BURLINGTON COUNTY MUNICIPAL JOINT INSURANCE FUND

HAINESPORT TOWNSHIP MUNICIPAL BUILDING

1 HAINESPORT CENTRE, RT. 537

HAINESPORT, NEW JERSEY

April 21, 2009 - 4:00 PM

OPEN SESSION MINUTES

The regular meeting of the Burlington County Municipal Joint Insurance Fund (BURLCOJIF) was held at the Hainesport Township Municipal Building, 1 Hainesport Centre, Rt. 537, Hainesport, New Jersey, on Tuesday, April 21, 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

Don Arter, Beverly

Leonard Klepner, Bordentown Township

Michael Templeton, Delanco

Jeffrey Hatcher, Delran

Linda Dougherty, Edgewater Park (arrived 4:10pm)

Richard Brook, Florence

Edward Ruggiano, Alternate, Hainesport

Maryann Regn, Alternate, Lumberton

Joseph Broski, Mansfield

Kathy Burger, Medford

Jennifer Blumenthal, Alternate, Mt. Laurel (arrived 4:10pm)

J. Paul Keller, Springfield

Meghan Jack, Riverside

David Matchett, Shamong

Michael McFadden, Southampton

Doug Cramer, Tabernacle

Donna Ryan, Westampton (left 4:30pm)

Absent were:

John William Collom, III, Bordentown City

Glenn McMahon, Chesterfield

Monica Zur, North Hanover

Those also in attendance were:

Paul Forlenza, Deputy Executive Director, AJG Risk Management Services

William J. Kearns, Jr., Esquire, Fund Solicitor, Kearns, Reale & Kearns

Tom Tontatski, Fund Treasurer

Joanne Hall, Safety Director, Conner Strong Risk Services

Alice Lihou, 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

Conner Strong

Hardenberg Insurance Group

James Tunney Insurance

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. 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.

APPROVAL OF THE MINUTES

Chairman Broski presented the meeting minutes of the March 17, 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 March 17^th Executive Committee Meeting as presented.

Motion by Mr. Matchett, seconded by Mr. Hatcher to approve the meeting minutes of the March 17^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 March 17, 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 March 17^th Executive Committee Meeting.

Motion by Mr. Matchett, seconded by Ms. Burger to approve the Closed Session Meeting minutes of the March 17^th Executive Committee Meeting as presented. All in favor. Motion carried by unanimous vote.

The Closed Session Meeting minutes of the March 17^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 March 17, 2009 meeting were collected at this time.

EXECUTIVE DIRECTOR'S REPORT

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

-       2008 Safety Incentive Program Awards – A letter from the Executive Director’s office describing how to collect the 2009 SIP Awards money was mailed out February 23^rd. Members are asked to follow the instructions for claming the award. The deadline for claming these funds is November 30, 2009.

-       2009 Optional Safety Budget – A reporting detailing the available balances for each member for the 2009 OSB is included in the packet. Instructions for claming the 2009 OSB allowance were mailed on February 6^th. The deadline for expending or encumbering these funds is November 30, 2009.

-       Statutory Bond Status – The latest listing of Statutory Bonds issued by the MEL are included in the agenda packet. The list should be reviewed by accuracy. Questions should be directed to Cate Kiernan at PERMA.

-       Financial Disclosure Forms – The forms were mailed on February 12^th to each Fund Commissioner and appointed JIF officials. All Fund Commissioners, the Executive Director, Solicitor, and Treasurer were asked to complete these forms and provide two copies with original signatures to the Fund Office by April 20, 2009 in order to meet the filing deadline with the State.

The Executive Director’s office will be mailing the Financial Disclosure Forms to the state on April 23, 2009.

-       Payroll Audits – On March 3^rd a letter was e-mailed to all Municipal Clerks, with a copy to the Fund Commissioners, advising that once again Overland Solutions, Inc. will be performed workers’ compensation exposure verification audits of members’ year 2008 payrolls. This will serve as the basis for your 2010 workers’ compensation renewal data. The Payroll Auditor should have contacted members and all payroll audits should be complete. Kathy Robinson is the new Auditor taking over for Stephen Fredericks.

-       Attendance Records – A reporting detailing attendance through the 1^st quarter of 2009 is made a part of the agenda packet. Attendance is taken directly from the Recording Secretary’s monthly roll call at the Executive Committee meetings. Any errors in attendance should be brought to the Executive Director’s attention.

-       Police Liability Newsletter – The final issue of the Police Liability Beat Newsletter is included in the agenda packet. Topics covered include an update on False Arrests and the importance of Police Reports. The Executive Director’s office is looking for a publication to replace the newsletter.

Also included with the newsletter is an announcement on the Police Accreditation Program. Copies of this information were mailed to Police Chiefs under separate cover.

-       New Fund Commissioner Orientation – This year’s session will be held online utilizing GO TO MEETING.com. Five BURLCOJIF Fund Commissioners expressed interest in taking part in the webinar to date. Additional interested members should contact the Executive Director’s office. The webinar dates are April 29^th, May 1^st and May 4^th.

-       RMC Roundtable – This session for ACM, BURLCO, TRICO JIF RMCs will take place on May 12^th at Kerri Brooke Caterers in Hammonton.

