Select Committee on Insurance Relations - Property and Casualty — Charleston, WV
Date: 2021-09-27
Time: 18:00

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
 joseph.jenkins@cityofcharleston.org


 AGENDA
 SELECT COMMITTEE ON INSURANCE AGENT RELATIONS –
 PROPERTY AND CASUALTY
 September 27, 20216:00 PM
 COUNICL CHAMBERS, 3RD FLOOR, CITY HALL

__________________________________________________________________________________________

APPROVAL OF PREVIOUS MINUTES

  7­15­2021
  9­13­2021
  9­14­2021
  9­22­2021
OLD BUSINESS: DISCUSSION

  Discuss the applicable scoring criteria.
  Consider and discuss the various presentations offered by responding firms.
SCORING

  Each responding firm will be separately scored by individual committee members.
  The Chair will determine total average scores, where the average scores will constitute final scores.
  Approval of the final scores.
  Developing new scoring criteria for evaluating final insurance proposals and timeline for release.
ADJOURN




JJ/ns




 City Council | 501 Virginia Street, East | Post Office Box 2749 | Charleston, West Virginia 25330
 www.charlestonwv.gov | 304.348.8179 | 304.348.8038 fax
*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
 joseph.jenkins@cityofcharleston.org


 AGENDA
 SELECT COMMITTEE ON INSURANCE AGENT RELATIONS –
 PROPERTY AND CASUALTY
 September 27, 20216:00 PM
 COUNICL CHAMBERS, 3RD FLOOR, CITY HALL

__________________________________________________________________________________________

APPROVAL OF PREVIOUS MINUTES

  7­15­2021
  9­13­2021
  9­14­2021
  9­22­2021
OLD BUSINESS: DISCUSSION

  Discuss the applicable scoring criteria.
  Consider and discuss the various presentations offered by responding firms.
SCORING

  Each responding firm will be separately scored by individual committee members.
  The Chair will determine total average scores, where the average scores will constitute final scores.
  Approval of the final scores.
  Developing new scoring criteria for evaluating final insurance proposals and timeline for release.
ADJOURN




JJ/ns




 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
*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 | 2 of
 MINUTES
 SELECT COMMITTEE ON INSURANCE AGENT RELATIONS –
 PROPERTY AND CASUALTY

THE MEETING WAS HELD IN THE AV ROOM AND WAS ALSO MADE AVAILABLE TO THE PUBLIC VIA
 ZOOM PER THE AGENDA.

 5:00 P. M., JULY 15, 2021


Joseph Jenkins, Chairperson, called the meeting of the Select Committee on Insurance
Agent Relations – Property and Casualty to order at 5:00p.m., July 15, 2021.

Committee Members Present:
Joseph Jenkins, Chair
Bobby Reishman (over Zoom)
Jennifer Pharr
Shannon Snodgrass (over Zoom)

Members Absent:
Will Laird
Adam Knauff
Mary Beth Hoover




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


 July 15, 2021

 Page | 3 of
 1. Approval of Previous Minutes –

Councilmember Reishman asked for unanimous consent to dispense with the reading of
the minutes for the July 1, 2021 meeting and that they be approved as distributed.
There were no objections, and the minutes were approved.



 2. Discussion to review and approve the Expression of Interest submitted by the
 City Manager –

Councilmember Jenkins stated that the submitted EOI was what he had envisioned.

City Manager, Jonathan Storage stated that he drafted an EIO that was as
comprehensive as possible to show interested parties exactly what would be expected if
they were chosen. It also points out that there will be multiple stages to the
arrangement. The first round will be respondents showing that they are qualified to meet
the needs of the City, and will not be scored. The Committee will then choose a number
to interview, which will be scored. That evaluation criteria is listed in the EOI. Then, the
top 3 or so will be invited to bring back their best proposals (which will be scored) to the
Committee for its final decision. Storage noted that the pricing structure is listed as a
fixed fee (as opposed to commission), in order to best prepare the municipal budget and
take away incentives to up sale.

