OPEN SESSION MINUTES

BURLINGTON COUNTY MUNICIPAL JOINT INSURANCE FUND

Hainesport Township Municipal Building

1 Hainesport Centre – Rt. 537

Hainesport, New Jersey

March 16, 2010 - 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, March 16, 2010 at 4:00 PM, prevailing time. Chair Donna Ryan, Westampton 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:

Dawn Human, Beverly

Glenn McMahon, Chesterfield

Michael Templeton, Delanco

Jeffrey Hatcher, Delran

Linda Dougherty, Edgewater Park

Richard Brook, Florence

Edward Ruggiano, Alternate, Hainesport

Michael Mansdoerfer, Lumberton

Arthur Puglia, Mansfield

Kathy Burger, Medford

Jennifer Blumenthal, Mt. Laurel

Meghan Jack, Riverside

Michael McFadden, Southampton

J. Paul Keller, Springfield

David Matchett, Shamong

Doug Cramer, Tabernacle

Donna Ryan, Westampton

Freda Gorman, Wrightstown

 

Absent were:

T. Richard Bethea, Bass River

Heather Cheesman, Bordentown City

Leonard Klepner, Bordentown Township

Monica Zur, North Hanover

 

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

Tom Tontarski, Fund Treasurer

Joanne Hall, Safety Director, Conner Strong Risk Services

Alice Lihou, Vice President of Account Management, Scibal Associates

Jen Pard, Senior Account Representative, CSG

 

Also present were the following Risk Management Consultant agencies:

EJA & Associates

Haines & Haines

T. C. Irons

Conner Strong

Hardenberg Insurance Group

James Tunney Insurance

The Barclay Group

 

MONTHLY MEETING CONDUCT

Chair Ryan 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. Keller, 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

Chair Ryan presented the meeting minutes of the February 16, 2010 Executive Committee Meeting, as found in the agenda packet, for approval.

Chair Ryan asked if there were any questions at this time. No questions were entertained.

Chair Ryan entertained a motion to approve the meeting minutes of the February 16^th Executive Committee Meeting as presented.

Motion by Mr. Mansdoerfer, seconded by Ms. Jack to approve the meeting minutes of the February 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.

Chair Ryan presented the Closed Session Meeting minutes of the February 16, 2010 Executive Committee Meeting for approval.

Chair Ryan asked if there were any questions at this time. No questions were entertained.

Chair Ryan entertained a motion to approve the Closed Session meeting minutes of the February 16^th Executive Committee Meeting.

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

The Closed Session Meeting minutes of the February 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 February 16, 2010 meeting were collected at this time.

 

EXECUTIVE DIRECTOR'S REPORT

Mr. Miola stated the Executive Director’s Report is found in the February 2010 agenda packet and is self-explanatory. He highlighted the following items from the report.

-       2009 Safety Incentive Program Awards – A letter describing how to collect the 2009 SIP award moneys was mailed out February 12^th. Members should follow the instructions for claiming awards. The deadline for claiming these funds is November 30, 2010.

-       2010 Optional Safety Budget – A reporting detailing the available balances for each member for the 2010 OSB is included in the packet. The deadline for claiming or encumbering these funds was November 30, 2010.

-       EPL Hotline – Authorized Contact List – The most recent list of authorized contacts for the EPL Attorney Hotline. These are the only representatives authorized to access this service. The list should be reviewed for accuracy. Members can contact the Executive Director’s office with any changes to the list.

-       Elected Officials Training – Due to added interest, one final seminar will be held on March 29^th in the evening at the Westampton Township Municipal Building. A copy of the invitation is included in the agenda packet. Sign in sheets from the previous seminars are available on the JIF website, www.burlcojif.org.

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 May 1, 2010. The total credit is limited to 25% of a member’s liability loss funding premium.

-       Managers & Supervisors Training – One final session has been scheduled for the morning of March 25^th at the Wildwood Convention Center. A copy of the invitation is made part of the agenda packet. Sign in sheets from previous sessions are available on the JIF website, www.burlcojif.org.

