2008-03-08 BOD MeetingPUBLIC RISK MANAGEMENT OF FLORIDA
BOARD OF DIRECTORS MEETING
MARCH 14, 2008
CONSENT AGENDA SUMMARY
1. Request Approval of December 14, 2007 Board Meeting Minutes
Background: Meeting Minutes attached
Request Approval of Treasurer's Report as of December 31, 2007
Background: Financial Reports Attached
BoarA Action:
Approved
Denied
Deferred
Other
1. BOARD MEETING MINUTES
12/14/07
PUBLIC RISK MANAGEMENT OF FLORIDA
BOARD OF DIRECTORS MEETING
Terrace Hotel, Lakeland, FL
December 14, 2007
MINUTES
Attendance: Kathy Bennett, City of Avon Park; Vivian Hunter, City of Belle Glade; Steve
Baumgartner, City of Brooksville; Ted Byrd, City of Clewiston, City of Clewiston; Linda
Stilson, City of Crystal River; Jerry Hill, DeSoto County BOCC; Mike Sheppard, City of
Eustis; Phyllis Kirk, City of Fort Meade; Mary Ann Dotson, Glades County BOCC; Jane
Long, Hardee County BOCC; Wayne O'Neal, Hendry County BOCC; Ricky Helms,
Highlands County BOCC; Martin Schless, City of Indian Rocks Beach; Nancy Beelman,
Town of Kenneth City; Lori Beach, Town of Lady Lake; John Litton, City of Lake Mary;
Robert Zega, Lee County Port Authority; Fred Moody, Levy County BOCC; Jane
O'Connor, Town of Longboat Key; Carol Rogers, City of Longwood; Steve Gailbreath,
City of North Port, Sharon Allison, City of Okeechobee; Robbie Chartier, Okeechobee
County BOCC; Dan Hood, City of Oviedo, Shirley Dresch, City of Port Richey; Phil
Wickstrom, City of Punta Gorda, Martin Lange, Sarasota /Manatee Airport Authority;
Mike Eastman, City of Sebring; Mike Bonfield, City of St. Pete Beach; Crissy Bublitz,
City of Tavares; Woody Hubbard, City of Temple Terrace; Peggy Carpenter, City of
Winter Garden; Katrina Bouthot, City of Zephyrhills
Absent: Town of Belleair, City of Gulfport, Holmes County BOCC, City of LaBelle, Town
of Lake Placid, City of Lake Wales, City of Moore Haven, City of New Port Richey, City
of Pahokee, City of Safety Harbor, South Florida Conservancy District, City of South
Pasadena, Sun `n Lake of Sebring Improvement District, City of Wauchula
Chairperson John Litton called the meeting to order at 10:10 a.m. with a quorum
present.
Consent Agenda
1. Request Approval of September 14, 2007 Board Meeting Minutes
2. Request Approval of Treasurer's Report as of September 30, 2007
Carol Rogers made a motion to approve the consent agenda. Dan Hood seconded the
motion and it was unanimously approved.
Regular Agenda
3. Executive Director's Report
A. Request Board Approval to Accept Fee Increase from Allen, Norton &
Blue for Pre - Defense Employment Liability — The Executive Director
advised that PRM began utilizing Allen, Norton & Blue in 1998 for labor
law litigation and no rate increases have been assessed since
inception. A proposal to increase litigation fees was submitted as
follows:
$200.00 /hour effective 10/1/08
$215.00 /hour effective 10/1/09
$230.00 /hour effective 10/1/1
Additionally, effective 10/1/08, when an EEOC or a Florida Human
Rights Commission charge is filed against a PRM member, the fee for
filing the initial position statement will be increased from $1,000.00 to
$1,750.00.
The "hotline" capability will remain for members to contact their
attorneys for guidance at no cost as long as no research or written
response is required. Allen, Norton & Blue will also continue to
sponsor a bi- annual seminar, allowing PRM members attendance at no
charge.
The Executive Director and Executive Committee recommend
acceptance of the proposal. Wayne O'Neal made a motion to
approve the fee increase from Allen, Norton & Blue. Phil Wickstrom
seconded the motion. The motion was unanimously approved.
B. Bonnie Mims Attains IPMA -CP Credential — Recognition was given to
Bonnie Mims who attained the International Public Management
Association Certified Professional designation for Human Resources.
C. 2008 On -Site Property Appraisals —The following members are
scheduled for on -site property appraisals in late 2008 and will be
provided estimated costs for budgeting purposes:
Holmes County BOCC
Town of Lady Lake
City of Lake Wales
Levy County BOCC
City of Oviedo
City of Pahokee
D. Update on A. J. Gallagher Class Action Lawsuit — PRM met the
deadline for filing on the anti -trust settlement. Total Premiums paid
August, 1994 through December, 2005 were over $71 million.
E. Request Board Approval to Accept New PRM Logo — Staff and outside
graphics firms submitted ideas to modernize the PRM logo and
website. Mr. Hood made a motion to approve the new logo.
Mr. Wickstrom reluctantly seconded the motion. By show of hands, the
motion was denied.
F. FEMA Mitigation Funding 404 & 406 Programs — This information item
advised members about FEMA and their public assistance programs.
The Executive Director will have a FEMA representative provide a
presentation if members indicate interest. No interest was given by the
membership for a presentation.
G. PRM Conference at Marco — Hotel Offset — Due to members' budget
constraints, the Executive Director recommended using surplus funds
to pay for one night's hotel accommodation for each Board Member
and Alternate who attends the PRM Conference. Estimated cost for 94
representatives at $129.00 per night room rate is $12,126.00. Jane
Long made a motion to approve the use of surplus funds. Mr. O'Neal
seconded the motion and it was unanimously approved.
H. Change in Banking Relationship — After AmSouth was purchased and
merged with Regions Bank, a representative from Regions advised
that services previously provided by AmSouth on interest bearing
deposit accounts could not be continued. BB &T submitted a proposal
exceeding what's currently offered by AmSouth /Regions Bank. BB &T,
the 12th largest financial holding company in the nation, offers
electronic deposit transactions and will provide PRM .5% cash rebate
on purchasing card transactions. Mr. Furry recommended accepting
the BB &T proposal. He also advised that PRM withdrew funds from
SBA, leaving only $1,000 to maintain an account there. Legal Counsel
confirmed that soliciting requests for quotations are not required in
order to change banks. Steve Gailbreath made a motion to accept the
BB &T proposal and authorize the Executive Director and Treasurer to
execute the required account documents. Mr. O'Neal seconded the
motion and it was unanimously approved.
4. Broker's Report
A. Market Update — Mr. Cooper recapped wind coverage on the property
renewal, indicating an increase to $175 million with an 18% rate
reduction. The broker advised that reinsurer treaties will renew on
January 1st and further reductions are anticipated.
B. Property Policies — Mr. Cooper advised that all policies have been
received and placed on disk for members.
3
C. Loss Development Presentation — The broker provided an analysis of
losses as of June, 2006 and October, 2007, going back to 2001/02.
D. Report on Return of PIP (Personal Injury Protection) — The State
reinstated PIP effective January 1, 2008, however, PRM retained this
coverage during the 3 -month gap.
E. Renewal Application Status — Applications from 44 of 47 members
have been returned to the broker. CBIZ has estimated a 5 -6%
inflationary increase on property.
5. Insurance Advisor's Report
A. Loss Fund and Current Trends — Mr. Tobey advised that the PRM
program is comprised of three specific areas — Insurance Premiums,
Administration Costs, and Loss Fund. The Loss Fund is money that
pays claims within the Self Insured Retention per line of coverage.
The Loss Fund represented 42-48% of the Pool's money last year.
The Insurance Advisor has projected a savings of $3.2 million on
funding of $15 million for losses during the 18 -month period.
B. Property Renewal Trip to Markets — Mr. Tobey will travel to Atlanta
mid - January to meet with CRC, Lexington, RSUI, and Westchester.
C. Personal Lines: Home and Auto Insurance — Does It Make Sense?
The Insurance Advisor contacted State Farm and Allstate with both
companies indicating interest in offering homeowners and auto
insurance to employees. A 16 -month pilot project with two counties
and two cities was suggested. By show of hands, a majority of
members were interested in having the Insurance Advisor pursue this
option.
6. Legal Update — There was no legal information to report.
7. Board Member Items
Mr. Sheppard commended the Executive Director for withdrawing the
Pool's funds from SBA and promptly notifying members.
There was no public comment.
Meeting adjourned at 11:21 a.m.
