Insurance Committee Meeting Planning Checklist

Name the specific decision the committee must make: bind/decline a referred risk, set or move a reserve, approve a renewal strategy, or sign off on a compliance attestation. A meeting without a named decision drifts into a status update — block these on the calendar before booking attendees.

Underwriting referrals need the account underwriter, the line-of-business manager with binding authority, and (for above-authority) the carrier referral underwriter. Large-loss reviews need the adjuster, examiner, claims manager, and where indicated, SIU and coverage counsel. Don't schedule without confirming the authority-holder will attend — otherwise the meeting can't decide.

Renewal strategy meetings should land 60–75 days before expiration so non-renewal notices (45–60 days in NY, 45 days personal auto in CA, 45–120 days in FL) can still be issued cleanly. Claims reviews on Texas Chapter 542 first-party claims must respect the 15-business-day acknowledgment and decision windows.

Send agenda, pre-read, and the named decision at least 48 hours ahead. Mark anything containing NPI as confidential and use the secure portal — not email — for loss runs, claim narratives, and dec pages.

Five-year loss runs from each appointed carrier — Applied Epic, AMS360, or EZLynx export. Confirm the carrier's portal data matches the AMS; mid-term endorsements not yet posted are a common gap.

Underwriting referrals: ACORD 125/130/140, supplementals, SOV, prior carrier loss runs, current dec page. Large-loss reviews: FNOL, recorded statements, reservation-of-rights letter if issued, reserve worksheet, and any subrogation notices on file.

SSNs, dates of birth, driver's license numbers, and protected health information must be redacted before sharing with non-Covered-Entity attendees. Under NYDFS Part 500 and the NAIC Insurance Data Security Model Law, vendor and outside-counsel access counts as third-party processing of NPI.

Pull the carrier's current binding authority document. Confirm the line, hazard grade, premium ceiling, and state are within authority before the meeting — otherwise the committee will need to refer up regardless of the underwriting merit.

For any large-loss claim with potential bad-faith exposure or an outstanding reservation of rights, confirm coverage counsel is invited and a litigation hold is in place before discussing claim handling on the record. Premature destruction of the claim file is discoverable spoliation.

Use the company-managed Zoom or Teams bridge with MFA enforced, not a personal account. Part 500 §500.12(b) MFA scope covers any external network access to internal NPI — including outside counsel and TPAs joining remotely.

The decision-recorder is separate from the scribe — their job is to capture each named decision, the authority-holder who made it, and the rationale. This is what flows back into the UW notes or claim diary, and what a market-conduct examiner will look for if the file is pulled.

If any portion of the meeting will be recorded and may include statements from an insured or claimant, confirm the consent script matches the state's one-party or two-party rule. An undisclosed recording is inadmissible and supports a bad-faith claim.

Dry-run the screen-share that will display the loss runs or claim file. Common slip: a presenter shares the full desktop, exposing other accounts' NPI in adjacent windows or browser tabs.

Decision memo names the decision, the authority-holder, the conditions (e.g., subject to signed application, prior-acts exclusion, $25K SIR), and the owner of each action item with a due date. Attach to the AMS account and the carrier file.

Reserve changes go into ClaimCenter or the equivalent claim system within the carrier's defined cadence (typically 30/60/90). UW decisions land in PolicyCenter or the AMS account notes. Compliance attestations log to the WISP or Anti-Fraud Plan binder.

Above-authority referrals to the carrier; excess-tower notice when reserves cross 50% of the primary; SIU referrals on red-flag claims; SERFF filing prep if a rate or form change was approved. Each has its own clock — set the next meeting before this one closes.

Most P&C policy and claim records run 5–7 years; workers comp can be 10+ or life-of-claim given lifetime medical exposure. Premature destruction is discoverable spoliation. Confirm the archive lands under the right retention class before closing the run.