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HomeMy WebLinkAboutMinutes - Minutes - Risk Management and Worker's Compensation Trust Board - Meeting Date: 8/7/2013 (3) Minutes Risk Management Trust Fund Wednesday, August 7, 2013 - 6:00 PM City Hall - Council Chambers 5850 W. Glendale Avenue Glendale, AZ 85301 Members Present Diane Goke John Stern, President Julie Stiak, Trustee Sandra Oates, Trustee Yvonne Knaack, Vice-Mayor and Trustee Members Absent None Staff Present Dianne Shoemake, Risk Manager Lorena Sanchez, Risk & Safety Analyst Nick DiPiazza, Acting City Attorney 1. Call to Order John Stern called the meeting to order at 6:05 PM. 2. Awards Presentation and Signature of Oaths John Stern presented a plaque honoring Julie Stiak for her service since April, 2006. Dianne Shoemake advised at the City Council June 11, 2013 meeting John Stern was sworn to serve as President through July 24, 2014, Julie Stiak was sworn in as a Trustee to serve until July 24, 2016 and Dianne was sworn in as Ex-Officio until July 24, 2016. 3. Executive Session Yvonne Knaak made a motion to enter into executive session which was seconded by Sandra Oates. Nick DiPiazza provided an update of the claims/lawsuits greater than $50,000. These were Risk Management claim numbers R2009230, R2010172, R2010190, R2010191, R2010292, R2010303, R2010304, R2010461, R2011423, R2012078, R2012287, R2012448 and R2012449. Yvonne Knaack made a motion to leave executive session and Diane Goke seconded. 4. Minutes of April 1, 2013 Risk Management Trust Fund Board Dianne Shoemake presented the minutes to the Board. Diane Goke made a motion to accept the minutes and Yvonne Knaack, seconded. All voted "aye" and the minutes were approved. 5. Discussion of Risk Management Trust Fund 2013/2014 Year End Revenue and Expenses Dianne Shoemake provided a spreadsheet of the Risk Management Trust Fund 2540 for fiscal year 7/1/2012 through 7/1/2013. For the period ending 6/30/2013 total revenue is $2,569,226. Of that amount $10,842 is from interest income, $23,513 is from stadium security fees and $2,534,871 from self-insurance premiums. The total expenses paid from the Fund are $2,655,419. Of that amount $1,773,977 is from payment of claims and $881,442 for payment of professional and contractual fees (brokerage and insurance premiums). The expenses slightly exceeded revenues and claims paid were higher than the previous five fiscal years. When the actuary completed their analysis of revenue and expenses in April 2012, they required a fund balance of$2,028,462 from data extrapolated to June 30, 2012. The fund performed better than expected ending with a fund balance at $2,848,120 or $819,658 above the minimum required. Actuarially the Fund is adequately funded at the 55% level. For the upcoming 2013/2014 fiscal year the amount of insurance premiums charged will be $2,502,006, claims paid are estimated at $1,470,306 and professional and contractual fees paid at $1,001,700. Risk Management has submitted the required data to the actuary for completion of an analysis for the period ending 6/30/2013. Their analysis should be completed within the next 60 days. 6. Discussion of Fiscal Year 2013/2014 Property and Liability Insurance Renewals Dianne Shoemake reported the following information. Annually, Risk Management provides city exposure data to the city's broker, Alliant Insurance Services (Alliant). Risk Management and the Broker evaluate and agree on the types of insurance coverage and amounts needed to protect the city. Alliant takes the information to the insurance market requesting quotations. Quotations are obtained for property, crime, excess workers' compensation, excess liability and airport liability insurance. The total cost of insurance for fiscal year (FY) 2013-14 is $1,166,392. Attached is Renewal spreadsheet that lists each type of coverage, the expiring costs and the renewal premium or estimated premium. ANALYSIS Property Insurance The city's total insured property values are $623,103,500. The insurance program provides $1,000,000,000 in property damage limits. The insurance coverage includes $100,000,000 for boiler and machinery along with providing coverage for city automobiles, cyber/privacy coverage and pollution liability coverage. There was no reduction in the insurance coverage terms for FY 2013-14. The cost of property insurance for FY 2013-14 is $296,640 compared to $230,165 for the prior fiscal year. Dianne provided a Coverage Summary for Property Proposal, Boiler & Machinery Proposal and Cyber Coverage showing a comprehensive list of the coverage's and limits. The city obtained a quotation to insure Jobing.com Arena. Previously, the Arena property manager was responsible for insuring the property under their lease. Previously, the Arena Manager purchased the coverage. The city was prepared to purchase property insurance to cover the arena, if a new arena manager was not hired. The additional cost to provide property insurance for the Arena for FY 2013-14 was $85,940. The City was able to finalize an agreement with a new arena manager and this coverage was not needed. The new arena manager is responsible for purchasing insurance to cover arena property. The city purchases crime insurance which provides protection for the city's money and securities up to $10,000,000 in limits. The cost for crime insurance for FY 2013-14 is $35,419 compared to $23,662 for the previous year. This premium is for a 15 month policy. A Crime Insurance Program Proposal was provided. The expiring policy term was April 1st to April 1st. This made it difficult to market this program as it did not renew with all other coverage's on July 1st. When marketing the program this year, the city asked