2019 CSD Pool Renewal - Your Guide to the Renewal Process

2019 CSD Pool Renewal
          Your Guide to the Renewal Process

Timeline
   Invitations will be emailed the beginning of September
        You will receive information on rates and coverage changes, reminders about
         renewal, and a link to the website.
   Reminders to submit your renewal will be sent on the first of October and
    November
   The website will close on December 1
   We will begin reviewing and issuing renewals as soon as they are submitted
    online. The sooner you get your updates done, the sooner we will get the
    2019 documents to you!

Logging In
   If you have worked on a renewal with the Pool before, you already have a
    username and password.
   If you have forgotten your username, you may also log in with your email
    address
   If you do not remember your password, click on the link “Forgot your
    username/password?” circled below. If you have an account, you will receive
    and email with a link to reset your password.

The Basics
   Once logged in, you will see the list of districts to which you have access. Pick
    your favorite and get started by clicking the name of the district
   The link will take you to the schedules that need to be updated
   If you can’t finish your updates in one session, you can log out and start again
    later. Your updates will automatically save
   If you have gone through each schedule and find you do not need to make any
    changes, select “finalize” at the top of the screen and click “no change” to
    submit your renewal.

Help!
   If this is your first time completing the renewal, or if every time feels like the
    first time, there is extra help built in
   Click the “Help” button in the top right corner to get how-tos for each
    schedule throughout the site

   If you think you have got it covered, click “Hide Help” in the same location

GL Schedule
   The General Liability schedule is a rundown of your district’s exposures. It is
    important that we have accurate, up-to-date information so that we
    understand the nature and extent of your services
   Not all the exposures will apply to your district, but make sure to scan the list
    for anything new
   One of the most important items on this list is the operating expenses

Total Operating Expenses
   This should be based on the budget going into the new year or the most
    recent budget
   You may use a preliminary budget if you do not anticipate any major changes
   Subtract out debt services and capital projects, interest on taxes, and
    financial transfers to other districts (excluding fees)
   If your district provides more than one service, such as water, sanitation, park
    and recreation, etc., divide the expenditures based on your budget
   If your expenses do not match any of the listed categories, enter it as “any
    other”
   Include all expenditures, even if they are payments to a vendor or contractor,
    utilities, and other fees

Contracted Services
   We give credit back for services that you contract out, such as accounting and
    auditing, maintenance, custodial, etc., because there is less exposure for
    liability
   Examples of expenses that should NOT be included as services contracted out:
     o   Legal
     o   Utilities
     o   Insurance
     o   Fees
     o   Election Expenses

Auto, Property, & Inland Marine
Schedules
   To remove an item, click “remove” on the right-hand side
   To change the information you see listed, click “update”
        Do not replace an old asset with a new one. Remove the old item and add the new
         one separately
   In the gray bar above the list of vehicles, you will see “Add New”. Click this
    button to add a new item effective 1/1.
        If any of the changes you make online need to be done in the current year, let us
         know!

Underground Tanks
   If your district has any underground tanks that contain substances other than
    water, we need specific information about them in order to provide pollution
    liability
   If you would like physical damage coverage, you need to add them to the
    property schedule separately

Dams
   Dams present a higher exposure for your district. In order for the Pool to
    provide liability coverage for a loss involving a dam, we must receive a
    completed application
   Also provide a copy of the most recent inspection report

Business Interruption
   All members with scheduled property have a $250,000 limit for business
    interruption coverage
        Business interruption including extra expense coverage reimburses ongoing, lost
         business, and extra costs associated with a loss. For example, if a rec center closes
         due to damage, there may still be ongoing payments for utilities, lost funds from
         patrons that would normally have been collected, and extra costs for relocating
         administration staff to a temporary location
   If $250,000 is not enough to keep your services running, you can increase this
    amount as necessary
   Complete the worksheet with expected revenue, profits, and payroll
    expenses. You may include ordinary payroll while business is shut down, but it
    is not required

Sanitation Maintenance Warranty
Endorsement
   If your district has budgeted sanitation operations, you are eligible for a
    discount on General Liability. The Sanitation Maintenance Warranty gives you
    a 33% discount on your sanitation operations
   By signing the warranty, you indicate that sewer lines are regularly inspected
    and maintained in accordance with your district’s procedures and best
    practices
   The warranty needs to be signed each year to receive the discount

Certificates
   Review your certificates on this page. If they no longer apply, remove them
    from the list
   If you see which one is missing, click the “Add New” button and enter the
    following:
        Name of the certificate holder i.e. who is requesting the certificate
        Their mailing address
        A description of why the certificate is needed and any insurance requirements. For
         example additional insured, loss payee, or waiver of subrogation
   We may contact you if we have questions about the purpose of the certificate

Wrapping It Up
   Once you are done with your updates and review, click “Finalize” to open the
    drop-down menu and then select “Complete”
        A warning message will appear asking if you are sure you want to submit. If you
         are, click OK!

        If you do find that you have made a mistake or need to make more changes, just
         let us know. We can open the renewal back up for further edits

When Will I Get My Renewal Documents?
   We start reviewing renewal updates as soon as you hit “complete”
   Coverage documents will be issued starting in late September
   We review renewal submissions in the order that we receive them. If you are
    in a time crunch, we can make your district a priority. Please let us know in
    advance.

Payment
   Renewal payments are due 1/1/2019
   Cancellation occurs after 60 days
   If your district requires more time to pay, let us know before December 1 so
    we can discuss payment options
   Payment can be made by check or wire payment

Workers’ Comp
Renewal Process
   No website changes; same basics covered by Metta
   Two types of Coverage
        1. Board Member Only (BMO) districts with no employees
             No online update required; BMO members will receive automatic renewals
              early September
             Intent to Cancel Notice will be issued on January 31, 2019 to non-payment
              districts
             Annual contribution increased to $350 due to adverse claim experience
             $5 prepay discount has been eliminated due to same reason
             An email explaining rate increase will be sent to all BMO members later this
              week

Workers’ Comp
Renewal Process
   Two Types of Coverage (continued)
        2. All other districts with at least one employee
             Renewal instructions will be emailed in early September
             Once submitted online, we could get your renewal issued as early as mid-
              October. Our goal is to wrap up renewal by Thanksgiving Holiday
             In absence of your update, an automatic 10% increase on payroll will be
              applied starting December 1
             Payment (or proof of payment) must be received by January 4, 2019 to take
              advantage of prepay discount
             Intent to Cancel Notices will be issued on January 31, 2019 for no payment
              members

Workers’ Comp
Some Technical Stuff
   No rate indication for 2019 yet
   Report estimated 2019 payroll by classification
        Based on adopted budget or best projection
        Revise renewal when final budget becomes available
        Proper classifications
   Independent contractors
        They are supposed to have their own workers’ comp insurance
   Board member coverage
        Coverage applies to administrative duties only

Thank You!
Property & Liability                 Workers’ Compensation
Metta Spaeth mspaeth@mcgriff.com     Lei Shi lshi@mcgriff.com
503-943-6634                         503-943-6372
Laura Malasig lmalasig@mcgriff.com   Caleb Hammond chammond@mcgriff.com
503-943-6636                         503-943-6629
Jarrod Haynes jhaynes@mcgriff.com
503-943-6625
Tyler Little tlittle@mcgriff.com
503-943-6644
Heather Stevenson
hstevenson@mcgriff.com
503-943-6631