Councilmember Jenkins confirmed that the short list will then be narrowed to 5 or 3
candidates. He asked if there will be concerns that they will not be able to give the
Committee costs at that point. Storage replied they could choose to take that into
consideration. Since it will be a fixed fee, they would be asking them to quote their
entire field of services so it would be like a consulting fee that should not be tied to
relationships that they have in the insurance market. Storage added that he tried to
account for that in the scoring system, with a higher weight for best insurance package.
Councilmember Jenkins agreed with this when they evaluate the final round, but had
concerns regarding the short list. Councilmember Snodgrass agreed as well considering
the broker would not yet know the full details, and suggested leaving that out of the
short list.

Councilmember Reishman was concerned as the cost could be a significant factor.
Councilmember Snodgrass added that they will not be able to know that until the final
round. Councilmember Jenkins clarified that once the final 3 are selected, there will be
different evaluation criteria. At this point, cost is difficult to compare. Councilmember
Jenkins suggested that the cost scoring be reduced to 10 or 15. Storage added that the
Exhibit does provide a lot of detail, but he would be fine to remove it during the short list
phase. Councilmember Pharr asked if that would affect the schedule of events. Storage
replied that the schedule itself would not be altered. However, it would alter the scoring
criteria. All of that would be due in February, which would give the Committee a month
for review in order to bring their final decision to full Council in March.



 July 15, 2021

 Page | 4 of
Councilmember Snodgrass added that the EOI looked great. She would like to have it
specify that the letters of reference come from current clients, perhaps municipalities.
Councilmember Jenkins suggested that they could change it to require 3 current
references, one of which is a municipality. The Committee agreed to remove the cost
factor from the short list and do 55/45. Councilmember Jenkins asked if they wanted to
raise the final number to 3 in case the Committee really liked more than 3. Storage
added that it would be very difficult on the administration side to send out all of that data
separately. He added that it is not a burden to have more interview candidates.
Councilmember Snodgrass suggested 6.

Councilmember Reishman motioned to approve the amendments offered by the
Committee. Councilmember Snodgrass seconded.
  Amend Section 3.1 to read “firms must submit 3 current client references, one of
 which must be a municipality.”
  Amend the first paragraph of Section 4.1 to read “no more than six firms.”
  Amend Section 4.2 to eliminate cost from the short list of evaluation criteria, and
 to increase the implementation services/experience qualifications criteria to 55/45
 points.
With the members being present having voted unanimously as affirmative, the Chair
declared the amendments approved.

Councilmember Pharr motioned to approve the Expression of Interest as Amended.
Councilmember Reishman seconded. With the members being present having voted
unanimously as affirmative, the Chair declared the Expression of Interest as Amended
approved.


Councilmember Jenkins thanked Storage and Finance Director, Andy Wood.
Councilmember Snodgrass asked if Storage was going to reach out to the brokers who
represent similar municipalities. Storage replied that they will be on the mailing list.
Additionally, they will publish the EOI on the City’s website, trade publications and
national publications (New York Times, Washington Post, etc.).

The Committee decided they would not be a need to meet until they are ready to create
a short list.




Councilmember Reishman motioned to adjourn the meeting.
Meeting adjourned.


 July 15, 2021

 Page | 5 of
 MINUTES
 SELECT COMMITTEE ON INSURANCE AGENT RELATIONS –
 PROPERTY AND CASUALTY

 THE MEETING WAS HELD VIRTUALLY AND WAS MADE AVAILABLE TO THE PUBLIC VIA ZOOM PER
 THE AGENDA.

 5:30 P. M., SEPTEMBER 13, 2021


Joseph Jenkins, Chairperson, called the meeting of the Select Committee on Insurance
Agent Relations – Property and Casualty to order at 5:30p.m., September 13, 2021.

