Liability General BI 120 $695 $83,400 General PD 80 $335 $26,800 Auto BI 210 $695 $145,950 Auto PD 140 $335 $46,900 Professional Liability 160 $825 $132,000 0 $0 $0 Total Liability 710 $435,050 Ancillary Services Administration Included Data Management Included Account Management $15,000 Index Bureau Reporting Included Claim Reporting (telephonic, web or a -Fax) Included risxfacs.com - 10 Users Included Electronic Incident 0 $45 $0 Total: 0 1 $15,000 Additional Services risxfacs.com - Additional Users -Full 0 $2,195 $0 risxfacs.com - Additional Users -inquiry 0 $1,095 $0 Total: 0 $0 Grand Total: 1,610 $695,930 Date: 1/17/03 This material is the proprietary, confidential property of Gallagher Bassett Services, Inc. It has been provided to you for the sole purpose of considering a quote for claims administration services. It is not to be duplicated or shared in any form with anyone other than the individuals of such prospective client that have a business need to know the information. It must be destroyed or retumed to Gallagher Bassett Services. Inc. after its intended use. 03- 287 iGi1\ L: � —1j, FA City of Miami RUN IN CLAIMS COSTS AND TERMS # of Per Claimant Service Claimants Fee Total Run-in Claims Medical Only - one time fee 265 $55 $14,575 indemnity - per claim / per year 1,065 $395 $420,675 Auto Liability - per claim / per year 318 $395 $125,610 General Liability - per claim / per year 329 $395 $129,955 Professional Liability 350 $395 $138,250 Run -In Claims: Total 2,327 $829,065 This material is the proprietary, confidential property of Gallagher Bassett Services, Inc. It has been provided to you for the sole purpose of considering a quote for claims administration services. It is not to be duplicated or shared in any form with anyone other than the individuals of such prospective client that have a business need to know the information. It must be destroyed or returned to Gallagher Bassett Services, Inc. atter its intended use. 03- 287 Total $15,000 Data Tapes Claim Source 1 Rate $15,000 Transactions / Detail Payments 1 $6,000 $6,000 Notes 0 $6,000 $0 Data Tapes: Totall 2 $21,000 This material is the proprietary, confidential property of Gallagher Bassett Services, Inc. It has been provided to you for the sole purpose of considering a quote for claims administration services. It is not to be duplicated or shared in any form with anyone other than the individuals of such prospective client that have a business need to know the information. It must be destroyed or returned to Gallagher Bassett Services, Inc. atter its intended use. 03- 287 IF iai1\ Offlr LIFE OF PARTNERSHIP COSTS AND TERMS (1) Claim Deposits will be reviewed semi-annually and audited at the 18th, 24th, 36th and 48th month. (2) Claims will be handled for the life of the partnership with no additional per claim fees. If you should decide to non -renew, the existing open files can be handled in one of three ways. ■ Gallagher Bassett would continue to handle the open files at our prevailing rates fee per year per open file. ■ Gallagher Bassett would continue to handle the open files on a Time and Expense Basis. ■ Gallagher Bassett would return the files to the client. (Contingent upon Carrier approval.) Note: There will be additional charges for ongoing Data Management (R/SX-FACS@), risxfacs.com users, Administration and Banking fees for as long as GB handles claims. (3) Data Management includes the following: • New Claim Setup • Historical Claims • Monthly Report by Email or the Website • Carrier Report Package by Email or Website (4) Account Administration includes the following: • Designated Account Manager • Topical Captioned Reports @$50,000 • Index Bureau Reporting • Settlement Authority @$25,000 • Banking Administration (SIMMS) - Provided Loss Fund is Properly Funded • One Audit Per Year • Four Meetings per Year • Reserve Alerts @ $10,000 and subsequent $5,000 changes (5) Claim Reporting • ClaimLine - Telephonic 800# reporting • Web Reporting - First reports via the web • e -Fax - Fax reporting (wc only) (6) Hufacs.com: Standard internet browser access to Gallagher Bassett claim database (7) Billing and Payment Terms: Fees will be billed on an agreed upon interval (monthly, quarterly) during the calendar year. Fees are payable upon receipt of the invoice. Gallagher Bassett reserves the right to charge 1 % per month, or the maximum legal rate, on balances unpaid after 30 days. This material is the proprietary, confidential property of Gallagher Bassett Services, Inc. It has been provided to you for the sole purpose of considering a quote for claims administration services. It is not to be duplicated or shared in any form with anyone other than the individuals of such prospective client that have a business need to know the information. It must be destroyed or returned to Gallagher Bassett Services. Inc. after its intended use. 03— 287 44 STANDARD CLAIMS MANAGEMENT SERVICES Claim Charges: The claim charge is applicable per claimant per line of coverage. Example: A client during working hours is involved in an automobile accident with another vehicle with two occupants. Both occupants were injured, both cars were damaged and our client was injured. The claims handling charges (example only) will be: Claimant #1 - Auto Liability Bodily Injury $738 Claimant #2 - Auto Liability Bodily Injury 738 Claimant Owner - Auto Liability Property Damage 376 Client — Workers' Compensation 