BURLINGTON COUNTY MUNICIPAL JOINT INSURANCE FUND

HAINESPORT TOWNSHIP MUNICIPAL BUILDING

1 HAINESPORT CENTRE, RT. 537

HAINESPORT, NEW JERSEY

June 16, 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, June 16, 2009 at 4:00 PM, prevailing time. 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.

ROLL CALL

Those in attendance were:

T. Richard Bethea, Bass River

Don Arter, Beverly

Leonard Klepner, Bordentown Township

Glenn McMahon, Chesterfield

Michael Templeton, Delanco

Jeffrey Hatcher, Delran

Linda Dougherty, Edgewater Park

Richard Brook, Florence

Paul Tuliano, Hainesport

Michael Mansdoerfer, Lumberton

Joseph Broski, Mansfield

Kathy Burger, Medford

Jennifer Blumenthal, Mt. Laurel

Monica Zur, North Hanover

J. Paul Keller, Springfield

Meghan Jack, Riverside

David Matchett, Shamong

Doug Cramer, Tabernacle

Donna Ryan, Westampton

Absent were:

Heather Cheesman, Bordentown City

Michael McFadden, Southampton

Those also in attendance were:

Paul Forlenza, Deputy Executive Director, AJG Risk Management Services

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

John Saville, Senior Loss Control Consultant, 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

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. Cramer 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 May 19, 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 May 19^th Executive Committee Meeting as presented.

Motion by Mr. Matchett, seconded by Mr. Mansdoerfer to approve the meeting minutes of the May 19^th Executive Committee Meeting as presented. An abstention was heard from Mr. Hatcher. Motion carried.

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 May 19, 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 Closed Session meeting minutes of the May 19^th Executive Committee Meeting.

Motion by Mr. Matchett, seconded by Mr. Mansdoerfer to approve the Closed Session Meeting minutes of the May 19^th Executive Committee Meeting as presented. An abstention was heard from Mr. Hatcher. Motion carried.

The Closed Session Meeting minutes of the May 19^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 May 19, 2009 meeting were collected at this time.

EXECUTIVE DIRECTOR'S REPORT

Mr. Forlenza stated the Executive Director’s Report is found in the June 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 2008 SIP Awards money was mailed out February 23^rd. Members are asked to follow the instructions for claming the award. The deadline for claming or encumbering 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 claming or encumbering these funds is November 30, 2009.

-       Statutory Bond Status – A listing of the latest Statutory Bonds issued by the MEL for JIF members is made a part of the agenda packet. The list should be revised for accuracy. Members with questions should reach out to Cate Kiernan at PERMA – 201-587-0555.

-       Member Visitation Program – Jackie Parsons, AJG Representative, is contacting those members up for renewal in 2010 to schedule an appointment with the Fund Commissioner. Ms. Parsons will take this opportunity to discuss member participation in the JIF and the many programs available. It is hoped that members will take advantage of this valuable service.

-       Renewing Members – Renewal letters were mailed earlier this month to the seven members up for renewal on January 1, 2010. The Resolution and Agreement included in the mailing to each member should be placed on the governing body’s agenda for adoption and returned to the Executive Director’s office by August 15, 2009.

-       2010 Renewal Applications – PERMA mailed renewal applications to the RMCs the 1^st week of June. The Executive Director’s office sent supplemental instructions to all RMCs via e-mail on June 9^th to clarify various items in the renewal process. Renewal information must be returned to PERMA by July 15, 2009.

-       Fireworks Reminder – July 4^th is quickly approaching. Any municipality planning a fireworks display needs to obtain coverage prior to the event. Coverage for this event is not automatic. To secure coverage, members must comply with the terms and conditions outlined in MEL Coverage Bulletin 09-08 and 09-23. Please do not wait until the last meeting to seek coverage.

-       2009 2^nd Installment Billing – On June 5^th, the 2^nd Assessment Billing for 2009 was mailed to all Municipal Clerks. Payment for the assessment is due to the Fund Treasurer by July 15, 2009.

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

SOLICITOR'S REPORT

Mr. Kearns had nothing to report for Open Session.

