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Agenda 05/13/2013 Item #16E 85/14/2013 16.E.8. EXECUTIVE SUMMARY Recommendation to ratify Property, Casualty, Workers' Compensation and Subrogation Claims settled and /or closed by the Risk Management Director pursuant to Resolution # 2004 -15 for the second quarter of FYI 3. OBJECTIVE: To gain approval from the Board of Commissioners for Property, Casualty, Workers' Compensation and Subrogation claims settled under the authority of the Risk Management Director during the second quarter of FY 13. CONSIDERATIONS: Resolution 04 -15 grants limited authority to the Risk Management Director to settle certain damage claims against Collier County and to authorize the payment of investigation and adjustment expenses as presented to the County's Risk Management Program. Authority is delegated as follows: Claim Type Delegated Authority Bodily Injury Liability- Premises, Auto, Operations Non - litigated claims less than $50,000 Non - litigated claims less than $75,000. Property Damage Liability Claims- (Note- A $75,000 limit is sought due to high Premises, Auto, Operations valued vehicles and the potential for multiple vehicle accidents.) Errors, Omissions, Professional Liability, Employment Practices Liability Non - litigated claims less than $50,000 Property Losses to County Owned Full authority Property Full authority subject to the provisions of F.S. Workers' Compensation 440 and subject to approval by the Judge of Compensation as needed Employer's Liability Non - litigated claims less than $50,000 Subrogation- Bodily Injury and Property Full authority to pursue non - litigated subrogation Damage recoveries. Subrogation- Workers' Compensation Full authority to pursue non - litigated subrogation recoveries. Pursuant to the Resolution, claims are settled and paid according to the loss verification procedures contained in the Resolution which include the completion of claim forms, documentation of evidence, valuation, and the determination of a finding of liability where applicable. Closed claims are also subject to review by the external auditor. A listing of claims closed during the second quarter of FY 13 is attached. The report may include those claims and /or settlements previously approved by the Board of Commissioners. Packet Page -3629- 5/14/2013 16.E.8. A valid public purpose is served through the delegation of settlement authority to the Risk Management Director to settle routine, administrative and minor claim matters in order to promote the efficient use of resources; to promote the efficient administration of the program; and to allow for a timely response to claimants and /or their representatives. FISCAL IMPACT: Funds are budgeted and available in Fund 516- 121650- 645920 (Property and Casualty Self Insurance Fund) and 518 - 121630 - 645928 (Workers' Compensation Fund) for the payment of covered claims and settlements. For the second quarter of FY 2013, 79 claims were closed with total expenditures of $195,061.09. During the same period, 40 subrogation claims were closed and the County recovered $101,123.54. GROWTH MANAGEMENT IMPACT: There is no growth management impact associated with this item. LEGAL CONSIDERATIONS: This item has been reviewed by the County Attorney's Office, requires majority vote, and is legally sufficient for Board action. — CMG RECOMMENDATION: That the Board of County Commissioners accepts the attached Settlement Report and ratifies the actions taken therein. PREPARED BY: Jeff Walker CPCU, ARM, Director, Risk Management Department. Packet Page -3630- 5/14/2013 16.E.8. COLLIER COUNTY Board of County Commissioners Item Number: 16.16.E.16.E.8. Item Summary: Recommendation to ratify Property, Casualty, Workers' Compensation and Subrogation Claims settled and /or closed by the Risk Management Director pursuant to Resolution # 2004 -15 for the second quarter of FY13. Meeting Date: 5/14/2013 Prepared By Name: WalkerJeff Title: Director - Risk Management,Risk Management 4/22/2013 2:48:04 PM Submitted by Title: Director - Risk Management,Risk Management Name: WalkerJeff 4/22/2013 2:48:06 PM Approved By Name: pochopinpat Title: Administrative Assistant,Facilities Management Date: 4/22/2013 3:53:41 PM Name: GreeneColleen Title: Assistant County Attorney,County Attorney Date: 4/25/2013 10:09:32 AM Name: PriceLen Title: Administrator, Administrative Services Date: 5/1/2013 5:46:42 PM Name: KlatzkowJeff Title: County Attorney Date: 5/2/2013 8:56:02 AM Packet Page -3631- Name: PryorCheryl Title: Management/ Budget Analyst, Senior,Office of Manag Date: 5/2/2013 10:04:58 AM Name: OchsLeo Title: County Manager Date: 5/2/2013 10:45:49 AM Packet Page -3632- 5/14/2013 16.E.8. 0 0 0 3 5/14/2013_ 16. E.8. 