2015-04-16 wstip ec packet - cdn.ymaws.com · 16.04.2015 · clark-getzin, o’regan, and crouch....

AGENDA Executive Committee

April 16, 2015 WSTIP Office - Olympia

9:00 am

CALL TO ORDER – President Nick Covey

1. Roll Call of Members and Introduction of Guests 2. Changes in Agenda/Motion to Accept Agenda

Sign-in sheet

CONSENT AGENDA

1. Minutes – March 26, 2015 2. March 2015 Administrative Vouchers/Checks – Total voucher approval of

$194,681.88 including staff payroll and internet/credit card payments. 3. March 2015 Claims Vouchers/Checks – Total voucher approval of

$355,939.49.

Page #

002 008

017

*WP #

ACTION ITEMS

1. Governance Policy: Duties of Elected Executive Committee Member Representative and Elected Officers

2. Governance Policy: Ethics Policy

021

025

DISCUSSION ITEMS

1. Executive Committee 2015 Work Plan 2. Member Representative Meeting Assessment (Start, Stop, Continue) 3. Strategic Plan *DRAFT* - Hatten 4. Staff Salary Survey Update – Hatten 5. Jeffrey S. Ristau Scholarship - Hatten 6. Risk Management Information System: Purchase Update – Spears 7. Driver Record Monitoring System: Purchase Update – Christianson 8. Network Security Consulting Services: Purchase Update – Christianson 9. Proposed Bylaw Changes : Elections – Franz/Hatten 10. Interlocal Agreement Coverage Memo - Hatten

029

032

036 040 061 062 063 072

30 04 03

STAFF REPORTS

1. Executive Staff Report

074

SUBCOMMITTEE REPORTS

1. Governance Policy Committee – Verbal Report 2. Legislative Committee – Verbal Report 3. Underwriting Committee Report – No Report 4. Nominations and Elections Committee – No Report 5. Board Development Committee – Charter & Verbal Report 6. Emerging Risks & Opportunities Committee – Verbal Report

080

23 24

21 22

EXECUTIVE SESSION - General Counsel’s Contract

2:00 pm RECAP and ADJOURN – President Nick Covey *WP = Work Plan Item #

Minutes of the Executive Committee Meeting

March 26, 2015 Semiahmoo Resort ~ Blaine

Executive Committee Members Present: Staff & Guests Present: Wendy Clark-Getzin, Clallam Transit (Medium Member Rep) Nick Covey, Link Transit (President) Sara Crouch, Jefferson Transit (Small Member Rep) Emmett Heath, Community Transit (Vice President) Tom Hingson, Everett Transit (At Large Rep) Ken Mehin, Grays Harbor Transit (Past President) Diane O’Regan, C-Tran (Large Member Rep) Paul Shinners, Kitsap Transit (Secretary)

Anna Broadhead, Member Services Assistant Tracey Christianson, Member Services Manager Denise Ellison, Claims Specialist Marisa Espinoza, Finance Specialist Ron Franz, General Counsel Al Hatten, Executive Director Erin Knudson, Whatcom Transportation Authority Andrea Powell, Information Services Specialist Jerry Spears, Deputy Director. Brian White, Alliant Insurance Services Kevin Wick, PriceWaterhouseCoopers, LLC (10 am to 11 am)

Board Member Present: Amy Asher, RiverCities Transit Lynn Bourton, Link Transit Gloria Boyce, Ben Franklin Transit Mike Burress, Community Transit Rich Evans, Pacific Transit Ben Foreman, Intercity Transit Kevin Futrell, Yakima Transit Stephanie Guettinger, Columbia County Public Transportation Rob Huyck, Pierce Transit

Staci Jordan, Island Transit Rob LaFontaine, Twin Transit Ed McCaw, Valley Transit Bill Mulholland, Pullman Transit Mary Ann Norquist, Mason Transit Shonda Shipman, Whatcom Transportation Authority Lynda Warren, Spokane Transit Greg Wright, Grant Transit

Call to Order President Covey called the meeting to order at 9:06 am. He thanked everyone for attending and welcomed new Board members: Amy Asher, Transit Supervisor from RiverCities Transit, and Rob Huyck, Risk Manager from Pierce Transit. Shonda Shipman introduced guest Erin Knudson, Accounting Manager at Whatcom Transportation Authority. Covey also congratulated Heath for being appointed Chief Executive Officer (CEO) of Community Transit. Crouch moved to accept the agenda. Hingson seconded the motion and it passed. Discussion Items 2015 Executive Committee Work Plan Covey explained the work plan is established at the Executive Committee retreat in January, there are general work items some are carried over from previous years and others are new, the big stars mean completion of project.

*Review Efficacy of Committees/Charter and Close Committees – Covey said the committee had reviewed the committees, closed the 21st Century Committee which changed to the Emerging Risks and Opportunities Committee. Wright will be soliciting participation tomorrow for this committee. *Get Closure on Board Development Roadmap – Hingson said the committee had been burning up the airwaves of computer land. He explained he was chair of the committee and the other members are Clark-Getzin, O’Regan, and Crouch. They are working on orientation topics for WSTIP 101, the timing of orientation, and how much a new member can take at one time. We are discussing meeting times and dates trying to resolve how we can use member representative meetings for orientation, which will be part of the start, stop, continue discussion at the member representative meetings tomorrow. We are examining the concept of drip campaign to get information out to new Board members. Clark-Getzin asked Shinners to join the Board Development Committee, he concurred. Member Rep Meeting Assessment (Start, Stop, Continue) – Covey said this was from the December Board meeting, long discussions on the purpose of the Member Representative meetings and if there was a better way to utilize the time, such as review the Board agenda, information sheet discussion topics, background for action items to make sure we are prepared to go forward at the Board meetings. *Quarterly Board Meeting Structure: Review Efficacy – Covey explained this was a discussion to see if we want the member representative meetings to review agendas, make work session topics pertain to the action being taken so that we are properly informed going forward. *AGRiP Accreditation – Christianson explained that every three years we go through an accreditation process with AGRiP, a Board member comes in and completes the review to certify that the review is accurate. Jamie Collier and Jeff Ristau had completed the reviews in the past. We are proposing that the review become part of the Board Secretary’s duties. Shinners has agreed to do the review this year. The Governance Policy Committee is looking to incorporate into a governance policy or a possible change to the Bylaws, which is on Franz’s to-do list. Strategic Plan *DRAFT* Covey said this is our third year of working on this plan we have given direction to staff and they have put this together at our direction, we will be discussing this at our next Executive Committee meeting, which all Board members are encouraged to attend and participate, and hope to bring this forward to the Board for approval in June. If you have comments please send them to Covey or Hatten. Staff Salary Survey Update Covey said on March 5 we held a special Executive Committee meeting which Judy Clark of HR Answers presented her proposal, and we authorized Executive Director to enter into a contract to complete a staff salary survey for WSTIP staff including the Executive Director. Quarterly Board Meeting Structure: Review Discussed under the Work Plan. Risk Management Information System (RMIS): Purchase Update Spears handed out copies of the draft RMIS contract with Origami. He said the Pool has been with RiskMaster since 1997, who has changed ownership three times, and with each change of ownership it has brought more grief, currently it resides on our servers, and is not browser indifferent it is wedded to Internet Explorer with Java, their customer service is lacking and the head developer has left. Last June

we came to the Board and asked to “Break-Up” with RiskMaster. Powell explained how the Request for Proposal (RFP) was developed, how the responses were reviewed, and the contract negotiations to date. Mehin asked how long the implementation would take. Powell said she feels it will take six months, there will be a system up and running, but the data conversion may take a while (minimum of six months). She fielded questions regarding conversion, implementation, customization, costs, and training for users both on the east side of the state and the west side of the state. Heath asked if staff was looking for the Executive Committee to take action. Spears said he would like to have authority for Executive Director to sign once the open issues have been resolved. Heath asked what the issues were. Spears said there are 12 points that specialty counsel has addressed and gave information on those details. Spears said once the issues have been addressed we will award contract. Heath moved authorize the Executive Director to award the contract to Origami once the open issues have been resolved. Mehin seconded the motion and it passed. Driver Record Monitoring System: Purchase Update Christianson said the Driver Record Monitoring System is another big project we are working on and it is also a high value contract. She gave a brief background of the driver record monitoring service the Pool provides and the costs. We had three vendors attend the pre-proposal conference. Of the three we only received one proposal. One of the vendors was bought by another vendor and withdrew interest as they didn’t want to have a conflict with their parent company. We have started contract negotiations with Data Driven Safety (DDS) and hopes to have a contract by the May Executive Committee meeting. Christianson fielded questions from members that ranged from what she wants to see different in the new contract, whether the Pool would still offer premium and basic monitoring, and budget questions. Christianson said she had talked to our end users both vanpool and other specialty groups and asked them how satisfied they were with the service, what they would like to see changed, overall everyone was highly satisfied with the service, there were a couple things on how to get data back out of the system they would like tweaked. One of the issues we have is that we are running a dual system, we have personal private data on our server that we would like the vendor to be responsible for. We have talked with Department of Licensing (DOL) and want them to be able to transfer the data to DDS (staff call this the handshake). Powell said it will simplify our technology and transfer the risk to the vendor. Christianson explained how DDS was a start-up company when we began our relationship with them, we had Steve Clancy go to their office and do a financial review (several years). They are now an extraordinarily large company doing data brokerage for the insurance industry. Premium vs basic monitoring will be a decision that comes back to the groups. Current costs are $1.00 per driver per month for basic service, $3.50 per driver per month for basic and premium service combined. We expect costs to go up a bit as DDS has costs too. The budget for Driver Record Monitoring is complicated the Board approves the budget which is a guestimate and then we invoice it with the insurance premium, so you will get a debit or a credit in 2016 for your 2015 monitoring. We also have the Interlocal Agreement members (four counties and one city) which we have to get information to so they can decide if they are going to remain in or get out. Network Security Consulting Services: Purchase Update Christianson reminded the Executive Committee they approved the Best Practices for Network Security at their February meeting, which has now been distributed to the membership. The RFP has been sent out to help our membership comply with the best practice. We held a pre-proposal meeting and expect to

