CIS Staff Lead Trainings for Workplace Investigations Across Oregon

May 22, 2024 | AOC Business Partner

Sponsored content contributed by AOC Business Partner: CIS

As the season turns to spring, CIS gears up for its highly anticipated Spring Supervisor Training, an essential workshop focused on the intricacies of workplace investigations. Led by CIS’ respected Pre-Loss and Hire-to-Retire staff, these training sessions are tailored to equip HR personnel, supervisors, and managers with the skills necessary to navigate investigations confidently.

For those yet to secure their spot, this is an opportunity not to be missed. Workplace investigations can often resemble a complex labyrinth, but armed with the right expertise, individuals can steer clear of legal entanglements and effectively resolve conflicts within their organizations.

Participants in these hands-on workshops will immerse themselves in real-life case studies, assuming the role of investigators themselves. Guided by CIS’ expert team, attendees will gain insights into crucial aspects such as the weight of evidence, the determination of investigation scope, the timing for involving external investigators, and the paramount importance of maintaining confidentiality throughout the process. Furthermore, essential documentation practices and insights into employment law will be provided sans the legal jargon.

By the conclusion of these sessions, attendees will emerge with a comprehensive understanding of how to reach fair and effective conclusions. Armed with this knowledge, they will be better equipped to handle employee complaints and navigate conflicts in a manner that fosters trust and fairness in the workplace.

Join CIS for one of the Spring Supervisor Training sessions, as spots are filling up quickly. Together, let’s embark on the journey of tackling workplace investigations and fostering a more harmonious work environment for all.

Registration Information

Dates and Locations (Please note that each location offers two date options. Sessions will be conducted as “lunch and learn” events without a separate lunch break.)

• May 14 or 15, 9:30 a.m. – 2:30 p.m. The Dalles
• May 21 or 22, 8:30 a.m. – 1:30 p.m. Redmond

Cost $25 for CIS Members with General Liability coverage. The fee includes lunch, as well as coffee, tea, and water throughout the day. Travel, lodging, and additional meal expenses are the responsibility of the CIS Member.

Register at learn.cisoregon.org

Questions? Contact the CIS Learning Center at 503-763-3800 ext. 8 or via email at learn@cisoregon.org

CIS Annual Conference Receives High Marks from Attendees

A total of 662 CIS members, agents, staff, sponsors, and other attendees, participated in CIS’ 22nd Annual Conference earlier this year. While 608 participated in person, virtually, or through a combination of both, the popular event was a resounding success, receiving a 98% rating of Excellent/Good from survey respondents.

Based on survey results and comments, members were pleased with the overall organization of the event. One individual said, “I absolutely love the CIS conferences. I learn so much, and of course, love earning prizes! But, seriously the information and networking is the best!” This reaction was echoed by many, highlighting the overall positive reception for this year’s conference.

Besides appreciating the excellent speakers and topics, the organization and timeliness were listed as standout features. Members noted that the agenda was well-planned and appreciated the efforts to ensure sessions started and ended on time, a fact noted by one attendee who remarked, “The conference was run with efficiency and timeliness. Sessions started on time.”

For first-time attendees, the range of topics covered was particularly impressive. They said, “Attending this conference for the first time was a wonderful and informative experience. I gained so much insight and knowledge from the speakers and breakout sessions. I felt that it was an extremely valuable experience.”

The conference’s focus on delivering relevant and practical information was evident, drawing praise from many members who found it “informative and engaging.” Particularly for smaller entities lacking dedicated HR personnel or legal staff, the opportunity to learn about updated policies and legal precedents was invaluable.

Members also appreciated being able to stay home and catch the conference from the comfort of their offices. They praised the event’s accessibility and user-friendly technology. “Flawless online attendee here … this was simply perfect,” one participant shared. 

This was by design.

