2023-015 Safety Staffing Model Update February 17, 2023 Report No. 2023-015
INFORMAL STAFF REPORT
TO MAYOR AND CITY COUNCIL
SUBJECT:
Safety Staffing Model Update
BACKGROUND:
The City provides occupational health and safety (OHS) services and training opportunities to all
departments and employees to protect the employee's well-being and fulfill our requirements as
an employer under federal and state law. While this responsibility had been historically staffed by
City employees, after the City offered a Voluntary Separation Program (VSP) in May 2020, there
were no Safety personnel remaining. On May 20, 2020, the City Manager approved a short-term
contract with Rizikon, Inc. to immediately provide on-site safety staffing and services to the City.
A final contract was awarded to Rizikon by City Council on July 21, 2020, for a three (3) year
term to provide on-site safety services and training programs for City departments. The contract
charged Rizikon to develop a comprehensive safety and training program with industry best
practices, policies, and procedures. When the contract was executed, it was envisioned for the
outsourced staffing model through Rizikon to be a short-term arrangement to build the core
foundations of a Safety program, with the goal of transitioning back to an internal Safety staffing
model at a future date.
There have been four staff members from Rizikon on-site to provide safety training and services.
At the beginning of the contract,the Rizikon team reported directly to an Assistant City Manager.
The Safety team was transitioned to report to the Human Resources Department in March 2022 to
align with the HR and Risk Management teams and continue to evaluate how we strengthen
programs, policies, and tools to mitigate risk and ensure the health and safety of our workforce.
DISCUSSION:
After evaluating with Directors and City leadership, staff determined it would be in the City's best
interests to transition back to an in-house Safety staff team to strengthen the safety program,
leverage all available resources and efficiencies, and integrate safety into all facets of department
operations. As such, staff is planning to transition safety staffing and hire qualified safety
personnel as City employees prior to Rizikon's contract expiration in July 2023.
The following provides an overview of key elements to transition Safety back to an in-house
staffing model:
• No Budgetary Impact,Reduced Cost—The annual financial estimate to hire and employ
an internal Safety team is approximately$658,687,which is inclusive of fully loaded costs
for four staff members and a small budget for outside contract services as needed. This
financial estimate is less than the current contracted budget of$718,518.09 with Rizikon
for comparable safety staffing and services. Therefore, no additional budget is required,
and it will represent a savings to the Risk Fund(internal service fund).
February 17, 2023 Report No. 2023-015
The action to create four positions in Position Control will require Council ratification
through a budget amendment to the Risk Fund. Staff plans to bring this ratification to City
Council when a Risk Fund budget amendment is brought later in the year. A Risk Fund
budget amendment is generally sought at the latter part of each fiscal year, once staff has
actual and projected expenses related to variable cost items such as claims and insurance
premiums.
• Hiring Process and Timeline - Staff plans to hire four staff positions for Safety. While
titles,job descriptions, and pay grades are being reviewed and finalized,the current plan is
to hire a Safety and Risk Manager, Safety Coordinator/Analyst, and two Safety and
Training Specialists. In addition, some funds are planned to be budgeted to use outside
contract services as needed for certain training classes or inspections as may be needed.
Staff plans to finalize and post the open positions in March to begin the hiring process. The
goal is to complete the hiring processes within two to three months to onboard new staff
and provide a short overlap with the Rizikon contract to ease the transition.
• Next Steps —While preparing for a staffing model change, staff has also been evaluating
a work plan going forward for Safety. This work plan will focus on four areas to continue
the development of a comprehensive safety management system, including:
1. Safety Policy and Structure (policy and program development, systems
development,budget management);
2. Safety Assurance (program management, inventory management, safety
committees, department coordination);
3. Safety Risk Management (inspections, investigations, risk identification and
mitigation, reporting); and
4. Safety Promotion(training, communication, and resources).
CONCLUSION:
Through the last two and one-half years, the Rizikon staff team has provided safety services and
training to the City's workforce. They have made considerable strides in building the policies,
procedures, and elements of a Safety program; however, more work must be done to strengthen
the City's overall safety program. Staff believes the internal staffing model will best achieve the
future goals and objectives to continue strengthening our safety program, leveraging all available
resources and efficiencies, and integrating safety into all facets of department operations. The City
is committed to prioritizing and protecting the health, safety, and well-being of all employees.
ATTACHMENTS:
1. Rizikon Safety Services and Staffing Contract
STAFF CONTACT:
Sarah Kuechler
Director of Human Resources
sarah.kuechlerkcityofdenton.com
February 17, 2023 Report No. 2023-015
Deby Skawinski
Deputy Director of Risk& Compliance
debt'.skawinski(a�cityofdenton.com
REQUESTOR:
Staff Initiated
PARTICIPATING DEPARTMENTS:
Human Resources, City Manager's Office