have about six or seven interested vendors. Due date for proposals is April 1. We are soliciting people to be on the review team, Powell, Spears, myself will be the staff and Chris Chidley from Skagit has volunteered already. We would encourage C-Tran and Pierce to sit on the committee as they would provide a fresh view (they didn’t participate in the creation of the Best Practice). We expect to have a contract back for the May Executive Committee meeting. The value of the contract is $75,000 for 2015 with a three year proposal. Sub-Committee Reports Governance Policy Committee Hatten advised that in the packets is the matrix used by the Governance Policy Committee (GPC) in its work. Hingson asked if the committee planned to discuss the governance policies highlighted here. Hatten explained that the officers review the policies, and either make changes to the policy and bring it back to the Executive Committee or send it off to another sub-committee. The spreadsheet provides a quick summary. Hingson asked if they were looking for dialogue on the policies. Hatten requested that the GPC consider making make one of the duties of the elected Secretary to complete the AGRiP Accreditation review. Hingson concurred that the accreditation review was a good role for the Secretary. Hingson also suggested that should a vacancy occur on the Executive Committee in the Presidential role that the Past President fill the role for the remaining term, should the vacancy occur with the Secretary or Vice-President then the role should be filled by the At-Large Representative. Hatten said that would be a Bylaw change. Franz said he would review the Bylaws and bring back a recommendation to the Executive Committee. Committee members nodded in agreement with Hingson. Legislative Committee Hatten spoke about HB1249 and SB5119 which are proposed changes to the RCW’s and WACs that affect public entity pooling, essentially creating separate WACs for non-profit pools. Underwriting Committee No report. Nominations and Elections Committee No report. Board Development Committee Discussed during the work plan. Emerging Risks & Opportunities Committee No report. Consent Agenda Minutes – February 19, 2015, Minutes – March 5, 2015, February 2015 Administrative Vouchers/Checksi, & February 2015 Claims Vouchers/Checksii Heath moved to approve the consent agenda. Mehin seconded the motion. Discussion: Heath asked if the Pool was paying the scholarship reimbursements directly to the recipient as opposed to the school. Clark-Getzin felt payments should be made to the transit and not the recipient directly. Heath said he doesn’t have a problem with it but maybe WSTIP should reimburse expenses on behalf of the recipient. Warren said they require proof of payment and successful completion of program. Heath said most often it is required you submit proof of payment. Covey suggested this topic be a discussion item for the next Executive Committee meeting. Clark-Getzin wanted to be sure the payments went to the host

agency so they could disburse funds and not be considered 1099 income. Crouch didn’t feel that the host agency should receive the funds as not all agencies pay for education of employee, we need to have some sort of accountability but it’s a deeper discussion regarding the scholarship. Hatten reminded the committee that applicants must submit proof they are enrolled/accepted in a program and have an endorsement letter from a direct supervisor with their application. This process was intended to allow accountability yet also bypass the differences in individual agencies processes. Bourton said they have a staff person who received a scholarship but by our own internal policy we will also reimburse her. She encouraged the Board to have a further discussion regarding the scholarship. Hingson said we all agreed that $1000 wasn’t going to buy your degree but only help towards the expenses. Clark-Getzin thanked the Pool for putting the program together, but thinks WSTIP policy plus financial partner (transit system) to make it work together. O’Regan said they have a limit as to how much they can support an employee and felt like this is additional money that is available beyond than what C-Tran can provide. What is our intent, maybe indicate to staff what our expectations are. She felt this is appropriate as long as staff can ensure that expenses were incurred. Heath said we have already made payments as evidenced in the vouchers. He suggested placing it back on the Executive Committee for further discussion. Heath said he supports the program and we just have a technical question, almost a voucher question and in honor of Jeff there always should be at least one question about the vouchers. Covey called for a vote and the motion passed. The Executive Committee took a 15 minute break at 10:30 and resumed their meeting at 10:45. Action Items Acceptance of Year End 2014 Actuarial Report Spears explained that the Pool does two actuarial studies each year: one in the summer to project outstanding liabilities and one at year end to see where we stand and how we are doing towards our capital funding goal. He introduced the Pool’s actuary Kevin Wick from PriceWaterhouseCoopers. Wick explained how a large part of the Pool’s financials are determined by the actuary and went through the report. Wick said the takeaway is that currently the Pool is below target, as costs of claims are going up, so the best way to impact this would be to reduce claims. Crouch moved to accept the actuarial report as presented. Mehin seconded the motion. Discussion: McCaw asked Wick if he had a chart similar to the one in the report that showed bad claim history, and how it is taking us away from our target. Wick said he does he just didn’t put them in the report. Hingson asked if the graph for 2011 represented paid and incurred losses. Wick said the bottom piece is incurred but he didn’t separate out the paid, but incurred but not reported (IBNR) there are one or two claims above your retention but it’s an immature year. Spears said we collected $7 million for 2011 and are about $9.2 million in losses for 2011 and have three liability claims that are high and the compressed natural gas event that year. Covey called for a vote and the motion passed. Executive Session The Executive Committee went into Executive Session to discuss open claims pursuant to RCW 48.62.101 at 11:00 am for not to exceed one hour. The Executive Committee came out of Executive Session at 11:39 am. Recap/Review

Hatten announced that our group would be joining the Washington Counties Risk Pool for lunch. Adjournment Covey adjourned the meeting at 11:40 am. Submitted this 16 day of April 2015. Approved: ________________________________ Paul Shinners, Secretary

i Check numbers 25332 through 25384 in the amount of $102,413.81. Internet transfers of $43,685.33 for the 02/15/15 payroll, $46,589.15 for the 02/28/15 payroll and $7,786.89 for Staff Benefits for 02/2015 from the WSTIP Administration Account to the WSTIP Payroll Account at US Bank, internet and ACH payments for staff credit cards, travel/expense reimbursements and professional/misc. services total $28,516.89. Total voucher approval, including February 2015 staff payroll and Internet and ACH payments is $228,992.07. ii Check numbers 6908 through 7013 in the amount of $344,831.08. Total voucher approval is $344,831.08.

March 2015 Administration Voucher Approval March 1st to March 31st 2015 vouchers audited and certified by the auditing officer as required by RCW 42.24.080, and those expense reimbursement claims certified as required by RCW 42.24.090, have been recorded on a listing which has been e-mailed to the Executive Committee members on April 9, 2015. ACTION: I, __________________________, as of this date, ________________________, 2015 Move that the following checks be approved for payment: Vouchers: Check Numbers 25385 through 25430 in the amount of $58,078.84. Internet transfers of $43,706.98 for the 03/15/15 payroll, $44,945.97 for the 03/31/15 payroll and $7,782.51 for Staff Benefits for 03/2015 from the WSTIP Administration Account to the WSTIP Payroll Account at US Bank. Internet and ACH payments for staff credit cards, travel/expense reimbursements and professional/misc. services total $40,167.58. Total voucher approval requested, including March 2015 staff payroll and Internet and ACH payments is $194,681.88. The motion was seconded by _________________________________and approved by a unanimous vote. I, the undersigned, PRESIDENT/VICE PRESIDENT OF THE WASHINGTON STATE TRANSIT INSURANCE POOL (WSTIP) of the state of Washington, do hereby certify that the merchandise or services, herein specified have been received and the following checks are approved for payment. ___________________________________ PRESIDENT/VICE-PRESIDENT ___________________________________ DATE

Washington State Transit Insurance PoolMarch 2015 Administration Vouchers

US Bank Administration Account

Date Num Payee Description Account Amount

03/03/2015 Internet US Bank Visa (Purchasing Cards) Credit Card Exps - February (Combined Pmt) 300 · Accounts payable 6,068.32

03/06/2015 25385 Alliant Insurance - Newport Beach 2015 Broker Fee - April Installement 300 · Accounts payable 25,300.00

03/06/2015 25386 Best Western Plus (Lacey) Lodging Exps 300 · Accounts payable 331.47

03/06/2015 25387 Capitol City Press, Inc. Courtesy Cards/Vanpool Courtesy Cards 300 · Accounts payable 1,820.50

03/06/2015 25388 Creative Office Chair Repairs 300 · Accounts payable 54.40

03/06/2015 25389 Ellen Sizer Travel Reimbursement (RMIS Demo) 300 · Accounts payable 606.09

