POINT ARENA CITY COUNCIL
AGENDA ITEM SUMMARY
AGENDA ITEM: VIII B
MEETING DATE: 08/26/2025
TITLE
2025 Risk Assessment Report from California Intergovernmental Risk Authority (CIRA)
RECOMMENDED ACTION
Receive and file
ANALYSIS
On May 24, 2025, representatives from the California Intergovernmental Risk Authority (CIRA) visited the City of Point Arena. The visit included a review of City operations, a limited visual inspection of facilities, and discussions with department heads regarding risk management practices.
The purpose of the CIRA report is to inform the City of possible liabilities and workrelated risks, and to provide resources and an action plan to help reduce those risks. It also references prior risk assessment reports. Key observations and recommendations from the May 2025 inspection were:
Program Review and Update: Recommended starting points include the Injury and Illness Prevention Plan and the Vehicle Use Policy.
Training Needs Assessment: A Training Needs Assessment, done with a CIRA Operator-in-Training, is recommended. The result would be a Training Matrix, which outlines required and recommended training, frequencies, and resources (Vector Solutions, CIRA, and third-party vendors).
Playground Safety: Damaged playground components should be repaired or replaced (e.g., The current metal sheet used to repair a platform poses trip, protrusion, and pinch hazards; full platform replacement is recommended. Areas of delamination should be re-coated to prevent corrosion and cover exposed rust.
CIRA’s Certified Playground Safety Inspector is available to provide further assistance.
The CIRA report serves as an educational tool to identify areas where the City can strengthen its safety and risk management practices. Recommendations related to worker safety are tied to regulatory requirements, while general liability findings are based on government codes, case law, and standards of care.
By focusing on these improvements, the City has an opportunity to reduce its overall risk exposure and associated costs.
Brian Edinger, CIRA’s Risk Control Advisor, will be presenting his review of Point Arena’s Risk Assessment.
FISCAL IMPACT
Project Dependent
ATTACHMENTS
CIRA’s 2025 Risk Assessment Report
CITY MANAGER SIGNATURE
_________________________________
Molly C. Haviland, City Manager
Address:
2330 E. Bidwell Street, Suite 150
Folsom, CA 95630
Office phone: (916) 927-7727
Office phone: (707) 938-2388
Office fax: (707) 938-0374
07/01/2025
City of Point Arena
Molly Haviland, Deputy City Clerk
451 School St
Point Arena, CA 95468
RE: CIRA Risk Assessment
Dear Molly
On 05/24/25, we visited the City of Point Arena, which included a review of its operations and a limited visual inspection of its facilities. We also met with several of its department heads to discuss various risk management topics. Please thank all the staff for their time and consideration during our visit.
This report aims to inform the City of Point Arena of possible liabilities and work-related risks.
To reduce these risks, it includes CIRA resources and an action plan for the City of Point Arena to consider. The report features an executive summary, a city profile, a risk assessment summary, and a CIRA action plan. It also references previous risk assessment reports, copies of which can be provided upon request.
The report functions as an educational tool for the City of Point Arena to identify areas for improvement in its risk management and safety programs. Generally, findings related to worker safety are tied to regulatory requirements, while those associated with general liability exposures are based on government codes, case law, and standards of care. By focusing on enhancing risk management processes and systems, the City of Point Arena has a better opportunity to influence its overall cost of risk.
It should be noted that this report is based on conditions observed at the time of the site visit and information provided by City of Point Arena staff. The information in this summary does not ensure that operations, whether noted or not, are in compliance with federal, state, or local laws or regulations.
City Profile
The attached City Profile serves as a quick overview for CIRA of the City of Point Arena and its operations. It outlines the CIRA programs the City of Point Arena has joined, its Self-Insured Retention (SIR), the types of operations the City of Point Arena may conduct, and some common ordinances CIRA considers important. If you find any errors in this profile, please let me know.
City of Point Arena
07/01/2025
Risk Assessment Summary
The attached risk assessment summary has been developed through a comprehensive evaluation of the City of Point Arena's risk management programs, including compliance with Cal/OSHA and other governmental regulations. The aim of the summary and its seven sections is to offer an objective overview of the various risk exposures facing the City of Point Arena and how it manages those risks. Each aspect of this assessment has been scored on a scale from one to three to quantify the evaluation. A score of one indicates that the topic or area was not completed, ineffective, or absent. A score of two means it is partially completed, in progress, or requires improvement. A score of three signifies that it was completed or effective. Additional details can be provided regarding how each element was assessed to create the risk assessment summary upon request. The following sections include brief highlights and observations of the attached risk assessment summary.
Contractual Risk Management
This section highlights the programs and actions the City of Point Arena is taking to reduce its risk through the use of risk transfer language, insurance requirements, contractor qualification review, and claims management.