Committee Members Present:
Joseph Jenkins, Chair (over Zoom) (left around 5:55 pm)
Bobby Reishman (over Zoom)
Becky Ceperley (over Zoom)
Mary Beth Hoover (over Zoom)
Adam Knauff (over Zoom)
Jennifer Pharr (over Zoom)
Shannon Snodgrass (over Zoom)

Members Absent:
None


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

Councilmember Jenkins added that there will be 4 total presentations spread over
several meetings. Three will be selected to come back with defined proposals.

 1. USI will provide a presentation to the Select Committee regarding its response to
 the City’s Request for Expressions of Interest.

Councilmember Ceperley motioned to move the Committee into Executive Session with
representatives of USI. Councilmember Hoover seconded. With the members being
present having voted unanimously in the affirmative, the Committee moved into
Executive Session.

With no objections, a quorum of the Committee moved out of Executive Session into
Regular Session.

Councilmember Hoover motioned to adjourn the meeting. Councilmember Pharr
seconded.
Meeting adjourned.


 September 13, 2021

 Page | 6 of
 MINUTES
 SELECT COMMITTEE ON INSURANCE AGENT RELATIONS –
 PROPERTY AND CASUALTY

 THE MEETING WAS HELD VIRTUALLY AND WAS MADE AVAILABLE TO THE PUBLIC VIA ZOOM PER
 THE AGENDA.

 5:30 P. M., SEPTEMBER 14, 2021

Joseph Jenkins, Chairperson, called the meeting of the Select Committee on Insurance
Agent Relations – Property and Casualty to order at 5:30p.m., September 14, 2021.

Committee Members Present:
Joseph Jenkins, Chair (over Zoom)
Bobby Reishman (over Zoom) (left at approximately 7)
Becky Ceperley (over Zoom)
Mary Beth Hoover (over Zoom)
Adam Knauff (over Zoom) (not present for 1st executive session vote)
Jennifer Pharr (over Zoom)
Shannon Snodgrass (over Zoom)

Members Absent:
None



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

Councilmember Jenkins added that there will be 4 total presentations spread over
several meetings. Three will be selected to come back with defined proposals.

 1. RCM&D will provide a presentation to the Select Committee regarding its
 response to the City’s Request for Expressions of Interest.

Councilmember Hoover motioned to move the Committee into Executive Session with
representatives of RCM&D. Councilmember Reishman seconded. With the members
being present having voted unanimously in the affirmative, the Committee moved into
Executive Session.

Councilmember Reishman motioned to end the Executive Session with representatives
of RCM&D. With the members being present having voted unanimously in the
affirmative, the Committee moved into Regular Session.




 September 14, 2021

 Page | 7 of
 2. WVCoRP will provide a presentation to the Select Committee regarding its
 response to the City’s Request for Expressions of Interest.

Councilmember Reishman motioned to move the Committee into Executive Session
with representatives of WVCoRP. With the members being present having voted
unanimously in the affirmative, the Committee moved into Executive Session.

Councilmember Reishman motioned to end the Executive Session with representatives
of WVCoRP. With the members being present having voted unanimously in the
affirmative, the Committee moved into Regular Session.




Councilmember Reishman motioned to adjourn the meeting.
Meeting adjourned.




 September 14, 2021

 Page | 8 of
 MINUTES
 SELECT COMMITTEE ON INSURANCE AGENT RELATIONS –
 PROPERTY AND CASUALTY

 THE MEETING WAS HELD VIRTUALLY AND WAS MADE AVAILABLE TO THE PUBLIC VIA ZOOM PER
 THE AGENDA.

 5:30 P. M., SEPTEMBER 22, 2021

Bobby Reishman, Vice Chairperson, called the meeting of the Select Committee on
Insurance Agent Relations – Property and Casualty to order at 5:30p.m., September 22,
2021.

Committee Members Present:
Bobby Reishman (over Zoom)
Becky Ceperley (over Zoom)
Mary Beth Hoover (over Zoom)
Adam Knauff (over Zoom)
Jennifer Pharr (over Zoom)
Shannon Snodgrass (over Zoom)

Members Absent:
Joseph Jenkins, Chair


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


 1. AssuredPartners will provide a presentation to the Select Committee regarding
 its response to the City’s Request for Expressions of Interest.

