2009-09-16 BOD MeetingPUBLIC RISK MANAGEMENT OF FLORIDA
BOARD OF DIRECTORS MEETING
June 19, 2009
CONSENT AGENDA SUMMARY
1. Request Approval of March 13, 2009 Board Meeting Minutes
Board Meeting Minutes Attached
2. Request Approval of Treasurer's Report as of March 31, 2009
Financial Reports Attached
Board Action:
Approved
Denied
Deferred
Other
1. BOARD MEETING MINUTES
3/13/09
PUBLIC RISK MANAGEMENT OF FLORIDA
BOARD OF DIRECTORS MEETING
Terrace Hotel, Lakeland, FL
March 13, 2009
MINUTES
Attendance: Kathy Bennett, City of Avon Park; Lester Baird, Barron Water Control
District; Vivian Hunter, City of Belle Glade; Ted Byrd, City of Clewiston; Jerry Hill,
DeSoto County BOCC; Mike Sheppard, City of Eustis; Phyllis Kirk, City of Fort Meade;
Denise Manuel, Gulf County BOCC; Jennifer Valdes, City of Gulfport; Jane Long,
Hardee County BOCC; Jennifer Davis, Hendry County BOCC; John Minor, Highlands
County BOCC; Maura Kiefer, City of Indian Rocks Beach; Nancy Beelman, Town of
Kenneth City; Guy Shields, Town of Lady Lake; John Litton, City of Lake Mary; Sandra
Davis, City of Lake Wales; Fred Moody, Levy County BOCC; Gerald Wilson, Town of
Longboat Key; Jeff Sutton, City of New Port Richey; Steve Gailbreath, City of North
Port; Sharon Allison, City of Okeechobee; Robbie Chartier, Okeechobee County BOCC;
Connie Collins, City of Oviedo; Shirley Dresch, City of Port Richey; Phil Wickstrom, City
of Punta Gorda; Bill Cropsey, City of Safety Harbor; Martin Lange, Sarasota /Manatee
Airport Authority; Mike Eastman, City of Sebring; Elsie King, South Florida Conservancy
District; Gary Behnke, City of St. Pete Beach; Dana March, Sun `n Lake of Sebring
Improvement District; Crissy Bublitz, City of Tavares; Woody Hubbard, City of Temple
Terrace; James Braddock, City of Wauchula, Frank Gilbert, City of Winter Garden;
Katrina Bouthot, City of Zephyrhills
Katrina Powell attended as a non - voting representative from the City of Longwood.
Absent: Town of Belleair, City of Brooksville, City of Crystal River, Glades County
BOCC, Holmes County BOCC, City of LaBelle, Town of Lake Placid, Lee County Port
Authority, City of Moore Haven, City of Pahokee, City of South Pasadena
Chairperson John Litton called the meeting to order at 10:13 a.m. with a quorum
present.
Consent Agenda
1. Request Approval of November 14, 2008 Board Meeting Minutes
2. Request Approval of Treasurer's Report as of December 31, 2008
Nancy Beelman made a motion to approve the consent agenda. Robbie Chartier
seconded the motion and it was unanimously approved.
Regular Agenda
3. Executive Director's Report
Al. Request Board Approval of 2009 -10 Administrative Budget — The
proposed budget is a 2% overall reduction from the prior year's
administrative budget. A 6% salary increase for staff has been provided,
but the total personnel budget was reduced by the same percentage as a
result of not filling Rob Ross' Loss Prevention position. Operating
Expense was increased 5% due to the need for enhanced actuarial
reports and CPI for office lease. The Executive Committee and
Executive Director recommended using surplus funds to pay for the
Administrative Budget due to the pressure members are under to reduce
costs. The Executive Committee supported a salary increase up to 6%
for staff and 4% for the Executive Director. Ted Byrd made a motion to
approve the Administrative Budget. Frank Gilbert seconded the motion,
and it was approved by majority vote with one opposed (City of Oviedo).
Ms. Chartier made a motion to approve the use of surplus funds to cover
each member's portion of the Administrative Budget. Jeff Sutton
seconded the motion and it was unanimously approved.
A2. Request Approval to Provide a Participation Credit from Surplus Funds to
Offset Member Loss Fund Contributions — The Executive Committee and
Executive Director recommended utilizing $2 million of surplus funds in
the form of a participation credit to reduce each member's Loss Fund
contribution. Jane Long made a motion to utilize $2 million of surplus
funds as a participation credit to offset member Loss Fund contributions.
Sharon Allison seconded the motion and it was unanimously approved.
B. Educational Conference Update — The Conference will be held at the
Marco Island Hilton Beach Resort on June 17, 18, and 19. Registration
forms are to be returned by May 1. One night's room accommodations
will be provided for each Board Member and Alternate as previously
approved by the Board.
C. Member Notices to Withdraw
Notice for 2009 - Of the eleven members providing notice to
withdraw, eight will remain with PRM: City of Avon Park, City of
Clewiston, City of Eustis, Holmes County, City of North Port,
City of Port Richey, Sarasota /Manatee Airport Authority and City
of Temple Terrace. The City of Brooksville has yet to give their
final response. Highlands County and Lee County Port
Authority advised they will withdraw on 3/31/09.
2
ii. Notice for 2010 — Five members submitted notice to withdraw in
2010: City of Crystal River, City of Eustis, Hendry County,
Holmes County, City of Punta Gorda.
D. On -Site Property Appraisals
Scheduled in 2009 — On -site property appraisals will be
performed this year for DeSoto County, City of Lake Mary, City
of Okeechobee, and City of St. Pete Beach. Members were
reminded to have a representative accompany the CBIZ
appraiser during the inspection.
ii. Scheduled for 2010 — Three members (City of Brooksville, City
of Indian Rocks Beach, Sun 'n Lake of Sebring) are scheduled
for appraisals in 2010.
4. Insurance Advisor's Report — Mr. Tobey reviewed how poor economic
conditions have affected members and the need to "think outside the box" for
PRM to remain competitive and acquire new members. Strategies include
adding school boards and special taxing districts to spread the risk, working
with independent agents, and better advertising of PRM products and
benefits. Some of these initiatives will require By -laws changes.
5. Broker's Report
(Out of Sequence)
C. WRM Restructuring — Mr. Cooper introduced Shane Caldwell of Accretive
Insurance Group, advising that World Risk Management is partnering with
him to market the PRM program and increase membership. This
partnership benefits PRM with access to markets available only through
Accretive Insurance Group.
A. Insurance Renewal, Coverages and Limits — After renewal packages
were distributed to members, Mr. Cooper reviewed measures taken to
provide an acceptable renewal. He indicated that carriers were
advised of the financial crisis facing members and the need for
reduced rates. Munich Re requested an increase of 18 %. BRIT
declined to quote. To reduce costs, alternative methods were
reviewed, such as breaking out the package into sections. Property
coverage will be provided through the Public Entity Property Insurance
Program (PEPIP) with Accretive Insurance Group. American Safety
was selected for Liability and Workers' Compensation coverage, and
Liberty Mutual will provide excess Workers' Compensation coverage.
For further cost savings, a deposit fee basis will be implemented this
3
year for third party administrative fees from Gallagher Bassett rather
than the fixed fee charge.
B. Disclosures including Commissions — Mr. Cooper indicated that World
Risk Management does not receive any contingent commissions. The
commission percentage on total premiums for last year's renewal was
12.9% and will be 11.3% for the coming year. Commissions for
wholesalers were not available and will be provided to the Executive
Director at a later date.
C. Proposed Rule Change for Self Insurers under Workers'
Compensation Act — Due to rule changes, all current self insurers may
need to re- qualify for self- insurer status by submitting appropriate
forms. This will apply to our members if proposed rule changes are
approved.
The Executive Director asked for discussion regarding the one -year notice
for withdrawal. Mr. Caldwell pointed out that members need to take
ownership and suggested the concept of two membership classes.
Preferred members would retain a vote on the Board of Directors and
observe the one year notification for withdrawal requirement. Whereas
Standard members would only be purchasing insurance under the PRM
umbrella and would not be afforded a vote on the Board, nor participate in
the Loss Fund, but would be required to provide a 30 -day notification to
withdraw. Proposed By -laws changes are anticipated to be presented at
the June Board Meeting.
6. Chairperson's Item
A. Executive Director's Evaluation — Evaluations supported the
membership's confidence and respect for Mr. Furry's leadership.
Following the Executive Committee's recommendation, Ms. Beelman
made a motion to approve a 4% salary increase for the Executive
Director. Fred Moody seconded the motion and it was unanimously
approved.
7. Legal Update
A. FL Supreme Court Case: Parents Unable to Waive Liability for Minors
in Commercial Activity Scenarios — Mr. Roper advised that any type of
pre- incident waiver or release executed by parents that involves a
commercial enterprise is invalid. The Florida Supreme Court did not
define a commercial activity, but ruled the State could step in to protect
the minor. Mr. Roper recommended other insurance, if obtained, be
named primary above PRM to transfer the risk away from the entity
and Pool.
4
8. Board Member Items
A. Election of Officers — June Board Meeting — Election for Vice
Chairperson, North Representative and South Representative
will be held at the June 19th Board Meeting. Interested
individuals are to submit bios by May 1St to the PRM office.
Nominations will also be taken from the floor.
There was no public comment.
Meeting adjourned at 12:01 p.m.
Respectfully submitted,
Susan M. Baron
in the absence of Judith A. Hearn
Assistant Executive Director
Secretary to PRM Board
5
MARCH 13, 2009 @ 10:00 A.M.
Avon Park, City of
Barron Water Control District
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
Gulf County BOCC
Gulfport, City of
Hardee County BOCC
Hendry County BOCC
Highlands County BOCC m�e(
PUBLIC RISK MANAGEMENT OF FLORIDA
BOARD OF DIRECTORS MEETING
Revd
Annual
eports
LAKELAND, FLORIDA
athy Be
Lester gird
Sarah Adelt
J. P. Murphy
Vivian Hun
Steve Baumgartner
Ted Byrd
"V l
June Shivers
Susan Lee
Arrie Patrick
Margaret Bosack
Laurie Lindsey
LindpStilsp�
Paul Erickson
heppard Ann Isaacs
Phyllis Kirk Deena Ware
Robert Giesler
c v—
Denise Manuel
Ricky Helms
Mary Ann Dotson
Don Butler
Danny Weeks
Holmes County BOCC
Indian Rocks Beach, City of
Kenneth City, Town of
LaBelle, City of
Lady Lake, Town of eC:
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
Revd
Annual
, p,
ICU Monty Merchant
41)1,41uusa,( vlAvh
Maur Kiefer Eliza eth Atkinson
Sherry Fitzpatrick
Nancy Beelman
Muriel H. Whitman
Michael Boyle Lisa Smith
hields
hn Litton
Dawn Jackson
Maxine Brantley
)c,
Jeff Sutton
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Stev Gai breath
Robbie Chartier
Bill Vance
Jacqueline Sova
Phil Williams
Robert Zega
Jacqueline Martin
Thomas Kelley
Melissa Arnold
Thomas O'Neill
Sherry Borgsdorf
Brian Whitehall
Lyndon Bonner
Oviedo, City of
Pahokee, City of
Port Richey, City of
Punta Gorda, City of
Safety Harbor, City of
Sarasota/Manatee Airpo
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
Rcvd
Annual
Reports
Connie Collins
Derrek Moore
Keith Straw
Stephanie Marsh - Corinthian
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ecog
Shi
Phil Wick om
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Cot
Dan Andrews
David Davis
cp (6N2
Crissy Bublitz
Frank Gilbert
David Drury
Alan Zimmet
John Schussler
Mike Eastman
Mike Bonfield
Ileana artinez
Lori Tucker
Kim D. Leinbach
Terri Svendsen
Peggy Carpenter
Rick Moore
GUESTS / ADDITIONAL ATTENDEE
SIGN IN SHEET
♦ ♦ ♦ MARCH 13, 2009
Name
Entity / Company
Signature
L'
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2. TREASURER'S REPORT
AS OF 3/31/09
PUBLIC RISK MGMT OF FL
BALANCE SHEET
MARCH 31, 2009
CURRENT ASSETS
PETTY CASH $ 75.00
OPERATING - BB & T 62,502,895.50
A/R MEMBERSHIPS (545,585.91)
A/R TRADE 3,218.46
A/R - PRM GR HI,TH (69,988.80)
A/R CONSULTANT FEE - MEMBERS 2,083.42
AIR- REINSURANCE RECOVERIES (4,434,187.35)
A/R OTHER 2,254.66
A/R -STATE W/C ASSESSMENT 354,136.63
A/R- APPRAISALS 767.00
A/R - ADDITIONAL INSURANCE 501.21
A/R - SCHOLARSHIP PROGRAM 8,705.00
DUE FROM MEMBERS 1,750,000.00
STATE ADMIN. FUND 1,957.64
TOTAL CURRENT ASSETS 59,576,832.46
PROPERTY AND EQUIPMENT
FURNITURE & FIXTURES 33,422.72
LESS: ACCUM. DEPRECIATION (32,649.79)
OFFICE MACHINES & EQUIPMENT 63,981.28
LESS: ACCUM. DEPRECIATION (44,881.02)
AUTOMOBILE 116,538.79
ACCUMULATED DEPRECIATION (51,547.93)
TOTAL PROPERTY & EQUIPMENT 84,864.05
OTHER ASSETS
PREPAID INSURANCE 483,584.90
PREPAID FLOOD INSURANCE 94.49
PREPAID EXPENSES 24,634.79
DEFER MEMBER CONTR - 1987 -89 183,808.00
DEFER MEMBER CONTR- 1989 -90 295,679.00
DEPOSITS 5,665.06
TOTAL OTHER ASSETS 993,466.24
TOTAL ASSETS $ 60,655,162.75
LIABILITIES
ACCOUNTS PAYABLE $ (112,482.74)
A/P - GALLAGHER/RISX -FACS 200,921.47
FEDERAL TAXES PAYABLE 3,288.79
PEBSCO PAYABLE 638.26
A/P EMP LIFE INS 539.37
A/P - OTHER 4,840.49
A/P - LOSS PREVENTION 14,933.73
ACCRUED VACATION 41,121.55
DEFERRED REVENUE 7,318,510.92
ADVANCE FROM REINSURER 7,111,805.45
CLAIMS PAYABLE - 1987 -89 69,403.27
CLAIMS PAYABLE - 1990 -91 (9,208.36)
CLAIMS PAYABLE - 1991 -92 (2,071.94)
CLAIMS PAYABLE - 1992 -93 71,642.82
CLAIMS PAYABLE - 1993 -94 34,402.55
CLAIMS PAYABLE - 1994 -95 38,015.43
CLAIMS PAYABLE - 1996/97 85,877.55
CLAIMS PAYABLE - 1997/98 (1,569,747.87)
CLAIMS PAYABLE - 1998/99 (56,073.95)
CLAIMS PAYABLE - 1999/00 (70,018.79)
CLAIMS PAYABLE - 2000/01 (170,918.37)
CLAIMS PAYABLE - 2001/02 (177,177.34)
CLAIMS PAYABLE - 2002/03 578,215.95
CLAIMS PAYABLE - 2003/04 633,553.90
CLAIMS PAYABLE - 2004/05 1,077,879.89
CLAIMS PAYABLE - 2005/06 2,468,638.92
CLAIMS PAYABLE - 2006/08 11,577,946.23
CLAIMS PAYABLE - 2008/09 6,731,428.37
NONCURRENT CLAIMS PAYABLE (14,495,419.00)
PUBLIC RISK MGMT OF FL
BALANCE SHEET
MARCH 31, 2009
SUSPENSE - CLEARING ACCOUNT 14,495,419.00
TOTAL LIABILITIES
CAPITAL
FUND BALANCE
REVENUE IN EXCESS OF EXPENSE
TOTAL CAPITAL
TOTAL LIABILITIES & CAPITAL
31,011,685.08
(6,252,427.88)
35,895,905.55
24,759,257.20
$ 60,655,162.75
REVENUES
MEMBERSHIP ASSESSMENTS
INTEREST INCOME
MISCELLANEOUS INCOME
TOTAL REVENUES
EXPENSES
OFFICERS' SALARIES
OFFICE SALARIES
PAYROLL TAXES
EMPLOYEE RETIREMENT BENEFITS
HEALTH INSURANCE- OFFICER
HEALTH INSURANCE- OFFICE
LIFE INSURANCE- OFFICER
LIFE INSURANCE- OFFICE
LTD INSURANCE
LEGAL FEES
LEGAL -PRE- DEFENSE
AUDIT FEES
ACTUARIAL STUDY
WORKERS COMP CLAIMS AUDIT
APPRAISAL FEE EXPENSE
AUTO EXPENSE
AUTOMOBILES- REPLACEMENT
TRAVEL EXPENSE
ASSOCIATION MEMBERSHIPS
DUES & SUBSCRIPTIONS
EDUCATION /TRAINING /CONFER.
OFFICE LEASE
JANITORIAL / CLEANING
OFFICE /COMPUTER EQUIPMENT
ELECTRIC
WATER/TRASH
TELEPHONE
TEMPORARY LABOR
COPY MACHINE LEASE
REPAIRS & MAINT. - EQUIPMENT
OFFICE SUPPLIES
NEWSLETTER
POSTAGE
PRINTING
LOSS PREV EQUIP & SUPPLIES
MARKETING & PROMOTION
MEETING EXPENSE
MISCELLANEOUS EXPENSE
CONFERENCE MEMBER ROOM EXPENSE
TRAINING /SEMINAR PRESENTATION
APPRAISAL FEE EXPENSE
WEB SITE MAINT.
