2019 Capstone Winner Announced at Educational Forum

The 2019 Capstone Award was announced at this year’s Risk Management Educational Forum and presented to Stephen Aryan from the City of Palm Desert. The Capstone Award is presented annually to an individual at a member agency who best exemplifies the practice of risk management.

Stephen, the city’s Risk Manager, was selected from four finalists. Some of Stephen’s accomplishments include utilizing the Authority’s ADA Assistance Program to complete the city’s ADA transition plan, coordinating loss prevention efforts with the city’s affordable housing complex, creating standardized contract language and waiver language, and establishing risk-related checklists for all departments within the city. In addition, he is recognized for creating greater risk management awareness throughout the city.

Visit the Capstone Award website page for more information.

November is Child Safety and Protection Month

November is National Child Safety and Protection Month, a time to bring awareness to the unique dangers that children face and to consider ways to protect children from these dangers. Public agencies have a responsibility to protect children from harm, whether it’s on a playground, on a bike path, or in a recreational program. To that end, the Authority offers numerous resources on the subject of child safety. These include a policy template on Mandated Child Abuse and Neglect Reporting; a Playground Inspection checklist; links to helpful websites, such as the Consumer Product Safety Commission; and more.

In order to learn steps that agencies should take to improve child safety, members can visit the Authority’s Resources library to browse through resources on this topic or they can contact their regional Risk Manager.

2019 Risk Management Educational Forum Breaks Attendance Records

The Authority’s 2019 Risk Management Educational Forum broke an attendance record, with over 400 members, guests, business partners, and staff present for the annual event. Titled “The Good, the Bad, and the Ugly of Risk Management,” the Forum provided attendees with the opportunity to learn from knowledge experts regarding some of the top risk management issues facing local governments today.

Keynote speaker Mac Anderson, founder of Simple Truths and Successories, Inc., inspired participants with his 212° philosophy on creating a service culture, while breakout sessions addressed emerging risk management issues such as employment practices liability, bicycle and scooter rideshare services, best approaches for encounters with the homeless, and sidewalk inspection and maintenance programs. A full listing of the breakout sessions and links to presentations are available on the Forum Agenda page.

The next Educational Forum will be held October 14-16, 2020 in Santa Barbara. For questions on this event, email the Authority.

Forum Opening Session Tackles Cyber and Ransomware Exposures

The Authority’s Risk Management Educational Forum will have an opening session featuring the topic of cyber exposures and ransomware attacks. The session will address some recent events, identify resources and mitigation efforts members can take to protect their agencies, and highlight one member’s experience with a ransomware event. View a clip from the session’s presentation that includes Chief Steve Hunt with the Azusa Police Department discussing his agency’s experience with a cyber attack.

The Forum will be held on October 9-11, 2019 at the Hyatt Regency in Indian Wells. For more information or questions, send an email to our Forum team or call the Authority at (562) 467-8700.

August Authority Live Webcast Focuses on Wildfires

The latest online installment of Authority Live!, being held on Monday, August 26, 2019, will focus on wildfires and the potential claims arising from them.

A large number of the California JPIA’s members are affected by wildfires, which are becoming the largest and most destructive in state history. Residents, businesses, and local governments grapple with the fires, the ensuing floods and mudslides, evacuations, poor air quality, and sudden road closures, which all pose tremendous challenges for our communities. Guest speakers Kimberly Chin and Mark Hazelwood of Allen, Glaessner, Hazelwood and Werth, will discuss risk management advice, resources available to members, defense strategies, and other related topics during the webcast.

This Authority Live will take place from 10:30 am – 11:30 am on August 26. Members who are interested in viewing should register on the Authority Live! event page. For questions or more information, contact Ryan Thomas, Training and Loss Control Specialist.

Public Works Professionals Attend 2019 Academy 

The California JPIA’s Public Works Academy was held in June at the Hyatt Regency in Westlake Village. Twenty-four attendees from 19 member agencies took part in the three-day academy, which covered topics such as design immunity, contractual risk transfer, and driver safety. “Overall, this Public Works Academy captured and maintained our attention through enthusiastic, simple to understand, highly educated speakers. My perception and understanding have definitely been broadened,” remarked one attendee.

The next Public Works Academy will be held on June 16 – 18, 2020, in Indian Wells. Click here to learn more about the topics that are presented at this Academy.

The Authority’s academies are multi-day training seminars which focus on a specific public sector discipline and provide attendees with opportunities to interact with their peers and share real-world challenges and successes. For questions and information about this and other academies, contact Michelle Aguayo, Training Coordinator, by email or phone at (562) 467-8777.

Registration Open for 2019 Q3 Risk Managers Roundtables

Registration is open for the Authority’s Risk Managers Roundtables for the third quarter. The topic for this roundtable is “Understanding and Preserving Governmental Immunity Defenses,” which will be presented by Christie Swiss and Mike Wroniak of Collins Collins Muir + Stewart LLP. In certain types of litigation, government agencies may invoke immunity defenses that prevail with near absolute certainty. Knowledge of these governmental immunities is a key component of public agency liability defense. The roundtable presentation will cover how to establish and preserve design, trail, and other immunities, and will be followed by a discussion led by one of the Authority’s risk managers.

Members can register for this roundtable through myJPIA. The schedule for the roundtables is listed below:

·        Tuesday, August 6 – La Palma
·        Tuesday, August 20 – Palm Desert
·        Tuesday, August 27 – Pismo Beach

More information can be found on the Authority’s website. For questions, contact Michelle Aguayo, Training Coordinator, at 562-467-8777 or by email.

Registration for 2019 Workers’ Compensation Symposium

The 11th annual Workers’ Compensation Symposium will be taking place on Thursday, August 15, 2019 from 9:30 a.m. to 2:00 p.m. at the Authority’s campus in La Palma. The day will provide an opportunity for members to meet with the York claims team and the Authority’s panel attorneys, and to learn more current issues regarding workers’ compensation. Topics being presented at this year’s symposium include an introduction to Telehealth, a 2019 legislative update, and a look at new strategies being utilized by applicant attorneys.

Visit the symposium’s event page to register. Note that the deadline to register is Monday, August 5, 2019. For registration questions, contact Denise Covell, Administrative Assistant by email or at (562) 467-8771.

For other questions about the event, contact Jeff Rush, Workers’ Compensation Program Manager, by email or at (562) 467-8707.

Website Accessibility Guidelines and AB 434

Some Authority members have recently expressed concern about Assembly Bill 434 (Baker), which deals with website accessibility guidelines. It is important to note that this bill, effective July 1, 2019, applies only to state agencies, not local government agencies. However, the Department of Justice has consistently maintained that the Americans with Disabilities Act (ADA) applies to websites, so public agencies should ensure that their websites are accessible to those with disabilities. Los Angeles and Orange Counties have both experienced an increase in lawsuits based on websites that are not in compliance with the ADA. For more information on these lawsuits, as well as steps public agencies can take to make their websites accessible, see the article, “ADA Web Accessibility Litigation Is on the Rise,” in the Authority’s February 2019 newsletter.

New Wildfire White Paper Available to Authority Members

The Authority has released a white paper on wildfire risk management, available to members of the California JPIA. This white paper encourages specific recommendations and resources to aid in understanding and managing wildfire risks. Included is information on planning for wildfires, coordinating resources, establishing ongoing and accurate communication with the community, enforcing sound loss prevention and defensible space practices, and understanding communties’ specific vulnerabilities that result from historical design or geographic location. The paper concludes with a list of available resources that are referenced throughout.

The wildfire white paper is available to members in the online Resources and Documents library on cjpia.org. For questions about this and other resources, members can contact their regional Risk Manager.

Marshall Goodman Joins Authority Executive Committee

Marshall Goodman, mayor of the City of La Palma, was appointed to the Authority’s Executive Committee in April, filling the vacant seat of committee member Jennifer King, whose term on the Palos Verdes Estates City Council expired in March 2019. Goodman, elected to the La Palma City Council in 2016, began his service as a member of the Community Activity and Beautification Committee.

“The California JPIA is pleased to welcome Marshall Goodman—our neighbor—to serve on the Executive Committee,” said Authority Chief Executive Officer Jon Shull. “We look forward to the Authority’s benefiting from the reasoning, analytical ability, and consensus-building acumen that he has demonstrated as a leader here in La Palma.”

Learn more about Goodman in the California JPIA’s May newsletter.

Registration Now Open for the 2019 Risk Management Educational Forum

Registration has opened for the Authority’s 2019 Risk Management Educational Forum, titled “The Good, the Bad, and the Ugly of Risk Management.” The Forum will be held on October 9-11, 2019 at the Hyatt Regency in Indian Wells.

This year’s keynote speaker, Mac Anderson, is the founder of Simple Truths and Successories, Inc., the leader in designing and marketing products for motivation and recognition. Mac is also the founder and CEO of McCord Travel, the largest travel company in the Midwest, and part owner/VP of sales and marketing for Orval Kent Food Company, the country’s largest manufacturer of prepared salads. His accomplishments in these unrelated industries provide insight into his passion and leadership skills.

Note that registration is limited to public agency officials and employees, and the Authority’s business partners. There is no registration fee for members of the California JPIA.

For more information and to register, visit the Forum website. For questions, send an email to our Forum team or call the Authority at (562) 467-8700.

May Risk Managers Roundtables: Handling Workplace Investigations

Registration is currently open for the second quarter series of the Authority’s Risk Managers Roundtables, which will take place in May and feature the topic, “Handling Workplace Investigations.” Attendees of this event will learn when to use an external vs. an internal investigator, the importance of documentation of investigations, and documenting employee misconduct. Speaker/facilitator Kelly Trainer, Partner at Burke, Williams & Sorensen, LLP, will lead an interactive discussion during the roundtable.

The schedule of sessions is listed below.

  • May 7 in La Palma
  • May 14 in Palm Desert
  • May 21 in San Luis Obispo

For more information or to register, members can log into myJPIA. For questions, contact Ryan Thomas, Training and Loss Control Specialist, by email or at (562) 467-8775.

National Volunteer Month

April is National Volunteer Month, a month that recognizes the importance of volunteers and the valuable work they do in communities throughout the year. Since many public agencies use volunteers for recreation programs and beneficial community service projects, the Authority offers numerous resources to assist agencies with the use of volunteers.

A Volunteer Manual provides guidelines for agencies and includes a letter to prospective volunteers, a volunteer bill of rights, workers’ compensation information, and more. For agencies using volunteers who are minors, a background Parental Consent Release form is available. Authority members are encouraged to browse through the Resources and Documents library on cjpia.org to find other useful documents and forms. Archived newsletter articles are another source of information, including articles on managing volunteer risks, minor volunteers and interns, and effective screening procedures.

For questions about using volunteers, contact your regional Risk Manager.

Authority Staff Advocate for Agencies at Legislative Action Day

In March, California JPIA staff attended the California Association of Joint Power Authorities’ (CAJPA) Legislative Action Day in Sacramento to meet one-on-one with California legislators in order to educate them on proposed legislation that would affect Authority members. In attendance were Risk Manager Maria Galvan, Administrative Analyst Abe Han, Workers’ Compensation Program Manager Jeff Rush, and Assistant Executive Officer Norm Lefmann. “CAJPA’s annual Legislative Action Day provides an important opportunity for us to advocate for or against legislation that will impact our members,” says Lefmann, who chairs CAJPA’s Legislative Committee.

Visit the Authority’s March newsletter for more information about Legislative Action Day and upcoming legislation of particular interest to Authority members.

2019 Capstone Award – Call for Nominations

Nominations for the 7th Annual Capstone Award are currently being accepted through June 19, 2019. The Authority presents the Capstone Award each year at its Risk Management Educational Forum to an individual who best exemplifies the practice of risk management in the public sector. The Authority is enlisting the help of its members to identify those hardworking individuals who work behind the scenes to manage risk and ensure that their agency runs smoothly.

To learn more about the Capstone Award, visit the Capstone Award page on the Authority’s website, cjpia.org. To submit a nomination, use the online nomination form.

The Latest Trend in Performance Assessments

A recent article in HR Dive, an online Human Resources publication, highlighted the trend of employee performance assessments taking less time and being held more frequently than in the past. A survey of HR professionals found that many of them believed that a more frequent assessment or “check in” process led to a greater focus on goals and achievements. Some of the change in the way employers conduct assessments is being driven by employees, including millennials, who increasingly favor more frequent feedback. To learn more about this trend, visit the HR Dive website.

For members looking for guidance on their agency’s employee review process, the Authority offers training in Conducting Effective Performance Appraisals. Contact Michelle Aguayo, Training Coordinator, by email or phone at (562) 467-8777 for more information on this or other Authority trainings.

Board of Directors Meeting, July 17, 2019: Save the Date

The Board of Directors annual meeting will be held on Wednesday, July 17 at 7:00 pm at the California JPIA’s La Palma campus. Topics presented at the meeting typically include the annual report and the strategic plan and operational update. In addition, the Authority’s Risk Management Awards are presented and an election of Executive Committee members is conducted.

Certification information was sent to member agency clerks in February. Members who have not yet certified their primary delegate and alternate to the California JPIA Board of Directors should do so by Tuesday, April 2, 2019. For more information regarding the Board of Directors meeting, contact Veronica Ruiz, Agency Clerk, by email or at (562) 467-8736.

2019 Parks and Recreation Academy

Twenty-four attendees from 16 agencies gathered to participate in the Authority’s annual Parks and Recreation Academy, which was held in February in Westlake Village. Instructors Butch De Fillippo and Dr. Nancy White kicked off the Academy with sessions on risk management, workers’ compensation, and playground safety, while attorney Scott Grossberg conducted a full day of sessions on aquatics centers, participant waivers, and background checks.

The Parks and Recreation Academy is an annual, three-day academy in which attendees learn about and discuss the risks and hazards unique to parks and recreation. With best practices in mind, attendees are presented with strategies for effective and creative solutions.

The next Parks and Recreation Academy will be held February 4 – 6, 2020 in Indian Wells. For more information on this and other Authority academies, contact Michelle Aguayo, Training Coordinator, by email or phone at (562) 467-8777.

New Background Check Resources Added to the Authority Website

Two new resource templates, Recreation Background Check Parental Consent and Public Resources Code Section 5164 Supplemental Questionnaire, have been added to the Authority’s website in the Resources and Documents section. 

The background check parental consent is used to give an agency permission to conduct a background check of a minor applying for employment or volunteering their services in a recreation department.  The supplemental questionnaire is used to meet a requirement of the California Public Resources Code Section 5164 (PRC 5164). These two templates are accessible in Microsoft Word format so that members can make agency-specific modifications. However, any modifications to these resources should be discussed with members’ legal counsel.

For questions about these resources, contact your regional Risk Manager.

January Risk Management Academy Held in Paso Robles

The California JPIA’s 2019 Risk Management Academy was held in January at the La Bellasera Hotel in Paso Robles. This second year of the Authority’s newest Academy saw 18 attendees from 16 agencies take part in the three-day academy, which covered topics such as unique loss exposures of public entities, consequences of ineffective risk management, and contractual risk transfer. The Academy concluded with instructor Gerry Preciado’s presentation on The Risk Manager’s Guide to Communicating with the Executive Suite, highlighting a critical aspect of risk management: being able to effectively communicate with the key decision-makers within a public agency.

Click here to learn more about the topics that are presented at the Risk Management Academy.

For questions and information about this and other academies, contact Michelle Aguayo, Training Coordinator, by email or phone at (562) 467-8777.

Authority Academy Schedule for 2019

Each year, the Authority holds various Academies: training events that primarily focus on a specific public sector discipline. Each program is a multi-day training that presents essential theories and techniques to help when working on complex problems facing public agencies.

The Risk Management Academy was held in late January and was followed by the Parks and Recreation Academy on February 5–7. The remaining Academy schedule for 2019 is as follows:

  • Leadership Academy – March 12-14 in Santa Barbara (registration closed)
  • Human Resources Academy – April 9-11 in Indian Wells (registration closed)
  • Newly Elected Officials Academy – June 2-4 in Laguna Beach (invitation only)
  • Public Works Academy – June 18-20 in Westlake Village (requests for registration open on March 18)
  • Management Academy – September 23-26 in Indian Wells (requests for registration open on June 24)

Note that the registration process for these Academies is new for 2019. Those interested in attending must submit a “request to register” through myJPIA on the Authority’s website. For more information about the registration process, refer to the December 2018 Authority newsletter article “A Look Back: 2018 Academies.” For questions, contact Michelle Aguayo, Training Coordinator, via email or phone at (562) 467-8777.

Registration Open for 2019 Human Resources Academy

Requests for registration are currently being accepted for the 2019 Human Resources (HR) Academy, which is scheduled to be held April 9 – 11, 2019 in Indian Wells. The HR Academy is a three-day academy designed for all public agency HR employees. Some of the topics being presented and discussed during this year’s academy are conducting effecting workplace investigations, practical tips for reducing your agency’s workers’ compensation costs, legislative and case law updates, and creating a culture of mentoring.

Those interested in attending should submit a “request to register” through myJPIA on the Authority’s website, cjpia.org by February 7, 2019. For more information about this academy, contact Michelle Aguayo, Training Coordinator, via email or at (562) 467-8777.

First Quarter 2019 Risk Managers Roundtable: Contractual Risk Transfer

Registration is currently open for the first quarter series of Risk Managers Roundtables for 2019, which run through February and feature the topic, “Knowing Your Contractual Risk Transfer Resources.” Attendees will learn about roles and responsibilities in the contractual risk transfer process and resources to help in effectively transferring risk. Copies of the Authority’s Contractual Risk Transfer Manual will be available.

The schedule of roundtable sessions is listed below.

  • February 19 in La Quinta
  • February 26 in Arroyo Grande
  • February 27 in La Palma

For more information or to register, members can log into myJPIA. For questions, contact Ryan Thomas, Training and Loss Control Specialist, by email or at (562) 467-8775.

Data Privacy Day is January 28

January 28, 2019 is Data Privacy Day, a day that serves as a reminder of the importance of data protection to online safety and security. Steps that employers can take to create and maintain a culture of safeguarding data include having the latest security software, web browsers, and operating systems, and encouraging employees to remain engaged in data privacy efforts.

The National Cyber Security Alliance, a public/private partnership whose purpose is cybersecurity education and awareness, has helpful information on their website about what can be done to protect data.

For information on the Authority’s Cyber Liability Program, contact Jim Thyden, Insurance Programs Manager, by email or at (562) 467-8784, or visit our website.

New Laws in 2019

A number of employment-related bills that will impact California employers this year were signed into law in 2018 by then Governor Jerry Brown. The new laws cover issues such as paid time off, sexual harassment, criminal histories of job applicants, and lactation accommodations. A number of other employment-related bills were introduced, but either failed to pass the legislature or were vetoed by Governor Brown. Information on these bills, as well as the new laws, can be found in the article “Hello, 2019: With the New Year Comes New Laws” in the Authority’s December 2018 newsletter.

“Other Power-Driven Mobility Devices” and the Americans with Disabilities Act

The Americans with Disabilities Act (ADA) requires public agencies to make “reasonable modifications” to their services, programs, and activities to accommodate people with disabilities. This requirement extends to the use of manual mobility devices and so-called “Other Power-Driven Mobility Devices” (OPDMDs), such as Segways, golf carts, and all-terrain vehicles (ATVs).

Public agencies must allow people with disabilities using OPDMDs onto their property and into their facilities unless a particular type of device cannot be accommodated because of legitimate safety concerns that are based on actual risks. More information on OPDMDs and the ADA is provided in a publication on the topic by the Department of Justice.

If an agency intends to prohibit or restrict the use of certain OPDMDs, the Authority recommends adopting an ordinance and/or administrative policy to serve as formal, constructive notice to the public, and as guidance for agency staff. Of critical importance is that the ordinance and/or policy have a legitimate safety-related basis.

For questions or additional guidance on this topic, please contact your assigned regional risk manager.

Registration Open for the March 2019 Leadership Academy

Registration is now open for the Authority’s Leadership Academy, being held from March 12 – 14, 2019 at the Canary Hotel in Santa Barbara. The Leadership Academy is designed for all senior management-level employees and department directors, and this year, the focus will be on the increasingly complex and challenging demands on local governments. Participants will discuss and learn about the following topics:

  • The Job-Person-Environment Assessment
  • Trust, strategic thinking, and innovation
  • A leader’s role in liability and workers’ compensation
  • Transforming your organization through great leadership
  • Public service ethics / making decisions in the gray zone
  • Conflict resolution: leadership strategies, tools, and techniques to help employees get along

Those interested in attending should submit a “request to register” through myJPIA on the Authority’s website, cjpia.org by January 10, 2019. For more information about this academy, contact Michelle Aguayo, Training Coordinator, via email or at (562) 467-8777.

