BURLINGTON COUNTY MUNICIPAL JOINT INSURANCE FUND

HAINESPORT TOWNSHIP MUNICIPAL BUILDING

HAINESPORT, NEW JERSEY

January 20, 2009 - 4:00 PM

OPEN SESSION MINUTES

The Reorganization Meeting of the Burlington County Municipal Joint Insurance Fund (BURLCOJIF) was held at the Hainesport Township Municipal Building, Hainesport, New Jersey, on January 20, 2009 at 4:00 PM, prevailing time. Acting Fund Chairman Joseph Broski, Mansfield Township, presiding. The meeting was called to order at 4:00 PM.

STATEMENT OF COMPLIANCE WITH OPEN PUBLIC MEETING ACT

Notice of this meeting was given by: (1) sending sufficient notice herewith to the Burlington County Times, Mt. Holly, NJ, and to the Courier Post, Cherry Hill, NJ; (2) filing advance written notice of this meeting with the Clerks/Administrators of all member municipalities of the Burlington County Municipal Joint Insurance Fund; and (3) posting notice on the public bulletin boards of all member municipalities of the Burlington County Municipal Joint Insurance Fund.

SIN DIE and REORGANIZATION MEETING CALLED TO ORDER BY CHAIRMAN

ROLL CALL 2008 FUND COMISSIONERS

Those in attendance were:

Richard Ireton, Representative, Bass River

John William Collom, III, Bordentown

Glenn McMahon, Chesterfield

Michael Templeton, Representative, Delanco (Incoming 2009 Fund Commissioner)

Jeffrey Hatcher, Delran

Linda Dougherty, Edgewater Park

Edward Ruggiano, Alternate, Hainesport

Michael Mansdoerfer, Lumberton

Joseph Broski, Mansfield

Debra Fourre, Mt. Laurel

Meghan Jack, Riverside

David Matchett, Shamong

Michael McFadden, Southampton

J. Paul Keller, Springfield

Doug Cramer, Tabernacle

Donna Ryan, Westampton

Absent were:

Barbara Sheipe, Beverly

Richard Brook, Florence

Kathy Burger, Medford

Those also in attendance were:

Paul J. Miola, CPCU, Executive Director, AJG Risk Management Services, Inc.

Paul Forlenza, Deputy Executive Director, AJG Risk Management Services, Inc.

William Kearns, Esquire, Fund Solicitor, Kearns, Reale & Kearns

Tom Tontarski, Treasurer

Joanne Hall, Safety Director, Commerce Risk Control Services

Alice Lihou, Vice President of Account Management, Scibal Associates

Jen Pard, Senior Account Representative, CSG

Leonard Klepner, Bordentown Township (Incoming 2009 Fund Commissioner)

Also present were the following Risk Management Consultant agencies:

EJA & Associates

T. C. Irons Agency

Commerce Insurance Services

Hardenbergh Insurance Group

The Barclay Group

Tunney Insurance

ACTING FUND CHAIR/ FUND SECRETARY

Due to the absence of Chairman Richard Brook, Fund Secretary Joseph Broski served as Acting Fund Chairman, and Ms. Donna Ryan, Executive Member #1 served as Acting Fund Secretary.

MONTHLY MEETING CONDUCT

Acting Chairman Broski entertained for a motion to allow that this monthly meeting be conducted directly by the Fund Commissioners present with all matters to be decided upon by a combined majority vote of all Fund Commissioners.

Motion by Mr. Hatcher, seconded by Mr. Matchett, to allow the meeting to be conducted directly by the Fund Commissioners present. All in favor. Motion carried by unanimous vote.

APPROVAL OF THE MINUTES

Acting Chairman Broski presented the meeting minutes of the December 16, 2008 Meeting of the Fund, as found in the agenda packet, for approval.

Acting Chairman Broski asked if there were any questions at this time. No questions were entertained.

Motion by Ms. Ryan, seconded by Mr. Matchett, to approve the meeting minutes of the December 16, 2008 Meeting of the Fund as presented. All in favor. Motion carried by unanimous vote.

APPROVAL OF CLOSED SESSION MINUTES

There was a distribution of the Closed Session Meeting Minutes to the Executive Committee at this time.

Acting Chairman Broski presented the Closed Session meeting minutes of the December 16, 2008 Meeting of the Fund for approval.