INSURANCE CONSULTANT
RISX FACS FEES
DEPRECIATION EXPENSE
TOTAL EXPENSES
REVENUE IN EXCESS OF EXPENSE
PUBLIC RISK MGMT OF FL
INCOME STATEMENT
FOR THE SIX MONTHS ENDING MARCH 31, 2009
CURRENT MONTH
$ (58,181.75)
17,468.13
510.43
(40,203.19)
13,548.65
46,212.55
4,874.36
5,167.81
1,569.37
9,491.39
81.78
179.71
1,121.34
1,500.00
0.00
20,300.00
0.00
0.00
1,437.50
44.49
0.00
3,710.89
182.00
269.00
0.00
6,376.24
646.80
2,062.50
0.00
0.00
1,636.37
0.00
203.00
0.00
1,277.31
0.00
1,924.04
0.00
1,213.90
0.00
2,655.84
1.00
0.00
0.00
0.00
0.00
18,166.67
0.00
0.00
145,854.51
YEAR TO DATE
8,990,476.45
233,321.64
510.43
9,224,308.52
73,571.44
247,815.28
23,320.33
33,930.83
9,416.22
57,587.05
490.68
241.09
6,691.23
10,942.29
0.00
28,000.00
37,567.25
0.00
1,437.50
839.54
3,858.00
19,972.40
663.25
1,753.80
882.95
38,257.44
1,836.80
10,849.97
0.00
0.00
9,168.76
0.00
1,218.00
1,242.58
9,889.92
832.50
4,837.77
4,576.00
7,478.88
59.92
6,808.74
1,811.54
0.00
410.20
0.00
0.00
109,000.02
0.00
0.00
767.260.17
$ (186,057.70) $ 8,457,048.35
STAFFING
PUBLIC RISK MGMT OF FL
EXPENSES TO BUDGET
04/01 /09 - 03/31 /10
FOR THE TWELVE MONTHS ENDING MARCH 31, 2009
MONTHLY MONTHLY Y -T -D Y -T -D TOTAL YEAR % of YTD
ACTUAL BUDGET ACTUAL BUDGET BUDGET ACTUAL
SALARY RELATED EXPENSES
OFFICER'S' SALARIES 13,548.65 11,686.00 140,141.03 105,174.00 140,232.00 99.94%
OFFICE SALARIES 46,212.55 47,097.25 533,518.95 423,875.25 565,167.00 94.40%
PAYRLL TAXES 4,874.36 4,501.25 51,082.36 40,511.25 54,015.00 94.57%
EMPLOYEE RETIREMENT BENEFIT; 5,167.81 6,042.00 56,814.36 54,378.00 72,504.00 78.36%
HELATH INSURANCE- OFFICER 1,569.37 1,783.00 17,943.18 16,047.00 21,396.00 83.86%
HEALTH INSURANCE- OFFICE 9,491.39 10,375.00 112,536.55 93,375.00 124,500.00 90.39%
LIFE INSURANCE- OFFICER 81.78 83.67 970.92 753.00 1,004.00 96.71%
LIFE INSURANCE- OFFICE 179.71 167.92 2,134.48 1,511.25 2,015.00 105.93%
LTD INSURANCE 1,121.34 1,005.25 14,823.89 9,047.25 12,063.00 122.89%
TOTAL SALARY RELATED EXPENSE 82,246.96 82,741.33 929,965.72 744,672.00 992,896.00 93.66%
GENERAL EXPENSES
LEGAL FEES 1,500.00 1,250.00 21,257.74 11,250.00 15,000.00 141.72%
LEGAL -PRE DEFENSE 0.00 416.67 0.00 3,750.00 5,000.00 0.00%
AUDIT FEES 20,300.00 2,583.33 32,300.00 23,250.00 31,000.00 104.19%
ACTUARIAL STUDY 0.00 1,250.00 37,567.25 11,250.00 15,000.00 250.45%
APPRAISAL FEE EXPENSE 1,437.50 481.25 5,750.00 4,331.25 5,775.00 99.57%
AUTO EXPENSE 44.49 400.00 4,980.83 3,600.00 4,800.00 103.77%
TRAVEL - EXPENSE 3,710.89 2,500.00 46,817.38 22,500.00 30,000.00 156.06%
ASSOCIATION MEMBERSHIPS 182.00 166.67 1,052.25 1,500.00 2,000.00 52.61%
DUES & SUBSCRIPTIONS 269.00 266.67 1,968.80 2,400.00 3,200.00 61.53%
EDUCATION/TRAINING /CONFER 0.00 2,500.00 19,917.85 22,500.00 30,000.00 66.39%
OFFICE LEASE 6,376.24 6,311.33 75,586.28 56,802.00 75,736.00 99.80%
JANITORIAUCLEANING 646.80 316.67 3,656.80 2,850.00 3,800.00 96.23%
OFFICECOMPUTER EQUIPMENT 2,062.50 1,500.00 22,496.16 13,500.00 18,000.00 124.98%
TELEPHONE 1,636.37 2,166.67 19,835.44 19,500.00 26,000.00 76.29%
COPY MACHINE LEASE 203.00 250.00 2,436.00 2,250.00 3,000.00 81.20%
REPAIRS & MAINT. - EQUIPMENT 0.00 166.67 0.00 1,500.00 2,000.00 0.00%
OFFICE SUPPLIES 1,277.31 1,166.67 19,880.34 10,500.00 14,000.00 142.00%
NEWSLETTER 0.00 333.33 2,497.50 3,000.00 4,000.00 62.44%
POSTAGE 1,924.04 1,083.33 10,304.48 9,750.00 13,000.00 79.27%
PRINTING 0.00 166.67 4,719.17 1,500.00 2,000.00 235.96%
INSURANCE- FLOOD /GENERAL 0.00 250.00 0.00 2,250.00 3,000.00 0.00%
LOSS PREV EQUIP & SUPPLIES 1,213.90 1,833.33 11,568.88 16,500.00 22,000.00 52.59%
MARKETING & PROMOTION 0.00 375.00 966.93 3,375.00 4,500.00 21.49%
MEETING WXPENSE 2,655.84 2,008.33 12,732.20 18,075.00 24,100.00 52.83%
MISCELLANEOUS EXPENSE 1.00 208.33 3,568.63 1,875.00 2,500.00 142.75%
CONFERENCE MEMBER ROOM EX! 0.00 631.33 6,938.00 5,682.00 7,576.00 91.58%
TRAINING /SEMINAR PRESENTATIOI 0.00 333.33 424.20 3,000.00 4,000.00 10.61%
WEB SITE MAINT 0.00 400.00 0.00 3,600.00 4,800.00 0.00%
INSURANCE CONSULTANT 18,166.67 18,166.67 218,000.04 163,500.00 218,000.00 100.00%
TOTAL GENERAL EXPENSES 63,607.55 49,482.25 587,223.15 445,340.25 593,787.00 98.89%
TOTAL OPERATING EXPENSES
145,854.51 132,223.58 1,517,188.87 1,190,012.25 1,586,683.00 95.62%
PUBLIC RISK MANAGEMENT OF FLORIDA
BOARD OF DIRECTORS MEETING
June 19, 2009
REGULAR AGENDA SUMMARY
3. Executive Director's Report Ross Furry
A. 2009 Florida Legislative Changes to Attorney's Fees — HB903
Attached is the 2009 Florida Legislature's answer to the attorney's fees issue
which arose in the Emma Murray Supreme Court decision in the Fall of 2008. As
you will recall, claimant's attorney's fees were limited effective 10/01/2003 to a
percentage of benefits secured, not an hourly rate (except in medical only cases
and then capped the cumulative fee available based on hours at $1,500.00). The
Emma Murray decision effectively eliminated the percentage of benefits
secured only fees, and re- opened the window for uncapped hourly fees in all
cases (as was the law pre- 10/01/2003).
In response, the 2009 Legislature closed the window again on uncapped hourly
fees and "fixed" the problems cited by the Emma Murray Court. The bill, HB903,
has been enrolled and Governor Grist's signed the Bill into law on 5/29/09.
Attorney fees will be limited based upon the value of the benefits secured.
"Reasonable" hourly fees will not be available to claimant's attorneys, except in
medical -only claims where they are capped at $1,500.00. The effective date of
the law is 7/1/09.
As a result of the new law's effective date, there likely will be an influx of
petitions filed prior to 7/1/09.
B. Mega- Trends Influencing the Workers' Comp Insurance Industry
The attached article examines four mega- trends that self- insured employers
should understand. They are:
1. Medical Claim Cost Inflation
2. Indemnity Claim Cost Inflation
3. The Aging Workforce
4. The Obesity Epidemic
3.A. 2009 FL LEGISLATIVE CHANGES
TO ATTORNEY FEES - HB903
F L O R I D A H O U S E O F R E P R E S E N T A T I V E S
1
2
3
4
5
6
7
8
ENROLLED
CS /HB 903
2009 Legislature
A bill to be entitled
An act relating to attorney's fees in workers'
compensation cases; amending s. 440.34, F.S.; clarifying
requirements for the payment of fees and costs under a
retainer agreement; specifying the amount of attorney's
fees which a claimant is entitled to recover from a
carrier or employer; providing an effective date.
9 Be It Enacted by the Legislature of the State of Florida:
10
11
12 read:
13 440.34 Attorney's fees; costs.- -
14 (1) A fee, gratuity, or other consideration may not be
15 paid for a claimant in connection with any proceedings arising
16 under this chapter, unless approved as reasonable by the judge
17 of compensation claims or court having jurisdiction over such
18 proceedings. Any attorney's fee approved by a judge of
19 compensation claims for benefits secured on behalf of a claimant
20 must equal to 20 percent of the first $5,000 of the amount of
21 the benefits secured, 15 percent of the next $5,000 of the
22 amount of the benefits secured, 10 percent of the remaining
23 amount of the benefits secured to be provided during the first
24 10 years after the date the claim is filed, and 5 percent of the
25 benefits secured after 10 years. The judge of compensation
26 claims shall not approve a compensation order, a joint
27 stipulation for lump -sum settlement, a stipulation or agreement
28 between a claimant and his or her attorney, or any other
Page 1 of 5
Section 1. Section 440.34, Florida Statutes, is amended to
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CS /HB 903 2009 Legislature
29 agreement related to benefits under this chapter which that
30 provides for an attorney's fee in excess of the amount permitted
31 by this section. The judge of compensation claims is not
32 required to approve any retainer agreement between the claimant
33 and his or her attorney. The retainer agreement as to fees and
34 costs may not be for compensation in excess of the amount
35 allowed under this subsection or subsection (7) scction.
36 (2) In awarding a claimant's attorney's fee, the judge of
37 compensation claims shall consider only those benefits secured
38 by the attorney. An attorney is not entitled to attorney's fees
39 for representation in any issue that was ripe, due, and owing
40 and that reasonably could have been addressed, but was not
41 addressed, during the pendency of other issues for the same
42 injury. The amount, statutory basis, and type of benefits
43 obtained through legal representation shall be listed on all
44 attorney's fees awarded by the judge of compensation claims. For
45 purposes of this section, the term "benefits secured" does not
46 include future medical benefits to be provided on any date more
47 than 5 years after the date the claim is filed. In the event an
48 offer to settle an issue pending before a judge of compensation
49 claims, including attorney's fees as provided for in this
50 section, is communicated in writing to the claimant or the
51 claimant's attorney at least 30 days prior to the trial date on
52 such issue, for purposes of calculating the amount of attorney's
53 fees to be taxed against the employer or carrier, the term
54 "benefits secured" shall be deemed to include only that amount
55 awarded to the claimant above the amount specified in the offer
56 to settle. If multiple issues are pending before the judge of
Page 2 of 5
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2009 Legislature
57 compensation claims, said offer of settlement shall address each
58 issue pending and shall state explicitly whether or not the
59 offer on each issue is severable. The written offer shall also
60 unequivocally state whether or not it includes medical witness
61 fees and expenses and all other costs associated with the claim.
62 (3) If any party should prevail in any proceedings before
63 a judge of compensation claims or court, there shall be taxed
64 against the nonprevailing party the reasonable costs of such
65 proceedings, not to include attorney's fees. A claimant is shall
66 be responsible for the payment of her or his own attorney's
67 fees, except that a claimant is shall be entitled to recover an
68 a rcasonablc attorney's fee in an amount equal to the amount
69 provided for in subsection (1) or subsection (7) from a carrier
70 or employer:
71 (a) Against whom she or he successfully asserts a petition
72 for medical benefits only, if the claimant has not filed or is
73 not entitled to file at such time a claim for disability,
74 permanent impairment, wage -loss, or death benefits, arising out
75 of the same accident;
76 (b) In any case in which the employer or carrier files a
77 response to petition denying benefits with the Office of the
78 Judges of Compensation Claims and the injured person has
79 employed an attorney in the successful prosecution of the
80 petition;
81 (c) In a proceeding in which a carrier or employer denies
82 that an accident occurred for which compensation benefits are
83 payable, and the claimant prevails on the issue of
84 compensability; or
Page 3 of 5
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CS /HB 903
2009 Legislature
85 (d) In cases where the claimant successfully prevails in
86 proceedings filed under s. 440.24 or s. 440.28.
87
88 Regardless of the date benefits were initially requested,
89 attorney's fees shall not attach under this subsection until 30
90 days after the date the carrier or employer, if self - insured,
91 receives the petition.
92 (4) In such cases in which the claimant is responsible for
93 the payment of her or his own attorney's fees, such fees are a
94 lien upon compensation payable to the claimant, notwithstanding
95 s. 440.22.
96 (5) If any proceedings are had for review of any claim,
97 award, or compensation order before any court, the court may
98 award the injured employee or dependent an attorney's fee to be
99 paid by the employer or carrier, in its discretion, which shall
100 be paid as the court may direct.
101 (6) A judge of compensation claims may not enter an order
102 approving the contents of a retainer agreement that permits
103 placing the escrowing of any portion of the employee's
104 compensation into an escrow account until benefits have been
105 secured.
106 (7) If an attorney's fee is owed under paragraph (3)(a),
107 the judge of compensation claims may approve an alternative
108 attorney's fee not to exceed $1,500 only once per accident,
109 based on a maximum hourly rate of $150 per hour, if the judge of
110 compensation claims expressly finds that the attorney's fee
111 amount provided for in subsection (1), based on benefits
112 secured, fails to fairly compensate the attorney for disputed
Page 4 of 5
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113
114
115
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CS /HB 903 2009 Legislature
medical -only claims as provided in paragraph (3)(a) and the
circumstances of the particular case warrant such action.
Section 2. This act shall take effect July 1, 2009.
Page 5 of 5
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hb0903 -02 -er
3.B. MEGA - TRENDS INFLUENCING
WC INSURANCE INDUSTRY
Volume 10. No. 2. August. 2000
idwest
4t.i.RR6 - ?1' f 4. '4%1'
Mega-Trends Influencing the
Workers' Comp Insurance Indus
By Linda Howell
Assistant Vice President of Actuarial
Source: Steven N. Nkisbart Ph.D. au, We President and
Chief Economist Insurance Information Institute
INTRODUCTION
I >inda lice et
Assistant vice President
of Actuarial
Insurance actuaries and analysts devote
a great deal of time to examining
historical data and information.
This combined with forward
thinking and identification of
anticipated trends often yields
great insight into future conditions.
Businesses who recognize and are
Earlier this year, Dr. Steven Weisbart, Vice
President and Chief Economist with the Insurance
Information Institute, made a presentation
entitled. "Mega -Trends Influencing the Workers
Compensation Insurance Industry" at the
5th Annual National Workers' Compensation
Insurance ExecuSummit in New York, New York.
Businesses who recognize and are prepared to
manage or capitalize lglon industry trends
and conditions are those who gain competitive
advantages in the marketplace and enjoy
grcatcrhrT)fto ilitY over the long teen.
prepared to manage or capitalize upon these
trends and conditions are those who gain
competitive advantages in the marketplace and
enjoy greater profitability over the long term.
It is with Dr. Weisbart's permission that Midwest
Employers Casualty Company is pleased to share
the highlights of his presentation in this edition of
our Self- Insurance Bulletin.
AI-idit'csr En n'layers Casualty Company: Self-Insurance Bulletin
Of the mega trends presented,
there are four that self- insured
employers should understand.
These are;
1. Medical Claim Cost Inflation
2. Indemnity Claim Cost Inflation
3. The Aging Workforce
4. The Obesity Epidemic
Let's examine each of these four
mega- trends in more detail.
MEGA -TREND #1 MEDICAL
CLAIM COST INFLATION.
The first workers' compensation
mega trend is rooted in the
observation that workers'
compensation medical severity
is rising far faster than the
jt iS ,iOt
:5/uprising that
lrlcdical costs
as a percentage
Of total COStS
arc i.lic,rea Stiig
steadily.
I rl l 986,
medical costs
comprised an
cstin rated
45% of total
COStS; in 2006,
medical costs
accounted i ted for
59% of
total costs.
medical consumer price index
(CPI). Examining data from the
U.S Bureau of Labor Statistics
and the National Council
on Compensation insurance
from 1995 to 2006, workers'
compensation medical severity
rose 8.8% versus 4.0 %. This
was more than twice as fast as the medical CPI.
rrr ?d11 f75 .'016 1! I
2011+ Estimate
It is not surprising that
medical costs as a percentage
of total costs are increasing
steadily. In 1986, medical costs
comprised an estimated 45%
of total costs; in 2006, medical
costs accounted for 59% of
total costs. The Insurance
Information Institute projects
that workers compensation medical costs will
equal 70% of total workers' compensation
costs by 2016 if these trends continue. Claims
management will become more difficult and
complex but will be more important
than ever under these conditions.
MEGA -TREND #2 INDEMNITY
CLAIM COST INFLATION.
The second workers' compensation
mega trend is based on indemnity claim
cost inflation. Workers' compensation
indemnity daims costs have accelerated.
According to NCCI, from 1991 to 1996,
the annual change in indemnity claims
costs was 1.2 %; from 1997 to 2005, the
annual change had increased to 6.6 %.
This resulted in a cumulative change of
108.5% during this timeframe. Workers'
compensation indemnity severity is
once again outpacing wage inflation.
MEGA -TREND #3 THE AGING WORKFORCE
The third mega trend that bears watching is the
impact of an aging workforce. Based on data
from the U.S. Census Bureau, it is projected that
there will be nearly as many +85 year old people
in 2025 as there
are 70-74 year old (11
people today. The
question becomes
how does this
mega -trend
apply to workers'
compensation.
• _,1
MAO
The labor force participation rate for older
workers is expected to grow in the future as
seniors find they cannot fully retire on their
retirement savings. The labor force participation
rate for workers' 70 to 74 years of age has
grown by about 50% since 1998 according
to the U.S. Bureau of Labor Statistics, the
U.S. Department of Labor and the Insurance
Information Institute.
Midwest Employers Casual (q Command: Self-Insurance Bulletin
Information from the U.S Bureau of Labor
Statistics, U.S. Department of Labor shows that
tU
,
•
•
workers 65 year
of workers age
future will have
accommodate tl
In addressing the
can expect little ■
Medicare law ha
tit
Yn..±yp err>
u+. xce makxt
compensation in
for workers whc
Medicare, it will
r
it,
I:,;, pi a ti r1 t f r
,..t`
Is s• N14
a..
,.�_.
` 1
l\ !O
14,4 Af•!1 ri4 *4. K.
older workers have more
lost time from work due to
injury or illness. For example,
the median lost time of
workers over the age of 65
is 50% greater than workers
between the ages of 35 to
44 years old. Statistics also
show that the fatality rate for
s of age and older is triple that
35 to 44. The workplace of the
to be completely redesigned to
e surge in older workers.
aging workforce, businesses
no help from Medicare.
long specified that if workers
compensation is available,
(Medicare will pay nothing.
Medicare will pay if costs
remain after all workers'
compensation medical benefits
are exhausted Furthermore,
if Medicare does pay a bill, it
has a right of recovery from
the employer or workers'
carer. Medicare is worried that
are covered by or eligible for
be stuck with costs shifted from
those responsible for paying
workers' compensation costs.
In those cases, Medicare will
likely want to review and
may disapprove workers'
compensation settlements, if
it believes there is insufficient
workers' compensation money
to pay for future medical costs.
This may align Medicare with workers and against
employers and workers' compensation insurers.
Increased workers' compensation administration
costs could be expected in this environment.
Another question centers on the effect work-
ers' compensation claims would have on social
security retirement income. When a social
security disability income recipient reaches
the full benefit retirement age, the disability
benefit becomes a retirement benefit. Social
security retirement income is not offset for
workers' compensation indemnity payments.
In essence, disabled workers age 66 and over
could collect both. Many raise the question as
to whether this creates a moral hazard.
MEGA -TREND #4
THE OBESITY EPIDEMIC.
The fourth mega trend that is currently and will
continue to impact workers' compensation
is U.S workers are becoming more and more
obese. The Journal of the American Medical
Association
reported that
extremely
obese workers
file twice as
many workers'
compensation
claims as
healthy-
ob..ih Trends• Among U.B. AduK.
ARJS' 29'fl 1944 2046
weight workers. Similarly, obese workers have
13 times more lost workdays than healthy
weight workers.
Indemnity costs
are 11 times
higher for the
most obese
workers than
for healthy
weight workers.
Wellness and
lifestyle management programs are likely to
Midwest Employers Casualty Company: Self- Insurance Bulletin
play an even more
prominent role
in the workplace in
the future.
SUMMARY
In summary,
trends in medical
and indemnity costs are worrisome.
Preventing accidents and controlling
costs through aggressive Toss control and
claims management must continue to
play a predominant role within virtually all
organizations. Of significant importance,
the aging of the population and the
obesity epidemic could cause workers'
compensation claims to explode. Those
employers who recognize these trends and
Midwest Employers
Casuahy Company
A Member Company of the W.& Berkley Corporation
14755 North Outer Folly Drive, Suite 300
Chesterfield, Missouri 63017
httP://www.rnwecc.corn
1.877.WRK.CCVv1P
are prepared to manage these conditions are
those who will succeed over the long term.