According to CIS’ Communications, Events, and Project Manager Julie LaMarche, “our conference committee was committed to ensuring a positive experience for all attendees, regardless of how they participated. Our goal is to not only meet but exceed our attendees’ expectations, delivering an exceptional learning experience and trying our best to ensure a seamless execution.”

Additionally, the conference’s diverse lineup of sessions was described as “timely and well presented.” From employment law to risk management strategies, attendees found sessions relevant and informative. The engagement of CIS staff to ensure a smooth and engaging conference experience did not go unnoticed by members. 

“Our members recognized our staff’s professionalism and expertise,” according to CIS’ Executive Director Patrick Priest. “This year’s conference will be hard to top, but I’m confident that we’ll do it, in February 2025.”

The CIS Conference Committee is already planning for next year’s event at the Salem Convention Center, so save the date: Feb. 26-28, 2025. 

CIS Benefits Team Schedule Summer Renewal and Benefit Advisory Committee Meetings in June and July

For those counties with CIS Benefits, CIS is now gearing up for Benefits Renewals so it’s time to prepare to complete your renewal (aka Request for Coverage) online this July. 

You may be asking: What is a Request for Coverage (RFC) and why is it done so early? 

The RFC is your contract with CIS Benefits for employee benefits coverage for the upcoming calendar year. This is your opportunity to compare and select the coverages to offer employees. While it may seem early to complete this in July, the timing is critical. 

Once the process is completed, the CIS Benefits team reviews each and every selection, submits the changes to their programmers, tests the enrollment system and prepares for a successful Open Enrollment. Your help in doing the renewal on time and with accuracy is crucial in making sure that your employee open enrollment goes as smoothly as possible.

The first step in the renewal process is to attend a regional Employer Benefits Renewal meeting in your area. CIS hope that you can attend in person to hear all the renewal details, ask questions, and listen to any questions others might have. They include lunch as part of the meetings, and the information shared is always valuable for everyone in attendance. You can register for a meeting near you online at www.cisoregon.org/benefitsrenewal.

Below is the schedule for our summer Employer Benefit Renewal and Benefits Advisory Committee (BAC) meetings. Please register in advance to attend.  CIS values in-person engagement and encourage everyone to attend in person, if possible. 

Date and Locations

• June 17 Central Point and La Grande
• June 18 Florence and Hermiston
• June 25 Keizer
• June 26 Lincoln City and The Dalles
• June 27 Astoria and Tigard 
• July 10 Virtual

If you have any union groups currently covered by CIS Benefits that have been or are in collective bargaining, CIS encourages you to reach out to your Benefits Representative to discuss what that might mean for your renewal. If not, you don’t need to worry about this. That’s it! With all these complete, you’ll be ready to attend a renewal meeting and complete your benefits renewal in July. CIS looks forward to continuing to partner with you to make sure you continue to offer the best possible benefits for your employees.

Regence and Legacy Health Reach Agreement

On April 1, CIS had some great news when Regence and Legacy Health reached an agreement. This means that Legacy Health will remain an in-network provider, and CIS members enrolled on a CIS medical plan administered by Regence will continue to have access to Legacy Health providers. Check out Regence’s official statement. If you have additional questions, please contact your CIS Benefits Representative.

Benefits Contacts

• Lori Newsome, Members A-B & T-Z, 503-763-3855
• Heidi Carter, ,Members C-H, 503-763-3863
• Linnea Zahradnik, Members I-K & O-S, 503-763-3883
• Heather Matthews, Members L-N, 503-763-3826

CIS Unveils 2023 Annual Report

Recently, CIS unveiled their digital Annual Report for 2023. They received many nice comments about the report. For those who may have missed it, here’s a copy.

Brief Orientation Videos Explain CIS Coverages and Services 

CIS strives to make their coverages and services easier to understand. To further this strategic goal, they have six concise orientation videos that explain: Underwriting, Claims, CIS Benefits, Risk Management, and Pre-Loss. They also have a brief overview video titled Stand with Us. To learn more about your selected CIS coverage or service, please take a moment to watch some (or all) of the videos.

