KITSAP COUNTY DEPARTMENT OF ADMINISTRATIVE SERVICES

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1 KITSAP COUNTY DEPARTMENT OF ADMINISTRATIVE SERVICES

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

3 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 offices with centralized financial and general administrative services.

4 DEPARTMENT OBJECTIVES CONT. Our goal is to optimize these programs to provide costeffective 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

5 DEPARTMENT OBJECTIVES CONT. Our goal is to optimize these programs to provide costeffective 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).

6 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

7 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.

8 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

9 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

10 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 of contract attorneys and in-house felony attorneys resulting in a significant cost savings.

11 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.

12 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.

13 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

14 800, Liability Claim Payments 700, , , , , , , , , , , , , , ,

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

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

17 TOTAL WORKERS COMP CLAIM PAYMENTS $522,043 $517, $346,923 $406, $515,790 $371, $548,391 $448, $649,102 $659, $635,351 $638, $505,107 $593, $434,535 $576, $1,400, $1,308,804 $1,280,536 1,400, $1,200, $1,043,747 $1,099,658 1,200, $997,849 $1,012,171 $1,000, $887,539 1,000, $754,038 $800, , $600, , $400, , $200, , $ TIME LOSS/PPD AWARD MEDICAL, DENTAL & HOSPITAL

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

19 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)

20 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 other 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