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Home My WebLink About04.a. Receive additional information about the California Sanitation Risk Management Authority (CSRMA) Pooled Liability Program Page 1 of 9 Item 4.a. CENTRAL SAN Y-109-ITMEN ME April 19, 2022 TO: FINANCE COMMITTEE FROM: SHARI DEUTSCH, RISK MANAGEMENT ADMINISTRATOR REVIEWED BY: PHILIPLEIBER, DIRECTOR OF FINANCE AND ADMINISTRATION ROGER S BAILEY, GENERAL MANAGER SUBJECT: RECEIVE ADDITIONAL INFORMATION ABOUT THE CALIFORNIA SANITATION RISK MANAGEMENT AUTHORITY(CSRMA) POOLED LIABILITY PROGRAM Seth Cole from Alliant Insurance Services, Inc. will present additional information about the CSRMA Pooled Liability Program, as requested by the Finance Committee at its February 22, 2022 meeting. Strategic Plan Tie-In GOAL THREE: Fiscal Responsibility Strategy 1—Maintain financial stability and sustainability ATTACHMENTS: 1. Presentation April 19, 2022 Regular FINANCE Committee Meeting Agenda Packet- Page 4 of 124 Page 2 of 9 CSRMAC)RiskCalifornia Sanitation Pooled LiabilityProgram Overview ContraCentral • CommitteeFinance April Presented bv: Alliant Insurance Services 1 Table of • + • CSRMA Overview • CSRMA Governance • Pooled Liability Program • Structure • Limits and Deductibles • Membership • Claims Handling • Residential Sewer Backup Response& Claims Handling P&P • CSRMA Services • Risk Control 2 2 1 April 19, 2022 Regular FINANCE Committee Meeting Agenda Packet- Page 5 of 124 Page 3 of 9 • Established in April 1986 as a: • "Joint Powers (Insurance)Authority"with ability to assume risk, and group purchase products • Mission: We provide excellent coverage and comprehensive risk management services in a reliable and cost-effective manner. • Today comprised of 59 Member Agencies • Operates like a Mutual Insurer, Policyholders are Owners • Management Structure • Public-Private Partnership • Wastewater Utility Managers as Directors • Professional Insurance Administrator as Staff 3 3 CSRMA Governance • Board of Directors • One per member agency plus alternate • Executive Board • Pooled Liability Committee 4 4 2 April 19, 2022 Regular FINANCE Committee Meeting Agenda Packet- Page 6 of 124 Page 4 of 9 Pooled Liability Program 4wwant • Risk Sharing "Pooled" Program • General Liability, Automobile Liability, Employment Practices Liability and Public Entity Errors and Omissions Liability • Pooled Layer$500,000 • Reinsurance/excess insurance to$25,500,000 in Limits • Deductibles • General Liability/Auto Liability$500,000 • Employment Practices Liability$25,000 • Public Entity Errors and Omissions$2,500 • Retrospective Rating Plan —over$8M returned to membership • Dividend Plan—over$18M returned to the membership • Initial 3-year commitment 5 5 Pooled Liability Program Membership Wlant ➢ Carmel Area Wastewater District ➢ San Elijo Joint Powers Authority ➢ Carpinteria Sanitary District ➢ Ross Valley Sanitary District ➢ Central Marin Sanitation Agency ➢ Sanitary District No.5 ➢ Delta Diablo ➢ Santa Margarita Water District ➢ Dublin San Ramon Services District ➢ Sausalito-Marin City Sanitary District ➢ East Bay Dischargers Authority ➢ Selma-Kingsburg-Fowler Sanitary ➢ Encina Wastewater Authority District ➢ Fairfield Suisun Sewer District ➢ Sewer Authority Mid-Coastside ➢ Goleta Sanitary District ➢ Sewerage Agency of Southern Marin ➢ Ironhouse Sanitary District ➢ Silicon Valley Clean Water ➢ Lake Arrowhead Community Services ➢ South Orange County Wastewater District Authority ➢ Las Gallinas Valley Sanitary District ➢ Stege Sanitary District ➢ Leucadia Wastewater District ➢ Tahoe-Truckee Sanitation Agency ➢ Montara Water and Sewer District ➢ Triunfo Water and Sanitation District ➢ Montecito Sanitary District ➢ Union Sanitary District ➢ Monterey One Water ➢ Vallejo Flood and Wastewater District ➢ Mt.View Sanitary District ➢ Ventura Regional Sanitation District ➢ Nevada County Sanitary District ➢ Victor Valley Wastewater Reclamation ➢ North of River Sanitary District Authority ➢ Novato Sanitary District ➢ West Bay Sanitary District ➢ Ojai Valley Sanitary District ➢ West County Wastewater District ➢ Oro Loma Sanitary District ➢ West Valley Sanitation District 6 6 3 April 19, 2022 Regular FINANCE Committee Meeting Agenda Packet- Page 7 of 124 Page 5 of 9 Claims Handling AAffiant • Claims Administrator rIRIZL1ABa1n PR GRAv • Carl Warren&Company 1 IFrROMCTIOT A U.btbn'Rvpl.m Op.l.ela. • Policies& Procedures W 01 L CLAD IS RA.N'DLI.