CIS Helps Counties Create Effective Learning Plans for Employees and Supervisors

Mar 21, 2023 | AOC Business Partner

With the new year underway, for many it’s a good time to set both personal and professional goals. One goal that should make the list is ensuring that county employees always receive training each year. An effective training program can help employees and their supervisors be more successful in their roles — and help promote compliance with policies and procedures.

For many counties, assigning and tracking training can be difficult. Annual training requirements can range from a mandatory bloodborne pathogens course for some staff to a required cyber security or sexual harassment training for all staff. Creating an annual training plan provides a structure for employee development throughout the year. It also enables counties to review progress at desired intervals.

With that in mind, here are a few steps to take for a successful 2023.

1. Identify Required Training for Staff

The first step in creating a learning plan is to identify required training. This includes training required by law, by contractual obligations, or by organization. Be sure to think about training for both new hires as well as existing employees — CIS can help set up training plans for both.

There’s no such thing as “one size fits all” when it comes to the learning initiatives that are important to CIS members. The 108 customized plans in the CIS system are composed of 192 different courses. They range from just one course on the plan to over 30! Some of the most common we see include:

•       Bloodborne Pathogens;
•       Cyber Security Basics;
•       Preventing Discrimination and Harassment;
•       Distracted Driving;
•       Valuing Diversity; and
•       Personal Protective Equipment.

2. Decide How Often Staff Should Take Training

Training can be set at the beginning of the year, and can be automatically assigned to staff at any desired interval. Receiving five required training courses in March can seem daunting, but plans can be set to assign one per month or quarter. In addition, reports can be set to alert staff monthly, quarterly, or annually to show completed courses as well as those who have outstanding assignments.

3. Contact the CIS Learning Center for Help

Once county staff have identified what training is required and how often employees should receive it, the final step is setting up a training plan in the CIS Learning Center. Each plan is highly customized to meet each member’s specific needs.

A customized learning plan allows one to choose which courses to include, set due dates or recurrence intervals, and automate assignments, if desired. CIS can also include items such as internal policies or new hire packet documents for online review along with electronic acknowledgments and tracking reports. There are many custom options available and the CIS team is happy to help find just the right mix to meet a county’s needs.

Contributed by: Bill LaMarche | CIS Public and Member Relations Manager

*Sponsored content provided by AOC Business Partner.

Key Issues Highlighted During CIS’ Annual Strategic Planning Session

Feb 24, 2023 | AOC Business Partner

At the beginning of every year, the CIS Board of Trustees, including AOC Executive Director Gina Firman Nikkel, attend a day and a half strategic planning session to discuss the overall strength of the organization. The board reviews the status of CIS’ strategic initiatives and is presented with professional analysis from independent industry experts who assess the health and strength of CIS. Highlights from the board’s most recent session include: 

• Financial Audit Presentation by Plante Moran, PLLC
• Property/Casualty (P/C) Trust Actuarial presentation by Aon Risk Consultants, Inc.
• Capital Adequacy Assessment for CIS Benefits and P/C Trust by PricewaterhouseCoopers (PwC)
• CIS Collaboration Center Update
• Managing the Risks of Post-Traumatic Stress Disorder (PTSD) in Public Safety
• Reinsurance Markets and Planning

Financial Audit

Plante Moran, one of the nation’s largest accounting firms, verified CIS’ good standing and strong financial footing — giving the organization a clean audit. The firm shared with the board that CIS’ accounting principles are solid (see full audit on CIS’ website). The audit report did provide an overview of the investment losses that CIS faced with the decreased market value from bonds and stocks in 2022 — but CIS weathered these adjustments for unrealized market value changes and maintained extremely solid financials. They concluded that CIS’ finances are appropriately reported, and the organization’s accounting systems are well-organized.

