Question 1

History of the Pool

Accepted Answer

OTRP was formed in 1994 to provide property and casualty support.

Question 2

Controlling Legal Documents

Accepted Answer

OTRP is formed under Ohio Revised Code Section 2744.081.
OTRP is governed by by-laws (https://b9479b0c-9b11-4e68-aca9-3d7f0ea682d3.usrfiles.com/ugd/b9479b_511ff2fcc4cc450d82c52010451f83a9.pdf)which were last amended in 2007

Question 3

Who is a Trustee

Accepted Answer

In all cases the voting trustee is the Executive Director of the transit.  Alternates are normally selected by the Member from Risk Management and Finance.  For all positions, the Transit Board must pass a resolution designating their voting member and alternates.  A Sample of this resolution can be found here.(https://b9479b0c-9b11-4e68-aca9-3d7f0ea682d3.usrfiles.com/ugd/b9479b_5aff81ff159d4c0e9ae7a4acfaa3e879.doc)

Question 4

Who Has a Vote

Accepted Answer

Each member of OTRP may designate a voting trustee and multiple alternates to serve in their absence. Members must be present to vote and cannot vote remotely unless allowed by Ohio Law. If multiple trustees are present from the same entity one individual should be identified to vote for that member during that meeting.

Question 5

Board Officers

Accepted Answer

The Board Elects five positions:  President, Vice President, Treasurer, Secretary and the CEO as non-voting Assistant Treasurer.  Elections occur at the first regular meeting and once the vote occurs their term immediately begins.  Vacancies shall be filled by the Board. To view the past and present nominating committee and officers click here.(https://b9479b0c-9b11-4e68-aca9-3d7f0ea682d3.usrfiles.com/ugd/b9479b_35e05524939e43158629a4a65a82fc37.pdf) The duties of each position are outlined by the by-laws.(https://b9479b0c-9b11-4e68-aca9-3d7f0ea682d3.usrfiles.com/ugd/b9479b_511ff2fcc4cc450d82c52010451f83a9.pdf)

Question 6

What are the official committees of the Board

Accepted Answer

The President of the OTRP Board may create committees of which the President of the Board appoints the Chair and Members.  Currently OTRP has two committees, the Nominating Committee (https://b9479b0c-9b11-4e68-aca9-3d7f0ea682d3.usrfiles.com/ugd/b9479b_591b75ca170045e8913f30b73225aa5b.pdf)and the CEO Review and Contract Committee.  OTRP occasionally fills other committees such as Governance if the need dictates.

Question 7

Board Governance Policies

Accepted Answer

The OTRP Board of Trustees has adopted a wide range of Board Policies which control the operation of OTRP.  All policies are located with Govenda (https://www.govenda.com/)under OTRP Documents.

Question 8

Staffing and Internal Operations

Accepted Answer

OTRP grants the authority to the CEO to hire staff at will within budgetary authority.  Job Descriptions are routinely reviewed and disclosed yearly through the budget document.  Staffing and success are outlined through the 10 year Staffing Plan.(https://my.visme.co/view/mxy04x8j-4qk5y7m1397j5r1v)

Question 9

Board Meetings

Accepted Answer

Regular Board Meetings occur in March, June, September and November.  All other meetings are to be called a “Special Session”.  September is traditionally an overnight Strategic Planning Meeting.

Question 10

Board Packet Delivery

Accepted Answer

Board Packets are delivered through Govenda (https://www.govenda.com/)an on-line Portal and are published one week before the meeting.  Any changes made after that time are noted in the agenda under “Errata”.

Question 11

Marketing

Accepted Answer

OTRP Participates in OPTA as a vendor along with APTA.  OTRP also budgets funds to support a small amount of funds for safety and other visible efforts.  No fund raising or other entertainment activities are sponsored by OTRP.

Question 12

Association of Governmental Risk Pools (AGRiP)

Accepted Answer

OTRP participates in the Nationwide Association of Risk Pools.  We participate in Recognition, a self-audit program for pool operations and best practices..  AGRiP also offers in person and on-line training programs for staff and conferences for Pool Trustees and Staff.  Click here (https://www.agrip.org/home)to access the AGRiP site.

Question 13

Trustee Travel

Accepted Answer

OTRP pays for trustees' attendance at AGRiP and occasionally other travel opportunities.  The OTRP Board has not funded mileage to and from Board Meetings.  All overnight travel is covered.  Click here (https://b9479b0c-9b11-4e68-aca9-3d7f0ea682d3.usrfiles.com/ugd/b9479b_5fe6e473bb474bcaaedca69fd933b9ea.pdf)for the Travel Policy.

Question 14

Audit

Accepted Answer

OTRP is required by statute to file a fiscal audit yearly.  Our auditor is obtained through an RFP issued by the Ohio AOS and an independent company is retained through this process.  Click here (https://b9479b0c-9b11-4e68-aca9-3d7f0ea682d3.usrfiles.com/ugd/b9479b_35f01ceea38b4d228014f2d8d5687a75.pdf)for our latest audit.

Question 15

Annual Report

Accepted Answer

OTRP creates and publishes an Annual Report for Marketing Purposes.  This document can be found on our website.

Question 16

Member Contract Legal Assistance

Accepted Answer

OTRP can provide limited contract legal assistance to members, especially in the area of Risk Management or items that could lead to litigation in the future. Any member wishing to utilize this service should contact the OTRP CEO for these resources.

Question 17

Management of Other Organizations

Accepted Answer

OTRP holds contracts to allow staff a portion of their time to manage separate organizations.  Staff impacted tracks their time through software and management reports are given quarterly.

Question 18

OTRP Vendors

Accepted Answer

OTRP retains services under contract.  RFP’s are filed periodically and the Board approves all  services.  The CEO has some contracting authority under the CEO contracting policy.(https://b9479b0c-9b11-4e68-aca9-3d7f0ea682d3.usrfiles.com/ugd/b9479b_d3556aa9d76b47eb8dfe8cec638072f8.pdf)

Question 19

Workers Comp Savings Group

Accepted Answer

The Group-Retrospective-Rating Program is a performance based incentive program in which BCW certified sponsors create groups of employers who manage safety and claims to achieve lower premiums.  Members continue to pay their own individual premiums and have the opportunity to receive retrospective premium adjustments based upon the combined performance of the group.

Any OTRP member who is fully insured for Workers Compensation may voluntarily join the OTRP Retro Rebate group.  The group shares a group administrator and claims administrator.  Rebates are calculated and received directly from the Bureau of Workers Compensation.

Operational Overview