MVRMA Handbook. Volume I

Transcription

1 1 GO TO WEBSITE FOR UPDATED INFORMATION OR CONTACT CITY'S LIAISON, NANCY GREGORY, FINANCE DIRECTOR. RM 9005-A MVRMA Handbook Volume I Organization and Administration Section 1: General Administration 1:01:01 Mission Statement and Vision Statement 1:02:01 Description, History and Demographic Summary 1:03:01 Goals and Objectives 1:04:01 MVRMA Staff and Board Directory 1:05:01 Organization Chart for MVRMA Member Cities 1:06:01 Directory for Third Party Administrators/ Contractors 1:07:01 MVRMA Committee Assignments and Board Officers 1:07:02 MVRMA Committee Mission Statements 1:07:04 Duties of the Officers of the Association 1:08:01 Board Meetings 1:10:01 Travel and Business Expense Policy 1:11:01 Amended Agreement and By-laws 1:12:01 Personnel & Compensation Policy 1:13:01 Professional Development Policy 1:15:01 AGRIP Glossary of Insurance and Pooling Terms 1:16:01 Record Retention and Disposition Policy 1:17:01 Management Succession Policy 1:17:03 Contingency Plan Interim Program Management Procedures 1:18:01 Public Records Policy 1:19:01 Code of Conduct Policy Section 2: Membership Requirements 2:01:01 Membership Selection Policy 2:02:01 MVRMA Marketing Activities Section 3: Rev. 12/12 Finance 3:01:01 MVRMA Chart of Budgetary Accounts 3:02:01 Budget - Expenditure Summary 3:03:01 Budget - Revenue Summary 3:04:01 Cash and Investment Policy 3:05:01 Loss-Capping Policy 3:07:01 Disposal of Surplus Property Policy 3:08:01 Late Payment Penalty Policy S:\9.0 Risk Management

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4 4 RM 9005-A MIAMI VALLEY RISK MANAGEMENT ASSOCIATION Mission Statement: The mission of the Miami Valley Risk Management Association is to deliver high quality risk management services to its member municipalities in a manner which provides long-term financial stability, minimization of risks and protection of mutual interests. Vision Statement: The vision of the Miami Valley Risk Management Association is to be the premier property and liability insurance pool for member municipalities in Ohio.

5 5 RM 9005-A Description of the Reporting Entity MVRMA is a consortium of municipalities located in southwest Ohio which, beginning in 1988, formed an Association under Section of the Ohio Revised code (ORC) to act collectively in addressing its members risk management and risk financing needs. The Association provides a combination of self-insurance and commercial insurance/reinsurance for its members property/casualty exposures; administers a claims/litigation management program; provides extensive safety/loss control consulting and training; and acts as a clearing house for risk related information and financial reporting services for its members. History of MVRMA The Miami Valley Risk Management Association was incorporated on December 1, 1988, with six (6) charter members, including the Cities of Beavercreek, Kettering, Miamisburg, Vandalia, West Carrollton and Wilmington. MVRMA has now grown to twenty (20) members, with Troy joining in 1989, Montgomery joining in 1990, Springdale joining in 1991, Blue Ash and Wyoming joining in 1992, Indian Hill and Sidney joining in 1993, Madeira joining in 1994, Tipp City joining in 1996, Mason joining in 1997, Piqua joining in 2002 and Englewood, Bellbrook and Centerville joining in Demographic Summary The Association operates in the greater Dayton-Cincinnati area located in southwest Ohio. Membership is open to cities in this region with populations between 5,000 and 65,000. MVRMA s current members are in Clinton, Greene, Hamilton, Miami, Montgomery, Shelby and Warren Counties. The 2010 population of each of these counties is listed below: County Clinton Greene Hamilton Miami Montgomery Shelby Warren Population 42, , , , ,153 49, ,693 Total 1,905,762 When Butler County, Darke County, and Preble County are included, the population base from which MVRMA could conceivably draw increases to more than 2.3 million people. Approximately 35 prospective member cities, with residential populations of 5,000 to 65,000 are located either in these or neighboring counties.