At Midwest Employers Casualty Company,
we are prepared to work with employers to
develop effective strategies aimed
at combating these and other developing
trends within the business environment.
For a complete copy of Dr. Weisbart's
presentation, "Mega- Trends Influencing the
Workers' Compensation Insurance Industry"
contact Dr. Weisbart at the Insurance
Information Institute at 212.346.5540,
stevenwOiii.org, or visit www.iii.org.
For more information regarding how Midwest
Employers Casualty Company can assist your
organization, contact Steve Link at
1.877.WRK.COMP or via email at slink@
mwecc.com. 014
PRSRT STD
AUTO
U.S. POSTAGE PAID
CLEARWATER, FL
PERMIT NO. 375
PUBLIC RISK MANAGEMENT OF FLORIDA
BOARD OF DIRECTORS MEETING
June 19, 2009
REGULAR AGENDA SUMMARY
Executive Director's Report continued
C. Member Notices to Withdraw 3/31/10
The following submitted notices to withdraw effective 3/31/10:
City of Avon Park*
City of Brooksville*
City of Crystal River
DeSoto County BOCC
City of Eustis*
Hendry County BOCC
Hendry County Sheriff
Holmes County BOCC*
Town of Lady Lake
City of Lake Placid
City of Okeechobee
City of Pahokee
City of Punta Gorda
City of Tavares
*submitted notice more than once during 3 -year period
D. 2010 PRM Educational Conference — Discussion on Location
PUBLIC RISK MANAGEMENT OF FLORIDA
BOARD OF DIRECTORS MEETING
June 19, 2009
REGULAR AGENDA SUMMARY
4. Broker's Report
A. WRM Strategic Marketing Plan
Attachment
World Risk Management
5. Legal Counsel Donovan Roper
A. Request Board of Directors Action on Amendments to PRM By -Laws
Attachment
Board Action:
Approved
Denied
Deferred
Other
4.A. WRM STRATEGIC MARKETING PLAN
(Ao o
6.A
6f,41 /f/t
— c.4":1) ■vt.,i (A,
/92,L, / CA, t/AA i ct I
RISK MANAGEMENT, LLC
May 28, 2009
Dear Ross, PRM Board Member,
Re: Strategic Marketing Plan Recommendations
As discussed at the March Board of Directors meeting there are many exciting changes
proposed for the marketing and expansion of PRM. We feel we were very successful at keeping
the competition at bay when they targeted the members who had given notice and went out to
bid. We were able to explain the advantages of the PRM Program, the superior coverage and
services provided. The restrictive coverage, and in some cases the lack of coverage, in the
competitor's programs certainly make PRM the superior program in the marketplace at a
comparable, if not better, price.
We have further discussed with you and the Executive Committee the need to make several
important changes to allow us to obtain the goals you have put in place for us, namely, the
growth of PRM. With the competition actively targeting PRM members we are all aware that
PRM needs to grow. Even with the aggressive marketing plan we are putting in place PRM will
still remain the same Association to the core, existing membership.
Some of the changes we have identified require amendments to the By -Laws. The following
explains what changes we have identified and why we feel they are important. Following these
changes are highlights from our marketing plan that we are putting into place as well as the
property extension we are recommending:
By -Law Changes
• Establish two tiers of Membership, Preferred Member and Standard Member.
Prospective members are often put off by the initial 2 year commitment as well as the
one year notice period. In addition, they do not necessarily wish to purchase all lines of
coverage. These items are also highlighted by the insurance consultants hired to help
with the RFP process. Often, they will concentrate on these issues as deficiencies of the
PRM Program rather than the better coverage /service provided by PRM. The
competition also uses the scare tactic that if a one year notice is not given to PRM then
PRM may increase the costs at the next renewal by a large amount and the Member
would have no option but to live with it. While we know this is not how PRM operates it
has an effect on prospects. As such we feel it is best to offer a Standard Membership
where not all lines of coverage have to be purchased, nor is the 2 year commitment and
one year notice mandatory. However, a Standard Member would not have voting rights,
141 Terra Mango Loop. Suite A, Orlando, FL 32835
(407) 445 -2414 Phone (407) 445 -2868 Fax (888) 501 -0014 Toll Free
www.wrmllc.com
RISK MANAGEMENT, LLC
nor would they be able to receive participation credits that the membership has enjoyed
in the past. Existing Members would automatically be afforded Preferred Membership
status and enjoy the extra benefits that are provided in return for the commitment made
to PRM. The proposed Benefits and responsibilities of the two types of membership are
as follows:
o Preferred Membership
Benefits
Rate increases capped at 20% for those members who have not given the one
year notice. (may change to 10% for all lines other than property which is 25 %, or
something similar)
Participation credits made available to Preferred Members only.
Receive all loss control & risk management services.
No registration fee or room cost at annual education conference.
All current membership grandfathered in.
Able to be elected to the Executive Board.
Representation on the PRM Board of Directors.
Responsibilities
Purchase all lines package product.
One year notice requirement remains.
If notice is given more than twice in a five year period no longer eligible for
Preferred Membership.
Eligible to new Members only with over $250,000 in funding per year.
o Standard Membership
Benefits
Ability to unbundle coverage.
One year notice not required.
Receives of loss control & risk management services, although at a reduced level
than the Preferred Members. Additional services are available at a pre-
determined cost.
Responsibilities
45 day notice of intent not to renew.
Purchase of standard insurance policies.
• Develop a more responsive and flexible ability to respond to changes in the insurance
marketplace as well the increased activity of the competitor pools in Florida. At the
moment, any changes in the PRM Program have to be agreed by a majority of the Board
of Directors which only meets four times a year. Recently, this has proved to be
141 Terra Mango Loop. Suite A, Orlando, FL 32835
(407) 445 -2414 Phone (407) 445 -2868 Fax (888) 501 -0014 Toll Free
www.wrmllc.com
RISK MANAGEMENT, LLC
detrimental with changing market conditions coupled with the competition actively
targeting PRM members. In addition, with the expectations of growth that we have been
directed to achieve, it is impractical to have policy decisions made by a Board of 75 or
more members. The larger membership will also make it more difficult to ensure a
Quorum is in attendance. To this end we have discussed broadening the responsibilities
of the Executive Board and at the same time enlarging the Executive Board from 5
members to 7 members. Enlarging the Executive Board will ensure all members
continue to be represented and that there is still a broad consensus of opinion.
This change will call for two new Executive Board members to be elected in addition to
the Election of Officers that will take place at the June Board of Directors meeting.
• Amend the PRM territory to the whole of Florida. PRM is still concentrated in the south
west and middle part of the state. There are many prospects outside of these areas that
are interested in joining PRM. As these ne prospects are not in member populated areas
they are more attractive to insurance carriers as they provide a better spread of risk.
This means new members can be added without increasing a carriers potential exposure
to Toss. At this stage we do not anticipate moving heavily into the new territory areas, but
it will enable us to spread the overall risk of PRM, with possibly lowering costs, while at
the same time expanding the membership.
Non By -Law Changes
There are several changes which we are recommending in helping grow PRM which do not
require changes to the By -Laws. These changes are:
• Allow Standard Members to unbundle coverage. This can benefit both the prospect and
PRM. Some prospects may self- insure a line of coverage, or they may not want to move
all of their coverage to a new carrier. This option allows them to look at PRM as a
potential market whereas before only FMIT and PGIT allowed unbundling. In addition,
this helps with consultants a prospect may hire as historically they have criticized PRM's
"all or nothing" approach. There are times when a prospects coverages renew at
different times which makes it impossible to move all lines to PRM at the same stage.
Conversely, it may benefit PRM to accept some members by providing only one or two
lines of coverage. For example, a prospect may have a very good property schedule but
their WC losses may be high. This will allow PRM to work with the new member on
reducing the WC losses before actually insuring them.
• Expand the types of entities /members that PRM accepts. There are some classes of
public entity that PRM does not accept for membership right now, such as school boards
and other special taxing districts, which we feel would help with the expansion of PRM.
School boards tend to have better property schedules than most public entities and as
141 Terra Mango Loop. Suite A, Orlando, FL 32835
(407) 445 -2414 Phone (407) 445 -2868 Fax (888) 501 -0014 Toll Free
www.wrmllc.com
RISK MANAGEMENT, LLC
such they are liked by carriers. With the ability to add entities such as schools as a
Standard Member we feel there are only benefits to PRM.
Property Policy Extension
We have the option to extend the property policy to 14 months, renewing June 1, 2010. We feel
this is a very good option as every indication we are seeing has the property premiums
increasing substantially as the year goes on, and this is before the hurricane season. Renewing
the property June 1 still has the renewal negotiations being conducted outside of the hurricane
season, which keeps true to the reason we moved to an April 1 renewal date.
Marketing & Branding
With all of the changes being made we felt this was a good time to look at the PRM logo and
website. Both have been around for many years and we feel a fresh look to both will help as
PRM looks to expand over the next few years. WRM is offering assistance to make the website
more user friendly, as well as installing links to our website. For the logo, we have developed
several options which have been reviewed by the Executive Board. We feel the logos are more
current and representative of the breadth of PRM's operations. We are open to discussion on
both of these items.
WRM is working with both a marketing team and several local agents with the goal of expanding
the PRM membership. Draft marketing brochures have been developed and a marketing plan is
being put in place subject to the changes that have been recommended above.
We realize there are many changes to be taken on board and we feel these changes are
necessary if PRM is to grow rather than be eroded by the competition. We are available to
discuss with any member the contents of this letter to ensure all questions are answered before
the Board Meeting in June.
Sincerely,
,
qiclutf2/-q--9„.,
e
„........_.
Andy Cooper
Michele Jones
Sonia Fatheree
Vice President
Managing Director /President
Vice President of Account Services
141 Terra Mango Loop. Suite A, Orlando, FL 32835
(407) 445 -2414 Phone (407) 445 -2868 Fax (888) 501 -0014 Toll Free
www.wrmllc.com
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Public Risk Management of Florida Logo Color Comps: Lighthouse_Modern
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Capo's Attic Leanne Capobianco, Graphic Designer 407.739.1637 Graphics @caposattic.com
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Tag line: A Beacon of Financial Strength & Innovation
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Capo's Attic Leanne Capobianco, Graphic Designer 407.739.1637 Graphics@caposattic.com
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Tagline: A Beacon of Financial Strength & Innovation
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Capo's Attic Leanne Capobianco, Graphic Designer 407.739.1637 Graphics @caposattic.com
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Tagline: A Beacon of Financial Strength and Innovation
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Tagline: A Beacon of Financial Strength & Innovation
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This is a rough sketch of conceptual idea of doing a
illustartive rendering utilizing watercolor and pen & ink.
For the final I will create a tigher rendering which will
need to be professionally scanned to convert into
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Capo's Attic Leanne Capobianco, Graphic Designer 407.739.1637 Graphics @caposattic.com
5.A. PROPOSED CHANGES - PRM BY -LAWS
I have been asked by PRM Chairman, John Litton, and Executive Director, Ross Furry, to
give the PRM membership a brief summary or overview of the proposed amendments to
the PRM Bylaws and Intergovernmental Cooperative Agreement as amended and restated
through May 17, 2007, which will be on the agenda and shall be discussed, and voted on,
at the upcoming PRM annual educational conference and Board of Directors meeting in
Marco Island on June 18 and 19, 2009. This summary /overview shall be accompanied by
a proposed set of Bylaw amendments showing both proposed bylaw deletions, designated
by a "line through," and proposed Bylaw additions, designated by yellow highlighting and
underlining. Should any of you have any questions or concerns prior to June 18, 2009,
please do not hesitate to contact me personally with regard to same.
Sincerely,
Donovan Roper
Legal counsel for the PRM Board of Directors
SUMMARY OF PROPOSED PRM BYLAWS AND
INTERGOVERNMENTAL COOPERATIVE AGREEMENT AMENDMENTS
(1) Proposed amendments create two types of membership, Preferred and Standard
members. It is suggested and recommended that, as a matter of policy, a motion should be
raised to have all existing PRM members "grandfathered in" as preferred members
effective immediately upon adoption of these Bylaw /Agreement Amendments by the
Pool, and also potentially for the initial ensuing policy year. Prospective new members
would have the choice of electing between each type of membership, but only preferred
member rates would be guaranteed for their initial policy term.
(2) Preferred members. Preferred members would be the only members with any vote
on the Board of Directors. Preferred members would have entitlement to participate in
any and all available lines of coverage, and insurance and/or self - insurance policy limits,
which either are not available, or may not be available and/or afforded to standard
members. Preferred membership premiums would generally be higher than that of
standard members. Preferred members would have the ability to participate in certain loss
control and/or loss prevention options or programs not otherwise available to standard
members.
(3) Standard members. Standard members would have no vote on the Board of
Directors. Standard members would have entitlement to participate in certain delineated
or specific lines of coverage, and insurance and/or self - insurance policy limits, which are
commensurate with, and/or equivalent to, lines of coverage currently being offered or
afforded by PRM's competitors. The membership premiums for standard members would
generally be less expensive than that of preferred members. Standard members, while
receiving certain basic loss control and/or loss prevention services, would not have
available to them any of the loss control and/or loss prevention services or options
available to preferred members except on a fee - for - service basis.
(4) The proposed amendments substantially alter the initial notice of intention to
withdraw, and final notice of decision to withdraw (from the Pool) deadline requirements,
as follows -- preferred members would still have to give at least one (1) year's initial notice
of their intent to withdraw from the Pool (at least one year prior to the beginning of the
upcoming policy year), but now would only have to give the second, or final, notice of
withdrawal from the Pool no less than ten (10) days prior to the beginning of the
upcoming policy year. Standard members, under the proposed amendments, would now
only have one (1) deadline requirement for serving its notice of intention to withdraw
from the Pool -- such standard members may withdraw from the Pool at the end of the
policy year by giving at least forty -five (45) days written notice prior to the beginning of
the upcoming policy year, to the Executive Director that it intends to withdraw from the
Pool at the end of the current policy year.
(5) Standard members have an unlimited number of times for giving notices of
intention to withdraw from the Pool under these proposed amendments, while preferred
members may, at the option of the Executive Board, be expelled from the Pool by the
vote of at least 5 of its 7 members of the Executive Board if that preferred member gives
its (one year) notice of intention to withdraw from the Pool more th . ever any five
(5) year period of time. The former Bylaw /Agreement requirements o giving notice of
intention, and then fmal decision, to withdraw from the Pool by a certain number of days
prior to February 1 or February 15 would all be deleted under these proposed
amendments, as would the previous language requiring two- thirds vote of the Board of
Directors for expulsion of a member for giving multiple such notices .
(6) The proposed amendments would create a new Executive Board (formerly
Executive Committee), with newly expanded policy - making and decision - making
authority and/or powers to bind any and all coverages for all preferred and standard
members of the Pool with excess insurers, reinsurers, specific excess insurers, insurance
underwriters, wholesalers, brokers and/or their intermediaries, and with independent
insurance contractors providing coverages to the Pool membership. The Executive Board
would be expanded from five (5) members to seven (7) members, who would be elected
bi- annually. The previous requirement for a representative from the North region and a
representative from the South region on the Executive Committee would be deleted, as
would any and all previous Florida geographic prohibitions on membership eligibility in
the Pool. The map attached as Exhibit 6.6 to the current Bylaws /Agreement would
therefore be deleted. The proposed amendments would also result in the Board of
Directors mandatorily granting the Executive Board the authority to approve
expenditures, authorize settlement of claims and lawsuits, and take such other actions as
shall be specifically delegated to the Executive Board. The Executive Board, under the
proposed amendments, would now dictate to the Executive Director the guidelines for
authorizing settlement of claims and lawsuits and direct the management of the Pool, and
the Executive Board can, through the Executive Director, delegate, designate and bind the
extent of insurance and/or self-insurance coverages to be provided for all Pool members.
(7) The preferred, i.e. voting, members of the Pool, would, under the proposed
amendments, still retain the ability to appeal any decision or determination by the
Executive Board relating to any reduction or elimination in the scope of loss
protection, by filing a written notice to the Executive Board within twenty (20) days of
that decision or determination asking that the Executive Board either affirm, modify or
reverse such decision/determination. Moreover, even if the Executive Board refused to
modify or reverse such decision/determination, the preferred members of the Pool would
still retain the ability to appeal any decision or determination by the Executive Board
relating to a reduction or elimination in the scope of loss protection by filing a written
notice to the general Board of Directors within twenty (20) days of that decision or
determination; thereafter, at either a general or special meeting, a two- thirds majority of
the voting, i.e. preferred, members relating to any reduction or elimination in the scope
of loss protection would constitute the final determination as to the extent of any such
reduction or elimination. Again, standard members would have no vote in any such fmal
decision or determination. Failure on the part of any member to timely appeal, within
twenty (20) days of either the final decision or determination at the Executive board level,
or the general Board of Directors level, shall be deemed under these proposed
amendments to constitute a waiver of any and all rights on the part of those members to
object to the Executive Board's final decision or determination, and would thereafter bind
the Pool to that decision or determination.
(8) The Executive Board shall, under the proposed amendments, also have to publish
to the membership, via .certified or registered mail to its designated Representative at
least ten (10) days prior to any regular or special meeting of the Executive Board, its
intended agenda and what issues will be discussed at said meeting of any elimination or
reduction in the scope of loss protection which was previously afforded to all Pool
members. At least five (5) out of seven (7) members of the Executive Board must vote to
approve any reduction or elimination in the scope of loss protection to be afforded under
the proposed coverage terms, and the previous reference to two- thirds majority of the
general Board of Directors being necessary to reduce or eliminate the scope of loss
protection would be deleted under the terms of the proposed amendments.
(9) The Executive Board shall, under the proposed amendments, meet at least four
times annually, with ten days prior notice of its agenda to all PRM members
Representatives and Alternates; moreover, the Board of Directors now may (instead of
shall ) meet up to four times annually.
(10) The Executive Director must, under the proposed amendments, attend all meetings
of the Executive Board. The Executive Board would now more actively involve, direct
and authorize the Executive Director in his job duties. The Executive Board , and not the
Board of Directors, shall approve a preliminary budget and may also now approve budget
amendments, but any time deadlines to do so would be deleted under the proposed
amendments herein.
(11) Under the proposed amendments, the Executive Board, rather than the general
Board of Directors, may (instead of shall) determine annual payment factors for premium
payments due from each member, utilizing exactly the same factors previously used by
the PRM Board of Directors in Article 9.3 of the existing Bylaws.
(12) The Pool "may ", under the proposed amendments, purchase Specific Excess
insurance and also purchase Multiple Loss coverage , whereas the current
bylaws /agreement for both types of coverage mandated (i.e., "will ") that such coverages
be purchased. This proposed amendment streamlines those coverages similar to the
existing bylaw language ( "may ") on Aggregate Excess insurance, and makes all three
forms of those coverages uniform.
(13) Expulsion of members -- under the proposed amendments, this now applies to
preferred members who give their notices of intent to withdraw from the Pool more than
once in any five (5) year period of time, but is still elective on the part of the Executive
Board rather than the general Board of Directors, and can only be achieved by a vote of at
least five (5) of seven (7) members of the Executive Board.
(14) Under the proposed amendments, the definition of "policy year" has been amended
to get away from any calendar date reference (Bylaws /Agreement currently has the
"policy year" beginning on April 1, and ending on March 31), and allow fourteen month
(or other non -date certain) coverage renewals which may, or will allow PRM's brokers,
underwriters, wholesalers and intermediaries to obtain the least expensive premiums for
the PRM membership from the various insurers and reinsurers.