4
Respectfully submitted,
Judith A. Hearn
Assistant Executive Director
Secretary to PRM Board
JAH:smb
O:\Judy \BD MTGS \Board of Directors Meeting 9 -14 -07
5
PUBLIC RISK MANAGEMENT OF FLORIDA
BOARD OF D 1' CTORS MEETING
DECEMBER 14, 2007 @ 10 :00 A.M. 1 / LAKELAND, FLORIDA
Avon Park, City of
Belleair, Town of
Belle Glade, City of
Brooksville, City of
Clewiston, City of
Crystal River, City of
DeSoto County BOCC
Eustis, City of
Fort Meade, City of
Glades County BOCC
Gulfport, City of
Hardee County BOCC
Hendry County BOCC
Highlands County BOCC
Holmes County BOCC
Indian Rocks Beach, City of
Kenneth City, Town of
Kathy Bennett / S Adelt
J. P. Murphy
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Vivian, Hunter
S&L-4 e
Steve Baumgartn
Ted
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Phyllis Kirk
Robert Giesler
Susan Lee
Patrice Monaco
Margaret Bosack
Laurie Lindsey
Paul Erickson
Ann Isaacs
N cy Bdelman
Danny Weeks
Janet Taylor
John Minor
Monty Merchant
Bert Valery
Muriel H. Whitman
LaBelle, City of
Lady Lake, Town of
Lake Mary, City of
Lake Placid, Town of
Lake Wales, City of
Lee County Port Authority
Levy County BOCC
Longboat Key, Town of
Longwood, City of
Moore Haven, City of
New Port Richey, City of
North Port, City of
Okeechobee, City of
Okeechobee County BOCC
Oviedo, City of
Pahokee, City of
Port Richey, City of
Punta Gorda, City of
Safety Harbor, City of
Michael Boyle
Arlene Tuck
Sandra Davis
Dawn Jackson
Maxine Brantley
Jeff Sutton
.41414
Steve Gailbreath
Lisa Smith
Bill Vance
Jacqueline Soya
Phil Williams
Jacqueline Martin
Melissa Arnold
Sherry Borgsdorf
Sharon Allison
14,1 1-41;i4
Robbie Chartier
Connie Collins
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Shirley Dresch
Brian Whitehall
Dan Hood
61-1,_ 2
Pam Ziegler c
David Drury
Bill Cropsey Alan Zimmet
Sarasota/Manatee Airport Authority
Sebring, City of
South Florida Conservancy
South Pasadena, City of
St. Pete Beach, City of
Sun n' Lake of Sebring
Tavares, City of
Temple Terrace, City of
Wauchula, City of
Winter Garden, City of
Zephyrhills, City of
Jeff Carlson
D. Ron Graydon
James Graham
John Schgssler
Guy /ice°`'
Mike Eastman
Stephanie Sparkenbaugh
Gary Behnke Mike Bonfiel
Crissy Bublitz
Woody Ihubbard
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James Braddock
Frank Gilbert
K trina Bouthot
Lori Tucker Holbrook
Kim D. Leinbach
Rick Moore
SIGN IN SHEET
GUESTS / ADDITIONAL ATTENDEE
♦ ♦ + ♦ DECEMBER 14, 2007
Name
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Entity / Company
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Signature
2. TREASURER'S REPORT
AS OF 12/31/07
PUBLIC RISK MGMT OF FL
BALANCE SHEET
DECEMBER 31, 2007
CURRENT ASSETS
PETTY CASH $ 75.00
OPERATING - BB & T 20,000,000.00
OPERATING - REGIONS 33,210,329.22
A/R MEMBERSHIPS 1,261,109.73
A/R TRADE 3,218.46
A/R - PRM GR HLTH 136,869.21
A/R. CONSULTANT FEE - MEMBERS 3,714.93
A/R- REINSURANCE RECOVERIES (13,289,726.78)
A/R OTHER 2,254.66
A/R -STATE W/C ASSESSMENT (160,194.64)
A/R- APPRAISALS 767.00
A/R - ADDITIONAL INSURANCE 501.21
A/R - SCHOLARSHIP PROGRAM 8,300.00
DUE FROM MEMBERS 1,629,185.00
STATE ADMIN. FUND 1,909.50
TOTAL CURRENT ASSETS 42,808,312.50
PROPERTY AND EQUIPMENT
FURNITURE & FIXTURES 32,847.12
LESS: ACCUM. DEPRECIATION (28,937.41)
OFFICE MACHINES & EQUIPMENT 72,508.70
LESS: ACCUM. DEPRECIATION (33,581.88)
AUTOMOBILE 116,538.79
ACCUMULATED DEPRECIATION (28,240.17)
TOTAL PROPERTY & EQUIPMENT 131,135.15
OTHER ASSETS
PREPAID INSURANCE 5,407,923.29
PREPAID FLOOD INSURANCE 94.49
PREPAID EXPENSES 24,634.79
DEFER MEMBER CONTR - 1987 -89 216,361.62
DEFER MEMBER CONTR- 1989 -90 295,679.00
DEPOSITS 5,665.06
TOTAL OTHER ASSETS
TOTAL ASSETS
LIABILITIES
ACCOUNTS PAYABLE $ 304,796.86
A/P - GALLAGHER/RISX -FACS (3,398,620.32)
FEDERAL TAXES PAYABLE (3,985.71)
PEBSCO PAYABLE (646.08)
A/P EMP LIFE INS (139.34)
A/P - OTHER 4,840.49
A/P - LOSS PREVENTION 14,933.73
ACCRUED VACATION 41,121.55
DEFERRED REVENUE 93,542.46
ADVANCE FROM REINSURER 4,914,159.95
CLAIMS PAYABLE - 1987 -89 8,104.08
CLAIMS PAYABLE - 1990 -91 10,025.38
CLAIMS PAYABLE - 1991 -92 (58,035.87)
CLAIMS PAYABLE - 1992 -93 (39,104.64)
CLAIMS PAYABLE - 1993 -94 37,125.55
CLAIMS PAYABLE - 1994 -95 1,052.95
CLAIMS PAYABLE - 1996/97 30,072.90
CLAIMS PAYABLE - 1997/98 (213,580.25)
CLAIMS PAYABLE - 1998/99 (86,355.40)
CLAIMS PAYABLE - 1999/00 (380,233.23)
CLAIMS PAYABLE - 2000/01 (719,117.65)
CLAIMS PAYABLE - 2001/02 (996,731.03)
CLAIMS PAYABLE - 2002/03 983,916.40
CLAIMS PAYABLE - 2003/04 (3,330,409.39)
CLAIMS PAYABLE - 2004/05 2,373,489.53
CLAIMS PAYABLE - 2005/06 (1,036,426.45)
CLAIMS PAYABLE - 2006/08 13,863,594.98
NONCURRENT CLAIMS PAYABLE (10,529,837.00)
5,950,358.25
$ 48,889,805.90
PUBLIC RISK MGMT OF FL
BALANCE SHEET
DECEMBER 31, 2007
SUSPENSE - CLEARING ACCOUNT 10,529,837.00
TOTAL LIABILITIES 12,417,391.45
CAPITAL
FUND BALANCE
REVENUE IN EXCESS OF EXPENSE
27,113,594.78
9,358,819.67
TOTAL CAPITAL 36,472,414.45
TOTAL LIABILITIES & CAPITAL $ 48,889,805.90
REVENUES
MEMBERSHIP ASSESSMENTS
INTEREST INCOME
MISCELLANEOUS INCOME
TOTAL REVENUES
PUBLIC RISK MGMT OF FL
INCOME STATEMENT
FOR THE THREE MONTHS ENDING DECEMBER 31, 2007
CURRENT MONTH
YEAR TO DATE
$ 4,496,904.67 $ 17,449,873.01
168,163.48 518,394.66
0.00 0.00
4,665,068.15
17,968,267.67
EXPENSES
OFFICERS' SALARIES 10,372.20 33,709.65
OFFICE SALARIES 41,013.64 132,984.49
PAYROLL TAXES 3,425.16 11,072.03
EMPLOYEE RETIREMENT BENEFITS 5,404.87 13,546.50
HEALTH INSURANCE- OFFICER 1,421.16 4,263.48
HEALTH INSURANCE- OFFICE 9,288.12 27,833.97
LIFE INSURANCE- OFFICER 78.30 234.90
LIFE INSURANCE- OFFICE 148.20 444.60
LTD INSURANCE 974.57 2,923.71
APPRAISAL FEE EXPENSE 0.00 1,375.00
AUTO EXPENSE 581.23 3,501.37
AUTOMOBILES - REPLACEMENT 0.00 0.00
TRAVEL EXPENSE 5,081.01 12,760.26
ASSOCIATION MEMBERSHIPS 0.00 435.00
DUES & SUBSCRIPTIONS 260.00 795.00
EDUCATION/TRAINING /CONFER. 2,994.64 3,530.80
OFFICE LEASE 6,190.52 18,571.56
JANITORIAL / CLEANING 0.00 560.00
OFFICE /COMPUTER EQUIPMENT 937.50 9,932.17
APPRAISAL FEE EXPENSE 0.00 1,375.00
AUTO EXPENSE 581.23 3,501.37
AUTOMOBILES- REPLACEMENT 0.00 0.00
TRAVEL EXPENSE 5,081.01 12,760.26
ASSOCIATION MEMBERSHIPS 0.00 435.00
DUES & SUBSCRIPTIONS 260.00 795.00
EDUCATION/TRAINING /CONFER. 2,994.64 3,530.80
OFFICE LEASE 6,190.52 18,571.56
JANITORIAL / CLEANING 0.00 560.00
OFFICE /COMPUTER EQUIPMENT 937.50 9,932.17
TELEPHONE 1,344.98 4,138.66
WEB SITE MAINT. 0.00 0.00
INSURANCE CONSULTANT 18,166.67 54,500.01
GALLAGHER MGMT FEES 96,413.17 289,239.51
GALLAGHER EXCESS INSURANCE 1,454,635.83 4,363,907.49
TOTAL EXPENSES 1,674,776.67 5,041,721.32
REVENUE IN EXCESS OF EXPENSE $ 2,990,291.48 $ 12,926,546.35
PUBLIC RISK MGMT OF FL
EXPENSES TO BUDGET
FOR THE Three MONTHs ENDING December 31, 2007
MONTHLY MONTHLY Y-T -D Y -T -D TOTAL YEAR % of YTD
ACTUAL BUDGET ACTUAL BUDGET BUDGET ACTUAL
SALARY RELATED EXPENSES
OFFICERS' SALARIES 10,372.20 11,236.50 33,709.65 33,709.50 134,838.00 25.00
OFFICE SALARIES 41,013.64 44,431.33 132,984.49 133,294.03 533,176.00 24.94
PAYROLL TAXES 3,425.16 4,206.67 11,072.03 12,619.97 50,480.00 21.93
EMPLOYEE RETIREMENT BENEFITS 5,404.87 5,744.83 13,546.50 17,234.53 68,938.00 19.65
HEALTH INSURANCE - OFFICER 1,421.16 839.08 4,263.48 2,517.28 10,069.00 42.34
HEALTH INSURANCE- OFFICE 9,288.12 11,319.25 27,833.97 33,957.75 135,831.00 20.49