Actuarial Report 

The respected actuarial firm, Aon Risk Consultants, analyzed CIS’ past experiences to evaluate the financial impact of current economic and social trends on future events. Aon’s report helps determine CIS’ funding target for the upcoming fiscal year. The actuaries noted that liabilities related to public safety services were increasingly costly to settle. They also noted an increase in auto liability claims. However, they explained that CIS’ experience with public safety services and auto liability claims followed trends that they noticed with other risk pooling programs across the nation. 

PricewaterhouseCoopers Assesses CIS’ Capital Adequacy 

PricewaterhouseCoopers firm (PwC) provided the CIS Board with a capital adequacy assessment for the CIS Benefits Trusts as well as the Property/Casualty (P/C) Trust during the session. They conducted a formal analysis of capital reserve funding requirements. The analysis was based on the requirements of the Member Equity Policy and considered many internal and external factors including underwriting risk, reserving risk, asset and credit risk, and operational risk. 

PwC’s report found that both CIS’ capital for the Benefits Trusts as well as the P/C Trust is adequate and are in the proper range. This was important because it confirms that CIS has enough funds in reserves to cover catastrophic claims and other financial disruptions — such as the market value declines on investments. 

Collaboration Center Update

The CIS Board provided direction to staff to begin plans for a new Collaboration Center to serve as an office for staff and training center for members and agents. CIS sold its Salem and Tigard office buildings, opened a temporary Wilsonville office, and purchased land in Wilsonville for a future Collaboration Center. 

Plans call for a building with multiple meeting rooms, including a large room that can be used for member/agent training. Staff has selected an owner’s representative, architectural firm, and construction manager/general contractor through request for proposal (RFP) processes. CIS plans to meet with the architectural firm this quarter to kick-off the design process.

Managing the Risks of Post-Traumatic Stress Disorder (PTSD) in Public Safety

In June 2019, Senate Bill 507 passed, making PTSD a presumption for public safety workers (i.e., full-time firefighters, police officers, corrections officers, parole/probation officers, and first responders). CIS supports public safety workers having presumptive claims. CIS’ public safety team is working proactively to prevent PTSD claims by: 

• Providing critical incident grants to public safety personnel and in some cases, non-public safety, to receive mental health services that have a focus on PTSD.
• Providing training around PTSD via Employee Assistance Program (EAP), peer support, and total worker health.
• Developing mental health providers around the state that have a focus on PTSD in public safety or military.
• Including CIS Benefits Director Mike Beyrouty to find ways for the CIS Benefits programs to support PTSD-prevention efforts. 

The purpose of the report was to begin CIS Board discussions on additional services that can help reduce the impact of PTSD. 

Reinsurance Markets and Planning

CIS purchases reinsurance to protect the P/C Trust from catastrophic and high dollar claims.

For property, CIS self-insures the first $500,000 of each claim and offers $600 million of shared limits. For liability, CIS self-insures the first $1 million per claim but offers liability coverage up to $20 million. For cyber, CIS self-insures the first $250,000 of each claim and offers an optional reinsured tier of coverage with limits up to $1.25 million. 

Reinsurance coverage cycles between soft and hard markets. Experts point to missed earnings targets in recent years as evidence that the industry is in a hard market. This means reinsurers have greater bargaining power and can push for higher premiums and restructure terms to their advantage, such as limiting coverage for certain risks or demanding higher retentions (deductibles).

CIS marketed reinsurance coverage to dozens of carriers during 2022 to maintain the best carriers, pricing, and terms to financially back its property and liability programs. Marketing efforts included strengthening partnerships with existing carriers and identifying new carriers to diversify risks and increase capacity.

In this tough environment, CIS’ efforts to build and strengthen its reinsurance partnerships means that they can retain the needed reinsurance despite a hard market. 

Contributed by: Bill LaMarche | CIS Public and Member Relations Manager

*Sponsored content provided by AOC Business Partner.