Point Arena has done well in utilizing available CIRA resources for contract review. Staff have worked with CIRA significantly in the past on updating contract insurance requirements. In a review of encroachment permits, it was noted that insurance is referenced, but no specific limits are listed. The City would be encouraged to review available materials, including our sample encroachment permits, when providing insurance requirements.
To further assist, CIRA offers a Risk Management 101 course offering a deep dive into contracts and insurance requirements. This is a recommended course for new administrators and managers, offered at no cost to CIRA members. An additional tool CIRA offers to assist in contract review includes Evident, a Certificate of Insurance (COI) review software that can help automate the review of COIs.
Safety and Health
This section examines the City of Point Arena’s overall safety and health program elements as they relate to all operations and staff. It encompasses a broad range of topics and can positively impact the health of the City of Point Arena’s workforce while reducing workers’ compensation claims. Many of the topics discussed in this section are regulatory in nature, requiring the City of Point Arena to implement a written program, provide effective training, and conduct a review to assess the program’s effectiveness.
As a small City, every employee plays a critical role in their own health and safety. CIRA was pleased with the level of care given by staff with regards to safety and health, including regular training virtually and in-person. To further improve upon the current safety programs, CIRA would encourage a Training Needs Assessment. This would allow a deeper dive into current training, and allow CIRA Staff to deliver a custom Training Matrix featuring recommended and required trainings and their frequencies.
City of Point Arena
07/01/2025
Additional recommendations for the City would include a review of written Safety and Health Programs, beginning with the Injury and Illness Prevention Plan (IIPP). CIRA staff is available to assist with review and updates of programs, and our Loss Control Resources page contains many sample programs, including the Injury and Illness Prevention Plan. Other programs to review upon completion of the IIPP would include Bloodborne Pathogens Prevention Program.
Employment Practices
This section focuses on many of the best practices that have been shown to reduce employee liability. These practices include having documented employment procedures, implementing a return-to-work program, and effectively managing the City of Point Arena’s volunteers.
The City has recently experienced several staffing transitions, including a ~30 percent reduction in staff. To support the City with employment practices and human resources matters, CIRA members have access to both the LCW (800-645-2696) and PRISM employment hotlines. These resources are available at no cost to CIRA members and can assist the City in making informed employment-related decisions.
Infrastructure
This section reviews programs and actions related to urban forest management, sidewalks, and roadways. It also includes a review of the City’s Americans with Disabilities Act (ADA) programs and Cyber Prevention actions. Not included in this section are any infrastructures related to water, sanitation, or utilities. Effectively managing these exposures can reduce the City’s general liability claim frequency and severity.
During a site visit to the City playground, several components were observed to be in disrepair or in need of replacement. Portions of the play structure show signs of delamination, exposing rusted metal surfaces. Additionally, a steel plate used to repair a hole in one of the platforms, first noted during CIRA’s last visit, remains in place and continues to present trip, protrusion, and pinch hazards. The City is encouraged to explore available grants and alternative funding sources to repair or replace the aging playground equipment. CIRA Grant funds could be used towards the update or repair of playground equipment. CIRA can also provide a CPSI playground inspection at no cost.
CIRA has recently learned of a large claim involving a fatality caused by a City-owned tree, where the jury awarded over $24 million. As such, we encourage all our members to review and update Urban Forest Management Plans, utilizing the provided sample. CIRA Staff is available to assist with the review of any plans the City develops.
Vehicles
A vehicle incident can result in various losses and claims in workers’ compensation, liability, and property programs. This section examines the processes and controls the City has put in place to minimize vehicle accidents and foster a safe driving culture City of Point Arena
07/01/2025
The City maintains a small fleet of vehicles, with many services performed in-house. It is recommended that the City review its current Vehicle Use Policy and consider using the CIRA sample policy as a reference. The sample policy includes guidance on insurance requirements for personal vehicle use, restrictions on cell phone usage while driving, and other key considerations to support safe and compliant vehicle operations. The City also has access to driver safety courses through Vector Solutions and CIRA, which offer valuable training to reduce risk and promote safe driving practices. Additionally, an in-person Driver Safety course is expected to be held in Willits in August, providing a further opportunity for hands-on learning and engagement.
Response and Continuity
An emergency situation can arise at any time, bringing with it panic, confusion, and fear. How the City prepares, responds, and ensures continuity during such events is critical to an effective risk management program.
During this Risk Assessment, CIRA staff did not get a chance to cover response and continuity with City staff. As a coastal member, disaster preparedness is of the utmost importance. The City would be encouraged to maintain partnerships with local agencies, including the county and local fire districts. As a reminder, NIMS training is required for staff in management roles, and consideration should be given to ensure training is provided to newly appointed management staff. CIRA has built some NIMS training courses Operations
This section reviews the additional risks inherent to these operations and the specific controls the City has implemented to reduce these risks.