03/06/2015 25390 FedEx FedEx Services 300 · Accounts payable 23.50

03/06/2015 25391 IRMI, Inc. Contractual Risk Transfer Renewal 300 · Accounts payable 383.98

03/06/2015 25392 Network Computing Architects, Inc. Citrix Licenses/Support 300 · Accounts payable 1,713.61

03/06/2015 25393 Office Depot Office Supplies 300 · Accounts payable 158.75

03/06/2015 25394 Perceptive Software Inc. ImageNow Licenses/WebNow & Support 300 · Accounts payable 8,909.64

03/06/2015 25395 Public Fleet Managers Assn 2015 Membership Dues 300 · Accounts payable 120.00

03/06/2015 25396 Red Lion Hotel - Olympia Lodging Exps - Gonzales (RMIS Demo) 300 · Accounts payable 110.58

03/06/2015 25397 RICOH USA, Inc (Pasadena) Additional Images 300 · Accounts payable 192.96

03/06/2015 25398 Tom Hingson Travel Reimbursement 300 · Accounts payable 100.05

03/06/2015 25399 Williams, Kastner & Gibbs PLLC Pierce Transit 300 · Accounts payable 216.00

03/06/2015 25400 Jonathan Donohue 2015 Jeffrey Ristau Scholarship 300 · Accounts payable 630.00

03/09/2015 ACH Christian DeVoll Travel Reimbursement 300 · Accounts payable 1,229.71

03/13/2015 25401 American Driving Records Driver Abstracts - Reports 300 · Accounts payable 18.75

03/13/2015 25402 Consolidated Technology Services Technology Services 300 · Accounts payable 583.72

03/13/2015 25403 Crystal & Sierra Springs Bottled Water 300 · Accounts payable 92.68

03/13/2015 25404 Evergreen Maintenance Landscaping, LLC Landscape Maintenance - February 300 · Accounts payable 365.23

03/13/2015 25405 ISO Services, Inc. Name/Address Search & Mtce Fee 300 · Accounts payable 36.95

03/13/2015 25406 Lemay - Pacific Disposal Recycling Services - February 300 · Accounts payable 93.03

03/13/2015 25407 McSwain and Company, PS Accounting Services 300 · Accounts payable 965.00

03/13/2015 25408 Michael E. Bailey, CPA Budget/Forecasting Revenue Class 300 · Accounts payable 1,200.00

03/13/2015 25409 National Maintenance Contractors Janitorial Services - March 300 · Accounts payable 200.97

03/13/2015 25410 Network Computing Architects, Inc. Veeam Renewal 300 · Accounts payable 1,496.01


03/13/2015 25412 Puget Sound Energy Electric Utilities 300 · Accounts payable 583.57

03/13/2015 25413 RICOH USA, Inc Copier Lease 300 · Accounts payable 481.69

03/13/2015 25414 Terminix International Pest Control Services 300 · Accounts payable 109.89

03/13/2015 25415 Verizon Wireless Staff Wireless Services 300 · Accounts payable 377.99

03/13/2015 25416 WA State Dept of Revenue Leasehold Excise Tax - Q1 15 300 · Accounts payable 369.79

03/13/2015 25417 WhatcomTransit Auth 2015 Risk Management Grant 300 · Accounts payable 2,500.00

03/16/2015 ACH Data Driven Safety, Inc. Driver Record Monitoring 300 · Accounts payable 21,819.50

03/17/2015 ACH Geneva Financial Services, Inc. Professional Services 300 · Accounts payable 1,287.50

Page 1 of 2

Washington State Transit Insurance PoolMarch 2015 Administration Vouchers

US Bank Administration Account


03/20/2015 25418 DianeO'Regan Travel Reimbursement 300 · Accounts payable 124.20

03/20/2015 25419 Hewlett-Packard Company - IL HP Adapter 300 · Accounts payable 16.74

03/20/2015 25420 HR Answers, Inc. Pay Structure Updates 300 · Accounts payable 585.85


03/20/2015 25422 Tyco Integrated Security LLC Quarterly Billing: 04/01/15 - 06/30/2015 300 · Accounts payable 759.05

03/20/2015 25423 William F. Mulholland Travel Reimbursement 300 · Accounts payable 965.38

03/24/2015 25424 AGRiP Kornhauser Reimbursement Exps 300 · Accounts payable 217.24

03/24/2015 25425 CenturyLink Telephone Services 300 · Accounts payable 707.05

03/24/2015 25426 The Honeybees Meeting Entertainment - Group Performance 300 · Accounts payable 500.00

03/24/2015 25427 M. Jerry Spears Travel Reimbursement 300 · Accounts payable 683.21

03/25/2015 25428 Joanne Kerrigan Travel/Expense Reimbursement 300 · Accounts payable 1,426.65

03/25/2015 Internet American Express Costco (Jerry) Jerry Spears - Credit Card Exps 300 · Accounts payable 521.68

03/30/2015 Internet US Bank Visa (Purchasing Cards) Credit Card Exps - March (Combined Pmt) 300 · Accounts payable 9,240.87

03/31/2015 25429 Allen Hatten Travel Reimbursement 300 · Accounts payable 980.55

03/31/2015 25430 Ronald A. Franz Travel/Exp Reimbursement 300 · Accounts payable 63.08

98,246.42

03/06/2015 5833 Health Care Authority Staff Benefits - Inv Month: 03/2015 300 · Accounts payable 7,782.51

03/15/2015 Wire Trans WSTIP Payroll Account 03/15/2015 Payroll & Taxes 300 · Accounts payable 43,706.98

03/31/2015 Wire Trans WSTIP Payroll Account 03/31/2015 Payroll & Taxes 300 · Accounts payable 44,945.97

Total 194,681.88

Page 2 of 2

March 2015 Claims Voucher Approval March 1st to March 31st 2015 vouchers audited and certified by the auditing officer as required by RCW 42.24.080, and those expense reimbursement claims certified as required by RCW 42.24.090, have been recorded on a listing which has been e-mailed to the Executive Committee members on April 9, 2015. ACTION: I, __________________________, as of this date, ________________________, 2015 Move that the following checks be approved for payment: Vouchers: Check Numbers 7014 through 7109 in the amount of $355,939.49. Total voucher approval requested is $355,939.49. The motion was seconded by _________________________________and approved by a unanimous vote. I, the undersigned, PRESIDENT/VICE PRESIDENT OF THE WASHINGTON STATE TRANSIT INSURANCE POOL (WSTIP) of the state of Washington, do hereby certify that the merchandise or services, herein specified have been received and the following checks are approved for payment. ___________________________________ PRESIDENT/VICE-PRESIDENT ___________________________________ DATE

Washington State Transit Insurance PoolMarch 2015 Claims Vouchers

US Bank Claims Account


03/06/2015 7014 Ben Franklin Transit 2014 Subro PD Pmt 301 · Claims Payments 3,000.00

03/06/2015 7015 Alan J. Cohen, Ph.D., LLC 2012 Expert Witness - CCPT 301 · Claims Payments 4,450.00

03/06/2015 7016 Amy Blanchard 2014 Blanchard BI Settlement - C-TRAN 301 · Claims Payments 10,000.00

03/06/2015 7017 Becker Rovang, PLLC Legal Fees - Multiple 301 · Claims Payments 611.90

03/06/2015 7018 Carlson, McMahon & Sealby, PLLC Legal Fees - Multiple 301 · Claims Payments 2,604.46

03/06/2015 7019 Carol M. Wahl 2014 Wahl BI Settlement - KT 301 · Claims Payments 3,617.45

03/06/2015 7020 Case Forensics 2014 Expert Witness - STA 301 · Claims Payments 2,353.75

03/06/2015 7021 CCC Information Services, Inc. 2015 Appraisal Fees - IT 301 · Claims Payments 136.01

03/06/2015 7022 Christie Law Group, PLLC 2011 Legal Fees - KT 301 · Claims Payments 469.00

03/06/2015 7023 COMMUNITY Transit Claims Pmts - Multiple 301 · Claims Payments 13,388.22

03/06/2015 7024 Dana A. Henderson 2012 Henderson Reporting Fees - PiT 301 · Claims Payments 13.00

03/06/2015 7025 Enterprise Rent A Car - Los Angeles 2015 Murray Rental Car Exp - PiT 301 · Claims Payments 427.97

03/06/2015 7026 Glisson, Witt & Altman 2013 Phillip Dybbro BI Settlement - KT 301 · Claims Payments 17,000.00

03/06/2015 7027 Hunter Donaldson, LLC 2014 Ackermann Med Specials - GHT 301 · Claims Payments 11,682.49

03/06/2015 7028 J & E Appraisal, LLC Appraisal Fees - Multiple 301 · Claims Payments 303.30

03/06/2015 7029 JEOL USA Inc. 2014 Lankutis PD Settlement - PiT 301 · Claims Payments 854.02

03/06/2015 7030 JG McDonald and Associates Adjusting Fees - Multiple 301 · Claims Payments 2,825.40

03/06/2015 7031 Kassa Insurance Services, Inc. Adjusting Fees - Multiple 301 · Claims Payments 2,644.05

03/06/2015 7032 Law Lyman Daniel Kamerrer & Bogdanovich Legal Fees - Multiple 301 · Claims Payments 14,032.32

