BURLINGTON COUNTY MUNICIPAL JOINT INSURANCE FUND

MEDFORD PUBLIC SAFETY BUILDING

91 UNION STREET

MEDFORD, NEW JERSEY

December 22, 2009 - 4:00 PM

OPEN SESSION MINUTES

The regular meeting of the Burlington County Municipal Joint Insurance Fund (BURLCOJIF) was held at the Medford Public Safety Building, 91 Union Street, Medford, New Jersey, on Tuesday, December 22, 2009 at 4:00 PM, prevailing time. Chairman Joseph Broski, Mansfield Township, presiding. The meeting was called to order at 4PM.

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.

ROLL CALL

Those in attendance were:

Richard Ireton, Alternate, Bass River (arrived 4:30pm)

Leonard Klepner, Bordentown Township

Jeffrey Hatcher, Delran

Richard Brook, Florence

Edward Ruggiano, Alternate, Hainesport

Michael Mansdoerfer, Lumberton

Joseph Broski, Mansfield

Kathy Burger, Medford

Michael McFadden, Southampton

J. Paul Keller, Springfield (arrived 4:10pm)

David Matchett, Shamong

Doug Cramer, Tabernacle

Donna Ryan, Westampton

Absent were:

Donald Arter, Beverly

Heather Cheesman, Bordentown City

Glenn McMahon, Chesterfield

Michael Templeton, Delanco

Linda Dougherty, Edgewater Park

Debra Fourre, Mt. Laurel

Monica Zur, North Hanover

Meghan Jack, Riverside

Those also in attendance were:

Paul Forlenza, Deputy Executive Director, AJG Risk Management Services

Samuel Reale, Jr. Esquire, Acting Fund Solicitor, Kearns, Reale & Kearns

Joanne Hall, Safety Director, Conner Strong Risk Services

Joseph Harvey, Senior Vice President of Account Management, Scibal Associates

Jen Pard, Senior Account Representative, CSG

Also present were the following Risk Management Consultant agencies:

EJA & Associates

Insurance Agency Management

The Barclay Group

MONTHLY MEETING CONDUCT

Chairman Broski entertained 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. Mansdoerfer, 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.

APPROVAL OF THE MINUTES

Chairman Broski presented the meeting minutes of the November 16, 2009 Executive Committee Meeting, as found in the agenda packet, for approval.

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

Chairman Broski entertained a motion to approve the meeting minutes of the November 16^th Executive Committee Meeting as presented.

Motion by Mr. Mansdoerfer, seconded by Mr. Hatcher to approve the meeting minutes of the November 16^th Executive Committee Meeting 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.

Chairman Broski presented the Closed Session Meeting minutes of the November 16, 2009 Executive Committee Meeting for approval.

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

Chairman Broski entertained a motion to approve the meeting minutes of the November 16^th Executive Committee Meeting.

Motion by Mr. Hatcher, seconded by Mr. Cramer to approve the Closed Session Meeting minutes of the November 16^th Executive Committee All in favor. Motion carried by unanimous vote.

The Closed Session Meeting minutes of the November 16^th 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 November 16, 2009 meeting were collected at this time.

EXECUTIVE DIRECTOR'S REPORT

Mr. Forlenza stated the Executive Director’s Report is found in the December 2009 agenda packet and is self-explanatory. He highlighted the following items from the report.

-       2008 Safety Incentive Program Awards – A reporting detailing the available balances for each member is made a part of the agenda packet. T The deadline for claiming or encumbering these funds was November 30, 2009. Members have until February 2, 2010 to claim encumbered funds.

-       2009 Optional Safety Budget – A reporting detailing the available balances for each member for the 2009 OSB is included in the packet. The deadline for claiming or encumbering these funds was November 30, 2009. Members have until February 2, 2010 to claim encumbered funds.

-       EPL Hotline – Authorized Contact List – The most recent list of authorized contacts for the EPL Attorney Hotline is included in the agenda packet. The list should be reviewed to assure that the authorized contacts are accurate. Members should contact the Executive Director’s office with changes.

-       Elected Officials Training – The Fund sponsored two Elected Officials Training sessions so far. A third is scheduled for January 28, 2010 at Kerri Brooke Caterers, Hammonton. Copies of the sign-in sheets from the first two sessions are available on-line at the JIF website.