Councilmember Knauff motioned to move the Committee into Executive Session with
representatives of AssuredPartners. Councilmember Hoover seconded. With the
members being present having voted unanimously in the affirmative, the Committee
moved into Executive Session.

Councilmember Ceperley motioned to end the Executive Session with representatives
of Assured Partners. Councilmember Knauff seconded. With the members being
present having voted unanimously in the affirmative, the Committee moved into Regular
Session.



Councilmember Ceperley motioned to adjourn the meeting. Councilmember Knauff
seconded.


 September 22, 2021

 Page | 9 of
Meeting adjourned.




 September 22, 2021

 Page | 10 of

MINUTES
 SELECT COMMITTEE ON INSURANCE AGENT RELATIONS –
 PROPERTY AND CASUALTY

 THE MEETING WAS HELD IN ROOM #308 OF CITY HALL, AND WAS ALSO MADE AVAILABLE TO
 THE PUBLIC VIA ZOOM PER THE AGENDA.

 6:00 P. M., SEPTEMBER 27, 2021

Joseph Jenkins, Vice Chairperson, called the meeting of the Select Committee on
Insurance Agent Relations – Property and Casualty to order at 6:00p.m., September 27,
2021.

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

Members Absent:
None




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




 1. Approval of the Previous minutes for July 15, September 13, September 14 and
 September 22, 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.


 September 27, 2021
 2. Scoring

Councilmember Jenkins stated that the Committee will be discussing the applicable
scoring criteria. The Members have scoring sheets in order to help them score each of
the four firms. Councilmember Jenkins added that it would be appropriate to enter into
Executive Session since they will be discussing commercial competition, whose
presentations were presented during Executive Session.

Councilmember Reishman motioned to move into Executive Committee. With the
members being present having voted in the unanimously as affirmative, the Chair
declared the Committee to be in Executive Session.

Councilmember Reishman motioned to end the Executive Session. With the members
being present having voted unanimously in the affirmative, the Committee moved into
Regular Session.

Councilmember Jenkins stated that each Member individually tabulated a score sheet
for each firm based on the considerations that were within the Expressions of Interest.
Each score will be averaged for “Implementation Services,” “Experience &
Qualifications” and a total average score from the seven Committee Members.

Councilmember Reishman motioned to recess for ten minutes to allow the Chair to
calculate the results. There were no objections. Councilmember Reishman motioned to
resume the meeting. There were no objections.

Councilmember Jenkins stated that the scores in order were:

 1. USI – 49.4/42 = 91.4
 2. WVCoRP – 48.3/40.1 = 88.4
 3. RCM&D – 43.1/39.3 = 82.5
 4. AssuredPartners – 41.6/35.6 = 77.2

Councilmember Jenkins added that the top three firms will go on to the next level to
work with the City Manager’s Office to return with insurance proposals. The Committee
will need to decide the new scoring criteria will be developed.

City Manager, Jonathan Storage, suggested that he and his team draft scoring criteria
for the Committee to then approve or change. His Office will notify the firms of the
Committee’s decision, adding that cost will be one of the predominant factors.

Councilmember Reishman motioned to approve the three firms of USI, WVCoRP and
RCM&D as moving forward as stated in the Expression of Interest. With the members
being present having voted unanimously in the affirmative, the Chair declared the three
firms as approved.




 September 27, 2021
Councilmember Snodgrass asked if the presentations would be in person.
Councilmember Jenkins replied that there would not be a presentation, rather a
submitted proposal, which will be scored by the Committee. Councilmember Snodgrass
added that it would be nice to be able to ask questions. Councilmember Jenkins added
that it was open for discussion, but he had pictured the Committee asking questions as
needed, not necessarily having the firms there in person. Councilmember Reishman
added that he would like to have the proposals first.




Councilmember Reishman motioned to adjourn the meeting.
Meeting adjourned.



 September 27, 2021