Acting Chairman Broski asked if there were any questions at this time. No questions were entertained.

Motion by Ms. Ryan, seconded by Mr. Matchett to approve the Closed Session minutes of the December 16, 2008 Meeting of the Fund as presented. All in favor. Motion carried by unanimous vote.

The Closed Session minutes of the December 16, 2008 meeting shall not be released to the public until the reason(s) for their remaining closed is no longer applicable and the Fund Solicitor has had the opportunity to review them.

Closed Session Meeting Minutes from the December 16, 2008 meeting were collected at this time.

ADJOURN THE SINE DIE MEETING

Mr. Broski entertained a motion to adjourn the Sine Die Meeting. Motion by Ms. Ryan, seconded by Mr. Matchett to adjourn the Sine Die Meeting. All in favor. Motion carried by unanimous vote.

Officers, Executive Committee, and Alternates vacate chairs. Acting Chairman Broski passes gavel to Mr. Miola.

Mr. Miola welcomed all in attendance to the 2009 Reorganization Meeting of the BULCOJIF.

ROLL CALL 2009 FUND COMMISSIONERS

Those in attendance were:

Richard Ireton, Representative, Bass River

William Collom, Bordentown City

Leonard Klepner, Bordentown Township

Glenn McMahon, Chesterfield

Michael Templeton, Delanco

Jeffrey Hatcher, Delran

Linda Dougherty, Edgewater Park

Edward Ruggiano, Alternate, Hainesport

Michael Mansdoerfer, Lumberton

Joseph Broski, Mansfield

Debra Fourre, Mt. Laurel

Monica Zur, North Hanover (arrived 4:15pm)

Meghan Jack, Riverside

David Matchett, Shamong

Michael McFadden, Southampton

J. Paul Keller, Springfield

Doug Cramer, Tabernacle

Donna Ryan, Westampton

Absent were:

Donald Arter, Beverly

Richard Brook, Florence

Kathy Burger, Medford

ELECTION OF 2009 OFFICERS

2009 Nomination Statement - Revised

Mr. Miola presented for the membership’s consideration the 2009 Nomination Statement. The slate found in the agenda packet has been revised due to Barbara Sheipe, City of Beverly not being reappointed as Fund Commissioner. Therefore, the 2009 Nomination Slate is as follows.

Chairman:                                           Joseph Broski, Mansfield Township

Secretary:                                            Donna Ryan, Westampton Township

Executive Committee Members:                    Kathy Burger, Medford Township

                                                            Jeffrey Hatcher, Delran Township

                                                            Mike Mansdoerfer, Lumberton Township

                                                            Douglas Cramer, Tabernacle Township

                                                            David Matchett, Shamong Township

Executive Committee Member Alternates:

#1                                                        Meghan Jack, Riverside Township

#2                                                        Paul Tuliano, Hainesport Township

#3                                                        Richard Brook, Florence Township

#4                                                        Debra Fourre, Mount Laurel Township

#5                                                        Linda Dougherty, Edgewater Park Township

Mr. Miola entertained a motion to Open the Floor for Nominations to the Executive Committee differing from the 2009 Nomination Statement.

Motion by Mr. Ruggiano, seconded by Mr. Matchett to Open the Floor to nominations to the Executive Committee differing from the 2009 Nomination Statement. All in favor. Motion carried by unanimous vote.

Hearing no additional nominations, Mr. Miola entertained a motion to Close the Floor to nominations differing from the 2009 Nomination Statement.

Motion by Mr.Ruggiano, seconded by Mr. Matchett to Close the Floor for nominations to the Executive Committee differing from the candidates to the 2009 Nomination Statement. All in favor. Motion carried by unanimous vote.

Election of a Chairman and Secretary

Mr. Miola asked for a roll call vote on the Election of a Chairman and Secretary as presented.

All in favor. Motion carried by unanimous vote.

Election of an Executive Committee and Alternate

Mr. Miola asked for a roll call vote on the Election of an Executive Committee and Alternates as presented.

All in favor. Motion carried by unanimous vote.

Oaths of Office

Oaths of Office were administered by Mr. Kearns, Fund Solicitor for the Chairperson, Secretary, Executive Committee, and Alternates for 2009 Fund Year.