The MEL will reduce each member’s 2010 loss funding liability premium by $250 for each municipal elected official who attends one of the training sessions by March 31, 2010. The total credit is limited to 25% of a member’s liability loss funding premium.

-       EPL Plan of Risk Management Updates – A copy of the October 1, 2009 correspondence outlining the program is attached for members’ review. May 1, 2010 is the deadline for submitting the updates and compliance checklist.

Each member was presented with a packet containing a CD with the updated polices and procedures and a DVD for the training of employees.

-       Managers & Supervisors Training – The Fund sponsored three Managers and Supervisors Training sessions. Feedback was positive. Copies of the sign-in sheets are available on-line at the JIF website.

-       RMC Resolutions & Agreements – On November 16^th, a memo and sample copies of the JIF RMC Resolution and Agreement for the 2010 Fund Year were e-mailed to all RMCs. Once the Executive Director’s office receives the fully executive Resolution and Agreement, payment can be issued.

-       Contact Designation Forms – Within the next week, links to the JIF directories on the website will be e-mailed to all Fund Commissioners asking that they review the contact information for the JIF Fund Commissioners, Alternates, Safety Coordinators, Claims Coordinators, Municipal Clerks, Risk Management Consultants, and Police Chiefs in preparation for the new Fund Year.

-       Committee Volunteer Forms – Forms were e-mailed to all Fund Commissioners and RMC’s asking that they designate the Committees they wish to serve on in 2010.

-       Inclement Weather Policy – The Fund has adopted an Inclement Weather Policy, a copy of which is available on the JIF website.

-       New Member Activity – The New Member Review Committee will present a report on the Borough of Wrightstown later in the meeting.

-       MEL Loss Ratio Report – Each member was presented with the MEL Loss Ratio Report valued as of September 30, 2009. This report will be distributed quarterly. This report contains all MEL claims – open and closed.

-       2009 BURLCO JIF Annual Report – This report prepared by Ms. Parsons of AJG was distributed to all members. The report should be shared with elected officials. Additional copies are available from the Executive Director’s office.

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

SOLICITOR'S REPORT

The Fund Solicitor had nothing to report in Open Session.

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

SAFETY DIRECTOR'S REPORT

The Safety Director’s Report is made part of the agenda packet and is self-explanatory. Ms. Hall highlighted the following items from the report.

-       MSI Classes – The training schedule for January, February and March 2010 is included in the report. Note that the “X” in the Confirmed column indicates all confirmed classes. Pre-registration is required for all MSI classes. A listing of all 2010 MSI Classes can be found on the MEL website, NJMEL.org.

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

CLAIMS ADMINISTRATOR'S REPORT

The Claims Administrator’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 November 2009 from CSG Solutions, which is contained in the agenda packet.

Lost Opportunity Days Summary Report – November 2009

The Lost Opportunity Days Summary Report of Open Cases as of November 25, 2009 reflected 57.27% utilization of Transitional Duty days utilized for the BURLCO JIF.

Lost Time v. Medical Only Cases

The BURLCO JIF Lost Time v. Medical Only Cases for the 13-month period of November 2009 thru November 2009 reflects the following averages.

Managed Care Update

CSG continued to monitor cases with OOW days exceeding 90 days. Between October 1^st and 31^st, there were a total of three (3) cases open with Out-of-Work days exceeding 90 days. This represents 9.38% of the 32 total files open in case management (both Telephonic and Field Case Management). These files include Volunteer EMT, Parks and Recreation Laborer, and EMT/Firefighter. Also, during this period there was one “graduate” of the OOW 90 days report.

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

TREASURER'S REPORT

Mr. Tontarski presented an overview of the Treasurer's Report for the one month period of November 2009, a copy of which was included in the agenda packet for members’ consideration.

Investment Interest

Interest received or accrued for the reporting period totaled $10,157.84. This generated an average annual yield of 1.23%. However, after including an unrealized gain of $10,652.50 in the asset portfolio, the yield is adjusted to 2.40% for this period. The total overview of the asset portfolio for the Fund shows an overall gain of $59,942.50 as it relates to market value vs. the amount invested.

