Select Committee on Insurance Relations - Property and Casualty

Regular Meeting

Charleston, WV · December 20, 2021

Minutes

MINUTES SELECT COMMITTEE ON INSURANCE AGENT RELATIONS – PROPERTY AND CASUALTY THE MEETING WAS HELD IN COUNCIL CHAMBERS IN CITY HALL. 5:45 P. M., DECEMBER 20, 2021 Joseph Jenkins, Chairperson, called the meeting of the Select Committee on Insurance Agent Relations – Property and Casualty to order at 5:45p.m., December 20, 2021. Committee Members Present: Joseph Jenkins, Chair Bobby Reishman Becky Ceperley Mary Beth Hoover Adam Knauff Jennifer Pharr Shannon Snodgrass Members Absent: None A roll call was taken, and it was determined that a quorum was present. 1. Approval of the Previous minutes for November 11, 2021. Councilmember Reishman motioned to approve the previous minutes. With the members being present having voted in the unanimously in the affirmative, the Chair declared the previous minutes as approved. December 20, 2021 2. Discuss and approve insurance proposal evaluation criteria. Councilmember Jenkins stated that the Members have received a copy of the evaluation criteria. Changes suggested by Councilmember Snodgrass were distributed to the Committee. Councilmember Knauff had a question about #5 of the criteria. City Manager, Jonathan Storage, added that the document was drafted for the insurance writers, not the underwriters. With discussion, the Committee agreed to alter the scoring to 10 points to Stability of the Firm, 45 points for Client Relations and Service and 5 points to Broker/Agent Fees Councilmember Reishman motioned to approve the evaluation criteria to include the amendments and changes to points. With those being present having voted unanimously in the affirmative, the Chair declared the scoring criteria as approved. 3. Updates: Storage added that his office has been working to get all of the data and claims information that the proposers will need. All three of the firms have been a pleasure to work with. Councilmember Reishman motioned to adjourn the meeting. Meeting adjourned. December 20, 2021

Agenda

Packet

CITY OF CHARLESTON West Virginia Council Member – 12th WARD Joseph Jenkins Finance Committee, Chair 839 Gordon Drive Parking Committee, Chair Charleston, West Virginia 25303 Parks and Recreation Committee 304-575-9202 Public Safety Committee joseph.jenkins@cityofcharleston.org AGENDA SELECT COMMITTEE ON INSURANCE AGENT RELATIONS – PROPERTY AND CASUALTY December 20, 2021 5:45 PM COUNICL CHAMBERS, 3RD FLOOR, CITY HALL __________________________________________________________________________________________ APPROVAL OF PREVIOUS MINUTES 11-5-2021 DISCUSSION AND APPROVAL Discuss and approve insurance proposal evaluation criteria. ADJOURN JJ/ns *Meetings may be recorded and broadcast via internet https://charlestonwv.civicclerk.com City Council | 501 Virginia Street, East | Post Office Box 2749 | Charleston, West Virginia 25330 www.charlestonwv.gov | 304.348.8179 | 304.348.8038 fax Page | 1 of MINUTES SELECT COMMITTEE ON INSURANCE AGENT RELATIONS – PROPERTY AND CASUALTY THE MEETING WAS HELD OVER ZOOM AND WAS MADE PUBLIC PER THE AGENDA. 4:30 P. M., NOVEMBER 5, 2021 Joseph Jenkins, Vice Chairperson, called the meeting of the Select Committee on Insurance Agent Relations – Property and Casualty to order at 4:30p.m., November 5, 2021. Committee Members Present: Joseph Jenkins, Chair Bobby Reishman Becky Ceperley Mary Beth Hoover Adam Knauff Shannon Snodgrass Members Absent: Jennifer Pharr A roll call was taken, and it was determined that a quorum was present. 1. Approval of the Previous minutes for September 27, 2021. Councilmember Reishman motioned to approve the previous minutes. With the members being present having voted in the unanimously as affirmative, the Chair declared the previous minutes as approved. November 5, 2021 Page | 2 of 2. To discuss and approve insurance carrier allocations among competing brokerage/agent/producer firms, as mutually agreed to by such firms. Councilmember Jenkins stated that the Members had received a memo form City Manager, Jonathan Storage concerning insurance carrier allocations. He and Storage spoke with the firms, who were agreeable to what underwriters they would go on behalf of the City. They have received confirmation of approval from each firm. It was deemed appropriate that the Committee approve them as well. Councilmember Reishman motioned to approve the allocations. With those members being present having voted unanimously in the affirmative, the insurance carrier allocations were approved. 3. Miscellaneous Councilmember Jenkins added that the City Manager has drafted the scoring process for the final round. The next meeting they have will be to approve the scoring system. The next meeting after that will be to review the proposals. Councilmember Reishman motioned to adjourn the meeting. Meeting adjourned. November 5, 2021 Page | 3 of November 5, 2021 Page | 4 of EVALUATION CRITERIA (200 POINTS POSSIBLE) 1. Approach and Understanding: …………………………………………………… 30 points Proposer will be evaluated on demonstrated understanding of the City’s needs with respect to coverage, as well as the proposer’s ability to establish or market a comprehensive insurance program for the City. 2. Client Relations and Service: Proposer …………………………………………………… 40 points will be evaluated on its ability to offer high levels of customer support, claims management services either internally or through a reputable third-party claims administrator, and reliable and frequent risk management advisement. 3. Best Value Insurance Option: Proposer …………………………………………………… 75 points will be evaluated for providing coverage options that demonstrate the most favorable balance of risk and cost. 4. Broker/Agent Fees: Proposer will be …………………………………………………… 30 points evaluated on total costs, including but not limited to premium costs, placement fees, commissions, claims management fees, insurance consulting fees, and risk management consulting fees. Per the City’s solicitation, the Proposer’s fee must be fixed, comprehensive, and disclosed. 5. Stability of the Firm: Proposer will be …………………………………………………… 25 points evaluated based on its demonstration of corporate management and financial stability. No specific documents are required, but Proposer is encouraged to disclose any information that would support a finding of long-term corporate stability. TOTAL ………………………………………200 points Page | 5 of