Authority Offices Winter Holiday Schedule

The Authority’s offices will be closed from Monday, December 24 through Tuesday, January 1. If you need to reach someone in our offices, please call (562) 467-8700, and leave a message by following the prompts for the emergency mailbox. You will receive a return phone call the same day.

To request an evidence of coverage (EOC) during this time, please complete this online request form. If your EOC will need to be issued prior to January 2, please call Insurance Programs Manager Jim Thyden at (562) 631-5449.

ADA Financing Program for Authority Members

The California JPIA has launched a new Americans with Disabilities Act (ADA) Financing Program for members. The program provides members with the opportunity to obtain funding for ADA transition plan development or the removal of ADA-related barriers. The ADA Financing Program will run for five years, with an open application period each year. This year, the Authority will receive applications until January 9, 2019, and members who miss this deadline will be asked to apply during the next application period. The ADA Financing Program is part of the Authority’s larger effort to help members make progress towards compliance with the ADA.

The application contains specific details on the program, including eligibility requirements. For questions and more information, contact Abraham Han, Administrative Analyst, by email or (562) 467-8778.

California State Legislative 2017-18 Session Ends

California State Legislative 2017-18 Session Ends

The 2017-2018 session of the California State Legislature has ended and several key bills that the Authority opposed have been vetoed by Governor Brown. They are:

  • AB 553 (Daly) Workers’ compensation: return-to-work program – This bill would have required full payout of all remaining funds in the 100 percent employer funded catastrophic injury return-to-work fund without any triggering event beyond the fact that some money remains after funding all claims each year.
  • AB 1870 (Reyes) Employment discrimination: unlawful employment practices – This bill would have extended the period to three years for which complaints alleging unlawful employment or housing practices may be filed with the department, as specified. Furthermore, this bill would have exposed public employers to costly litigation.
  • AB 3120 (Gonzalez Fletcher) Damages: childhood sexual assault: statute of limitations – This bill would have increased the time limit for commencing an action for recovery of damages suffered as a result of childhood sexual assault and would have deprived California public entities of the ability to timely investigate and settle claims.
  • SB 937 (Wiener) Lactation accommodation – This bill would have placed burdensome mandates regarding lactation accommodations on public employers and would have exposed employers to costly litigation traps.

For more legislative updates, see our October 2018 newsletter.

Parks and Recreation Academy: Registration Deadline December 10, 2018

The California JPIA’s Parks and Recreation Academy will be held on February 5 – 7, 2019 and will focus on the challenges and responsibilities of managers and supervisors. With best practices in mind, this academy proposes strategies for developing new programs, writing grants, considering ADA requirements, staffing, and more.

Members interested in attending this academy must submit a “request to register” on the event website by December 10, 2018. To submit a request to register, visit cjpia.org and log into myJPIA. Once logged in, locate the Academy start date on the training calendar and click on the title located under the date. Click “Register Now” to be directed to the event website to complete your request.

Note that registration is limited to 25 people. Priority will be given in academy registration as follows:

  • Member of the California JPIA
  • First-time registrant for this academy or attended this academy more than three years ago
  • Agency responsibilities approximate those of the intended academy audience
  • Accompanied by no more than one other from the same agency

For questions about this academy, contact Michelle Aguayo, Training Coordinator, via email or at (562) 467-8777.

2018 Roundtables End with Presentation on Sexual Abuse Awareness Training

The final Risk Managers Roundtable was held last week at the Authority’s La Palma campus and featured the topic “Sexual Abuse Awareness Training.” Authority members were able to attend the roundtable in person at the Authority’s campus or by streaming the presentation online. The presentation, by Kimberlee Norris, Partner in the Love Norris law firm, covered common grooming behaviors of abusers, legal reporting requirements, and offender characteristics.
Risk Managers Roundtables are held each quarter and typically feature a presentation followed by a roundtable discussion facilitated by one of the Authority’s regional risk managers. Information regarding the first-quarter roundtable for 2019 will be available in the coming months. For questions about the Risk Managers Roundtables, contact Ryan Thomas, Training and Loss Control Specialist, by email or at (562) 467-8775.

Management Academy 2018 Wraps Up

The 2018 Management Academy was held over four days last month and drew in 29 attendees from Authority member agencies. Participants gathered at Park Hyatt Aviara in Carlsbad to hear instructor Forrest Story discuss the role of a manager, how values and ethics impact decisions, elements of effective performance appraisals, and other topics designed to assist managers and supervisors. Attendees also participated in group activities and team-building exercises. A highlight of the Academy was John Perry, President of Human Productivity Systems, discussing the Job/Person/Environment Assessment (JPEA), which allows participants to explore their perceptions about their work environment and the behavioral requirements of their jobs.

The next Management Academy will be held in Indian Wells on September 23-26, 2019. For more information on Authority academies, contact Michelle Aguayo, Training Coordinator, by email or by phone at (562) 467-8777.

California State Legislative 2017-18 Session Ends

California State Legislative 2017-18 Session Ends

The 2017-2018 session of the California State Legislature has ended and several key bills that the Authority opposed have been vetoed by Governor Brown. They are

  • AB 553 (Daly) Workers’ compensation: return-to-work program – This bill would have required full payout of all remaining funds in the 100 percent employer funded catastrophic injury return-to-work fund without any triggering event beyond the fact that some money remains after funding all claims each year.
  • AB 1870 (Reyes) Employment discrimination: unlawful employment practices – This bill would have extended the period to three years for which complaints alleging unlawful employment or housing practices may be filed with the department, as specified. Furthermore, this bill would have exposed public employers to costly litigation.
  • AB 3120 (Gonzalez Fletcher) Damages: childhood sexual assault: statute of limitations – This bill would have increased the time limit for commencing an action for recovery of damages suffered as a result of childhood sexual assault and would have deprived California public entities of the ability to timely investigate and settle claims.
  • SB 937 (Wiener) Lactation accommodation – This bill would have placed burdensome mandates regarding lactation accommodations on public employers and would have exposed employers to costly litigation traps

Risk Management Educational Forum 2019 – Save the Date

The 23rd annual Risk Management Educational Forum wrapped up on Friday, September 21at Park Hyatt Aviara in Carlsbad, with over 300 attendees making this the most well-attended Forum ever. Plans are already underway for the 2019 Forum, which will be held at the Hyatt Regency Indian Wells Resort & Spa from October 9-11, 2019. For information on the 2018 Forum, visit the Forum website, from which users can access the agenda, speaker biographies, presentations for download, and more. For more information about the 2019 Forum, contact Authority staff by email or at (562) 467-8700.

Registration Open for Q4 Risk Managers Roundtable

Registration is now open for the Authority’s Risk Managers Roundtable for the fourth quarter. The topic for this roundtable is Sexual Abuse Awareness Training, which will be presented by attorney Kimberlee Norris. Ms. Norris is also director of MinistrySafe, an organization founded to protect children and those who serve them, and staffed by attorneys who have expertise in sexual abuse cases. Kimberlee’s presentation will cover legal reporting requirements, what all staff should know about child sexual abuse, and common characteristics of sex offenders. Following Kimberlee’s presentation, there will be a roundtable discussion led by one of the Authority’s risk managers.

Members can register for this roundtable through myJPIA. Note that there will only be one roundtable date scheduled for the fourth quarter.

More information can be found on the Authority’s website. For questions, contact Michelle Aguayo, Training Coordinator, at 562-467-8777 or by email.

LinkedIn Discussion Group: The Human Side of Cybersecurity

According to “Risk Management Monitor,” a recent study in the United Kingdom revealed that human error is often the root cause of a cyber breach. Organizations can minimize the risk of a breach by educating and training employees, that is, incorporating the “human element” into their cyber risk management plans. To share thoughts on cyber risks training or to pose questions regarding this topic, members can visit the Authority’s LinkedIn discussion group page.

Fire Prevention Week Features the Theme of Look, Listen, Learn

October 7-13, 2018 is Fire Prevention Week, a week designed to promote public awareness on how to stay safe in case of a fire. Each year, the National Fire Protection Association (NFPA) chooses a theme for the week. This year’s theme is “Look, Listen, Learn,” three basic steps to reduce the likelihood of having a fire. Visit the NFPA website for helpful information on fire prevention. 

In addition, the Authority has numerous resources for members on cjpia.orgTraining offerings include fire extinguisher safety, fire prevention in the office, and emergency preparedness. In the resources and documents library, there are policy templates for emergency action and fire prevention plans, and a checklist for noting and correcting fire hazards. 

For more information on how the Authority can assist with fire safety, members can contact their assigned Risk Manager.

Authority Offices Closed During the 2018 Educational Forum

The Authority’s offices will be closed from Tuesday, September 18through Friday, September 21 while staff is attending our Annual Risk Management Educational Forum. If you have an urgent request for an evidence of coverage that is needed before September 24, please call Jim Thyden, Insurance Programs Manager, at (562) 631-5449. For all other urgent matters, please call (562) 467-8700 and leave a message. The officer on duty will return your call.

The Authority Welcomes Its Newest Member, Alhambra

This summer, the City of Alhambra became the newest member of the California JPIA, joining the Authority’s other members, which include 90 cities, 19 joint powers authorities, and six special districts. “After considering the various options available to the City, we determined that the California JPIA provides the best value in terms of mitigating the City’s level of risk and liability, while delivering high quality services at an affordable rate. The City of Alhambra is excited to begin this new, mutually beneficial partnership and looks forward to being an active member that contributes positively towards the future of the organization,” stated Jessica Binnquist, City Manager. 

Learn more about Alhambra in our September newsletter

For information on membership, visit the Authority’s Join page or contact Tammie Haller, Administrative Programs Manager, by email or at (562) 467-8722.

Revised Tree Inspection and Maintenance Policy Template

The Authority has recently revised its Tree Inspection and Maintenance Policy template. This template establishes guidelines to reduce public agency exposure to liability associated with trees. Additionally, it contains guidelines for protecting trees and maintaining their public benefit, including improved air quality, reduced storm water flow, habitat for wildlife, and a reduced heat island effect. The revised Tree Inspection and Maintenance policy template is available electronically via the Authority’s website and is accessible in Microsoft Word format, so that members can make agency-specific modifications, if necessary. 

For questions regarding this policy template, Authority members can contact their assigned Risk Manager.

Members Learn about Workers’ Compensation Issues at 2018 Symposium

September 4, 2018
The Authority’s tenth annual Workers’ Compensation Symposium was held on August 16, 2018 on the California JPIA campus for attendees that included Authority members, defense attorneys, and claims adjusters from York.

Symposium attendees heard from a panel of defense attorneys, including Giovanni Valencia from Hayford, Felchlin, Valencia & McWhorter; Cliff Weinberg from Ingber & Weinberg; and Steve Siegel from Siegel, Moreno & Stettler, who shared their experiences and advice on keeping claims moving toward resolution. Other topics presented included a legislative update, causation of injuries, and the components of successful return-to-work programs.

The Workers’ Compensation Symposium is an annual event that is designed to provide Authority members with an opportunity to hear from numerous industry experts on workers’ compensation issues and to meet with the Authority’s panel attorneys and the York claims team.

For more information on the symposium or to submit topic suggestions for next year’s event, contact Jeff Rush, Workers’ Compensation Manager, by email or by phone at (562) 467-8707.

Liability Summit 2018 Provides Legal Insights from the Past Year

The California JPIA’s Annual Liability Attorney Summit, which was held on July 24, 2018 at the Authority campus in La Palma, hosted 52 participants, including representatives from Carl Warren & Company, Authority staff, and the Authority’s liability defense panel firms and business partners. California JPIA CEO, Jon Shull, welcomed attendees and was followed by Paul Zeglovitch, the Authority’s Liability Program Manager, who provided a presentation on the State of the Liability Program. Other topics presented during the summit included an appellate case update by Dan Barer of the law firm of Pollack, Vida & Fisher; an overview of electronic discovery in litigation by Greg Mahoney and Alex Marjanovic of Epiq Global; and a journey into mindfulness for lawyers, presented by Robert Zeglovitch, Esq.  

The Liability Summit is an annual event typically held in the summer in which the Authority’s defense counsel have the opportunity to gather and discuss emerging case law, litigation strategies, and liability claims trends. For more information about the Liability Summit or the Authority’s liability protection programs, contact Paul Zeglovitch by email or at (562) 467-8786.

Members Learn about Workers’ Compensation Issues at 2018 Symposium

The Authority’s tenth annual Workers’ Compensation Symposium was held on August 16, 2018 on the California JPIA campus for attendees that included Authority members, defense attorneys, and claims adjusters from York. 

Symposium attendees heard from a panel of defense attorneys, including Giovanni Valencia from Hayford, Felchlin, Valencia & McWhorter; Cliff Weinberg from Ingber & Weinberg; and Steve Siegel from Siegel, Moreno & Stettler, who shared their experiences and advice on keeping claims moving toward resolution. Other topics presented included a legislative update, causation of injuries, and the components of successful return-to-work programs. 

The Workers’ Compensation Symposium is an annual event that is designed to provide Authority members with an opportunity to hear from numerous industry experts on workers’ compensation issues and to meet with the Authority’s panel attorneys and the York claims team.   

For more information on the symposium or to submit topic suggestions for next year’s event, contact Jeff Rush, Workers’ Compensation Manager, by email or by phone at (562) 467-8707.

Memoranda of Coverage for 2018-19 Available in myJPIA

Memoranda of coverage for 2018-19 are available for download on myJPIA. Member employees who have been granted access can find their memoranda of coverage by logging into myJPIA, then clicking on “Risk Management” and on “Memoranda and Certificates.” If the Memoranda and Certificates page is not visible as a navigation option within myJPIA, contact Edith Avina to gain access to the page.

For questions or more information, contact Carl Sandstrom, Business Projects Manager, by email or at (562) 467-8718.

Authority Website Undergoing Scheduled Maintenance During Labor Day Weekend

Please note that from 5:00 pm on Friday, August 31 through 10:00 pm on Monday, September 3, myJPIA and portions of cjpia.org will be offline while we perform important scheduled maintenance. We thank you for your patience and apologize for any inconvenience.

August 28 Risk Managers Roundtable Postponed

The Risk Managers Roundtable on Volunteer Management, which was scheduled to take place on Tuesday, August 28 in Arroyo Grande, has been postponed to a later date. Registrants will be notified when a new date has been selected for the roundtable.

For questions or more information, contact Ryan Thomas, Training and Loss Control Specialist, by email or at (562) 467-8775.

Educational Forum Opening Session Addresses the #MeToo Movement

The Authority’s 2018 Risk Management Educational Forum’s Opening Session will include a presentation by Gerry Preciado on the “#MeToo” movement and its effect on California’s employment climate. The #MeToo movement has led to a greater focus on the prevention of sexual harassment in the workplace. Titled “Employment Litigation and the #MeToo Impact,” Preciado’s Forum presentation will address empowering management and employees with the necessary skills to successfully prevent and respond to offensive conduct in the workplace, and how best to respond to harassment complaints before they become litigated. 

Registration for the Forum, which runs from September 19 – 21, is limited to public agency officials and employees and the Authority’s business partners. Please visit the Forum websiteto register and for more information. Note that registration closes on August 22. For Forum-related questions, please click here to send an email.

Wait List Open for October 2018 Management Academy

Registration for the Authority’s October 2018 Management Academy reached capacity soon after it opened. To be placed on the wait list, members should register for the academy through myJPIA. Those on the wait list will be notified as soon as an opening becomes available. 

The Management Academy, which will be held at Park Hyatt Aviara in Carlsbad on October 22 – 25, is designed for entry-level managers and supervisors who wish to improve the performance, motivation, and commitment of employees. Participants will explore their role as a manager/supervisor, understand how values and ethics impact decisions, and learn the four elements of effective performance appraisals. Using the Job/Person/Environment Assessment (JPEA), attendees will also be presented with the opportunity to explore their perceptions about the behavioral requirements of their jobs and their work environment. Visit the Academy’s website for more information. 

For questions about this academy, contact Michelle Aguayo, Training Coordinator, by email or at (562) 467-8777. 

2018 Risk Management Awards Highlight Member Achievements

The California JPIA recognized six of its members for their achievements in risk management by honoring them with the 2018 Risk Management Award. The Risk Management Awards highlight dedicated efforts and accomplishments in risk management, recognizing Authority members that have demonstrated the best overall performance in the Liability Program and the Workers’ Compensation Program. 

For the Primary Liability Program, the Best Overall Performance Award winners were:

  • For non-municipal agencies: Midpeninsula Regional Open Space District
  • For municipal agencies without police exposure: City of Bradbury
  • For municipal agencies with police exposure: City of Signal Hill

For the Primary Workers’ Compensation Program, the Best Overall Performance Award winners were: 

  • For non-municipal agencies: Coastal Animal Services Authority
  • For municipal agencies without public safety exposure: City of Rolling Hills Estates
  • For municipal agencies with public safety exposure: City of Poway 

The award winners were honored at the Authority’s Board of Directors meeting on July 18, 2018 at the Authority’s La Palma campus. See the Authority’s July newsletter for more information on the Risk Management Awards.

2018 Capstone Award Finalists Selected

The finalists for the 2018 Capstone Award have been selected and will be honored in a ceremony at this September’s Risk Management Educational Forum. The Capstone Award is presented at the Forum each year to an individual who best exemplifies the practice of risk management.

The 2018 finalists are:

  • Karina Bañales, City of Palos Verdes Estates
  • Teri Davis, City of Moorpark
  • Sarah Siep, City of Big Bear Lake
  • Brad Stewart, City of San Dimas

The Forum will be held on September 19 – 21 at Park Hyatt Aviara in Carlsbad. For more information or to register for the Forum, members can visit the Forum’s event page.

Newly Elected Official Academy Covers the Fundamentals of Local Government

The Authority’s Newly Elected Officials Academy was held in June in Laguna Beach with 22 elected officials from 17 different public agencies attending sessions that covered the fundamentals of local government. Newly elected officials first seated between November 2016 and April 2018 were invited to attend this two-day training event. Topics included in the sessions were the council/board member’s role, dealing with the media, reducing risk for public agencies, and other legal, financial, and governmental issues. The event was well received by attendees, one of whom stated, “This is an incredible academy. It should be a ‘must’ for every new elected member.” 

The Newly Elected Officials Academy is held annually with the next academy occurring in June 2019. For questions regarding any of the California JPIA academies, please contact Michelle Aguayo, Training Coordinator, by email or at (562) 467-8777.

Workers’ Compensation Symposium 2018 Registration

Registration is still open for the 2018 California JPIA’s annual Workers’ Compensation Symposium, to be held on Thursday, August 16, 2018 at the Authority’s campus in La Palma. This event provides an opportunity for members to hear from industry experts and meet with the Authority’s panel attorneys and the York claims team. Topics being presented at this year’s symposium include a legislative update, return-to-work programs, and resolving claims with difficult employees. Risk managers, human resource professionals, and any members who are associated with their agency’s workers’ compensation program are encouraged to attend.

Visit the event website to learn more and to register. For questions about this symposium, contact Jeff Rush, Workers’ Compensation Program Manager, by email or at (562) 467-8707.

LinkedIn Discussion Group: Cool Zones

To assist citizens during the hottest part of the year, and in the interest of public health, some Authority members arrange for a network of cool zones or cooling centers (e.g. libraries and churches), which provide cool, air-conditioned locations for residents and other individuals who have nowhere else to go. However, it’s necessary to think strategically about where these cool zones should be located, how long they should be open, and what rules exist for those individuals who visit. What are some of the parameters used when establishing cool zones? Members can share their thoughts on the Authority’s LinkedIn discussion group pageregarding establishing cool zones.

Risk Managers Roundtables Provide Interactive Learning Opportunities for Members

Details on the third and fourth quarter Risk Managers Roundtables, to be held in August and November of 2018, will be available in the coming weeks. The Authority’s quarterly roundtables present various topics related to risk management and provide interactive learning opportunities for members on timely and relevant topics. Typically, the two-hour roundtables are held at three locations: the California JPIA Campus in La Palma, a host member agency in the Central Coast, and a host member agency in the Coachella Valley. 