LIFE INSURANCE- OFFICER 78.30 83.67 234.90 250.97 1,004.00 23.40
LIFE INSURANCE- OFFICE 148.20 165.50 444.60 496.50 1,986.00 22.39
LTD INSURANCE 974.57 958.33 2,923.71 2,875.03 11,500.00 25.42
TOTAL SALARY RELATED EXPENSES 72,126.22 78,985.16 227,013.33 236,955.56 947,822.00 23.95
GENERAL EXPENSES
LEGAL FEES 1,617.05 1,250.00 3,441.05 3,750.00 15,000.00 22.94
LEGAL -PRE- DEFENSE 0.00 416.67 0.00 1,249.97 5,000.00 0.00
AUDIT FEES 8,200.00 2,416.63 8,200.00 7,249.97 29,000.00 28.28
ACTUARIAL STUDY 0.00 1,166.67 0.00 3,499.97 14,000.00 0.00
APPRAISAL FEE EXPENSE 0.00 481.25 1,375.00 1,443.75 5,775.00 23.81
AUTO EXPENSE 581.23 400.00 3,501.37 1,200.00 4,800.00 72.95
TRAVEL EXPENSE 5,081.01 2,500.00 12,760.26 7,500.00 30,000.00 42.53
ASSOCIATION MEMBERSHIPS 0.00 166.67 435.00 499.97 2,000.00 21.75
DUES & SUBSCRIPTIONS 260.00 266.67 795.00 799.97 3,200.00 24.84
EDUCATION /TRAINING /CONFER. 2,994.64 2,500.00 3,530.80 7,500.00 30,000.00 11.77
OFFICE LEASE 6,190.52 6,311.33 18,571.56 18,934.03 75,736.00 24.52
JANITORIAL / CLEANING 0.00 316.67 560.00 949.97 3,800.00 14.74
OFFICE /COMPUTER EQUIPMENT 937.50 1,500.00 9,932.17 4,500.00 18,000.00 55.18
TELEPHONE 1,344.98 2,166.67 4,138.66 6,499.97 26,000.00 15.92
COPY MACHINE LEASE 203.00 250.00 406.00 750.00 3,000.00 13.53
REPAIRS & MAINT. - EQUIPMENT 0.00 166.67 0.00 499.97 2,000.00 0.00
OFFICE SUPPLIES 839.60 1,166.67 2,899.69 3,499.97 14,000.00 20.71
NEWSLETTER 0.00 333.33 832.50 1,000.03 4,000.00 20.81
POSTAGE 1,134.62 1,083.33 1,903.96 3,250.03 13,000.00 14.65
PRINTING 0.00 166.67 0.00 499.97 2,000.00 0.00
INSURANCE - FLOOD /GENERAL 0.00 250.00 0.00 750.00 3,000.00 0.00
LOSS PREV EQUIP & SUPPLIES 1,563.80 1,833.33 2,665.42 5,500.03 22,000.00 12.12
MARKETING & PROMOTION 0.00 375.00 0.00 1,125.00 4,500.00 0.00
MEETING EXPENSE 2,596.20 2,008.33 3,576.20 6,025.03 24,100.00 14.84
MISCELLANEOUS EXPENSE 259.13 208.33 1,354.01 625.03 2,500.00 54.16
TRAINING /SEMINAR PRESENTATION 0.00 500.00 0.00 1,500.00 6,000.00 0.00
WEB S111, MAINT. 0.00 566.67 0.00 1,699.97 6,800.00 0.00
INSURANCE CONSULTANT 18,166.67 18,166.67 54,500.01 54,499.97 218,000.00 25.00
TOTAL GENERAL EXPENSES 51,969.95 48,934.23 135,378.66 146,802.57 587,211.00 23.05
TOTAL OPERATING EXPENSES 124,096.17 127,919.39 362,391.99 383,758.13 1,535,033.00 23.61
PUBLIC RISK MANAGEMENT OF FLORIDA
BOARD OF DIRECTORS MEETING
MARCH 14, 2008
REGULAR AGENDA SUMMARY
3. Executive Committee Report
John Litton, Chairperson
A. Discussion of Arthur J. Gallagher's Interference with PRM Business Relationships;
and Termination of Gallagher Bassett Services TPA Contract; and Discussion for
Recommendation to the PRM Group Health Trust for Termination of the Gallagher
Benefits Services Inc. Contract
Mr. Litton will report on the January 30th Executive Committee Meeting.
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PUBLIC RISK MANAGEMENT OF FLORIDA
BOARD OF DIRECTORS MEETING
MARCH 14, 2008
REGULAR AGENDA SUMMARY
4. Insurance Advisor's Report
5. Broker's Report
Glenn Tobey, Tobey & Associates
Andy Cooper, World Risk Management
A. Insurance Renewal, Coverages and Limits
WRM will present the renewal terms and conditions for the April 1, 2008 renewal.
WRM has explored optional Named Windstorm limits for the property. They have
also explored the Workers' Compensation retention and looked at different levels
that would benefit the insurance program.
In addition, WRM has marketed the reinsurance of the Coverage Document and the
Excess Workers' Compensation. They will report on their marketing efforts.
L
PUBLIC RISK MANAGEMENT OF FLORIDA
BOARD OF DIRECTORS MEETING
MARCH 14, 2008
REGULAR AGENDA SUMMARY
6. Executive Director's Report
Ross Furry
A. AGRIP Conference — PRM attendees to the AGRIP Conference in Phoenix, AZ,
from March 15 -19 include John Litton, Jeff Sutton, Jennifer Valdes, Judy Hearn, and
Ross Furry.
B. CSX Railroad Charged with 199 Safety Violations - Attachment
C. Educational Conference Update
D. Request Board Approval of 2008 -09 Administrative Budget
Attached: Proposed Administrative Budget for FY 2008/09
rd Action:
Approved
Denied
Deferred
Other
E. Member Notices to Withdraw 2009
The following have submitted their notice of intent to withdraw effective 3/31/09:
City of Avon Park
City of Brooksville*
City of Clewiston
Lee County Port Authority
City of Port Richey
Sarasota /Manatee Airport Authority
City of Temple Terrace
*submitted notice more than once during 3 -year period
6.B. CSX RAILROAD
CSX Railroad Charged with 199 Safety Violations in 23 States
INSURANCE
JO(JIINAL
National News
CSX Railroad Charged with 199 Safety
Violations in 23 States
January 7, 2008
CSX Transportation has paid nearly $350,000 for federal rail safety violations uncovered during a 23 -state
inspection last year, according to the Federal Railroad Administration.
FRA Administrator Joseph Boardman said the Northeast's largest railroad had made "significant strides" in short-
term improvements after a systemwide FRA inspection in January 2007 that found 3,518 safety defects, including
199 serious violations.
"But CSX cannot make this a one -time fix. The railroad must stay focused and not be distracted from making the
necessary long -term investments in infrastructure, technology, and employees that will strengthen its safety culture
and performance," Boardman said in a statement.
The special FRA inspection of CSX operations was prompted by a series of accidents, including one on Dec. 14,
2006, when a CSX worker was struck and killed by a train at the DeWitt rail yard. Last March, a CSX freight train
derailed near Oneida and several propane tanker cars exploded in a fireball that was visible from miles away. No
one was hurt, but thousands of people were temporarily evacuated from their homes.
The Oneida case was the fifth serious upstate New York accident involving CSX rail cars in a matter of four
months. At the time, federal rail safety officials said the company was not doing enough to address safety
problems.
The government decided to pursue civil penalties in 166 of the 199 serious cases, including two in New York, said
Steve KuIm, a FRA spokesman.
The $349,265 in penalties settled 141 of the violations. The other 25 cases remain open, he said.
Kulm said the fines were not in response to any one specific accident, but addressed the series of accidents CSX
experienced.
U.S. Sen. Charles Schumer, who has called for Congress to hold hearings on CSX and its safety problems, said
the company was allowed off the hook with a small penalty.
"With nearly 200 violations of federal safety and hazardous material regulations, a mere $350,000 in fines for CSX
Corp. is a slap in the face to the communities who suffered from these dangerous derailments," Schumer said.
CSX had no comment about the fines, a spokesman said.
In a statement, the company said it was committed to "continuing its strong safety improvements" through prudent
long -term investments in infrastructure and technology.
Jacksonville, Fla. -based CSX operates a 22,000 -mile rail network, covering 23 states, the District of Columbia, and
two Canadian provinces.
Copyright 2008 Associated Press. All rights reserved. This material may not be published, broadcast, rewritten or
redistributed.