All Oaths of Office are signed and presented to the Fund Solicitor. Any Executive Committee Member or Alternate not present will be sworn in at the February 2009 Executive Committee Meeting.

At this time, Mr. Miola passed the gavel to Joseph Broski newly elected Fund Chairman to conduct the 2009 Reorganization Meeting of the Fund.

MONTHLY MEETING CONDUCT

Chairman Broski entertained for a motion to allow that this monthly meeting be conducted directly by the Fund Commissioners present with all matters to be decided upon by a combined majority vote of all Fund Commissioners.

Motion by Mr. Matchett, seconded by Mr. Hatcher, to allow the meeting to be conducted directly by the Fund Commissioners present. All in favor. Motion carried by unanimous vote.

ORGANIZATIONAL RESOLUTIONS

The following 2009 Organizational Resolutions were presented for adoption by Chairman Broski.

Fund Solicitor, Williams Kearns, Esquire noted a change in the name of his firm to Kearns, Reale & Kearns. The change was duly noted and will cause a revision to R 2009-04.

R 2009-01 – Confirming the Election of a Fund Chair and Fund Secretary

R 2009-02 – Confirming the Election of an Executive Committee and Alternates (Revised)

R 2009-03 – Appointing Professional Staff (Revised)

R 2009-04 – Adopting Procedures in Compliance with Open Public Meetings Act

R 2009-05 – Adopting Fiscal Policies and Procedures

R 2009-06 – Designating Executive Director as Public Agency Compliance Officer

R 2009-07 – Cash Management and Investment Policy

R 2009-08 – Establishing a Fund Records Program

R 2009-09 – Establishing the 2009 Plan of Risk Management

R 2009-10–Designation of Certifying, Approving Officer for Payment of Claims

Chairman Broski entertained a motion to adopt the Organizational Resolutions 2009-01 though 2009-10 as presented.

Motion by Mr. Hatcher, seconded by Mr. Mansdoerfer to adopt Organizational Resolutions 2009-01 through 2009-10.

All in favor. Motion carried by unanimous vote.

EXPENSE RESOLUTION

The following 2009 Expense Resolution was presented for adoption by Chairman Broski:

R 2009-11 - Authorizing Advanced Travel Expenses for Authorized Official Travel to PRIMA & AGRIP Conferences

Any member interested in attending should contact the Executive Director’s office.

Chairman Broski entertained a motion to adopt R 2009-11 as presented.

Motion by Secretary Ryan, seconded by Mr. Mansdoerfer to adopt R 2009-11. All in favor. Motion carried by unanimous vote.

EXECUTIVE DIRECTOR'S REPORT

Mr. Miola reviewed the Executive Director’s Report found in the agenda packet with the membership. He thanked the membership on behalf of AJG for the 2009 re-appointment. He highlighted the following items.

-       Loss Ratio Snapshot – A packet including a cover letter was distributed to each member containing their Year-End Loss Ratio Snapshot.

-       AJG Risk Management Service, Inc. Disclosure Statement - This disclosure indicates that Cashan & Company had served the BURLCOJIF since 1991. On 11/1/01, Arthur J. Gallagher & Company, Inc. acquired the assets of Cashan & Company. Effective 01/01/06, the company name has changed to Arthur J. Gallagher Risk Management Services, Inc. The Public Entity Practice within the firm presently confines its practice to providing professional administration, brokerage, and consulting service to large individual and pooled public entity self-insureds.

The purpose of this disclosure is to publicly advise the Officers, Executive Committee, and Commissioners that AJG Risk Management Services, Inc. fulfills the roles of Fund Administrator, and in some cases, members’ Risk Management Consultant. Paul J. Miola of Arthur J. Gallagher Risk Management Services, Inc. also serves as the Deputy Executive Director of the MEL Residual Claims Fund. In addition, Paul J. Miola of Arthur J. Gallagher Risk Management Services, Inc. also serves as the Producer for the placement of Excess Insurance for the Municipal Excess Liability Joint Insurance Fund.

AJG Risk Management Services, Inc. does not presently serve as RMC for any member municipalities. No revenue is collected from this Fund or any vendor of this Fund. The only revenue derived from the BURLCOJIF is the fee paid under contract to provide administrative services to the Fund. The disclosure is made part of the agenda packet and duly noted for the record.