6 6 RM 9005-A MVRMA Goal Statements GOAL STATEMENT #1: LOSS CONTROL REDUCE AND PREVENT MEMBERS LOSSES THROUGH THE ESTABLISHMENT IMPLEMENTATION OF LOSS CONTROL POLICIES, PROCEDURES AND PRACTICES. GOAL STATEMENT #2: AND RISK MANAGEMENT PROVIDE PROFESSIONAL RISK MANAGEMENT SUPPORT, SERVICES, AND TRAINING UTILIZING A VARIETY OF RESOURCES, INCLUDING STAFF AND OUTSIDE CONSULTANTS. GOAL STATEMENT #3: ASSET PROTECTION PROVIDE STABLE INSURANCE PROTECTION BY AGGRESSIVELY SEEKING PREDICTABLE AND COMPETITIVE COST LEVELS, MAINTAINING SUFFICIENT FINANCIAL RESERVES AND PURCHASING REASONABLY-PRICED INSURANCE PRODUCTS. GOAL STATEMENT #4: RECOGNITION OF EXCELLENCE RECOGNIZE THE EFFORTS OF MUNICIPALITIES, DEPARTMENTS, AND EMPLOYEES EXCELLENCE OR INNOVATION IN THEIR RISK MANAGEMENT PROGRAMS AND ACTIVITIES. GOAL STATEMENT #5: FOR COMMUNICATION PROVIDE MEMBERSHIP WITH AN INNOVATIVE MEANS OF COMMUNICATION AS IT RELATES TO RISK MANAGEMENT ISSUES. GOAL STATEMENT #6: MEMBERSHIP DEVELOPMENT EVALUATE OPPORTUNITIES TO SELECTIVELY EXPAND MEMBERSHIP TO INCLUDE PROFESSIONALLY MANAGED MUNICIPALITIES COMPATIBLE WITH THE EXISTING MEMBERSHIP AND WHOSE ADMISSION INTO THE POOL WOULD BE BENEFICIAL TO THE EXISTING MEMBERSHIP. Rev. 12/17/12 1:03:01

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25 25 October 2013 RM 9005-A Miami Valley Risk Management Association 2013 Committee Assignments MS & M P&C Risk Mgmt M. Schlagheck M. Schlagheck M. Schlagheck Ginger Yonak S. Hinshaw T. Moeller Annalee Duganier Mary Mueller Nominating/Awards City Beavercreek (1/0) Bellbrook (5/0) Blue Ash (1/0) Centerville (2/0) Englewood (1/1) Indian Hill (1/0) Kettering (2/1) Madeira (2/0) Mason (1/0) Miamisburg (1/0) Montgomery (2/0) Piqua (1/1) Sidney (1/0) Springdale (1/0) Tipp City (2/0) Troy (2/1) Vandalia (1/0) W. Carrollton (2/1) Wilmington (1/0) Wyoming (2/0) Staff Liaison Records Commission Finance Bill Kucera M. Schlagheck M. Schlagheck Sherry Poppe J. Cooper (Chr) Dave Couch Nancy Gregory N. Gregory (Chr) D. Bruck Jim Hanson Jim Hanson Stacy Wall (Chr) Ginger Adams J. Thamann John Green Sue Knight S. Knight (Chair) Julie Trick Tom Reilly (Chair) Danny Mongold Lynn Tetley Lynn Tetley K. St. Pierre T. Judy Julie Trick Tom Reilly K. St. Pierre T. Judy S. Markworth T. Judy T. Judy Oc 2013 Board Officers Mark Schlagheck, Bellbrook, President Nancy Gregory, Kettering, Vice President Janine Cooper, Englewood, Treasurer Julie Trick, Vandalia, Secretary 1:07:01 K. St. Pierre T. Judy S. Markworth