03/06/2015 7033 McDonald &Associates 2014 Adjusting Fees - KT 301 · Claims Payments 410.70

03/06/2015 7034 Minor & James Medical PLLC 2011 Fassel Case Exps - PiT 301 · Claims Payments 6,617.50

03/06/2015 7035 Mirabella Seattle 2015 Mirabella PD Settlement - CT 301 · Claims Payments 3,198.18

03/06/2015 7036 Optum 2014 Wahl Subro Pmt - KT 301 · Claims Payments 154.77

03/06/2015 7037 Pacific Prime Law Group 2014 Kyisook Kim BI Settlement - CT 301 · Claims Payments 11,500.00

03/06/2015 7038 Paine Hamblen LLP 2011 Legal Fees - STA 301 · Claims Payments 11,644.06

03/06/2015 7039 Partners Claim Services Adjusting Fees - Multiple 301 · Claims Payments 1,495.80

03/06/2015 7040 Patricia Barden 2015 Barden PD Settlement - STA 301 · Claims Payments 1,840.00

03/06/2015 7041 Ray Ekins 2015 Ekins BI Settlement - STA 301 · Claims Payments 400.00

03/06/2015 7042 RiverCities Transit 2014 Subro PD & LoU Pmt 301 · Claims Payments 82.00

03/06/2015 7043 Spokane Transit Authority Claims Pmts - Multiple 301 · Claims Payments 5,950.39

03/06/2015 7044 TechRecon, Incorporated Expert Witness - Multiple 301 · Claims Payments 3,091.50

03/06/2015 7045 The Ye Law Firm, Inc. P.S. 2013 Tessie Reed BI Settlement - PiT 301 · Claims Payments 45,000.00

03/06/2015 7046 Veritas Forensic Accounting & Economics 2011 Expert Witness - PiT 301 · Claims Payments 875.00

03/06/2015 7047 WA Arbitration & Mediation Service 2011 Mediation Fees - PiT 301 · Claims Payments 2,100.00

03/06/2015 7048 Williams, Kastner & Gibbs PLLC 2014 Legal Fees - IsT 301 · Claims Payments 1,134.60

03/06/2015 7049 Yakima Transit-City of Yakima 2014 Subro PD & LoU Pmt 301 · Claims Payments 161.46

03/06/2015 7050 Zaremba Claims Service - Yakima 2014 Adjusting Fees - YT 301 · Claims Payments 797.28

Page 1 of 3




03/06/2015 7051 Pacific Prime Law Group 2014 Sinkeun Kim BI Settlement - CT 301 · Claims Payments 11,500.00

03/09/2015 7052 Judith Barber 2014 Barber BI Settlement - MTA 301 · Claims Payments 500.00

03/10/2015 7053 Lloyd Barber 2015 Barber PD Settlement - PiT 301 · Claims Payments 887.26

03/13/2015 7054 Anthony Thurman 2015 Thurman PD Settlement - KT 301 · Claims Payments 232.20

03/13/2015 7055 Brenda MacRae 2014 MacRae PD Settlement - PiT 301 · Claims Payments 50.00

03/13/2015 7056 C-TRAN - Vancouver 2013 Subro PD & LoU Pmt 301 · Claims Payments 1,323.99

03/13/2015 7057 Carlson, McMahon & Sealby, PLLC 2012 Legal Fees - CCPT 301 · Claims Payments 2,825.00

03/13/2015 7058 Clallam 2014 Subro PD & LoU Pmt 301 · Claims Payments 862.13

03/13/2015 7059 COMMUNITY Transit Claims Pmts - Multiple 301 · Claims Payments 5,945.60

03/13/2015 7060 Enterprise Rent A Car - Los Angeles 2014 Cox Rental Car Exp - CT 301 · Claims Payments 105.81

03/13/2015 7061 Intercity Transit 2015 Subro PD Pmt 301 · Claims Payments 1,705.39

03/13/2015 7062 James Chappelle 2011 Chappelle BI Settlement - CT 301 · Claims Payments 295.00

03/13/2015 7063 Janice Brown 2014 Brown Overpayment Refund - CT 301 · Claims Payments 10.00

03/13/2015 7064 Jennifer Karlik 2015 Karlik PD Settlement - PiT 301 · Claims Payments 203.67



03/13/2015 7067 Mt Baker Pain Clinic 2014 Asfour Med Records - WTA 301 · Claims Payments 49.52

03/13/2015 7068 Northwest Chiropractic Center, PLLC 2014 Monetti Med Records - IsT 301 · Claims Payments 57.31

03/13/2015 7069 Partners Claim Services 2014 Adjusting Fees - ET 301 · Claims Payments 442.00

03/13/2015 7070 Peng Lin Xie 2015 Xie Co-pay Reimbursement - BFT 301 · Claims Payments 150.00

03/13/2015 7071 Ronald Fronheiser 2015 Fronheiser PD Settlement - CT 301 · Claims Payments 5,291.54

03/13/2015 7072 Rose City Adjusters LLC 2014 Adjusting Fees - C-TRAN 301 · Claims Payments 1,827.50

03/13/2015 7073 Ruby Brownawell VOID: 2015 Brownawell PD Settlement - PiT 301 · Claims Payments 0.00

03/20/2015 7074 Campbell & Miller, PLLC 2014 Stephanie Whitfield BI Settlement - PiT 301 · Claims Payments 3,750.00

03/20/2015 7075 Carla Smith, MD 2010 Deposition Fees - STA 301 · Claims Payments 1,200.00

03/20/2015 7076 CCC Information Services, Inc. 2015 Appraisal Fees - CT 301 · Claims Payments 54.94

03/20/2015 7077 COMMUNITY Transit 2015 PD Pmt Less Deductible 301 · Claims Payments 1,317.40

03/20/2015 7078 David Slater 2015 Slater Rental Car/PD Settlement - CT 301 · Claims Payments 544.76

03/20/2015 7079 Deborah Freeman 2015 Freeman Clothing Replacement - C-TRAN 301 · Claims Payments 110.00

03/20/2015 7080 Enterprise Rent A Car - Los Angeles 2015 Adams Rental Car - C-TRAN 301 · Claims Payments 385.28

03/20/2015 7081 Intercity Transit 2015 Subro LoU Pmt 301 · Claims Payments 300.00

03/20/2015 7082 J & E Appraisal, LLC Appraisal Fees - Multiple 301 · Claims Payments 300.80

03/20/2015 7083 Jerry O'Brien 2015 O'Brien Medical/PD Settlement - WTA 301 · Claims Payments 600.00



03/20/2015 7086 KitsapTransit 2014 Subro PD Pmt 301 · Claims Payments 57.15

03/20/2015 7087 Northwest Orthopaedic Specialists VOID: 2011 Deposition Fees - PuT 301 · Claims Payments 0.00

03/20/2015 7088 Olympia Auto Body, Inc. 2014 Duscane PD Repairs - IT 301 · Claims Payments 3,335.75

03/20/2015 7089 Paine Hamblen LLP Legal Fees - Multiple 301 · Claims Payments 10,933.50

Page 2 of 3




03/20/2015 7090 Partners Claim Services Adjusting Fees - Multiple 301 · Claims Payments 2,103.65

03/20/2015 7091 Rose City Adjusters LLC 2015 Adjusting Fees - BFT 301 · Claims Payments 292.50

03/20/2015 7092 Spokane Transit Authority 2015 Subro PD Pmt 301 · Claims Payments 2,041.48

03/20/2015 7093 Storey & Miller Court Reporters 2011 Deposition Fees - STA 301 · Claims Payments 2,158.05

03/20/2015 7094 Veritox, Inc. 2010 Expert Witness - STA 301 · Claims Payments 641.25

03/20/2015 7095 Zaremba Claims Service - Yakima Adjusting Fees - Multiple 301 · Claims Payments 828.75

03/20/2015 7096 PeaceHealth St Joseph 2015 O'Brien Med Specials - WTA 301 · Claims Payments 1,582.10

03/24/2015 7097 Catherine M. Vernon & Associates 2012 Deposition Fees - PiT 301 · Claims Payments 572.20

03/24/2015 7098 COMMUNITY Transit 2014 Subro LoU Pmt 301 · Claims Payments 140.00

03/24/2015 7099 Cronrath & Tompkins, Forensic Engineers 2011 Expert Witness - PuT 301 · Claims Payments 3,580.00

03/24/2015 7100 Greg Anderson 2015 Anderson Rental Car/PD Settlement - C-TRAN301 · Claims Payments 1,596.81

03/24/2015 7101 Kassa Insurance Services, Inc. 2014 Adjusting Fees - STA 301 · Claims Payments 1,091.50

03/24/2015 7102 Kathryn Baldridge 2015 Baldridge PD Settlement - PiT 301 · Claims Payments 72.47

03/24/2015 7103 Paine Hamblen LLP 2011 Legal Fees - PuT 301 · Claims Payments 8,385.74

03/24/2015 7104 Partners Claim Services 2014 Adjusting Fees - KT 301 · Claims Payments 586.50

03/24/2015 7105 Robinson & Kole 2014 Else Benning BI Settlement - WTA 301 · Claims Payments 9,754.60

03/24/2015 7106 Zaremba Claims Service - Yakima Adjusting Fees - Multiple 301 · Claims Payments 4,431.75