the carriers to renew the policy in July instead of April. This extended the policy term from April until July or an additional three months. The $35,419 cost for insurance is for a 15 month period rather than a 12 month period. To compare, if the city had renewed the policy for the 12 month term, the cost would have been $28,858. Moving forward, this policy will renew every July 1st along with the other property coverage's. In addition, the city did broaden coverage and lowered the city's deductible to $25,000 per claim. The deductible on last year's policy was $50,000. A summary of the coverage was provided. The City hired Great West to administer a voluntary deferred compensation plan available to city employees. The City's deferred compensation committee oversees Great West to ensure that the plan is administered in accordance with our agreement and in the best interest of city employees. The City purchased fiduciary liability to cover its liabilities. The policy provides coverage for $5,000,000 per occurrence with a $5,000 deductible for $11,644 premium for FY 2013-14. A summary of the coverage was provided. Excess Liability The city's excess liability insurance provides coverage on an occurrence basis including bodily injury, property damage liability, errors and omissions liability, employment practices liability, employee benefit liability, wrongful act or employee benefits wrongful act and products and completed operations hazard. The city purchases a total of $50,000,000 in limits. The city has a $1,000,000 self-insured retention (large deductible). Due to a number of large losses over the past five years and an increase in the market rates the city's premium increased. The FY 2013-14 premiums is $641,500 compared to last year's premium of$607,958. A summary of the coverage and limits was provided. The city purchases a separate airport owners and operators general liability policy with $20,000,000 in limits on an occurrence basis including bodily injury and property damage liability, products and completed operations, personal injury and advertising injury, hangar keepers, non-owned aircraft liability, and fire damage liability. This policy is needed to provide coverage for the airport operations hazards which are not covered in the excess liability policy. There is no self-insured retention and no deductible. The carrier held the premium at $7,800, which is the same as last year. A summary of the coverage was provided. The city also negotiated small property and liability insurance policies to protect the Glendale Historical Society and Glendale Regional Public Safety Training Center (GRPSTC). These policies have small deductibles and limited coverage. The premium for the Historical Society liability policy is expected not to exceed $1,426 (renews in September) and property at $2,440.50, renewed in July. The Historical Society pays the premium. The GRPSTC liability policy does not renew until September 2013 and the city has not gone to the market for renewal quotes at this time. The estimated renewal cost of insurance is $5,999, which is paid by Fire. The GRPSTC policy is necessary to meet financing requirements. 7. Final Results Risk Management Trust Fund Request for Quotations for Actuarial Services, RFQ 13-001 RMD. Dianne Shoemake reported the following information. Risk Management prepared specifications to obtain request for quotations for actuarial services. The specifications asked for the following scope of services. On an as-needed basis, the Consultant will provide an actuarial valuation of its outstanding self-insured liabilities for two lines of insurance 1-liability and 2-workers' compensation. Separate actuarial valuations will be done for each self-insured risk. The Consultant will develop estimated outstanding liabilities and funding rates for future fiscal years. The actuarial valuation must satisfy the requirements of its auditors as well as the Governmental Accounting Standards Board (GASB) #10 requirements and Industrial Commission of Arizona, Title 20, Chapter 5. At the conclusion of each valuation, a written report will be provided that includes an executive summary and technical section with sufficient information to support all conclusions and to facilitate future analysis. The proposers were also asked to provide optional services for evaluating the city's self-insured retention at alternative levels, midyear actuarial reviews and cost allocation plan critique. The request for quotation was sent to seven companies as follows: AON Risk Solutions, GPW and Associates, Wells Fargo Insurance Services, Madison Consulting Group, Milliman, Inc., Tillinghast, Sandy Goldstein& Associates and Tom Garrity. The RFQ was sent on March 28, 2013 and responses were due April 11, 2013. The City received one response from the incumbent, AON Risk Solutions. AON's response was evaluated and they met all the requirements of the RFQ. Risk Management entered into a contract with AON Risk Consultants effective June 10, 2013. The term of the contract is for one year with the option to renew up to four additional one year periods. The total compensation paid to AON Risk Consultants for full completion of all work required by the Project (including any optional services) during the entire term of the Project, which includes the Initial one (1) year term and any subsequent renewals periods for the duration of the contract (five years) will not exceed $49,750. AON Risk Solutions detailed Project compensation is as follows: Consultant shall be paid on an annual basis for services completed in accordance with the Request For Proposal RFQ 13-001 RMD, Section II. Pricing Page. Actuarial Analysis and Report for both Liability and