During the first quarter roundtable in March, Carl Sandstrom, the Authority’s Business Projects Manager, presented “MyJPIA Website and Resources,” featuring an advance look at the new format and functionality of the Authority’s member portal, myJPIA. Participants were invited to bring their smartphones, tablets, or laptops to the roundtable and sign in to myJPIA to follow along and experience their unique profile and resources. The second quarter roundtable took place in May. Traci Park, Attorney at Burke Williams and Sorensen, covered the topic “Developing Quality Staff Through Effective Performance Feedback.” Attendees learned the importance of properly documenting employee performance and how evaluations can be used as a tool to forge and sustain a strong and effective workplace relationship between supervisors and their employees. 

For more information on these roundtables, contact Ryan Thomas, Training and Loss Control Specialist, by email or at (562) 467-8775.

Details on the third and fourth quarter Risk Managers Roundtables, to be held in August and November of 2018, will be available in the coming weeks. The Authority’s quarterly roundtables present various topics related to risk management and provide interactive learning opportunities for members on timely and relevant topics. Typically, the two-hour roundtables are held at three locations: the California JPIA Campus in La Palma, a host member agency in the Central Coast, and a host member agency in the Coachella Valley. 

Authority Offices Closed in Observance of the Fourth of July Holiday

The California JPIA offices will be closed on Wednesday, July 4, in observance of the Fourth of July holiday. For urgent matters, please call the Authority’s main number, (562) 467-8700, and you will be directed to the staff member on call. Normal business hours will resume on Thursday, July 5.

Annual Board of Directors Meeting Held in July

The Annual Board of Directors Meeting was held in La Palma on July 18, 2018 with a quorum of delegates in attendance, representing 73 member agencies. Curtis Morris, President of the Executive Committee, presided over the meeting, which included Executive Committee elections, recognition of the 2018 Risk Management Award winners, and a presentation of the Authority’s recent activities and initiatives. 

The Board of Directors unanimously elected Margaret Finlay as Vice President of the Executive Committee, while Tom Chavez, City of Temple City; Daryl Hofmeyer, City of Paramount; Mary Ann Reiss, City of Pismo Beach; and Mark Waronek, City of Lomita, were elected as members of the Executive Committee, each serving a two-year term. Chief Executive Officer, Jon Shull, presented the strategic plan, operational overview, and current initiatives of the Authority. 

The next Board of Directors meeting will be held on July 17, 2019.

Registration Open for the 2018 Board of Directors Meeting

Registration is currently open for the Authority’s annual Board of Directors meeting, to be held on Wednesday, July 18, at 7:00 pm at the California JPIA’s La Palma campus. Those attending will have the opportunity to meet the Executive Committee and Authority staff, and network with other members of the California JPIA. The business meeting will present information about the Authority’s objectives, vision, and accomplishments over the past year and will recognize winners of the 2018 Risk Management Awards. 

In addition, voting delegates will elect four Executive Committee members, and the Board of Directors will elect one member from the Executive Committee to serve as Vice President for a two-year term. 

All member-appointed California JPIA directors or designated voting alternates are urged to attend in order to achieve a quorum. Register online on or before July 11, 2018. For questions or assistance, please contact Denise Covell, Administrative Assistant, by email or (562) 467-8771.

Registration Open for Third Quarter Risk Managers Roundtable

Registration is open for the Authority’s third quarter Risk Managers Roundtable, featuring the topic “Volunteer Management.” Participants at this roundtable will learn how to better manage volunteers at their agencies, with presentation topics including the appropriate age for volunteers, court-ordered community service programs, and the Authority’s Volunteer Manual Template. The roundtables will be presented at three locations: La Palma, Indian Wells, and Arroyo Grande. Risk managers, human resource professionals, and anyone who is responsible for volunteer programs at their agency are encouraged to attend one of the roundtables.

The schedule for the roundtables is listed below:

  • Tuesday, August 14 – La Palma
  • Wednesday, August 22 – Indian Wells
  • Tuesday, August 28 – Arroyo Grande

More information on this roundtable can be found on the Authority’s website. For questions, contact Michelle Aguayo, Training Coordinator, at 562-467-8777 or by email.

Program Certificates for 2018-19 Now Available to Members in MyJPIA

Members with responsibility for their agency’s program certificates and other coverage documents are now able to use a new feature in myJPIA which allows them to easily download program certificates for each pooled program in which their agency participates. The 2018-19 program certificates are available using this feature. If already in myJPIA, the certificates can be found by clicking on the heading “Risk Management,” and then on “Memoranda and Certificates.”

For questions about this new feature, email the Authority or call us at (562) 467-8700.

June Public Works Academy Held in Paso Robles

The California JPIA’s Public Works Academy was held in June at the La Bellasera Hotel in Paso Robles. Twenty-one attendees from 15 agencies took part in the three-day academy, which covered topics such as Risk Management for Public Works, Contractual Risk Transfer, Technology, Investigating Claims, and Fleet Management and Driver Safety. The Academy concluded with an in-depth look into the lessons learned from public works exposures with Paul Zeglovitch, Scott Grossberg, and Scott Haith. Attendees commented that they were pleased with the variety of topics presented and were also glad to have the opportunity to hear real-case scenarios. 

The Authority’s academies are multi-day training seminars which focus on a specific public-sector discipline and provide attendees with opportunities to interact with their peers and share real-world challenges and successes. Click here to learn more about the topics that are presented at the Public Works Academy. 

For questions and information about this and other academies, contact Michelle Aguayo, Training Coordinator, by email or phone at (562) 467-8777.

Revised Drug-Free Workplace Policy Available to Members

The Authority has recently updated its “Drug-Free Workplace” policy template to assist members with maintaining a workplace that is free of drugs and alcohol, and to discourage drug and alcohol abuse by employees. This policy governs not only the abuse of alcohol and illegal drugs, but also the use and abuse of legal drugs in the workplace. The template also includes references and appendices that help to provide context and a foundation for the policy. The “Drug-Free Workplace” policy template is available in the Authority’s Resources and Documents library on cjpia.org. For questions regarding this resource, please contact your assigned regional risk manager.

Mandated Reporter Policy Templates Added to Online Library

The Authority has recently created two new policy templates to assist members with the development of a policy for mandated reporter requirements. One template is specific to mandated reporter requirements as they pertain to children, and the other pertains to the elderly and dependent adults. The templates identify employees who are required to report child, elder, or dependent adult abuse under the law; set forth the timeline and procedures for making reports; and establish additional obligations of the agency and its employees and volunteers. 

The mandated reporter policy templates are available in the “Policy Templates” section of the Resources and Documents library on the Authority’s website. For questions on these resources, members can contact their assigned regional risk manager.

Capstone Award Nominations Being Accepted Through End of May

Nominations for the Capstone Award are being accepted through Wednesday, May 30, 2018. The Capstone Award is presented annually to someone at an Authority member agency who best exemplifies the practice of risk management in the public sector by implementing loss prevention programs, working to support risk management efforts at their agency, and influencing others in developing risk management programs. The Capstone Award ceremony, which recognizes the finalists and the winner, will take place on September 20, 2018 during the Risk Management Educational Forum at Park Hyatt Aviara in Carlsbad. Members are encouraged to nominate someone (or themselves) by completing a brief nomination form. For more information, visit the California JPIA Capstone Award page on cjpia.org. For questions, contact Abraham Han, Administrative Analyst, by email or at 562-467-8778.

Foreign Travel Program Available to Authority Members

Members who travel outside the United States create exposures that are not covered in the Memoranda of Coverage for the liability programs. Because of this, the Authority has developed a new program to provide coverage for members engaged in foreign travel. There are five categories of coverage provided by this program:

  • Foreign Commercial General Liability
  • Foreign Business Automobile Liability
  • Foreign Voluntary Compensation and Employers Liability
  • Travel Accident and Sickness
  • Corporate Kidnap and Ransom/Extortion

Each category of coverage has several aspects to it with different coverage limits and deductibles. Members planning on traveling outside the U.S. who would like to use this coverage must report the trip by completing the Authority’s Foreign Travel Log, which is available on the Foreign Travel Program page, prior to leaving the U.S.

For more information, refer to the program page on cjpia.org. For questions on this program, contact Jim Thyden, Insurance Programs Manager, by email or at (562) 467-8784.

April Human Resources Academy Called “Inspiring”

April’s Human Resources Academy wrapped up with members commenting on the “inspiring” and “thought-provoking” content presented during the academy. Instructors included Monica Sanchez and Katy Suttorp from Burke, Williams & Sorensen, LLP; Jeff Bills from Confidence Consulting; Jeff Rush, the Authority’s Workers’ Compensation Program Manager; and Paul Zeglovitch, the Liability Program Manager for the Authority. Bills presented for the entire first day, and his sessions, The Role and Future of HR and Creating a Culture of Mentoring, were particularly popular with academy attendees. With sessions on case law updates, performance evaluations, and disability management, attendees were able to take away practical information that could be incorporated into their work. 

The Human Resources Academy is an annual, three-day academy geared towards human resources management and support staff. For more information on this academy, members can contact Michelle Aguayo, Training Coordinator, by email or phone at (562) 467-8777.

Agency Clerk Career Opportunity: Thursday, May 3 Deadline

Reminder: The California JPIA’s recruitment for an Agency Clerk is scheduled to close on Thursday, May 3, 2018. 

The individual in this position would perform professional, technical, and administrative functions that require a high degree of discretion and independent judgment in support of the Chief Executive Officer and Administrative Programs Manager. Specific tasks and responsibilities include managing the Authority’s document and records management program, analyzing legislation, and preparing correspondence and committee reports. For those interested in applying for the position, visit the Authority’s Career Opportunities page to access the application form, the supplemental questionnaire, and more information on qualifications. For questions, contact Tammie Haller, Administrative Programs Manager, by email or at (562) 467-8222.

Registration Open for the 2018 Risk Management Educational Forum

Registration is open for the Authority’s 23rd Annual Risk Management Educational Forum, entitled The Amazing Race to Risk Management Success. The Forum will be held at Park Hyatt Aviara in Carlsbad on September 19 – 21, 2018 and will feature keynote speaker Phil Hansen, whose artistic journey has become a source of inspiration for the tens of millions who have seen his art on television and online. Hansen’s personal story of transformation provides a powerful message of embracing change and overcoming obstacles. Session topics at this year’s Forum include the homeless dilemma, employment litigation and the #MeToo impact, retaining and motivating employees, and juror perceptions and biases. 

While there is no cost to California JPIA members for Forum registration, it does not include hotel accommodations. Registration is also limited to public agency officials and employees, and the Authority’s business partners. Please visit the Forum website to register and for more information. For Forum-related questions, please click here to send an email.

Second Quarter Roundtables: Effective Performance Feedback

Registration is open for the second quarter series of the Authority’s Risk Managers Roundtables, which will take place in May and feature the topic “Develop Quality Staff Through Effective Performance Feedback.” 

Attendees at this roundtable will learn about and discuss the multi-faceted world of employee feedback and documentation and the significant role they play in risk management and employment litigation. The presentation will also include how documents should be created, utilized, and stored. As always, a roundtable discussion will follow the presentation and be led by one of the Authority’s regional risk managers. 

The schedule of roundtable sessions is listed below. 

  • May 1 in La Palma
  • May 8 in Palm Desert
  • May 15 in San Luis Obispo 

For more information or to register, members can log into myJPIA. For questions, contact Michelle Aguayo, Training Coordinator, by email or at (562) 467-8777.

2018 Forum Scholarship and Capstone Award

Members who are interested in applying for an Educational Forum scholarship to attend the 2018 Risk Management Educational Forum or in submitting a nomination for the Capstone Award have until May to complete an online application or nomination form.

While there is no cost for members to register for the Forum, the California JPIA is awarding a limited number of scholarships for lodging accommodation costs while attending the Forum. The deadline for applying for a scholarship is Wednesday, May 30, 2018.

Members wishing to recognize someone at their agency who has displayed outstanding efforts in the practice of risk management should consider nominating them for the Capstone Award. The selected finalists will be invited to the Forum where they will participate in the Capstone Award ceremony in which their achievements are recognized and a winner is announced. Nominations are being accepted through Monday, May 14, 2018.

The Authority’s March newsletter has more information on the Forum scholarship and Capstone Award, including application/nomination links. For questions, contact Abraham Han, Administrative Analyst, by email or at (562) 467-8778.

April’s Authority Live Webcast: Active Shooter

The California’s JIPA’s webcast series, Authority Live!, is back on April 23, 2018 at 10:00 am with an episode regarding active shooter scenarios. The possibility of someone coming into a facility with a gun and shooting people is rare, but nonetheless catastrophic. Recent shootings in Florida and Las Vegas have stirred the debate on what should be done to lessen or prevent such horrific events. While these issues are complex and span all aspects of life, regardless of social or economic status, there are steps that can be taken to prepare for an active shooter incident. 

The Authority Live! Active Shooter webcast will focus primarily on threats in the workplace. Topics covered include identifying workplace warning and violence indicators, preparing your organization for an active shooter, and actions to take when such an incident occurs. 

Authority members interested in registering to view the webcast can contact Ryan Thomas, Training and Loss Control Specialist, by email or at (562) 467-8775.

Authority Live! April Webcast Available Online

California JPIA members can now view April’s Authority Live! webcast, “Active Shooter in the Workplace,” online. Dr. Steve Albrecht, who is internationally known for his consulting and training work in workplace violence prevention training programs, discusses tactics such as “Run, Hide and Fight,” which have been proven to be the best chance for survival during an active shooter incident. Other topics covered include identifying workplace warning and violence indicators, and preparing your organization for an active shooter. 

To view the webcast, members can contact Ryan Thomas, Training and Loss Control Specialist, by email or at (562) 467-8775, to request a link to the webcast.

Career Opportunity: Agency Clerk

The Authority is currently recruiting for an Agency Clerk. The individual in this position would perform professional, technical, and administrative functions that require a high degree of discretion and independent judgment in support of the Chief Executive Officer and Administrative Programs Manager. Specific tasks and responsibilities include managing the Authority’s document and records management program, analyzing legislation, and preparing correspondence and committee reports.

The deadline to submit application materials is 5:00 pm on Thursday, May 3, 2018. For additional information on this position, including required experience and education, visit our Career Opportunities page.

California JPIA Now Accepting Nominations for the Capstone Award

The nomination period is open for the 6th Annual California JPIA Capstone Award. This award is presented annually by the California JPIA to an individual who best exemplifies the practice of risk management among its member agencies. Again, this year, this important recognition will be awarded to an outstanding individual during a ceremony at the Authority’s Risk Management Educational Forum in September. An individual nominated for the Capstone Award is a person who works at any level within a member agency and ideally is someone who:

  • Works to support traditional or enterprise risk management efforts for the member agency.
  • Develops, implements, and administers loss prevention and loss control programs to mitigate risk exposures for the member agency.
  • Coordinates support systems that serve the member’s risk management goals and needs.
  • Influences others in developing quality risk management programs for the member agency.

To submit someone for consideration, complete this brief Capstone Award nomination form. The success of the Capstone Award depends on staff at member agencies identifying worthy colleagues who work tirelessly behind the scenes to promote excellence in risk management. For questions about the Capstone Award, contact Abraham Han, Administrative Analyst, by email or at (562) 467-8778.

Board of Directors Meeting July 18, 2018: Save the Date

Each July, the Authority’s Board of Directors conducts its annual meeting. Topics presented at the meeting include the annual report, and strategic plan and operational update. In addition, risk management awards are presented, and an election of Executive Committee members is conducted. The 2018 Board of Directors meeting will be held at the Authority’s campus in La Palma on Wednesday, July 18. Certification information will be sent to member agency clerks in April. For more information regarding the Board of Directors meeting, contact Denise Covell, Administrative Assistant, by email or at (562) 467-8771.

LinkedIn Discussion Group: Cyber Liability Insurance

Authority members may be unfamiliar with cyber liability as an exposure and do not routinely require vendors/contractors who represent a cyber exposure to the agency to carry cyber liability insurance. To share thoughts on cyber insurance requirements for vendors or to pose questions regarding this topic, members can visit the Authority’s LinkedIn discussion group page.

LinkedIn Discussion Group: Sidewalk Maintenance and Streets and Highways Code Sec. 5610

Many agencies are unaware of California Streets & Highways (S&H) Code Section 5610, a statute that allows members with sidewalks to transfer the risk and expense of sidewalk repairs and maintenance to adjacent private property owners. However, the statute doesn’t absolve agencies of all responsibility for inspecting and maintaining sidewalks. Authority members can share their thoughts on implementing and enforcing a program consistent with Section 5610 on the Authority’s LinkedIn discussion group page.

Academy Schedule for 2018-2020

The Authority’s 2018-2020 Academy schedule is now available to California JPIA members. Academies are limited to 25 people on a first-come, first-served basis, and wait lists are established once the attendee list is full. Note that not all academies have the same registration process: certain academies will be by invitation only, and select members will be sent an email containing specific registration details. 

Academies are training events that primarily focus on a specific public sector discipline. Each program is a multi-day training that presents essential theories and techniques in order to provide pragmatic solutions to solving everyday problems. To receive the academy schedule or for questions, please contact Michelle Aguayo, Training Coordinator, via email or phone at (562) 467-8777.

Executive Academy 2018 Registration Open

The Authority’s Executive Academy for 2018 is now open for registration. The academy, which is designed for current or soon-to-be city managers and chief executives, will be held on April 11 – 13, 2018 at the Canary Hotel in Santa Barbara. The Executive Academy offers a unique opportunity for the chief executives of the Authority’s member agencies to network with each other while exchanging information on current challenges and practical solutions. Topics covered at this academy include key steps to effective succession planning, public relations and dealing with the media, and how the California JPIA can assist in protecting member agencies. Note that the academy is limited to 25 participants and the registration deadline is March 22, 2018. To register, visit the Executive Academy website. For more information, contact Michelle Aguayo, Training Coordinator, via email or at (562) 467-8777.

March is National Ladder Safety Month

March is National Ladder Safety Month, an opportunity to promote awareness, training, and education to prevent ladder-related injuries. According to the Centers for Disease Control and Prevention (CDC), each year in the United States, more than 500 thousand people are treated for and about 300 people die from ladder-related injuries. The Authority has ladder safety resources available from our Training Department, while the National Institute for Occupational Safety and Health (NIOSH) has a program to address falls in the workplace.

For more information on National Ladder Safety Month, and to find out how agencies can promote responsible use of ladders, both in the workplace and at home, visit the American Ladder Institute’s website dedicated to this issue.

LinkedIn Discussion Group: Encroachment Permits and Insurance

When dealing with the issue of encroachment on agency property, the Authority has specific recommendations regarding risk transfer. However, Authority members sometimes struggle to obtain appropriate insurance from individuals (particularly homeowners) or entities who want to encroach on agency property. Members can share their thoughts on how to effectively transfer risk associated with encroachment on the Authority’s LinkedIn discussion group page.

The Authority Announces New Training Courses for 2018

The Authority is pleased to announce the development of new instructor-led training courses for 2018. Members may register for these and other trainings on myJPIA via the training calendar. The new courses are:

  • Accident Investigation
  • HAZWOPER First Responder – Awareness Level and Operations Level
  • Introduction to Cal/OSHA and Conducting Safety Inspections
  • Driver Safety

The Authority’s newsletter has more detailed descriptions of these new courses. For more information or questions regarding training, contact Ryan Thomas, Training and Loss Control Specialist, via email or at (562) 467-8775.

Retroreflectivity of Traffic Signs and Pavement Markings

In various cities throughout the state of California, some signs and pavement markings are difficult to see during the day, and even more so at night. The California Manual on Uniform Traffic Control Devices (CA MUTCD) addresses maintaining minimum retroreflectivity of signs, but at the moment, there are no similar requirements for minimum standards for pavement markings. While there are no federally required minimum levels of retroreflectivity for these markings, Authority members are advised to include both signs and pavement markings in their street inspection and maintenance process. The Authority will notify members when the CA MUTCD is updated to include information on minimum pavement marking retroreflectivity. For questions on this topic, members can contact their assigned risk manager.

Updated Annual Contribution and Retrospective Computations Available on Website

Both Primary Liability Program and Primary Workers’ Compensation Program annual contributions and retrospective computations for the 2018-19 coverage period are available on the Authority’s website in the Resources and Documents Library and on the Cost Allocation pages

Annual contributions, which provide the pool with necessary resources for the defense and payment of claims, are calculated based on an actuarial study of member claim experience. The contributions were approved by the Executive Committee at its November 15, 2017 meeting. 

