Insurance Renewals (Society)

Ahead of MakeWay’s March 31 insurance renewal deadline, the Shared Platform Coordinators are asked to help with gathering details required for renewal of the Property and General Liability policies. All of the following requests to Project Specialists and PEL can be made in one email once the assets spreadsheets are created and new projects are added to the master spreadsheet.

  1. If a folder hasn't yet been created for any new projects, create one in the External Share folder
  2. Within the individual projects’ External Share folders, create copies of the Details for Assets of Insurance spreadsheets and update the file names of the copies to end in the year in which renewal is taking place. Either the Coordinators or Project Specialists request that their projects update their respective assets sheets.
  3. Using dataloader, mass upload a task to each project's fund record with the subject 202X Insurance Assets.
  4. Add new projects to the Master spreadsheet (update link for new spreadsheet each year) and update the assets columns based on the updated External Share folder assets spreadsheets. Also update other columns for which you have access to the information (e.g. Start date with MWCS, can use Mission Statement for Description of Core Project Activity column)
  5. Request that the following columns in the Master Spreadsheet be updated:
    • Revenues F[current year] Budget - Finance
    • Total # of employees in [previous year]  - PEL
    • # of contractors, # of volunteers, # volunteers between 80-90, address, location details, special risks, description of activity -  Project Specialists and Project
  6. For Certificates of Insurance, email the list of what we renewed last year to the Project Specialists and ask them if there’s any that don’t need renewing or if there are any that should be added. Send the updated renewal certificates list to the person responsible for negotiating the renewal.
  7. Throughout the year, if a certificate is requested from a funder and the award term continues into the next fiscal year, add to the list of renewal certificates for the next renewal. 

The CFO, Controller, or other person responsible for negotiating the renewal will send all materials to the broker

  1. Once renewal certificates are provided by the broker, forward to the contacts where appropriate (e.g. City of Toronto will request this ahead of time). For East Scarborough Storefront and Centre for Connected Communities, send it directly to them.
  2. File all renewal certificates in the Insurance > Certificates folder in Box.