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124 124 MIAMI VALLEY RISK MANAGEMENT ASSOCIATION Summary of Pool Pool Name: Miami Valley Risk Management Association Type of Pool: Municipal Property/Casualty Initial Operation Date: December 1, 1988 Pool Membership: City of Beavercreek * City of Kettering * City of Miamisburg * City of West Carrollton * City of Wilmington * City of Vandalia * City of Troy (1989) City of Montgomery (1990) City of Springdale (1991) City of Blue Ash (1992) City of Wyoming (1992) City of the Village of Indian Hill (1993) City of Sidney (1993) City of Madeira (1994) City of Tipp City (1996) City of Mason (1997) City of Piqua (2002) City of Englewood (2004) City of Bellbrook (2004) City of Centerville (2004) Coverage Lines Provided: Member Deductible: Pool Shared Losses: Property/Auto Physical Damage Casualty Boiler & Machinery Crime General Liability Commercial Property Boiler & Machinery Builders Risk Automobile Liability Automobile Physical Damage Law Enforcement Professional Liability Crime Employment Practices Liability Scheduled Position Bonds Public Officials' Liability EMT and Paramedic Professional Liability Ohio Stop Gap Employers Liability Fire Fighters' E&O $ 2,500 per occurrence $247,500 per occurrence $500,000 per occurrence $ $347,500 per occurrence $0-47,500 per occurrence determined by type of claim * Charter Member Rev. 12/12 4:02:01

125 125 THE MIAMI VALLEY RISK MANAGEMENT ASSOCIATION Crime Insurance Carrier: A.M. Best Rating: National Union Fire Ins. Co. of Pittsburgh, PA (Chartis) A Term: 1/01/13 to 1/1/14 Coverages Limits of Liability Deductible Employee Theft (Per Loss) $2,000,000 each occurrence $50,000 Forgery or Alteration $2,000,000 each occurrence $50,000 Inside Premises $ 100,000 each occurrence $10,000 Robbery, Safe Burglary $ 100,000 each occurrence $10,000 Computer Fraud $2,000,000 each occurrence $50,000 Funds Transfer Fraud $2,000,000 each occurrence $50,000 Outside the Premises $ 100,000 each occurrence $10,000 Money Orders/Counterfeit Currency $ 5,000 each occurrence $0 3rd Party Credit, Debit or Charge Card Forgery $2,000,000 each occurrence $50,000 Includes Treasurers or Tax Collectors as employees and adds faithful performance of duty for all governmental employees. Deletes exclusion of bonded employees Includes coverage for MVRMA staff and officers Note: Scheduled Position Bonds are available with limits as required by individual city ordinance, charter or other statutory requirement. For any member requiring "all employees" be bonded, the limit for coverage within the MVRMA program will be $2,500 per employee. 4:02:02

126 126 MIAMI VALLEY RISK MANAGEMENT ASSOCIATION Casualty Program MVRMA Self-insured Retention (SIR): $500K each occurrence Reinsurer: A.M. Best Rating: Government Entities Mutual, Inc. (GEM) -$2.5M Excess $500K General Reinsurance Corporation - $7M Excess $3M GEM is a protected cell captive and not currently rated. Gen RE: A++ (Superior) Term: 1/1/13-1/1/14 Coverages Public Entity Liability General Liability Host and/or Liquor Liability Police Professional Automobile Liability EMT and Paramedic Professional Liability Fire Fighters E&O Ohio Stop Gap Employers Liability Employment Practices Liability Public Officials Liability Including Employee Benefits Liability Products/Completed Operations Limits of Liability $10,000,000 Each Occurrence included included included included included included included included subject to $10,000,000 annual aggregate per member included subject to $10,000,000 annual aggregate per member included subject to $10,000,000 annual aggregate per member 4:02:03