Retrospective computations are based on the ongoing claim development of past coverage periods and can result in either an additional deposit or a refund. Adjustments are calculated once a year in October. 

The 2018-19 Annual Contribution Invoice Summary, which includes any retrospective adjustment amounts, will be available in the spring. For questions, contact the Authority’s Financial Analyst, Lam Le, via email or at (562) 467-8729.

Educational Forum 2018 Theme Announced

The Authority’s 23rd annual Risk Management Educational Forum has as its theme “The Amazing Race to Risk Management Success,” highlighting the importance of goals and preparation for challenges when contemplating risk management issues. The annual Forum is a two-and-a-half-day educational event that allows Authority members to study topics and issues relevant to local government, and come together to share information on agency challenges and solutions. The 2018 Forum will be held at Park Hyatt Aviara in Carlsbad from September 19-21. Registration and general Forum information, including sessions and speakers, will be available in May. For more information on the Forum, including highlights from the 2017 Forum, visit the Authority’s Educational Forum page or contact the Authority via email.

Revised Resource: Contractual Risk Transfer Manual

The Authority recently revised its Contractual Risk Transfer Manual. The manual, which was last updated in 2016, contains several updates, including new automobile liability limits for service work adjacent to or impacting roadways, and updated indemnity language in the professional service agreement section. The purpose of the manual is to guide the user in writing proper insurance specifications for contracts and obtaining insurance compliance. The manual also assists members in answering questions related to insurance specifications and indemnity, and helps with processes and techniques for allocating risk using risk transfer principles. Members are encouraged to share the manual with their legal counsel and staff that have a role in contract development or execution. 

The Contractual Risk Transfer Manual is available electronically via the Authority’s website(select “Risk Transfer” on the “Category Search” drop-down list). Members may choose to download an electronic version and/or print the entire manual. All prior versions should be replaced with this new version to ensure consistency with agency policy.   

For questions about this resource, members should contact their regional Risk Manager.

LinkedIn Discussion Group: Third-Party Transportation Providers

Some agencies use third-party transportation providers for excursions and outings, such as taking senior citizens to museums; taking youth to the beach, camps, or water parks during the summer; and taking youth leagues to tournaments. However, providing transportation comes with significant liability exposure.

Members can log onto the Authority’s members-only LinkedIn discussion group page to share their thoughts on protecting their agencies and ensuring the safety of passengers when using a third-party transportation provider.

DOT Amends Employee Drug Testing Requirements

The Department of Transportation (DOT) has published its long-awaited final rule amending its drug testing program for DOT-regulated employers. The new DOT rule makes the following significant changes:

  • adding four semi-synthetic opioids (hydrocodone, oxycodone, hydromorphone, and oxymorphone) to the drug testing panel, which is “intended to help address the nationwide epidemic of opioid abuse” and create safer conditions for transportation industries and the public;
  • adding methylenedioxyamphetamine (MDA) as an initial test analyte because, in addition to being considered a drug of abuse, it is a metabolite of methylenedioxyethylamphetaime (MDEA) and methylenedioxymethamphetamine (“MDMA”), and such testing potentially acts as a deterrent;
  • removing testing for MDEA from the existing drug testing panel;
  • removing the requirement for employers and consortium/third party administrators (C/TPAs) to submit blind specimens in order to relieve unnecessary burdens on employers, C/TPAs, and other parties; and
  • adding three “fatal flaws” to the list of when a laboratory would reject a specimen and modifying the “shy bladder” process so that the collector will discard certain questionable specimens.

The new rule went into effect on January 1, 2018. Employers who comply with DOT standards when drug testing should modify their drug testing policies accordingly. More information about this rule can be found on the DOT’s website.

The Authority Launches New Features in myJPIA

Authority members will now be able to use new features in myJPIA, including a personalized dashboard that allows easy access to key metrics and information for members who perform a primary role for their agency, such as city manager, executive director, human resources director, etc. Other features include instant access to LossCAP items, enhanced search filters for the Resources and Documents Library, annual contribution and payroll information, and more.

For questions regarding these new features, contact Carl Sandstrom, Business Projects Manager, by email or at (562) 467-8718.

Form OSHA 300A Posting

The Authority is reminding its members that the Occupational Safety and Health Administration (OSHA) requires employers to post OSHA Form 300A between February 1 and April 30, 2018. Form 300A provides a summary of the total number of job-related injuries and illnesses that occurred in 2017 and were logged on OSHA Form 300. The form must be posted in a location where employee notices are usually posted, and must not be altered, defaced, or obscured during the posting period. Members who participate in the Authority’s Workers’ Compensation Program will receive from York Risk Services Group a partially completed Form 300A and instructions for completing and posting the form. For questions involving Form 300 or Form 300A, members can contact the Authority’s Workers’ Compensation Program Manager, Jeff Rush, via email or at (562) 467-8707.

Risk Management Academy Kicks Off January 23

The Authority’s newest academy offering, the Risk Management Academy, takes place this week in Carlsbad. Running from January 23 – 25, this academy provides risk managers at member agencies with the skills necessary to help create and support a healthy risk management culture, covering topics such as the importance of root cause analysis, consequences of ineffective risk management, and unique loss exposures of public entities.

For questions about this and other academies, contact Michelle Aguayo, Training Coordinator, by email or at (562) 467-8777.

LinkedIn Discussion Group: Independent Contract Instructors and Children’s Safety

Protecting children that participate in an agency’s after-school and recreation programs is crucial, as the risk of child predators is real. Mitigating this risk goes far beyond signed participant waivers and requiring sexual molestation insurance from independent contract instructors.

Members can visit the Authority’s members-only LinkedIn discussion group page to share their thoughts on policies and procedures to ensure children’s safety. 

Spotting a Phishing Scam

Educating and training staff is crucial in the fight against cyber criminals. Since phishing attacks are some of the most common types of cyber crimes, being able to spot a phishing email is of particular importance. Phishing is defined, according to Merriam-Webster, as a scam by which an internet user is duped (as by a deceptive email message) into revealing personal or confidential information which the scammer can use illicitly. Recognizing the common characteristics of these fraudulent emails is helpful to prevent them from being spread. Phishing emails frequently contain the following:

  • A generic subject line
  • A suspicious URL
  • Improper use of copyright
  • Bad grammar/spelling
  • Unnecessary urgency

More information on how to spot a phishing email can be found here.

Authority Offices Closed in Observance of Martin Luther King Jr. Day

The California JPIA offices will be closed on Monday, January 15, in observance of Martin Luther King Jr. Day. For urgent matters, please call the Authority’s main number, (562) 467-8700, and you will be directed to the staff member on call. Normal business hours will resume on Tuesday, January 16.

Mandatory Transgender Rights Poster

Beginning January 1, 2018, the California Department of Fair Employment and Housing (DFEH) requires California employers with five or more employees to display the DFEH’s “Transgender Rights in the Workplace” poster, which must be placed in a prominent and accessible location in the workplace. The poster provides answers to employer FAQs, useful definitions, and information on how to file a complaint. The DFEH website has the poster available for download. For questions about this and other required posters, members can contact their regional Risk Manager.

Lexipol Law Enforcement Program

California JPIA members with police departments are provided funding by the Authority for participation in Lexipol’s Law Enforcement Policy Manual Update and Daily Training Bulletin subscriptions. The Authority formed a strategic business partnership with Lexipol in January 2009, and this partnership has continued over the years in order to equip the Authority’s members with policies and trainings to keep up with the constantly evolving landscape of law enforcement.

The purpose of the Authority funding these resources on behalf of the member is to reduce liability exposure by providing up-to-date policies with a daily training component. If these two components are consistently maintained, they represent a powerful tool that informs and trains law enforcement personnel how to reduce risk by acting in a sound manner in different scenarios and situations.

For questions regarding the Lexipol program or how to maximize effective use of the program, please contact your assigned regional Risk Manager.

Effective Screening Procedures for Child-Serving Positions

As providers of recreation activities, daycare centers, and other child-serving programs, local government agencies have a responsibility to effectively screen job applicants and volunteers, and to proactively exclude those individuals who harbor inappropriate intentions towards children. While criminal background checks (including Live Scan fingerprinting) are an important part of the screening process, they should not represent an agency’s only effort to identify would-be abusers. According to Abuse Prevention Systems, a Texas organization dedicated to protecting children and those who serve them, agencies should require (and check) work and personal references, and utilize an application and interview process designed to expose known risk indicators. California JPIA members who provide child-serving programs are strongly encouraged to review their screening procedures for related jobs and volunteer positions to determine if improvements can be made.

For more information, please visit Abuse Prevention Systems’ website at www.abusepreventionsystems.com, or contact your regional Risk Manager. Please note that the California JPIA does not endorse nor have any relationship with Abuse Prevention Systems.

2017 Risk Managers Roundtables Wrap Up

The Authority’s quarterly series of Risk Managers Roundtables wrapped up in November, with Cal/OSHA compliance as the topic for the fourth quarter. Dick Monod de Froideville, a specialist in the field of Cal/OSHA regulatory compliance and code enforcement, instructed attendees on how to handle a Cal/OHSA inspection, filing appeals, and completing an OSHA 300 log, after which a roundtable discussion was facilitated by an Authority risk manager. 

Risk Managers Roundtables are held each quarter at three separate locations and feature a presentation followed by a roundtable discussion. The topics for the 2018 roundtables will be announced in the coming weeks. For more information on Risk Managers Roundtables, contact Ryan Thomas, Training and Loss Control Specialist, by email or at (562) 467-8775.

Authority Offices Closed in Observance of Thanksgiving

The California JPIA offices will be closed on Thursday and Friday, November 23 and 24, in observance of the Thanksgiving holiday.  For urgent matters, please call the Authority’s main number, (562) 467-8700, and you will be directed to the staff member on call. Normal business hours will resume on Monday, November 27.

Authority Offices Winter Holiday Schedule

The Authority’s offices will be closed from Monday, December 25 through Monday, January 1. If you should have an urgent need to reach someone in our offices, please call (562) 467-8700, and leave a message by following the prompts for the emergency mailbox. You will receive a return phone call the same day. 

To request an evidence of coverage (EOC) during this time, please complete this online request form. If your EOC request will need to be issued prior to January 2, please call Jim Thyden at (562) 631-5449.

New Resource Available: Proposition 64 White Paper

The Authority has recently made available to members a white paper on Proposition 64, also known as the “Control, Regulate and Tax Adult Use of Marijuana Act” (the “AUMA”). The white paper provides an overview of the new law, measures local agencies can take to control the distribution and cultivation of marijuana, and consumption of marijuana in the workplace. Members are encouraged to review this resource for the consideration and adoption of best practices. The document is located in the “White Papers” section in the Resources and Documents library on the Authority’s website. 

For questions about this resource, members can contact their regional Risk Manager.

Fall Management Academy Tackles the Basics of Effective Supervision

The Authority’s 2017 Management Academy took place September 25 – 28, 2017 in Paso Robles and featured speakers Forrest Story, principal consultant for Public Sector Excellence, and John Perry, President of Human Productivity Systems. Twenty-four Authority members representing 13 different agencies spent four days learning unique approaches to improving the performance, motivation, and commitment of their employees. Through presentations, discussions, and role-playing, participants explored their role as manager and discussed various techniques to better assist them in their supervisory positions.

The Management Academy is a four-day training that is designed for entry-level managers and supervisors. The next Management Academy will be held October 22 – 25, 2018 in Carlsbad. For questions about this academy or other trainings, contact Michelle Aguayo, Training Coordinator, by email or at (562) 467-8777.

Revised Vehicle Cards Available

The Authority recently revised the Vehicle Cards document in its online Resources and Documents library. The previous version incorrectly referenced California Vehicle Code § 16051. The correct reference is California Vehicle Code § 16021, which describes financial responsibility of a vehicle’s driver or owner. 

These vehicle cards establish proof of insurance coverage and are to be placed in member-owned vehicles. Members can find the cards in the “Safety” section of the Authority’s online library

For questions about the use of vehicle cards, members should contact their assigned regional risk manager.

LinkedIn Discussion Group: Sex Offender Residency Restrictions Under Fire

Many cities throughout California have adopted very restrictive ordinances as to where sex offenders can live, generally within 2,000 feet of schools, parks, and playgrounds.  This was largely done as a result of Proposition 83, that passed with an overwhelming 70% vote.  But, following a 2015 California Supreme Court ruling deeming the restrictions under Proposition 83 unconstitutional, cities are now being forced to reevaluate and make decisions on whether to repeal or reform their ordinances. Members can share their thoughts about residency restriction ordinances on the Authority’s LinkedIn discussion group page.

LinkedIn Discussion Group: Hepatitis A Outbreak in California

Hepatitis A is a highly contagious liver disease caused by the hepatitis A virus. The virus is usually spread when a person ingests fecal matter (including microscopic amounts) after contact with objects, food, or drinks contaminated by the feces of an infected person. 

San Diego, Santa Cruz, and Los Angeles counties have declared hepatitis A outbreaks. Last month, Governor Jerry Brown declared a state of emergency to increase the supply of hepatitis A vaccines to control the current outbreak. Most cases have occurred in persons who are homeless and/or use illicit drugs (injection and non-injection), with many cases also occurring among people who provide services to the homeless. Public health departments, such as Los Angeles County’s, are offering free vaccine clinics for people who may be at risk for hepatitis A. For more information on this outbreak and steps to prevent the virus’ spread, visit the California Department of Public Health’s website and the Department of Industrial Relations website.

Members can share on the Authority’s LinkedIn discussion group page their thoughts and strategies for dealing with the hepatitis A outbreak.

Authority Offices Closed During the 2017 Educational Forum

The Authority’s offices will be closed from Tuesday, October 10through Friday, October 13 while staff is attending our Annual Risk Management Educational Forum. If you have an urgent request for an evidence of coverage that is needed before October 16, please call Jim Thyden, Insurance Programs Manager, at (562) 631-5449.

New Resource for Members: Abusive Conduct Policy

The Authority has added a new resource template, Abusive Conduct Policy, to its Resources and Documents library. This template can be used to assist members with the development of a workplace abusive conduct policy. 

AB 2053 amended the Fair Employment and Housing Act training requirements to include “prevention of abusive conduct” as a component of the mandatory sexual harassment prevention training that must be provided to supervisory employees every two years (and within six months of initial appointment to a supervisory position). While abusive conduct policies are not mandated by California law, they can be adopted by employers as a means of regulating disruptive and improper workplace conduct. 

Members are encouraged to review their workplace policies to determine if abusive conduct is already addressed in a policy. Some examples include: policy prohibiting bullying and hazing, policy prohibiting workplace violence, statement of compliance with the Cal/OSHA obligation to provide a safe workplace, policy prohibiting discourteous treatment of others, or a policy prohibiting conduct unbecoming an employee. Employers with labor unions will need to comply with applicable obligations to negotiate abusive conduct policies with labor unions before implementation.

The Concussion Management in Youth Sports Act

California Assembly Bill (AB) 2007, known as the Concussion Management in Youth Sports Act, was signed by Governor Brown on September 23, 2016 and took effect on January 1, 2017. The bill requires youth sports organizations to follow certain concussion protocols. 

Prior to the enactment of AB 2007, existing law required schools that offer an athletic program to immediately remove an athlete from an athletic activity for the remainder of the day if the athlete is suspected of sustaining a concussion or head injury, and prohibits the athlete from returning to the athletic activity until the athlete is evaluated and cleared by a licensed health care provider trained in the management of concussions. Existing law also required that annually, a concussion and head injury information sheet to be signed and returned by the athlete and athlete’s parent or guardian before the athlete’s initiating practice or competition. 

AB 2007 now applies these provisions to athletes participating in youth sports organizations, as defined to include local governmental agencies and other entities that sponsor or conduct amateur sports competitions, training, camps, or clubs in which persons 17 years of age or younger participate in any of the 27 designated sports. 

If your agency sponsors or conducts amateur sports competitions, training, camps, or clubs for sports designated on the legislation’s list, please review the legislation thoroughly to ensure compliance. 

For questions on this subject, members can contact their assigned Risk Manager.

2018 Educational Forum to be Held in Carlsbad

The Authority’s 23rd annual California JPIA Risk Management Educational Forum will take place from September 19-21, 2018 at the Park Hyatt Aviara Resort in Carlsbad. The Forum is an educational event for Authority members and features various knowledge experts informing attendees about issues such as employment law, workers’ compensation, and public safety. The 2017 Forum, which was held in October at The Fess Parker Hotel in Santa Barbara, saw a record 80 member agencies in attendance and featured Keynote speaker Doc Hendley, CNN Hero and founder of Wine to Water.

For information about the Risk Management Educational Forum, email the Authority or visit the Forum page on the Authority’s website, cjpia.org.

Liability Attorney Summit Held in August

The California JPIA held its Annual Liability Attorney Summit on August 23, 2017, at the Authority campus in La Palma. Approximately 57 participants attended the Summit, including representatives from Carl Warren & Company, Authority staff, and 19 of the Authority’s liability defense panel firms and business partners. Paul Zeglovitch, the Authority’s Liability Program Manager, welcomed attendees and presented a report on the State of the Liability Program. Topics presented included an appellate case update by Dan Barer of the law firm of Pollack, Vida & Fisher; the effective use of surveillance, by Patrick Carroll of Horsemen Investigations; a summary of a recent mock trial that was conducted on a police detention death case, with attorney Konrad Rasmussen and David Cannon of Trial Innovations; and an overview of how expert animation and illustration can be valuable in litigation, by Alex Deaconson of DK Global. Attendees also shared success stories with the audience from both California JPIA cases and other clients from the past year, providing insights into the law, local jurisdictions, and juror and judge behavior.   

For information about the Liability Attorney Summit or the Authority’s liability protection programs, contact Paul Zeglovitch by email or at (562) 467-8786. 

Fourth Quarter Risk Managers Roundtable Assists Members with Cal/OSHA Compliance

Employees of member agencies who participate in Cal/OSHA compliance and safety program preparation are encouraged to attend the Authority’s fourth quarter Risk Managers Roundtable,“Dealing with Cal/OSHA.” Attendees at this roundtable will learn from speaker Dick Monod de Froideville how to handle a Cal/OSHA inspection and audit, filing an appeal, and completing and posting an OSHA 300 Log. Following the presentation, the Authority’s risk managers will facilitate a roundtable discussion. The roundtables will be held at three separate locations:

  • Tuesday, November 7, 2017 in La Palma
  • Tuesday, November 14, 2017 in La Quinta
  • Tuesday, November 15, 2017 in San Luis Obispo

For more information or to register, members can visit myJPIA on the Authority’s website, cjpia.org, or contact Ryan Thomas, Training and Loss Control Specialist via email or at (562)467-8775.

Third Quarter Risk Managers Roundtable Wraps Up

The third-quarter series of the Risk Managers Roundtable ended on August 22, 2017 in Paso Robles, with speaker Doug Sjoberg presenting on the subject of “Creating Inter-Generational Harmony in the Workplace.” Discussion topics included behavioral characteristics typical of employees from the four generations now present in our workforce, effects of informal social media communication styles on the formality of business with the public, and tensions between supervisors and employees due to a perceived lack of “professionalism” and “work ethic” by newer generations. The August roundtable consisted of three sessions, each at a different agency. La Palma, Indio, and Paso Robles hosted the educational event, which featured Doug’s presentation followed by facilitated roundtable discussions.

The topic for the fourth quarter roundtable is “Dealing with Cal/OSHA.” More details will be announced in the coming months. For more information on the quarterly Risk Managers Roundtable series, contact Ryan Thomas, Training and Loss Control Specialist, by email or at (562) 467-8775.

Workers’ Compensation Symposium 2017

The ninth annual Workers’ Compensation Symposium was held on August 16, 2017 at the Authority’s La Palma campus. Twenty-one member agencies were represented, with about 60 attendees at the event, including members, speakers, and Authority partners. The Symposium provides an opportunity for members to meet with the Authority’s panel attorneys and the York claims team, and learn about a variety of subjects, which this year included using root cause information, components of successful return to work programs, and a fraud update. The Symposium is particularly beneficial for risk managers, human resource professionals, and any Authority members who are associated with their agency’s workers’ compensation program. For information about the Symposium or the Authority’s workers’ compensation coverage, contact Jeff Rush, Workers’ Compensation Program Manager, by email or at (562) 467-8707.