03/25/2015 7107 Law Offices of Novack & Novack 2011 Renae Allen BI Settlement - CT 301 · Claims Payments 9,000.00

03/31/2015 7108 Brian Padrta, MD 2011 Depositon Fees - STA 301 · Claims Payments 1,200.00

03/31/2015 7109 Johnson Law Group P.S. Inc 2012 Bradley Norleen BI Settlement - STA 301 · Claims Payments 50,000.00

Total 355,939.49

Page 3 of 3

WSTIP Policy Manual Document Name:

Duties of Elected Executive Committee Member Representatives and Elected Officers

Date Adopted: 04/29/10

Category: Governance Revision Date: 4-16-1512/09/10

Page: 1 of 2


Purpose To provide a succinct enumeration of the primary duties of the Pool’s elected Executive Committee member representatives and elected officers in a single document. Authority

1. Interlocal Agreement, Sections 3 (“exercise all powers and perform all functions necessary to accomplish all lawful programs”) and 7 (“officers shall include a president, vice president, secretary, and such other officers as authorized by the bylaws” and “duties . . . of officers shall be as specified in the bylaws”);

2. Bylaws, Sections 12 (“president shall chair . . .[meetings]”), 13 (“vice president shall perform the duties of the president in the absence or disability of the president”), 14 (“secretary shall certify . . . policy manual decisions . . . and minutes), 17 (“Pool shall be governed and controlled by Executive Committee in all respects except for those matters reserved to the Board”), and 18c (“four [Executive Committee] members elected annually, one . . . from . . . small, one . . . from . . . medium, one . . . from . . . large, and one . . . “at large”).

Policy Statement The primary duties of the Pool’s elected officers are set forth below.

1. President a. As provided in the Bylaws, chair the meetings of the Board and Executive Committee, b. In collaboration with the executive director, set the agenda for Board and Executive

Committee meetings, c. Select the dates, times, and places of Board and Executive Committee meetings in

conformity with the Pool’s established governing policies. In making these decisions the President shall seek to facilitate maximum participation by member representatives,

d. Counsel member representatives on behalf of the Pool, e. Appoint members to the Nominations and Elections, Governance Policy, and Audit

committees, f. Provide direction to and approve timesheets of general counsel, and g. Approve travel by member representatives.

2. Vice president

a. Fulfill the duties of the President in the absence or disability of the President, b. To the maximum extent possible, attend all Board and Executive Committee meetings,

and c. At the direction of the President, chair the Governance Policy Committee.

Page 1 of 2

3. Secretary

a. Attest to the accuracy of all governance policies passed by the Board or the Executive Committee,

b. Certify the accuracy of approved meeting minutes of the Board or the Executive Committee, and

c. To the maximum extent possible, attend all Board and Executive Committee meetings, and.

c.d. Review and approve the Pool’s application for recognition of compliance with the advisory standards of the Association of Governmental Risk Pools.

4. The primary duties of the elected Executive Committee member representatives are as set forth

below: a. The small, medium, and large member representative shall contact and collaborate with

their small, medium or large board members, as the case may be, prior to every quarterly board meeting to formulate and advance issues of particular interest to members of that size,

b. The member representative shall act as a liaison to the Board for the members within their size group, and

c. To the maximum extent possible, attend all Board and Executive Committee meetings. The primary duties of the “at large” Executive Committee member and the immediate past president shall, to the maximum extent possible, attend all Board and Executive Committee meetings. Amendment This policy may be amended by the Executive Committee.

Passed this 16th9 day of AprilDecember , 20150 Executive Committee Washington State Transit Insurance Pool

Nick CoveyTom Hingson, President ATTEST: Paul ShinnersEd McCaw, Secretary APPROVED AS TO FORM: Ronald A. Franz, General Counsel

Page 2 of 2

WSTIP Policy Manual Document Name:


Date Adopted: 04/29/10

Category: Governance Revision Date: 4-16-15

Page: 1 of 2


Purpose To provide a succinct enumeration of the primary duties of the Pool’s elected Executive Committee member representatives and elected officers in a single document. Authority

1. Interlocal Agreement, Sections 3 (“exercise all powers and perform all functions necessary to accomplish all lawful programs”) and 7 (“officers shall include a president, vice president, secretary, and such other officers as authorized by the bylaws” and “duties . . . of officers shall be as specified in the bylaws”);

2. Bylaws, Sections 12 (“president shall chair . . .[meetings]”), 13 (“vice president shall perform the duties of the president in the absence or disability of the president”), 14 (“secretary shall certify . . . policy manual decisions . . . and minutes), 17 (“Pool shall be governed and controlled by Executive Committee in all respects except for those matters reserved to the Board”), and 18c (“four [Executive Committee] members elected annually, one . . . from . . . small, one . . . from . . . medium, one . . . from . . . large, and one . . . “at large”).

Policy Statement The primary duties of the Pool’s elected officers are set forth below.

1. President a. As provided in the Bylaws, chair the meetings of the Board and Executive Committee, b. In collaboration with the executive director, set the agenda for Board and Executive

Committee meetings, c. Select the dates, times, and places of Board and Executive Committee meetings in

conformity with the Pool’s established governing policies. In making these decisions the President shall seek to facilitate maximum participation by member representatives,

d. Counsel member representatives on behalf of the Pool, e. Appoint members to the Nominations and Elections, Governance Policy, and Audit

committees, f. Provide direction to and approve timesheets of general counsel, and g. Approve travel by member representatives.

2. Vice president

a. Fulfill the duties of the President in the absence or disability of the President, b. To the maximum extent possible, attend all Board and Executive Committee meetings,

and c. At the direction of the President, chair the Governance Policy Committee.

Page 1 of 2

3. Secretary

a. Attest to the accuracy of all governance policies passed by the Board or the Executive Committee,

b. Certify the accuracy of approved meeting minutes of the Board or the Executive Committee,

c. To the maximum extent possible, attend all Board and Executive Committee meetings, and

d. Review and approve the Pool’s application for recognition of compliance with the advisory standards of the Association of Governmental Risk Pools.

4. The primary duties of the elected Executive Committee member representatives are as set forth

below: a. The small, medium, and large member representative shall contact and collaborate with

their small, medium or large board members, as the case may be, prior to every quarterly board meeting to formulate and advance issues of particular interest to members of that size,

b. The member representative shall act as a liaison to the Board for the members within their size group, and

c. To the maximum extent possible, attend all Board and Executive Committee meetings. The primary duties of the “at large” Executive Committee member and the immediate past president shall, to the maximum extent possible, attend all Board and Executive Committee meetings. Amendment This policy may be amended by the Executive Committee.

Passed this 16th day of April , 2015 Executive Committee Washington State Transit Insurance Pool

Nick Covey, President ATTEST: Paul Shinners, Secretary APPROVED AS TO FORM: Ronald A. Franz, General Counsel

Page 2 of 2

WSTIP Policy Manual Document

Name: Ethics Date Adopted: 4/24/2008

Category: Governance Revision Date: 4-16-1503/24/2011

Page: 1 of 2

Ethics

Purpose To establish a code of ethics for the Pool, its employees, and Member representatives.

Authority Bylaws, Section 20.

Policy Statement 1. It is the policy of the Pool that no employee or Member representative shall use his or her position for

personal gain and, to that end, shall avoid such conflicts of interest including the appearance of

conflicts of interest.

2. All Pool employees and Member representatives shall comply with RCW 42.23, the code of ethics for

municipal officers.

3. No Pool Member representative or employee may be beneficially interested, directly or indirectly, in a

contract, sale, lease, purchase or grant that may be made by, through, or is under the supervision of

the Member representative or employee, in whole or in part, or accept, directly or indirectly any

compensation, gratuity, or reward from any other person beneficially interested in the contract, sale,

lease, purchase or grant.

4. Notwithstanding the foregoing and in the spirit of RCW 42.52.150 which limits gifts to officers and

employees of the state, Pool Member representatives and employees may receive food and

beverages consumed at hosted events where attendance is related to the Pool Member

representative or employee official duties.

Amendment The Executive Committee may amend this policy.

Responsibilities This policy shall be reviewed annually by the Executive Committee.

Policy History Resolution 6-91 adopted June 20, 1991.

Repealer

Resolution 6-91 is hereby repealed.

Passed this 16th24

day of AprilMarch

, 20151

Executive Committee Washington State Transit Insurance Pool

Nick CoveyMark Carlin, President ATTEST: Paul ShinnersBen Foreman, Secretary APPROVED AS TO FORM: Ronald A. Franz, General Counsel

WSTIP Policy Manual Document

Name: Ethics Date Adopted: 4/24/2008

Category: Governance Revision Date: 4-16-15

Page: 1 of 2

Ethics

Purpose To establish a code of ethics for the Pool, its employees, and Member representatives.

Authority Bylaws, Section 20.

Policy Statement 1. It is the policy of the Pool that no employee or Member representative shall use his or her position for

personal gain and, to that end, shall avoid such conflicts of interest including the appearance of

conflicts of interest.

2. All Pool employees and Member representatives shall comply with RCW 42.23, the code of ethics for

municipal officers.