-       2007 Safety Incentive Program Awards – A report detailing the final balances for each member is included in the agenda packet. All funds had to be claimed or encumbered by December 1, 2008. All encumbered funds must be claimed by February 2, 2009.

-       2008 Optional Safety Budget – A report detailing the final balances for each member is included in the agenda packet. All funds had to be claimed or encumbered by December 1, 2008. All encumbered funds must be claimed by February 2, 2009.

-       EPL Hotline – Authorized Contact List - Members are asked to review the enclosed list to be sure that the authorized contacts are accurate. Changes to list must be by resolution passed by the member’s governing body. The Executive Director or RMC can address any questions. Instructions are also found in the JIF website www.BURLCOJIF.org.

-       Financial Fast Track Report – The FFT Report for November 2008 is included in the agenda packet for members’ review. The report is generated by PERMA and provides a “snapshot” of the JIF’s financial status. The JIF’s surplus position as of November 30, 2008 was $4,214,976.

-       Elected Officials Training – Locally, one final session is scheduled on January 29th at Kerri Brooke Caterers in Hammonton. A copy of the final reminder on this session is made a part of the agenda packet. It will be e-mailed to all Municipal Clerks and Fund Commissioners.

-       RMC Resolutions & Agreements - The 2009 fees will be distributed at the February Executive Committee Meeting to all RMCs that have forwarded their fully executed resolutions and agreements to the Executive Director’s office for each town they represent.

-       2008 JIF Appointments/ Contact Information - The JIF Directory will be updated from the 2009 appointment and re-appointment information submitted to the Executive Director’s office.

On December 19th, an e-mail containing links to the Fund’s website directories was sent to all Fund Commissioners asking to verify contact information. In addition, all members were asked to identify an Alternate Transitional Duty contact that would be a contact for CSG to verify the availability.

A reminder notice was sent out today, January 20^th, to those members that have not sent in their information. They are: Bass River, Bordentown Township, Chesterfield, Delanco, Edgewater Park, Hainesport, North Hanover, Shamong, and Southampton.

-       Attendance Record - A report detailing attendance records through the end of the 2008 is made a part of the agenda packet. Members were urged to check the report for accuracy and bring any errors to the Executive Director’s attention. This information is taken directly from the Recording Secretary’s roll call at each monthly meeting.

-       PRIMA Conference - The 30^th Annual PRIMA Conference will be held May 31^st – June 3^rd in Dallas, TX. The BURLCOJIF has adopted an Attendance Conference Policy that establishes clear guidelines and preferences for Fund Commissioner attendance.

The Fund allocated enough money for two (2) Fund Commissioners to attend the Conference this year. Those Fund Commissioners who have first priority for attendance will receive information on the conference from our office.

Included in the agenda packet if information on the seminars that will be offered.

-       New Fund Commissioner Orientation - A training session will take place in March or April 2009, it is open to both newly appointed and existing Fund Commissioners. In the interim, any new Fund Commissioner needing assistance can work with their RMC or contact the Executive Director’s office.

-       2009 Safety Kickoff Breakfast – On February 5^th the Fund will hold its 18^th Annual Safety Breakfast at the Bradford Estate in Hainesport, NJ beginning at 8:30 AM. Invitations were mailed to all Safety Coordinators, Fund Commissioners, and Risk Management Consultants the first week of January. Members should RSVP to the Executive Director’s office no later than January 26, 2009.

There are several members that have not responded to date. They are: Beverly, Bordentown, Edgewater Park, Southampton, Mount Laurel, Chesterfield, Delanco, Lumberton, Medford, Tabernacle, and Westampton.

-       New Member Activity – Welcome to the two newest BURLCOJIF members, North Hanover Township and Bordentown Township.

-       Agenda Packet – The entire agenda packet can be downloaded off the BURLCO JIF website. However, in the past, members have had difficulty in downloading the packet. Just recently, Mr. Forlenza discovered a new way of creating a PDF file that compresses documents. This should make the process much easier.

Members with questions or comments can direct them to Mr. Forlenza.

Chairman Broski asked if there were any questions at this time. No questions were entertained.

SOLICITOR'S REPORT

The Fund Solicitor thanked the membership for his re-appointment as Fund Solicitor. Mr. Kearns’ report is for Closed Session only.