Find this article at:
http:// www.. insurancejournal .coin/news/national/2008/01/07/86133 .htm?print=1 1/8/2008
6.D. 2008/09 ADMINISTRATIVE BUDGET
6.D. Request Board Approval of 2008 -09 Administrative Budget
PRM has been transitioning the program from a October 1st to an April 1st
date since the 10/1/06 renewal. The first phase consisted of an 18 -month
term for the coverage document, reinsurance, Workers' Compensation,
Loss Fund, and TPA services. The second phase consisted of renewing
the Property coverage for a 6 -month term from 10/1/07 to 4/1/08. The
final phase consists of adjusting the PRM Administrative Budget to match
the April 1st renewal.
The current year renewal budget is from 10/1/07 to 9/30/08 and was
approved by the Board in June, 2007. The proposed budget in this
agenda retains the same amounts approved from 4/1/08 to 9/30/08 in the
current budget.
Proposed salary increases for staff in the proposed 10/1/08 to 4/1/09
budget includes an 8% increase for the Executive Director and 6% overall
for staff. The only significant increase in Operating Expense is the $3,000
increase in Auditor's Fees which has been absorbed by reduction of other
items. Overall, Operating Expense has no increase and Personnel
Expense is budgeted at an overall 4% increase.
Based on budget approval, staff increases would be provided 10/1/08.
Executive Director evaluation and increase will be approved at the June
meeting by the Board.
Public Risk Management
Of Florida
Property / Casualty
Final Administrative Budget
FY 04/01/08 -03/31 109
2006/2007 2006/2007 2007/2008 2/15/2008 2008/2009 % Change
STAFFING Budget Actual Budget Actual Proposed
Budget
Officer Salary 124,850 124,787 134,838 50,663 140,232 4%
Office Salary 502,997 502,998 533,176 212,735 549,171 3%
Payroll Taxes 47,624 47,912 50,480 18,219 51,993 3%
Florida Retirement 54,593 66,635 68,938 7,242 71,169 3%
Health Ins. - Officer 8,756 16,909 10,069 7,106 10,673 6%
Health Ins. - Office 118,114 111,112 135,831 46,453 143,981 6%
Life Ins. - Officer 899 930 1,004 392 1,004 0%
Life Ins. - Office 1,792 1,927 1,986 741 1,987 0%
Long Term Disability 11,255 11,379 11,500 4,222 12,063 5%
Total Personnel Budget 870,880 884,590 947,822 347,771 982,273 4% (1)
OPERATING EXPENSE
Legal Fees 6,000 22,048 15,000 10,103 15,000 0%
Pre- defense Legal 5,000 1,827 5,000 0 5,000 0%
Audit Fees 29,000 27,200 29,000 23,200 31,000 7%
Actuarial Study 14,000 14,138 14,000 0 15,000 7%
Appraisal Expense 5,500 2,750 5,775 1,375 5,775 0%
Auto Expense 3,000 5,728 4,800 3,612 4,800 0%
Travel Expense 30,000 56,571 30,000 17,651 30,000 0%
Association memberships 2,000 689 2,000 525 2,000 0%
Dues /Subscriptions 3,200 1,847 3,200 1,042 3,200 0%
Education /Training /Confer. 30,000 22,515 30,000 4,156 30,000 0%
Office Lease 72,129 72,308 75,736 30,953 75,736 0%
Janitorial / Cleaning 3,600 3,831 3,800 1,211 3,800 0%
Office/Computer Equipment 18,000 33,608 18,000 10,605 18,000 0%
Telephone 26,000 20,927 26,000 6,438 26,000 0%
Copy Machine Lease 3,000 2,745 3,000 812 3,000 0%
Repairs /Maint.- Equipment 2,000 1,162 2,000 0 2,000 0%
Office Expense 14,000 14,577 14,000 4,859 14,000 0%
Newsletter 4,000 2,498 4,000 1,665 4,000 0%
Postage 12,000 11,174 13,000 2,502 13,000 0%
Printing 1 2,000 392 2,000 90 2,000 0%
Insurance -Flood /General 3,000 1,000 3,000 0 3,000 0%
Loss Prevention Expense 22,000 13,270 22,000 6,262 22,000 0%
Marketing & promotion 4,500 5,430 4,500 1,218 4,500 0%
Meeting Expense 24,100 18,834 24,100 3,576 24,100 0%
Miscellaneous Expense 2,500 3,048 2,500 1,622 2,500 0%
Training /Seminar Presentation 6,000 76 6,000 0 4,000 -33%
Web Site Maintenance 6,800 6,800 0 4,800 -29%
Hurricane Expense 0 0 0 0 0%
Non - Budget -Board Approval 0 0 0 0 0%
Total Operating Expense
353,329 360,193 369,211 133,476 368,211 0%
Total Admin. Budget 1,224,209 1,244,783 1,317,033 481,247 1,350,484
Computer Replacement Reserve 7,000 7,000 15,000 7,500 15,000
Auto Replacement Reserve 24.000 24.000 30.000 15.000 30.000
Admin Budget with Reserves 1,255,209 1,275,783 1,362,033 503,747 1,395,484
Group Heaath Admin. Transfer - 143,480 - 71,742 - 143,480
Admin Budget with Gr. Hith. Credit 1,255,209 1,275,783 1,218,553 432,005 1,252,004
Insurance Consultant 218,000 90,833 218,000
Admin Budget with Ins. Consultant 1,255,209 1,275,783 1,436,553 522,838 1,470,004
3%
3%
3%
2%
(1) All personnel budget increases are effective 10/01/08 and represent 6 months of PRM's annual costs for FY 10/01/08 to 09/30/09.
2/22/2008 4./
2008/09 Salary Budget
EXECUTIVE DIRECTOR
Salary
Payroll Taxes
Pension / ICMA
Health Insurance
Life Insurance
Totals
ASST. EXECUTIVE DIRECTOR
Salary
Payroll Taxes
Pension / FL Retirement
Health Insurance
Life Insurance
Totals
ACCOUNTANT
Salary
Payroll Taxes
Pension / FL Retirement
Health Insurance
Life Insurance
Totals
CLAIMS & ADMIN. ASSISTANT
Salary
Payroll Taxes
Pension / FL Retirement
Health Insurance
Life Insurance
Totals
SR. LOSS PREV. CONSULTANT
Salary
Payroll Taxes
Pension / FL Retirement
Health Insurance
Life Insurance
Totals
2007 -2008 8% Increase 6 Months
Current Proposed 3/31/08 - 9/30/08
134,838 10,787
10,125 608
16,421 1,308
10,069 1,208
1,004 0
172,457 13,911
67,419
5,063
8,211
5,035
502
86,229
2007 -2008 6% Increase 6 Months
Current Proposed 3/31/08- 9/30/08
83,655 5,019
6,399 384
8,240 494
21,370 2,564
312 0
119,976 8,462
41,828
3,200
4,120
10,685
156
59,988
2007 -2008 6% Increase 6 Months
Current Proposed 3/31/08- 9/30/08
65,655 3,939
5,022 301
6,467 388
19,524 2,343
246 0
96,914 6,972
32,828
2,511
3,234
9,762
123
48,457
2007 -2008 6% Increase 6 Months
Current Proposed 3/31/08 - 9/30/08
37,237 2,234
2,847 171
3,668 220
19,524 2,343
138 0
63,414 4,968
2007 -2008 6% Increase
Current Proposed
90,147 5,409
6,895 414
8,879 533
10,069 1,208
335 0
116,325 7,564
18,619
1,424
1,834
9,762
69
31,707
6 Months
3/31/08-9/30/08
45,074
3,448
4,440
5,035
168
58,163
6 Months
10/1/08-3/31/09
72,813
5,366
8,865
5,639
502
93,184
6 Months
10/1/08-3/31/09
44,337
3,391
4,367
11,967
156
64,219
6 Months
10/1/08-3/31/09
34,797
2,662
3,428
10,933
123
51,943
6 Months.
10/1/08-3/31/09
19,736
1,509
1,944
10,933
69
34,191
6 Months
10/1/08-3/31/09
47,778
3,654
4,706
5,639
167
61,944
12 Months
4/1/08-3/31/08
140,232
10,429
17,075
10,673
1,004
179,413
12 Months
4/1/08-3/31/08
86,165
6,591
8,487
22,652
312
124,207
12 Months
4/1/08-3/31/08
67,625
5,173
6,661
20,695
246
100,400
12 Months
4/1/08-3/31/08
38,354
2,932
3,778
20,695
138
65,898
12 Months
4/1/08-3/31/08
92,851
7,102
9,146
10,673
335
120,107
All personnel budget increases are effective 10/01/08 and represent 6 months of PRM's annual costs for FY 10/01/08 to 09/30/09.