761 Client — Auto Physical Damage 300 $2,913 The total GB fee for this one occurrence is $2,913 to adjust the accident. Specific claim charges by claimant by line of coverage is normal practice in our industry. Allocated Expenses: Shall be your responsibility and shall include, but not be limited to: • Legal Fees • Professional Photographs • Extraordinary costs for witness statements ' Medical records • Experts' rehabilitation costs • Fees for service of process • Architects, contractors • Engineer • Police, fire, coroner, weather, or other such • Property damage appraisals • Sub rose investigation • Official documents and transcripts • Pre- and post judgment interest paid • Subrogation at 15% of gross recovery ' Managed Care • Medical Examinations • Extraordinary Travel made at client's request • Court reports • Accident reconstruction ' Chemist • Collection cost payable to third parties on subrogation • Any other similar cost, fee or expense negotiation, settlement or defense of a claim or loss which must have the explicit prior approval of the client Outside Investigation Managed Care: Managed Care services may include, but are not limited to: ' Preferred provider organization networks • Automated state fee scheduling Medical case management and vocational rehabilitation network • Utilization review services Light duty/return-to-work programs • Prospective injury management services Hospital bill audit services This material is the proprietary, confidential property of Gallagher Bassett Services, Inc. it has been provided to you for the sole purpose of considering a quote for claims administration services. It is not to be duplicated or shared in any form with anyone other than the individuals of such prospective client that have a business need to know the information. It must be destroyed or returned to Gallagher Bassett Services, Inc. after its intended use. 03- 287 STANDARD CLAIMS MANAGEMENT SERVICES Workers Compensation - Medical Only Claims Evaluate and adjudicate work-related claims involving medical treatment only. Claims will be adjudicated according to statutory state requirements and corporate guidelines. The guidelines anticipate: • Investigation sufficient to determine claim type and compensability • No subrogation is required. • Lost days do not exceed statutory waiting period. • No payments for indemnity and vocational rehab. • No loss notices, captioned reports, client meetings or settlement authority is required. • Payments on claims do not exceed $2,500 Services provided beyond the guidelines stated above will be considered indemnity cases and will be on a contract basis only. Workers Compensation - Indemnity Claims Investigate, evaluate and adjudicate work-related claims involving disability and/or payment of medical and other expenses. Claims will be adjudicated according to statutory state requirements and corporate guidelines. Incident - Electronic and Manual Review first report and mark as "Incident". If an adjuster is required to perform any additional work other than reviewing the first report, the incident will be converted to a claim. Liability Claims Investigate, evaluate and adjudicate all third -party claims for which you may be legally obligated. Third -party claims will be managed and administered in accordance with our product guidelines. Property Claims Investigate, evaluate and adjudicate all first -party claims which you report involving damage or loss of real or personal property. First -party claims will be managed and administered in accordance with our product guidelines. This material is the proprietary, confidential property of Gallagher Bassett Services, Inc. It has been provided to you for the sole purpose of considering a quote for claims administration services. It is not to be duplicated or shared in any form with anyone other than the individuals of such prospective client that have a business need to know the information. It must be destroyed or returned to Gallagher Bassett Services, Inc. after its intended use. ' 287 03- i -i1\ �� Vii♦/ MANAGED CARE SERVICES COSTS State Fee Scheduling $1.30 per line (2 -line header) -OR- 20% of savings --OR— $8.50 per bill —AND— -AND-79 $79Der hour for nurse time Usual, Customary and Reasonable Bill Review $1.35 per line (2 -line header) —AND— $79 per hour for nurse time PPO Hospital and Outpatient Care Networks (OCN) 30% of savings Out of Network Bill Review 35% of savin s Telephonic Case Management $60 Medical Triage $185 per Indemnity claim (1st 30 days) $145 per claim (2nd 30 days) After 60 days or Catastrophic - $79 per hour $100 per medical only claim Hospital Certification Program $180 combined inpatient hospital pre-certification/continued stay review --OR— $95 for hospital inpatient precertification $85 for hospital inpatient continued stay review Utilization Review Program $85 for outpatient precertifcation $65 for outpatient continued review Medical Case Management and Vocational Rehabilitation - $79 per hour plus expense Hou $89 per hour - AK, CA HI, NY Hospital Bill Audit Program $79 per hour Florida Managed Care Bill Review and PPO at prevailing rate TCM @ $250 per Indemnity for first 30 days; $185 for second 30 days and $79 per hour thereafter. UR at prevailing rates FCM at prevailing rates MCO - All other states Price varies by state PPO Retail Pharmaceutical Network Discounted prescription costs Wholesale Prescriptions and Medical Equipment Program