3. No Pool Member representative or employee may be beneficially interested, directly or indirectly, in a

contract, sale, lease, purchase or grant that may be made by, through, or is under the supervision of

the Member representative or employee, in whole or in part, or accept, directly or indirectly any

compensation, gratuity, or reward from any other person beneficially interested in the contract, sale,

lease, purchase or grant.

4. Notwithstanding the foregoing and in the spirit of RCW 42.52.150 which limits gifts to officers and

employees of the state, Pool Member representatives and employees may receive food and

beverages consumed at hosted events where attendance is related to the Pool Member

representative or employee official duties.

Amendment The Executive Committee may amend this policy.

Responsibilities This policy shall be reviewed annually by the Executive Committee.

Policy History Resolution 6-91 adopted June 20, 1991.

Repealer

Resolution 6-91 is hereby repealed.

Passed this 16th day of April , 2015 Executive Committee Washington State Transit Insurance Pool

Nick Covey, President ATTEST: Paul Shinners, Secretary APPROVED AS TO FORM: Ronald A. Franz, General Counsel

2015 Executive Committee Work Plan

Page 1 of 3

Who Jan Feb Mar Apr May June July Aug Sept Oct Nov Dec2016 Jan Feb Mar

1Review efficacy of Committees/Charter and Close Committees Executive Committee * *

2Get closure on Board Development roadmap Staff/EC *

3 Staff salary survey Executive Committee * * * * * * * * * *

4Member Rep Meeting Assessment (stop/start/continue) Executive Committee * *

5Quarterly Board meeting structure: review efficacy Executive Committee *

6 AGRIP accreditation/EC Rep Appointment EC / Tracey 7 Succession Planning EC/Board * 8 Eligibility for EC and Election Process Executive Committee * * * * * * 9 Ron's evaluation/Al's evaluation President/EC * * *

10 Training Coalition appointment EC / Tracey

20 Audit/Finance Executive Committee/Ben * * *

21 Board Development Tom, Sara, Wendi, Diane charter * * * * * * * * * *

22 Emerging Risks and OpportunitiesGreg, Staci, Ed, Ben, Rob H., Rob L., Ken, & Mike

charter * * * * * * * *

23 Governance Nick, Emmett & Paul * * * * * *24 Legislative Committee Nick, Tom, Wendy * * * * * * * * * * *25 Nominations Nick, Emmett & Paul * * * 26 Underwriting Committee Ben, Paul, Nick * * * * * * * * * *

Who Jan Feb Mar Apr May June July Aug Sept Oct Nov Dec2016 Jan Feb Mar

30 Strategic Plan Staff * * * * * * * * * 31 Board Education (WSTIP 101) Staff * * * * * * * * * *

KEY: * = start and SUN SYMBOL = end

Subcommittees

Staff Projects

General Work Items


Page 2 of 3

1 Strive for transparency about the role you are playing.2 Instead of driving an issue, the Executive Committee will work from its work plan to decide what to do.3 Operate under parliamentary procedures.4 Be recognized before speaking.5 Members will come prepared; read materials in advance and participate during the meeting.6 Try not to dominate the conversation; let someone else have a turn.7 Finish the meeting on time.8 No side conversations.9 Show respect by adhering to principles 4 and 8.

10 The President runs the meetings; not the Executive Director.11 The Executive Committee can agree to allocate more time to discuss a topic.12 The Executive Committee decides by majority rule, but strives for consensus. Consensus is defined as the

ability for every Executive Committee member to be able to live with the decision.13 The Executive Committee will flag "hot topics" for members to check in with members on.14 Proposals to the Board are forwarded with Executive Committee endorsement. Proposals that require Board

action, Executive Committee members can share their opinion if they disagree with the Executive Committee's recommendation.

15 The Executive Committee will review their work plan every month and identify what needs to be taken to members.

16 Make sure that communication to the Board is complete.

*Working Principles formed during 2007 Executive Committee Retreat, November 29 and 30, 2007; revised during 2009 Executive Committee Retreat, January 22 and 23, 2009. Reviewed at Executive Committee 2011 Retreat, January 20 and 21, 2011. Revised during the 2012 Retreat. Working priniciples were not changed in the 2014 retreat

Tribal Rules (from January 2012 Retreat)

1 Put the needs of WSTIP first.2 Serve as member representative before taking a leadership role.3 Provide a development track for members.4 Expect people to take a leadership role.5 Everyone who ran for Executive Committee office can come to the Executive Committee retreat.6 No side deals -- raise your concerns with the entire Executive Committee7 Everyone's views are heard. Once Board decision is made, support it.8 Respect the office -- respect the roles each person takes.


Mental Models

Page 3 of 3

1 . WSTIP Board will meet four times per year.2 . WSTIP will offer $20,000,000 in policy limits for Auto/General Liability.3 . All Members will receive the same Loss Prevention Grant amount.4 . All members are assessed on the same rating methodology.5 . The Executive Director will be hired by the Board and evaluated annually.6 . All best practices will be agreed to on a voluntary basis (exception: driver record monitoring).7 . Membership is restricted to Washington State transits of a minimum size and experience history.8 . WSTIP primary purpose is insurance.9 . No rail or ferry coverage will be offered.

10 . General wage increases are subject to the action taken by Intercity Transit.11 . Auto liability rates are determined by mileage and experience.12 . General/Public Officials (E & O)/Property rates are all determined by the actuary with no experience rating.13 . Claims will be resolved in a "fair, equitable and responsible" manner.14 . Subrogation is a value added service and all recovery is returned to the members.15 . WSTIP offices will be located in Olympia.16 . WSTIP/WSTA relationship will be collaborative and mutual.

WASHINGTON STATE TRANSIT INSURANCE POOL

WSTIP

Strategic Plan

AN ORGANIZATIONAL DEVELOPMENT PROCESS

Draft March 2015

2 | P a g e

STRATEGIC PLAN Introduction

Each year the Washington State Transit Insurance Pool (WSTIP) faces challenging issues. Many of these issues are directly related to the diversity of the operations of its members and the challenge of providing insuring and risk management products some of which are in competition with a global insurance industry. The members of WSTIP recognize that they are the best judges of their own operations, and that pooling their financial and knowledge resources offers them a potential level of service not available from commercial insurers. WSTIP recognizes that it must continually use its member knowledge, consultants and professional staff expertise, and sound risk management principles to continuously upgrade its products and services. Mission/Vision Statement-Strategic Objectives

The mission of the Washington State Transit Insurance Pool is simple, broad and all encompassing. The mission is to reduce member agencies cost of risk. The organization’s vision is to be the premier provider of high-quality, cost effective risk

management products and services for its member agencies. Core Values

The mission and vision is derived from the stated core values of the organization, which in turn support the implementation of the mission and vision:

Integrity: Doing the right thing. Member representatives and staff strive to always be honest and

straightforward with each other, operating within the letter and spirit of the law, and utilizing all available tools to recognize, assess, and manage risk.

Leadership: Vision, Focus, and Results. Member representatives and staff have a clear vision of where the Pool is going, focusing resources on Board defined objectives and strategies, developing collaboration skills, and taking on assigned areas of responsibility with a deep commitment to deliver results.

Ownership: We’re all in this together. Member representatives place the interests of the Pool above the interests of their member systems, understanding that all members benefit most when the Pool is successful. This includes accepting responsibility for the entire Pool’s needs, and seeking not only to improve their own systems but others’ as well.

Enthusiasm for Success: Determined to be great. Member representatives and staff are determined to be the best at what matters most. They have a healthy dissatisfaction with the status quo, a compelling desire to improve and excel, and are committed to excellent customer service.

Trust: Good people doing great work. Member representatives and staff respect Pool colleagues, members, and stakeholders, treating them as they would want to be treated. They have confidence in each other’s capabilities and intentions, and believe people work best when there is a foundation of trust.

3 | P a g e

Long-Range Strategic Vision The WSTIP Board has adopted a Financial Target Policy that essentially states…to the maximum extent feasible, in the adoption of the Pool’s annual budget, incorporate allocations and contributions which allow and support an optional self-insured retention for liability exposures of $5 million by 2023. Strategic Planning-Implementing the WSTIP Policy Manual

In addition to the long-range strategic vision of this Strategic Plan lies the WSTIP Policy Manual. The policy manual provides for the Board’s direction in the areas of Foundational documents, Governance, Operations, Finance with measurable outcomes and assigned responsibilities. Rather than engage in a process that is staff and paper intensive and duplicative of the Policy Manual, the WSTIP Board has concentrated on key strategic outcomes and emerging issues focused around several strategic objectives. The broad strategic objectives incorporated herein are ongoing in nature. Each year, supporting operational plans will be developed to focus the staff and membership on continuously improving the outcomes in each broad area. The Board recognizes that its role is to develop the strategic direction contained in the plan and evaluate the organization's efforts to achieve that plan. The strategic and operational objectives are the centerpiece of each annual work plan implemented through the administrative budget. In this respect, the Board has committed to evaluating the progress of the Pool’s Executive Director’s and the implementation of the annual work plan. Strategic Objectives: #1: Improve the efficiency and effectiveness of existing products, services and business practices

A. Products and Services:

Conduct a member satisfaction survey triennially of product and services provided.

Conduct an annual staff review of products and services to determine member utilization, cost of delivery and effectiveness in implementing stated program objectives.