2/22/2008
2/22/2008
LOSS PREV. CONSULTANT
Salary
Payroll Taxes
Pension / FL Retirement
Health Insurance
Life Insurance
Totals
UP ADMINISTRATIVE ASSISTANT -I
Salary
Payroll Taxes
Pension / FL Retirement
Health Insurance
Life Insurance
Totals
UP CONSULTANT -EMP. PRACTICES
Salary
Payroll Taxes
Pension / FL Retirement
Health Insurance
Life Insurance
Totals
CLAIMS MANAGER
Salary
Payroll Taxes
Pension / FL Retirement
Health Insurance
Life Insurance
Totals
Total Officer Salary
Total Office Salary
Total Payroll Taxes
Total Retirement
Total Officer Hlth Ins
Total Office Hlth Ins
Total Officer Life Ins
Total Office Life Ins
Total Payroll Expense
Total Long Term Disab Ins
Total Staffing Expense
2007 -2008 6% Increase
Current Proposed
80,558 4,833
6,162 370
7,935 476
21,370 2,564
301 0
116,326 8,244
6 Months
3/31/08-9/30/08
40,279
3,081
3,968
10,685
151
58,163
2007 -2008 6% Increase 6 Months
Current Proposed 3/31/08 - 9/30/08
38,655 2,319
2,958 177
3,808 228
6,084 730
145 0
51,650 3,455
2007 -2008 6% Increase
Current Proposed
73,034 4,382
5,157 309
7,194 431
18,891 2,267
272 0
104,548 7,390
19,328
1,479
1,904
3,042
73
25,825
6 Months
3/31/08-9/30/08
36,517
2,579
3,597
9,446
136
52,274
2007 -2008 6% Increase 6 Months
Current Proposed 3/31/08- 9/30/08
64,235 3,854
4,914 295
6,327 380
18,999 2,280
238 0
94,713 6,809
2007 -2008 6% Increase
Current Proposed
134,838 10,787
533,176 31,991
50,479 3,029
68,939 4,459
10,069 1,208
135,831 16,300
1,004 0
1.987 0
936,323 60,384
11,500 2,251
947,823 62,635
32,118
2,457
3,164
9,500
119
47,357
6 Months 12 Months
10/1/08- 3/31/09 4/1/08- 3/31/08
42,696
3,266
4,206
11,967
151
62,285
6 Months
10/1/08-3/31/09
20,487
1,568
2,018
3,407
73
27,552
6 Months
10/1/08-3/31/09
38,708
2,733
3,813
10,579
136
55,969
6 Months
10/1/08- 3/31/09
34,045
2,604
3,353
10,639
119
50,761
82,975
6,347
8,173
22,652
301
120,448
12 Months
4/1/08-3/31/08
39,815
3,047
3,922
6,449
145
53,377
12 Months
4/1/08- 3/31/08
75,225
5,312
7,410
20,024
272
108,243
12 Months
4/1/08- 3/31/08
66,162
5,061
6,517
20,139
238
98,117
67,419 72,813 140,232
266,588 282,583 549,171
25,240 26,754 51,993
34,470 36,699 71,169
5,035 5,639 10,673
67,916 76,065 143,981
502 502 1,004
994 994 1,987
468,162 502,048 970,209
5,750 6.313 12,063
473,912 508,361 982,272
All personnel budget increases are effective 10/01/08 and represent 6 months of PRM's annual costs for FY 10/01/08 to 09/30/09.
2007/08 Budget Expenses
Legal Fees
Anticipated need for legal advice - public meetings, by -laws
Sunshine Laa - Includes new retajner for legal council
No increase
Pre - defense - Legal
Member usage & retainer fee for A.N.B.
No Increase
Audit Fees
Yearly CPA audit & related legal & printing expenses
7% Increase
Acturial Study
Yearly actuarial study & report
7% Increase
Appraisal Expense
Software & related updates for members
No increase
Auto Expense
General maintenance & repairs - Oil changes,
Tune -ups, Tires & Car wash, AAA Coverage.
no increase
Travel Expense
Gas, Lodging, Meals, Air fare
Approx. 25% Exec. Dir., 60% Loss Prev.,15% Claims
No Increase
Association Memberships
Annual Renewals - Includes professional dues /memberships
No Increase
Dues / Subscriptions
Annual Renewals - Includes office & trade publications
No Increase - Allows for subscriptions to selected local
newspapers of members.
No Increase
Education / Training / Conference
National PRIMA - (2) - $6,000 State PRIMA - (4) - $2,000
PRIMA -Pool Trustees - (7) - $11,000 AGRIP -Pool Admin. - (1) - $2,000
Amer. Soc. of Safety Engineers - (2) - $4,000 FPPA - $2,000
No Increase
Office Lease
Increase per lease agreement percentage
Janitorial / Cleaning
Weekly cleaning service, pest control & carpet shampoo
No increase
Office / Computer Equipment
Software, Strato Net Internet Connection
Web Site Design, System maintenance.
No increase
Electric
Office electricity expense
Combined with rent expense
Water / Trash
City water, sewer & trash collection
Combined with rent expense
15,000
5,000
31,000
15,000
5,775
4,800
30,000
2,000
3,200
30,000
75,736
3,800
18,000
0
0
2/22/2008
Page 1
Telephone
Phone system hardware rental, Three cell phones,
Local service & ISDN & Long Distance service with incoming
Toll -free (800) service
No increase
Copy Machine Lease & Supplies
No increase.
26,000
3,000
Repairs /Maint. - Equipment 2,000
Computer & related equipment repair + misc. "handy-
man" office repairs
No increase.
Office Expense 14,000
General office supplies, binders, paper products,etc.
No increase.
Newsletter 4,000
Quarterly newsletter for members, associates & prospects
No increase.
Postage 13,000
Pitney Bowes rental, postage, FedEx, etc.
Printing 2,000
Invoices, letter head, envelopes, etc.
No increase.
Insurance - Flood /General 3,000
Office flood, travel, liability, etc.
No increase
Loss Prevention Expense
Training videos & testing equipment
Computer Projection Equipment
Loss Prevention Programs
No increase
Marketing & Promotion
Member retention /Prospect Expenses
Annual Conference promotional items
No increase
Meeting Expense
4 - Quarterly Board Meetings -Room, equip., breakfast
and luncheon for all members - $7,400
4 - Executive Committee Meetings- Meeting room & refreshment - $2,200
3 - Committee Meetings - Meeting room & refreshment - $1500
1 - Underwriters Meeting - $13,000
No increase
22,000
4,500
24,100
Miscellaneous Expense 2,500
Off -site storage & incidental expense & fees
No increase
Training /Seminar Presentation 4,000
Sexual Harassment, Claims Training, Legal Seminars, etc.
33% Decrease
Web Site Maintenance
Annual AGOS contract for web site hosting
29% Decrease
Total Operating Expense:
Auto Replacement Reserve
Four Vehicles @ $7,500
Computer Replacement Reserve
Total Replacement Expense:
4,800
368.211
30,000
15,000
45 ,000
2/22/2008
Page 2
Officer Salary 164,832
Applicable percentage of increase
Office Salary 565,611
Applicable percentage of increase
Payroll Taxes
Applicable percentage based on saleries 51,993
Employee Retirement 71,169
12.13% of salary amount - officer
9.85% of salary amount- office
Officer Health Insurance
Applicable Coverages 10,673
Office Health Insurance 143,981
Applicable Coverages
Officer Life Insurance 1,004
Applicable rate based on two times salary
Office Life Insurance 1,987
Applicable rate based on one times salary
Long Term Disability 12,063
Applicable rates based on age & salary
Total Salary Compensation: 1,023,313
(41,040) ** Less Health Compensation
Total Personnel Expense: 982.273
Total Expense with Reserves: 1.395"4
* All personnel budget increases are effective 10/01/08 and represent 6 months of PRM's
annual costs for FY 10/01/08 to 09/30/09.
** Officer compensation direct from the Health Trust is not an expense to the
P & C Pool, but is provided to show total compensation paid to participants.
2/22/2008
Page 3
PUBLIC RISK MANAGEMENT OF FLORIDA
BOARD OF DIRECTORS MEETING
MARCH 14, 2008
REGULAR AGENDA SUMMARY
7. Chairperson's Item
A. Executive Director Evaluation
John Litton, Chairperson
The Board of Directors is responsible each year for the annual performance
evaluation of the Executive Director. The annual review provides the basis for any
merit increase awarded by the board which would be effective October 1st
The performance appraisal is a two -tier process that includes an evaluation by each
member along with a more thorough evaluation by the Executive Committee. The
latter is due to their generally having more interaction with the Executive Director and
observation in dealing with policy issues for the pool as a whole.
Evaluation forms will be e- mailed at the end of March and are to be returned to Judy
Hearn by April 25th
8. Legal Update Donovan Roper, Esquire
A. 2009 Federal Law Changes on Medicare Set Asides and CMS Approval
Mr. Roper will review the summary on Medicare Set Asides and CMS approval being
necessary in civil liability claims and lawsuits for Medicare - eligible plaintiffs and
claimants, and also being applicable not only to liability carriers, but also self -
insureds. Attachment
B. Public Records Requests
ROGER e ROWER, W.A.
Donovan A. Roper, Esquire
Teresa S. Roper, Esquire
Andrew I. Dayes, Esquire
Heather A. Macre, Esquire
Sophia E. Langley, Esquire*
* Of Counsel
Cynthia A. Todd, Paralegal
ATTORNEYS AT LAW
116 North Park Avenue
Apopka, Florida
February 19, 2008
Mr. Ross Furry
PRM
3434 Hancock Bridge Parkway, Suite 203
N. Ft. Myers, FL 33903
RE: PRM -SCHIP Extension Bill's New Changes
to Claim Settlement Requirements
Dear Ross:
Telephone: 407-884-9944
Facsimile: 407 -884 -4343
E -Mail: email @roperandroper.com
Web: www.roperandroper.com
Satellite Offices in Palatka, Florida
Federal law recently changed dramatically with regard to Medicare Set Aside
requirements in future third party liability, no -fault insurance and worker's
compensation claims for both third party liability carriers and self- insurers. President
George W. Bush, on December 27, 2007, signed Senate Bill 2499, or the "Medicare,
Medicaid and SCHIP Extension Act of 2007." The Bill, sponsored by Senator Chuck
Gassley (D- Iowa), passed both the House and Senate before signing by President
Bush. The main focus of the bill is providing funding for state sponsored children's
health insurance funds. A copy of this Bill is enclosed.