Receipt Activity for the Month(s)

Claim Activity for the Month(s)

Claim activity during the period for claims paid by the Fund and claims payable by the Fund at period end in the amount of $404,859.88. The claims detail is as follows:

Cash Activity for the Month(s)

During the reporting period the Fund’s “Cash Position” changed from an opening balance of $10,074,008 to a closing balance of $9,727,068.15 showing a decrease in the Fund of $346,939.93.

December 2009 Amended Bill List - Approval

For the Executive Committee’s consideration, Mr. Tontarski presented the December 2009 Amended Bill List in the amount of $72,421.93 as provided to the membership as a handout. The amendment is a change to Item #26 – Bordentown City’s Option Safety Budget Award.

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

Chairman Broski entertained a motion to accept the November 2009 Treasurer’s Report, approve the Loss Run Payment Register, and the December 2009 Amended Bill List in the amount of $72,421.93 as presented.

Motion by Mr. Mansdoerfer, seconded by Ms. Ryan to accept the November 2009 Treasurer’s Report, approve the Loss Run Payment Register, and the December 2009 Amended Bill List in the amount of $72,421.93 as presented.

All in favor. Motion carried by unanimous vote.

Subrogation Salvage Report

The Subrogation Salvage Report is made part of the November 2009 Treasurer’s Report.

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

COMMITTEE REPORTS

Finance Committee Report

Mr. Hatcher reported that the 2010 Budget, 2010 Assessment Certification and the 2010 Assessment Allocation Strategy were Introduced at the November Executive Committee Meeting.

The Proposed 2010 JIF Budget is $4,375.872, representing an increase of 7%. The Loss Funds increased by $285,827, as a result of the increased SIR. The Self Insured Retention has increased from $200,000 to $250,000. The Total JIF 2010 Budget is $6,253,308.

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

2010 Budget Public Hearing

The 2010 Budget Public Hearing was duly advertised.

Chairman Broski entertained a motion to Open the 2010 Budget Public Hearing.

Motion by Mr. Hatcher, seconded by Ms. Ryan to Open the 2010 Budget Public Hearing. All in favor. Motion carried by unanimous vote.

Chairman Broski asked if there were any questions at this time.

Hearing no questions, Chairman Broski entertained a motion to Close the 2010 Budget Public Hearing.

Motion by Mr. Hatcher, seconded by Ms. Ryan to Close the 2010 Budget Public Hearing. All in favor. Motion carried by unanimous vote.

2010 Budget Adoption

Chairman Broski entertained a motion to Adopt the 2010 Budget.

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

Motion by Mr. Mansdoerfer, seconded by Ms. Burger to Adopt the 2010 Budget.

All in favor. Motion carried by unanimous vote.

2010 Assessment Certification

Chairman Broski entertained a motion to Adopt the 2010 Assessment Certification.

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

Motion by Mr. Mansdoerfer, seconded by Ms. Ryan to Adopt the 2010 Assessment Certification.

All in favor. Motion carried by unanimous vote.

2010 Assessment Allocation Strategy

Chairman Broski entertained a motion to Adopt the 2010 Assessment Allocation Strategy.

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

Motion by Mr. Mansdoerfer, seconded by Mr. Hatcher to Adopt the 2010 Assessment Allocation Strategy

All in favor. Motion carried by unanimous vote.

Nominating Committee Report – 2010 Revised Nomination Slate

Mr. Brook stated Mr. Broski will be retiring from the BURLCO JIF come the New Year. Therefore, he will no longer be able to serve as Chairman for a second term. The 2010 Nomination Slate was revised, moving all Executive Committee Members and Alternates up one (1) seat.

The 2010 Revised Nomination Slate is as follows.

At this time, Chairman Broski entertained a motion to accept the 2010 Revised Nomination Slate as presented.

Motion by Mr. Ruggiano, seconded by Mr. Mansdoerfer to accept the 2010 Revised Nomination Slate.

All in favor. Motion carried by unanimous vote.

Roll call election of the slate, following acceptance of nominations from the floor, will occur at the January 2010 Reorganization Meeting.