Loss prevention focus:

o Increase mobility device securement on Fixed route and Paratransit Modes -

Through education and products, reduce personal injuries due to the lack of appropriate mobility device securement.

o Reduce at fault rear-end events – Review potential after-market collision avoidance technologies or adaptive braking systems that warn or take action prior to rear-end accident.

4 | P a g e

o Reduce pedestrian strikes – Review potential after-market collision avoidance

technologies or adaptive braking systems that warn or take action to a pedestrian strike.

B. Business Practices:

In addition to the annual actuarial study, the Pool shall undertake a triennial Capital Solvency study to determine and/or recommend the annual reserves needed to achieve the self-insured retention set for the year 2023.

Implement a review every three years of both Mandatory and Advisory Best Practices

with member agencies and report findings to Board. #2: Provide competitive and stable insuring rates

Annually, staff will develop and implement a plan to achieve the current year Capital Solvency Targets as authorized by the Board.

As directed, test WSTIP pricing against the commercial market place to assure price

competitiveness. #3: Develop Staff and Board Resources

Provide an annual new or newly appointed director’s orientation in addition to one on one orientation once an appointment has been made.

Develop and implement a succession and business continuity plan for key executive staff

positions

Provide continuing education opportunities for Board members to expand their knowledge of Pooling and Pool governance.

#4: Develop new products and services to meet member needs

Survey membership on risk management issues and needs.

Evaluate emerging risk exposures, threats and trends, (i.e. cyber liability, changing ridership profile, collision avoidance technology) and develop educational and risk management tools to assist member agencies in addressing them.

Evaluate both traditional (Pool developed and ran) and non-traditional (outsourcing,

partnership, etc.) approach to addressing identified membership needs.

April 9, 2015 TO: WSTIP Executive Committee FROM: Al Hatten, Executive Director SUBJECT: Jeffrey S Ristau Scholarship Update At the last Executive Committee meeting on March 26, a question on the process related to the Jeffrey S. Ristau Scholarship was raised and the request was made to further dialogue the issue at the Executive Committee meeting of April 16. Generally, the issue was on the dispersement of the approved grant to the recipient. Should the funds be sent directly to the individual; the member agency; the approved education institution or after the course is completed and submission of non-reimbursed expenses. Numerous comments at the March 26th Executive Committee highlighted the varying education policies that each agency may have and concerns that the grants may be taxable. The underlying issues may be to clarify the intent of the scholarship and reaffirm the commitment to continue with some possible modifications. /ah

Pictured: Jeff Ristau

We Can Help You Further Your Education!The Washington State TransitInsurance Pool has founded a newcontinuing education scholarship fundin honor of long-term, retired boardmember, Jeff Ristau (formerly ofCommunity Transit).

You may apply for this scholarship ifyou are:

A current employee of any transitagency that is a member of the Pool,AND

Engaged in an accreditedcollege/university, conference or anaccredited continuing education program, AND

Seeking to continue your education in an area that furthers the vision, mission,ethical practices, safety and/or reduction of the cost of risk for public transportationin Washington State.

You may be awarded up to $1,000 per calendaryear.

How You Apply for this ScholarshipInterested individuals mustsubmit the following threethings:

• A letter stating your requestprior to the start date of thevenue or class. Provide yourbiography. Provide an overview

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of your intention of how youwill use your education.

• A recommendation from yourimmediate supervisor ordepartment head.

• A copy of your registration/course description and/or application for attendance.

When to Apply and Other Important DetailsApplications are due by the 15th of each of the following months:February, May, August, and November.

The applications will be reviewed and awards announced the first week of the March,June, September, and December.

A total of 20 full scholarships may be awarded each calendar year. Candidates mayonly submit one application per calendar year. Scholarships will be awarded based onthe requirements above and at the sole discretion of the WSTIP ExecutiveCommittee.

The following areas will be given preference: Public Administration, TransportationPlanning, Public Finance, Risk Management, Fleet Management, and InformationTechnology.

Send your application to:

Jeffery S. Ristau Scholarship c/o Washington State Transit Insurance Pool 2629 12th Court SW Olympia, WA 98502

The Man Behind the ScholarshipJEFFREY S. RISTAUJeff Ristau began his career at CommunityTransit in 1984 and eventually became


Community Transit's chief financial officer. Jeffbecame WSTIP's first president in 1989 and wasinstrumental in the launch of this program. Heserved as president again in 1990 and 1993. Jeffwas also a member of the WSTIP ExecutiveCommittee for 17 of his last 25 years.

During his years of service, Jeff helped WSTIPestablish sound financial practices, ensured wehad long-term economic goals, and demandedhigh ethical standards from the Board, staff, and vendors. Jeff personally emulatedexcellence, encouraged partnerships, demanded accountability from all, and stillencouraged vision and creativity from the Board and staff. Jeff is a graduate ofOregon State University and is a certified public accountant.

Jeff Ristau retired in 2013. His steadfast commitment to making publictransportation better continues on with this scholarship.

©2015 Washington State Transit Insurance Pool | 2629 12th CT SW, Olympia, WA 98502

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April 9, 2015

TO: WSTIP Executive Committee

FROM: Tracey Christianson, Member Services Manager

SUBJECT: Driver Record Monitoring System – Purchase Update

Last year the staff recommended, and the Executive Committee concurred, that a formal Request for

Proposal be done this year for our driver record monitoring system. Our contract with our current vendor,

Data Driven Safety, is coming to an end soon. Also, our contract with the Department of Licensing will be

renewed this year.

With the assistance of Steve Clancy, WSTIP initiated a request for proposal for the service. At the pre-

proposal conference, three different vendors were on the call. We did not receive any questions from any

vendor after the call. About a week after the pre-proposal conference, we received a notice from one

vendor of their intent to withdraw due to the fact they were purchased by another company and they

believed the parent company would be placing a bid.

The closing date for proposals was Friday, March 6. The results were: we received only one proposal

from our current vendor. We met with a user group to review the proposal with them. The user group is

made up of power users of the system representing small, medium, large agencies; vanpool and

employees groups; and the two service levels (basic and premium).

We renewed our contract with the Department of Licensing and we started contract negotiation with Data

Driven Safety on March 24. Although we expected to have something new to report at this meeting, we

have not made any significant progress since our last report.

/tc

April 9, 2015 TO: WSTIP Executive Committee FROM: Tracey Christianson, Member Services Manager SUBJECT: Network Security Services – Purchase Update After the February Executive Committee meeting, a request for proposal was distributed for network security services based on the TO DO items in the Best Practices for the Technology Environment. The pre-proposal conference was held on March 12 and it appears we have six to eight vendors interested in submitting a proposal. We have had lots of questions. The last day for questions to be submitted is March 25. Proposals were due at noon on April 1. Three proposals were received. The following individuals are reviewing and scoring the proposals: Steve Clancy, Geneva Financial Services Chris Chidley, chair of the WSTA Information Systems/Information Technology (IS/IT) Committee and Network Administrator for Skagit Transit Jud Hobbs / Gary Manker, IT Administrators, Island Transit Shaney Edington, IT Administrator, Pierce Transit WSTIP raters: Jerry Spears, Andrea Powell, and myself We have asked the reviewers/scorers to have preliminary results back to us by Friday, April 10. /tc

April 9, 2015 TO: WSTIP Executive Committee FROM: Allen F. Hatten, Executive Director SUBJECT: Coverage Following Member Separation Since September 27, 2013, WSTIP has been engaged in the discussions and possible revisions to the WSTIP Interlocal Agreement (ILA). On September 26, 2014, the WSTIP Board of Directors approved the revised ILA to be submitted to all member transit boards for their concurrence and conscription. The requirements for passage is set in the ILA as follows: Section 10. Amendment.

a. The governing boards of the Members may adopt amendments to this agreement. b. No amendment shall be adopted without at least three-fourths affirmative vote of all

governing boards. c. The Pool shall provide notice of any proposed amendment to the governing boards of the

Members as specified in the bylaws. To date the following transit members have agreed to the terms and conditions as presented to their respected governing boards on the following dates:

Asotin 11/12/2014 Kitsap 1/6/2015 C-Tran 11/18/2014 Link 1/22/2015 Clallam 10/20/2014 Mason 10/21/2014 Columbia 12/30/2014 Pacific 11/18/2014 Community 12/4/2014 RiverCities 11/12/2014 Everett 2/12/2015 Skagit 1/20/2015 Grant 11/20/2014 Twin 12/18/2014 Grays Harbor 2/10/2015 Valley 11/20/2014 Intercity 4/4/2015 Whatcom 11/24/2014 Island 10/17/2014 Yakima 1/21/2015 Jefferson 11/4/2014

The amended ILA has now been approved by the required super-majority of members and is, therefore, now in effect. However, in the course of the approval process several members have asked if the coverage provided by the Pool continues following separation from the Pool. The quick answer is “yes.”

Section 1. Coverage Agreement A. Coverages

1. The Pool will pay those sums which the member or additional covered party becomes legally obligated to pay as damages arising from the following activities or events: a. Coverage A. Bodily injury and property damage liability

Damages from bodily injury or property damage caused by an occurrence that takes place during the coverage period.

b. Coverage B. Personal injury and advertising injury liability Damages from personal injury or advertising injury caused by an offense that was committed during the coverage period; Provided, the total limit available for any loss involving more than one line of coverage shall be no greater than the highest limit available for the lines of coverage involved.

c. Coverage C. Contractual liability Damage arising from contractual liability arising during the coverage period.