However, Section 111 (8) of this Bill has major ramifications for all future
liability insurance, self- insurance, no fault insurance and worker's compensation
claims nationwide. This section creates a reporting requirement which mandates
that, for all settlements entered into on or after July 1, 2009, after a settlement or
verdict is reached, liability carriers and self - insurers are required to determined the
Medicare status of all Clamaints /Plaintiffs. If the Claimant /Plaintiff is Medicare -
eligible (i.e. over 65 years of age or under 65 years of age but suffering from a
disability), the liability insurer or self - insurer must then notify the Federal Secretary
of the Department of Health and Human Services /Center for Medicare and Medicaid
Services ( "CMS ") of the Claimant /Plaintiffs status and identifying information,
including name. The Secretary will then decide whether to approve the settlement by
examining the coordination of benefits. If reporting is not done in a timely manner,
liability insurers face a penalty of $1,000.00 per day. At this time, there are no further
details as to the information that needs to be included in this report or how this
report should be submitted. We will continue to watch this issue. We believe that the
procedure followed to date in all worker's compensation claims, in which one has to
coordinate and then fund a Medicare Set Aside will likewise be followed.
The Bill is intended to recoup costs associated with Claimants /Plaintiffs who
are injured and, post settlement or verdict, rely upon Medicare for future health care.
CMS will not recognize a settlement to a Medicare - eligible Claimant/Plaintiff that
does not provide for medical care. As you may know, the worker's compensation field
has had to comply with similar requirements for quite a while, leading to the
development of Medicare Set Asides, or MSA's, which are funded by the liability
insurer when settlements are awarded to Claimants who are, or will become within
30 months, Medicare eligible, or if the settlement is over $250,000.00.
Essentially, due to this Bill, CMS will now be able to require MSA's on all types
of settlements if the recipient is Medicare - eligible or already a Medicare beneficiary.
CMS may also require an MSA if the settlement or verdict is over a certain threshold
amount, such as the $250,000 requirement that is currently effective in worker's
compensation cases, but this has yet to be determined. See internet web address:
http: / /s2kmblog.typepad. com/rethinking_structured_set /2008/01 /medicare -
medica.html. CMS has not, to date, released any official memos to this effect or
setting a floor beyond which MSA's will be required for third party liabiltiy and no
fault cases involving both insurers and self - insurers. Still, such information should be
forthcoming. The SCHIP Extension Bill also makes clear that if Medicare is required
to pay a bill that a liability insurer should have paid, the damages can be up to two
times the original bill.
This, of course, will have to be taken into account when we draft settlements
reached on or after July 1, 2009. We will continue to monitor this issue, particularly if
CMS produces guidelines for what reporting information is required, how it should be
submitted and/or the amount that triggers the funding of MSA's. As we already
handle worker's compensation claims, we are quite familiar with the MSA process
and the companies which provide MSA estimates and will be able to transition
accordingly. Also, please bear in mind that this issue is brand new and, as a result,
details are scant. We will provide updates to this information as available.
If you have any questions, or wish to discuss this information further, please do
not hesitate to contact me. With my best regards, I remain
Very truly yours,
DONOVAN A. ROPER
DAR:HM
Enclosure
PUBLIC RISK MANAGEMENT OF FLORIDA
BOARD OF DIRECTORS MEETING
MARCH 14, 2008
REGULAR AGENDA SUMMARY
\ f >°'
9. PPO Network for the PRM Workers' Compensation }
Managed Care Arrangement Mara Roth, Account Executive, Genex Services
Ms. Roth will present a recommendation to change to the Rockport network, who has
agreed to develop a customized PPO network that would be unique to PRM. Increased
savings will be realized by utilizing providers within the network. See attachment.
10. Board Member Items John Litton, Chairperson
A. Election of Officers — June Board Meeting — The term of office for Chairperson and
Treasurer expire 9/30/08. Individuals interested in serving in either capacity for the
2 -year term, beginning 10/1/08, should submit their bios to the PRM office by May 1.
Nominations from the floor will also be taken. Elections will be held at the June 6th
Board Meeting.
The next meeting will be held on June 6th during the Annual Conference at Marco
Island.
Public Comment: Discussion must be limited to a maximum of five (5) minutes per person.
Adjourn
Solving the Cost /Care Equation
GENEX currently provides a managed care arrangement to Public Risk Management by
utilizing the First Health Network. A "Provider network" means a comprehensive panel of
health care providers and health care facilities who have contracted directly or indirectly
with an insurer to provide appropriate remedial treatment, care, and attendance to injured
workers in accordance with this chapter.
This PPO network provides the mechanism for assuring that covered employees receive all
initial covered services from a primary care provider participating in the provider network,
except for emergency care.
Under Florida statutes, A Workers' Compensation Managed Care Arrangement may use an
existing provider network, construct its own network by contracting with and credentialing
providers, or customize an existing network to meet its needs as long as the provider
network meets the Agency for Health Care Administration's minimum travel time and
provider content requirements.
Our current PPO network does not offer the option to create a customized network;
however, GENEX would like to recommend a change to the Rockport network who has
agreed to develop a customized network that would be unique to PRM. There is an
associated fee of $3000 per year which includes the semi - annual filings that would need to
be sent to AHCA, maintenance of the network, unique look up of the PRM providers.
Under a current analysis of the PPO providers being utilized by PRM members, there are 5
members who are currently using out of network providers for their initial point of entry
providers. The providers for those members will also need to be nominated for the
Rockport network.
BENEFITS OF A CUSTOMIZED NETWORK:
.46 Able to carve out providers who have not met the needs of Public Risk Management
(especially on the presumption cases)
.i. More aggressive nomination process to get additional providers into the network
Provider Referral service which will be a benefit in locating providers, resolving issues
of requests for pre -pays, resolving issues of quality of care, etc.
4 Able to remove providers upon request
.i Increase the amount of PPO reductions (for July 07 to Dec 07, we processed 5473
bills for PRM of which 4000 bills penetrated the PPO network or 73.09 %. We
obtained actual PPO reductions of $156,927 or 4.38 %. We would look to increase
that PPO reduction to 7% to 10%
4 Additional savings to the program by utilizing providers who have been selected to
be in the network and removing the opportunity for claimants and plaintiff attorney's
to use providers who have been unfavorable to PRM.
PUBLIC RISK MANAGEMENT OF FLORIDA
BOARD OF DIRECTORS MEETING
Terrace Hotel
Lakeland, FL
March 14, 2008
AGENDA
10:00 am Call To Order John Litton, Chairperson
Consent Agenda
1. Request Approval of December 14, 2007 Board Meeting Minutes
2. Request Approval of Treasurer's Report as of December 31, 2007
Any Board Member may request to have an item removed from the Consent Agenda and placed on the
Regular Agenda for further discussion.
Regular Agenda
3. Executive Committee Report John Litton, Chairperson
A. Discussion of Arthur J. Gallagher's Interference with PRM Business Relationships; and
Termination of Gallagher Bassett Services TPA Contract; and Discussion for
Recommendation to the PRM Group Health Trust for Termination of the Gallagher
Benefits Services Inc. Contract
4. Insurance Advisor's Report Glenn Tobey, Tobey & Associates
5. Broker's Report Andy Cooper, World Risk Management
A. Insurance Renewal, Coverages and Limits
6. Executive Director's Report Ross Furry, Executive Director
A. AGRIP Conference
B. CSX Railroad Charged with 199 Safety Violations
C. Educational Conference Update
D. Request Board Approval of 2008 -09 Administrative Budget
E. Member Notices to Withdraw 2009
7. Chairperson's Item
A. Executive Director's Evaluation
John Litton, Chairperson
8. Legal Update Donovan Roper, Esquire
A. 2009 Federal Law Changes on Medicare Set Asides and CMS Approval
B. Public Record Requests
9. PPO Network for the PRM Workers' Compensation
Managed Care Arrangement Mara Roth, Account Executive, Genex Services
10. Board Member Items
A. Election of Officers — June Board Meeting
Public Comment: State full name and address. Discussion must be limited to a maximum of five (5)
minutes per person.
Adjournment
Luncheon immediately following
PUBLIC RISK MANAGEMENT OF FLORIDA
BOARD OF DIRECTORS MEETING
Terrace Hotel
Lakeland, FL
March 14, 2008
AGENDA
10:00 am Call To Order John Litton, Chairperson
Consent Agenda
1. Request Approval of December 14, 2007 Board Meeting Minutes
2. Request Approval of Treasurer's Report as of December 31, 2007
Any Board Member may request to have an item removed from the Consent Agenda and placed on the
Regular Agenda for further discussion.
Regular Agenda
3. Executive Committee Report John Litton, Chairperson
A. Discussion of Arthur J. Gallagher's Interference with PRM Business Relationships; and
Termination of Gallagher Bassett Services TPA Contract; and Discussion for
Recommendation to the PRM Group Health Trust for Termination of the Gallagher
Benefits Services Inc. Contract
4. Insurance Advisor's Report Glenn Tobey, Tobey & Associates
5. Broker's Report Andy Cooper, World Risk Management
A. Insurance Renewal, Coverages and Limits
6. Executive Director's Report Ross Furry, Executive Director
A. AGRIP Conference
B. CSX Railroad Charged with 199 Safety Violations
C. Educational Conference Update
D. Request Board Approval of 2008 -09 Administrative Budget
E. Member Notices to Withdraw 2009
7. Chairperson's Item
A. Executive Director's Evaluation
John Litton, Chairperson
8. Legal Update Donovan Roper, Esquire
A. 2009 Federal Law Changes on Medicare Set Asides and CMS Approval
B. Public Records Requests
9. PPO Network for the PRM Workers' Compensation
Managed Care Arrangement Mara Roth, Account Executive, Genex Services
10. Board Member Items
A. Election of Officers - June Board Meeting
Public Comment: State full name and address. Discussion must be limited to a maximum of five (5)
minutes per person.