Forum Registration Closes on September 11

Authority members are reminded to register for the 22nd Annual Risk Management Educational Forum before the deadline of September 11, 2017 when registration closes. This year’s Forum, titled “Risk Management: Facing the Future Together,” runs from October 11 – 13 at The Fess Parker Resort in Santa Barbara. The keynote address will be given by Doc Hendley, the president and founder of the charitable organization Wine to Water, which provides clean water to those in need around the world. Topics being presented at the various Forum sessions include social media risks, police civil liability, Cal/OSHA compliance, and public agency drone use. Members can visit the Forum’s event page to register and find more information on the Forum. An Authority app is also available on Google Play, iTunes, and the Windows Store. The app provides information on local weather, the meeting space, the complete agenda, and other helpful details.

Authority Resource Addresses Harassment and Discrimination in the Workplace

The Authority has recently revised its Harassment, Discrimination, and Retaliation policy template to address changes in regulation in recent years and provide clarification on the expanded scope to whom the policy applies. 

Specifically, the template revisions address the following: 

  • Expansion in the scope of whom the policy applies. In addition to employees and applicants, the policy has been revised to include volunteers, interns, contractors, vendors, and visitors.
  • Clarification that the policy includes protection for both those that have one or more legally protected characteristic, as well as others associated with such individuals.
  • Expansion in the scope of legally protected characteristics since the previous version of the policy.
  • Addition of a section that clarifies a supervisor’s reporting obligations.
  • Addition of the reference to AB 1661, which requires local agency officials to be trained on preventing sexual harassment. 

This policy template, which can be found in the Authority’s Resources and Documents libraryon cjpia.org, also includes the required components of an anti-harassment policy, as outlined under 2 CCR § 11023. 

For questions about this resource, members can contact their regional Risk Manager.

2017 Capstone Award Finalists Selected

The 2017 Capstone Award finalists have been selected and will be honored in a ceremony at this October’s Risk Management Educational Forum. The Capstone Award is presented at the Forum each year to an individual at one of the Authority’s member agencies who best exemplifies the practice of risk management in the public sector.

The five finalists for 2017 are:

  • Debbie Bell from the City of Laguna Niguel
  • Amy Dallosta from the City of Indian Wells
  • Isaac Etchamendy from the City of San Marcos
  • Karen Johnson from the City of Temple City
  • Kristen Petersen from the City of Duarte

The 2017 Forum will be held on October 11 – 13 at The Fess Parker Resort in Santa Barbara. For more information or to register, members can visit the Forum’s event page.

August Authority Live! Focuses on Design Immunity

The August episode of Authority Live! will feature attorney and author Scott Grossberg, of Grossberg & Hoehn, presenting the topic of design immunity. Authority Live! is a web-based, live event designed for Authority members to receive the latest information on important and topical issues. In this episode, viewers will learn about California Government Code Section 830.6, what constitutes dangerous conditions, and the immunities provided by the Government Code. The webcast will air on Thursday, August 24, 2017 from 11:00 am – 11:45 am. Members who are interested in viewing this episode of Authority Live! can visit the event page to register and receive a link to view the live webcast. For questions, contact Ryan Thomas, Training and Loss Control Specialist, by email or at (562) 467-8775.

Registration Open for August Roundtables

Registration is currently open for the third quarter series of Risk Managers Roundtables, which run through August and feature the topic, “Creating Inter-generational Harmony in the Workplace.” Attendees will learn how to understand, adapt, and appreciate generational differences in today’s workplace. Speaker Doug Sjoberg will present how to communicate diplomatically, behavioral characteristics typical of employees from different generations, and effects of informal social media communication styles. Following the presentation, there will be a facilitated roundtable discussion.

The schedule of roundtable sessions is listed below.

  • August 8, 2017 in La Palma
  • August 15, 2017 in Indio
  • August 22, 2017 in Paso Robles

For more information or to register, members can log into myJPIA. For questions, contact Ryan Thomas, Training and Loss Control Specialist, by email or at (562) 467-8775.

Annual Board of Directors Meeting Held in July

The Annual Board of Directors Meeting was held at the Authority’s campus in La Palma on July 19, 2017 with a quorum of delegates in attendance, representing 80 member agencies. Curtis Morris, President of the Executive Committee, presided over the meeting, which included Executive Committee elections, recognition of the 2017 Risk Management Award winners, and a presentation of the Authority’s recent activities and initiatives. Also recognized was the Authority’s newest member, the Orange County Council of Governments. 

The Board of Directors unanimously re-elected Curtis Morris as President of the Executive Committee, while Lori Donchak, City of San Clemente; Darcy McNaboe, City of Grand Terrace; and Sonny Santa Ines, City of Bellflower were re-elected as members of the Executive Committee, each serving a two-year term. Chief Executive Officer, Jon Shull, presented the strategic plan, operational overview, and current initiatives of the Authority.

The next Board of Directors meeting will be held on July 18, 2018.

Part-Time Maintenance Worker Position Open

The Authority is actively recruiting for the position of part-time Maintenance Worker. The Maintenance Worker will play an essential role in the appearance and condition of the Authority’s campus. The position requires performing semi-skilled to skilled level maintenance and repair work in a variety of trade disciplines including custodial/janitorial, electrical, and plumbing. Work also includes routine landscaping, moving and arranging furniture and office equipment, and preparing meeting rooms for special events. The Maintenance Worker must have considerable knowledge of occupational hazards and safe work practices used in janitorial work, basic building facilities, equipment, and appliance maintenance and repair. The deadline to submit application materials is 5:00 pm on Thursday, August 10, 2017. For additional information on this position, visit our Career Opportunities page on cjpia.org.

Career Opportunity: Senior Risk Manager

The Authority is currently recruiting for a Senior Risk Manager. The primary responsibility of the Senior Risk Manager is to manage member action plans, meet with member officials and staff, advise on matters regarding public policy and operational procedures, identify training needs, provide training, serve as liaison on liability and workers’ compensation claim matters, make presentations to various governing bodies, and provide assistance on a wide range of local government operational issues. This will require regular meetings with California JPIA members at various locations throughout a specific geographic region, including parts of Santa Barbara, San Luis Obispo, Santa Clara, Ventura, and Monterey counties.  

To learn more about the position, visit the Career Opportunities page on the Authority’s website. The deadline to apply is 5:00 pm on Thursday, August 3, 2017.  Contact Tammie Haller, Administrative Programs Manager, by email or at (562) 467-8222 with any questions.

Revised Resource Available: Criminal Background Check Policy

The Authority has recently revised its Criminal Background Check Policy template, which can be found in the Resources and Documents library on cjpia.org. This newest revision addresses recent changes in regulations that California’s Department of Fair Employment and Housing (DFEH) made regarding employers’ use of employees’ and applicants’ criminal history in employment decisions.

Specifically, the template revisions add the following information:

  • Except as otherwise required by law, criminal history statements shall not include juvenile court records regardless of whether such records are sealed or unsealed (Section III.A.2).
  • Except as otherwise required by law, an agency shall not use records of any arrest, detention, processing, diversion, supervision, adjudication, or court disposition that occurred while under the jurisdiction of juvenile court law. This exclusion applies regardless of whether such records are sealed or unsealed (Section III.C.3.e).
  • Investigative consumer reports (such as background checks obtained by an agency) must comply with the requirements of the Fair Credit Reporting Act and California Investigative Consumer Reporting Agencies Act (Section IV.C).

This template helps Authority members establish a model policy to assist with conducting background checks that are consistent with state and federal law. For information on this template or any Authority resource, members can contact their regional Risk Manager.

2017 Educational Forum Opening Sessions Provide Members with a Choice

This year, at the Authority’s 2017 Risk Management Educational Forum, members will be able to choose from three different opening sessions. In previous years, the Forum featured one opening session for all attendees. However, to better serve members and address the varying roles they play within their organizations, three opening sessions will be available this year. The topics being presented are as follows:

  • Reputational Risk – Speaker: Elizabeth Kessel, founder and owner of Kessel & Associates
  • Managing Social Media Risks – Speaker: Scott Grossberg, founding partner of Grossberg & Hoehn
  • Recreational Marijuana Employment Concerns – Speaker: Kelly Trainer, partner at Burke, Williams & Sorensen, LLP

The opening sessions will be held on Wednesday, October 11. Educational sessions will continue throughout the following day, and the Forum will end with closing remarks on Friday, October 13.

For more information on the Forum agenda or for general Forum information, visit our website, or send us an email

2017 Risk Management Awards Presented to Six Authority Members

The California JPIA recognized six Authority members for their risk management achievements by honoring them with the 2017 Risk Management Award. The Risk Management Awards highlight dedicated efforts and accomplishments in risk management, recognizing Authority members that have demonstrated the best overall performance in the Liability Program and the Workers’ Compensation Program. To select the winners, Authority staff evaluated various factors that reflect an organization’s risk management efforts, including the cost of claims and their progress towards completing action plan items.

For the Primary Liability Program, the Best Overall Performance Award winners were:

  • For non-municipal agencies: Southern California Association of Governments
  • For municipal agencies without police exposure: City of Bradbury
  • For municipal agencies with police exposure: City of Fountain Valley

For the Primary Workers’ Compensation Program, the Best Overall Performance Award winners were:

  • For non-municipal agencies: Big Bear City Community Services District
  • For municipal agencies without public safety exposure: City of Westlake Village
  • For municipal agencies with public safety exposure: City of Signal Hill

The award winners were honored at the Authority’s Board of Directors meeting on July 19, 2017 at the Authority’s La Palma campus.

Registration for Board of Directors Meeting

Registration for the Authority’s annual Board of Directors meeting is currently open. The meeting will be held on Wednesday, July 19, at 7:00 pm at the California JPIA’s La Palma campus. Members attending will have the opportunity to meet the Executive Committee and Authority staff, and network with other members of the California JPIA. The business meeting will present information about the Authority’s objectives, vision, and accomplishments over the past year, including recognition of the winners of the 2017 Risk Management Awards. In addition, voting delegates will elect three Executive Committee members, and one member from the Executive Committee to serve as President for a two-year term. It is essential for each member-appointed California JPIA Director or designated voting alternate to attend in order to achieve a quorum. 

Register online here on or before July 12, 2017. For questions or assistance, please contact Denise Covell, Administrative Assistant, by email or (562) 467-8771.

2017 Management Academy Registration Open

Registration is open for the Authority’s 2017 Management Academy, being held from September 25 – 28, 2017 at La Bellasera Hotel & Suites in Paso Robles. This academy, designed for entry-level managers and supervisors, presents participants with unique approaches to help improve the performance, motivation, and commitment of employees in an ever more complex and regulated employment environment. Topics being discussed in this academy include how values and ethics impact decisions, the role of a manager/supervisor, and techniques to provide orientation, training, and delegation. To register for the Management Academy or for more information, visit the academy website. Please note that there is a registration fee, and this event is limited to the first 25 registrants. 

For questions about this event, contact Michelle Aguayo, Training Coordinator, by email or at (562) 467-8777.

June Public Works Academy Held in Indian Wells

The California JPIA’s Public Works Academy was held in June at the Hyatt Regency Resort & Spa in Indian Wells. Twenty-five attendees from 16 agencies took part in the three-day academy, which covered topics such as Risk Management for Public Works, Contractual Risk Transfer, and Work Area Traffic Control. Participants were also treated to a presentation from Scott Grossberg, Attorney at Grossberg & Hoehn, who used magic as a team-building exercise. “The speakers, content, and delivery of information was phenomenal, as well as the level of support and resources the California JPIA provides to its members,” remarked one attendee.

The Authority’s academies are multi-day training seminars which focus on a specific public sector discipline and provide attendees with opportunities to interact with their peers and share real-world challenges and successes. Click here to learn more about the topics that are presented at the Public Works Academy.

For questions and information about this and other academies, contact Michelle Aguayo, Training Coordinator, by email or phone at (562) 467-8777.

Deadline for Submitting Capstone Nominations

The deadline for submitting nominations for the 2017 Capstone Award is Thursday, June 29. The Capstone Award is presented each year at the Authority’s Risk Management Educational Forum, and is given to an individual at a member agency who best exemplifies the practice of risk management in the public sector. To nominate someone or to nominate yourself, click on this survey link to complete the nomination form. For more information on the award, including qualifications for nominees, click here. For questions, contact Abraham Han, Administrative Analyst, by email or at 562-467-8778.

Registration Open for Workers’ Compensation Symposium

Registration is open for the California JPIA’s annual Workers’ Compensation Symposium, to be held on Wednesday, August 16, 2017 at the Authority’s campus in La Palma. This event provides an opportunity for members to hear from numerous industry experts and meet with the Authority’s panel attorneys and the York claims team. Topics being presented at this year’s symposium include a fraud update, return-to-work programs, and using root cause information. 

Click here to learn more and to register. 

Risk managers, human resource professionals, and any members who are associated with their agency’s workers’ compensation program are encouraged to attend. For questions about the symposium, contact Jeff Rush, Workers’ Compensation Program Manager, by email or at (562) 467-8707.

2017 Risk Management Educational Forum Registration Open

Registration is open for the Authority’s 22nd Annual Risk Management Educational Forum, entitled Risk Management – Facing the Future Together, to be held at The Fess Parker Resort in Santa Barbara on October 11-13, 2017. The Forum will feature keynote speaker Doc Hendley, who founded Wine to Water, a charitable organization devoted to providing clean water and sanitation to people worldwide. Hendley will draw from his experiences working with people from various locations around the globe, sometimes under dangerous conditions, to provide inspiration and insight relevant to both public and private sectors. Session topics at this year’s Forum include public agency drone use, recreational marijuana concerns, crisis management, and liability case law updates.

While Forum registration is at no cost to members of the California JPIA, registration does not include hotel accommodations. Registration is also limited to public agency officials and employees, and the Authority’s business partners. Please visit the Forum website to register and for more information. For Forum-related questions, please click here to send an email.

Newly Elected Officials Learn About Local Government at May Academy

In May, the California JPIA held the Newly Elected Officials Academy as an educational opportunity specifically geared towards newly elected local government officials at the Authority’s member agencies. The academy is a hands-on learning experience focusing on the active exchange of ideas and information through a series of sessions presented by professionals experienced in local government. Over the course of one and a half days, the 16 academy attendees were presented with valuable information ranging from the fundamentals of local government to effective council/board relations. Speakers included lawyers, public service officials, and other experts, including business etiquette expert of Etiquette Consulting, Inc., Jules Hirst; attorney with the law firm of Grossberg & Hoehn, Scott Grossberg; municipal attorneys with the law firm of Jenkins & Hogin, Michael Jenkins and Christi Hogin; and former city manager, Ken Hampian.

For more information on this academy, contact Michelle Aguayo, Training Coordinator, by email or at (562) 467-8777.

MyJPIA Unavailable on Friday, June 9 Due to Scheduled Maintenance

Please note that from 12:00 am to 11:59 pm on Friday, June 9, the myJPIA section of the Authority’s website will be down while we perform important scheduled maintenance. During this time, members will be unable to access myJPIA for training registrations or password-protected documents. For any urgent requests, members can contact the Authority’s main line at (562) 467-8700 for assistance. We thank you for your patience and apologize for any inconvenience.

Nominations Continue for Capstone Award

The nomination period for the Authority’s Capstone Award is continuing. The Capstone Award is presented annually to an individual at a member agency who best exemplifies the practice of risk management in the public sector. To nominate someone or to nominate yourself, please click on this survey link to complete a brief questionnaire. For more information on the award, including qualifications for nominees, click here. For questions, contact Abraham Han, Administrative Analyst, by email or at 562-467-8778.

Automated External Defibrillator (AED) Policy Template Revised

The Authority has recently revised its Automated External Defibrillator (AED) Program policy template. This template provides a foundation for an effective AED program and is available in the “Policy Templates” section of the Authority’s Resources and Documents library on cjpia.org. The template provides guidance to members on establishing training and standards for the use of AEDs by non-licensed or non-certified personnel. The template also includes an AED maintenance log/checklist.

The AED Program policy template, along with the Authority’s AHA Heartsaver First-Aid/CPR & AED Training, works to equip Authority members when faced with a sudden cardiac arrest situation. For questions regarding AED Programs, please contact your assigned Risk Manager.

LinkedIn Discussion Group: CPRA Requirements Regarding Private Electronic Devices

The California Supreme Court recently held that local agency employee and official emails or text messages about local agency business that are sent, stored, or received in a personal account or on a private electronic device are not exempt from disclosure under the California Public Records Act (CPRA). The Court also suggested that local agencies develop their own internal policies to address the disclosure requirements of the CPRA in light of privacy concerns. Members can visit the Authority’s LinkedIn discussion group page to share their thoughts about crafting internal policies to address the CPRA disclosure requirements. For information on joining the Authority’s LinkedIn discussion group, contact Courtney Morrison, Administrative Analyst, by email or by phone at (562) 467-8779.

Risk Managers Roundtable for Q2 Wraps Up With Discussions About Homelessness

The second-quarter series of Risk Managers Roundtables wrapped up in May on the topic of Managing Homelessness Issues. Jim Betts, the architect of the City of Fresno’s policy on dealing with homelessness, presented attendees with information on developing viable policies, avoiding civil lawsuits when cleaning up encampments, and forming alliances with charitable organizations.

The California JPIA presents quarterly Risk Managers Roundtables on various topics related to risk management, providing members with opportunities for roundtable discussion and dialogue on timely and relevant issues.

For the third-quarter roundtable series, which will be held in August, Doug Sjoberg, Human Resource Consultant, will present information on generational culture differences in the workplace. More information, including how to register for this roundtable, will be available in July. For questions about Risk Managers Roundtables, contact Ryan Thomas, Training and Loss Control Specialist, by email or at (562) 467-8775.

California JPIA Executive Committee Member David Spence Passes

California JPIA Executive Committee member David A. Spence passed away on the morning of May 16, 2017 after suffering an apparent heart attack at his home.

Spence served for almost 20 years on the Authority’s Executive Committee and was the Committee’s Secretary at the time of his death. He was first elected to the La Cañada Flintridge City Council in 1992. During his 25 years on the council, he was appointed mayor six times. Spence also represented the community on many regional governmental agencies and with organizations including the National League of Cities, Southern California Association of Governments, and the Los Angeles County Liability Trust Fund Claims Board and Oversight Committee.

“Dave was an incredible contributor to the success of our organization. Few could be categorized as being a stronger believer in the ideals of the Authority. Likewise, few could be seen as a stronger supporter of staff. Personally, I am terribly saddened by this,” said California JPIA CEO Jon Shull. La Cañada Flintridge Mayor Michael T. Davitt said of Spence, “His tireless dedication and legacy of excellence set the standard for our community.”

A service celebrating his life is pending. More information can be found on La Cañada Flintridge’s website

WannaCry Ransomware Attack

As the recent WannaCry ransomware attack has shown, it is crucial for agencies to update their computer security systems on a regular basis and keep staff trained in detecting and avoiding malware. The virus encrypts all the files on infected computers and demands a ransom of $300 in bitcoin. New victims of the virus are still emerging, and according to the Los Angeles Times, the number of hacked computers has risen to more than 300,000. The attack needlessly renders computers unusable that have not been kept current, and only affects software that is no longer supported by Microsoft. Members are encouraged to automatically accept software updates and consider upgrading to Windows 10. For more information on protecting your servers and computers, click here: http://tinyurl.com/jvu4edg

April Human Resources Academy

The Authority’s Human Resources (HR) Academy was held over three days in April and provided attendees with essential training geared towards experienced human resources administrators and managers. Academy attendees, who included 24 participants from 18 agencies, gathered at the Westlake Village Inn and learned from subject matter experts, including Dr. Steve Albrecht, Kelly Trainer, Katy Suttorp, and Jeff Bills. The agenda included sessions on developing talent, reducing workers’ compensation costs, and recent case law developments. Visit the HR Academy’s event page to learn more about topics presented. 

The next HR Academy will be held in April 2018. For questions and information about this and other academies, contact Michelle Aguayo, Training Coordinator, by email or phone at (562) 467-8777.

Board of Directors Certification Due in June

The California JPIA asks members to annually certify a designated California JPIA Director and Alternate(s) prior to the Board of Directors meeting, which is held each year in July. The Authority has an automated certification process that is efficient and paperless. An email containing specific directions on completing the certification, as well as login credentials, was sent in April to the clerk at each member agency. Note that the deadline to complete all updates is 5:00 pm on Thursday, June 29, 2017. Members can contact Denise Covell by email or at (562) 467-8771 with any questions.