-       Police Training Announcement – An additional requirement of the MEL’s 2010 EPL Program is attendance by all Police Chiefs and as many Command Staff as possible at the Risk Management for Police Executives training session. A copy of the invitation including dates, locations, and registration is included in the agenda packet. Feedback from the sessions has been very positive.

-       Payroll Audits – Overland Solutions, Inc. will be performing workers’ compensation exposure verification audits of members’ year 2009 payrolls. These payrolls will serve as the basis for the 2011 workers’ compensation renewal data. Each member will be contacted to set up a mutually convenient day and time for the audit.

-       Property Appraisals – RMCs were requested to advise ASSETWORKS of any additions or deletions of insurable properties that have occurred since the scheduled were last updates. RMCs are asked to respond by March 31, 2010.

-       Contact Designation Forms – Changes to contact information received as of March 5^th have been posted to the JIF website. All members are asked to check the contact information posted on the website and advise the Executive Director’s office of any corrections.

-       New Fund Commissioner Orientation – Members are being polled for interest in the holding a webinar for this year’s orientation.

-       Financial Disclosure Forms – All Fund Commissioners and appointed JIF officials were e-mailed their Financial Disclosure Form on February 4^th. These individuals are asked to completed these forms and provide two copies with original signatures to the Fund Office by April 9, 2010 in order to meet the filing deadline with the state.

-       MEL Coverage Bulletins – Included in the agenda packet is MEL Bulletin 2010-24. This bulletin addresses questions that many member municipalities are asking regarding the need for a Certification of Insurance and Hold Harmless & Indemnification Agreement from the US Census Bureau when the Bureau requests to use municipal property as part of the census process.

-       Workers’ Compensation Exit Interview Form (handout) – It is suggested that this form, which is included in the Claims Coordinators’ Handbook, be incorporated into the Exit Interview process on the last day of employment. If the employee states that have a workers’ compensation injury to report, the employee should be sent to a JIF network physician.

Chair Ryan 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.

Chair Ryan 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.

-       Safety Incentive Program News – Congratulations to all members for their participation in the 2009 program. SIP results are posted on the JIF website.

-       Special Recognition Awards Winners – Congratulations to all winners. Results are posted on the JIF website.

-       Safety Contracts – Signed Safety Contracts should have been postmarked by March 15, 2010.

-       PPE Hazard Awareness Workshop – April’s regional training has been postponed until August/ September. Information will be forthcoming once the training is set up.

-       Advanced Safety Leadership Program – This program has been scheduled for July 13^th & 20^th in Mt. Laurel Township. Notification will be forthcoming.

-       Snow Plow Ad Hoc Committee – The Committee is developing best practices (guidelines) that will be reviewed by Mr. Kearns for his legal opinion.

Chair Ryan asked if there were any questions at this time. No questions were entertained.

 

CLAIMS ADMINISTRATOR'S REPORT

The Claims Administrator’s reported on the following item.

-        Scibal Correspondence – A correspondence dated February 1^st regarding Scibal’s senior management team is made a part of the agenda packet.

-        Lessons Learned from Losses – March 2010 (handout)

MEL Corner

Each quarter the MEL provides a snapshot of claims that resolved in the prior quarter. For the 4^th quarter of 2009, the MEL resolved 22 cases arising out of 13 MEL JIF Funds. The MEL payments totaled $3,198,738. On behalf of the BURLCO JIF, the MEL resolved two claims with total payments of $42,280.

The remainder of the Claims Administrator’s report is for Closed Session.

Chair Ryan 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 February 2010 from CSG Solutions, which is contained in the agenda packet.

 

Lost Opportunity Days Summary Report – February 2010

The Lost Opportunity Days Summary Report of Open Cases as of February 25, 2010 reflected 69.76% utilization of Transitional Duty days for the BURLCOJIF.

Lost Time v. Medical Only Cases

The BURLCOJIF Lost Time v. Medical Only Cases for the 13-month period of February 2009 thru February 2010 reflects the following averages.

Managed Care Update

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

§       Workers’ Compensation Prompt Reporting

o      Why claims should be reported in 3 days or less

o      Financial impact to the JIF

Chair Ryan 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 February 2010, a copy of which was included in the agenda packet for members’ consideration.