Adjournment
Luncheon immediately following
Driving Directions from 55 SE 3rd Ave, Okeechobee, FL to 329 E Main St, Lakeland, FL
Page 1 of 2
Mama always
says..
A: 55 SE 3rd Ave, Okeechobee, FL 34974 -2903
Mal 1: Start out going NORTH on SE 3RD AVE toward FL -70.
2: Turn LEFT onto FL -70.
60
END
3: Turn RIGHT onto N PARROTT AVE /US -441 N /FL -15 N. Continue to follow US -441 N.
4: Turn SLIGHT LEFT onto FL -60 W.
5: Turn LEFT onto E VAN FLEET DR /US -98 N /FL -35 N /FL -60 W /FL -700 N.
0.0 mi
0.1 mi
33 mi
61 mi
0.6 mi
6: Turn RIGHT onto N BROADWAY AVE /US -98 N /FL -35 N /FL -700 N. Continue to follow US -98 N /FL -35 N /FL-
700 N.
7: Turn SLIGHT LEFT onto E MAIN ST /US -92 BR /US -98 BR /CR -542.
8: End at 329 E Main St Lakeland, FL 33801 -5046
Estimated Time: 2.0 hours 5 minutes
B: 329 E Main St, Lakeland, FL 33801 -5046
12 mi
0.6 mi
Estimated Distance: 107 miles
Total Time: 2.0 hours 5 minutes Total Distance: 107 miles
http: / /www.mapquest.com/ maps /55 +SE+ 3rd+ Ave+ Okeechobee +FL+ 34974 - 2903 /329 +E +Main +St +Lake... 3/13/2008
Terrace Hotel
329 E. Main Street
Lakeland, FL 33801 -5046
Phone: 863 - 688 -0800
Toll-Free: 888 - 644 -8400
Directions from Tampa
1 -4 East toward Orlando
Exit 28 Memorial Blvd. (approx. 3.5 mi.)
Right on Massachusetts Ave. (approx. 1 mi.)
Hotel is located at the corner of Main St. & Massachusetts Ave.
Directions from Orlando
1 -4 West toward Tampa
Exit 33, State Road 33
Continue South (approx. 4 mi.)
(SR 33 changes name to Lakeland Hills Blvd., then Massachusetts Ave.)
Hotel is located at the corner of Main St. & Massachusetts Ave.
Directions from Ft. Myers
1 -75 North to Exit 164 (old Exit 29), US Route 17 North
Follow 17 North to Bartow, turn left on US Route 98
Follow 98 North into town, turn left on Main Street and follow around the lake to the
hotel, located at the corner of Main St. & Massachusetts Ave.
Complimentary valet parking at hotel.
PUBLIC RISK MANAGEMENT OF FLORIDA
3434 Hancock Bridge Pkwy, Suite 203
Fort Myers, FL 33903
Toll -Free 800 - 367 -1705
Main 239 - 656 -4666
Fax 239 - 656 -1066
February 29, 2008
TO: All PRM Board Members and Alternate Members
FROM: Judy Hearn
Assistant Executive Director /Secretary
REFERENCE: Posting of Public Notice
Executive Committee Meeting
....... ...............................
Please post the enclosed meeting notice in a display area for such notices in your
entity's offices.
We ask that you ensure these are placed in a prominently displayed area to allow the
public to attend should they wish to do so.
Your cooperation is greatly appreciated.
JH:smb
Encl: Public Notice of Meeting
Executive Committee Meeting Agenda
Directions
8:00 a. m.
PUBLIC RISK MANAGEMENT OF FLORIDA
EXECUTIVE COMMITTEE MEETING
March 14, 2008
Terrace Hotel, Lakeland, FL
AGENDA
Call To Order John Litton, Chairperson
CONSENT AGENDA
1. Request Approval of December 14, 2007 Executive Committee Meeting Minutes
2. Request Approval of January 30, 2008 Executive Committee Meeting Minutes
Any Board Member may request to have an item removed from the Consent Agenda and placed
on the Regular Agenda for further discussion.
REGULAR AGENDA
3. Executive Committee Report John Litton, Chairperson
A. Discussion of Arthur J. Gallagher's Interference with PRM Business Relationships;
and Termination of Gallagher Bassett Services TPA Contract; and Discussion for
Recommendation to the PRM Group Health Trust for termination of the Gallagher
Benefits Services, Inc. Contract
4. Insurance Advisor's Report Glenn Tobey, Tobey & Associates
5. Broker's Report Andy Cooper, World Risk Management
A. Insurance Renewal, Coverages and Limits
6. Executive Director's Report
A. AGRIP Conference
B. CSX Railroad Charged with 199 Safety Violations
C. Educational Conference Update
D. Request Approval of 2008 -09 Administrative Budget
E. Member Notices to Withdraw 2009
Ross Furry, Executive Director
7. Chairperson's Item
A. Executive Director's Evaluation
8. Legal Update
John Litton, Chairperson
Donovan Roper, Esquire
A. 2009 Federal Law Changes on Medicare Set Asides and CMS Approval
B. Public Records Requests
9. PPO Network for the PRM Workers' Compensation Managed Care Arrangement
10. Committee Items
A. Election of Officers — June Board Meeting
John Litton, Chairperson
Public Comment: State full name and address. Discussion must be limited to a maximum of five
(5) minutes per person.
Adjourn
PUBLIC RISK MANAGEMENT OF FLORIDA
BOARD OF DIRECTORS MEETING
Terrace Hotel
Lakeland, FL
March 14, 2008
AGENDA
10:00 am Call To Order John Litton, Chairperson
Consent Agenda
1. Request Approval of December 14, 2007 Board Meeting Minutes
2. Request Approval of Treasurer's Report as of December 31, 2007
Any Board Member may request to have an item removed from the Consent Agenda and placed on the
Regular Agenda for further discussion.
Regular Agenda
3. Executive Committee Report John Litton, Chairperson
A. Discussion of Arthur J. Gallagher's Interference with PRM Business Relationships; and
Termination of Gallagher Bassett Services TPA Contract; and Discussion for
Recommendation to the PRM Group Health Trust for Termination of the Gallagher
Benefits Services Inc. Contract
4. Insurance Advisor's Report Glenn Tobey, Tobey & Associates
5. Broker's Report Andy Cooper, World Risk Management
A. Insurance Renewal, Coverages and Limits
6. Executive Director's Report Ross Furry, Executive Director
A. AGRIP Conference
B. CSX Railroad Charged with 199 Safety Violations
C. Educational Conference Update
D. Request Board Approval of 2008 -09 Administrative Budget
E. Member Notices to Withdraw 2009
7. Chairperson's Item
A. Executive Director's Evaluation
John Litton, Chairperson
8. Legal Update Donovan Roper, Esquire
A. 2009 Federal Law Changes on Medicare Set Asides and CMS Approval
B. Public Records Requests
9. PPO Network for the PRM Workers' Compensation
Managed Care Arrangement Mara Roth, Account Executive, Genex Services
10. Board Member Items
A. Election of Officers — June Board Meeting
Public Comment: State full name and address. Discussion must be limited to a maximum of five (5)
minutes per person.
Adjournment
Luncheon immediately following
PUBLIC RISK MANAGEMENT OF FLORIDA
3434 Hancock Bridge Parkway, Suite 203
North Ft. Myers, Fl. 33903
March 20, 2008
To: All Board Members & Alternates
From:
Re:
Judy Hearn, Asst. Executive Director
Secretary, PRM Board of Directors
Summary of March 14, 2008 Board Meeting
The following is a summary of motions passed at the Board of Directors Meeting held on
March 14th in Lakeland, Fl. This is provided for your information only. The official
meeting minutes will be presented for approval at the next scheduled Board of Directors
Meeting on June 6, 2008.
Motions Passed
Consent Agenda: Approved December 14, 2007 Board Meeting Minutes
Approved Treasurer's Report as of December 31, 2007
Regular Agenda: April 1, 2008 Coverage Renewal:
Approved $150 million Wind Coverage Limit
Declined Terrorism Coverage on Property
Approved Terrorism Coverage on Excess Liability
Approved Terrorism Coverage on Pollution Policy
Approved the April 1, 2008/09 Coverage Renewal
Approved motion to review options on Third Party
Claims Administrators or an In -House Program
Approved the PRM Administrative Budget for April 1, 2008/09
including salary adjustments for staff and Executive Director
Authorized PRM to secure a master policy for statutory AD &D
coverage for Police & Firefighters
Authorized PRM to release records to Lee County Port Authority
per their public records request.
Approved the Rockport PPO network provider for Workers'
Compensation managed care program
Public Risk Management
Board of Directors Meeting
March 14, 2008
Consent Agenda
1. Minutes of December 14, 2007 Board Meeting - Approved
2. Treasurer's Report as of December 31, 2007 — Approved
Regular Agenda
3. Arthur J. Gallagher's Interference with PRM Business Relationships; and Termination of
Gallagher Bassett Services TPA Contract; and Discussion for Recommendation to the
PRM Group Health Trust for Termination of the Gallagher Benefits Services, Inc.
