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HomeMy WebLinkAboutMinutes - July 24, 2001 SSCITY OF LODI INFORMAL INFORMATIONAL MEETING "SHIRTSLEEVE" SESSION CARNEGIE FORUM, 305 WEST PINE STREET TUESDAY, JULY 24, 2001 An Informal Informational Meeting ("Shirtsleeve" Session) of the Lodi City Council was held Tuesday, July 24, 2001 commencing at 7:05 a.m. A. ROLL CALL Present: Council Members — Hitchcock, Howard, Land, and Mayor Nakanishi Absent: Council Members — Pennino Also Present: City Manager Flynn, City Attorney Hays and City Clerk Blackston B. CITY COUNCIL CALENDAR UPDATE City Clerk Blackston reviewed the weekly calendar (filed). C. TOPIC(S) C-1 "City of Lodi Workers Compensation Program" Kirk Evans, Senior Human Resources Analyst, provided the Council with a brief history of the Workers' Compensation system. With the aid of overheads (filed), he described the benefits available to employees through Workers' Compensation. Miscellaneous employees are eligible for disability benefits equal to two-thirds of their salary up to a cap of $490 a week; Police and Fire employees receive their full salary. Mr. Evans reported that the City is self-insured for Workers' Compensation benefits. Reimbursement is provided on claims over $250,000, from the Local Agency Workers' Compensation Excess — Joint Powers Authority. Over the past three to five years, the average number of claims has been 112 per year. In response to Council Member Land, Gary Archibald, President of Innovative Claims Solutions (ICS), the City's Workers' Compensation administrator, stated that there are currently 64 outstanding claims, on which there is a reserve of $1.1 million. In reply to questions by Council Member Hitchcock, Mr. Evans explained that in 1998-99 there was a catastrophic claim of nearly $400,000. Over the past ten years, the City's total cost for Workers' Compensation claims has averaged $841,000. The Police Department accounts for one-third of the claims; Fire Department one-fifth; Public Works one-fifth; Parks and Recreation 10%; Electric Utility 10%; and all others 7%. Mr. Evans attributed the low number of claims from the Fire Department to a generally younger, healthier workforce. The Fire Department also makes non-smoking a condition of employment. Discussion ensued regarding the differences between Police and Fire responsibilities. City Attorney Hays interjected that the law presumes for safety personnel that illness (e.g. heart attack, cancer, etc.) is job incurred; this does not apply to Miscellaneous employees. This presumption has a great affect on the level of Workers' Compensation claims history for safety personnel. In response to Council Member Hitchcock, Human Resources Director Narloch reported that the majority of safety personnel retire on disability. In answer to Council Member Howard, Mr. Evans stated that fraudulent claims are a very rare occurrence. Continued July 24, 2001 Mr. Evans reported that the following processes are currently taking place to address the needs of City employees and to bring Workers' Compensation claims to a resolution: • Quarterly reviews with Department Heads • Conduct post claim meetings with employees • Modified duty • Conduct meetings with Workers' Compensation claims coordinators in every department • Provide hepatitis shots for public safety employees • Flu shots are available free of charge to all employees • Provide hearing protection and annual testing for employees exposed to intense sound • Firefighters have a program at St. Joseph's Hospital for annual physical examinations and blood testing • Safety videos for departmental use Mr. Evans stated that he would also like to offer body mechanics training to field employees. In addition, he suggested contracting with an ergonomics specialist to advise departments on methods for preventing repetitive motion injuries. In reply to Council Member Land's inquiry about cost, City Manager Flynn stated that