The Board of Directors meeting will be held at the Authority’s campus in La Palma on Wednesday, July 19.

Special Event Program for Summer Festivities

With summer just around the corner, many agencies are preparing for public and private events that will take place on agency-owned properties. The Authority’s Special Events Program provides members with liability insurance for special events or short-term activities, including weddings, art festivals, parades, and block parties, and member-sponsored events such as job fairs, carnivals, and swap meets. There is no deductible for this coverage, and members are automatically added as additional insured if they are entered on the certificate of insurance. For more information, visit the Special Event Program page on the Authority website, or contact Jim Thyden, Insurance Programs Manager, by email or by phone at (562) 467-8784.

2017 Capstone Award Nominations Currently Being Accepted

Each year at the Authority’s Risk Management Educational Forum, the Authority presents the Capstone Award to an individual who best exemplifies the practice of risk management in the public sector. To qualify for this award, individuals must work at a member agency and fulfill the following criteria:

  • Think through the implications of risk in the carrying out of local government programs and services.
  • Work to support traditional or enterprise risk management efforts for the member agency.
  • Develop, implement, and administer loss prevention and loss control programs to mitigate risk exposures for the member agency.
  • Coordinate support systems that serve the member’s risk management goals and needs.
  • Influence others in developing quality risk management programs for the member agency.

To nominate an individual for the Capstone Award (self-nominations are also accepted), click on this survey link. Nominations will be accepted until 5:00 pm on Thursday, June 1, 2017. Click here for more information on the award, or contact Abraham Han by email or at 562-467-8778 with any questions.

The 2017 Forum, entitled Risk Management: Facing the Future Together, will be held at the Fess Parker Resort in Santa Barbara from October 11 – 13.

Social Media Comment and Content Guide

The Authority has available to members a Social Media Comment and Content Moderation Guide to assist members with managing the risks associated with maintaining an agency website and a presence on third-party social media sites. While the use of these platforms is an excellent way for public agencies to engage with citizens, businesses, and other stakeholders, failure to comply with applicable laws and regulations can result in costly litigation. This is particularly true when it comes to managing content posted to agency websites and social media sites.

The Authority’s guide includes a glossary of terms, and information on document retention, copyrights, and open government, as they pertain to social media. This guide, along with the recently revised Social Media Policy Template, provides model policies and best-practice guidance for managing employees’ use of social media on an agency’s behalf, as well as the public’s use of agencies’ websites and social media pages.

For questions regarding social media and associated risks, members can contact their assigned Risk Manager.

For Local Agency Officials, Private Electronic Devices Not Exempt from Disclosure

In March, the California Supreme Court ruled that emails and texts that are sent or received on an agency official’s private electronic device and are related to an agency’s business are considered public records under the California Public Records Act (CPRA). The ruling was in response to the case of City of San Jose et al. v. The Superior Court of Santa Clara County (Smith), involving a public records request that sought emails and texts sent and received on private electronic devices used by San Jose’s mayor and members of the City Council. Justice Carol Corrigan wrote in the ruling, “we conclude that a city employee’s communications related to the conduct of public business do not cease to be public records just because they were sent or received using a personal account.” The Court also suggested that local agencies develop policies for employees to address requirements of the CPRA, specifically regarding information in private devices that may be considered relevant public records.

Authority Training Addresses New Law Regarding Workplace Harassment

In the wake of the passage of AB 1661, the Authority is offering a new classroom training titled “Workplace Harassment Training for Local Agency Officials.” This course, offered regionally, enables members to comply with the training requirements under AB 1661.

AB 1661 requires that compensated local agency officials, including elected officials and commissioners, receive workplace harassment prevention training. This law applies to any city, county, city and county, charter city, charter county, charter city and county, and special district, and it mandates harassment prevention training for any member of a local agency legislative body and any elected local agency official who earns any type of compensation, salary, or stipend. Additionally, the law stipulates that the training must be completed within six months of taking office and every two years thereafter.

If you are interested in scheduling this training for your local agency officials, please contact Ryan Thomas, Training and Loss Control Specialist, by email or at (562) 467-8775.

Leadership Academy Provides Education for Senior Management

The California JPIA’s Leadership Academy was held in March at La Bellasera Hotel & Suites in Paso Robles. Over the course of three days, 27 participants, representing 16 member agencies, took part in educational sessions designed for senior management. Sessions featured a variety of issues, including transforming organizations through great leadership, public service ethics, and conflict resolution, all with the goals of facilitating growth, enhancing organizational effectiveness, and expanding the ability of managers to think strategically. The Leadership Academy will next be held in Spring of 2018.

For questions about this and other Academies, contact Michelle Aguayo, Training Coordinator, by email or phone at (562) 467-8777.

E-Learning Training: Race, Ethnicity, Language and Religion Workplace Issues

In today’s increasingly polarized atmosphere, diversity training can help employees to break down barriers created by misguided generalizations and to work more effectively together. A recent study in Psychological Bulletin found that diversity training can be successful, particularly when accompanied by other related initiatives. The Authority assists members with this type of training by offering a number of options on the subject of diversity in the workplace. One such option is an e-learning training, titled “Diversity: Race, Ethnicity, Language and Religion Workplace Issues,” which teaches viewers how to identify and resolve issues related to harmful stereotypes. Also covered in this training are legal issues and workplace conflicts. To register for this training, members can log into myJPIA. For more information, contact Ryan Thomas, Training and Loss Control Specialist at (562) 467-8775 or by email.

Board of Directors Meeting July 19, 2017: Save the Date

Each July, the Authority’s Board of Directors conducts its annual meeting. Topics presented at the meeting include the annual report, and strategic plan and operational update. In addition, risk management awards are presented, and an election of Executive Committee members is conducted. The 2017 Board of Directors meeting will be held at the Authority’s campus in La Palma on Wednesday, July 19. Certification information will be sent to member agency clerks in April. For more information regarding the Board of Directors meeting, contact Denise Covell, Administrative Assistant, by email or at (562) 467-8771.

May Risk Managers Roundtable Tackles Issues with Homelessness

The May Risk Managers Roundtable will address challenges that agencies face surrounding homelessness. “Managing Homeless Issues,” will feature Jim Betts, Partner with Betts & Rubin and contract counsel for the City of Fresno. At this roundtable, participants will learn important steps that an agency can take to effectively manage homelessness concerns, such as how to develop a viable policy, how to avoid civil lawsuits when cleaning up encampments, and forming alliances with charitable organizations. 

The schedule for the roundtables is listed below: 

  • Tuesday, May 9, 2017 – La Palma
  • Tuesday, May 16, 2017 – Indian Wells
  • Tuesday, May 23, 2017 – Arroyo Grande

Betts will present in person on May 9 at the Authority’s La Palma campus, and the presentation will be recorded and shown at the roundtables in Indian Wells and Arroyo Grande. To register for one of these sessions, members can log into myJPIA on the Authority’s website

Information on the roundtable that was held in March, which covered “The Risk Management Lifecycle,” can be found in our April newsletter. For questions about any of our roundtables, contact Ryan Thomas, Training and Loss Control Specialist, by email or at (562) 467-8775.

Revised Hearing Conservation Program Template Available

The Authority recently revised its Hearing Conservation Program template, which is available to members in the Resources and Documents library on the Authority’s website, cjpia.org. The revisions include the addition of sections addressing protective equipment, procedures to address noise exposures, training, and recordkeeping. The template also includes an assessment checklist and a reference table of permissible noise exposure. Members can make agency-specific modifications to the template, which is in Microsoft Word format. Note that this template is available to Authority members only, and will require a password and username in order to access the document. For assistance with login credentials, please contact Joe Eynon, Training Manager, by email or at (562) 467-8785.

For questions regarding this template, members can contact their Regional Risk Manager.

Authority Developing Series of Informative Video Shorts

The Authority is working to develop video content covering various risk management topics.  These five to 10-minute “Short Take” videos will augment the Authority’s e-learning training library and Authority Live! events through a quick-hitting, yet informative, style.  Examples include workplace horseplay, delivering feedback to employees, facility inspections, and certificates of insurance. 

For further information regarding Short Takes, or to provide ideas for potential topics, please contact Ryan Thomas, Training and Loss Control Specialist, by email or at (562) 467-8775.

2017 Risk Management Educational Forum Theme Looks to the Future

The Authority’s 22nd annual Risk Management Educational Forum, to be held in Santa Barbara from October 11 – 13, 2017, is being presented with the theme Risk Management – Facing the Future Together. This theme highlights the importance of contemplating issues that could create future exposure and loss for local governments, and encouraging participants to draw from lessons of the past while moving their organizations forward into the future.

Doc Hendley, who was selected as a CNN Hero and is the President and founder of the organization Wine to Water, will be this year’s keynote speaker, bringing a knowledge of civil and human rights, global affairs, and empowerment to his inspirational presentation.

The Forum, held at the Fess Parker Resort, will have information on sessions, speakers, and registration details in May. For Forum-related questions, please email the Authority.

2017-18 Cost Allocation Invoice Summary

The Annual Contribution (AC) and Retrospective Computation (RC) calculations provide the Authority with necessary resources for the defense and payment of claims, funding for excess and reinsurance premiums, claims administration fees, broker fees, operating expenses, and all other costs associated with the coverage programs. For budgeting purposes, the Authority has created an AC invoice summary for the upcoming 2017-18 coverage year. The summary of each agency’s cost of coverage for the upcoming coverage year includes:

  • 2017-18 AC
  • October 2016 RC (if applicable)
  • Active payment plans (if applicable)

The AC invoice summary is available on the Authority’s website on the Cost Allocation page. Access to this summary requires a username and password. If you need assistance with your username and/or password, please visit the myJPIA Login page, and click the appropriate help button.

AC invoices will be emailed to members in May. If you have any questions, please contact Lam Le, Financial Analyst, via email or at (562) 467-8729.

Risk Managers Roundtable: The Risk Management Process

Registration is open for the Authority’s first Risk Managers Roundtable of the year, which will be held on three dates during the month of March. The featured topic is “The Risk Management Process,” and attendees will have the opportunity to discuss with Authority Risk Managers how this process can assist agencies with establishing safe workplaces and communities, and preserving financial resources. Following the presentation, risk managers will facilitate a roundtable discussion on the subject. The first roundtable will be held on March 8th at the Authority’s La Palma campus, with two following roundtables in Pismo Beach on March 15th and Palm Desert on March 21st. For more information or to register, members can log into myJPIA. Questions on this event should be directed to Ryan Thomas, Training and Loss Control Specialist, at (562) 467-8775 or by email.

Performance Reviews Still Valuable When Done Correctly

Public entities often don’t have much flexibility when it comes to their performance review process, and while both managers and employees sometimes dread annual evaluations, the process of evaluating an employee’s performance can be valuable when it is done correctly. In order to make the most out of the performance review process, Authority members can register for the California JPIA’s training class, Conducting Effective Performance Appraisals. In this class, participants learn how to prepare for a performance review, methods to communicate job standards and expectations, and ways to motivate employees. To register for this class, members can log into myJPIA. For more information, contact Ryan Thomas, Training and Loss Control Specialist at (562) 467-8775 or by email.

LinkedIn Discussion Group: Contract Management

Managing the contract review and approval process is something many public agencies struggle with. In fact, because public agencies vary significantly in their size and organizational structure, it is difficult to offer a one-size-fits-all template that addresses sound contract management procedures and policies. However, some agencies have developed or found systems that work well for them. Members can share their thoughts about contract management systems on the Authority’s LinkedIn discussion group page.

Authority Offices Closed in Observance of Presidents’ Day

The California JPIA offices will be closed on Monday, February 20th, in observance of Presidents’ Day.  For urgent matters, please call the Authority’s main number, (562) 467-8700, and you will be directed to the staff member on call. Normal business hours will resume on Tuesday, February 21st.

January’s Authority Live! Webcast Available to Members Online

January’s Authority Live! event, which focused on the passage of Proposition 64 and the resulting “Adult Use of Marijuana Act” (AUMA), is now available for California JPIA members to view online. Stephen A. McEwen, Partner at Burke, Williams and Sorensen, presented information on AUMA, including the development and enforcement of ordinances covering the regulation of marijuana businesses, and private cultivation and personal use of marijuana. The December 2016 edition of The Authority, the California JPIA’s monthly newsletter, has an article with more information on AUMA.

To view the webcast, members can contact Ryan Thomas, Training and Loss Control Specialist, by email or at (562) 467-8775, to request a link to the webcast.

LinkedIn Discussion Group: Unpermitted Structures on Public Property

Unpermitted structures that are built by private citizens on public property, but not authorized by the member agency, should be removed as soon as possible to minimize potential risk exposure. If structures such as these are permitted to remain, agencies run the risk of eventually having to remove something that has become popular with the public or taken on historical significance. To share an experience with this type of situation or to comment on this topic, members can visit the Authority’s LinkedIn discussion group page.

Revised Template Added to Authority Library: Automated External Defibrillator Program

A revised policy template, Automated External Defibrillator Program, has been added to the Authority’s Resources and Documents library on cjpia.org. This template provides guidance to members on establishing training and standards for the use of automated external defibrillators (AEDs) by non-licensed or non-certified personnel. The template also includes an AED maintenance log/checklist. Note that this template is for members only, and therefore, is password-protected. For assistance with website credentials, please visit the myJPIA Login page and click on the appropriate button for username, password, or registration.

New Law Affects Using Cell Phones behind the Wheel

In response to growing statistics supporting the dangers of cell phone use while driving, California has established a new law cracking down on drivers handling cell phones. Previous laws banned talking and texting on handheld phones while operating a motor vehicle. However, the new law, AB1785, which took effect on January 1st, 2017, makes it illegal for a driver to hold and operate a handheld device unless the driver uses some form of hands-free operation. To learn more about the risks associated with the use of mobile devices on the road and how your organization can develop a sound company policy, Authority members can sign up for the e-learning training, “Dangers of Cell Phone Use while Driving.”

MyJPIA Unavailable on Friday, January 27th Due to Scheduled Maintenance

Please note that from 12:00 am to 11:59 pm on Friday, January 27th, the myJPIA section of the Authority’s website will be down while we perform important scheduled maintenance. During this time, members will be unable to access myJPIA for training registrations or password-protected documents. For any urgent requests, members can contact the Authority’s main line at (562) 467-8700 for assistance. We thank you for your patience and apologize for any inconvenience.

January Authority Live! Focuses on Legalized Marijuana Use

On Tuesday, January 24th, the California JPIA will present the latest installment of Authority Live!, focusing on the passage of Proposition 64 and the resulting “Adult Use of Marijuana Act” (AUMA). Authority Live! is a web-based, live event designed for Authority members to receive the latest information on important and topical issues. The guest speaker at this event will be Stephen A. McEwen, Partner at Burke, Williams and Sorensen, who has advised numerous municipal clients on matters involving medical marijuana. Topics being discussed at the event includethe development and enforcement of ordinances covering the regulation of marijuana businesses,personal use and private cultivation of marijuana. The webcast will run from 10:00 am – 11:00 am. If interested in viewing, members should register on the Authority Live! event page to receive a link to the live event. Contact Ryan Thomas, Training and Loss Control Specialist, by email or at (562) 467-8775 for more information.

2016 Risk Managers Roundtables End with Cyber Liability Discussions

The Authority wrapped up its series of quarterly Risk Managers Roundtables in November, with roundtable discussions on the topic of cyber liability and exposures. Attendees listened to attorney Scott Koller from Baker & Hostetler give a presentation about cyber risks, the cyber coverage that the Authority provides, and what some of the best risk management practices are to safeguard data. Following the presentations, an Authority regional Risk Manager facilitated roundtable discussions.

The subject of the first roundtable for 2017 is the “risk management process,” that is, analyzing loss, examining risk management techniques, conducting inspections, and other processes involved with risk management. Other topics for 2017 will be announced in the coming months. For more information on the quarterly Risk Managers Roundtables, contact Michelle Aguayo by email or at (562) 467-8777.

The California JPIA Welcomes a New Member

The Authority welcomed the City of Azusa to its membership this summer, with the city becoming the first member to join the Authority’s newly created Excess Liability Program. With the addition of Azusa, the Authority’s membership is now composed of 92 cities, 18 joint powers authorities, and six special districts, which are located in 15 counties throughout the state of California. Public agencies considering membership with the California JPIA can visit the Join page on the Authority’s website, cjpia.org to find out more about the Authority and its programs and services.

Workplace Harassment Prevention Training Mandatory for Elected Officials

After an observed increase in the number of high-profile harassment cases against elected local government officials in California over the past few years, the California Fair Employment and Housing Commission (FEHC) took the position that elected officials should be provided with workplace harassment training required for all supervisors throughout the State by AB 1825.  Despite the FEHC’s position, existing law did not specify that harassment training was required for elected officials or members of local legislative bodies. California Assembly Bill 1661 was designed to eliminate this confusion, in part due to the costs of litigating and settling harassment claims, which according to the Bill’s sponsors, “results in a significant loss of revenue and diverts funds from essential constituent services.”  In passing AB 1661, the Legislature declared that harassment training for local elected officials is “a matter of statewide concern, not merely a municipal affair.”  Governor Brown signed AB 1661 into law on September 29, 2016.  The California Legislature’s website has more information on this new law. 

Service Animals and the ADA – FAQ

A new resource is available on the Authority’s website in the Resources and Documents library for members who would like information on how the Americans with Disabilities Act (ADA) applies to service animals. Because many people with disabilities rely on service animals for basic functions of everyday life, members should be aware of the ADA’s policies regarding these animals in order to comply with the act. In the Authority’s online library, members will find a link to a U.S. Department of Justice website with a list of frequently asked questions about service animals and the ADA. Some of these questions involve what defines a service animal, who is responsible for the supervision of a service animal, and when service animals can be excluded. To find this website resource in the online library, members can perform a global search for keywords using the search bar located in the upper right of the page on cjpia.org, or search by keyword or category on the Resources and Documents page.

LinkedIn Discussion Group: Social Media Policies

In order to manage online presence and protect against litigation tied to abuse of social media, public agencies are encouraged to have a comprehensive social media policy in which the types of acceptable and unacceptable content are clearly indicated. The California JPIA is currently enhancing its social media guide and templates to assist members in this endeavor. If your agency already has such a policy, what are some of the other items that are covered? Does your policy lay out terms of use for members of the public posting on any of your agency’s social media platforms? Comments and questions regarding this issue can be posted on the Authority’s members-only LinkedIn discussion group page.

Save the Date: 2017 Risk Management Educational Forum

The 21st annual Risk Management Educational Forum came to a successful conclusion in October at the Hyatt Regency Indian Wells Resort & Spa, with a record-level turnout for that location. Plans are currently being made for the 2017 Forum, which will be at the Fess Parker Santa Barbara Hotel from October 11 – 13, 2017. For more information on this year’s forum, visit the Forum website, which contains the forum agenda, speaker biographies, presentations for download, and more, or contact the Authority for information about either the 2016 or 2017 Forum.

Risk Managers Roundtable: Cyber Liability and Exposures

The California JPIA is presenting the fourth quarter Risk Managers Roundtable, which will be on the topic of cyber liability and exposures. During this event, attendees will learn about cyber exposure risks, the coverage the Authority provides, and some of the best risk management practices to minimize cyber exposure.  There will also be an inside look at what goes into a real-time website hack.  The roundtable will be presented live, from 12:00 noon to 2:00 pm at the California JPIA’s La Palma campus on November 8, 2016. Lunch will be provided, and following the presentation, there will be a roundtable discussion led by one of the Authority’s risk managers. To register, Authority members can go to cjpia.org, and log into myJPIA.  Once logged in, locate the roundtable name and selected date on the training calendar. Note that there will be an additional live presentation of this roundtable on November 9th in La Quinta. For more information, contact Ryan Thomas, Training and Loss Control Specialist, by email or at (562) 467-8775.

Educational Forum Uses App to Keep Attendees Informed

For the fourth consecutive year, the California JPIA is making an app available to attendees of the annual Risk Management Educational Forum. The app, which is available on Google Play and in the Windows Store and iTunes, will contain all session presentation materials that attendees will need during the Forum, as well as other helpful information, such as the complete agenda, a list of Forum sponsors, details on the meeting space, and local restaurant options. A new feature this year allows attendees to use the app to takes notes during sessions and email those notes to themselves and others. Links to download the app can be found on the Risk Management Educational Forum page on cjpia.org.