Contract.
After Discussion, is was Approved to submit our case to the Florida Insurance
Commission for determination as to whether or not funds that were paid to Arthur J.
Gallagher are due to be returned.
4. Insurance Advisor's Report:
Worked with World Risk Management on Insurance Renewals, and is still working on
trying to obtain a Homeowner's Insurance Policy for the group.
5. Broker's Report:
Insurance Renewal, Coverage and Limits — We were given our Renewal Information for
4/1/08 — 4/1/09
Windstorm Limits will stay at $150 million.
Excess Property TRIPPA Option was Denied.
Excess Liability Coverage increase from 2MM to 3MM was Approved.
Excess Liability Decreased in premiums approximately 8% - Total package Decreased in
premiums approximately 7 %.
Gallagher Bassett's Fee went up 12% over last year — for Claim Count used 2005
Hurricane Figures, however, cost per claim is only up 3 %.
Executive Committee expressed that they were happy with Gallagher Bassett's services;
however, they would like to check on other TPA Services as well as the possibility of in-
house services. A Motion was made and Approved to pursue other options.
6. C. Educational Conference, Marco Island — Should have received
Information for Conference. — Make reservation at Hotel and upon check -in, PRM will
have paid for one night.
D. 2008 -2009 Administrative Budget — Approved
PRM will investigate a group policy for Statutory AD &D for Police Officers.
7. We will be receiving an Evaluation Form for the Executive Director by e -mail by
the end of March to be returned to Judy Hearn by April 25th
Motion was made and Approved to change the date of the Executive Director's
evaluation to coincide with the new Budget Approval date.
8. A. Legal Update: Effective July 1, 2009, all individuals that will be
Medicare eligible within 30 months of a settlement, must have Medicare Approval or
they will not pay future medical costs. This will include costs for settlements in Liability
issues, Worker's Comp. and No -Fault Situations.
B. Public Records Request that was made of Arthur J. Gallagher, i.e., 5 years
of PRM premium allocations, work and spreadsheets. We received the October 1, 2006
Spreadsheet but not supporting documents or the prior years. AJG perceives the
documents as proprietary, however PRM contends that they are Public Record. Legal
Counsel for PRM would like verification from the Board to give Lee County Port
Authority the documents that were requested, with the understanding that we are giving
them the documents that we have received. It was voted and Approved to release the
documents.
9. PPO Network for the PRM Worker's Compensation — Ms. Roth from Genex
Services, presented a recommendation to change to the Rockport network, which has
agreed to customize a PPO network that would be unique to PRM.
Motion was made and Approved to change to Rockport and have them customize a PPO
network for PRM.
Each of the members can speak with Ms. Roth regarding the addition or deletion of
physicians in their area for review by Rockport.
tPPROVED
PUBLIC RISK MANAGEMENT OF FLORIDA
EXECUTIVE COMMITTEE MEETING
Terrace Hotel, Lakeland FL
December 14, 2007
Member Attendance: John Litton, Chairperson; Mike Sheppard, Treasurer; Robbie
Chattier, South Representative; Ross Furry, Executive Director; Judy Hearn, Assistant
Executive Director and Secretary to Board of Directors, Bonnie Mims, Loss Prevention
Consultant- Employment Practices
Other Attendees: Michele Schaare, Andy Cooper, Sonia Fatheree of World Risk
Management; Glenn Tobey, PRM Insurance Advisor; Don Roper, Esq.
Absent: Jeff Sutton, Vice Chairperson; Jennifer Valdes, North Representative
Mr. Litton called the meeting to order at 8 :12 a.m.
Consent Agenda
1. Request Approval of September 14, 2007 Executive Committee Meeting
Minutes
Mike Sheppard made a motion to approve the Consent Agenda. Robbie
Chartier seconded the motion and it was unanimously approved.
Regular Agenda
2. Executive Director's Report
A. Request Approval to Accept Fee Increase from Allen, North & Blue for
Pre - Defense Employment Liability — The Executive Director advised that
PRM began utilizing Allen, Norton & Blue in 1998 and no rate increases
have been assessed since inception. A proposal to increase litigation fees
was submitted as follows:
$200.00/hour effective 10/1/08
$215.00/hour effective 10/1/09
$230.00/hour effective 10/1/10
Additionally, effective 10/1/08, when an EEOC or a Florida Human Rights
Commission charge is filed against a PRM member, the fee for filing the
initial position statement will be increased from $1,000.00 to $1,750.00.
The Executive Director recommended acceptance of the proposal.
Ms. Chartier made a motion for Board to approve fee increase from Allen,
Norton & Blue. Mr. Sheppard seconded the motion and it was
unanimously approved.
B. Bonnie Mims Attains IPMA -CP Credential — Recognition was given to
Bonnie Mims who attained the International Public Management
Association Certified Professional designation for Human Resources.
C. 2008 On -Site Property Appraisals — The following members are scheduled
for on -site property appraisals in late 2008 and will be provided estimated
costs for budgeting purposes:
Holmes County BOCC
Town of Lady Lake
City of Lake Wales
Levy County BOCC
City of Oviedo
City of Pahokee
D. Update on A. J. Gallagher Class Action Lawsuit — PRM met the deadline
for filing on the anti-trust settlement. Total Premiums paid August, 1994
through December, 2005 were over $71 million.
E. Request Approval to Accept New PRM Logo — Staff and outside graphics
firms submitted ideas to modernize the PRM logo and website.
Mr. Sheppard made a motion for the Board to approve the new logo.
Ms. Chartier seconded the motion and it was unanimously approved.
F. FEMA Mitigation Funding 404 & 406 Programs — This informational item
advised members about FEMA and their public assistance programs. The
Executive Director will have a FEMA representative provide a presentation
if members indicate interest.
G. PRM Conference at Marco — Hotel Offset — Due to members' budget
constraints, the Executive Director recommended using surplus funds to
pay for one night's hotel accommodation for each Board Member and
Alternate who attends the PRM Conference. Estimated cost for 94
representatives at $129.00 per night room rate is $12,126.00. A motion
was made by Ms. Chartier to recommend Board approval of the use of
surplus funds. Mr. Sheppard seconded the motion and it was
unanimously approved.
H. Change in Banking Relationship — After AmSouth was purchased and
merged with Regions Bank, a representative from Regions advised that
the services previously provided by AmSouth on interest bearing deposit
2
accounts could not be continued. BB &T submitted a proposal exceeding
what's currently offered by AmSouth /Regions Bank. BB &T, the 12th
largest financial holding company in the nation, offers electronic deposit
transactions and will provide PRM .5% cash rebate on purchasing card
transactions. Mr. Furry recommended accepting the BB &T proposal. He
also advised that PRM withdrew funds from SBA, leaving only $1,000 to
maintain an account there. Legal Counsel confirmed that soliciting
requests for quotations are not required in order to change banks.
Mr. Sheppard made a motion for Board approval to accept the BB &T
proposal and authorize the Executive Director and Treasurer to execute
the required account documents. Ms. Chartier seconded the motion and it
was unanimously approved.
3. Broker's Report
A. Market Update — Mr. Cooper recapped wind coverage on the property
renewal, indicating an increase to $175 million with an 18% rate reduction.
The broker advised that reinsurer treaties renew on January 1st and further
reductions are anticipated.
B. Property Policies — Mr. Cooper advised that all policies have been
received and placed on disk for members.
C. Loss Development Presentation — The broker provided an analysis of
losses as of June, 2006 and October, 2007, going back to 2001/02.
D. Report on Return of PIP (Personal Injury Protection) in January — The
State reinstated PIP effective January 1, 2008, however, PRM retained
this coverage during the 3 -month gap.
E. Renewal Application Status — Applications from 44 of 47 members have
been returned to the broker. CBIZ has estimated a 5-6% inflationary
increase on property.
4. Insurance Advisor's Report
A. Loss Fund and Current Trends — Mr. Tobey advised that the PRM
program is comprised of three specific areas — Insurance Premiums,
Administration Costs, and Loss Fund. The Loss Fund is money that pays
claims within the Self Insured Retention per line of coverage. The Loss
Fund represented 42-48% of the Pool's money Last year. The Insurance
Advisor has projected a savings of $3.2 million on funding of $15 million
for losses during the 18 -month period.
B. Property Renewal Trip to Markets - Mr. Tobey will travel to Atlanta mid -
January to meet with CRC, Lexington, RSUI, and Westchester.
3
C. Personal Lines: Home and Auto Insurance - Does It Make Sense? The
Insurance Advisor contacted State Farm and Allstate with both companies
indicating interest in offering homeowners and auto insurance to
employees. A 16 -month pilot project with two counties and two cities was
suggested. The Executive Committee was in consensus that should
members be interested, the Insurance Advisor will pursue this option.
5. Legal Update - There was no legal information to report.
6. Committee Member Items
Mr. Sheppard commended the Executive Director for taking decisive
action with SBA.
There was no public comment.
Meeting adjoumed at 9:38 a.m.
Respectfully submitted,
udt Q . GtA-A-'
Judith A. Hearn
Assistant Executive Director
Secretary to PRM Board
O Uutly\Exec Com Mtgs\Exec Com Mtg 12.14 -07
4
Driving Directions from 55 SE 3rd Ave, Okeechobee, FL to 329 E Main St, Lakeland, FL
Page 2 of 2
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