Cost of prescriptions and medical equipment OSHA Reporting $3,000 per year (includes set-up, OSHA access & unlimited OSHA logs and summaries This material is the proprietary, confidential property of Gallagher Bassett Services, Inc. It has been provided to you for the sole purpose of considering a quote for daims administration services. It is riot to be duplicated or shared in any form with anyone other than the individuals of such prospedlve client that have a business need to know the information. It must be destroyed or returned to Gallagher Bassett Services, Inc. after its intended use. 03- 287 G` Gallagher Bassett Service Commitment We at Gallagher Bassett vow to deliver results that are the product of our primary objective — a `zero defects' commitment to quality. When you partner with Gallagher Bassett, you can assure yourselves that the following values will always be instilled in the services we provide to you: • Integrity is the heart of our business ethic. • Mutual respect is the cornerstone of all of our relationships. • Teamwork is how we get the job done best. • We will not be bound by the status quo, but will innovate to assure the best solutions. • As leaders we will exhibit responsibility by setting standards for reliability, capability and trust. On behalf of Gallagher Bassett's senior claims management team, we promise to: • Handle your claims in an efficient and professional manner. • Adhere to responsible claims handling product standards. • Guarantee total savings, resulting from our bill review and PPO service offerings. • Abide to mutually agreed upon service instructions. • Remain attentive to our partners gage and measurement for success Rather than working for you, we promise to work with you in establishing a partnership that will enable our two companies to achieve optimal results and a maximum return on your investment. By establishing a mutually respected relationship with us, you can expect to receive from us the benefits of a true leader and all that it implies: synergistic relationships, dedicated services, and a wealth of experience to better serve you. Sincerely, The Gallagher Bassett Senior Claims Management Team Rich McKenna President John LaMacchia Sr. Vice President Northeast Zone John Zitko Sr. Vice President Central Zone Emil J. Bravo Executive Vice President John Walsh Sr. Vice President Southeast Zone George Prause Sr. Vice President West Zone Norm Darling Executive Vice President David Kocourek Sr. Vice President Sales and Business Development 03 287 POLICY NUMBEF CITY OF MIAi..d APM-1-95 DATE: May 14, 2001 ISSUED BY: Carlos A. Gimenez City Manager Em ADMINISTRATIVE POLICY SUBJECT: SAFETY MANAGEMENT PROGRAM REVISIONS REVISED ok SECTION REVISION Created 09/27/95 All I�C�� •LTE _ ' lel all, Em ADMINISTRATIVE POLICY SUBJECT: SAFETY MANAGEMENT PROGRAM REVISIONS REVISED DATE OF SECTION REVISION Created 09/27/95 All 03/21/01 LMP changed to APM 03/21/01 Page I of 4 PURPOSE: The City of Miami is self-insured for Workers' Compensation and General Liability and, pursuant to Florida Statute (FS) 381.10.008, is required to have a comprehensive Safety and Health Program, hereinafter referred to as the Safety Management Program. Effective this date, this Administrative Policy supersedes all previous directives relating to this subject. The purpose of the safety program is two -fold. First, to effectively reduce the frequency and severity of duty -related injuries to our employees thus increasing their productivity and lowering workers' compensation exposure. Second, to identify, mitigate and/or eliminate those unsafe related acts and conditions which occur within the City resulting in financial liability on the part of the City. The Obiectives of the Safety Management Program are: To promote a safe and healthy work environment for. all City of Miami employees; To identify and mitigate and/or eliminate unsafe acts, practices and conditions that have the potential to result in financial liability for the City of Miami. Safety must be the first consideration in the operation of all City business. Safety is the responsibility of all employees, from management to support staff. This policy outlines the scope of the Safety Management Program and supersedes all previous policies. The policy will be as follows: I. SCOPE The Safety Management Program is City-wide and includes all personnel and departments. The program serves to review loss prevention in a proactive manner, establishing appropriate incentives as well as accountability for safety-related issues on a City-wide and departmental basis. The program resides in the Risk Management Department with a full-time individual designated as the Safety Coordinator. The Safety Coordinator serves as a liaison to all city departments and services for safety issues. 