typically the City would share the cost of such a program with other cities in the Joint Powers Authority. Council Member Howard suggested that staff contact Lodi Memorial Hospital for ergonomics training, as it has in-house personnel qualified to review workstations' ergonomic issues and teach body mechanics. Mr. Evans reported that the City currently has an Injury and Illness Prevention Program; however, it needs updating and revisions should also be made to the programs for Public Works and Electric Utility. Council Member Land asked whether the Fire Department conducts inspections for hazardous conditions on City property. Fire Chief Pretz answered that he did not believe so. City Manager Flynn agreed with Council Member Land that it would be a good idea to begin instituting such inspections. Mr. Evans reported that he would like to add and/or improve the following programs: • Health and Wellness Program • Revise the Safety Incentive Program • Improve communications with physicians • Develop a policy and procedure document for the City's Worker's Compensation Program • Defensive driver training In response to Mayor Nakanishi, Mr. Evans reported that insurance for Local Agency Workers' Compensation Excess — Joint Powers Authority, is $50,000 per year. Mayor Nakanishi expressed concern that with the recent increase in Police and Fire personnel, the City is increasing its risk. He asked for further information to be provided to him on this subject. Mr. Archibald stated that 80% of the cost associated with Worker's Compensation programs is related to employee morale. He commented that Lodi does not appear to have a problem in this area, which is evident by its lower costs as compared to other cities. He warned that pending legislation might substantially increase Workers' Compensation benefits. There is a proposal to raise weekly benefits, increase disability benefits, and increase the presumptions for Police and Fire employees. PAI Continued July 24, 2001 D. COMMENTS BY THE PUBLIC ON NON -AGENDA ITEMS None. E. ADJOURNMENT No action was taken by the City Council. The meeting was adjourned at approximately 8:05 a.m. ATTEST: Susan J. Blackston City Clerk Mayor's & Council Member's Weekly Calendar - WEEK OF JULY 24, 2001 Tuesday, July 24, 2001 7:00 a.m. Shirtsleeve Session 1. City of Lodi Workers Compensation Program 7:00 p.m. Stakeholders' planning meeting regarding the Library Facilities Master Plan, Carnegie Forum. Wednesday, July 25, 2001 Reminder Nakanishi. LCC Executive Forum & Redevelopment Conference, Monterey, July 25 - 28, 2001. 10:00 a.m. Nakanishi and Land. Dedication and ribbon cutting ceremony for new "Lodi Solar Port & Electric Vehicle Charging Station", MSC. 7:00 p.m. Library Board Town Hall Meeting regarding the Library Facilities Master Plan, Lodi Public Library - "Bud" Sullivan Community Room. Thursday, July 26, 2001 Reminder Nakanishi. LCC Executive Forum & Redevelopment Conference, Monterey, July 25 - 28, 2001. 5.30 - 7:30 p.m. Chamber mixer at Micke Grove. Friday, July 27, 2001 Reminder Nakanishi. LCC Executive Forum & Redevelopment Conference, Monterey, July 25 - 28, 2001. 11:00 - 3:00 p.m. Fairmont Rehabilitation Hospital Award of Excellence 'Hawaiian Luau Celebration" Open House, 950 5. Fairmont Avenue. Saturday, July 28, 2001 Reminder Nakanishi. LCC Executive Forum & Redevelopment Conference, Monterey, July 25 - 28, 2001. Sunday, July 29, 2001 Monday, July 30, 2001 Disclaimer: This calendar contains only information that was provided to the City Clerk's office counci I\misc`:r..cal ndr. doc 7/19/01 Citv of Lodi OFA Presentation Outline Vlorkers' Comp Process C!aims History . Current Programs Future Programs Workers' Compensation Process 1�� Claims History Number of Claims by Date of Injury in each Fiscal Year ilio 140 135 120 --• — —104- 100 a0 — 60 — 40 20 — 0 999 99,00 00001 Total Cost of Claims by Date of Injury in each Fiscal Year 1000000 o , 900000=----tpatraxa?r,OSurr�---- aaooao --—�-,;7��--- ra000a -- — fi00000 — 500000 -- 54c3 a-4 300000 — �- 200000 — — 100000 — —•-- 0 9099 39,00 ON 7/19/01 i Number of Claims by Dep, artment by Date of Injury in each Fiscal Year 50 ---------- -- 79 30 -34'- 30 T--1 23 24 13 � 20- 10 _ �- I ' a_ s-• r:- 3 7-7-x: 9 0 9E99 99,00 00101 Elec:.