KITSAP COUNTY DEPARTMENT OF ADMINISTRATIVE SERVICES DEPARTMENT OF - - PowerPoint PPT Presentation

KITSAP COUNTY

DEPARTMENT OF ADMINISTRATIVE SERVICES

DEPARTMENT OF ADMINISTRATIVE SERVICES

Director Budget & Finance Budget & Finance Manager Financial Analysts (2.5) Fiscal Support Supervisor Fiscal Support Techs (3) Purchasing Program Analyst/Buyer Risk Management & Records/Pub Disc Risk Manager Program Specialists (5) NEW Program Specialist Requested Public Defense Public Defense Supervisor Public Defenders (7) Investigator Office Support Supervisor Office Support Specialists (2) Court Security Court Security Officers (9) NEW Court Security Officer Requested

DEPARTMENT OBJECTIVES

• The Department of Administrative Services (DAS)

consists of 7 programs:

• Admin and Financial Services
• Purchasing
• Public Disclosure and Records Management
• Budget
• Risk Management, Workers’ Compensation, Liability Insurance
• Public Defense
• Court Security
• These programs provide County departments and elected
• ffices with centralized financial and general administrative

services.

DEPARTMENT OBJECTIVES – CONT.

• Our goal is to optimize these programs to provide cost-

effective and efficient services to our customers, including:

• Management of the budget process and monitoring/reporting of

budget status during the fiscal year

• Financial Planning and Forecasting
• Management of the County’s short and long term debt programs
• Provision of general administrative and financial support including

payroll, accounts payable, procurement, public records request coordination, and records management

DEPARTMENT OBJECTIVES – CONT.

• Our goal is to optimize these programs to provide cost-

effective and efficient services to our customers, including:

• Ensure administrative, financial, and public records policies are

followed

• Prevention and mitigation of accidental losses through a robust Risk

Management program

• Provision of statutorily required indigent defense services
• Provision of security at the entrance to the main Courthouse, the

Juvenile Services facility, and the Bremerton Municipal Court (through contract).

ADMIN AND FINANCIAL SERVICES

• Staff provides payroll, accounts payable and contract

support to DAS, the Board of County Commissioners, and other offices through shared service arrangements.

• Parks
• Risk Management
• Facilities
• Coroner
• Human Resources
• Information Services

PURCHASING

• The Purchasing program assists departments and offices

in securing goods, services and construction for the County utilizing ethically competitive methods.

• The Purchasing team works with departments and offices to:
• Process purchase requisitions
• Determine appropriate purchasing methods
• Obtain quotes
• Develop standard specifications
• Solicit bids and requests for proposals (RFP’s)
• Staff assists with the administration and negotiation of contracts for

a range of services.

BUDGET SERVICES

• This program manages the budget process and

provides financial analysis and forecasting to the Board, the County Administrator, and all departments and elected offices.

• Staff monitors and supports all funds including:
• General Fund
• Special Revenue Funds
• Debt Service Funds
• Capital Project Funds
• Internal Service Funds

COURT SECURITY

• This program provides security at the entrances to the Juvenile

Court Building, the Main Courthouse in Port Orchard, and the Bremerton Municipal Court building (through contract).

• Employees respond when summoned to individual courtrooms

for security issues and work with court staff to prepare for possible volatile situations.

• The daily operations of this program are supervised by the

Sheriff’s Office.

• Scheduling, line management
• DAS acts as the employing official for this program.
• Budget, accounting, payroll, personnel matters

PUBLIC DEFENSE

• This program is responsible for the provision of public

defense services to indigent defendants facing a loss of liberty in the District and Superior Courts.

• All persons determined to be indigent are entitled to an

attorney at all stages of their proceedings.

• Kitsap County’s Public Defense model has evolved over the

years from a purely contractual model to a mixed system

• f contract attorneys and in-house felony attorneys

resulting in a significant cost savings.

PUBLIC DISCLOSURE AND RECORDS MANAGEMENT

• This program provides the coordination of creation, management

and accessibility of official county government records that is systematic, cost-efficient, and complies with applicable laws and policies.

• The Public Disclosure and Records Management program provides

support to all County departments and offices by:

• Responding to public records requests
• Providing training sessions to all County employees
• This program is not only a legal requirement, but a crucial part of

providing government to the citizens of Kitsap County which is transparent, encourages citizen involvement, and encourages public trust.

RISK MANAGEMENT

• The Risk Management Division of DAS manages the following programs:
• Insurance Policies – Casualty, Auto, Property, etc.
• Workers’ Compensation
• Safety & Health
• Loss Prevention & Control
• Claims Adjusting
• Accident/Incident Investigations
• Contract Review (Indemnification & Insurance)
• Real Property Inventory / Appraisal
• LEOFF I Payments
• These programs are funded through premiums collected from County

Departments based upon their loss experience.

