BURLINGTON COUNTY MUNICIPAL JOINT INSURANCE FUND

HAINESPORT TOWNSHIP MUNICIPAL BUILDING

1 HAINESPORT CENTRE, RT. 537

HAINESPORT, NEW JERSEY

July 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, July 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

Glenn McMahon, Chesterfield

Michael Templeton, Delanco

Jeffrey Hatcher, Delran

Richard Brook, Florence

Paul Tuliano, Hainesport

Maryann Regn, Alternate, Lumberton

Joseph Broski, Mansfield

Kathy Burger, Medford

Jennifer Blumenthal, Alternate, Mt. Laurel

Monica Zur, North Hanover

Michael McFadden, Southampton

J. Paul Keller, Springfield

Meghan Jack, Riverside

David Matchett, Shamong

Doug Cramer, Tabernacle

Donna Ryan, Westampton

Absent were:

Heather Cheesman, Bordentown City

Linda Dougherty, Edgewater Park

Those also in attendance were:

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

Paul Forlenza, Deputy Executive Director, AJG Risk Management Services

William J. Kearns, Jr., Esquire, 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

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 June 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 June 16^th Executive Committee Meeting as presented.

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

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

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

EXECUTIVE DIRECTOR'S REPORT

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

-       Certificates of Insurance – The May 2009 LTAF Summary and the Statewide Recap for May 2009 are included in the agenda packet for members’ review.

-       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 claiming the award. The deadline for claiming 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 claiming the 2009 OSB allowance were mailed on February 6^th. The deadline for expending or encumbering these funds is November 30, 2009.

-       EPL Hotline – Authorized Contact List – The most recent list of authorized contacts for the EPL Attorney Hotline is made a part of the agenda packet. Only these individuals have the authority to access this service on behalf of the member municipality.

-       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 was due to PERMA by July 15, 2009. A reminder notice was sent out to members today, July 21, 2009.

-       Quarterly Attendance Report – A reporting detailing attendance records through the 2^nd quarter as taken from the Recording Secretary roll call at each meeting serves the membership as a handout.

-       TULIP – An article is included in the agenda packet from the PRIMA magazine entitled “Tenant Users” Liability Insurance Program: An Affordable Tool for Every Risk Manager’s Toolbox.” Several members are using TULIP. Any member with questions or that would like to register their town for this program can contact Kristi Kristie at the Executive Directors’ office.

-       Loss Ratio Snapshots – Each member was presented with their Loss Ratio Snapshot packet. A cover letter explaining the report is included. The report shows the member’s last three years claims history. There is also a list of open claims that members should review.

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

Ms. Hall reported that the Safety Director’s Report for June 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 classes for July, August, and September are included in the report.

-       2010 MSI Class Requests – The 2010 planning process has begun. Members should submit their requests for classes they would like to host from January through December 2010. All requests must be received prior to August 31, 2009. Smaller members that do not have 15 or more participants are encouraged to partner with a neighboring member. Members with questions regarding the courses can contact the Safety Director’s office.

-       MEL Video Library – Included in the report is a list of the newest additions to the MEL Video Library.

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 June 2009 from CSG Solutions, which is contained in the agenda packet.

Lost Opportunity Days Summary Report – June 2009

The percentage of Transitional Duty days utilized for the BURLCOJIF was 72.05%.

Lost Time v. Medical Only Cases

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

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

Managed Care Update

A Managed Care Update is provided to the membership in the agenda packet. This month’s report highlights the following.

§       Medical Case Management - CSG Telephonic Case Management Staff Case Assignments and Case Loads as of June 30th.

§       Monitoring Reports - As of May 31^st, there were a total of three (3) cases with out-of-work days exceeding 90 days; two (2) in Telephonic Case Management and one (1) in Field Case Management.

These three (3) cases represent 13% of the twenty-three (23) total files open. Three (3) cases have been removed from the OOW 90-day report; one (1) police officer who has returned to work full duty with no restrictions and two (2) DPW workers who have returned to work full duty as well.

TREASURER'S REPORT

Mr. Tontarski presented an overview of the Treasurer's Report for the one month period of June 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 $8,590.80. This generated an average annual yield of 1.11%. However, after including an unrealized loss of $3,662.50 in the asset portfolio, the yield is adjusted to 0.64% for this period. The total overview of the asset portfolio for the Fund shows an overall gain of $39,070.30 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 $137,047.24. 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 $9,337,801.21 to a closing balance of $9,157,001.02 showing a decrease in the Fund of $180,800.19.

July 2009 Bill List - Approval

For the Executive Committee’s consideration, Mr. Tontarski presented the July 2009 Bill List in the amount of $433,413.46 as provided to the membership in the agenda packet. The July 2009 Bill List consists of administrative costs for operating the Fund as well as the 3^rd quarter MEL installment.

Also, for the Executive Committee’s consideration, Mr. Tontarski presented the July 2009 RMC Bill List in the amount of $103,890.00 as provided to the membership in the agenda packet. The July 2009 RMC Bill List consists of the 3^rd quarter RMC fees.

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

Chairman Broski entertained a motion to accept the June 2009 Treasurer’s Report, approve the Loss Run Payment Register, and the combined July 2009 Bill List and July 2009 RMC Bill List in the amount of $537,303.46 as presented.

Motion by Mr. Hatcher, seconded by Ms. Ryan to accept the June 2009 Treasurer’s Report, approve the Loss Run Payment Register, and the July 2009 Bill List and July 2009 RMC Bill List in the amount of $537,303.46 as presented.

All in favor. Motion carried by unanimous vote.

Subrogation Salvage Report

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

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

AUTHORIZATION TO PROCESS AND PAY FUND VENDORS IN AUGUST 2009

Chairman Broski announced that an Executive Committee Meeting for the BURLCOJIF will not take place in August 2009.

Therefore, Chairman Broski entertained a motion to Authorize the Payment of Fund Vendors in August 2009 as well as Authorize the Litigation Management Committee to handle any claims that arise in the interim.

Motion by Mr. Matchett, seconded by Mr. Hatcher to Authorize the Payment of Fund Vendors in August 2009 as well as Authorize the Litigation Management Committee to handle any claims that arise in the interim.

All in favor. Motion carried by unanimous vote.

Executive Safety Committee Report – June 16, 2009

Mr. Cramer reported on the Executive Safety Committee meeting of June 16^th at the last Executive Committee Meeting. The minutes are made a part of the agenda packet and are self-explanatory.

A draft Police Accreditation Interns Policy was handed out to the membership for their review. The purpose of the policy is to establish a procedure for reimbursing member police agencies for intern(s) used exclusively to assist in the accreditation process. The formal policy will be presented at the September Executive Committee Meeting for adoption.

Members can contact the Executive Director’s office or Mr. Cramer, Safety Chair with questions.

MEL/RCF/ E-JIF REPORT

None.

MISCELLANEOUS BUSINESS

The BURLCOJIF will not be holding an August Executive Committee Meeting.

Next Meeting

The next Executive Committee Meeting of the BURLCOJIF will be held on Tuesday, September 15, 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 2009-23

Chairman Broski presented Resolution 2009-23 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. Hatcher seconded by Mr. Matchett, to approve Resolution 2009-23. 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. Matchett 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. Cramer, 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 were three (3) matter(s) 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 Mr. Cramer, 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 July 21, 2009 Executive Committee Meeting of the BURLCOJIF.

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

The meeting was adjourned at 4:30PM.