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

SAFETY DIRECTOR'S REPORT

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

-       MSI Training Programs – A list of the upcoming programs for the months of June and July are included in the report along with the associated CEU/ TSHs for each course. This information should be shared with Safety Coordinators.

-       MEL Video Library – A list of member municipalities that have utilized the MEL Video Library is made a part of the report. Participation has been low.

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

CLAIMS ADMINISTRATOR'S REPORT

Mr. Harvey’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 May 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 – May 2009

Ms. Pard directed the Committee to the Lost Opportunity Days Summary Report of Open Cases as of May 25, 2009 included in the agenda packet. The percentage of Transitional Duty days utilized for the BURLCOJIF was 8.29%. The percentage is unusually low this month due to members not being able to utilize transitional duty on several files.

Lost Time v. Medical Only Cases

The BURLCO JIF Lost Time v. Medical Only Cases for the 13-month period of May 2008 thru May 2009 reflects the following averages.

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

TREASURER'S REPORT

Mr. Tontarski was not in attendance. Mr. Forlenza presented the Treasurer’s Report. Mr. Forlenza presented an overview of the Treasurer's Report for the one month period of May 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 $9,472.39. This generated an average annual yield of 1.18%. However, after including an unrealized gain of $7,730.00 in the asset portfolio, the yield is adjusted to 2.15% for this period. The total overview of the asset portfolio for the Fund shows an overall gain of $42,732.80 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 $124,763.24. 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 $9,860,195.04 to a closing balance of $9,337,801.21 showing a decrease in the Fund of $522,393.83.

June 2009 Bill List - Approval

For the Executive Committee’s consideration, Mr. Forlenza presented the June 2009 Bill List in the amount of $61,182.87 as provided to the membership in the agenda packet. The June 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 May 2009 Treasurer’s Report, and approve the Loss Run Payment Register and the June 2009 Bill List in the amount of $61,182.87 as presented.

Motion by Mr. Matchett, seconded by Mr. Hatcher to accept the May 2009 Treasurer’s Report, and approve the Loss Run Payment Register and the June 2009 Bill List in the amount of $61,182.87 as presented.

All in favor. Motion carried by unanimous vote.

Subrogation Salvage Report

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

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

COMMITTEE REPORTS

Finance Committee Report – May 21, 2009

Mr. Hatcher reported the Finance Committee met on May 21^st. The minutes from that meeting are included in the agenda packet for the memberships’ review.

Budget Amendment

On behalf of the Finance Committee, Mr. Hatcher presented the 2009 Budget Amendment and 2009 Amended Assessment Certification for the memberships’ consideration. The amendment is due to the addition of Medford Township’s EMS effective April 1, 2009. The Proposed 2009 Amended Budget is in the amount of $5,946,199 for 21 member municipalities.

                        2009 Budget Amendment Public Hearing

Chairman Broski entertained a motion to Open the 2009 Budget Amendment Public Hearing.

Motion by Mr. Matchett, seconded by Mr. Mansdoerfer to Open the 2009 Budget Amendment Hearing. All in favor. Motion carried by unanimous vote.

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

Chairman Broski entertained a motion to Close the 2009 Budget Amendment Public Hearing.

Motion by Mr. Hatcher, seconded by Mr. Matchett to Close the 2009 Budget Amendment Public Hearing. All in favor. Motion carried by unanimous vote.

2009 Amended Budget Adoption

Chairman Broski entertained a motion to Adopt the 2009 Amended Budget in the amount of $5,946,199 as presented.

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

Motion by Mr. Matchett, seconded by Mr. Mansdoerfer to Adopt the 2009 Amended Budget in the amount of $5,946,199.

All in favor. Motion carried by unanimous vote.

2009 Amended Assessment Certification

Chairman Broski entertained a motion to Adopt the 2009 Amended Assessment Certification in the amount of $5,946,199 for 21 member municipalities as presented.

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

Motion by Mr. Matchett, seconded by Mr. Hatcher to Adopt the 2009 Amended Assessment Certification in the amount of $5,946,199 for 21 member municipalities.

All in favor. Motion carried by unanimous vote.