Workers' Compensation on an annual basis, for each fiscal year FY 2013/14 - $6,850 FY 2014/15 - $6,850 FY 2015/16 - $6,850 FY 2016/17 - $6,850 FY 2017/18 - $6,850 The City may request and the Consultant may provide the following optional or additional professional services: (1) - Midyear Actuarial Review at a cost of$3,250 for each fiscal year such work is performed; and (2) - Cost Allocation Plan Critique at a cost of$2,500 for a critique of the City's Liability Allocation and $2,500 for a critique of the City's Workers' Compensation Allocation. City will not be charged any additional fees or costs for overhead charges such as Consultant's telephone, postage and photocopying expenses. Such fees or costs have already been included as components of the Consultant's fixed fee. Likewise, any use tax, or federal or state income or sales tax shall not be separately passed on to the City. A complete copy of the final contract, C8508, was provided to the Trustees for their information. 8. Risk Management Trust Fund Board Accomplishments 2012/2013 A draft Risk Management Trust Fund Board yearend report for fiscal 7/1/2012 through 6/30/2013 was presented to the Trustees by Dianne Shoemake. The report provided innovative and administrative changes made, accomplishments and goals for the upcoming fiscal year. Under the accomplishments, the board added "City Attorney presents the claims/lawsuits estimated to be above $50,000 at each meeting which provides a greater understanding of the exposures facing the City". Under the Goals listed, the board added "Evaluate the budget office cost allocations for insurance premiums charged to city departments". The final report approved by the Trustees is as follows: Innovation: • The Trust Fund Board is meeting a minimum of twice per year or more often as needed rather than annually. • The meetings are now being digitally recorded instead of using a court reporter. This change has significantly reduced the cost of the meetings with an estimated annual savings of approximately $3,000. • Trustees are provided in advance of the meeting, a board book that provides a description of the topics to be discussed, the supporting documentation and staff recommendations. • The Trust Fund Board developed a Trustee reference handbook that contains a listing of trustees with contact information, loyalty oath, trustees insurance bond, RM&WC Trust Fund City Ordinance, CAFR, monthly revenue and expenses report, summary of insurance policies, actuarial reports, prior audit report, minutes from the past two years. Additional reference materials will be added as needed. • Two risk management vehicles returned to equipment management reducing the cost to maintain these vehicles with an estimated annual savings of approximately $3,000. Risk Management staff will use motor pool vehicles as needed. Administrative: • Meetings are being held in city council chambers to allow easier access for public attendance. Accomplishments: • Created policy on transferring funds into and/or out of the RM&WC Trust Funds. • Process developed for periodic updates to Trustees on fund balances, claims payments and settlements and any other material changes. • Transfer of$1,400,000 to WC trust fund from general fund to bring fund balance above the minimum required by the Industrial Commission of Arizona(ICA). The ICA authorized continuation of the self-insurance program. • Risk Manager's insurance consultant license verified and submitted to City Council as required by city code. • Executed new one-year contract for third-party property damage claims repair services not to exceed $75,000. Developed procedure for completion of the repairs, documentation, invoice review and payment in accordance with the contract requirements. • Purchased faithful performance bond covering the Trustees amounting to $10,000 as required by city code. • Developed Claims Settlement Procedure for Releases with the approval of the City Attorney. • Bid and procured Actuarial Services for analysis of the RM & WC Trust funds not to exceed $49,500 for the five-year term of the contract. • City attorney presents claims/lawsuits estimated to be above $50,000 at each meeting which provides a greater understanding of the exposures facing the City. Goals for FY 13-14: • Provide transparent open communication both internally and externally. Trustees will make recommendations to ensure that decisions made are for the benefit and wellbeing of the trusts and City. • Provide recommendations on development of policies and procedures. • Monitor and review the financial stability of the funds and make recommendations to ensure that the trusts are adequately funded. • As directed by the Trustees, Risk Management will provide updates and advise the Trustees of any signification changes in the operation of the trusts, settlements and lawsuits above $50,000. • Evaluate outsourcing of services for cost savings. • Update Risk Management and Workers' Compensation City Code. • Evaluate the budget office cost allocations for insurance premiums charged to city departments. 9. Management Report John Stern asked for an update of the changes to the Risk Management Trust Fund, which was provided by Nick DiPiazza in Executive Session. Dianne Shoemake provided an update of the Risk Management Trust Fund Audit which was completed last year by the audit department. Risk Management is providing the audit department the documentation to show the items have been completed so that the audit items can be closed. 10. Adjournment Sandra Oates made a motion to adjourn the meeting and Julie Stiak seconded. The meeting was adjourned at 7:30 PM. Submitted by: LIC))4A/ Dianne Shoemake Risk Manager Human Resources & Risk Management