This year’s forum, entitled “Weathering the Storm,” will be held on October 12 – 14 at the Hyatt Regency Indian Wells Resort & Spa. For information on the agenda, speakers, hotel and more, visit the Forum website. For other questions, please send an email to Educational Forum.

Capstone Award Finalists Selected

The 2016 Capstone Award finalists have been selected and will be honored at the Authority’s annual Risk Management Educational Forum. The Capstone Award is presented each year to an individual who best exemplifies the practice of risk management in the public sector. This year’s finalists will receive a travel stipend to the Forum and complimentary hotel accommodations during their Forum stay at the Hyatt Regency Indian Wells Resort & Spa. The Capstone Award winner will be announced during a ceremony at the Forum.

The five finalists are:

  • Arabo Parseghian from the City of La Cañada Flintridge
  • Karen Johnson from the City of Temple City
  • Roberta Greathouse from the City of Seaside
  • Susan Crumly from the City of Bellflower
  • Tony Moreno from the City of La Mirada

The Forum will be held on October 12 – 14, 2016. Click here for more information on the Forum or to register.

New Webinar Resource Online – Reporting Workers’ Compensation Claims

In September, York Risk Services Group and the California JPIA co-hosted a webinar focusing on the importance of reporting workers’ compensation injuries and illnesses in a timely manner. The Authority’s Workers’ Compensation Program Manager, Jeff Rush, and York’s De Ann Wagner and Nichole Martinez discussed the following topics:

  • Information needed to report a claim
  • How to report a claim to York
  • Some of the pitfalls associated with the late filing of claims

This webinar is now available for viewing on the Authority’s website in the Resources and Documents library. Note that the video is password-protected and available to members only. For assistance with website login credentials, members can contact Joe Eynon, Training Manager. For questions about the webinar or reporting claims, contact Jeff Rush.

Members Learn about Workers’ Compensation Issues at Symposium

The eighth annual Worker’s Compensation Symposium was held on August 18th at the California JPIA’s La Palma campus, providing 51 members from 22 agencies with the opportunity to meet the Authority’s panel attorneys and the York claims team, while learning about various workers’ compensation topics. Four key sessions were presented at the Symposium, including Dr. David Hall’s presentation on dealing with psychiatric claims, and Kelly Trainer’s instructions on the appropriate use of fit-for-duty evaluations. Other topics included using structured settlements, case law updates, and apportionment for pre-existing orthopedic impairments. For more details on the symposium, please contact Jeff Rush, Workers’ Compensation Program Manager, by email or at (562) 467-8707.

Authority Offices Closed in Observance of Labor Day

The California JPIA offices will be closed on Monday, September 5th, in observance of the Labor Day holiday.  For urgent matters, please call the Authority’s main number, (562) 467-8700, and you will be directed to the staff member on call. Normal business hours will resume on Tuesday, September 6th.

LinkedIn Discussion Group: Pokemon Go Players on Agency Property

The popular location-based augmented reality game Pokemon Go involves players using their mobile devices to find virtual Pokemon characters throughout the real world. However, the game has recently stirred up controversy as some players become hyper-focused on the game, contributing to accidents, putting themselves in dangerous situations, and trespassing on public and private property. Some agencies find themselves having to deal with players creating a nuisance in public parks at night, well after the parks have closed. Members wishing to discuss this issue can post their comments and questions on the Authority’s members-only LinkedIn discussion group page.

LinkedIn Discussion Group: Agency Bicycles for Employees

Some organizations across the country are deciding that a bicycle-friendly workplace is a good way to promote a healthy lifestyle and show a commitment to social responsibility. One option to encourage employees to use bicycles is to provide a bike-share program for employees. To share an experience with this type of program or to comment on this topic, visit the Authority’s LinkedIn discussion group page.

Liability Defense Attorney Summit

Registration for the upcoming California JPIA Liability Defense Attorney Summit ends on August 16, 2016. The summit, which will take place on August 24, 2016 at the Authority’s La Palma campus, will run from 8:30 am to 3:30 pm with registration and breakfast from 8:30 am to 9:30 am. The Authority’s defense counsel are invited to bring their associates who work on California JPIA matters: MCLE credits will be provided for all the attorneys that attend. Click here to register or to learn more about this event. For questions, contact Paul Zeglovitch, Liability Program Manager, by email or at (562) 467-8786. 

Deadline to Register for the 2016 Workers’ Compensation Symposium

The deadline to register for the California JPIA’s 8th Annual Workers’ Compensation Symposium is August 11th. The symposium, held on Thursday, August 18th, 2016, runs from 9:30 am to 2:30 pm and provides an opportunity for members to meet with the Authority’s panel attorneys and the York claims team, and learn about a variety of topics involving workers’ compensation. Click here to view the agenda. To register, log onto myJPIA, and click on the event on the training calendar. For questions about the symposium, contact Jeff Rush, Workers’ Compensation Program Manager, by email or at (562) 467-8707.

Public Works Academy

The California JPIA’s Public Works Academy was held in June at the Shorebreak Hotel in Huntington Beach. Over the course of three days, subject-matter experts presented attendees with valuable information on subjects such as Design Immunity, Introduction to Cal-OSHA, and Workers’ Compensation in Public Works. Thirty-seven participants representing twenty-five agencies were in attendance, which provided participants opportunities to interact with their peers and share real-world challenges and successes. Click here to learn more about the topics that are presented at this academy. For questions and information about this and other academies, contact Michelle Aguayo, Training Coordinator, by email or phone at (562) 467-8777.

2016 Risk Management Educational Forum Registration Open

Registration is open for the Authority’s 21st Annual Risk Management Educational Forum, entitled Weathering the Storm, to be held at the Hyatt Regency Indian Wells Resort & Spa on October 12 – 14, 2016. The Forum will feature keynote speaker Lt. General Russel L. Honoré USA (Ret.), who led military relief efforts in New Orleans after the devastation of Hurricane Katrina. General Honoré will draw from his 37 years of military experience to provide valuable insight and strategies for both public and private sectors. Session topics at this year’s Forum include the use of police body cameras, overseeing volunteers, managing BMX bike use, and liability case law updates.

While Forum registration is free for members of the California JPIA, registration does not include hotel accommodations. Registration is also limited to public agency officials and employees, and the Authority’s business partners. Please visit the Forum website to register and for more information. For Forum-related questions, please click here to send an email.

Risk Managers Roundtables for August

Registration is open for the California JPIA’s three August Risk Managers Roundtables, which focus on the Authority’s Property Program. Members are encouraged to bring their property schedules and talk with Jim Thyden, the Authority’s Insurance Programs Manager, and Dennis Mulqueeney, Alliant Insurance Broker for the Property Program. This event will be an open, interactive forum, and include discussion on details about the program, how claims are handled, scheduling locations and vehicles, and more.

The first roundtable will be held at the California JPIA campus in La Palma on August 9, 2016. Other dates are:

  • August 17, 2016: Arroyo Grande, City Hall, Council Chambers, 300 W. Branch Street, Arroyo Grande
  • August 23, 2016: City of Indio, Teen Center, 81-678 Ave. 46, Indio

For more information, click here, or contact Michelle Aguayo by email or at (562) 467-8777.

Career Opportunity: Accounting Specialist

The Authority is currently recruiting for an Accounting Specialist. The individual in this position would perform a wide variety of highly complex professional, administrative, analytical, and technical work in support of the Authority’s finance division. Work includes processing accounts payable, reconciling invoices related to the accounting of Authority funds, reconciling and auditing financial transactions in the general ledger and subsidiary accounts for discrepancies or errors, and assisting with analyzing financial statements.

To learn more about the position, visit the Career Opportunities page on the Authority’s website. The deadline to apply is 4:00 pm on Thursday, July 21, 2016.  Contact Tammie Haller, Administrative Programs Manager, by email or at (562) 467-8222 with any questions.

Authority Offices Closed in Observance of Memorial Day

The California JPIA offices will be closed on Monday, May 25th, in observance of the Memorial Day holiday.  For urgent matters, please call the Authority’s main number, (562) 467-8700. You will be directed to the staff member on call. Normal business hours will resume on Tuesday, May 26th.

Management Academy in High Demand

April’s Management Academy, held in Westlake Village, drew 32 participants from 20 different member agencies. At the Westlake Village Inn, attendees heard from Forrest Story, principal consultant for Public Sector Excellence, and John Perry, President of Human Productivity Systems, who provided information on the essentials of leadership, writing policies, performance appraisals, and other topics of interest to supervisors and managers. Because of the high demand of this offering, the Academy is being held again in September. For information on how to register for September’s Management Academy, please contact Michelle Aguayo, Training Coordinator, by email or by phone at (562) 467-8777.

Board of Directors Annual Meeting

The Board of Directors Annual Meeting will be held on Wednesday, July 20th at 7:00 pm at the California JPIA’s La Palma campus. It is during the Board of Directors meeting that voting delegates will elect a Vice President and four Executive Committee members for two-year terms. In addition to providing an opportunity for attendees to meet the Executive Committee, Authority staff, and other members of the California JPIA, this meeting also allows members to receive information about the Authority’s accomplishments over the past year and includes recognition of the 2016 Risk Management Awards winners. For more information, please contact Denise Covell, Office Assistant, by email or phone at (562) 467-8771.

Call for Capstone Award Nominations

During this year’s Risk Management Educational Forum, the Authority will recognize an individual who best exemplifies the practice of risk management in the public sector. Nominations for this prestigious award can be for anyone who works at a member agency, and is someone who:

  • thinks through the implications of risk in the carrying out of local government programs and services;
  • works to support traditional or enterprise risk management efforts for the member agency;
  • develops, implements and administers loss prevention and loss control programs to mitigate risk exposures for the member agency;
  • coordinates support systems that serve the member’s risk management goals and needs;
  • influences others in developing quality risk management programs for the member agency.

To nominate someone, including self-nominations for the Capstone Award, please click on this survey link. Nominations will be accepted until 5:00 pm on Thursday, June 2, 2016. Click here for more information on the award, or contact Abraham Han by email or at 562-467-8778 with any questions.

The 2016 Forum, entitled Weathering the Storm, will be held at the Hyatt Regency Indian Wells Resort and Spa from October 12 – 14.

Last Chance to Register for June’s Public Works Academy

The registration deadline for the Authority’s three-day Public Works Academy is Monday, May 16th. This academy, which will be held from Tuesday, June 7th through Thursday, June 9th at the Shorebreak Hotel in Huntington Beach, is geared towards experienced public works supervisors and managers. Topics that will be covered during the academy include traffic control for construction zones, workers’ compensation, and an introduction to Cal-OSHA. Registration is free of charge for members and includes breakfast, lunch, all training materials, and a three-night stay at the hotel during the academy. For more details, visit the Public Works Academy page on the Authority’s website. For questions or further information, please contact Michelle Aguayo by email or at 562-467-8777.

Board of Directors Certification

On an annual basis, the California JPIA asks members to certify a designated California JPIA Director and Alternate(s) prior to the Board of Directors meeting, which is held each year in July. The Authority has an automated process that is efficient and paperless. An email containing specific directions, as well as login credentials, was sent last week to the clerk at each member agency. Note that the deadline to complete all updates is 5:00 pm on Thursday, June 30, 2016. Members can contact Jennifer Fullerton by email or at (562) 467-8774 with any questions.

The Board of Directors meeting will be held at the Authority’s campus in La Palma on Wednesday, July 20th.

LinkedIn Discussion Group: BMX Parks on City Property

Some cities are receiving pressure from BMX enthusiasts to provide space for their biking activities, with some in the BMX community taking matters into their own hands and building impromptu BMX parks on city-owned property. However, when a city discovers one of these makeshift BMX parks on its property, a decision must be made: If the agency allows the park to stay, there is the potential for the city to be liable if a park user becomes injured, but if the city destroys the park, they take away a popular youth activity and risk a public relations crisis. Members can post their comments and questions regarding this topic on the Authority’s LinkedIn discussion group page for ideas and insights into how agencies are responding to this issue.

Register for the May Risk Managers Roundtable

“Management’s Guide to Safety” is the topic for the May Risk Managers Roundtable, which will be presented live at three locations: La Palma, Pismo Beach, and Palm Desert. All risk managers, city managers/chief executives, department directors, and front-line managers and supervisors are encouraged to attend one of the presentations. This roundtable will help participants understand how accidents impact organizations and how they can be reduced. Participants will also learn the importance and significance of having an Injury and Illness Prevention Program (IIPP). Marco Guardi of Arthur J. Gallagher & Co. will present the roundtables. With over 20 years’ of risk experience, primarily in the public sector, Marco has led and performed risk control activities for a variety of public entity property and liability pools.

The schedule for the roundtables is listed below:

  • May 10, 2016 – La Palma
  • May 17, 2016 – Pismo Beach
  • May 24, 2016 – Palm Desert  

For more information on this event, please click here. To register for one of the three roundtables, visit cjpia.org and log into myJPIA. Once logged in, locate the roundtable name and selected date on the training calendar. For questions, contact Michelle Aguayo, Training Coordinator, at 562-467-8777 or by email.

The Authority’s 2016 Educational Forum Theme Announced

Weathering the Storm is the theme for the California JPIA’s 21st Annual Risk Management Educational Forum, which will be held at the Hyatt Regency Indian Wells Resort & Spa from October 12 – 14, 2016. The theme highlights the Authority’s efforts to shield and protect member agencies from the difficulties and hardships encountered as storms rage in the world of risk. There is no registration cost for members, so be looking for an email in May with instructions on how to register.

Authority’s E-Learning Library Now Contains over 700 Courses

The California JPIA recently expanded its e-learning library to include over 700 courses that can be viewed individually or in a group setting. Group e-learning is a new feature that was rolled out with the newly expanded library. After logging into myJPIA, members can access the Course Catalog, which is where e-learning courses are listed. The Authority classifies e-learning training opportunities as follows:

  • Regulatory—those that Cal-OSHA or other regulatory agencies require for members to be in legal compliance with the law,
  • Loss Driven—those that address pool losses,
  • Best Practices—those that are considered best risk management practices, and
  • Professional Development—those that enhance individual skills and better the member organization.

To begin any e-learning, members must have their username and password to log into myJPIA. To access a forgotten username and password, or to register for a myJPIA account, members should click on “myJPIA Login” in the upper right corner of the California JPIA home page, then click the appropriate button on the resulting page. Once the required information is provided, a username and password will be emailed in one business day.  

For questions involving e-learning, contact Joe Eynon by email or by phone at (562) 467-8785.

February Parks and Recreation Academy Held in Huntington Beach

The Parks and Recreation Academy was held February 9-11, 2016 at the Shorebreak Hotel in Huntington Beach. Thirty-two participants representing twenty-one agencies attended the annual academy and heard from subject-matter experts, including Butch DeFillippo, Nancy B. White, Scott Grossberg, Nick Fazio and others. Academy attendees were provided with strategies geared towards parks and recreation directors, managers, and supervisors to develop new programs and evaluate existing ones. Click here to learn more about the topics presented at this academy. For questions and information about this and other academies, contact Michelle Aguayo, Training Coordinator, by email or phone at (562) 467-8777.

The Authority Awarded Accreditation with Excellence

The California JPIA has been awarded Accreditation with Excellence by the California Association of Joint Powers Authorities (CAJPA) for a three-year term beginning January 12, 2016.  CAJPA was created in 1981 as an association of risk-pooling Joint Powers Authorities (JPAs) to meet the need for communication and cooperation among JPAs at a time when the pooling concept for insurance purposes was relatively new and fairly obscure.  In 1988, CAJPA introduced an accreditation program that is considered the nation’s first such program. 

The foundation of the accreditation program is:

  • To promote professional management and fiscally sound practices of risk-sharing JPAs
  • To provide industry standards that can be used by member entities, board members, and the public in evaluating levels of performance and compliance with State-required and commonly accepted practices
  • To develop a self-regulating process that is more thorough, responsive and less expensive to the taxpaying public than State or Federal regulations
  • To assist managers in achieving high standards and assure governing boards of professionalism and meeting industry standards
  • To provide an opportunity to compare certain policies and procedures to the accreditation standards and other pools in the industry

More information on CAJPA’s Accreditation program can be found on their website at www.cajpa.org.

National Walk to Work Day

National Walk-to-Work Day is April 1, 2016, and agencies should be prepared for an increase in foot traffic on this day, as employees look to reap the health benefits of walking. On a day such as this one, agencies are reminded of the importance of having a comprehensive sidewalk maintenance plan. The California JPIA offers a number of resources to assist members with their sidewalk maintenance efforts. These include a master service agreement between the Authority and Precision Concrete Cutting allowing members to take advantage of favorable pricing related to sidewalk inspection and maintenance; a “Slip and Trip” white paper, which illustrates the importance of an effective sidewalk maintenance program; and a sidewalk inspection program template used to report and schedule sidewalk repairs. All of this information can be found in the Resources and Documents library on the Authority’s website. 

Transgender Rights in the Workplace

On February 17, 2016, the California Department of Fair Employment and Housing (DFEH) issued guidance on Transgender Rights in the Workplace. The guidance includes a three-question FAQ for employers that addresses what questions an employer is allowed to ask and how employers can still implement dress codes and grooming standards, and explaining obligations that employers have when it comes to bathrooms, showers and locker rooms. The FAQ also indicates that employees who have been subjected to illegal discrimination can file a complaint with the DFEH.

Special Event Program

With the arrival of Spring, many agencies host special events, such as Earth Day celebrations, Easter egg hunts, and parades. The Authority’s Special Event Program assists members by providing liability insurance when member-owned premises or facilities are used for these types of events or other short-term activities. There is no deductible for this coverage, and members are automatically added as additional insured. For more information, visit the Special Event Program page on the Authority website, or contact Jim Thyden, Insurance Programs Manager, by email or by phone at (562) 467-8784.

Annual Contribution Invoice Summary 2016-17

The Annual Contribution and Retrospective Computation calculations provide the Authority with necessary resources for the defense and payment of claims, funding for excess and reinsurance premiums, claims administrations fees, broker fees, operating expenses, and all other costs associated with the coverage programs. Detailed support for the AC and RC calculations can be found in the 2016-17 Annual Contribution (AC) workbooks and the October 2015 Retrospective Computation (RC) workbooks, which can be accessed by visiting the cost allocation page on the Authority’s website. For budgeting purposes, included is an AC invoice summary for the upcoming 2016-17 coverage year. The summary of an agency’s cost of coverage for the upcoming coverage year includes:

  • 2016-17 AC
  • October 2015 RC (if applicable)
  • Active Payment Plans (if applicable)

Note that the summary is password-protected. Members needing assistance with their username and/or password should visit the myJPIA Login page, and click on the appropriate button to retrieve the needed information. For questions regarding the AC invoice summary, contact Lam Le via email or at (562) 467-8729.

E-Learning: Active Shooter and Workplace Violence

Active shooter events in the United States are on the rise, according to the Federal Bureau of Investigation (FBI), and an FBI study found that between the years 2000 and 2013, 70% of active shooter incidents happened at schools or businesses. Increasingly, employers are seeking assistance to develop their own workplace safety plans. To that end, the Authority offers an e-learning course titled “Active Shooter and Workplace Violence.” In this course, viewers learn indicators of and how to respond to violent behavior, how to respond to an active shooter situation, and how to react when law enforcement arrives at an active shooter scene. Training of this type is important for all workers, and can be used in conjunction with an organization’s existing safety policies. Click here to learn more about this course. For questions or to register for this course, please contact Michelle Aguayo, Training Coordinator, by email or by phone at (562) 467-8777.

Revised Contracts Templates Available

The Authority has added new contract templates to the Resources and Documents library on cjpia.org and made revisions to templates previously available to members. These contract templates include insurance specifications and indemnity language that are addressed in the revised Contractual Risk Transfer Manual. The purpose of the contract templates is to guide the user in drafting agreements with service providers. Members are encouraged to share the templates with their legal counsel and any staff that have a role in contract development or execution. The templates are available in electronic format and can be accessed through the Authority’s website, under Resources and Documents, Category Search, Risk Transfer. Note that members must have a website username and password to access these templates. To request website credentials, members can visit the myJPIA Login page. For questions or more information on the contracts templates, members should contact their Regional Risk Manager

Board of Directors Meeting July 20, 2016: Save the Date

Each July, the Authority’s Board of Directors conducts its an annual meeting. Topics presented at the meeting include the annual report, budget, and strategic plan and operational update. In addition, risk management awards are presented, and an election of Executive Committee members is conducted.  The 2016 Board of Directors meeting will be held at the Authority’s campus in La Palma on Wednesday, July 20th.

