[HISTORY: Adopted by the Town Council of the Town of Rocky Hill 10-7-1985 by Ord. No. 131-85. Amendments noted where applicable.]
The procurement, management and control of all insurance and bonding requirements, other than employee benefits, and unless otherwise provided for by law, for the Town of Rocky Hill shall be vested in an Insurance Committee consisting of three electors of the Town who shall be appointed by the Town Council, but not more than two of said electors shall be members of the same political party.
The term of office of the members of the Insurance Committee shall be for three years, from January 2 of the year of appointment. With the adoption of this chapter, one member shall be appointed for a term ending January 1, 1987; another member shall be appointed for a term ending January 1, 1988; and the third member for a term ending January 1, 1989. Each succeeding appointment shall be made for terms of three years. In the event that a vacancy occurs before the expiration of the term, the Town Council shall fill such vacancy for the unexpired term with a member of the same party.
Any appointed official or employee of the Town of Rocky Hill who receives compensation for the performance of the duties of such office, or any elected official, shall be ineligible for appointment on such Insurance Committee. The Committee members shall be appointed based upon their knowledge and experience in the field of property and casualty insurance.
The Insurance Committee shall not enter into any contract or agreement wherein the Town of Rocky Hill shall assume any contingent liability.
The Insurance Committee shall have the following duties:
The placement, amendment, renewal and cancellation of coverage on all insurable Town risks which, in the Committee's opinion, are required in order to protect the Town adequately against loss or damage.
The maintenance of adequate records for all of the Town's insurance.
The approving for payment of all insurance premiums.
The proper filing and prompt processing of all insurance claims for, against or in behalf of the Town.
The analyzing periodically, and at least annually, of the insurance needs of the Town to determine whether adequate, proper and up-to-date coverage is being provided.
The preparation of an annual budget request in consultation with the Agent of Record for submission to the Town Manager on or before February 15 of each year.
The appointment of an Agent of Record for a term not exceeding three years, and running from January 1 of the year of appointment. The fee paid to the Agent of Record shall be subject to negotiation between the Town and the Agent. The Agent of Record shall be selected based upon his experience, staff capability, availability, volume of business, knowledge of the Town and maintaining an office within a twenty-five-mile radius of Rocky Hill. The Agent of Record shall be selected based upon public advertising to seek candidates and prior to seeking bids from carriers for insurance coverage. The Committee may, in its discretion, request the Agent of Record to continue to service any policy which he issued beyond his term of office.
In obtaining needed coverage, the Committee shall see that coverage is obtained at the lowest possible cost, commensurate with achieving a proper level of service, by whatever means the Committee deems advisable. The use of sealed bids shall be required in seeking candidates for appointment as Agent of Record and for obtaining proposals for various insurance coverages. The award of bid need not be to the lowest bidder, but shall be made in the Town's best interests.
All insurance policies, bonds and similar and related documents shall be kept on file in the office of the Director of Finance. All of these documents shall be retained in accordance with schedules established by the Examiner of Public Records, State of Connecticut.
Annually, a statement of coverage, showing values and limits, shall be filed with the Town Council and Town Manager.
Employee benefits, such as group insurance and retirement plan, shall be under the jurisdiction of the Town Manager and not the Insurance Committee.
The Committee may, when in its judgment the Town's interests will best be served, waive the requirement to obtain sealed bids, setting forth in its minutes the specific reasons for this waiver.
Bids received for insurance coverage shall be evaluated based upon cost, service reputation, experience in the field and the capability for prompt processing of claims.
The Committee may, when it deems necessary, select and engage a consultant to prepare bid specifications and provide such other services as it deems advisable, provided that moneys are available to pay for said services.
Public written advertisement in a newspaper having circulation in the Town is required in seeking proposals for the Agent of Record, insurance coverage (unless waived in § 26-10 above) and consulting services.