THE INTERGOVERNMENTAL COOPERATIVE AGREEMENT
A CONTRACT AND BY -LAWS
FOR
PUBLIC RISK MANAGEMENT OF FLORIDA
(PRM)
AS AMENDED AND RESTATED THROUGH MAY 17, 2007 JUNE 19, 2009
THE INTERGOVERNMENTAL COOPERATIVE AGREEMENT
(A CONTRACT AND BY -LAWS FOR PUBLIC RISK MANAGEMENT OF FLORIDA)
(PRM)
INDEX
ARTICLE # DESCRIPTION PAGE #
Article 1 Name and Duration 1
Article 2 Definitions and Purpose 1 - 3
Article 3 Power and Duties 3 - 4
Article 4 Participation and Term 4 - 5
Article 5 Commencement of the Pool 5
Article 6 Board of Directors of the Pool 5 - 8
Article 7 Board of Directors Meetings 8 - 9
Article 8 Pool Officers 9 - 10
Article 9 Finances and Risk Management Pool 10 -12
Article 10 Excess Insurance 12
Article 11 Obligations of Members 12 - 14
Article 12 Liability of Board of Directors or 14
Officers of the Pool
Article 13 Additional Insurance 14
Article 14 Settlements 14 - 15
Article 15 Coverage & Indemnity Dispute Resolution 15
Article 16 Contractual Obligation 15 - 16
Article 17 Expulsion or Termination of Members 16 - 17
Article 18 Special Provisions for Deferred Funding 17
Article 19 Termination of Pool 17
ARTICLES OF ASSOCIATION
AND BY -LAWS
OF
PUBLIC RISK MANAGEMENT OF FLORIDA
(PRM)
BE IT KNOWN THAT:
The below named public agency or agencies of the State of Florida for the purpose of
forming a risk management and self - insurance association pursuant to the terms of Florida
Statutes Sections 768.28(16)(a), 440.57, and 163.01, Florida Interlocal Cooperation Act of 1969,
do bind themselves contractually to and adopt these Articles of Association and By -Laws.
Article 1 - Name and Duration
1.1 Name. The name of this association shall be Public Risk Management of Florida,
referred to hereinafter as the Pool.
Article 2 - Definitions and Purpose
2.1. Definitions. As used in this agreement, the following terms shall have the
meaning hereinafter set out:
"Annual Payments ": The amount each Member must annually pay to fully fund the costs
of the full operation of the Pool.
"Aggregate Excess Insurance ": Stop Loss Insurance purchased by the Pool from insurance
companies and /or Lloyd's of London, or other similar entities, approved by the Board of
Directors, or any committee appointed by the Board for such purpose, to protect the Pool from an
accumulation of losses in any policy year should the "Loss Fund" be exhausted. Once the
"Aggregate Excess Insurance" is triggered, any further losses within the "Self Insured Retention"
will be paid by this coverage.
"Fiscal Year ": The fiscal year of the Pool shall begin on October 1st and end on
September 30th
"Joint Self - Insurance" or "Self- Funded ": A self - insurance or self - funded program in
which Members agree to annual payments to fully fund the operations of the Risk Management
Pool.
"Loss Fund ": The fund established to pay claims occurring within the "Self Insured
Retention." The "Loss Fund" represents the maximum amount for which the Pool is exposed in
a single policy period.
"Maintenance Deductible ": The amount paid by the "Member" before the loss is paid by
the "Self Insured Retention." This is a nominal amount designed to protect the "Loss Fund"
from small claims. The "Maintenance Deductible" applies only to property, automobile physical
damage and crime losses."
"Members ": The public agencies of the State of Florida which initially or later enter into
the intergovernmental association established by this Intergovernmental Agreement.
"Multi -Loss Coverage ": This multiple loss protection limits a loss involving more than
one line of coverage from one occurrence (i.e. property, liability, workers' compensation) to one
"Self Insured Retention."
"Policy Year ": The policy year of the Pool shall be from the date of inception of
coverage to the termination of said coverage begin on April 14 and end on March 314, or on
other dates as approved by the membership in attendance at a scheduled meeting of the
membership.
"Pool ": Public Risk Management of Florida established pursuant to the Constitution and
the Statutes of the State of Florida by this Intergovernmental Agreement.
"Risk Management ": A program attempting to reduce or limit casualty and property
losses to Members and injuries to employees caused by or arising out of the operations of
Members. Where claims arise the Pool will provide processing of claims, investigation, defense
and settlement within the financial limits of the Pool as established in accordance with this
Intergovernmental Agreement and will tabulate such claims, costs and losses.
"Risk Management Pool ": A fund of public monies established by the Pool to jointly self -
insure and self -fund property coverages, general liability, automobile liability, professional
liability, public officials' liability and workers' compensation, and any other coverage lines
approved by the Board of Directors.
"Self- Insurance ": The decision by a public agency not to purchase insurance coverage for
risks below certain limits; to seek and maintain immunities provided by law for a noninsured
public agency; to rely upon its financial capabilities to pay covered losses which occur in case
third -party claims are held valid and not barred or capped by available immunities: and to
purchase some insurance to protect against catastrophic or aggregate losses. The purchase of
liability insurance by the Pool or any of its Members is not intended to, and does not, waive
sovereign immunity. Purchase of liability insurance shall only be pursuant to Florida Statutes,
which allow for the purchase of insurance by the Pool without the waiver of sovereign immunity
by the Pool or any of the Pool's Members and is not pursuant to any other statute of the State of
Florida.
"Self Insured Retention ": A layer of assumed risk where the pool self - insures a pre-
determined amount of loss per occurrence.
"Specific Excess Insurance ": Insurance purchased by the Pool from insurance companies
and/or Lloyd's of London, approved by the Board of Directors, or any committee appointed by
2
the Board for such purpose, that provides catastrophe coverage up to the limit(s) chosen by the
Pool.
"Standard Member /membership " - a Member with the Pool, who finds several benefits in
pooling and who values pricing and the ability to select specific lines of coverage, but who
chooses not to participate in loss control and/or loss prevention and/or risk management options
afforded Preferred Members.
"Preferred Member /membership " — a Member with the Pool, who finds several benefits in
pooling , including the multiple benefits to be achieved in participating in all available lines of
coverage, and who chooses to participate on a fee for service basis in loss control and/or loss
prevention and/or risk management options not otherwise usually afforded to Standard Members.
2.2. Purpose: The Pool is a cooperative agency voluntarily established by Members as
set forth in Florida Statutes Sections 163.01, 768.28 and 440.57 for the purpose of seeking the
prevention or lessening of casualty and property losses to Members and injuries to persons or
employees which might result in claims being made against Members. The purpose of this Pool
is to carry out and effect the agreed upon functions and purposes of this Intergovernmental
Agreement as stated herein.
It is the intent of the Members of this Pool to create an entity, which will administer a
Risk Management Pool and utilize such funds to defend and protect, in accordance with this
Intergovernmental Agreement, any Member of the Pool against liability for a covered loss. This
Agreement shall constitute the substance of a contract among the Members.
All funds contained within the Risk Management Pool are funds directly derived from its
Members who are public agencies of the State of Florida. It is the intent of the Members in
entering into this Intergovernmental Agreement that, to the fullest extent possible, the scope of
Risk Management undertaken by them through a Joint Self- Insurance or Self- funded program
using governmental funds shall not waive, on behalf of any Member or such Member's
employees as defined in Florida Statutes Section 768.28, any defenses or immunities therein
provided, or provided by the laws of the State of Florida. The Pool and the Members of this Pool
intend to effect no waiver of sovereign immunities through their use of public funds retained
within the Risk Management Pool. Such funds being utilized to protect against risks in
accordance with Florida Statutes Section 768.28 are not intended to constitute the existence,
issuance or purchase of a policy for insurance. This Intergovernmental Agreement is not to be
considered such as would cause this Pool to be treated as an "insurer" within the meaning of any
legislation giving risk to liability or applicability to "insurer ", for damages, costs, fees or
expenses, etc., under Florida Statutes Sections 624.155, 626.9541, 626.9561, 627.426, 627.428,
or other statutes applicable to Public Entity Self Insurance in the State of Florida.
2.3 Non- Assessable: Public Risk Management is a non - assessable pool.
Article 3 - Power and Duties
3
3.1. Powers: The powers of the Pool to perform and accomplish the functions and
purposes set forth herein, within the budgetary limits and procedures set forth in this
Intergovernmental Agreement, shall be as follows:
3.1.1. To establish By -Laws and Amendments to By -Laws, and operational
procedures governing the operations of the Pool which are consistent with this
Intergovernmental Agreement as set forth in Florida Statutes Sections 768.28, 163.01 and
440.57, and to not waive any sovereign immunity not waived statutorily under Florida
Law, and to expressly negate any past, present, or future waiver of sovereign immunity
under Florida Statutes, and to continue to negate any waiver of sovereign immunity for
discretionary and planning functions of government.
3.1.2. To employ agents, employees and independent contractors and approve the
rate of compensation, benefits and/or contracts that apply to Pool employees, Pool
officers and service providers, and to ensure all benefits of Florida Statutes Section
163.01(9)(a) and all other applicable Florida Statutes.
3.1.3. To lease real property and to purchase or lease equipment, machinery or
personal property necessary for the carrying out of the purpose of the Pool.
3.1.4. To carry out educational and other programs relating to risk reductions.
3.1.5. To cause the creation of this Pool and see to the collection of funds for the
continued administration of the Risk Management Pool.
3.1.6. To purchase Aggregate Excess Insurance, Reinsurance, Excess Property
Insurance, Excess Workers' Compensation Insurance, Excess Liability Insurance,
Pollution Insurance, Boiler & Machinery Insurance and Specific Excess Insurance, and
any other form of insurance deemed reasonable and necessary by the Board of Directors
to promote or serve the powers and duties of the Pool to supplement the Risk
Management Pool without such being a waiver of sovereign immunity under Florida
Law.
3.1.7. To establish reasonable and necessary loss reduction and prevention
procedures, which shall be followed by the Members.
3.1.8. To provide Risk Management services including the defense of and
settlement of claims and to have the authority granted by Florida Statutes Section
768.28(16).
3.1.9. To negate, pursuant to Florida Statutes, any implication of a waiver of
sovereign immunity, and to negate any waiver of sovereign immunity other than to the
extent required under Florida Statutes Section 768.28.
3.1.10. To act solely within the budgetary limits established by the Members to
carry out such other activities as are necessarily implied or required to carry out the
purposes of the Pool.
4
3.1.11. To sue or be sued as a separate legal entity.
Article 4 - Participation and Term
4.1. Term: The initial term of the Pool shall be from 12:01 a.m. on October 1, 1987 to
12:01 a.m. September 30, 1989. After the initial two (2) year term of the Pool, the term shall
automatically be renewed for an additional term of one (1) year each. Provided, however, the
Members may, through the manner provided in Section 6.9.4., terminate the Pool as of the end of
the initial or any additional term during which such action is taken.
4.2. Notice of Withdrawal: So long as the Pool shall continue in existence, any
current or new Preferred Member joining the Pool shall remain a Member for an initial two -year
term, except a new Member coming into the Pool after the first day of the policy year shall be
obligated to be a member for not less than eighteen (18) months. A new Preferred member's
rates will be guaranteed for their initial term.
Any Preferred Member may withdraw from the Pool at the end of the policy year upon serving on
the Pool by mail, fax or hand delivery at least one year's prior written notice. Any Standard
Member may withdraw from the Pool at the end of the policy year upon serving on the Pool by
mail, fax or hand delivery at least forty- five(45) days prior written notice. Such notice shall be
addressed to the Executive Director of the Pool and shall be accompanied by a resolution of the
governing body of the Member electing to withdraw from the Pool.
4.3. Actual Withdrawal /Required Withdrawal. Any Preferred Member who has served
the Executive Director with prior written notice of its intent to withdraw at least one (1) year
prior to the beginning of the policy year for which the notice to withdraw is applicable, shall
serve in writing to the Executive Director, by mail, fax or hand delivery on or before February 15
no later than ten (10) days prior to the beginning of such policy year, a verification as to whether
the Member intends to actually withdraw from the Pool at the end of the current policy year.
Failure to serve such verification on or before February 15 no later than ten (10) days prior to the
beginning of the policy year for which notice of intent to withdraw is applied, shall be deemed a
revocation of the prior notice of intent to withdraw; thus, binding the Member to the Pool for the
ensuing policy year. Provided, however, any Preferred Member who serves written notice of its
intent to withdraw from the Pool more than once during any three (3) five (5) year period may be
required, at the option of the Boar e f Directors Executive Committee Board, to withdraw from
the Pool on the second such notice. Said requirement shall not apply to Standard Members of the
Pool. An action to expel a Preferred Member in this manner shall be taken by the Boatel-of
Directors Executive Committee Board .. in the
manner described in Article 17 hereafter . Any Standard Member who chooses to withdraw from
the Pool shall serve the Executive Director with prior written notice of its intent to withdraw at
least forty-five (45) days prior to the beginning of the policy year for which the notice to
withdraw is applicable, in writing to the Executive Director, by mail, fax or hand delivery a
verification as to whether that Standard Member intends to actually withdraw from the Pool at
the end of the current policy year. Failure to serve such verification at least forty-five (45) days
prior to the beginning of the policy year for which the notice to withdraw is applicable shall be
5
deemed as actual binding consent on the part of the Standard Member to remain a Standard
Member of the Pool , binding that Member to the Pool for the ensuing policy year.
4.4. Admission of New Members: The Pool's Executive Committee Board shall
establish and periodically review standards and the approval process for the admission of new
Members. Upon approval of these standards and of the approval process for admission by the
Board of Directors, the Pool's Executive Committee Board may grant or deny admission to
proposed new Members based upon such criteria. Consideration of new Members will be
communicated to all PRM Board Members by the Executive Director for any information or
feedback that a Member may have regarding the prospective member.
Article 5 - Commencement of the Pool
5.1. Commencement Date: The Pool shall commence operations on October 1, 1987.
Article 6 - Board of Directors of the Pool
6.1. The Board: There is hereby established a Board of Directors (sometimes
hereinafter referred to as the "Board ") of the Pool. Each Member shall appoint one (1) person to
represent that body (the "Representative ") on the Board of Directors along with another person to
serve as an alternate representative (the "Alternate ") when the Representative is unable to carry
out that Representative's duties. The Representative and Alternate shall be appointed in writing
by the governing body of the Member and a copy of the written appointment shall be provided to
the Executive Director of the Pool. Once such appointments are made known to the Pool, the
persons appointed shall remain in office until the Pool receives evidence in writing of the
appointment of other persons by the Member's governing body. The Representative and
Alternate selected must be an employee, an appointed official or elected official of the entity.
6.2. The Chairman and Vice Chairman: The Board of Directors shall, commencing
the 2003 fiscal year, select a Chairman for a three year term. Thereafter, and commencing the
2006 fiscal year, the Board of Directors shall, for all subsequent years, bi- annually select a
Chairman to serve a two year term. The term of office for the Chairman shall begin on the 1st
day of a fiscal year and expire on the last day of a fiscal year. The Chairman shall preside at all
meetings of the Board. The Chairman shall vote on all matters that come before the Board. The
Chairman shall have such other powers as he may be given from time to time by action of the
Board.
The Board of Directors shall, bi- annually select a Vice Chairman during the final quarter
of each two -year term to serve during the subsequent two -year term. The term of office for the
Vice Chairman shall begin on the first day of a fiscal year and expire on the last day of a fiscal
year. The Vice Chairman shall carry out all duties of the Chairman of the Board during the
absence or inability of the Chairman to perform such duties and shall carry out such other
functions as are assigned from time to time by the Chairman or the Board of Directors. The
Board of Directors may from time to time appoint other officers of the Board.
6
6.3. Board Responsibilities. The Board of Directors shall have the responsibility for: (1)
hiring of Pool officers, agents, non - clerical employees and independent contractors; (2) setting of
compensation for all persons, firms and corporations employed by the Pool; (3) approval of
amendments to the Intergovernmental Agreement; (4) approval of the acceptance of new
Members and expulsion of Members, except that the approval may be delegated to the Executive
Committee Board under Article 4 above, or by such procedures as are contained in the motion
making delegation; (5) approval and amendment of the annual budget of the Pool; (6) approval of
the operational procedures developed by the Executive Director; (7) approval of educational and
other programs relating to risk reduction; (8) approval of reasonable and necessary loss reduction
and prevention procedures which shall be followed by all Members; (9) approval of Annual
Payments to the Risk Management Pool for each Member; and (10) termination of the Pool in
accordance with this Intergovernmental Agreement.
6.4. Voting: Each Preferred Member shall be entitled to one (1) vote on the Board of
Directors. Standard Members have no entitlement to any vote on the Board of Directors, or
otherwise. Such vote by each Preferred Member may be cast only by the Representative of the
Preferred Member or in the Representative's absence by the Alternate. No proxy votes or
absentee votes shall be permitted. Voting shall be conducted by show of hands or any method
established by the Board that is consistent with Florida law. A simple majority vote of those
Representatives present shall be required to pass on any motion. On such matters, the Chairman
and the Executive Director of the Pool shall cause each Member's Representative and Alternate
to receive the proposed ballot which will include at a minimum the text of the motion to be voted
upon and the purpose of such motion. Only the Representative or the Alternate may vote on such
ballots (not both). If both the Alternate and Representative submit ballots, only the
Representative's ballot will be counted. Favorable votes by a majority of the Members'
Representatives (or Alternates in their absence) entitled to vote shall pass any action unless an
action is taken which is subject to 6.9 below, in which case passage will be based on the required
number of votes as if each Member's Representative or Alternate was present at a regular or
special meeting called to decide such question.
6.5 Representatives: The Representative selected by the Member shall serve until a
successor has been selected. The Representative chosen by the Member may be removed at any
time by the vote of the Member's governing body. In the event that a vacancy occurs in the
position of Representative or Alternate selected by the governing body of a Member, that body
shall appoint a successor in writing within 60 days of such vacancy occurring. The failure of a
Member to select a Representative or the failure of that person to participate shall not affect the
responsibilities or duties of a Member under this Intergovernmental Agreement.
6.6. The Executive Board Committee and other Committees: The Board of Directors
shall establish an Executive Board (known previously in this Agreement as Executive
Committee). That Executive Board shall consist of the Chairman of the Board of Directors, the
Vice Chairman of the Board of Directors, the Treasurer and four (4) Representatives elected by
the Board of Directors. The Executive Board shall have the power to
establish both standing and ad hoc committees to further the functions and purpose of this Pool.
Unless the Board of Directors establishes some other procedure, the authority for selection of
Representatives or Alternates serving on the Executive Board who shall serve
on such committees and chair them shall reside with the Chairman of the Board of Directors.
7
The Chairman of the Board of Directors may appoint non - voting and non -paid persons who are
not Members of the Board of Directors to serve on committees of the Pool. The Ord of
Directors Executive Board shall dictate to the Executive Director the guidelines for authorizing
the settlement of claims. The Board of Directors shall establish an Executive Committee. That
Executive Committee shall consist of the Chairman of the Board, the Vice Chairman of the
Board, the Treasurer and two Representatives elected by the Board, one from the southern area
Exhibit 6.6. The Board of Directors shall, bi- annually select the twe four (4) Representatives
during the final quarter of each two -year term to serve during the subsequent two -year term. The
term of office for the twe four (4) Representatives shall begin on the first day of a fiscal year and
expire on the last day of a fiscal year. The Executive Board shall have the specific authority and
power, as afforded herein by the Board of Directors, to grant binding approval for, and on behalf
of, the Pool to bind any and all coverages for both Preferred Members and Standard Members
with excess insurers, reinsurers, specific excess insurers, insurance underwriters, insurance
wholesalers, insurance brokers and/ or intermediaries, and with independent insurance
contractors providing and/or affording both insurance and self - insurance coverages to the Pool
Members. The Board of Directors may shall grant to the Executive Board Committee the
authority to approve expenditures, authorize a settlement of claims and suits and take such other
action as shall be specifically delegated to the Executive Board. Committee.