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210 210 SPEC Program (Safety Performance Evaluation Checklist) The Safety Performance Evaluation Checklist Program was developed as a tool to be used by member cities, as well as the MVRMA staff, to determine what safety and loss control areas require improvement. It is conducted by a representative from the Loss Control Department of MVRMA s Broker of Record and/or the MVRMA Loss Control Manager, and each City s Safety Coordinator at least once per year as part of a scheduled Site Visit. Documentation of compliance is required as a part of each evaluation. This checklist also helps pinpoint topics that should be addressed in future MVRMA training seminars. The SPEC Program and in particular the subjects being evaluated are reviewed each year by staff and compared with MVRMA s incurred loss history and with the best practices of loss control and risk management to assure this program remains current and pertinent. The MVRMA Loss Control Manager is responsible for assisting members with their individual compliance with the standards of the SPEC Program. In order to support members in complying with the Safety Performance Evaluation Checklist, a SPEC Standards & Commentary document has been developed to define the purpose for each SPEC standard and methods by which a member may achieve compliance with the standard. Many members will far exceed these standards. Beginning in 2007, a standard of at least 80% compliance for those members who have a loss to premium ratio that exceeds 60% was established. If a member city fails to achieve the 80% compliance, based on an average of the last three SPEC scores, and has a loss to premium ratio that exceeds 60%, it will be expected to participate in a two-year improvement plan. This plan will include quarterly loss control visits with MVRMA s Loss Control Manager, progress reports on the deficient areas and a commitment to increase the score for the next formal SPEC audit by 10%. If, during this two-year period, the member attains the 80% compliance rating, no further action will be required. Those member cities that achieve 100% compliance in the program will be exempt from the next year s SPEC audit. However, they will be required to participate in the program the following year. Beginning in 1994, the city with the highest percentage of SPEC compliance received the Excellence in Loss Control award. In 1997 and subsequent years, two awards were conferred, the Ascension Award to the municipality with the most improved overall percentage of SPEC compliance, and the Pinnacle Award to the municipality with the best overall percentage of SPEC compliance. Winners of these awards were as follows: Year Excellence in Loss Control Award 1994 City of Troy 1995 West Carrollton 1996 City of the Village of Indian Hill Rev. 10/10 6:03:02

211 211 Year Pinnacle Award/Ascension Award 1997 West Carrollton/Madeira 1998 West Carrollton/Miamisburg 1999 No evaluation conducted 2000 Troy/Wyoming 2001 Miamisburg, Montgomery & Troy (100% compliance)/beavercreek 2002 Kettering/Wyoming 2003 Troy & Vandalia (100% compliance)/vandalia 2004 Indian Hill, Miamisburg & Montgomery (100% compliance)/piqua 2005 Sidney & Troy (100% compliance)/bellbrook 2006 Englewood & Indian Hill (100% compliance)/centerville 2007 Troy (100% compliance)/centerville 2008 Englewood, Mason, Miamisburg & Sidney (100% compliance)/wilmington 2009 Centerville, Indian Hill, Kettering & Troy (100% compliance)/madeira 2010 Englewood, Mason, Miamisburg, Montgomery, Sidney & West Carrollton (100% compliance)/piqua 2011 Bellbrook, Centerville, Miamisburg, Indian Hill, Montgomery, Troy & Vandalia (100% compliance)/springdale 2012 Wyoming & Sidney (100%)/Beavercreek For the complete SPEC Checklist and Standards, visit the MVRMA website and on the home page, select Loss Control and then Safety Evaluation Checklist (SPEC). Rev. 10/10 6:03:02

212 212 MVRMA Multi-media Library The MVRMA Multi-media Library currently owns and makes available to its members more than 300 videos and DVDs, several CD ROM interactive training programs and an employment law series. The purpose of the library is to provide assistance to members conducting in-house safety and risk management related training. This library covers a broad range of topics which are applicable to most cities. Up to three videos may be checked out for any two week period through the MVRMA website On the home page, select Loss Control for the current Video Library Listings followed by an easy to use online Video/DVD Order Form. Your request will be delivered by mail in 3-5 days. For the convenience of all our members, we ask that you return all borrowed materials as soon as you have completed your training. Funds are budgeted annually for the purchase of additional DVDs and other instructional materials. Recommendations from member cities of topics they would like included are encouraged. Rev. 12/12 6:04:01

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214 214 Training MVRMA now sponsors at least (20) twenty training seminars of general interest to the membership each calendar year. Funds are allocated in the budget so that professional management consultants, risk managers, attorneys and others knowledgeable in the risk management field may be engaged to assist or present the material. Topics for these seminars may be selected as a result of member surveys, SPEC evaluations, regulation changes or any other expressed need of the membership. These seminars are generally open to all MVRMA members and are frequently held in cooperation with the Miami Valley Communications Council and the Center for Local Government. However, an exclusive presentation could be arranged for any MVRMA city with a substantial number of participants. MVRMA also sponsors Heavy Vehicle Drivers Training for employees in our members Fire and Public Works Departments. This program combines classroom instruction with onthe-road experience and is generally offered twice a year. Check the MVRMA website under Training for the upcoming training schedule. Rev. 12/12 6:07:01

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