03- 287 APM-1-95 Page 2 of 4 II. CONCEPT OF OPERATIONS A. Safety Coordinator The Safety Coordinator is the liaison to all City departments and personnel concerning safety issues and shall carry out the following duties: 1. Identification, evaluation and reporting of unsafe acts, conditions and practices which can result in financial loss to the City; Planning, implementing and reporting on the activities of the safety management program 2. Planning and carrying out regular periodic safety inspections of facilities, vehicles and equipment 3. Analyzing and reporting on workers' compensation and liability trends 4. Presenting timely and concise reports to management 5. Developing and implementing safety educational and training programs based on departmental and employee needs 6. Coordinating City-wide safety committee meetings 7. Planning and implementing safety awards/incentive programs B. City-wide Safety Committee 1. The City-wide Safety Committee is the main conduit of the Safety Management Program. The Committee will review and analyze departmental and City-wide safety and loss prevention data; review policies pertaining to loss prevention; coordinate implementation of safety policies; review safety performance and initiate appropriate actions; establish safety and loss prevention goals and objectives consistent with City-wide policies. Recommendations will be made based on ongoing analysis of trends and data. 2. The Safety Coordinator is the Chairperson of the City-wide Safety Committee and shall not have voting rights. The Safety Coordinator will direct the agenda and functions of the Committee. 3. Committee Representation a) The below listed departments will provide (through the labor/management process) a full-time member of the Committee selected through the labor/management process. (1) Police (2) Fire -Rescue (3) Public Works (4) Parks and Recreation (5) GSA 03. 287 APM-1-95 Pae 3 of 4 (6) Solid Waste (7) One Member at Large selected by the President of AFSCME Local 1907 4. Authority The City -Wide Safety Committee shall have the authority to recommend policy and/or operational changes regarding safety issues, through the appropriate labor/management process. Committee members are of equal status within the Committee. 5. Chain of Command Recommendations from the City -Wide Safety Committee will be handled through the labor/management process. The Safety Coordinator shall present committee recommendations to the Risk Management Administrator. Actions and follow-up will be reported back to the Committee through the Safety Coordinator. Individual departmental safety representatives will have primary responsibility for addressing safety issues within their departments. 6. Function The City-wide Safety Committee functions in two distinct yet overlapping areas: 1. As a Whole — The Committee looks at issues via a City-wide global perspective to develop solutions that transcend departmental lines. For instance, a program that could reduce back injuries in the Parks Department might easily find its way into all other City departments. 2. As Individuals — Each Committee member has a primary responsibility for the safety related issues within the department they represent. It is recognized that safety issues unique to particular departments also exist and require attention focused on the merits of the issue. Here, the individual representative will be able to address the issue while possessing the sensitivity of their department's day-to-day operations. 7. Meeting Schedule The City -Wide Safety Committee shall meet as often as monthly but not less than quarterly during a calendar year. C. Departmental Safety Committees 1. Departmental Safety Committees shall be established within the departments from which a representative has been selected for the City- wide Safety Committee and a "departmental" level committee shall be established serving the balance of departments and general employees as represented by the individual so selected from the City-wide Committee. 03- 287 APM-1-95 Page 4 of 4 2. Departmental Safety Committees shall be made up of equal number of labor and management representatives as selected through the labor/management process. Departmental committees shall be no larger than eight members and no smaller than four members total. 3. The department representatives to the City-wide Safety Committee shall serve as ad hoc members of the Departmental Committee for liaison and coordination purposes and shall have no voting rights. 4. The Departmental Safety Committee shall be involved with the safety issues peculiar to that department and develop policies in conjunction with their representative on the City-wide Committee. It is not the intent that permission will be required from the City-wide Committee for policy decisions within the Departmental Committee, but it is recognized that a level of coordination must take place to prevent implementation of policies or programs that are in conflict with one another from department to department. 5. Departmental Safety Committees shall meet at a minimum bi-monthly and produce minutes of their activities to be distributed to all department members and the Safety Coordinator. 6. Departmental Safety Committees are recommending bodies only and do not have the authority to make or approve policy. They shall forward their recommendations to their department director for action. 7. The City-wide Safety Coordinator shall act as a technical advisor to the Departmental Safety Committees and have no voting rights D. Individual Employees Individual employee participation and motivation cannot be understated and indeed are critical to the objectives and success of the Safety Management Program. As goals are met and real cost savings materialize over time, individual employees and departments should share in these savings through employee/departmental recognition programs and safety incentives. At the same time, continued unsafe acts and practices will be carefully scrutinized and appropriate remedial actions taken. 03287