6.7. Operating Rules: The Board of Directors may establish rules governing its own
conduct and procedure not inconsistent with this Intergovernmental Agreement.
6.8. Quorum: A quorum shall consist of a majority of the Representatives (or in their
absence their Alternates) serving on the Board of Directors , or serving on the Executive Board.
Except as provided in Section 6.9 herein, or elsewhere in this Intergovernmental Agreement, a
simple majority of a quorum shall be sufficient to pass upon all matters.
6.9. Super - Majority Voting: A greater vote than a majority of a quorum shall be
required to approve the following matters:
6.9.1. Such matters as the Board of Directors shall establish within its rules as
requiring for passage a vote greater than a majority of a quorum, provided, however, that
such a rule can only be established by a greater than a majority vote at least equal to the
greater than majority vote required by the proposed rule.
6.9.2. T ex lsion of a Memb s all r- .uire two -third /3) vote s .11 the
Representatives serving n the Boar. of Directors and/or b; the Executive Board
pursuabt to sub ection 17.1. of this , greement..
6 9
Any amendment of this Intergovernmental Agreement, except as provided
in Subsection 4 below, shall require two - thirds (2/3) vote of all the Representatives
serving on the Board of Directors.
6.9.4. The amendment of this Intergovernmental Agreement to cause the
termination of this Agreement sooner than two (2) years after its commencement or a
8
reduction or elimination in the scope of loss protection set out in Article 10 to be
furnished by the self - insurance pool derived from payments from the Members, shall
require that specific written notice of the proposed change be sent by registered or
certified mail to the governing body of the Member and to the Representative and
Alternate of the Member serving on the Board of Directors, no less than ten (10) days
prior to a meeting of the Executive Board at which this matter is proposed and the
amendment as proposed or as amended at such Board meeting must receive the approval
of at least five (5) out of seven (7) Representatives
all of the then current Representatives (or in their absence their Alternates) Executive
Board representing the then Members of the Pool.
6.9.5 In the event of a reduction or elimination in the scope of loss protection as
set forth in Article 10 of this Intergovernmental Agreement receives the approval of at
least five (5) out of the seven (7) Representatives . —A1te nat s of the then - current
Executive Board as set forth in section 6.9.4, any Member may request, within twenty
(20) days of the Executive Board voting to approve such reduction or elimination in the
scope of loss protections as set forth in Article 10 of this Intergovernmental Agreement,
in writing to the Chairman of the Board of Directors that the Executive Board, at a special
meeting, take official action to affirm, modify or reverse a decision of the Executive
Board affecting the reduction or elimination in the scope of loss protection as set forth in
section 6.9.4. The Member shall be provided a full opportunity to explain their position
to the Executive Board. The Executive Board, by majority vote, may affirm, modify,
reverse or defer the matter to the Board of Directors.
Any Member who disagrees with the Executive Board's final determination may
request in writing, within twenty (20) days of the Executive Board's final determination,
that the Board of Directors take action to affirm, modify or reverse the decision of the
Executive Board. The Member shall be provided a full opportunity at a special , or
regular, meeting to explain their position to the Board of Directors. The Board of
Directors, by majority vote of the Members, may o,fer, modify or reverse the final
determination or decision of the Executive Board . Failure on the part of any Member to
comply timely with the requirements for appealing the determination by the Executive
Board to the Board of Directors within twenty (20) days thereof shall be deemed to be a
waiver of any contractual, legal or other rights of appeal by, or on the part of, that
Member.
6.10. Compensation of Board of Directors: No Representative or Alternate serving on
the Board of Directors shall receive any salary from the Pool.
6.11 Conflict of Interest: Representatives and Alternates shall abide by the guidelines
established by the State Ethics Commission in the performance of their duties, particularly as it
applies to conflicts of interest and financial disclosure.
Article 7 - Board of Directors Meetings
7.1. Meetings: The Executive Board will establish regular meetings, which shall be
held at least four (4) times a year. Regular meetings of the Board of Directors may be held up to
9
shall be held at least four (4) times a year. The tentative times, dates, and locations of regular
meetings of the Board shall be established at the beginning of each fiscal year, and the Executive
Board will establish the tentative times, dates and locations of its regular meetings, and give
timely and appropriate prior notice of said meetings to all Preferred and Standard Members. Any
item of business may be considered at a regular meeting, including the scheduling of future
regular meetings. The Executive Director shall attend all Board meetings and Executive
Committee Board meetings to serve as an advisor and to report as the administrative officer of
the Pool.
7.2. Special Meetings: Special meetings of the Board of Directors may be called by its
Chairman, or by any three Representatives (or in their absence their Alternates). The Chairman or
in his absence, the Vice Chairman, shall give ten (10) days written notice of regular or special
meetings to the Representative and Alternate of each Member and an agenda specifying the
subject of any special meeting shall accompany such notice. Business conducted at special
meetings shall be limited to those items specified in the agenda. The time, date and location of
special meetings of the Board of Directors shall be determined by the Chairman of the Board of
Directors, or in his absence, by the Vice Chairman.
7.3. Conduct of Meetings: To the extent not contrary to this Intergovernmental
Agreement and except as modified by the Board of Directors, Robert's Rules of Order, latest
edition, shall govern all meetings of the Board of Directors. Minutes of all regular and special
meetings of the Board of Directors shall be sent to all Representatives (or in their absence their
Alternates) serving on the Board of Directors.
Article 8 - Pool Officers
8.1. Officers: Officers of the Pool shall consist of an Executive Director, a Treasurer,
a Secretary and such other officers as are established from time to time by the Board of Directors.
All Pool officers shall be appointed by the Board of Directors.
8.2. Executive Director: The Executive Director shall be the chief administrative
officer of the Pool and shall in general supervise and control the day to day operations of the Pool
and shall carry out the policy and operational procedures of the Pool as established in this
Intergovernmental Agreement and by the Board of Directors. Among the Executive Director's
duties shall be the following:
8.2.1. The Executive Director may sign, with such other person authorized by the
Board of Directors or by the Executive Board, any instruments which the Board of
Directors or Executive Board have authorized to be executed and, in general, shall
perform all duties incident to the office of Executive Director and such other duties as
may be prescribed by the Board of Directors.
8.2.2. The Executive Director shall prepare a proposed annual budget and
proposed Risk Management Pool Annual Payment and shall submit such proposals to the
Board of Directors , and to the Executive Board.
10
8.2.3. The Executive Director shall, where necessary, make recommendations
regarding policy decisions, the creation of other Pool officers and the employment of
agents and independent contractors. At each regular meeting of the Board of Directors
and at such other times, as he shall be required to do so, he shall present a full report of
his activities and the fiscal condition of the Pool.
8.2.4. The Executive Director shall report quarterly to all Members on all claims
filed and payouts made.
8.2.5. The Executive Director shall, within the constraints of the approved or
amended budget, employ all secretarial, clerical and other similar help and expend funds
for administrative expenses.
8.3. Treasurer: The Treasurer shall:
8.3.1. Have charge and custody of and be responsible for all funds and securities
of the Pool; cause to be received and given all receipts for moneys due and payable to the
Pool from any source whatsoever; cause to be deposited all such moneys in the name of
the Pool in such banks, savings and loan associations or other depositories that are
recognized as "Qualified Public Depositories" by the State Treasurer operating under
Chapter 280 Florida Statutes, as shall be selected by the Board of Directors; cause to be
invested the funds of the Pool as are not immediately required in such securities as the
Board of Directors shall specifically or generally select from time to time; and cause to be
maintained the financial books and records of the Pool.
8.3.2. In general, perform all duties incident to the office of Treasurer and such
other duties as from time to time may be assigned to that individual by the Board of
Directors. Nothing herein shall prevent the Treasurer from delegating, in writing, the
functions of the office to third parties, whether members of the Board of Directors,
employees of the Pool, or third parties, subject to the approval of the Board of Directors.
However, the Treasurer shall maintain the control and responsibility for the execution of
such functions by such delegates. The Board of Directors shall, commencing the 2003
fiscal year, select a Treasurer for a three -year term. Thereafter, and commencing the 2006
fiscal year, the Board of Directors shall, for all subsequent years, bi- annually select a
Treasurer to serve a two year term. The term of office for the Treasurer shall begin on the
lst day of a fiscal year and expire on the last day of a fiscal year.
8.4 Secretary: The Secretary shall issue notices of all Board meetings, and shall attend
and keep the minutes of same. The Secretary shall have charge of all corporate books, records
and papers; shall be custodian of the corporate seal; and shall keep all written contracts of the
Pool. In general, the Secretary shall perform all duties incident to the office of Secretary and
such other duties as from time to time may be assigned by the Executive Director or the Board of
Directors.
8.5. Third Party Delegations: The Board may select a financial institution or certified
public accountant to carry out some or all of the functions which would otherwise be assigned to
a Treasurer and may select a risk management company or agent to serve as claims administrator
11
or to carry out some or all of the functions which would otherwise be assigned to the Executive
Director. The Board may also employ persons or companies as independent contractors to carry
out some or all of the functions of officers of the Pool.
8.6. Officer Vacancies: In the absence of the Executive Director, Treasurer or
Secretary, or in the event of the inability or refusal of such officers to act, the Chairman of the
Board of Directors may perform the duties of the Executive Director, Treasurer or Secretary, and,
when so acting, shall have all of the powers of and be subject to all of the restrictions upon the
Executive Director, Treasurer or Secretary.
Article 9 - Finances and Risk Management Pool
9.1. Fiscal Year: The fiscal year of the Pool shall commence on October 1, and end on
September 30, of each year.
9.2. Budget: The Board of Directors 6r—the shall approve a
preliminary budget for the administration of the Poolmby June 1 of each year. Copies of all
preliminary and final budgets shall be promptly mailed to each Member of the Board of
Directors. The 1 oara of Director hall , by February 1 of the ycar prior to the
start of each policy year adopt a final budget and determine the amount of the Annual Payment to
be made by each Member and the date upon which the payment is due,v
Directors or the Executive Committee to approve a preliminary or final budget within the times
set forth within this Section shall not relieve the Members of the obligation to make any
payments to the Pool so long as such budgets are finally adopted, and the Members are given at
least thirty (30) days after the passage of the final budget in which to make Annual Payments to
the Pool.
9.3. Annual Payment Factors: In determining the amount of the Annual Payment due
from each Member, the
the following factors:
Executive Board may consider some or all of
9.3.1. Number of employees ;
9.3.2. Property values of the Member;
9.3.3. Number and type of vehicles owned by the Member and the use made of
the vehicles;
9.3.4. Population of the geographic area represented by the Member;
9.3.5. The payrolls of the Member;
9.3.6. Any unusual exposures presented by the Member;
9.3.7. The operating expenditures of the Member; and
9.3.8. The claims and loss experience of the Member.
- •
in making the allocation of the amount of the Annual Payment due from each Member. This
12
The Board of Directors may grant debits or credits to Members with above or below
average loss or claims records. The amount of such debits or credits may not vary more than
25% above or below the amount, which the Member would pay if it were not to have been
granted the debit or credit. In establishing the loss and claims record of the Member, the Board
of Directors may utilize the loss and claims experience of the Member during last 3 y ars of the
Pool. (,)(5
C -9.4. Budget Amendments: Budgets may be amended at any time by majority vote of
the d.
when added to previous payments by a Member for such policy year, to exceed such Member':,
Annual Payment determined for such year. The forwarding of such payments within a time
payments shall be of the essence of this contract.
9.5. Payments — Timing: In subsequent years, the Board of Directors may permit the
Annual Payments to be made on a monthly or quarterly basis.
9.6. Retirement Fund Obligations: Members shall be both severally and jointly liable
to the State of Florida Department of Administration, Division of Retirement for any Florida
Retirement Systems' contributions, which are owed by the Pool for Pool employees. Each
member shall be responsible for expenses incurred which are attributable to the years of
membership as outlined in the Intergovernmental Agreement, Article 11.
9.7. Distribution of Surplus: If, for any year during which the Pool was in existence,
all claims known or unknown have either been paid or provision has been made for such
payment, the Board of Directors as then constituted shall distribute surplus funds to the Members
who constituted the membership of the Pool in that prior year, after first deducting there from
reasonable administrative and other non - allocated costs incurred by the Pool in the processing of
the claims in years other than the one in which the claim was made. The distribution among the
Members shall be in the same proportion to the total as was their Annual Payment for that year to
the Annual Payments of all Members for such year.
9.8. Audit: The Board of Directors shall provide to the Members an annual audit of
the financial affairs of the Pool to be made by a certified public accountant at the end of each
fiscal year in accordance with generally accepted auditing principles. The annual report shall be
delivered to the Chairman of the governing body of each Member.
Article 10 - Excess Insurance
10.1. Specific Excess Insurance: The Pool will may purchase Specific Excess Insurance
from underwriters of insurance, insurance companies and/or Lloyd's of London, approved by the
Board of Directors, or any committee appointed by the Board for such purpose, in such amounts
which shall be approved by the Board of Directors and underwriters, based upon but not limited
to the current assets, risk analysis, and loss history of the Pool. The purchase of Specific Excess
Insurance does not, and is not, intended to waive sovereign immunity under Florida law.
13
10.2. Aggregate Excess Insurance: The Pool may purchase Aggregate Excess Insurance
from underwriters of insurance, insurance companies and/or Lloyd's of London, approved by the
Board of Directors, or any committee appointed by the Board for such purpose, in such amounts
which shall be approved by the Board of Directors and underwriters, based upon but not limited,
to the current assets, risk analysis, and loss history of the Pool. The purchase of Aggregate
Excess Insurance does not, and is not, intended to waive sovereign immunity under Florida law.
10.3. Multiple Loss Coverage: The Pool will may purchase Multiple Loss Coverage in
the event a single occurrence involves more than one line of coverage, limiting the occurrence to
a single "Self Insured Retention."
10.4. Losses: The Risk Management Pool (Loss Fund), the Specific Excess Insurance
and any optional Aggregate Excess Insurance purchased, shall provide payment for covered
losses in any one policy year for members up to the limits approved by the Board of Directors.
Should losses in any one policy year extinguish all available funds provided by the Pool then the
individual Member or Members whose judgment or settlement of claim has been perfected by
Florida law shall be responsible for any additional payment. The Pool shall make payments in
the order in which the judgments against the Pool have been entered or settlement of claims have
been reached or other manner established at a meeting by the Board. Membership in the Pool
shall not preclude any Member from purchasing any insurance coverage above those amounts
purchased by the Pool.
Article 11 - Obligations of Members
11.1. Member Obligations: The obligations of Members of the Pool shall be as follows:
11.1.1. To budget for, where necessary, to levy for and to promptly pay all
payments to the Risk Management Pool at such times and in such amounts as shall be
established by the Board of Directors within the scope of this Intergovernmental
Agreement. Any delinquent payments shall be paid with a penalty, which shall be set by
the Board, but such rate shall not exceed the highest interest rate allowed by statute to be
paid by a Florida public agency.
11.1.2. To select, in writing, a Representative to serve on the Board of Directors
and to select an Alternate Representative.
11.1.3. To allow the Pool reasonable access to all facilities of the Member and all
records including, but not limited to, financial records, which relate to the purpose or
powers of the Pool.
11.1.4. To allow attorneys employed by the Pool to represent the Member in
investigation, settlement discussions and all levels of litigation arising out of any claim
made against the Member within the scope of loss protection furnished by the Pool.
11.1.5. To furnish full cooperation with the Pool attorneys, claims adjusters, the
Executive Director and any agent, employee, officer or independent contractor of the Pool
relating to the purpose or powers of the Pool.
14
11.1.6. To follow in its operations all loss reduction and prevention procedures
established by the Pool within its purpose or powers.
11.1.7. To report to the Executive Director or his designee within the time limit
specified the following items:
11.1.7.1. To provide on or before November 1 of each policy year of the Pool, the
Member's renewal application shall be completed by the member as required by the
Underwriters.
11.1.7.2. To report, within five (5) days of receipt, any and all statutory notices of
claims, as well as summons and complaint or other pleading before a court or agency
involving any claim for which Pool coverage is sought.
11.1.7.3. To report, within ten (10) days of receipt, any oral or written demand for
monetary relief for which coverage is sought to the Pool Executive Director.
11.1.7.4. To report to the Executive Director at the earliest practicable moment
any information of an occurrence, claim or incident received by the Member and from
which the Member could reasonably conclude that coverage will be sought by said
Member for such an occurrence, claim or incident.
In the event that the items set forth above are not submitted to the Executive Director within the
time periods set forth above, the Board of Directors of the Pool, by a vote of a majority of a
quorum of the Board, at a regular or special meeting, may in whole or part decline to provide a
defense to the Member or to extend the funds of the Pool for the payment of losses or damages
incurred. In reaching its decision, the Board shall consider whether and to what extent the Pool
was prejudiced in its ability to investigate and defend the claim due to the failure of the Member
to promptly furnish timely notice of the occurrence, claim or incident to the Executive Director.
The decision of the Board of Directors shall be final. Failure of a Member to abide by these
requirements shall also be grounds for expulsion from the Pool.
11.1.8. To make Payment of any "Maintenance" Deductible(s).
11.2. Cancellation/Suspension of Coverage: In the event that a Member has made a
material misstatement or failed to comply with an underwriting requirement that created a
substantial change in risk exposure, the Executive Committee Board has the authority to cancel
or suspend coverage. The Member shall be notified of the reason in writing by the Executive
Director and given a reasonable time to take corrective measure prior to the Executive
Committee Board's action.
Article 12 - Liability of Board of Directors or Officers of the Pool
12.1. Liability of Directors and Officers: The Representatives (or in their absence their
Alternates) serving on the Board of Directors or officers of the Pool should use ordinary care and
reasonable diligence in the exercise of their power and in the performance of their duties
15
hereunder; they shall not be liable for any mistake of judgment or other action made, taken or
omitted by them in good faith; nor for any action taken or omitted by any agent, employee or
independent contractor selected with reasonable care; nor for loss incurred through investment of
Pool funds, or failure to invest. No Representative shall be liable for any action taken or omitted
by any other Representative. Representatives shall have the immunities provided by law and in
particular Florida Statutes Section 163.01. The Pool may purchase insurance providing liability
coverage for such Representatives or officers.
Article 13 - Additional Insurance
13.1. Member's Option to Purchase Additional Insurance: The Pool, through the
distribution of the minutes of the Board of Directors or through other means shall inform all
Members of the scope and amount of Specific Excess and Aggregate Excess Insurance in force at
all times. Membership in the Pool shall not preclude any Member from purchasing any insurance
coverage above those amounts purchased by the Pool. Such purchase shall not be construed to
waive sovereign immunity of the Members of the Pool or the Pool. The Pool shall make its
facilities available to advise Members of the types of additional or different coverages available
to Pool Members.
Article 14 - Settlements
14.1. Settlement/Advance Notice: Whenever the Pool proposes to settle any pending
claim or suit where the amount of that proposed settlement shall exceed Ten Thousand Dollars
($10,000.00), the Member shall be given advance notice of that settlement. Such notice may be
given by the establishment of a reserve amount in excess of Ten Thousand Dollars ($10,000.00),
provided that the amount of the settlement does not exceed the amount reserved. The officers
and employees of the Pool shall, however, endeavor to give specific oral or written notice to the
Member's Representative or Alternate of the exact amount of any proposed settlement in excess
of Ten Thousand Dollars ($10,000.00) prior to the date at which the Pool proposes to bind itself
to pay such settlement amount. The officers, employees or independent contractors of the Pool
shall attempt to give the Members, as much notice of the settlement negotiations as is possible
under the circumstances of each case.