Separation does not change or end the benefits, burdens, terms, or conditions of coverage as set forth in the coverage documents issued by the Pool to the member prior to their separation. Coverage will be determined in the usual way through the examination of the terms and conditions of coverage as contained in the coverage documents. This includes all claim reporting obligations. No coverage will be renewed for a separated member as evidenced by this section of the Interlocal Agreement: Section 14. Withdrawal of a Member.

a. A Member may withdraw from the Pool only at the end of a fiscal year by providing at least six month’s written notice thereof. No Member may withdraw for thirty six months after joining the Pool. Following withdraw a former Member may not rejoin the Pool for thirty six months.

b. The withdrawal by a Member shall not affect the validity of this agreement with respect to the remaining Members.

c. Upon withdrawal, a Member shall have no further obligations to the Pool nor shall it be entitled to any portion of the Pool’s assets or equity; Provided, the withdrawing Member shall pay all of its pending contributions and assessments.

/ah

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April 9, 2015 TO: WSTIP Executive Committee FROM: Al Hatten, Executive Director; Jerry Spears, Deputy Director;

& Tracey Christianson, Member Services Manager SUBJECT: Executive Management Staff Report – April 2015 WSTIP INTERLOCAL AGREEMENT AND MUTUAL AID AGREEMENT With the exception of Ben Franklin Transit, Pierce Transit, Spokane Transit Authority and City of Pullman/Pullman Transit, all others have signed the new Interlocal Agreement. It’s anticipated that Spokane Transit Authority and Pullman will go forward once the Executive Committee has reviewed the language of a proposed communication from the Executive Director affirming that coverage following a member’s separation will continue for the coverage periods previously paid. No word from Ben Franklin Transit on when they would execute the new Interlocal Agreement. In related news, 12 member transits have also signed the mutual aid agreement. JEFFREY S. RISTAU SCHOLARSHIP The WSTIP Executive Committee will review the terms, conditions and process of the JSR Scholarship as a separate agenda item. WSTIP STRATEGIC PLAN The draft WSTIP strategic plan was presented to the Executive Committee on March 26 and will be discussed as a separate agenda item. WSTIP STAFF SALARY SURVEY All the WSTIP staff job descriptions have been sent to HRAnswers. They are available for review by any interested party. PROPOSED BYLAW CHANGES The Executive Committee will be discussing a proposed change to the WSTIP Bylaws that may refine the filling of vacated officer’s positions during the unexpired term remaining as a separate agenda item. UPCOMING WSTIP MEETINGS 2015 May 28 – Executive Committee Meeting in Olympia June 25 & 26 – Executive Committee and Quarterly Board Meeting in Spokane July 30 – Executive Committee Meeting in Olympia August 27 – Executive Committee Meeting in Olympia

September 24 & 25 Executive Committee and Quarterly Board Meeting in Wenatchee (Claim Jumper Invitational on September 24th)

October 14 – Executive Committee Meeting in Olympia December 10 & 11 – Annual Meeting - Olympia

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STAFF/MEMBER REP OUT-OF-STATE TRAVEL 2015 April 22 – 24 GEM Board meeting – Washington DC

June 7 – 10 – PRIMA/AGRIP Conference – Houston, TX July 22 – 24 GEM Annual Meeting and Summit – Portland, OR August 2 – 5 - AON Risk Pooling Symposium -The Ritz-Carlton - Naples, FL August 9 – 12 – AGRIP CEO and Senior Staff Institute - Coeur d'Alene Resort, ID

September 14 – 16 – CAJPA Annual Conference – Lake Tahoe, CA October 4 – 7 – AGRIP Fall Educational Forum – Chicago, IL October 28 – 30 GEM Board meeting – Newport, RI 2016 February 9 – 12 – GEM Board meeting – Clearwater, FL March 6 – 9 – AGRIP Governance and Leadership Conference - TBA April 20 -22 – GEM Board meeting – Washington DC MEMBER SERVICES ACTIVITIES Reasonable Suspicion Drug and Alcohol Training for Supervisors – Chris is teaching Reasonable Suspicion Drug and Alcohol Training for Supervisors at Yakima Transit on April 22 and 23. Please contact Joanne Kerrigan or Chris DeVoll if you need more details. Risk Profiles and Annual Report – We have started working on the Risk Profiles and the Annual Report. This two publications should be ready for distribution by the June Quarterly Board meeting. Joint Pool Training: Protecting Your Organization from Computer Crime – WSTIP is working with other public risk pools (Washington Cities Insurance Authority, Enduris, and the Washington Counties Risk Pool) to bring a nationally-recognized speaker on cyber-crime to our state. Michael Bazzell is assigned to the cyber-crime unit of the FBI and will be discussing “How to protect your organization from computer crime.” There are two identical sessions offered on April 22, one in the morning and one in the afternoon. This is a free training for all WSTIP members so I hope you will join us and/or bring/send additional interested individuals from your organization (all WSTIP members are free). If you have friends in the IT industry that are interested (and they are not a member of any of the other participating risk sharing pools) they can attend the seminar at a cost of $100 ($150 after 3/1/2015). You MUST register in order to attend. Registration is being handled by one of the other risk sharing pools. Go to www.enduris.us and click on seminars to register. CLICK HERE for a flyer with all the particulars that you are welcome to share with other colleagues or other groups. **LOSS PREVENTION CAMPAIGN: NETWORK SECURITY** Best Practice for Mobility Device Securement – The loss prevention staff have drafted the Best Practice for Mobility Device Securement and have asked for feedback from internal staff members, legal counsel, and our friends at the Ohio Transit Risk Pool. Chris DeVoll has met three times via conference call to seek feedback from a subject matter expert group to review the best practice. Committee members include Barbara Hays, Ben Franklin Transit; Clint Wetzel, Clallam Transit; John Koschnick, Jefferson Transit; Linda Durden, Link Transit; Tim Ball, C-Tran and Rob LaFontaine, Twin Transit. We expect to present a DRAFT of this best practice next month. **LOSS PREVENTION CAMPAIGN: SECURING MOBILITY DEVICES**

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CLAIMS WSTIP has currently 385 open files with total reserves of $10,605,336. Most claim files are from the last three to four years. 2011 is the most significant loss year in the last several years. There has been a lot of adverse development in 2011. We have potentially three large claims pending from 2011. Mediation was just held on Fassel vs. Pierce Transit. This is the wheelchair/MS case. We did not settle at mediation. However, we are very close. We also have the Anderson v. Pullman trial in June of this year. This is a 2011 case as well. At your June meeting, we plan to brief the Executive Committee extensively on the Spokane Transit case involving joint and several liability. We have potentially one large claim in 2012 and we have two potential large claims in 2014. The WSTIP Claims Coordinator conference will be held June this year. More information will be coming out shortly on this event.

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CHARTER

for BOARD DEVELOPMENT POLICY COMMITTEE

Group name—Board Development Policy Committee Purpose—The Committee shall consist of the Executive Committee member representatives and the at-large representative to develop and review the Board’s continuing education and orientation program, new member representative minimum requirements/obligations/expectations and a list of out-of-state training opportunities to be submitted to the Executive Committee for consideration.

1. On an as-needed basis the committee will review and advise on all potential Board development agendas, out-of-state training opportunities, quarterly board meeting themes, and conferences.

2. With respect to new educational/leadership training opportunities, the Committee will provide its guidelines and recommendations to the Executive Committee.

3. The Committee will be responsible for the review and updates, as necessary, to the Board Development Policy. Any and all changes may be submitted to the Governance Policy Committee prior to any actions required by the Executive Committee as directed.

Boundaries

1. This shall be a standing committee. 2. This is an advisory committee to the Executive Committee. 3. The Committee shall actively offer its assistance to other committees in the development of new

governmental policies. 4. The Committee shall consist of the member representatives representing small, medium and large, and

the at-large member representativeall appointed by the Executive Committee. The Executive Director, or his/her designee and the General Counsel shall serve in an advisory capacity.

Operating principles

1. All members are expected to attend all meetings. 2. Meetings shall be chaired by the at-large member representativean elected member of the committee

as needed. 3. The committee shall meet at least semi-annually and as often as necessary. The time and place of

meetings shall be determined by the chair. 4. The Pool’s staff shall provide support to the Committee. 5. The Committee shall seek to decide all matters before it by consensus. If, in the judgment of the chair,

a consensus cannot be achieved there shall be a vote on the matter by the member representatives. If there is a tie vote between the member representatives, the competing positions shall be presented to the Executive Committee.

6. The chair or designee shall be responsible for producing an agenda for each meeting. Authorization

1. The Executive Committee authorizes this committee and the Committee shall report to the Executive Committee.

2. All Pool members, staff, providers, suppliers, and all public and private third parties with which the Pool does business are impacted by the Committee’s work because the Committee has a significant role in the development of the policies which govern the Pool.

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Governance Committee Charter History Executive Committee Approval: April 18, 2013 Revisions/Review of Charter: DateApril 7, 2015

2015-04-16 wstip ec packet - cdn.ymaws.com · 16.04.2015 · clark-getzin, o’regan, and crouch....

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