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Staff Report
City Council
Item No. 3.C
Meeting Date: January 10, 2024
From: Kevin Biersack, Financial Services Director
Title: Risk Management Plan Overview
City Council
RECOMMENDATION:
This agenda item is for review and discussion only.
BACKGROUND:
Currently, t he City of Cathedral City does not have a dedicated, centralized Risk Management Plan. We operate with disparate pieces and react to issues/incidents.
DISCUSSION:
With a goal to be more proactive and less reactive, City staff have developed an outline for a Risk Management Plan and are seeking feedback from the City Council . To do so, we have researched other Risk Management Plans from cities and counties to utilize their expertise and what appears to work effectively. The agencies we are most interested in leveraging their ideas and plans include:
• City of El Monte
• City of Glendora
• City of Hillsboro
• City of Oakley
• City Redlands
• Contra Costa County
• Government Finance Officers Association (GFOA)
Elements/topics of our initial Risk Management Plan outline are listed below:
Mission: In serving the constituents of the City of Cathedral City, mitigate and reduce:
• external (City Boundaries) risks in our community, and • internal (City Government) risks
Roles: TBD
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Responsibilities: TBD
Resources:
• Public Entity Risk Management Authority (PERMA), the 31 member-directed pool dedicated to providing financially secure, stable and cost -effective coverage programs and risk management services to its members.
• Sedgwick, a PERMA third -party vendor specializing in risk control, https://riskcontrol.sedgwick.com/
Contracts & Insurance:
• Collect & Attach Insurance to City Contracts – (On going) o Laserfiche
o Tyler Contracts Management
• Ensure City contracts are reviewed for proper insurance coverage(s) • Types of Insurance - FY 2023/2024 totals $5.575M
o Public Risk Innovation, Solutions and Management (PRISM) through PERMA
▪ Employment Practices Liability
▪ General Liability
▪ Trust Deposit
▪ Worker’s Compensation
o Alliant Property Insurance Coverage (APIP)
▪ Crime
▪ Cyber
▪ Deadly Weapon
▪ Fine Art
▪ Property
• Insurance Claims – steps to follow whether at City’s fault or not
Facility Inspection: Utilize Sedgwick to review and provide feedback
Policy & Procedures : Assess and determine policies and procedures to develop, examples include:
• Department of Motor Vehicle (DMV) Pull Program
• Vehicle Use Program
• COVID Prevention Plan – (Update On going)
• Injury and Illness Prevention Plan (IIPP)
o City-wide needed – leverage Cal OSHA
o Fire and Police have department drafts
o Hazard Identification & Control
Processes:
• Develop steps and/or flowcharts for employees to follow, e.g., COVID, claims, insurance, incidents, etc.
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• Develop internal processes for the risk team
Risk Assessments:
Conduct Risk Assessments in conjunction with one of PERMA’s partners, Sedgwick, in the six primary Risk areas (Engineering/Facilities/Fire/Human Resources/ Police/Public Works) to i dentify potential pitfalls and develop trainings to avoid (Initial ones completed)
Safety Incident Management:
• Reporting Incidents
• Vehicle Collisions
• Work Injuries
o Department Training – on-the-job training
Software Tools: Enterprise Resource Planning (ERP) System, Tyler modules:
• Case Management
• Driver’s License (On going)
• Talent Management
o Certifications
o Training
• Claims
o Accidents/Injuries
Training:
• City-Wide Training
o Public Entity Risk Management Authority (PERMA) Training ▪ PRISM
▪ Vector (Target) Solutions, e.g., Ethics, Harassment
▪ Sedgwick Risk Control
▪ Employment Practices – Employment Risk Management Authority ▪ Industry Conferences
o California Occupational Safety and Health Administration (Cal OSHA) Training
▪ https://www.dir.ca.gov/dosh/dosh_publications/trainingreq.htm ▪ https://www.permarisk.gov/wp-
content/uploads/CALOSHA_Training_Schedule_2023_2024_20230 613.pdf
o Schedule Upcoming Sessions (these sessions have been reserved and we have confirmation from the departments below – more
departments can be added)
▪ Safe Lifting and Industrial Ergonomics 03/19/2024 (Facilities/Public Works)
▪ Minimizing Sidewalk Exposures & Evaluating Resources
04/09/2024 (Engineering)
▪ Defensive Driver 05/15/2024 (P olice, F ire, Engineering, P ublic Works, Code, Building Inspectors)
▪ Office Ergonomics 06/19/2024 (City Hall/Dispatchers)
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Workplace Safety (Quarterly) : We plan to create two committees that will meet on a quarterly basis:
• Risk Committee (beginning of quarter)
o Project/Liability Claim
o Prevention
• Safety Committee (mid-quarter)
o Workers Compensation
o Employee Safety Training
o Prevention
• Committee Membership – Representative from each department or division(s) (On going)
Upcoming Dates:
• Committee Quarterly Meetings – 02/15/2024 forward
• Insurance Coverage Partner Evaluation – 04/01/2024
• Software Tools – 07/012024
FISCAL IMPACT:
None with this report. An active, effective risk management program should result in cost reductions over time.
FIVE-YEAR STRATEGIC PLAN:
GOAL C: Fiscal Stability and Sustainability
Objective: Cathedral City has economically prospered by facilitating the investment of private dollars in high quality development whi ch benefits the community. We remain financially solvent by instituting prudent fiscal policies and transparent practices.