Litigation and Insurance Committee Meeting - September 30, 2025
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Litigation and Insurance Committee Meeting - September 30, 2025
This was a regular meeting of the City's Litigation and Insurance Committee, held on September 30, 2025. The committee discussed upcoming insurance policy renewals that will fall due between this meeting and the next scheduled committee meeting, which has been delayed due to a holiday cancellation.
Consent Calendar
- Minutes Approval: The minutes of the previous meeting were approved by unanimous consent (motion and second).
Discussion Items
- Insurance Renewal Forecast: Ms. Holmes presented an overview of insurance policies that will need renewal between the current date and March 31, 2026. Key policies include:
- Workers' compensation (Millennium Risk Management), approximately $400,000 last year, renewal needed before February 1, 2026.
- Professional liability coverage (NDAA) for the city attorney's office, approximately $8,300 last year, renewal by early February 2026.
- General liability and property coverage, approximately $1.9 million, renewal toward the end of February 2026.
- Flood coverage for the amphitheater, approximately $17,000, renewal in mid-March 2026.
- An additional security-sensitive policy that renews in the fall and is typically briefed in executive session.
- Meeting Schedule Changes: The next regular Insurance Litigation Committee meeting is scheduled for December 30, 2025, but has been canceled due to the holidays, pushing the next meeting to March 31, 2026. Committee members expressed concern about the gap, and Mr. Tiner and Mr. Busby supported scheduling a special called meeting to review pricing before the renewal deadlines.
- Special Meeting Consideration: Several members (Mr. Tiner, Mr. Busby) discussed the need for a special meeting to review the actual premium quotes. Ms. Holmes noted that she has typically handled renewals by consulting with the chair and vice chair individually, but the committee expressed a preference for a formal special meeting. A consensus was reached to schedule a special called meeting, likely in early to mid-January 2026, to accommodate the renewal timeline.
Key Outcomes
- Minutes Approved: The minutes of the prior meeting were approved.
- Special Meeting Planned: The committee agreed to schedule a special called meeting of the Litigation and Insurance Committee, likely in early to mid-January 2026, to review and vote on insurance renewal pricing and coverage details.
- No Formal Vote: No formal motion or vote was taken on the insurance renewals themselves; the discussion was informational and preparatory.
Meeting Transcript
So move. Second. Second minutes approved. Okay, Ms. Holmes. Yes, sir. Good afternoon, Mr. Chairman. I believe that this committee has become accustomed to what we will actually cover uh on today's committee agenda are the insurance items that I expect to come up for renewal between now and the next insurance litigation committee. So the next insurance litigation committee is actually scheduled to be on December 30th of 2025. That meeting has been canceled due to holidays, and so this committee will actually not meet until March the 31st of 2026. Okay. As you can imagine, we have a number of items that will come up between now and then. Uh sometime before February the first, we will have our uh our millennium of millennium risk management workers compensation policy that will come up. Our uh that is you said management risk. Yes, very that's our workman's comp policy. That's it's a around 400,000 last year. Um again by the beginning of February, we will have uh the NDAA liability policy. That is our uh professional liability coverage in the city attorney's office. Uh that was uh eighty three hundred dollars last year. Um in uh towards the end of February, so we will start working on that as actually being worked on here now in the fall. Uh we will have what is our big policy, that's our our general liability property uh coverage that's about 1.9 million, and then in uh mid-March we have our flood coverage for the amphitheater. The uh the premium on that is about 17,000 dollars. There is an additional uh policy that's more security sensitive uh that renews this fall that we typically brief counsel on in executive session. So here is there a list that we can see actually, Scott. Uh I can I can I can provide you. Or is that okay because I'd I'd like to see that. Yes. And is there that's a lot. So is I see if there's what increases there are or yes sir. And of course, I know we have to have all of these, but it is yes, sir. We don't we don't have the new quotes for for each of these. If we had the new quotes, I'd bring them before. Why would we not simply since uh the December 30th, and my memory is this committee is like the fifth Tuesday of every month, yes. Which falls on a blue moon. Why would we not simply rather than go from September to March without a meeting, why would we not simply schedule a special meeting the week following? We we we certainly can and what I have what I have done in the past if the as these have come out come up. I've reached out to Mr. Tiner and yourself, I would I believe as well, Mr. Busby, to determine if it's something y'all wanted to have a special call to this or just put on finance. And most of these uh I think we agree, you know, you you y'all probably don't want a specially called meeting to renew our professional liability. We've got the workers' comp, which is in the four to five hundred range. Yes, sir. It was 394 last time. What are the other big ones? Uh the the uh the only other one that is even over uh even over 20 is the is the big our big policy, our big liability property policy, which is 1.9 big. I I think I I'd like to make a motion for a special called session sometime between now and March when they can hear the pricing. I would too actually. What um would you just suggest something before the end of the year? Well, I would look to the city floor going to the next year.
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