ADA Loan Program Update

The California JPIA is in the process of reviewing a program that would offer short-term loans to members interested in making capital improvements for compliance with the Americans with Disabilities Act (ADA). This program review means that the ADA loan program application is not yet ready to be released to members.

The Authority will provide members with more information regarding the ADA loan program as updates become available.

March 2016 Risk Managers Roundtable

The Authority presents quarterly roundtables on various topics related to risk management, and for the first quarter of 2016, the Risk Managers Roundtable is titled “Dealing with the Media – the Do’s and the Don’ts.” This roundtable will be held over three days in March at three separate locations; La Palma, Indian Wells and San Luis Obispo. Participants will learn how to look their best and be at ease in a public setting, as well as how to respond to the media regarding claims, ongoing litigation, and public records requests. On March 22nd, instructor Scott Grossberg will present this workshop in La Palma, live during the first hour. Following the presentation, the Authority’s Regional Risk Managers will facilitate a roundtable discussion. For the two remaining days, March 23rd in Indian Wells and March 24th in San Luis Obispo, Scott’s presentation will be shown as a recording. Other Roundtables for 2016 will be held in May, August and November. For more information on any of the Authority’s Roundtable events, including how to register, please contact Michelle Aguayo, Training Coordinator, by email or at (562) 467-8777.

Updated Contractual Risk Transfer Manual Now Available

The Authority has made revisions to its Contractual Risk Transfer Manual, which was last revised in 2012. Some updated items in the manual include the general liability insurance specification, acceptable insurers provision, and Risk Analysis Questionnaire, while new content includes a Contract Review and Transmittal Form, additional information on waivers of subrogation, details on separation of insured clauses, and other relevant forms and information. The purpose of the manual is to guide the user in writing proper insurance specifications for contracts and obtaining insurance compliance. Members are encouraged to share the manual with their legal counsel and staff that have a role in contract development or execution.

The Contractual Risk Transfer Manual can be accessed in the Resources and Documents library on the Authority’s website. Members can choose to download an electronic version and/or print the entire manual. All prior versions of the manual should be replaced with this new version to ensure consistency with agency policy.

Management Academy Offered in April and September

Registration is open for the Authority’s Management Academy, which will be held twice in 2016, from April 25 – 28 at the Westlake Village Inn and from September 26 – 28 at the Hyatt Regency Resort and Spa in Indian Wells. This academy is designed for entry-level managers and supervisors, and deals with the basics of effective supervision. Attendees will learn how to embrace the role and expectations of a manager or supervisor, the four elements to an effective performance review, how to apply the most appropriate managerial style to individuals and situations, and other valuable insights. For more information on this academy, please visit the Management Academy page on the Authority website, or contact Michelle Aguayo, Training Coordinator, by email or phone at (562) 467-8777.

Public Works Academy in June

Plans are currently being made for the Public Works Academy, which is scheduled to be held June 7-9, 2016 at the Shorebreak Hotel in Huntington Beach. The Public Works Academy is a three-day academy geared towards public works management-level employees. Some of the topics covered in the Academy are an intro to Cal-OSHA, public works exposures, workers’ compensation, traffic control, and contractual risk transfer. Registration is free of charge for members and includes a three-night stay (June 6-8) at the Shorebreak Hotel, breakfast and lunch on all days, and all training materials. Members can register by visiting myJPIA. For more information on this academy, please visit the Public Works Academy page on the Authority website, or contact Michelle Aguayo, Training Coordinator, by email or phone at (562) 467-8777.

Accessing Online Resources and Documents

Members wishing to access the Authority’s library of policy templates, checklists, workers’ compensation forms and other resources can find this information by visiting the Resources and Documents page on the Authority’s website. All library resources fall into one of several categories, and members can search for a resource by performing a keyword search or a category search using the category drop-down menu. Another option to find a particular resource is to perform a global website search using the search field located in the upper right corner of the website. Using this search option will result in a list of relevant newsletter articles, training opportunities, individual news items, and documents. For more information on finding website resources, please contact Courtney Morrison, Administrative Analyst, by emailor phone at (562) 467-8779.

OSHA Injury and Illness Summaries to Be Posted on February 1

The Authority is reminding its members that the Occupational Safety and Health Administration (OSHA) requires employers to post OSHA Form 300A between February 1 and April 30, 2016. Form 300A provides a summary of the total number of job-related injuries and illnesses that occurred in 2015 and were logged on OSHA Form 300. The form must be posted in a location where employee notices are usually posted, and must not be altered, defaced or obscured during the posting period. Members will receive from York a completed Form 300A, which they should review for accuracy. For questions involving Form 300 or Form 300A, members can contact the Authority’s Workers’ Compensation Program Manager, Jeff Rush, via email or at (562) 467-8707.

Executive Academy Held in Indian Wells

The Executive Academy was held at the Miramonte Resort in Indian Wells from January 20–22, providing attendees with practical solutions to issues and challenges facing executive management. Speakers at the three-day academy included Jeff Bills, Scott Grossberg and Julie Nelson, while the sessions covered a variety of topics, from the Psychology of Crisis Management to How to Handle Social Media. More information about upcoming academies can be found by visiting the Academies page on the Authority’s website.

Sonny Santa Ines Joins Authority’s Executive Committee

The Authority is pleased to welcome Bellflower City Council Member Sonny Santa Ines as its newest Executive Committee member. Sonny was elected to the committee in December 2015 to replace outgoing member John Addleman, who chose not to run for reelection. Sonny also serves on the Los Angeles County Library Commission; Southeast Los Angeles County Workforce Investment Policy Board; and the Southern California Association of Governments’ Community, Housing and Economic Development Committee. 

John Addleman Recognized for Service to the Authority

Outgoing California JPIA Executive Committee member John Addleman was recognized for his service to the Authority at the Committee’s December meeting. Addleman most recently served as mayor of Rolling Hills Estates. Addleman was appointed to the Committee in 2007 and served as chairman of the Budget Committee since 2012.

Sonny Santa Inez, with the City of Bellflower, has been appointed by the Executive Committee to fill the vacancy created by Addleman’s departure.

ADA Loan Program

Americans with Disabilities Act (ADA) non-compliance is a significant exposure to members, and the Authority continues to see claims arising from accessibility issues. Through a new ADA loan program approved by the Executive Committee, the Authority will be making available short-term matching loans to help members remove physical barriers inherent in non-compliance. The loans are intended as seed money to jump start needed improvements, and will provide some relief for members where such funding has been severely limited in the past.

Over each of the next five years, the Authority will utilize an application process to determine loan recipients. The total amount of annual available funding is $1,000,000, and will be awarded amongst applicants on a competitive basis. For 2016, applications will be accepted online beginning January 27th and ending April 28th. Specific instructions and detailed loan requirements and conditions will be posted in January. Interested members are encouraged to obtain a completed ADA transition plan and to be identifying associated capital improvements for inclusion in their FY 2016-17 budget. 

Caltrans Requests for Information

Caltrans has recently been contacting members for information regarding accessibility efforts for persons with disabilities and members’ ADA/504 self-evaluations and transition plans. There are two types of requests. One is directly from Caltrans and includes requests for documents, completion of a questionnaire, completion of a Local Agency ADA Annual Certification Form, an on-site visit, and staff interviews. The other request is from National ADA Accrediting and Consulting, Inc. (ADAAC), a contractor that has been engaged to assist Caltrans with complaints in the public right-of-way. The document titled Respondent Questionnaire – Local Agency is provided here for members’ reference and primarily focuses on complainant information.

Response to these requests in a timely and comprehensive manner is important for several reasons. Of most significance is the potential loss of federal funding by the city, county or public entity. In addition, these requests are an activity that Caltrans is required to complete as a recipient of funding from the Federal Highway Administration (FHWA). The city, county or other public entities are sub-recipients for funding and are, therefore, under the same compliance requirements.

Information requests generally start by phone or email, and the primary point of contact is frequently the ADA Coordinator, identified from the city’s website. Members should notify their California JPIA Regional Risk Manager if they receive a request for information from either Caltrans or ADAAC, or need assistance establishing an ADA Coordinator. 

Risk Management Educational Forum 2016 – Save the Date

The 20th annual Risk Management Educational Forum wrapped up on Friday, September 25th at the Mark Hopkins Hotel in San Francisco, with a record-level turnout for that location. Plans are already being made for next year’s Forum, which will be at the Hyatt Regency Indian Wells Resort & Spa from October 12-14, 2016. Please click here to email the JPIA for more information about either the 2015 or 2016 Forum.

Most Common Employment Discrimination Claims

Earlier this year, the Insurance Journal featured an article titled “Top 10 Employment Discrimination Claims,” based on data compiled by the Equal Employment Opportunity Commission (EEOC) for the fiscal year 2014. The EEOC found that the most common allegation was retaliation, followed by race discrimination. To see the rest of the article, including the top 10 categories of employment discrimination charges filed with the EEOC, click here.

Strong El Niño Probable

Computer models indicate a strong El Niño this year, with a 95% chance that the event will continue through the winter, but according to the National Weather Service’s Climate Prediction Center, there are still no guarantees that the powerful event will occur. In order for this winter’s El Niño to rival the El Niño of 1997-98, the east-to-west trade winds of the Pacific Ocean along the equator need to collapse, and that hasn’t happened yet. For more information on the 2015-16 El Niño could affect California, click here.

Sidewalk Repair and Maintenance Program Pricing and Services

The California JPIA’s Executive Committee has authorized the creation of a master services agreement to allow members to take advantage of favorable pricing related to sidewalk inspection and maintenance. Pricing and services information from the agreement is available on the Authority website in the Resources and Documents library. These services, provided by Precision Concrete Cutting, are designed, in part, to mitigate dangerous conditions present when sidewalk deviations have a displacement of 3/4″ or greater. All work utilizing the master services agreement must be arranged between the member and Precision, including any contract, insurance requirements, scope of work, and payment terms.  

The California Public Contract Code excludes maintenance work from bidding requirements related to public works projects, meaning that general law agencies likely can forgo requiring bids for this work. Please consult with your agency attorney before proceeding, particularly if your agency was formed under a charter. To see the relevant sections of the code, please click here.

Medical Provider Network Webinar Available to View Online

In April, the California JPIA hosted a webinar for members to provide them with information on the Medical Provider Network (MPN). A recording of this webinar is now available to members through the California JPIA website. Members can access this resource by visiting the Resources and Documents page, selecting the Webcasts and Webinars category from the Category Search drop-down menu, and clicking on the Medical Provider Network Webinar link. The webinar can also be accessed by searching for keywords. Note that Adobe Flash Player must be installed on computers in order to view the webinar. If members don’t have the flash player, they can visit Adobe’s Flash Player page to install this program.

Property Damage Recovery Program Information on Website

The Authority has partnered with two claim administrators, VeriClaim and Carl Warren & Company, to make available to members a Property Damage Recovery Program. This program offers assistance when a member suffers damage to property and the claim is either not covered, or the damage is below the deductible amount (if participating in the Authority’s property program). Claim administrators work directly with members, who wish to recover monies from the parties responsible for the damage. To learn more about this program, visit the Property Damage Recovery Program page, or contact Jim Thyden, Insurance Programs Manager, at (562) 467-8784.

New Website Page Launched for Continuity of Operations Program

A new page on the California JPIA’s website has been launched to provide members with information on the Authority’s Continuity of Operations program. This program utilizes three strategic partners, Agility, NorthStar, and VeriClaim, to assist members when planned or unplanned events occur that shut down a member’s operations. These three partners work together to provide members with services and facilities that allow members to maintain and restore their operations. For more details on the services provided under this program, please visit the Continuity of Operations page or contact Jim Thyden, Insurance Programs Manager, by email or phone at (562) 467-8784.

ADA Resources Available on Authority Website

A number of resources for compliance with the Americans with Disabilities Act (ADA) are available to members on the Authority website and can be found by visiting the Resources and Documents page. These resources include:

  • the Notice Under the Americans with Disabilities Act, a new resource that can be customized and posted at public facilities;
  • the ADA Compliance Resource Manual, which has been revised to include new information about transition plans, updated links to helpful websites, and an improved self-assessment checklist/quiz;
  • the recently updated ADA/Section 504 Complaint and Grievance Procedure and Grievance Form; and
  • the Reasonable Accommodation and Interactive Process Policy template.

For more information about these resources or ADA compliance, in general, contact your agency’s assigned risk manager.

Members: Submit Your Ideas for Newsletter Articles

If members would like to learn more about a specific risk management topic, share news from their organization, or suggest ideas for upcoming newsletter articles, a new feature on the Authority website makes this possible. On the News and Updates and Authority Newsletterpages, members can look for the box on the right side of the page that contains the email icon, and use the link there to contact the Authority with their suggestions.

Medical Provider Network Now Available

The California JPIA has established a Medical Provider Network (MPN) in an effort to improve the quality of care provided to employees covered by the workers’ compensation program. When an injury occurs, employees will be required to seek treatment within the MPN unless the employee has pre-designated their own personal physician to provide treatment.

The California JPIA has partnered with Harbor Health Systems and began utilizing the Harbor One MPN on March 1, 2015. Members may check which local providers are available by visiting www.harborsys.com/HarborOne and utilizing the search function.  Additionally, a Medical Access Assistant is available at (888) 626-1737 from 7:00 AM to 8:00 PM every Monday through Saturday to answer calls from members and injured employees.  If you have any additional questions, please contact Jeff Rush.

Authority Readying New Programs and Services

At last month’s Risk Management Educational Forum, Assistant Executive Officer Norm Lefmann provided attendees a high-level overview of several initiatives that are on the near horizon, and are expected to launch near January 2015. Below is a summary of those programs and services. Please contact your Regional Risk Manager should you have any questions or want more information.

  • ADA Resources – The Authority is completing a pilot before rolling out a program to assist members with the Americans with Disabilities Act. The program will include compliance, site assessments, and transition plan development. An ancillary component is training, which is currently being scheduled regionally.
  • Continuity of Operations – We are putting together the finishing touches on a program that will provide power, technology, space, and connectivity for planned and unplanned operational interruptions. The program will also include remediation services and contaminant removal.
  • Cyber Liability – Coverage has been in put in place for members, effective January 2014, and is automatically provided as part of membership. This provides for first-party privacy regulatory claims and security breach response. It also extends to third-party privacy liability, security liability, and multi-media liability.
  • LinkedIn Discussion Group – Over the next few weeks, we will roll out a member-focused discussion forum, which can be used by members for crowdsourcing on ideas or discussing issues. Members can initiate or respond to anything relevant to local government or the Authority.
  • Medical Provider Network – We are completing the formation of an outcome-based medical network in order to provide better medical care and reduce costs for your injured workers. The Authority’s primary goal, which is different than that of other networks, is to focus on treatment instead of reducing provider fees.
  • Nurse Triage – Nurse triage is a means to collect first report of worker injuries and then to refer the worker to a medical specialist or self-care. This speeds treatment for injuries and reduces treatment costs. A pilot program is showing very encouraging cost savings.
  • Property Damage Recovery – Many members experience damage to property that is either partially covered or not covered under the Authority’s property program. This program will provide for expertise in recovering costs in instances of third-party fault.
  • Return to Work – Traditional return-to-work programs focus on what injured workers cannot do. A pilot program, which is currently underway, instead determines what injured workers can do before matching them to temporary assignments. Ultimately, this means faster recovery and reduced disruption to the workforce. Early results are significant.
  • Risk Technician – We are extending the resources of one of our strategic partners to provide members with onsite assistance for risk-related work of defined scope and duration. The support would include developing policies and procedures, attending safety meetings, conducting safety assessments, providing subject-matter expertise, and attending accommodation meetings.
  • Sidewalk Inspection and Maintenance – The Authority has spent nearly $14M over the last five years in settling slip and trip claims. Currently we are conducting a pilot program that evaluates different methods to reduce sidewalk deviations. Once the study is complete, we will roll out inspection and maintenance services to members.

Ebola Preparedness and Response

Many members are rightly concerned about the possibility of a potential Ebola outbreak in the United States. Given emerging information about the disease and how the disease is spread, it is important that members consult with health officials, both locally and nationally.

In addition, the Authority recommends that your agency be well prepared in the event of an outbreak. Agencies should also review communication plans in anticipation of a need to communicate emergency response information to their communities.

Below are links that provide important resources:

http://www.cdc.gov/vhf/ebola/index.html
http://www.nih.gov/health/ebola.htm

California Legislative Session Ends

The California JPIA has worked closely with the legislative efforts of the California Association of Joint Powers Authorities to oppose five key bills that were ultimately vetoed by Governor Brown. They are:

  • AB 194 (Campos) Open meetings: public criticism and comment. Would have had a negative impact on effective public meetings.
  • AB 2052 (Gonzalez) Workers’ compensation. Mandated certain workers’ compensation presumptions to any employee classified as “peace officers.”
  • AB 2378 (Perea) Workers’ compensation: temporary disability payments. Would have removed 4850 benefits from the 104-week limit on aggregate disability payments for work related injured.
  • AB 2616 (Skinner) Workers’ compensation: hospital employers: compensation. Would have added a new presumption for hospital employees on MRSA.
  • SB 924 (Beall) Damages: childhood sexual abuse: statute of limitation. Extended the status of limitations for filing child sexual abuse cases against public entities when evidence or witnesses are no longer available.

California JPIA launches new website

The California JPIA’s revamped website was recently launched, providing a new resource to assist members with a variety of functions, including accessing our library of documents, requesting Evidence of Coverage letters, registering for training courses, submitting receipts for training-related expenses, and other tasks. We look forward to hearing your feedback on the new website. If you haven’t yet received a username and password to access the site’s various features, please contact Courtney Morrison.

Members can now use the website to:

  • Register for training courses.
    On our Training page, member employees are able to register for webinars, e-learning courses, classroom training, and more. Course details and descriptions are also provided. Note that member registrars will still need to go to the Resource Center. Follow the quick link on the home page.

  • Access our library of helpful resources and documents.
    Our library of resources and documents has been consolidated into the new site so that members no longer will need to look for these in the Resource Center. Members will now find checklists, policy templates, workers’ compensation forms, agenda items, meeting minutes, cost allocation documents, and other useful links.

  • Read about important, current news as events happen.
    Members can learn of current events, legislation updates, and other news items by accessing our News and Updates page.

  • Report claims.
    The Report a Claim page allows members to use an online form to report directly to the California JPIA’s third-party administrators for claims involving third-party liability, workers’ compensation injuries or illnesses, property, and all other programs.

  • Get detailed information about coverage programs.
    The website provides details about coverage and insurance programs available to our members, which include programs for liability protection, workers’ compensation, property insurance, crime insurance, and more.

  • Browse through the Training Catalog of courses and offerings.
    Members can view all of our courses and offerings by browsing through the training catalog’s online table of contents or by printing out the catalog.

  • Request Evidence of Coverage letters.
    The website includes a user-friendly submission form which allows members to easily make requests for evidence of coverage letters. Basic evidences of coverage are available for immediate download.

  • Download Memoranda of Coverage and Certificates of Coverage.
    Members can download their memoranda of coverage and certificates of coverage for the liability and workers’ compensation pooled coverage programs by visiting our Coverage Evidences, Documents, and Certificates page.

  • Read the Authority Newsletter.
    Members can read the current month’s newsletter or browse through newsletter archives. A search function makes it easy to find topics of interest within each newsletter.

  • View a calendar of upcoming meetings.
    The Calendar page allows members to view the schedule of upcoming committee meetings and other events at a glance.

  • Submit receipts to receive reimbursement for training-related expenses.
    Members can visit the Training page and use the training reimbursement request feature to upload receipts and submit reimbursement requests directly to the training division.

Ninth Circuit ruling: Cities have obligation under ADA to provide accessible on-street parking

In Fortyune v. City of Lomita, the Ninth Circuit ruled that cities have an obligation under the Americans with Disabilities Act (ADA) to provide on-street parking that is accessible to people with disabilities, despite the fact that federal standards for ADA compliance don’t contain any requirements specifically related to on-street parking. While the Access Board, the federal agency in charge of creating accessibility guidelines for the Department of Justice, hasn’t yet adopted final standards, cities still must determine the best way to provide accessible on-street parking. The Access Board’s website, which contains links to sites that provide information on accessible design, can be found at http://www.access-board.gov/guidelines-and-standards/streets-sidewalks/public-rights-of-way/other-prow-resources.