Article 15 — Coverage & Indemnity Dispute Resolution
15.1. After having reviewed a claim forwarded to the Pool, the Executive Director,
officer, employee or independent contractor shall, in writing, be permitted to decline to provide
coverage or indemnification for such claim not believed to be within the scope of coverage
provided by the Pool. The claim may also be accepted and defense provided but the Pool may
reserve the right to withdraw from the defense or to refuse to provide indemnification against the
claim in the event that it is later determined that the claim is not properly within the scope of
coverage afforded by the Pool.
Any Member may request in writing to the Chairman of the Board of Directors,
that the Executive Committee Board, at a regular scheduled meeting, take official action to
affirm, modify or reverse a decision that a particular matter is or is not within the scope of
coverage or indemnification provided by the Pool. The Member shall be provided a full
16
opportunity to explain their position to the Executive Committee Board. The Executive
Committee Board, by majority vote, may affirm, modify, reverse or defer the matter to the Board
of Directors, subject to any insurance or reinsurance contractual obligations.
Any Member who disagrees with the Executive Committee Board's determination
may request in writing that the Board of Directors, at a regular scheduled meeting, take action to
affirm, modify or reverse the decision of the Executive Committee Board. The Member shall be
provided a full opportunity to explain their position to the Board of Directors. The Board of
Directors, by majority vote of the Members, may affirm, modify or reverse the decision of the
Executive Committee Board, subject to any insurance or reinsurance contractual obligations.
Any Member may seek binding arbitration, if available, pursuant to the Pool's
General Coverage Document and, is not required to appeal a coverage or indemnification
declination to either the Executive Committee Board or Board of Directors.
Article 16 - Contractual Obligation
16.1. Enforcement: This document shall constitute a binding contract under the Florida
Interlocal Cooperation Act of 1969 among those public agencies, which become Members of the
Pool. The obligations and responsibilities of the Members set forth herein, including the
obligation to take no action inconsistent with this Intergovernmental Agreement as originally
written or validly amended, shall remain a continuing obligation and responsibility of the
Member. The terms of this Intergovernmental Agreement may be enforced in a court of law by
the Pool.
The consideration for the duties herewith imposed upon the Members to take certain
actions and to refrain from certain other actions shall be based upon the mutual promises and
agreements of the Members set forth herein. This Intergovernmental Agreement may be
executed in duplicate originals and its passage by the Member's governing body shall be
evidenced by a certified copy of a resolution passed by the members of the governing body in
accordance with the rules and regulations of such public agency, provided, however, that except
to the extent of the limited financial contributions to the Pool agreed to herein or such additional
obligations as may come about through amendments to this Intergovernmental Agreement no
Member agrees or contracts herein to be held responsible for any claims in tort or contract made
against any other Member. The Members intend in the creation of the Pool to establish an
organization for Risk Management only within the scope herein set out and have not herein
created as between Member and Member any relationship of surety, indemnification or
responsibility for the debts of or claims against any Member.
16.2. Attorneys' Fees: In any legal action between the parties arising out of this
Agreement, any attempts to enforce this Agreement, or any breach of this Agreement, the
prevailing party may recover its expenses of such legal action including, but not limited to, its
costs of litigation (whether taxed by the court or not) and its reasonable attorneys' fees (including
fees generated on appeals) from the other party.
Article 17 - Expulsion or Termination of Members
17
17.1. Expulsion. By the vote of two - thirds (2/3) of the Directors serving on the Board
of Directors, and/or by a vote of at least five (5) out of the seven (7) Members serving on the
Executive Board on decisions, determinations or issues involving section 4.3 of this
Intergovernmental Agreement, any Member may be expelled. Such expulsion may be carried out
for one or more of the following reasons:
17.1.1. Failure to make any timely payments due to the Pool.
17.1.2. Failure to undertake or continue loss reduction and prevention procedures
adopted by the Pool.
17.1.3. Failure to allow the Pool reasonable access to all facilities of the Member
and all records which relates to the purpose, powers or functioning of the Pool.
17.1.4. Failure to furnish full cooperation with the Pool's attorneys, claims
adjusters, the Executive Director and any agent, employee, officer or independent
contractor of the Pool relating to the purpose, powers and proper functioning of the Pool.
17.1.5. Failure to carry out any obligation of a Member which impairs the ability
of the Pool to carry out its purpose or powers or functions.
17.1.6. The Preferred Member has given the one (1) year notice described in
Section 4.2 and 4.3 above.
17.2. Notice: No Member may be expelled except after notice from the Pool of the
alleged failure along with a reasonable opportunity of not less than thirty (30) days to cure the
alleged failure. The Member may request a hearing before the Board before any decision is made
as to whether the expulsion shall take place. The Board shall set the date for a hearing which
shall not be less than fifteen (15) days after the expiration of the time to cure has passed.
A decision by the Board to expel a Member after notice and hearing and a failure to cure the
alleged defect shall be final. The Board of Directors may establish the date at which the
expulsion of the Member shall be effective at any time not less than sixty (60) days after the vote
expelling the Member has been made by the Board of Directors. If the motion to expel the
Member made by the Board of Directors or a subsequent motion does not state the time at which
the expulsion shall take place, such expulsion shall take place sixty (60) days after the date of the
vote by the Board of Directors expelling the Member.
17.3. Responsibilities of Terminated Member: A former Member shall only continue to
be fully responsible only for its' portion of any obligations incurred but not satisfied during the
period of time they were a Member of the Pool. Such obligations may include, but not be limited
to, premiums, loss fund payments, maintenance deductibles, workers' compensations, final audit
and administrative fees, etc., owed or unpaid by the former Member. The former Member shall
no longer be entitled to participate or vote on the Board of Directors.
Article 18 - Special Provisions for Deferred Funding
18
During the fiscal years commencing on October 1, 1987 and ending on September 30,
1990, the entire Annual "Loss Fund" Contribution was not required by the Board of Directors to
be paid within the fiscal year to which it was applicable. The difference between the Annual
"Loss Fund" Contribution and the amount required by the Board of Directors to actually be paid
to the Pool during such year by a Member is referred to herein as Deferred Funding. Members
and former Members during any year for which there existed Deferred Funding may be required
by the Board of Directors upon recommendation of the Executive Director to pay their applicable
portion of the Deferred Funding in subsequent years. Members or former members will be
allowed forty -five (45) days after notification to make any payments of Deferred Funding. The
amount of any payments required for Deferred Funding as to each Member shall be based upon
the same formula as was used in establishing the Annual "Loss Fund" Contribution for that year.
Article 19 - Termination of the Pool
19.1. Termination: If, at the conclusion of any term of the Pool, the Board of Directors
votes to discontinue the existence of the Pool in accordance with Section 6.9.4., then the Pool
shall cease its existence at the close of the then current fiscal year. Under those circumstances,
the Board of Directors shall continue to meet on such a schedule as shall be necessary to carry
out the termination of the affairs of the Pool. It is contemplated that the Board of Directors may
be required to continue to hold meetings for some substantial period of time in order to
accomplish this task, including the settlement of all covered claims incurred during the term of
the Pool. The Pool shall continue to be fully responsible and obligated to pay covered claims and
expenses owed by the Pool, which accrued before the Pool's termination. The money used to pay
such covered claims and expenses shall remain with the Pool until such claims are settled and
expenses are paid.
19.2. Post - Termination Responsibilities of Member: After termination of the Pool, the
Member shall continue to hold membership on the Board of Directors but only for the purpose of
voting on matters affecting their limited continuing interest in the Pool for such years as they
were Members of the Pool.
19
In witness whereof, this agreement has been executed by the
Entity: . The approval
of the foregoing agreement was passed by the Entity:
on the day of , 20 , and
attached hereto, I do hereby execute and the does hereby attest to my
signature as evidence that the has
approved and hereby becomes a bound signatory member of the "Intergovernmental Cooperative
Agreement" for Public Risk Management of Florida, a copy of which is attached hereto, and
which is pursuant to Florida Statutes Section 163.01, which commenced its term on October 1,
1987.
ATTEST:
Chairperson of Board, or Council
Chairperson, Public Risk
Management of Florida
This day of , 20 .
20
PUBLIC RISK MANAGEMENT OF FLORIDA
EXHIBIT 6.6
Rev. 4/1/09
HIGHLANDS COUNTY
City of Avon Park
Town of Lake Placid
City of Sebring
Sun 'n Lake of Sebring
HILLSBOROUGH COUNTY
City of Temple Terrace
LEVY COUNTY
Levy County BOCC
HENDRY COUNTY
Barron Water Control District
City of Clewiston
Hendry County BOCC
City of LaBelle
HERNANDO COUNTY
City of Brooksville
GULF COUNTY
Gulf County BOCC
21
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PUBLIC RISK MANAGEMENT OF FLORIDA
BOARD OF DIRECTORS MEETING
June 19, 2009
REGULAR AGENDA SUMMARY
6. Request Board Approval to Extend Property Renewal with PEPIP until 6/1/10
Approval is requested to extend current property coverage with PEPIP until
June 1, 2010, to coincide with their nationwide renewal to receive additional
advantages. An advance from surplus funds will be utilized to cover
additional premium cost and will be billed to the member at next renewal.
)-Ni 9/ c
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7,1
Board Action:
✓Approved
Denied
Deferred
Other
Ross:
As we discussed during the last regular PRM Board meeting and further discussed in the
last 2 executive committee meetings, PRM has the ability to purchase a 14 month
Property policy to expire on 6 -1 -10 at the same terms conditions and pricing presented
at the PRM renewal. The purpose would be to have a property expiration date that
corresponds with the national PEPIP expiration. This will allow us to negotiate our
pricing and terms along with the worlds largest property placement.
The cost for the additional 2 months of coverage is $1,293,582. As the Florida property
market continues to deteriorate, I feel even stronger that this is an excellent opportunity
for PRM.
During our conversations we had discussed utilizing surplus to pay for the additional 2
months worth of premium. You had asked me to recommend how to charge the
members for the additional premium. I can think of two options. First is to have a special
billing sometime after 10 -1 -09 so members can get the additional funding into next years
insurance budget. Second, we could wait until renewal next year and include the
premium in the renewal numbers. Keep in mind that by making this move I anticipate
even more significant saving next year so members premiums may still be flat or lower
including the extension.
Either of these methods will allow time for the existing members to benefit from the
growth in memberships we anticipate at this October 1.
If I can be of any assistance please give me a call.
V -Card Website
K. Shane
Caldwell
CEO
Accretive Insurance Group, Inc.
1525 International Parkway
Suite 2021
Lake Mary, FL 32746
407-936-2132 (x102)
407- 936 -2482 (FAX)
shane.caldwell @accretiveins.com
www.accretiveins.com
PUBLIC RISK MANAGEMENT OF FLORIDA
BOARD OF DIRECTORS MEETING
June 19, 2009
REGULAR AGENDA SUMMARY
8. Insurance Advisor's Report
Glenn Tobey
9. Guest Speaker: Karen Fontenont, CPA
PRM Audit — Financial Statements for YE 9/30/08
Karen Fontenont, Certified Public Accountant, will present the audit of the
financial statements of Public Risk Management of Florida for the year ending
September 30, 2008. The presentation includes communications with the Board
of Directors in accordance with Statement on Auditing Standards Number 114,
"The Auditor's Communication with Those Charged with Governance ".
Attachment
10. Board Member Items
John Litton
The next meeting will be held at the Terrace Hotel in Lakeland on August 14, 2009. /
Public Comment: State full name and address. Discussion must be limited to a maximum of
five (5) minutes per person.
Adjournment
Audit of
Public Risk Management of Florida
for Year Ended September 30, 2008
Karen Fontenot
Certified Public Accountant
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anagement's Responsibilities
Design and implementation of system of internal
control
Financial statements including:
• Selection and application of accounting principles
• Formulate accounting estimates
• Reviewing and recording audit adjustments
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uditor's Responsibilities Under Generally
Accepted Auditing Standards (GAAS)
Audit designed in accordance with auditing
standards generally accepted in the US to obtain
reasonable, rather than absolute, assurance that th
financial statements are free of material
misstatement.
Obtain an understanding of internal control
sufficient to plan our audit and to determine the
nature, timing and extent of testing performed.
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doption of, or a Change in, an Accounting
Principle
The Board is informed about the initial selection of,
and any changes in, significant accounting principles
or their application when the accounting principle o
its application, including alternate methods of
applying the accounting principle, has a material
effect on the financial statements.
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doption of, or a Change in, an Accounting
Principle
No new accounting principles were required to be
adopted for the current period under audit.
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ur Judgment About the Quality of PRM's
Accounting Principles
We exercise our judgment about the quality, not jus
the acceptability, of the accounting policies as
applied in PRM's financial reporting, including the
consistency of the accounting policies and their
application and the clarity and completeness of the
financial statements and related disclosures.
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ur Judgment About the Quality of PRM's
Accounting Principles
Accounting principles selected by management and
the Board are consistent with those prescribed by
accounting and industry standards. In addition,
management has consistently applied its accounting
principles and PRM's financial statements and
related disclosures are clearly presented in a
complete manner.
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ensitive Accounting Estimates
The preparation of the financial statements requires
the use of accounting estimates. Certain estimates
are particularly sensitive due to their significance to
the financial statements and the possibility that
future events may differ significantly from
management's current judgments.
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ensitive Accounting Estimates
ccounts that require the use of sensitive accounting
estimates include:
Claims Payable:
The calculation of claims payable was prepared by a
actuary. The related disclosures and required
supplemental information are derived from the
actuary's report. The actuary report, including
assumptions used, was reviewed during the audit.
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ethods of Accounting for Significant Unusual
Transactions and for Controversial or
Emerging Areas
The Board is informed about the methods used to
account for significant unusual transactions and the
effects of significant accounting policies in
controversial or emerging areas for which there is a
lack of authoritative guidance or consensus.
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ethods of Accounting for Significant Unusual
Transactions and for Controversial or
Emerging Areas
We are not aware of any significant unusual
transactions recorded by PRM or any significant
accounting policies used by PRM related to
controversial or emerging areas for which there is a
lack of authoritative guidance.
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ignificant Audit Adjustments
The Board is informed about adjustments arising
from the audit (whether recorded or not) that could
in our judgment either individually or in the
aggregate have a significant effect on the financial
statements.
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ignificant Audit Adjustments
ignificant audit adjustments and related net income
effect are as follows:
Adjustment of claims payable to actuary's report -
($7,097,725)
Adjustment of reinsurance receivables - $8,755,548
Adjustment of prepaid excess insurance — ($413,437
Adjustment of deferred income — ($7,230,154)
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nrecorded Audit Differences Considered by
Management to be Immaterial
The Board is informed about unrecorded audit
differences accumulated by me during the audit
(whether recorded or not) that could in our
judgment either individually or in the aggregate hav
a significant effect on the financial statements.
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nrecorded Audit Differences Considered by
Management to be Immaterial
There were no unrecorded audit differences in the
current year.
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raud and Illegal Acts
The Board is informed about fraud and illegal acts
involving senior management and fraud and illegal
acts (whether caused by senior management or
other employees) that cause a material
misstatement of the financial statements.
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raud and Illegal Acts
We are not aware of any matters that require
communication.
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ignificant Deficiencies and Material
Weaknesses in Internal Control
The Board is informed of all significant deficiencies
and material weaknesses that were identified durin
the course of my audit.
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ignificant Deficiencies and Material
Weaknesses in Internal Control
No significant deficiencies or material weaknesses
were identified.
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Other Communications
Disagreements with management
Serious difficulties encountered in dealing with
management when performing the audit
Significant issues, if any, arising from the audit that
were discussed, or the subject of correspondence,
with management
Consultation with other accountants
AICPA ethics ruling regarding third -party service
providers
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Other Communications
No issues to report.
PUBLIC RISK MANAGEMENT OF FLORIDA
BOARD OF DIRECTORS MEETING
June 19, 2009
REGULAR AGENDA SUMMARY
7. Election of Officers John Litton
The term of office for Vice Chairperson, North Representative, and South
Representative will expire 9- 30 -09. Elections will be held for the 2 -year term from
10 -1 -09 to 9- 30 -11. Incumbents Jeff Sutton, Jennifer Valdes, and Robbie Chartier
have submitted their willingness to continue serving as Vice Chairperson and
Representatives. Frank Gilbert from the City of Winter Garden has submitted his
interest to serve as a Representative.
If members adopt By -Laws changes [Item #5.A.], two additional Representatives will
be elected to serve a 1 -year term from 10 -1 -09 to 9- 30 -10. Nominations will also be
taken from the floor.
Executive Committee:
John Litton, Chairperson - October 2008 -2010
Jeff Sutton, Vice Chairperson — October 2007 -2009
Mike Sheppard, Treasurer — October 2008 -2010
Jennifer Valdes, North Representative, October 2007 -2009
Robbie Chartier, South Representative, October 2007 -2009
10/1/09-9/30/11:
Vice Chairperson
Representative
Representative
10/1/09-9/30/10:
Representative
Representative
;(j C�;�{;
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May 19, 2009
Public Risk Management of Florida
3434 Hancock Bridge Pkwy, Suite 203
Fort Myers, FL. 33903
To The Board of Directors:
At this time I am asking the support of the Board of Directors to select me to continue to
serve as Vice Chairperson on the Executive Committee of our pool, Public Risk
management of Florida.
For those of you who may not know me, I have been the Director of Human
Resources/Risk Management for the City of New Port Richey for the past twenty -five
(25) years, and have served as your North Quadrant Executive Committee Representative
since June 2004 and Vice Chairman since June 2007.
The City of New Port Richey has been an active member of the Public Risk Management
pool since 1993 and has been consistently aggressive in managing our loss prevention
and insurance risk programs. Our City's proactive approach to loss prevention and
management practices has enabled the City to receive the Large Entity "Best Overall"
Safety Award seven (8) out of the last nine (9) years.
Like all of you I am paid to adequately insure my entity from loss and to manage our loss
prevention programs. The continued success of our pool is paramount to us in this
endeavor. We have one of the best Public Entity Insurance pools in the country. If elected
Vice Chairperson of the Executive Committee I pledge to all my commitment to keep it
that way.
Sincerely,
Jeff Sutton
Robbie L. Chartier
Deputy County Administrator
Okeechobee County
312 NW 3rd Street, Room 206
Okeechobee, FL 34972
RE: South Quadrant Executive Committee Membership
To PRM Board Members:
The South Quadrant board position term is due to expire, and having served on the executive
board since March, 2005, I am requesting consideration for reappointment to this position.
I have been actively involved with PRM since 1998. In my eleven years as Deputy County
Administrator for Okeechobee County, it has been my responsibility to ensure the best coverage
for my organization. I have upheld the mission of PRM and its goals to maintain Okeechobee
County's membership. As recent as March, 2009 I was able to assist my board in
understanding the PRM program; they are satisfied and did not give notice as so many other
entities have done. In the past, Okeechobee County required staff to bid out insurance
coverage from time to time, it was my responsibility to analyze the bids and prepare a
recommendation for the best coverage for our County. I have had the opportunity to explain the
benefits, of being a part of an insurance pool as compared to single entity coverage to the
county commissioners, members of the public and our auditors. I served on the committee to
review the Brokerage Services request for qualifications, that best serves the interest of the pool
members, I have gain considerable knowledge and experience of the processes involved with
our insurance pool.
I have a Master's in Public Administration and a BA in Accounting. My primary functions as
Deputy County Administrator involve Budgeting, Financial Analysis, Risk Management, Human
Resources and Grants. Prior to working in Okeechobee County, I was a Budget/Management
Analysis for Charlotte County.
With my education and work experience, I believe I will continue be an asset to the executive
board and provide forethought and insight in the area of risk management and financial skills for
the future of Public Risk Management.
Respectfully Submitted,
R 4, e>ranteet
Summary of Qualifications
Frank M. Gilbert, SPHR
PROFESSIONAL EXPERIENCE
• Currently Director of Human Resources and Risk Management for the City of Winter
Garden. Manage Internal Services including Facilities and Fleet Management and
Administrative Services.
