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RM-1 Rev. 3 Risk Management Division and ProgramCITY OF DELRAY BEACH ADMINISTRATIVE POLICIES AND PROCEDURES DEPARTMENT:Risk Management POLICY NUMBER:RM-1 SUBJECT:Risk Management Division and Program SUPERSEDES:RM-1,Rev.2 REVISION: APPROVED BY: PURPOSE Terrence R.Moore,ICMA-CM,City Manager 1.To provide effective reporting to the City Commission,City Manager,Department Heads,and the Chief Financial Officer (Finance Director)that will present the City's position and/or explain relevant trends in various aspects of the Risk Management Program. 2.To make recommendations to City departments and divisions for the protection of the City's assets and prevention of employee and public accidents. 3.To make available various training programs for,and to make available literature to employees that will reduce accidents,property damage,and liability claims. 4.To reduce our "Experience Modification"rating with Florida State Workers'Compensation Bureau that directly determines the amount the City pays to the State Self-Insurance Fund and that indirectly affects the premium for excess workers'compensation insurance. 5.To provide the most cost-effective and comprehensive insurance coverage for the City as the marketplace will allow POLICY The Risk Management Division has the primary responsibility for the technical and administrative work in planning,organizing,and directing a comprehensive Risk Management Program for the City.It involves the use and application of knowledge of both self-insured and full insurance concepts for commercial property and casualty coverage,to include workers'compensation.The implementation of the Risk Management Program is under the direct supervision of the Risk Manager who directly reports to the Human Resources Director. PROCEDURE A.General Responsibilities 1.Develop,implement,and supervise the City's Claims Administration programs. 2.Develop,implement,and supervise the City's Workers'Compensation Program. Risk Management Division and Program RM-1,Rev.3 Page 2 of2 3.Develop the City's Employee Safety Program for all departments and coordinate with Department Heads to ensure the Program's implementation through their supervisors. 4.Assist departmental planning and coordination of training programs in accident prevention,safe work methods,and related City and mandated procedures. 5.Prepare the budget and assist in accounting for the City's Risk Management Programs. 6.Assist in the preparation of property and casualty insurance specifications,evaluation of bid proposals and provide recommendations for acceptance. 7.Prepare and administer the compilation of reports and statistical data and submit them to proper personnel and agencies as appropriate or as directed. B.Daily and Weekly Activities 1.Answer all questions on insurance coverages as generated by the public and departmental personnel of the City. 2.Reply to and process all claims as presented by the general public,employees,insurance companies,and/or lawyers. 3.As required,inspect properties owned by or the responsibility of the City to evaluate the physical condition and minimize public safety hazards. 4.As required,inspect City facilities in coordination with department and division heads to correct hazardous work conditions and unsafe work practices. 5.Review all contracts,leases,and purchases of capital goods to be assured that proper insurance coverages are obtained for the protection of the City's interest. C.Monthly and Annual Activities 1.Coordinate with the City's insurance broker to prepare and submit the annual renewal for property and casualty insurance coverage for management review and decision. 2.Prepare,distribute and update all policies and procedures issued by the Risk Management Division. 3.Seek and obtain information from neighboring communities on their loss experience and Risk Management programs by developing relationships through attending luncheons,seminars,etc. 4.Track and compute various trends in accident/claims history to provide accurate accident analysis in various departments and concentrate efforts on the correction of conditions and procedures related to the analysis. 5.Provide training and literature to counter any growing tends as indicated by the investigation of accident/claims experience to reach those employees most involved or affected as revealed by the trend research.