Resolution Accepting the Annual Audit Report for the Period Ending December 31, 2008

Mr. Hatcher presented Resolution #2009-20 – Accepting the Annual Audit Report for the Period Ending December 31, 2008 for the memberships’ consideration.

Chairman Broski entertained a motion to adopt Resolution #2009-20 – Accepting the Annual Audit Report for the Period Ending December 31, 2008.

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

Motion by Mr. Matchett, seconded by Mr. Mansdoerfer to adopt Resolution #2009-20 – Accepting the Annual Audit Report for the Period Ending December 31, 2008.

All in favor. Motion carried by unanimous vote.

Resolution Authorizing the Transfer of the 2005 Fund Year to the Municipal Excess Liability Residual Claims Fund

Mr. Hatcher presented Resolution #2009-21 – Authorizing the Transfer of the 2005 Fund Year to the Municipal Excess Liability Residual Claims Fund for the memberships’ consideration.

Chairman Broski entertained a motion to adopt Resolution #2009-21 – Authorizing the Transfer of the 2005 Fund Year to the Municipal Excess Liability Residual Claims 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 adopt Resolution #2009-21 – Authorizing the Transfer of the 2005 Fund Year to the Municipal Excess Liability Residual Claims Fund.

All in favor. Motion carried by unanimous vote.

Executive Safety Committee Report – June 16, 2009

Mr. Cramer reported the Executive Safety Committee met just prior to the June Executive Committee Meeting. The minutes from that meeting will be included in the July agenda packet. He gave a brief verbal outline of what was discussed at the meeting.

§       2009 1^st Quarter Safety Director’s Report

§       2010 Membership Renewal Review by Safety Director

§       Regional Training Schedule

§       2009/ 2010 Safety Incentive Programs/ Budgets

§       2009 Planning Retreat Surveys

§       Next Meeting: 9/15/09

FUND COMMISSIONER CONFERENCE REPORTS – 2009 PRIMA CONFERENCE

Mr. Brook and Ms. Ryan combined their 2009 PRIMA Conference experience into one written report that was presented to the membership.

MEL/RCF/ E-JIF REPORT

MEL Report – June 9, 2009 Meeting (handout)

Mr. Hatcher reported that the minutes from the June 9^th MEL Meeting are self-explanatory and serve the membership as a handout. He asked members to take special notice to the last page containing the 2010 MEL Budget projections.

RCF Report – June 9, 2009 Meeting (handout)

Mr. Matchett reported that the minutes from the June 9^th RCF Meeting are self-explanatory and serve the membership as a handout. He mentioned the Committee reviewed the Audit and are setting up for the next season of claims transfers.

E-JIF Report – June 9, 2009 Meeting (handout)

Mr. Brook reported that the minutes from the June 9^th E-JIF Meeting are self-explanatory and serve the membership as a handout. He stated that the Auditor found the E-JIF to be very sound financially. The Sustainable Energy Joint Meeting (SEM) is attempting to get off the ground. Participating members will be refunded the $600 member fee if the program is not launched. Also, PMK can send seminar information electronically to members. Members of the BURLCOJIF agreed to have seminar information sent to them in this fashion.

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, July 21, 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 2009-22

Chairman Broski presented Resolution 2009-22 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 Mr. Mansdoerfer, to approve Resolution 2009-22. 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. Matchett, 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 Ms. Burger, to approve the following claims as discussed in Closed Session.

All in favor. Motion carried by unanimous vote.

AUTHORIZATION TO ABANDON SUBROGATION - APPROVAL

There was one (1) matter presented for Abandonment of Subrogation by Mr. Harvey.

The Fund Solicitor recommends Abandonment of Subrogation of the following matter.

Chairman Broski asked for a motion for 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. Ryan, seconded by Ms. Burger, to approve the following claims as discussed in Closed Session.

All in favor. Motion carried by unanimous vote.

MOTION TO ADJOURN

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

Motion by Mr. Hatcher, seconded by Ms. Ryan to adjourn the June 22, 2009 Executive Committee Meeting of the BURLCOJIF. All in favor. Motion carried by unanimous vote.

The meeting was adjourned at 4:45 PM.