• Thirty (30) years Human Resources and Risk Management experience in
government, insurance industry, steel manufacturing and construction.
ACADEMICS /LICENSES
• Bachelor of Science degree in Business Administration
• Certified Senior Professional in Human Resources (SPHR)
• Florida insurance license for Life, Health and Variable Annuities
• Florida Real Estate Salesperson's License.
ACHIEVEMENTS
Recipient of 14 national team recognition awards for innovative and progressive human
resources programs. Examples of the awards include:
• Cafeteria style benefits programs
• Self insured health benefits and in -house claims processing
• Workers Compensation
• Wellness programs
• Recruitment and selection tools
• Citizens Action Center initiative
CURRENT AND PAST COMMUNITY AFFILIATIONS
• United Way Executive
• United Way Committee Member
• Big Brothers /Sisters
• United Negro College Fund Executive
• Muscular Dystrophy Association
• American Heart Association
• Goodwill Industries Advisory Committee
• Vocational School Curriculum Advisory Committee
• Opportunity Council Board Member
• Crisis Line Volunteer
5 -22 -09
Avon Park, City of
110 E. Main Street
Avon Park, FL 33825 -8466
Board Member: Kathy Bennett
PRM MEMBERSHIP
Telephone # 863- 452 -4405
Fax # 863 - 452 -4413
County of: Highlands
Employee # 116
Human Resource Specialist
Board Member E -Mail: kbennett @avonpark.cc
Alternate: Sarah Adelt City Manager
Alternate E -Mail:
apcitymanager @avonpark.cc
Barron Water Control District
P.O. Box 1606
3293 Dellwood Terrace
LaBelle, FL 33975
Board Member: Lester Baird
Board Member E -Mail: bwcdl @aol.com
Alternate: June Shivers
Telephone # 863- 675 -0346
Fax # 863 - 675 -9297
County of:
Employee #
General Manager
Administrative Assistant
Alternate E -Mail: plcddl @aol.com
Belle Glade, City of Telephone #
110 Dr. Martin Luther King, Jr. Blvd, West Fax #
County of:
Belle Glade, FL 33430 Employee #
Board Member: Vivian Hunter
Director HR
Hendry
561- 996 -0100
561- 993 -1813
Palm Beach
132
Board Member E -Mail: vivian @belleglade -fl.com
Alternate: Arrie Patrick Interim Assistant Finance Director
Alternate E -Mail: apatrick @belleglade -fl.com
Belleair, Town of
901 Ponce De Leon Blvd.
Belleair, FL 33756 -1096
Board Member: Joseph P. Murphy
Telephone # 727 -588 -3769
Fax # 727 -588 -3778
County of: Pinellas
Employee # 80
Assistant Town Manager
Board Member E -Mail: jmurphy @townofbelleair.net
Alternate: Susan Lee (x311) Human Resources Tech
Alternate E -Mail: slee @townofbelleair.net
Brooksville, City of
201 Howell Avenue
Brooksville, FL 34601.
Telephone # 352 -544 -5400
Fax # 352 -544 -5433
County of: Hernando
Employee # 137
Board Member: Steve Baumgartner (x101) Finance Director
Board Member E -Mail: sbaumgartner @ci.brooksville.fl.us
Alternate: T. Jennene Norman-Vacha City Manager
Alternate E -Mail: jnvacha @ci.brooksville.fl.us
018
10/1/90
056
10/1/08
040
10/1/96
023
10/1/92
055
10/1/04
Clewiston, City of
115 W. Ventura Avenue
Clewiston, FL 33440 -3709
Telephone #
Fax #
County of:
Employee #
Board Member: Ted Byrd Finance Director
Board Member E -Mail: Ted.Byrd @clewiston - fl.gov
Alternate: Laurie Lindsey Ins Coordinator
Alternate E -Mail: laurie.Iindsey @clewiston -fl.gov
Crystal River, City of
123 North West Highway 19
Crystal River, FL 34428 -3930
Telephone #
Fax #
County of:
Employee #
Board Member: Deanna Rowe Finance Director
Board Member E -Mail: drowe @crystalriverfl.org
Alternate: Linda Stilson Asst Finance Director
Alternate E -Mail: lstilson @crystalriverfl.org
Desoto County BOCC
201 E. Oak Street, Suite 202
863 - 983 -1484
863- 983 -4055
Hendry
136
352- 795 -6994
352- 795 -6351
Citrus
25
Telephone # 863- 993 -4808
Fax # 863- 993 -4857
County of: Desoto
Arcadia, FL 34266 -4451 Employee # 204
Board Member: Jerry Hill
Board Member E -Mail: j.hill @desotobocc.com
Alternate: Paul Erickson
Alternate E -Mail:
Eustis, City of
P. O. Drawer 68
10 North Grove Street
Eustis, FL 32726 -0068
Commissioner
Community Services Director
p.erickson@desotobocc.com
016
10/1/89
025
10/1/92
003
10/1/99
Telephone # 352 -589 -4040 x1140 (Mike)
Fax # 352 -589 -4274
County of:
Employee #
Board Member: Mike Sheppard (xl 140) Dep Dir Finance
Board Member E -Mail: sheppardm @ci.eustis.fl.us
Alternate: Ann Isaacs
Alternate E -Mail: isaacsa @ci.eustis.fl.us
Fort Meade, City of
P. O. Box 856
8 West Broadway
Fort Meade, FL 33841 -0856
Director HR
Lake
272
022
10/1/92
Telephone # 863- 285 -1100 x233 (Phyllis)
Fax # 863 - 285 -1124
County of:
Employee #
Board Member: Phyllis Kirk (x233) Deputy City Clerk
Board Member E -Mail: pkirk @cityoffortmeade.com
Alternate: Deena Ware
Assistant to City Manager
Alternate E -Mail: dware @cityoffortmeade.com
Glades County BOCC
P. O. Box 1018
500 Avenue J
Moore Haven, FL 33471 -1018
Board Member: Robert Giesler County
Telephone #
Fax #
County of:
Employee #
Commissioner
Board Member E -Mail: bobgiesler68 @yahoo.com
Alternate: Mary Ann Dotson Human Resources Director
Alternate E -Mail: mdotson @myglades.com
Polk
80
863- 946 -6000
863 - 946 -2860
Glades
160
026
10/1/92
004
10/1/87
Gulf County BOCC
1000 Cecil G Costin Sr Blvd
Room 301
Port St. Joe, FL 32456
Board Member: Denise Manuel
Telephone # 850- 229 -5335
Fax # 850- 229 -5334
County of: Gulf
Employee # 109
HR/Risk Management Director 057
Board Member E -Mail: dmanuel @gulfcounty -fl.gov
Alternate: Don Butler Chief Administrator
Alternate E -Mail: dbutler @gulfcounty -fl.gov
Gulfport, City of Telephone # 727 - 893 -1000
2401 53rd Street, South Fax # 727 - 893 -1005
County of: Pinellas
Gulfport, FL 33707 Employee # 170
Board Member: Jennifer Valdes (727- 893- 1021)Human Resources Officer
Board Member E -Mail: jvaldes @ci.gulfport.fl.us
Alternate: Mercedes Perez (727- 893- 1021)Human Resources Officer
Alternate E -Mail: mperez @ci.gulfport.fl.us
Hardee County BOCC Telephone # 863- 773 -2161
205 Hanchey Fax # 863 - 773 -2154
County of: Hardee
Wauchula, FL 33873 -9691 Employee # 220
Board Member: Jane Long Human Resource Director
Board Member E -Mail: jane.long @hardeecounty.net
Alternate: Danny Weeks Facilities Director
Alternate E -Mail:
Hendry County BOCC
P. O. Box 2340
165 S. Lee St., Suite A
Labelle, FL 33935
danny.weeks@hardeecounty.net
Telephone # 863- 675 -5220
Fax # 863- 675 -5317
County of: Hendry
Employee # 403
Board Member: Jennifer Davis 863 - 675 -5329 Budget Director
Board Member E -Mail: jdavis @hendryfla.net
Alternate: Karson Turner 863 - 983- 410lCommissioner cell 863- 228 -4356
Alternate E -Mail: kasont @embarqmail.com
Holmes County BOCC
201 North Oklahoma Street
Bonifay, FL 32425 -2195
Board Member: Monty Merchant
10/1/08
020
10/1/91
011
10/1/88
005
10/1/87
Telephone # 850 -547 -1119
Fax # 850 -547 -4134
County of: Holmes
Employee # 149
Commissioner 046
Board Member E -Mail: sfitzpatrick@holmescountyfl.org (Sherry Fitzpatrick- contact)
Alternate: Sherry Fitzpatrick Administrative Assistant
Alternate E -Mail: sfltzpatrick @holmescountyfl.org
Indian Rocks Beach, City of Telephone # 727 - 595 -2517
1507 Bay Palm Blvd. Fax # 727 -595 -4627
County of: Pinellas
Indian Rocks Beach, FL 33785 -2899 Employee # 31
10/1/98
Board Member: Sandy Sanders Finance Director 053
Board Member E -Mail: ssanders @irbcity.com
Alternate: Chuck Coward City Manager 10 /1 /00
Alternate E -Mail: ccoward @irbcity.com
. Kenneth City, Town of
6000 54th Avenue North
Kenneth City, FL 33709 -1806
Board Member: Nancy Beelman
Board Member E -Mail: town57 @verizon.net
Alternate: Laura Owsley
Alternate E -Mail:
LaBelle, City of
P. O. Box 458
481 W. Hickpochee Avenue
Labelle, FL 33975 -0458
town57 @verizon.net
Telephone # 727 -544 -6655
Fax # 727 -547 -2038
Dir Personnel
Mayor
County of:
Employee #
Pinellas
25
Telephone # 863 - 675 -2872
Fax # 863- 675 -0156
County of:
Employee #
Board Member: Michael Boyle Supt Public Works
Board Member E -Mail: michaelboyle @citylabelle.com
Alternate: Lisa Smith Human Resources Director
Alternate E -Mail: lisasmith @citylabelle.com
Lady Lake, Town of
409 Fennell Blvd.
Lady Lake, FL 32159 -3159
Board Member: Guy Shields HR Director
Board Member E -Mail: gshields @ladylake.org
Alternate: Bill Vance
Alternate E -Mail: bvance @ladylake.org
Lake Mary, City of
P. O. Box 958445
100 N. Country Club Road
Lake Mary, FL 32795 -8445
Hendry
50
Telephone # 352- 751 -1555
Fax # 352- 751 -0230
County of: Lake
Employee # 94
Town Manager
Telephone #
Fax #
County of:
Employee #
Board Member: John Litton (407 -585 -1419) City Manager
Board Member E -Mail: jlitton @lakemaryfl.com
Alternate: Jacqueline Soya (407 - 585- 1409)Dir Finance
Alternate E -Mail: jsova @lakemaryfl.com
Lake Placid, Town of
311 W. Interlake Blvd.
Lake Placid, FL 33852
Board Member: Arlene Tuck
Board Member E -Mail: ajt- townoflp @htn.net
Alternate: Phil Williams Chief of Police
Alternate E -Mail: Ippdchief@yahoo.com
Lake Wales, City of
P. O. Box 1320
201 W. Central Avenue
Lake Wales, FL 33859 -1320
Board Member: Sandra Davis
021
10/1/92
006
10/1/87
042
10/1/97
407 -585 -1400
407 -585 -1464 — Jackie; 407 -585 -1498 - John
Seminole
151
Telephone # 863 - 699 -3747
Fax # 863 - 699 -3749
County of: Highlands
Employee # 45
Town Clerk
Telephone #
Fax #
Manager HR
Board Member E -Mail: sdavis @cityoflakewales.com
Alternate:
Alternate E -Mail:
County of:
Employee #
863- 678 -4193
863- 678 -4180
Polk
185
031
10/1/94
037
10/1/96
036
10/1/95
Levy County BOCC
P. O. Box 310
355 South Court Street
Bronson, FL 32621 -0310
Board Member: Fred Moody
Board Member E -Mail: fmoody @circuit8.org
Alternate: Jacqueline Martin
Alternate E -Mail: jmartin @circuit8.org
Longboat Key, Town of
501 Bay Isles Road
Longboat Key, FL 34228 -3196
Telephone # 352- 486 -5217
Fax # 352- 486 -5167
County of: Levy
Employee # 218
County Coordinator
Human Resource Manager
Telephone #
Fax #
County of:
Employee #
Board Member: Gerald Wilson Purchasing Manager
Board Member E -Mail: gwilson @longboatkey.org
Alternate: Thomas Kelley Finance Director
Alternate E -Mail: tkelley @longboatkey.org
Longwood, City of
175 West Warren Avenue
Longwood, FL 32750 -4197
Telephone #
Fax #
County of:
Employee #
Board Member: Dawn Jackson Personnel Manager
Board Member E -Mail: djackson @longwoodfl.org
Alternate:
Alternate E -Mail: @ longwoodfl.org
Moore Haven, City of
P. O. Box 399
99 Riverside Drive
Moore Haven, FL 33471 -0399
Board Member: Maxine Brantley City Clerk
Board Member E -Mail: mbrantley @moorehaven.net
Alternate: Melissa Arnold Deputy Clerk
Alternate E -Mail: marnold @moorehaven.net
New Port Richey, City of
5919 Main Street
941 - 316 -1999
941 - 316 -1656
Manatee /Sarasota
148
041
10/1/97
007
10/1/87
407 - 260 -3481 - Dawn
407 - 260 -3451
Seminole
145
Telephone # 863 - 946 -0711
Fax # 863- 946 -2988
County of: Glades
Employee # 22
New Port Richey, FL 34652 -2785
Telephone # 727- 853 -1025
Fax # 727 - 853 -1023
County of: Pasco
Employee # 216
Board Member: Jeff Sutton Human Resources Director
Board Member E -Mail: suttonj @cityofnewportrichey.org
Alternate: Thomas O'Neill City Manager
Alternate E -Mail: oneillt @cityofnewportrichey.org
North Port, City of
4970 City Hall Blvd.
Suite 252 HR -Risk
North Port, FL 34286 -4100
033
10/1/94
014
10/1/88
029
10/1/93
Telephone # 941 - 429 -7130 - Steve
Fax # 941- 429 -7135
County of: Sarasota
Employee # 560
Board Member: Steve Gailbreath Risk Mgmt Coordinator
Board Member E -Mail: sgailbreath @ci.north- port.fl.us
Alternate: Sherry Borgsdorf (941- 429- 7129)General Services Director
Alternate E -Mail: sborgsdorf @ci.north - port.fl.us
008
10/1/87
Okeechobee County BOCC
304 NW 2nd Street, Room 109
Okeechobee, FL 34972 -4187
Telephone # 863- 763 -9312
Fax # 863 - 763 -0118
County of: Okeechobee
Employee # 241
Board Member: Robbie Chartier Dep Co Admin
Board Member E -Mail: rchartier @co.okeechobee.fl.us
Alternate: Lyndon Bonner County Administrator
Alternate E -Mail: lbonner @co.okeechobee.fl.us
Okeechobee, City of Telephone # 863- 763 -3372
55 S. E. Third Avenue Fax # 863 - 763 -1686
County of: Okeechobee
Okeechobee, FL 34974 -2932 Employee # 66
Board Member: Sharon Allison Ins. Coordinator
Board Member E -Mail: sallison @cityofokeechobee.com
Alternate: Clayton Williams City Councilman
Alternate E -Mail:
Oviedo, City of
400 Alexandria Blvd.
Oviedo, FL 32765 -6764
clayton@bergerinsurance.com
035
1/1/96
047
2/2/99
Telephone # 407 - 971 -5521 - Connie
Fax # 407 - 971 -5802
County of: Seminole
Employee # 249
Board Member: Connie Collins Human Resources Director
Board Member E -Mail: ccollins @cityofoviedo.net
Alternate: Keith Straw (407- 971 -5523) Risk/Benefit Coordinator
Alternate E -Mail: kstraw @cityofoviedo.net
Pahokee, City of
171 N. Lake Avenue
Pahokee, FL 33476 -1861
Board Member: Derrek Moore (x20)
045
10/1/98
Telephone # 561- 924 -5534 x20 - Derrek
Fax # 561- 924 -7301
County of: Palm Beach
Employee # 94
Finance Director 039
Board Member E -Mail: dmoore @cityofpahokee.com
Alternate: Stephanie Marsh - Corinthian Assistant Director of Finance
Alternate E -Mail:
Port Richey, City of
6333 Ridge Road
Port Richey, FL 34668
scorinthian @cityofpahokee.com
Telephone # 727 - 816 -1900
Fax # 727 - 816 -1916
County of: Pasco
Employee # 60
10/1/96
Board Member: Shirley Dresch (x111) City Clerk 027
Board Member E -Mail: cityclerk @copr.net
Alternate: Pam Zeigler (x130) Finance Director 10/1/93
Alternate E -Mail: pam @copr.net
Punta Gorda, City of
326 W. Marion Avenue
Punta Gorda, FL 33950 -4492
Telephone # 941 -575 -3371 - Phil
Fax # 941 -575 -3300 or 941 -575 -3359
County of: Charlotte
Employee # 265
Board Member: Phil Wickstrom Risk Manager
Board Member E -Mail: pwickstrom @ci.punta - gorda.fl.us 010
Alternate: Dave Drury (941 -575 -3336) Finance Director
Alternate E -Mail: ddrury @ ci.punta - gorda.fl.us [City Mgr Ofc 941 -575 -3302]
08/8/88
. Safety Harbor, City of
750 Main Street
Telephone # 727 - 724 -1555
Fax # 727 - 724 -1566
Safety Harbor, FL 34695 -3553
Board Member: Bill Cropsey Dir Personnel
Board Member E -Mail: wcropsey @cityofsafetyharbor.com
Alternate: Alan Zimmet City Attorney
Alternate E -Mail: azimmet @cityofsafetyharbor.com
Sarasota/Manatee Airport Authority
6000 Airport Circle
Sarasota, FL 34243 -2105
County of: Pinellas
Employee # 166
Telephone # 941 - 359 -5200
Fax # 941 - 359 -5054
County of: Sarasota/Manatee
Employee # 120
Board Member: Martin Lange (x4230) Vice President/Chief Financial Officer
Board Member E -Mail: martin.lange @srq - airport.com
Alternate: John Schussler (x4214) Director of Properties
Alternate E -Mail: john.schussler @srq - airport.com
Sebring, City of
368 South Commerce Avenue
Telephone # 863- 471 -5100
Fax # 863- 471 -5142
019
10/1/91
038
10/1/96
County of: Highlands
Sebring, FL 33870 -6694 Employee # 171
Board Member: John Clark Council Member 012
Board Member E -Mail: johnclark @mysebring.com (Charlotte Mann— charlottemann @mysebring.com)
Alternate: Mike Eastman Director Finance
Alternate E -Mail: mikeeastman @mysebring.com
South Florida Conservancy District
P 0 Box 969
2832 N. Main Street
Belle Glade, FL 33430 -0969
Telephone # 561- 996 -2940
Fax # 561- 996 -2960
County of: Palm Beach
Employee # 14
Board Member: David Davis District Manager
Board Member E -Mail: districtmanager @ sflcd.com
Alternate: Elsie King
Alternate E -Mail: elsie @sflcd.com
South Pasadena, City of
7047 Sunset Drive South
South Pasadena, FL 33707 -2895
10/1/88
030
Bookkeeper 11/1/93
Telephone #
Fax #
County of:
Employee #
727 -347 -4171
727 - 345 -0518
Pinellas
36
Board Member: James Graham Director Finance 024
Board Member E- Mail: finance @ci.south - pasadena.fl.us
Alternate: 10/1/92
Aternate E -Mail:
St. Pete Beach, City of Telephone # 727 - 367 -2735
155 Corey Avenue Fax # 727 - 363 -9249
St. Pete Beach, FL 33706
Board Member: Gary Behnke
Board Member E -Mail: g.behnke @stpetebeach.org
Alternate: Mike Bonfield City Manager
Alternate E -Mail: citymanager @stpetebeach.org
County of: Pinellas
Employee # 132
Human Resources Administrator
048
10/1/99
Sun n' Lake of Sebring Improvement Dist
5306 Sun 'n Lake Blvd.
Sebring, FL 33872
Telephone #
Fax #
County of:
Employee #
Board Member: Dana March District Accountant
Board Member E -Mail: dmarch @snldistrict.org
Alternate: Ileana Martinez
Alternate E -Mail: imartinez @snldistrict.org
Tavares, City of
P. O. Box 1068
201 E. Main St.
Tavares, FL 32778 -1068
Board Member: Crissy Bublitz
Board Member E -Mail: cbublitz @tavares.org
Alternate: Lori Tucker
863- 382 -2196
863 - 382 -2988
Highlands
63
Telephone # 352- 742 -6211
Fax # 352- 742 -6351
County of:
Employee #
Human Resources Assistant
Human Resources Director
Alternate E -Mail: ltucker @tavares.org
Temple Terrace, City of Telephone #
P. O. Box 16930 Fax #
11250 N. 56th Street County of:
Temple Terrace, FL 33687 Employee #
Board Member: Woody Hubbard (813 - 506- 6430)Director Personnel
Board Member E -Mail: whubbard @templeterrace.com
Alternate: Kim D. Leinbach (813- 989- 7105)City Manager
Alternate E -Mail: kleinbach @templeterrace.com
Wauchula, City of
P. O. Box 818
126 South 7th Avenue
Wauchula, FL 33873 -0818
Board Member:
Telephone #
Fax #
County of:
Employee #
James Braddock Director of Finance
Lake
128
813 - 989 -7149
813- 914 -7413
Hillsborough
305
863- 773 -3535
863- 773 -6376
Hardee
81
Board Member E -Mail: jbraddock @cityofwauchula.com
Alternate: Terri Svendsen Human Resources Specialist
Alternate E -Mail: terri @cityof wauchula.com
Winter Garden, City of
300 W. Plant Street
Telephone # 407 - 656 -4111
Fax # 407 - 877 -2795
Winter Garden, FL 34787 -3099
Board Member: Frank Gilbert (x2247) HR Director
Board Member E -Mail: fgilbert @wintergarden -fl.gov
Alternate: Peggy Carpenter (x2298) HR Specialist
Alternate E -Mail: pcarpenter @wintergarden -fl.gov
Zephyrhills, City of
5335 Eighth Street
Zephyrhills, FL 33540 -4312
Board Member: Karina Bouthot
County of:
Employee #
Orange
290
Telephone # 813 - 780 -0015
Fax # 813 - 780 -0005
County of: Pasco
Employee # 159
Dir Admin Srvs
Board Member E -Mail: kbouthot @ci.zephyrhills.fl.us
Alternate:
Rick Moore Dir Public Works
Alternate E -Mail: rmoore @ci.zephyrhills.fl.us
051
10/1/00
015
10/1/89
052
10 /1 /00
013
10/1/88
028
10/1/93
017
10/1/90
PUBLIC RISK MANAGEMENT OF FLORIDA
3434 Hancock Bridge Parkway, Suite 203
North Ft. Myers, Fl. 33903
June 29, 2009
To: All Board Members & Alternates
From: Judy Hearn, Asst. Executive Director
Secretary, PRM Board of Directors
Re: Summary of June 19, 2009 Board Meeting
The following is a summary of motions passed at the Board of Directors Meeting held on
June 19th in Marco Island, 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 August 14, 2009.
Motions Passed
Consent Agenda:
1. Approved March 13, 2009 Board Meeting Minutes
2. Approved Treasurer's Report as of March 31, 2009
Regular Agenda:
The Board approved the following Amendments to the PRM By -Laws.
Article 2 — Definitions and Purpose
2.1. Definitions
"Policy Year ": The policy year of the Pool shall be from the date of inception of
coverage to the termination of said coverage, or on other dates as approved by the
membership in attendance at a scheduled meeting of the membership.
"Standard Member /membership" — a Member with the Pool, who finds several benefits in
pooling and who values pricing and the ability to select specific lines of coverage, but
who chooses not to participate in loss control and /or loss prevention and /or risk
management options afforded Preferred Members.
"Preferred Member /membership" — a Member with the Pool, who finds several benefits
in pooling, including the multiple benefits to be achieved in participating in all available
lines of coverage, and who chooses to participate on a fee for service basis in loss control
and /or loss prevention and /or risk management options not otherwise usually afforded to
Standard Members.
Article 4 — Participation and Term
4.2. Notice of Withdrawal: So long as the Pool shall continue in existence, any current or
new Preferred Member joining the Pool shall remain a Member for an initial two -year
term, except a new Member coming into the Pool after the first day of the policy year
shall be obligated to be a member for not less than eighteen (18) months. A new
Preferred Member's rates will be guaranteed for their initial term.
Any Preferred Member may withdraw from the Pool at the end of the policy year upon
serving on the Pool by mail, fax or hand delivery at least one year's prior written notice.
Any Standard Member may withdraw from the Pool at the end of the policy year upon
serving on the Pool by mail, fax or hand delivery at least forty -five (45) days prior
written notice. Such notice shall be addressed to the Executive Director of the Pool and
shall be accompanied by a resolution of the governing body of the Member electing to
withdraw from the Pool.
4.3. Actual Withdrawal /Required Withdrawal: Any Preferred Member who has served
the Executive Director with prior written notice of its intent to withdraw at least one (1)
year prior to the beginning of the policy year for which the notice to withdraw is
applicable, shall serve in writing to the Executive Director, my mail, fax or hand delivery
no later than ten (10) days prior to the beginning of such policy year, a verification as to
whether the Member intends to actually withdraw from the Pool at the end of the current
policy year. Failure to serve such verification no later than ten (10) days prior to the
beginning of the policy year for which notice of intent to withdraw is applied, shall be
deemed a revocation of the prior notice of intent to withdraw; thus, binding the Member
to the Pool for the ensuing policy year. Provided, however, any Preferred Member who
serves written notice of its intent to withdraw from the Pool more than once during any
(5) year period may be required, at the option of the Executive Board, to withdraw from
the Pool on the second such notice. Said requirement shall not apply to Standard
Members of the Pool. An action to expel a Preferred Member in this manner shall be
taken by the Executive Board in the manner described in Article 17 hereafter.
Any Standard Member who chooses to withdraw from the Pool shall serve the Executive
Director with prior written notice of its intent to withdraw at least forty -five (45) days
prior to the beginning of the policy year for which the notice to withdraw is applicable,
in writing to the Executive Director, by mail, fax or hand delivery a verification as to
whether that Standard Member intends to actually withdraw from the Pool at the end of
the current policy year. Failure to serve such verification at least forty -five (45) days
prior to the beginning of the policy year for which the notice to withdraw is applicable
shall be deemed as actual binding consent on the part of the Standard Member to remain
a Standard Member of the Pool, binding that Member to the Pool for the ensuing policy
year.
4.4. Admission of New Members: The Pool's Executive Board shall establish and
periodically review standards and the approval process for the admission of new
Members. Upon approval of these standards and of the approval process for admission
by the Board of Directors, the Pool's Executive Board may grant or deny admission to
proposed new Members based upon such criteria. Consideration of new Members will be
communicated to all PRM Board Members by the Executive Director for any information
or feedback that a Member may have regarding the prospective member.
Article 6 — Board of Directors of the Pool
6.3. Board Responsibilities: The Board of Directors shall have the responsibility for: (1)
hiring of Pool officers, agents, non - clerical employees and independent contractors; (2)
setting of compensation for all persons, firms and corporations employed by the Pool; (3)
approval of amendments to the Intergovernmental Agreement; (4) approval of the
acceptance of new Members and expulsion of Members, except that the approval may be
delegated to the Executive Board under Article 4 above, or by such procedures as are
contained in the motion making delegation; (5) approval and amendment of the annual
budget of the Pool; (6) approval of the operational procedures developed by the
Executive Director; (7) approval of educational and other programs relating to risk
reduction; (8) approval of reasonable and necessary loss reduction and prevention
procedures which shall be followed by all Members; (9) approval of Annual Payments to
the Risk Management Pool for each Member; and (10) termination of the Pool in
accordance with this Intergovernmental Agreement.
6.4. Voting: Each Preferred Member shall be entitled to one (1) vote on the Board of
Directors. Standard Members have no entitlement to any vote on the Board of Directors,
or otherwise. Such vote by each Preferred Member may be cast only by the
Representative of the Preferred Member or in the Representative's absence by the
Alternate. No proxy votes or absentee votes shall be permitted. Voting shall be
conducted by show of hands or any method established by the Board that is consistent
with Florida law. A simple majority vote of those Representatives present shall be
required to pass on any motion. On such matters, the Chairman and the Executive
Director of the Pool shall cause each Member's Representative and Alternate to receive
the proposed ballot which will include at a minimum the text of the motion to be voted
upon and the purpose of such motion. Only the Representative or the Alternate may vote
on such ballots (not both). If both the Alternate and Representative submit ballots, only
the Representative's ballot will be counted. Favorable votes by a majority of the
Members' Representatives (or Alternates in their absence) entitled to vote shall pass any
action unless an action is taken which is subject to 6.9 below, in which case passage will
be based on the required number of votes as if each Member's Representative or
Alternate was present at a regular or special meeting called to decide such question.
6.6. The Executive Board and other Committees: The Board of Directors shall establish
an Executive Board (known previously in this Agreement as Executive Committee). That
Executive Board shall consist of the Chairman of the Board of Directors, the Vice
Chairman of the Board of Directors, the Treasurer and four (4) Representatives elected by
the Board of Directors. The Executive Board shall have the power to establish both
standing and ad hoc committees to further the functions and purpose of this Pool. Unless
the Board of Directors establishes some other procedure, the authority for selection of
Representatives or Alternates serving on the Executive Board who shall serve on such
committees and chair them shall reside with the Chairman of the Board of Directors. The
Chairman of the Board of Directors may appoint non - voting and non -paid persons who
are not Members of the Board of Directors to serve on committees of the Pool. The
Executive Board shall dictate to the Executive Director the guidelines for authorizing the
settlement of claims. The Board of Directors shall, bi- annually select the four (4)
Representatives during the final quarter of each two -year term to serve during the
subsequent two -year term. The term of office for the four (4) Representatives shall begin
on the first day of a fiscal year and expire on the last day of a fiscal year. The Executive
Board shall have the specific authority and power, as afforded herein by the Board of
Directors, to grant binding approval for, and on behalf of, the Pool to bind any and all
coverages for both Preferred Members and Standard Members with excess insurers,
reinsurers, specific excess insurers, insurance underwriters, insurance wholesalers,
insurance brokers and /or intermediaries, and with independent insurance contractors
providing and /or affording both insurance and self - insurance coverages to the Pool
Members. The Board of Directors shall grant to the Executive Board the authority to
approve expenditures, authorize a settlement of claims and suits and take such other
action as shall be specifically delegated to the Executive Board.
6.8. Quorum: A quorum shall consist of a majority of the Representatives (or in their
absence their Alternates) serving on the Board of Directors, or serving on the Executive
Board. Except as provided in Section 6.9. herein, or elsewhere in this Intergovernmental
Agreement, a simple majority of a quorum shall be sufficient to pass upon all matters.
6.9. Super- Majority Voting:
6.9.2. Deleted entirely from the By -Laws
6.9.4. The amendment of this Intergovernmental Agreement to cause a reduction or
elimination in the scope of loss protection set out in Article 10 to be furnished by the self -
insurance pool derived from payments from the Members, shall require that specific
written notice of the proposed change be sent by registered or certified mail to the
governing body of the Member and to the Representative serving on the Board of
Directors, no less than ten (10) days prior to a meeting of the Executive Board at which
this matter is proposed and the amended as proposed or as amended must receive the
approval of at least five (5) out of seven (7) Representatives of the then current Executive
Board representing the then Members of the Pool.
6.9.5. In the event of a reduction or elimination in the scope of loss protection as set
forth in Article 10 of this Intergovernmental Agreement receives the approval of at least
five (5) out of the seven (7) Representatives of the then - current Executive Board as set
forth in section 6.9.4, any Member may request, within twenty (20) days of the Executive
Board voting to approve such reduction or elimination in the scope of loss protections as
set forth in Article 10 of this Intergovernmental Agreement, in writing to the Chairman of
the Board of Directors that the Executive Board, at a special meeting, take official action
to affirm, modify or reverse a decision of the Executive Board affecting the reduction or
elimination in the scope of loss protection as set forth in section 6.9.4. The Member shall
be provided a full opportunity to explain their position to the Executive Board. The
Executive Board, by majority vote, may affirm, modify, reverse or defer the matter to the
Board of Directors.
Any Member who disagrees with the Executive Board's final determination may request
in writing, within twenty (20) days of the Executive Board's final determination, that the
Board of Directors take action to affirm, modify or reverse the decision of the Executive
Board. The Member shall be provided a full opportunity at a special, or regular, meeting
to explain their position to the Board of Directors. The Board of Directors, by majority
vote of the Members, may affirm, modify or reverse the final determination or decision of
the Executive Board. Failure on the part of any Member to comply timely with the
requirements for appealing the determination by the Executive Board to the Board of
Directors within twenty (20) days thereof shall be deemed to be a waiver of any
contractual, legal or other rights of appeal by, or on the part of, that Member.
Article 7 — Board of Directors Meetings
7.1. Meetings. The Executive Board will establish regular meetings, which shall be held
at least four (4) times a year. Regular meetings of the Board of Directors may be held up
to four (4) times a year. The tentative times, dates, and locations of regular meetings of
the Board shall be established at the beginning of each fiscal year, and the Executive
Board will establish the tentative times, dates and locations of its regular meetings, and
give timely and appropriate prior notice of said meetings to all Preferred and Standard
Members. Any item of business may be considered at a regular meeting, including the
scheduling of future regular meetings. The Executive Director shall attend all Board
meetings and Executive Board meetings to serve as an advisor and to report as the
administrative officer of the Pool.
Article 8 — Pool Officers
8.2.1. The Executive Director may sign, with such other person authorized by the Board
of Directors or by the Executive Board, any instruments which the Board of Directors or
Executive Board have authorized to be executed and, in general, shall perform all duties
incident to the office of Executive Director and such other duties as may be prescribed by
the Board of Directors.
8.2.2. The Executive Director shall prepare a proposed annual budget and proposed Risk
Management Pool Annual Payment and shall submit such proposals to the Board of
Directors, and to the Executive Board.
Article 9 — Finances and Risk Management Pool
9.2. Budget: The Board of Directors shall approve a preliminary budget for the
administration of the Pool. Copies of all preliminary and final budgets shall be promptly
mailed to each Member of the Board of Directors. The Board of Directors shall adopt a
final budget and determine the amount of the Annual Payment to be made by each
Member and the date upon which the payment is due.
9.3. Annual Payment Factors: In determining the amount of the Annual Payment due
from each Member, the Executive Board may consider some or all of the following
factors:
9.3.1. Number of employees;
9.3.2. Property values of the Member;
9.3.3. Number and type of vehicles owned by the Member and the use made of the
vehicles;
9.3.4. Population of the geographic area represented by the Member;
9.3.5. The payrolls of the Member;
9.3.6. Any unusual exposures presented by the Member;
9.3.7. The operating expenditures of the Member; and
9.3.8. The claims and loss experience of the Member.
9.4. Budget Amendments: Budgets may be amended at any time by majority vote of the
Board of Directors.
Article 10 — Excess Insurance
10.1. Specific Excess Insurance: The Pool may purchase Specific Excess Insurance
from underwriters of insurance, insurance companies and /or Lloyd's of London,
approved by the Board of Directors, or any committee appointed by the Board for such
purpose, in such amounts which shall be approved by the Board of Directors and
underwriters, based upon but not limited to the current assets, risk analysis, and loss
history of the Pool. The purchase of Specific Excess Insurance does not, and is not,
intended to waive sovereign immunity under Florida law.
10.3. Multiple Loss Coverage: The Pool may purchase Multiple Loss Coverage in the
event a single occurrence involves more than one line of coverage, limiting the
occurrence to a single "Self Insured Retention."
Article 11— Obligations of Members
11.2. Cancellation/Suspension of Coverage: In the event that a Member has made a
material misstatement or failed to comply with an underwriting requirement that created a
substantial change in risk exposure, the Executive Board has the authority to cancel or
suspend coverage. The Member shall be notified of the reason in writing by the
Executive Director and given a reasonable time to take corrective measure prior to the
Executive Board's action.
Article 15 — Coverage & Indemnity Dispute Resolution
15.1. After having reviewed a claim forwarded to the Pool, the Executive Director,
officer, employee or independent contractor shall, in writing, be permitted to decline to
provide coverage or indemnification for such claim not believed to be within the scope of
coverage provided by the Pool. The claim may also be accepted and defense provided
but the Pool may reserve the right to withdraw from the defense or to refuse to provide
indemnification against the claim in the event that it is later determined that the claim is
not properly within the scope of coverage afforded by the Pool.
Any Member may request in writing to the Chairman of the Board of Directors, that the
Executive Board, at a regular scheduled meeting, take official action to affirm, modify or
reverse a decision that a particular matter is or is not within the scope of coverage or
indemnification provided by the Pool. The Member shall be provided a full opportunity
to explain their position to the Executive Board. The Executive Board, by majority vote,
may affirm, modify, reverse or defer the matter to the Board of Directors, subject to any
insurance or reinsurance contractual obligations.
Any Member who disagrees with the Executive Board's determination may request in
writing that the Board of Directors, at a regular scheduled meeting, take action to affirm,
modify or reverse the decision of the Executive Board. The Member shall be provided a
full opportunity to explain their position to the Board of Directors. The Board of
Directors, by majority vote of the Members, may affirm, modify or reverse the decision
of the Executive Board, subject to any insurance or reinsurance contractual obligations.
Any Member may seek binding arbitration, if available, pursuant to the Pool's General
Coverage Document and, is not required to appeal a coverage or indemnification
declination to either the Executive Board or Board of Directors.
Article 17 — Expulsion or Termination of Members
17.1. Expulsion. By the vote of two - thirds (2/3) of the Directors serving on the Board of
Directors, and /or by a vote of at least five (5) out of the seven (7) Members serving on
the Executive Board on decisions, determinations or issues involving section 4.3 of this
Intergovernmental Agreement, any Member may be expelled. Such expulsion may be
carried out for one or more of the following reasons:
17.1.6. The Preferred Member has given the one (1) year notice described in Section 4.2.
and 4.3. above.
Approved motion to grandfather in all existing Members as Preferred Members.
Approved extension of property renewal with PEPIP from April 1, 2010 to June 1, 2010
utilizing $1.3 million from surplus funds as a participation credit to fund the additional
two months.
Election of Officers — Elections for a 2 -year term were held for Board Officers, the Vice
Chairperson and two Representatives.
Vice Chairperson —Mr. Sutton was re- elected Vice Chairperson for the 2 -year
term, commencing 10 -1 -09.
Representative — Robbie Chartier was re- elected as Representative for the 2-
year term, commencing 10 -1 -09.
Representative — Woody Hubbard was elected as Representative for the 2 -year
term, commencing 10 -1 -09.
Elections were held for newly created officers of the Executive Board:
Representative — Frank Gilbert was elected as Representative for the 1 -year
term, commencing 10 -1 -09. The Chairman appointed Mr. Gilbert to begin
serving on the Executive Board immediately.
Representative —Mr. Baird was elected to serve as Representative for the 1-
year term, commencing on 10 -1 -09. The Chairman appointed Mr. Baird to
begin serving on the Executive Board immediately.
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