Executive Safety Committee Meeting Report – December 22, 2009 (verbal)

Mr. Cramer presented a verbal report of the December 22^nd Executive Safety Committee Meeting. A representative from the Mansfield Police Department was in attendance at the meeting. The meeting minutes will be contained in the January 2010 agenda packet. He highlighted the following items:

§       3^rd Quarter Safety Director’s Loss Control Report

§       3^rd Quarter Regional Training

§       Elected Official Training Sessions

§       Managers and Supervisors’ Training Sessions

§       SIP – 2008 & 2009 Review

§       2010 Safety Incentive Program

§       2010 Safety Breakfast

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

AMEND AGENDA

Chairman Broski entertained a motion to amend the December 2009 Agenda to include the December 22^nd New Member Review Committee Meeting Report.

Motion by Mr. Cramer, seconded by Ms. Ryan to amend the December 2009 Agenda. All in favor. Motion carried by unanimous vote.

NEW MEMBER REVIEW COMMITTEE MEETING – December 22, 2009

Chairman Broski presented a verbal report on the December 22^nd meeting that took place to review the application of Wrightstown Borough. A representative from the Borough as well the RMC attended.

The Safety Director and Executive Director’s reviews were satisfactory. The Committee determined Wrightstown Borough would be a worthy member to the BURLCOJIF.

Chairman Broski entertained a motion to extend an offer of membership to Wrightstown Borough into the BURLCOJIF and certify an annual assessment of $40,389 subject to approval from the State Department of Banking and Insurance and the Department of Community Affairs. Coverage to be effective upon acceptance by Wrightstown Borough and execution by them of the appropriate instruments within thirty (30) days as furnished to them by the Fund.

Motion by Mr. Hatcher, seconded by Ms. Ryan to extend an offer of membership to Wrightstown Borough into the BURLCOJIF and certify an annual assessment of $40,389 subject to approval from the State Department of Banking and Insurance and the Department of Community Affairs. Coverage to be effective upon acceptance by Wrightstown Borough and executive by them of the appropriate instruments within thirty (30) days as furnished to them by the Fund.

All in favor. Motion carried by unanimous vote.

MEL/RCF/ E-JIF REPORT

MEL Report – November 18, 2009 Meeting

Mr. Hatcher reported the self-explanatory minutes are made a part of the agenda packet for members’ review. The Board of Commissioners adopted a revised budget totaling $57,168,257, which represents a 1.68% increase.

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

MISCELLANEOUS BUSINESS

Next Meeting

The Reorganization Meeting of the BURLCOJIF will be held on Tuesday, January 19, 2010 at 4:00 PM at the Hainesport Township Municipal Building, Hainesport, New Jersey.

PUBLIC COMMENT

Chairman Broski opened the meeting to the public for comment.

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

EXECUTIVE SESSION MEETING – Resolution 2009-32

Chairman Broski presented Resolution 2009-32 and entertained a motion to go into a Closed Session to discuss matters effecting the protection and safety in the public and to discuss pending or anticipated litigation and/or contract negotiations.

Motion by Ms. Burger seconded by Mr. Mansdoerfer, to approve Resolution 2009-32. 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

Chairman Broski entertained a motion to Reopen the Public Portion of the Meeting.

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

CLAIMS PAYMENTS - APPROVAL

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

*File #T87132 was presented for informational purposes only.

All in favor. Motion carried by unanimous vote.

AUTHORIZATION TO ABANDON SUBROGATION - APPROVAL

There were two (2) matters presented for Abandonment of Subrogation by Mr. Harvey. The Fund Solicitor reviewed each matter and recommends subrogation abandonment.

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

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

All in favor. Motion carried by unanimous vote.

STATEMENT FROM THE CHAIR

Chairman Broski stated he will be leaving Mansfield. It has been a pleasure for him to serve as Chairman of the BURLCOJIF and being part of the Executive Committee for the past five years. It has been a wonderful experience for him. He especially thanked Mr. Brook for his support over the years.

MOTION TO ADJOURN

Chairman Broski entertained a motion to adjourn the December 22, 2009 Executive Committee Meeting of the BURLCOJIF.

Motion by Mr. Mansdoerfer, seconded by Ms. Burger to adjourn the December 22, 2009 Executive Committee Meeting of the BURLCOJIF. All in favor. Motion carried by unanimous vote.

The meeting was adjourned at 4:45 PM.