-       Annual Planning Retreat – This year’s retreat will be held on May 15^th at the Tuscany House, Renault Winery, Egg Harbor City. The Strategic Planning Committee prepared the draft agenda at its last meeting. Attendees are asked to RSVP by May 6^th.

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

SOLICITOR'S REPORT

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 reported that the Safety Director’s Report for March Activities is made part of the agenda packet and is self-explanatory. He highlighted a few reminders for members.

-       CDL Training – This training took place on April 21^st. It was very well attended with good participation.

-       Annual Planning Retreat – Participation in the Annual Planning Retreat is included in this year’s Safety Incentive Program as 2 points of extra credit for Fund Commissioners.

-       MEL Video Library – There is a list of new videos that have been added to the library over the past 6-8 months included in the report.

-       Safety Director’s Bulletins – Two new bulletins have been distributed through mail as well as e-mail. They are: Motor Vehicle Records Checks – Revised and Establishing Temporary Traffic Controls in Mobile Work Zones.

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 March 2009 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 – March 2009 (handout)

Ms. Pard presented the Lost Opportunity Days Summary Report of Open Cases as of March 25, 2009. The percentage of Transitional Duty days utilized for the BURLCOJIF was 76.12%.

Managed Care Update (handout)

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

§       CSG Telephonic Case Management Staff – Case Assignments and Case Loads as of March 31^st

§       Bill Review Savings

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 March 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 $11,231.90. This generated an average annual yield of 1.32%. However, after including an unrealized gain of $5,310.00 in the asset portfolio, the yield is adjusted to 1.95% for this period. The total overview of the asset portfolio for the Fund shows an overall gain of $25,122.80 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 $163,827.50. 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 $10,283,464.26 to a closing balance of $10,086,380.34 showing a decrease in the Fund of $197,083.92.

April 2009 Bill List - Approval

For the Executive Committee’s consideration, Mr. Tontarski presented the April 2009 Bill List in the amount of $70,440.07 as provided to the membership in the agenda packet. The April 2009 Bill List consists of administrative costs for operating the Fund.

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

Chairman Broski entertained a motion to accept the March 2009 Treasurer’s Report, and approve the Loss Run Payment Register and the April 2009 Bill List in the amount of $70,440.07 as presented.

Motion by Mr. Cramer, seconded by Mr. Hatcher to accept the March 2009 Treasurer’s Report, and approve the Loss Run Payment Register and the April 2009 Bill List in the amount of $70,440.07 as presented.

All in favor. Motion carried by unanimous vote.

Subrogation Salvage Report

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

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

COMMITTEE REPORTS

Executive Safety Committee Report – March 17, 2009 Meeting

Mr. Cramer presented a verbal report at the March Executive Committee Meeting. The meeting minutes are made a part of the agenda packet.

Strategic Planning Committee Report – April 8, 2009 Meeting

Ms. Burger gave a brief overview of the April 8^th Strategic Planning Committee Meeting. The meeting minutes serve the membership as a handout.

§       Committee Charters

§       2009 Membership Renewals

§       Membership Visitation Program

§       Membership Growth – 2010 Prospect - Eastampton

§       Planning Retreat

§       2010 Executive Committee Meeting Times/ Location

§       2009/2010 Managerial/ Supervisory Training

MEL/RCF/ E-JIF REPORT

The Rights & Duties of a Volunteer in Local Government

Mr. Hatcher reported that recent court decisions require units of local government to extend anti-harassment training to sponsored volunteer organizations including, but not limited to volunteer fire departments, volunteer ambulance and EMS units, Emergency Management volunteers, volunteer police reserves, Library Boards and library volunteers, recreational volunteers, and other volunteers and volunteer boards who are appointed by or supported by the local governmental unit.

The initial training should be completed by May 1, 2010 and should include training on an every-two-year basis.

Attached to the March 16^th correspondence to members, there is a model program.

Mr. Kearns will reach out to Mr. Dorsey at the MEL for a better definition of how far reaching this policy extends. He will report back to the Executive Committee.

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

MISCELLANEOUS BUSINESS

Next Meeting

The next Executive Committee Meeting of the BURLCOJIF will be held on Tuesday, May 19, 2009 at 4:00 PM at the Hainesport Township Municipal Building, Hainesport, NJ.

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 2009-17

Chairman Broski presented Resolution 2009-17 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 Mr. Matchett seconded by Ms. Burger, to approve Resolution 2009-17. 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. Hatcher seconded by Ms. Burger, 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. Hatcher, seconded by Mr. Matchett, to approve the following claims as discussed in Closed Session.

All in favor. Motion carried by unanimous vote.

AUTHORIZATION TO ABANDON SUBROGATION - APPROVAL

Chairman Broski asked for a motion for Approval of Abandonment of Subrogation on the following claim(s) as presented in Closed Session.

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

Motion by Ms. Burger, seconded by Mr. Hatcher, to approve the following claim(s) as discussed in Closed Session.

All in favor. Motion carried by unanimous vote.

MOTION TO ADJOURN

Chairman Broski entertained a motion to adjourn the April 21, 2009 Executive Committee Meeting of the BURLCOJIF.

Motion by Mr. Matchett, seconded by Ms. Burger to adjourn the April 21, 2009 Executive Committee Meeting of the BURLCOJIF. All in favor. Motion carried by unanimous vote.

The meeting was adjourned at 4:45 PM.