Select Committee on Insurance Relations - Property and Casualty — Charleston, WV
Date: 2021-12-20
Time: 17:45

CITY OF CHARLESTON
 West Virginia
 Council Member – 12th WARD
 Joseph Jenkins Finance Committee, Chair
 839 Gordon Drive Parking Committee, Chair
 Charleston, West Virginia 25303 Parks and Recreation Committee
 304-575-9202 Public Safety Committee
 joseph.jenkins@cityofcharleston.org


 AGENDA
 SELECT COMMITTEE ON INSURANCE AGENT RELATIONS –
 PROPERTY AND CASUALTY
 December 20, 2021 5:45 PM
 COUNICL CHAMBERS, 3RD FLOOR, CITY HALL

__________________________________________________________________________________________

APPROVAL OF PREVIOUS MINUTES

 11-5-2021

DISCUSSION AND APPROVAL

 Discuss and approve insurance proposal evaluation criteria.

ADJOURN



JJ/ns


 *Meetings may be recorded and broadcast via internet https://charlestonwv.civicclerk.com




 City Council | 501 Virginia Street, East | Post Office Box 2749 | Charleston, West Virginia 25330
 www.charlestonwv.gov | 304.348.8179 | 304.348.8038 fax

CITY OF CHARLESTON
 West Virginia
 Council Member – 12th WARD
 Joseph Jenkins Finance Committee, Chair
 839 Gordon Drive Parking Committee, Chair
 Charleston, West Virginia 25303 Parks and Recreation Committee
 304-575-9202 Public Safety Committee
 joseph.jenkins@cityofcharleston.org


 AGENDA
 SELECT COMMITTEE ON INSURANCE AGENT RELATIONS –
 PROPERTY AND CASUALTY
 December 20, 2021 5:45 PM
 COUNICL CHAMBERS, 3RD FLOOR, CITY HALL

__________________________________________________________________________________________

APPROVAL OF PREVIOUS MINUTES

 11-5-2021

DISCUSSION AND APPROVAL

 Discuss and approve insurance proposal evaluation criteria.

ADJOURN



JJ/ns


 *Meetings may be recorded and broadcast via internet https://charlestonwv.civicclerk.com




 City Council | 501 Virginia Street, East | Post Office Box 2749 | Charleston, West Virginia 25330
 www.charlestonwv.gov | 304.348.8179 | 304.348.8038 fax

 Page | 1 of
 MINUTES
 SELECT COMMITTEE ON INSURANCE AGENT RELATIONS –
 PROPERTY AND CASUALTY

 THE MEETING WAS HELD OVER ZOOM AND WAS MADE PUBLIC PER THE AGENDA.

 4:30 P. M., NOVEMBER 5, 2021

Joseph Jenkins, Vice Chairperson, called the meeting of the Select Committee on
Insurance Agent Relations – Property and Casualty to order at 4:30p.m., November 5,
2021.

Committee Members Present:
Joseph Jenkins, Chair
Bobby Reishman
Becky Ceperley
Mary Beth Hoover
Adam Knauff
Shannon Snodgrass

Members Absent:
Jennifer Pharr




A roll call was taken, and it was determined that a quorum was present.




 1. Approval of the Previous minutes for September 27, 2021.

Councilmember Reishman motioned to approve the previous minutes. With the
members being present having voted in the unanimously as affirmative, the Chair
declared the previous minutes as approved.



 November 5, 2021

 Page | 2 of
 2. To discuss and approve insurance carrier allocations among competing
 brokerage/agent/producer firms, as mutually agreed to by such firms.

Councilmember Jenkins stated that the Members had received a memo form City
Manager, Jonathan Storage concerning insurance carrier allocations. He and Storage
spoke with the firms, who were agreeable to what underwriters they would go on behalf
of the City. They have received confirmation of approval from each firm. It was deemed
appropriate that the Committee approve them as well.