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O O C 19 7 CD 5/14/2013 16.E.8. STATE OF FLORIDA) COUNTY OF COLLIER) I, DWIGHT E. BROCK, Clerk of Courts in and for the Twentieth Judicial Circuit, Collier County, Florida, do hereby certify that the foregoing is a true and correct copy of: Resolution 2004 -15 WITNESS my hand and the official seal of the Board of County Commissioners of Collier County, Florida, this 20th day of January, 2004. DWIGHT E. BROCK Clerk of Courts Ex- officio to kl§ 'rti +Ik'S County Commis�ic� s ; By: Linda Houtzew Deputy Clerk Packet Page -3652- OVATE RECEIVED JAN 2 0 2004 RISK MMAGEMENT 5/14/2013 16.E.8. RESOLUTION NO. 04--15— RESOLUTION GRANTING LIMITED AUTHORITY TO THE RISK MANAGEMENT DIRECTOR TO SETTLE CERTAIN DAMAGES CLAIMS AGAINST COLLIER COUNTY AND TO AUTHORIZE THE PAYMENT OF INVESTIGATION AND ADJUSTMENT EXPENSES AS PRESENTED TO THE COUNTY'S RISK MANAGEMENT PROGRAM. WHEREAS, Collier County Government, through the Risk Management Department, operates a risk management program as permitted pursuant to Florida Statutes 768.28 for the purpose of financing, preventing and controlling various types of losses and the claims resulting from same; and WHEREAS, the management of these losses and resultant claims may involve the coordination of Workers' Compensation, Property, Liability, Automobile, Aviation and other lines of insurance and/or self- insurance programs; and WHEREAS, the Board of Commissioners approves annually in public session the retention of various portions of these losses in the form of self- insured retentions, large deductibles or maintenance deductibles, by whatever name called, all of which involve the expenditure of public funds; and WHEREAS, the Board has approved the creation of various Self- insurance Funds as part of its budgeting process; and WHEREAS, the Risk Management Director is responsible for the day -to -day management of these Funds; and WHEREAS, it is the Board's intention to delegate to the Risk Management Director the authority to settle claims matters in order to promote the efficient use of resources; to promote the efficient administration of the program; and to allow for a timely response to claimants and /or their representatives; and WHEREAS, the Board finds that the limited delegation of settlement authority to the Risk Management Director serves a valid public purpose; NOW, THEREFORE BE IT RESOLVED BY THE BOARD OF COUNTY COMMISSIONERS OF COLLIER COUNTY, FLORIDA that: The Risk Management Director, or his designee, shall have the authority to investigate and settle claims made against the County and presented to the Risk Management Program as follows: Definitions: Action (Cause of Action) - An Action shall mean a written complaint filed in a court of law of Florida, any other state, or the United States. Adjuster - An individual representing the County, an insurance carrier and /or the insured and acting on their behalf to determine the applicability of coverage; the amount of a loss; and the liability of the County. Claim- A demand for benefits as a result of damages made by a Claimant and /or their representative and as may be provided by a policy of insurance or self - insurance program. A Claim may include a written notice of demand and intent to sue as defined by Florida Statutes 768.28 and as required precedent to the filing of any Action. Damages- The amount required to pay for a loss. Deposition- A swom statement of a witness or other party in a judicial proceeding. Packet Page -3653- 5/14/2013 16.E.8. Excess (Insurance) Carrier (Policy)- An insurance carrier, either on an admitted , or non - admitted basis, who underwrites coverage on the basis of an excess of a self- insured retention. Employer's Liability- Coverage against common law liability of an employer for accidents to employees, as distinguished from liability imposed by a Workers' Compensation law. First Parry- The Collier County Board of Commissioners, its Divisions, Departments, employees, Boards, Authorities and all other parties who derive their authority to operate from the Board of Commissioners. First Party shall also include participating Constitutional Agencies and their operations. Loss Adjustment Expenses - Expenses incurred to investigate and settle losses. Mediation- An informal means of trying to promote settlement of a dispute. It involves a third -party mediator who meets the parties to the dispute and tries to get them to agree on a settlement. Plaintiff - The term "Plaintiff" as used herein may refer to a party who has asserted a Claim, also sometimes referred to as a "Claimant ". Policy - The written contract effecting insurance, or the certificate thereof, by whatever name called, and including all clause, riders, endorsements, and papers attached thereto and made a part thereof. Property Loss- Loss to the insured's property by reason of a covered peril. Purchasing Policy- The Collier County Purchasing Policy as approved by the Board of Commissioners. Risk Management (Program) — The management of the pure risks to which a company might be subject. It involves analyzing all exposures to the possibility of loss and determining how to handle these exposures through such practices as avoiding the risk, retaining the