Chairman Broski asked if there were any questions at this time. No questions were entertained.

SAFETY DIRECTOR'S REPORT

Ms. Hall stated that the Safety Director's Report is self-explanatory. She thanked the JIF on behalf of Conner Strong for re-appointment as Safety Director for the 2009 Fund Year and highlighted the following items:

-       2009 SIP – Two copies of the 2009 Safety Incentive Program were mailed to the Fund Commissioner and Safety Coordinator. It is also posted on the website.

-       Bloodborne Pathogen Training Program – Training will be conducted on February 3^rd. It will be a train-the-trainer class in Westampton. The session is three hours.

-       Safety Kickoff Breakfast – This annual event will take place on February 5^th at Bradford Estates.

Chairman Broski asked if there were any questions at this time. No questions were entertained.

CLAIMS ADMINISTRATOR'S REPORT

On behalf of Scibal, Ms. Lihou thanked the BURLCOJIF for the reappointment as Claims Administrator for the 2009 Fund Year. Ms. Lihou’s report is for Closed Session only.

Chairman Broski asked if there were any questions at this time. No questions were entertained.

MANAGED HEALTH CARE REPORT

Ms. Pard presented the self-explanatory Managed Care Report for December 2008 from CSG Solutions, which is contained in the agenda packet.

Ms. Pard has the reports for those members averaging 3 or more days to report a claim.

Lost Opportunity Days Summary Report – December 2008 (handout)

Ms. Pard presented the Lost Opportunity Days Summary Report of Open Cases as of December 25, 2008 as presented to members as a handout. The report was re-run to reflect only those days lost in Fund Year 2008. Transitional Duty days utilized for the BURLCOJIF was 59.59%.

Managed Care Update (handout)

Ms. Pard presented the Managed Care Update as a handout to the membership. This month’s report highlights the following.

§       Case Management

o      MRI Utilization Study

o      Provider Compliance Study

§       First Report of Injury Form & Contact Information

§       Case Management/ Adjuster/ Employer Education

o      Post Traumatic Stress Disorder, 12/12/08, Hamilton, NJ Branch - postponed

Ms. Pard thanked the membership for CSG’s continued relationship as Managed Care Provider for the BURLCOJIF is 2009.

Chairman Broski asked if there were any questions at this time. No questions were entertained.

TREASURER'S REPORT

In the absence of Mr. Tontarski, Mr. Forlenza presented an overview of the Treasurer's Report for the month of December 2008, a copy of which was provided to the membership in the agenda packet.

Investment Interest

Interest received or accrued for the current month totaled $14,978.49. This generated an average annual yield of 2.00%. After including an unrealized gain of $7,855.00 in the asset portfolio, the yield was adjusted to 3.05% for this period. The total overview of the asset portfolio for the Fund shows an overall gain of $30,985.00 as it relates to market value vs. the amount invested.

Receipt Activity for the Month

Claim Activity for the Month

Claim activity for the month for claims paid by the Fund and claims payable by the Fund at month end in the amount of $288,604.34. The claims detail is as follows:

Cash Activity for the Month

During the reporting month the Fund’s “Cash Position” changed from an opening balance of $9,348,785.29 to a closing balance of $8,625,591.22 showing a decrease in the Fund of $723,194.07.

Assessment

Mr. Forlenza reported 1^st Installment Assessments were due today, January 15, 2009. There is a grace period until January 31^st, and then an interest assessment will apply.

Bill List – January 2009 Approval

For the Executive Committee’s consideration, Mr. Forlenza presented the January 2009 Bill List in the amount of $421,737.90. The Bill List consists of payments to the MEL with the balance being primarily professional fees and administrative costs for operating the Fund.

Chairman Broski asked if there were any questions at this time. No questions were entertained.

Motion by Mr. Matchett, seconded by Mr. Mansdoerfer, to accept the December Treasurer’s Report and approve the Loss Run Payment Register and January 2009 Bill List as presented.

All in favor. Motion carried by unanimous vote.

Chairman Broski asked if there were any questions at this time. No questions were entertained.

COMMITTEE REPORT

New Member Review Committee Report – December 15, 2008

Chairman Broski stated the minutes from the December 15^th New Member Review Committee are self-explanatory and contained in the agenda packet. A verbal report was given at the December Executive Committee Meeting.