Councilmember Reishman motioned to approve the allocations. With those members
being present having voted unanimously in the affirmative, the insurance carrier
allocations were approved.


 3. Miscellaneous

Councilmember Jenkins added that the City Manager has drafted the scoring process
for the final round. The next meeting they have will be to approve the scoring system.
The next meeting after that will be to review the proposals.




Councilmember Reishman motioned to adjourn the meeting.
Meeting adjourned.




 November 5, 2021

 Page | 3 of
November 5, 2021

 Page | 4 of
 EVALUATION CRITERIA
 (200 POINTS POSSIBLE)


1. Approach and Understanding: …………………………………………………… 30 points
 Proposer will be evaluated on
 demonstrated understanding of the
 City’s needs with respect to coverage, as
 well as the proposer’s ability to
 establish or market a comprehensive
 insurance program for the City.

2. Client Relations and Service: Proposer …………………………………………………… 40 points
 will be evaluated on its ability to offer
 high levels of customer support, claims
 management services either internally
 or through a reputable third-party
 claims administrator, and reliable and
 frequent risk management advisement.

3. Best Value Insurance Option: Proposer …………………………………………………… 75 points
 will be evaluated for providing coverage
 options that demonstrate the most
 favorable balance of risk and cost.

4. Broker/Agent Fees: Proposer will be …………………………………………………… 30 points
 evaluated on total costs, including but
 not limited to premium costs,
 placement fees, commissions, claims
 management fees, insurance consulting
 fees, and risk management consulting
 fees. Per the City’s solicitation, the
 Proposer’s fee must be fixed,
 comprehensive, and disclosed.

5. Stability of the Firm: Proposer will be …………………………………………………… 25 points
 evaluated based on its demonstration of
 corporate management and financial
 stability. No specific documents are
 required, but Proposer is encouraged to
 disclose any information that would
 support a finding of long-term corporate
 stability.

 TOTAL ………………………………………200 points




 Page | 5 of

MINUTES
 SELECT COMMITTEE ON INSURANCE AGENT RELATIONS –
 PROPERTY AND CASUALTY

 THE MEETING WAS HELD IN COUNCIL CHAMBERS IN CITY HALL.

 5:45 P. M., DECEMBER 20, 2021

Joseph Jenkins, Chairperson, called the meeting of the Select Committee on Insurance
Agent Relations – Property and Casualty to order at 5:45p.m., December 20, 2021.

Committee Members Present:
Joseph Jenkins, Chair
Bobby Reishman
Becky Ceperley
Mary Beth Hoover
Adam Knauff
Jennifer Pharr
Shannon Snodgrass

Members Absent:
None




A roll call was taken, and it was determined that a quorum was present.




 1. Approval of the Previous minutes for November 11, 2021.

Councilmember Reishman motioned to approve the previous minutes. With the
members being present having voted in the unanimously in the affirmative, the Chair
declared the previous minutes as approved.



 December 20, 2021
 2. Discuss and approve insurance proposal evaluation criteria.

Councilmember Jenkins stated that the Members have received a copy of the
evaluation criteria. Changes suggested by Councilmember Snodgrass were distributed
to the Committee.

Councilmember Knauff had a question about #5 of the criteria. City Manager, Jonathan
Storage, added that the document was drafted for the insurance writers, not the
underwriters.

With discussion, the Committee agreed to alter the scoring to 10 points to Stability of
the Firm, 45 points for Client Relations and Service and 5 points to Broker/Agent Fees


Councilmember Reishman motioned to approve the evaluation criteria to include the
amendments and changes to points.

With those being present having voted unanimously in the affirmative, the Chair
declared the scoring criteria as approved.



 3. Updates:

Storage added that his office has been working to get all of the data and claims
information that the proposers will need. All three of the firms have been a pleasure to
work with.




Councilmember Reishman motioned to adjourn the meeting.
Meeting adjourned.



 December 20, 2021