The City operates a public pier that serves both fishermen and boaters. A previous risk assessment identified a fall hazard due to an exposed edge lacking railing. It was recommended that the City explore a removable guardrail system to address this issue. In response, the City installed a chain barrier. While Cal/OSHA §3642(a) allows the use of chains in place of guardrails where they provide equivalent protection, the City is encouraged to review the installation to ensure it meets this standard.
The City also operates a local Wastewater Treatment Plant, currently staffed with an Operator-in-Training (OIT). The City is reminded that through Vector Solutions, CIRA will cover the cost of the Water Treatment training module, which is eligible for Continuing Education Units (CEUs) needed to maintain Operator Certification.
During a walkthrough at the Wastewater Plant, it was noted that certain safety equipment is due for replacement or not available, including chainsaw chaps, a tripod for confined space entry, and fall protection harnesses. The City would be encouraged to replace aging safety equipment, potentially utilizing funds from the CIRA Safety and Loss Prevention Grant. CIRA Staff can assist with recommendations on safety equipment.
City of Point Arena
07/01/2025
CIRA Action Plan
The action plan lists the common and specific actions the CIRA risk management team has identified it can take with the City. It will also serve as an outline of additional services the CIRA Risk Management team can provide to the City. To aid in implementing the action plan, the City is encouraged to take advantage of the annual $3,500 CIRA Risk Grant.
Critical Observations and Recommendations
The following critical observations and recommendations are for those areas in which we feel the City can have the most significant impact on its safety and risk control program. If applicable, the recommendations below will be found in the CIRA Action Plan.
Program Review and Update
During the visit, it was determined that some of the City’s programs and policies were due for review and update. CIRA will work with staff to assist in this process with sample resources and the ability to review prior to adoption. CIRA would encourage the City to begin with the Injury and Illness Prevention Plan, and Vehicle Use Policy, using resources provided in this document.
Training Needs Assessment
With an Operator In Training on staff, it would be beneficial to conduct a Training Needs Assessment. The Training Needs Assessment would provide the City with a Training Matrix of required and recommended trainings, their associated frequencies, and training resources, including Vector Solutions, CIRA, and third-party vendors. This would also serve as a good opportunity to remind staff that Water Operator courses on Vector Solutions are eligible to be reimbursed through CIRA.
Playground Safety Updates
The City is encouraged to repair or replace damaged playground components. The current metal sheet used to repair a platform poses trip, protrusion, and pinch hazards; therefore, full platform replacement is recommended. Areas showing delamination should be recoated to prevent further corrosion and cover exposed rust. CIRA has a Certified Playground Safety Inspector on staff and can assist with additional recommendations or inspections.
I want to thank the City of Point Arena for being a CIRA member. The resources linked in this report, the attachment, and others can be found on CIRA’s website. If there are any questions or concerns, please contact me at 916-279-8108 or [email protected].
Sincerely,
Brian Edinger
CIRA Risk Control Advisor
Enc: City Profile Page
City of Point Arena
07/01/2025
Risk Assessment Summary
CIRA Action Plan
CC: Amy Northam, CIRA General Manager
Erike Young, CIRA Deputy General Manager
Thor Benzing, CIRA Risk Manager
Paul Andersen, Point Arena Asst City Manager
MEMBERS NAME
Member Board Representative(s)
Employee Count
PROGRAMS
Item Status Comments/Notes Updated
Liability Program Member Yes 7/1/2025
Liability SIR 5,000 $ 7/1/2025
Employment Practices Liability (EPL) SIR 5,000 $ 7/1/2025 Workers Compensation (WC) Program Member Yes 7/1/2025
WC Deductible 5,000 $ 7/1/2025
PRISM Property Program Yes 7/1/2025
REMIF Employee Benefits No 7/1/2025
TYPE OF OPERATIONS
Item Status Comments/Notes Updated