Executive Safety Committee Report – December 16, 2008

Chairman Broski stated the minutes from the December 16^th Executive Safety Committee are self-explanatory and contained in the agenda packet. A verbal report was given at the December Executive Committee Meeting.

Committee Chairs Conference Call Committee Report – January 8, 2009

Mr. Forlenza stated a conference call meeting took place on January 8^th to discuss Committee Chair Assignments and the make up of individual Committees for 2009.

2009 Committee Assignments

Chairman Broski stated the 2009 Committee Assignments are included in the meeting minutes. He thanked members for their participation.

Chairman Broski appointed the following Committee Chairs.

Chairman Broski asked if there were any questions at this time. No questions were entertained.

MEL/RCF Report

Chairman Broski stated the following MEL/ E-JIF/ RCF Reorganization Meeting Reports are self-explanatory and contained in the agenda packet.

MEL Report – January 7, 2009 Reorganization Meeting

Mr. Hatcher also reported that as of January 1^st, approximately 84% of the membership has adopted or updated employment practices loss control programs.

Further, Mr. Hatcher referred to the 2009 MEL Committee volunteers that are listed in the BURLCO Committee Chairs Meeting Minutes of January 8, 2009.

RCF Report – January 2, 2008 Reorganization Meeting

Mr. Matchett reported he was re-appointed as RCF Chair for Fund Year 2009.

E-JIF Report – January 2, 2008 Reorganization Meeting

Chairman Broski asked if there were any questions at this time. No questions were entertained.

MISCELLANEOUS BUSINESS

Next Meeting

The next regular meeting of the BURLCOJIF will take place on Tuesday, February 17, 2009 at 4:00 PM at the Hainesport Municipal Building, Hainesport, NJ.

PUBLIC COMMENT

Chairman Broski opened the meeting to the public for comment.

Resolution 2009-13 – Honoring Richard Brook, Florence

At this time, Chairman Broski presented Resolution 2009-13 – Honoring Richard Brook, Florence Township for his dedication in serving as Fund Chairman of the BURLCOJIF.

The resolution will be presented to Mr. Brook at the 2009 Safety Kickoff Breakfast. Copies will be forwarded to the Mayor and Commitee of Florence Township.

Chairman Broski entertained a motion to adopt Resolution 2009 -13 – Honoring Richard Brook, Florence Township.

Motion by Mr. Matchett, seconded by Mr. Hatcher to adopt Resolution 2009 -13 – Honoring Richard Brook, Florence Township. All in favor. Motion carried by unanimous vote.

Hearing no further comments, Chairman Broski closed the public portion of the meeting.

EXECUTIVE SESSION MEETING – Resolution #2009-12

Chairman Broski entertained a motion to go into a closed session to discuss matters affecting the protection and safety in the public and to discuss pending or anticipated litigation and/or contract negotiations.

Motion by Secretary Ryan, seconded by Mr. Hatcher, to approve Resolution #2009-12. All in favor. Motion carried by unanimous vote.

A Closed Session of the BURLCOJIF was held and the meeting was then reopened to the public.

REOPEN PUBLIC PORTION OF THE MEETING

Motion by Mr. Hatcher, seconded by Mr. Mansdoerfer, to reopen the public portion of the meeting. All in favor. Motion carried by unanimous vote.

APPROVAL OF CLAIMS PAYMENTS

Chairman Broski asked for a motion for Approval of Claims Payment on the following claims as presented in Closed Session.

Chairman Broski asked if there were any questions at this time. No questions were entertained.

Motion by Mr. Hatcher, seconded by Matchett, to approve the following claims as discussed in Closed Session.

All in favor. Motion carried by unanimous vote.

AUTHORIZATION TO ABANDON SUBROGATION - APPROVAL

There were no matters presented for Abandonment of Subrogation by Ms. Lihou.

Chairman Broski asked if there were any questions at this time. No questions were entertained.

MOTION TO ADJOURN

Chairman Broski entertained a motion to adjourn the January 20, 2009 Reorganization Meeting of the BURLCOJIF.

Motion by Mr. Mansdoerfer, seconded by Secretary Ryan to adjourn the January 20, 2009 Reorganization Meeting of the BURLCOJIF. All in favor. Motion carried by unanimous vote.

The meeting was adjourned at 4:55 p.m.