%G PECK E01'REl A CSR]fA e. 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Mllul nl lnalnN+Appllr.nv.1.Re.eel La.e(lakm i Pena[nl+n,tre b.\tall,? 7 7 Residential Backup Response • 1 Claims Handling Policy i Procedure .;WM, KM.ICY&PRC T.fflw- 1I1M0RL IH']I.g-L 5.blrrt: RESIDLNILLL SLMP H.MEa:'P jklyP 5x AR77 C?mrh E�&.. a•LRu F.:(A- FL71P08E 74.Pl;(]'ad P.prr.}.e[pd—)i.mn�rd npmiG paa-m.!h4,mn,o!ar WIIIe L:al.tiay Pmlts+MAP m eprale.mom.�e,.e,.niU.-enn..,a9.. In tsga�a1+war==Ag m;napemkbitinek w.br— Hfr.w,rlr"r^•r••�•il�,•r'+b.rl�y uled�.PRa1YP�m�te u.hr resellemefmyrealm elrom.. mdbram®xe bre°e.dmyelam PO4iCS" Sena bhp im.h.mea aed bmmeaaea arc eae eECUMW.Z TWL*ddY v{earea.EC ea(e risk m—p—Ie—g s rwc b..kW n ..q— p.Lq and c�damcd Alps k*enen a! hfe aFkmSn/l' himan Ad®gmrafi,r$.dP(rH.md Sreadrr W a.m!hF�ns"'Clara. \iwlyrve*Cm.M,alv.7 Fmmp<a:a...a —s(v,�rr.Cwtr+*v.(p omrr rmwubm..M'p reRR.xa stln(r prm.xn) cSRhtA CLaimsA�ioismrs[Carl R'anm&C°mpmp Sean 6ckyr.,nn cme vaauwrRy-".>be P°Ln La Lem®clod w(xWe+.e P^'PVTMn4 vA.rmrdirund rnPvme tetnre.n:hY.an,ani aanb runea�.s ad mt C1Rh4A CLua.rAd—mx.E&wa!'bu a Mwak mk ro Was.and de fpberMmr yv[r..grype mru rnpoe.h.Eeo cm sp¢.rlr>Q.hc r.avhmca Diet vcvdem a ehm It is am Im 6W al CSILIIA,HragJ,m,.PvlirF[,nd°tlax]6emb.r agrc.nvir].¢ as.ut}Secretes mb>m0lecltime rfT¢,rly adwcc�iReua. a 8 4 April 19, 2022 Regular FINANCE Committee Meeting Agenda Packet- Page 8 of 124 Page 6 of 9 Residential Backup Response & 441hant Claims Handling Policy i Procedure CSRIVIA Sewer Backup Response&Claims Handling Policy&Procedure Sec+9ie Arraduneril A YES Does The Backup Appear To So As A Result Of A Fallure In The Agency's Sewer Lbws? - I I Agency Field Crew Perfonm the Following: 1_Infarm O.vnerfTenant the cause of the 1_ Relieve the cause of the backup backup is not in the Member awned server 2.Advise the customer to keep all family membsralpsts out of arty lines and that the Member is not contaminated areas responsible for private seviee Imes. 3.Notfy Agency Field Point of Contact of the imiident fifnof already 2.Document all evidence(photos,rbagrarns, on the scene)&request permission to call out am the Agency's narradve.etc)that the backup is ial due pre-approved restoration Gnus to a failure in the Agency's sewer lines 4. If permission was granted,contact one the Agency's pre- approved restoration firms&request a crew be dispatched 5-Notify customer that an Agency repre_senhative(hnot aeaady on - the scene)&that a restoration crew will amve shorty C ,h, x "M' .•Dial- 8.Take photos of affected&non-affected areas on the property Bus M to, h 67rD1 - CAN Rion-_24fir 7. Fellow the Agency's SSO Emergency Response Plan,as Carl Warren necessary.until either the restoration crew or the Agency Field 01 _ _ Point of Contact amass S. It the restoration firm arrives before the Agency Field Point of MlingAddras Contact,authorize 2ojy emergency cleaning services(La.no TLPOn demoliaan} - .n.-Y7151 [Same as CCCSD's current procedure 9 Residential Backup Response & mAlhant Claims Handling Policy i Procedure Agency Field Point of Co.. Performs Hie FMowing-. t. Initiate contact with the Customer&provide the following: 4Agen y Claim Form,or instructions on how to obtain a claim form --)Sewer Backup Customer information Letter -}Hotel Aulhodzaticn,as necessary 2. Explain to the Customer that your Agency has avlhonzed payment for emergency services only&that all future expenses&tor questions regarding Balms issues must be discussed with Carl Warren&Co. 3.Complete the Sewer Backup Summary Report 4. Review the scope of emergency services proposed by the restoration firm 5. Immediately contact Carl Warren&Co.