risk, reducing the risk, or transferring the risk, usually by insurance. Self- insured Retention- That portion of damages and loss adjustment expenses related to an occurrence which are paid by the insured under an excess insurance policy. Settle /Settlement- Agreement to dispose of a Claim between an alleged injured party and an alleged party at fault, typically to include the payment of consideration, and including the execution of any associated settlement agreements. Subrogation - The right to recover from a third party the amount paid under an insurance policy or retained loss. Errors and Omissions- Coverage for liability resulting from errors or omissions in the performance of professional duties and includes the acts of public officials. Workers' Compensation (Act)- Chapter 440 of the Florida Statutes which establishes the Florida Workers' Compensation Act and includes a system of wage replacement benefits for and medical treatment of compensable work - related injuries and occupational diseases, as well as the Administrative Procedures governing the administration of the Act. Claims Against Collier County 1) Bodily Injury Liability Claims- The Risk Management Director shall have the authority to settle Claims that do not exceed $50,000 inclusive of Plaintiff's attorney's fees, damages and expenses but exclusive of Loss Adjustment Expenses. Claims wherein a Cause of Action has been filed shall require settlement approval by the Board of Commissioners. 2) Property Damage Liability Claims- The Risk Management Director shall have the authority to settle Claims that do not exceed $75,000 inclusive of Plaintiff's attorney's fees, damages and expenses but exclusive of Loss Adjustment Expenses. Claims wherein a Cause of Action has been filed shall require settlement approval by the Board of Commissioners. Packet Page -3654- 5/14/2013 16.E.8. 3) Errors and Omissions, Professional, Public Officials Claims- The Risk Management Director shall have the authority to settle Claims that do not exceed $50,000 inclusive of attorney's fees, damages and expenses but exclusive of Loss Adjustment Expenses. Claims wherein a Cause of Action has been filed shall require settlement approval by the Board of Commissioners. All settlements shall be subject to the Loss Verification and Expense Procedures contained herein. Property Losses Includina Automobile Physical Damage (First Party) The Risk Management Director shall have the authority to authorize the -payment of property Claims to County owned property pursuant to the terms of coverage and subject to the Loss Verification and Expense Provisions contained herein. Workers' Compensation Claims 1) Workers' Compensation (exclusive of Employer's Liability)- Due to the administrative nature of Workers' Compensation Claims, the Risk Management Director shall have the authority to settle Claims issues, including petition for benefits issues, medical, indemnity, and impairment benefit issues including medical and indemnity washouts pursuant to Florida Statutes Chapter 440, subject to the final approval of the Judge of Compensation Claims, if applicable. 2) Employer's Liability- The Risk Management Director shall have the authority to settle Claims that do not exceed $50,000 inclusive of plaintiff's attorney's fees, damages and expenses but exclusive of Loss Adjustment Expenses. Claims wherein a formal Cause of Action has been filed shall require settlement approval by the Board of Commissioners. Subrogation 1) Bodily Injury and Property Damage Claims- The Risk Management Director shall have the authority to pursue rights of subrogation on the County's behalf for damages incurred by the County and may enter into agreement to settle such Claims unless a Cause of Action is required to enforce the County's subrogation rights. If a Cause of Action is required, approval by the Board of Commissioners shall be required to bring such Action and the Board of Commissioners must approve settlement. 2) Workers' Compensation Claims- The Risk Management Director shall have the authority to pursue liens and/or rights of subrogation on the County's behalf for expenses incurred by the County which are caused by a third party. The Risk Management Director may approve an agreement to settle such liens or Claims unless a Cause of Action is required to enforce a matter. If a Cause of Action is required, approval by the Board of Commissioners shall be required to bring such Action and the Board of Commissioners must approve settlement. Loss Adjustment Expenses The Risk Management Director shall have the authority to authorize the payment of Loss Adjustment Expenses necessary to investigate and settle Claims brought against the County. Such expenses shall include but not be limited to the cost to retain experts, pay records expenses, pay filing fees and costs, pay the costs of Packet Page -3655- 5/14/2013 16.E.8. depositions, procure private investigation services, perform records reviews and searches, procure bill