Claims Reporting

All member districts have a duty to report all losses and claims, actual or potential, against the district in a timely manner. The JPA has a duty to report all losses and claims, actual or potential, in a timely manner to the other programs in which it participates.  Timely and accurate reporting, investigation cooperation and open communication with the NCSIG and the NCSIG’s claims administrators, adjusters or investigators, are essential to ensure that each case is managed appropriately and the outcome of the claims process is not prejudiced. Members shall immediately notify the NCSIG JPA of all claims or situations that may or are likely to develop into a claim.  All JPA members have a $1,000 per occurrence claim deductible with the JPA, unless the district has elected a higher level. 

Member duties in the event of a loss, or with situations that may or are likely to develop into a claim are as follows:

• Immediately report the claim or potential claim to the JPA Risk Manager or Executive Director. Any claim or potential claim that is reported more than 30 days from the date of discovery may be denied for timely filing. Any appeals to this requirement may be made to the JPA Board of Directors in the case of a claim denial.
• Working with the Risk Manager or Executive Director, determine if the district would like to proceed with filing a claim. As each claim situation is unique, it is appropriate to have a discussion with the JPA before filing a claim. A district’s desire to not file a claim does not remove the requirement to report it to the JPA.
• Upon agreement of filing a claim, submit a claim form to the JPA or provide legal paperwork that legally establishes a claim (such as lawsuit) and provide a detailed statement of the loss. If there is supporting documentation available, include that in your submission.
• Comply with all requests for information, investigations, site inspections or other means necessary to adjudicate the claim. This includes, but is not limited to, such parties as staff of the JPA, claims administrators or third-party investigators who request to inspect damaged property or district records.
• Immediately take all reasonable steps to protect district property from further damage or limit further liability.
• Keep detailed records of all expenses and actions that may be suitable to assist claims adjusters in the adjudication of the claim.
• Failure to comply with the above duties may result in a claim denial.

It is important to note that members should also review the claims obligations set forth in the Northern California Regional Liability Excess Fund Memorandum of Coverage, which is provided annually to JPA and NCR members and available 24/7 online at www.norcalrelief.org.