“Bring It or Buy It” Lessee Insurance School Based Leased Training August 2015

Updates and Reminders! New PBSD Form 1915 for FY16 Updated certificate of insurance requirements Commercial Automobile coverage requirement Participant coverage requirements Non Profits: Lease can only be signed by a corporate officer listed on the entity's latest corporate filing, or require the person signing on behalf of the entity to provide a corporate resolution from the entity authorizing the person signing to do so on behalf of the entity. Insurance must match the lease. 2

Bring It or Buy It – Lessee MUST be insured! Although the school center may waive fees, as they deem appropriate, insurance requirements may not be waived: No Exceptions. Lessee’s have two options. 1. They can purchase Insurance coverage from the District. 2. They can bring their own insurance coverage with proof in the form of a Certificate of Insurance. 3

Purchasing District Coverage - Vendor’s Liability  The Vendors Liability Bulletin provides procedures to all Principals regarding the purchase of liability insurance for organizations (tenants) who are leasing School District Facilities.  This Bulletin was updated July 2015, there were minimal changes. 4

Purchasing District Coverage - Vendor’s Liability  Schools should record, in internal accounts, all premiums collected from the lessees who purchase Vendors’ Liability insurance. See the Bulletin for the fund account strip.  Insurance premiums collected should be submitted monthly on a Remittance form (PBSD 0150) to the Accounting Services Department.  On the Remittance Form, check “Event Insurance” and attach the check to the Form. 5

The Insurance Coverage  The Vendor’s Liability coverage is General Liability and covers the lessee for primarily Premises Operations.  Premises Operations provides insurance for any hazards that are likely to occur, or might cause harm to the District’s premises. 6

The Insurance Coverage Exclusions ( Things that are not covered)  Athletic Sports Participation  Special Events Liability  Unscheduled Activities/Events Please see the full list in the Bulletin 7

Rate Schedule  The rate schedule is divided into Classes of events (Page 4 of the Bulletin). Daily Rates  Class I – Low Hazard Events  Class II – Medium Hazard Events  Class III – Moderate Hazard Events  Class IV – High Hazard 8

Rate Schedule  Athletic Leagues (except football)  Note: this is spectator liability only!! There is no participant coverage.  Football/Individual Leagues  Note: this is spectator liability only!! There is no participant coverage.  Social Groups and Civic Clubs  Rates can be; weekly, bi-monthly, monthly, annually 9

Vendor Liability Insurance Report  The Vendor Liability Insurance Report (PBSD Form # 1915) must be completed and submitted to the Insurance Specialist Shannon Armstrong  This is form is for all lessees who wish to purchase the Vendor’s Liability Insurance. 10

PBSD Form 1915 Has been updated  Please refer to your hand out for a copy of the PBSD Form

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Bring It - How to Check Lessee’s Certificates of Insurance  If a lessee provides their own insurance instead of purchasing the Vendor Liability insurance from the District, sites will need to verify the insurance the lessee provides is appropriate.  Please refer to the hand out for the numbered checklist the coincides with the sample Certificate of Insurance. 13

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Workers Compensation Insurance May be required IIt is required only if Lessee will have employees engaged in work and on the premises under this Agreement.  Workers compensation and employers liability are in accordance to and in compliance with Chapter 440, Florida Statutes. WWC will need to be marked on the certificate of insurance with subrogation waived and the WC Statutory limits of $500,000/$500,000 OOr provide a letter of exemption. 15

Commercial Automobile Coverage  Proof of commercial automobile coverage is required only if bringing automobiles on School Board property as part of an event.  Automobile liability if applicable, needs to be properly marked in the additional insured box as well as subrogation waived.  The combined single limit is a minimum of $500,000.  Please note that in some instances the proof of coverage will be submitted from a different carrier on a separate certificate of insurance. 16

Participant Coverage Commercial General Liability coverage typically excludes “Participant Coverage” Directly from the policy it states as an exclusion: 1. If the lessee is using our facilities for any type of Athletic Activity or High Risk Activity, we will also require Participant Coverage. 2. The limit for this coverage is $ 25, Examples are; soccer tournaments or practice, swim and gymnastic meets, tennis tournaments, and dance/cheer competitions, dance recitals. 17

How to Report a Claim for Vendor Liability IIf you learn of an incident that happened while your facility was being “leased” by a Vendor, you must report the incident to Risk Management. CClaims reporting for Vendor Liability or any Lessee should be done on the Student or Visitor Accident Report (PBSD 0335). This form is accessed through e-forms and it is automatically routed to Risk Management. 18

How to Report a Claim for Vendor Liability  Be prepared to have the date, time and location of the loss, details of the incident/accident and name, address and phone numbers of involved parties.  Property Damaged to rented/leased premises must be reported to the Insurance Specialist and your FMC.  If applicable, please retain the name of law enforcement agency or fire department along with the incident/report number. 19

Frequently Asked Questions What happens if I have turned in the Form 1915 and it has been approved and the Event date changes? Answer: As long as the # of days, Class level and premium remain the same, please the Insurance Specialist with the event date change for the records. 20

Frequently Asked Questions What happens if the lessee has paid for the vendor insurance and then cancels the event? Answer: There is NO refund. Once the lease is completed there is no refund for cancelled events for insurance premium paid. 21

Frequently Asked Questions What happens if we discover that the Lessee name is incorrect on the Form 1915 and it has already been approved? Answer: Please notify the Insurance Specialist and I will delete the old form and the school site should create a new form with the correct name for approval. 22

Video Clips   IrG9wqY IrG9wqY  cC6MXBY cC6MXBY 23

Additional Information  Lease Forms – Planning and Real Estate Department at PX  Internal Accounts – Accounting Services Department at PX  Insurance Questions – Risk and Benefits Management at PX

Thank you! 25