&provide the following information: ❑Customer contact information O Extent of the backup ❑Scope of servek es proposed by the restoration firm NOTE 1:1f Carl Warren&Co.can't be Immediately reached,use best professional judgment to determine it the mope nt services proposed by the resfor sfxvi hrm is appropriate. It in doubt.limit Sue scope at sendces to that which seems reasonable unlit Carl Warren&Co.cao be reached. Nate 2-it the severity of the backup is beyond your ability to menage,request Cad Warren&Co.provide a Field Etaminer ASAP. 6.Collect the camera used by the Field Crew&take additional photos,as necessary 7.Gather all evidence/docurnentation of the following: 3 Cause of the backup ❑Extent of the damages caused by the backup 8. Forward all photos,Completed Sewer Backup Summary Report&other documentatio (evidence to the Claims Management Coordinatof- Similar to CCCSD's current procedures o 10 s April 19, 2022 Regular FINANCE Committee Meeting Agenda Packet- Page 9 of 124 Page 7 of 9 Residential Backup Response & 441hant Claims Handling Policy i Procedure New: Document and hand off to TPA Agutry'cYlrrw Ytnnporitill cnordnifte 1. Review the Sewer Backup Summary Report,photos taken&all other ducumentaticnlevidence provided by the Agency Field Point of Contact 2. Set up a claims file and insert copies o1 all relevant information 3. Imn XN*alely contact Carl Warren&Co.&discuss the following: ❑Documentation gathered ❑Plan of action 0 Alternate Irving arrangements.if necessaryy(ensure Cart Warren R.Co.assumes responsibility for managing affemale living arrangemenrfs(ncidentafs from this point forward) 4. Document the date.time&content of the discussion with Carl Warren&Co.and place in the claim file {NOTE:document all phone canvensalinns/dher corranumcatim with the Customer&Carl Warren&Co. from Ill point forWWO&keep ion the claim file) 5. Immediately forward the Sewer Backup Summary Report.photos and all other relevant evideaceMocumeniation gathered to Cart Warren&Co_ 6. Direct all Customer concerns and questions regarding the adjustment of their claim to the Carl Warren& Co.Claims Adjustor or Aocount Manager or to the CSRMA Program Administrators 7_Communicate with the Claims Adjustor andlmr Account Manager hi-weekly or as necessary to keep informed of the status of the claim and provide Infnnnabon.as necessary 8_ Ensure the Claims File is kept current with all communications between Carl Warren&Cc.,the Customer, the restoration firm and other involved parties 9. Provide internal status reports,as necessary,to appropriate members of management staff I 11 Residential Backup Response & 11 Procedure 1 Claims Handling • ♦ Carl Warren&Co.Perform The Following: 7Negotiate contact with CwnerlTersant as soon as passible,but no later Than 1Fte first business day after G'on of the Loss tl reoessary arrangements for lodging.food and incidentals beyond those made by the Agency iately following the loss &oversee the restoration firms' work to ensure proper scope of cleaning,disinftticn & demolition 4- Investigate-adjust and administer claim to closure 5. Whenever prudent to do so,have claimant agree,as a condition of claims settlement-to install and mail in,at their expense.a Backwater Prevenbon Device meeting lop]requirements on their service lateral 6_ For calms where the estimated settlement timeframe is greater Chart 30-days.provide the Agency's Claims Managemel Coordinator with status reports bi-weekly,as necessary or as requested by the Claims Management Coordinator. 7. For daims wrath issues complicating movement towards settlement,immediately notify the CSRMA Program Administrator's for guidance 8. When circumstances warrant or when requested,dispatch a Field Adjustor to the location of the sewer backup 12 12 6 April 19, 2022 Regular FINANCE Committee Meeting Agenda Packet- Page 10 of 124 Page 8 of 9 ➢ EPL Hotline ➢ www.csrma.org ➢ Insurance Requirements in Contracts Training ➢ Exposure Analysis and Insurance Review ➢ WeTIP,anonymous crime reporting hotline ➢ Risk Management Consulting ➢ Other Insurance Brokerage ➢ Risk Management Reimbursement Programs ➢ Risk Control 13 13 Risk Control Wwant ➢ Loss-based,focused on historical and emerging risks ➢ Classic Services: • Training Seminars, Webinars, CASA(decision makers), and online • Risk Control Audits 58 known areas of risk against CSRMA-developed best standards CaIOSHA, CaIEPA, SWRCB standards • Outreach Model policies,Alerts, hotline services, newsletters ➢ SMART Procedures: Lockout/Tagout and Free-Form Photo SOP Mobile App ➢ Vector Solutions online training and learning management system ➢ Risk Control Online 14 14 7 April 19, 2022 Regular FINANCE Committee Meeting Agenda Packet- Page 11 of 124 Page 9 of 9 Risk Control Online !!t'!1h Ilill n For-, 0 15 15 Questions link &Affiant 16 8 April 19, 2022 Regular FINANCE Committee Meeting Agenda Packet- Page 12 of 124