- Z F•n.inca 7 F rp 7 P—% 7 �pI,Ce ■ ?'N c an OOYfz Mean Cost per Claim by Department FY 99199,99100.W07 otb.q 52.7 Publi Works Podu 29 Electric II $4,939 i Mean Number of Claims by Body Part FY 99N9.99100A"ll OlA"+I**d 91.0014 19.3 I ff7eM3 EatrfmitNa I 20a BacklWck 22.7 i 7119/01 3 7/19/01 Mean Number of Claims by Day of Week FY 9&".99/OO,OWOt ' Saturday Sunday 8.3 6.7 Frida nday i 14.3 i Thursday Tuesday 19.7 22.0 Wednesday 26.0 i Breakdown of Payment for all Claims Legal 3x Vat. Rehab rd 6x :_ 451 Current Programs 7/19/01 Quarterly Review with Department Heads . Review of aSl corkers' comp c!aims with every depa'ment Allows Risk P.tgmt :o coorc:r.ate status of injured employees o itn Dept Heads Dept Heads provide direct input on subjects such. as :gays tc e!p injured emp:oyees re7,uc t0 ivork Post -claim Meetings with Employees . Meetings are opt.cr,a, . Communicate to employees that City is concerned about t. eir we:kuemg . Provides opportu-::; for employee 3 Risk P.lanager to share ir.rormation not round in standard , rms;leGB s Provides conduit be:%-jeen e. p ogee & Third Parry Administrator to ensure employee's needs are met Modified Duty . Returns emolovee to work much quicker versus waizz:ng for full recovery Gets employee active while completely adhering to restrictions . Prevents employee from getting lethargic or depressed . City receives productive work vs. no effort if employee remains at ^orae Other Programs Meetings with w.c. claims coordinators in each deoa tment Hepatitis Shots Flu Shots Hearing Testing Firefighter blood tests 3 annual physical exams at St Joseph's Extensive v deo Morar y on ^any safety & wellness -related sub;ects Future Programs Body -Mechanics Training • 6ac.�;'strain injuries are prevaient and expensive to treat throughout California. Trai-,:rng provides: • Persona evaluation for part;cipabng employees • Sas.c informa::on about Ius.'e Function 3 Prev,!nvon Princi0.es • Tips on applying :nrweedge :o each emp:oce-:'s spacis:.; "unction • Correctve tools through e.erc:se paricioation • Foilovi-uo, re-evaluation of ,ndwicial orogress • Furl.ner exercise derrorstration 7/19/01 9 7/19/01 Ergonomics Specialist Co^tract w th ar^yonCrnics specialist Mil advise departments on methods for preventing re-,etitr.e mo;ior in;unes Special:st w-11 provide. Worksite evaluation - c':a:La: on of loos operations of :dentiCal work aCtiwty -'.,• may cause repetiive rict•on iriuries Exposure Control • J'pecia.ist can recommend wavy !o correc: cr min r-zi exposures e c,.:....b: station redesign. a0ijsti7ie fixiures, and controls Stich 3s :vork pacing or breaks. Update Injury & Illness Prevention Program . Five components of IIPP are: Training of employees and communication of hazards Reporting work-related injuriesAllnesses . Inspection of workplace for hazards . Correcting hazardous conditions Keepirg records to Cocument anove requirements Health and Wellness Program Objective: Improve the productivity. safety & mental awareness of City employees. Potential benefits are: . Heart & Circulatory System Health Weight Control . Orthopedic Injury Pret:ention. Improved Mental Well -Being Reduced chance of violence in workplace 7/19/01 Revise Safety Incentive Program Safety bucks in effect for eight years me amoloyees value the program. but it is not having a duct impact on reducing claims Program development ..ill include ncut frori empioyeas .vho wil! participate in and benertfrom the ne-:: safety incentives Other Future Programs Develop Effective Working Relationships with Local Physicians . Ylorkers' Compensation Policy and Procedure Defensive Driving for City Employees H