review services, procure appraisals, and procure other expenses necessary to investigate, authenticate, or evaluate a Claim made against the County. The Board of Commissioners waives the Collier County Purchasing Policy as to these expenditures but such shall be subject to the Loss Verification and Expense Provisions contained herein. Loss Adjustment Expenses shall not include the hiring or retaining of outside counsel to represent the Board or individual employees named in a Cause of Action. The hiring of outside counsel shall be subject to the approval of the Office of the County Attorney and the Board of Commissioners. Loss Verification and Expense Provisions The Risk Management Director shall document each Claim file with the following documents and records to support the settlement of Claims and /or the finding of negligence on the part of the Board of Commissioners to support the settlement of claims as permitted pursuant to this Resolution. 1) The completion of a Claim Form. 2) The completion of an investigation form including witness statements, collection of evidence, pictures, diagrams, etc. 3) The collection of necessary documentation to approximate the value of the loss. 4) A written recommendation by the Risk Management staff member or the contracted Adjuster performing the investigation as to the issue of liability, Claim valuation, economy and efficiency, and or other reasons for the recommendation to settle within recommended amounts. 5) A written recommendation by legal counsel, in the case of proposed liability claims settlements in excess of $25,000.00, outlining the parameters for settlement. 6) A Closed File report will be presented to the Board on a quarterly basis as a Consent Agenda item to apprise the Board of settlements approved during the preceding quarter. The approval of Loss Adjustment Expenses shall be subject to the following provisions: 1) The Risk Management Director may approve the purchase of specialty services procured from vendors utilized by the Adjusting Company for their clients and when performed on the County's behalf to evaluate a Claim. The Adjusting Company shall disclose the estimated cost to provide the service prior to approval. The Risk Management Director may evaluate the cost/benefit of using same when evaluating the decision to settle a Claim. 2) If a service, document or thing is available from a single source, the payment of fees shalt be permitted if such service, document or thing is necessary to authenticate the Claim. The Risk Management Director may evaluate the cost/benefit of this expenditure when evaluating the decision to settle a Claim. 3) The Risk Management Director may approve Loss Adjustment Expenses when the expertise or availability in a given area of expertise or service is determined by the Adjuster and the Risk Management Director to be narrow or limited or the availability of such service is limited due to geography and such expense is determined to be necessary to authenticate and evaluate the Claim. The Risk Management Director may evaluate the cost/benefit of this expenditure when evaluating the decision to settle a Claim. Packet Page -3656- 5/14/2013 16.E.8. 4) If the County has exceeded its Self- insured Retention or has exceeded the notification requirements for an Excess Carrier as to the Self- insured Retention for a given Claim, the Risk Management Director, through the Adjusting Company shall coordinate the approval of expenditures with the Excess Carrier so as not to jeopardize the repayment of Reinsurance Funds. 5) The purchase of outside legal counsel services shall require the approval of the Office of the County Attorney and the Board of Commissioners. Settlement Documents The Risk Management Director, through the County's adjusting company and the Office of the County Attorney, shall prepare settlement and release documents for use in the settlement of non - litigated matters. Such documents shall be executed by the Risk Management Director upon settlement of the Claim in question, pursuant to the provisions of this Resolution. A copy of the standard form settlement document in blank is attached as Exhibit 1 and is approved as part of this Resolution. Delegation of Authorlty The Risk Management Director may, at his/her discretion, delegate this authority in part or in full on a temporary basis to a member of his/her staff or on a temporary, limited basis to the County's contracted adjusting company in the event of availability, schedule conflict, or other conflict. Such delegation may include attendance at mediation, arbitration, and/or trial. However, all settlement and release documents must be executed by the Risk Management Director. This Resolution adopted after motion, second and majority vote, favoring same. DATE: I-13 - , 2004 BOARD OF COUNTY COMMISSIONERS COLLIER COUNTY, FLORIDA pWt BaKf . � By: ,CHAIRMAN APPROVED AS TO FORM AND LEGAL SUFFICIENCY: /f By: Michael W. Pettit Chief Assistant County Attorney Packet Page -3657-