• Primary department exposure allocations are based on current

actuarial data using a 5 year period.

• Secondary allocations are based on claim frequency and severity

using a 10 year period.

RISK MANAGEMENT

• Current Insurance Policy Limits
• General Liability / Auto / Employment - $20.5 Million
• $500,000 Retention
• $5 Million Primary Policy
• $15 Million Excess Coverage
• Property Insurance - $50 Million
• $50,000 Deductible ($100,000 for Earthquake)
• $5 Million Cyber Liability Coverage
• Workers Compensation – Statutory Limits
• $500,000 Retention
• Crime Policy - $1 Million
• Volunteer Policy - $1 Million
• Fiduciary Policy - $1 Million

696,818.44 340,223.86 675,356.95 147,557.53 349,318.01 213,233.75 695,201.08 646,744.00

• 100,000.00

200,000.00 300,000.00 400,000.00 500,000.00 600,000.00 700,000.00 800,000.00 2009 2010 2011 2012 2013 2014 2015 2016

Liability Claim Payments

Sheriff 17.43% Personnel 0.92% Community Development 1.83% District Court 0.92% Juvenile 1.83% Parks/Recreation 7.80% County Roads 44.50% Facilities Maintenance 2.29% Waste Water 3.21% PW SSWM 5.05% Other Agencies 2.29% Corrections 11.93%

Liability Frequency by Department 2011-2015 claims

Sheriff 2.54% District Court 0.40% Community Development 7.17% Solid Waste 14.27% Wastewater 0.63% Juvenile 0.25% Public Works SWWM 0.34% Corrections 1.17% Parks/Recreation 3.02% Facilities Maintenance 0.53% Other Agencies 0.00% County Roads 69.68%

Total Liability Claim Costs by Department 2011-2015

TOTAL WORKERS COMP CLAIM PAYMENTS

$517,350.65 $406,237.39 $371,471.78 $448,392.71 $659,373.18 $638,617.12 $593,247.67 $576,405.22 $522,043 $346,923 $515,790 $548,391 $649,102 $635,351 $505,107 $434,535 $1,043,747 $754,038 $887,539 $997,849 $1,308,804 $1,280,536 $1,099,658 $1,012,171

• 200,000.00

400,000.00 600,000.00 800,000.00 1,000,000.00 1,200,000.00 1,400,000.00 $0.00 $200,000.00 $400,000.00 $600,000.00 $800,000.00 $1,000,000.00 $1,200,000.00 $1,400,000.00 2009 2010 2011 2012 2013 2014 2015 2016 TIME LOSS/PPD AWARD MEDICAL, DENTAL & HOSPITAL

$- $2,000 $4,000 $6,000 $8,000 $10,000 $12,000 $14,000 $16,000 $18,000 $20,000 02/07 02/08 02/09 02/10 02/11 01/12 01/13 01/14 01/15 01/16 AVERAGE COST PER CLAIM PERIOD

AVERAGE COST PER WORKERS COMP CLAIM

Kitsap County Benchmark Best Practice

OTHER MISC. RESPONSIBILITIES

• Commute Trip Reduction Program and Campus Parking
• Position Control Maintenance
• Lodging Tax Committee
• Outside Agency Contracts
• Quarterly Budget Amendments
• Debt Service Transfers
• Monitor GA&O Budget
• Industrial Development Corporation (IDC)
• Copier/Printer/Fax/Scanner
• Axxess Door Lock System (key cards)
• Employee ID Cards
• Norm Dicks Government Center Owners Board
• Americans with Disabilities Act Compliance
• Financial System Maintenance (Budget, Contracts, Purchasing)

2018 BUDGET REQUEST SUMMARY

• Salaries & Benefits
• 2018 Request includes the move of Public Disclosure to the Risk

Management Fund. This move decreases the General Fund burden by allowing recovery of costs related to public disclosure from

• ther funding sources utilizing the service.
• An additional Records Coordinator position in the Risk Fund is

requested and the cost of this new position is $77,951 (Internal Service Fund).

• At the request of the Court Security Committee, an additional

Court Security Officer position is being requested. This will enable staffing of the back (south) door of the Courthouse. The cost of this additional position is $56,524 (General Fund).

• Supplies & Services
• $594,465 additional requested for contract Public Defense Services
• Internal Service Fund Charges
• Small increase in technology charges for the implementation of the

computer fleet replacement cost allocation model for all divisions