Animal Control No Provided by County 7/1/2025
Fire Department No Provided by Cal Fire 7/1/2025
Police Department No Provided by County 7/1/2025
Public Works Yes 7/1/2025
Parks & Recreation Yes 7/1/2025
Water Treatment/Distribution TBD 7/1/2025
Sanitary Sewer Yes 7/1/2025
ORDINANCE & AGREEMENTS
Item Status Comments/Notes Updated
Volunteer Resolution TBD 7/1/2025
Sidewalk Liability Ordinance No 7/1/2025
Sidewalk Maintenance Ordinance Yes 7/1/2025
Backflow Device Ordinance No 7/1/2025
Mutual Aid Agreement (MOU) Yes 7/1/2025
Joint Powers Authority (JPA) TBD 7/1/2025
Union Agreement TBD 7/1/2025
CIRA Risk Grant Recipient Yes $7,000 available, planned for tripod 7/1/2025 Cal OSHA Violations in last 5 years No 7/1/2025
OTHER
Item Status Comments/Notes Updated
Airport No 7/1/2025
Conference Center No 7/1/2025
Development Services No 7/1/2025
Electrical Distribution No 7/1/2025
Hydro/Power Generation No 7/1/2025
City of Point Arena
Molly Haviland
6 CONTRACTUAL RISK MANAGEMENT SCORE EMPLOYMENT PRACTICES SCORE Risk Transfer Program (RTP) 2.8 Employment Work Practices (EWP) 2.3 Contractor Qualification Program (CQP) 3.0 Effective Hiring Process (EHP) 2.7 Special Events Program (SEP) 2.5 Utilizing Professional Resources (UPR) 3.0 Claims Management System (CMS) 3.0 Return to Work Program (RTW) TBD SAFETY & HEALTH SCORE Volunteers (VOL) 2.0
Injury and Illness Prevention Program (IIP) TBD INFRASTRUCTURE SCORE Asbestos (ACM/ACP) TBD Americans w/ Disability Act (ADA) NA Bloodborne Pathogens (BBP) 2.5 Urban Forest Management 2.7 Confined Space Entry (CSE) 2.3 Sidewalks 2.1
Drug & Alcohol Program (DAP) TBD Roadways 3.0
Ergonomics (ERG) TBD Vandalism & Theft/Security 3.0
Fall Protection At Height (FPH) TBD Cyber Prevention Plan 2.0 Fire Protection Plan (FPP) TBD VEHICLES SCORE
First Aid/CPR (FAC) TBD Driver Review & Qualifications 1.0 Forklift (PIV) 1.5 Defensive Driving Training 2.0
Hazard Communication Standard (HCS) 2.0 Programs & Policy 1.3 Hearing Conservation Program (HCP) TBD Fleet Maintenance 2.5 Heat Illness Prevention Program (HIP) TBD CONTINUITY & RESPONSE SCORE Lockout/Tagout/Blockout (LTB) 2.0 Business Continuity 3.0 Personal Protective Equipment (PPE) 2.7 Emergency Response 2.1 Respiratory Protection Program (RPP) TBD Facility Protection & Readiness 2.1 Silica Control Plan (SCP) TBD Wildfire 3.0
Temporary Traffic Control (TTC) 2.0 OPERATIONS SCORE
Tools & Equipment (TEP) 2.0 Animal Control No
Trenching and Excavation (TRE) TBD Police Department No USA Line Location (USA) TBD Fire Department No
Valley Fever Program (VFP) TBD Parks & Recreation 2.4
Walking Working Surfaces (WWS) 2.0 Potable Water No
Wildfire Smoke (WFS) TBD Wastewater 2.9
Status Legend
TBD = To Be Determined
1 = Not Completed/Ineffective/Absent
2 = Partially Completed/In Progress/Needs Work
3 = Completed/Effective
NA = Not Applicable
RISK ASSESSMENT SUMMARY
City of Point Arena
Standard Actions
Item Status Comments/Notes Updated
Member is aware of CIRA web resources Complete 7/1/2025 Member is aware of CIRA WC & GL MOC Complete 7/1/2025
Member is aware of and using CIRA risk transfer language Complete 7/1/2025 Member has been setup to use TargetSolution Complete 7/1/2025 Member has identified a TargetSolution admin Planned 7/1/2025 Member has assigned and tracking training in TargetSolution Planned 7/1/2025 Member has been introduced to SBN Planned 7/1/2025
Member has identified a SBN admin Planned 7/1/2025
Member is using SBN for inspections, assets, SOP, etc. On Hold 7/1/2025 A-Check (DMV Pull Notice Program) Planned 7/1/2025
Aware of Safety National Resources Planned 7/1/2025
Member Specific Actions
Item Status Comments/Notes Updated
Update Written Programs Planned 7/1/2025
-Injury and Illness Prevention Program (IIPP) Planned Sample in report 7/1/2025 -Vehicle Use Policy Planned Sample in report 7/1/2025
-Blood Borne Pathogens Program Planned 7/1/2025
Training Needs Assessment Planned 7/1/2025
Playground Safety Repairs Planned 7/1/2025
Purchase Tripod & Other Safety Equipment In Progress Samples emailed 7/1/2025 Pier Railing Safety Review Planned 7/1/2025
CIRA Member Action Plan
The implementation of these actions or any recommendations is not a guarantee that losses will be prevented or reduced, nor are the recommendations a substitute for your responsibility to administer your risk management, risk control, and safety programs.
City of Point Arena