 

Investment Interest

Interest received or accrued for the reporting period totaled $10,093.13. This generated an average annual yield of 1.11%. However, after including an unrealized gain of $1,825 in the asset portfolio, the yield is adjusted to 1.31% for this period. The total overview of the asset portfolio for the Fund shows an overall gain of $43,282.50 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 $153,477.94. The claims detail is as follows:

Chair Ryan asked if there were any questions at this time. No questions were entertained.

Chair Ryan asked for approval for payment of the above-mentioned Claims Activity for the Month of February 2010 in the amount of $153,477.94.

Motion by Ms. Jack seconded by Mr. Mansdoerfer to approve the Claims Activity as submitted by Mr. Tontarski.

All in favor. Motion carried by unanimous vote.

 

Cash Activity for the Month(s)

During the reporting period the Fund’s “Cash Position” changed from an opening balance of $11,067,158.57 to a closing balance of $10,759,490.05 showing a decrease in the Fund of $307,668.52.

 

March 2010 Bill List - Approval

For the Executive Committee’s consideration, Mr. Tontarski presented the March 2010 Bill List in the amount of $89,440.29 as provided to the membership in the agenda packet. The March 2010 Bill List consists of administrative costs for operating the Fund.

Chair Ryan asked if there were any questions at this time. No questions were entertained.

Chair Ryan entertained a motion to accept the February 2010 Treasurer’s Report, and approve the March 2010 Bill List in the amount of $89,440.29 as presented.

Motion by Ms. Jack, seconded by Mr. Mansdoerfer to accept the February 2010 Treasurer’s Report, and approve the March 2010 Bill List in the amount of $89,440.29 as presented.

All in favor. Motion carried by unanimous vote.

Chair Ryan asked if there were any questions at this time. No questions were entertained.

 

COMMITTEE REPORTS

Finance Committee Report

Mr. Mansdoerfer stated the Finance Committee is requesting that the 2010 Budget Amendment – Public Hearing be tabled to the April 20, 2010 Executive Committee Meeting.

Chair Ryan entertained a motion to table the 2010 Budget Amendment – Public Hearing for the April 20, 2010 Executive Committee Meeting.

Motion by Mr. Keller, seconded by Ms. Jack to table the 2010 Budget Amendment – Public Hearing for the April 20, 2010 Executive Committee Meeting.

All in favor. Motion carried by unanimous vote.

Executive Safety Committee Report

Ms. Jack gave a verbal account of the March 16^th Executive Safety Committee Meeting. The official meeting minutes will be made a part of the April agenda packet. Ms. Jack highlighted the following items.

§       Safety Director’s 2010 Annual Report was presented.

§       Lights & Siren Policy will be distributed within the next few months.

§       Extra Stop-n-Think DVDs are available through the Safety Director.

§       The annual Motor Vehicle Check Safety Bulletin will be forthcoming.

§       Members should submit ideas for the May 21^st Annual Planning Retreat.

Chair Ryan asked if there were any questions at this time. No questions were entertained.

MEL/RCF/ E-JIF REPORT

MEL Report – March 3, 2010

Mr. Hatcher stated that the March 3^rd MEL Report is included in the agenda packet and is self-explanatory.

RCF Report – March 3, 2010

Mr. Matchett stated that the March 3^rd RCF Report is included in the agenda packet and is self-explanatory.

E-JIF Report – March 3, 2010

Mr. Brook stated that the March 3^rd E-JIF Report is included in the agenda packet and is self-explanatory. He also mentioned that there is a SEM update included in the report. The SEM held its first successful on-line reverse auction for natural gas. The SEM will start the process of going to auction for electricity. The estimated auction date is sometime in late April 2010. The E-JIF’s statutory surplus, as reported in their Financial Fast Track, is $21 million.

 

MISCELLANEOUS BUSINESS

Next Meeting

The Regular Meeting of the BURLCOJIF will be held on Tuesday, April 20, 2010 at 4:00 PM at the Hainesport Township Municipal Building, Hainesport, New Jersey.

 

PUBLIC COMMENT

Chair Ryan opened the meeting to the public for comment.

Hearing no comments, Chair Ryan closed the public portion of the meeting.

 

EXECUTIVE SESSION MEETING – Resolution 2010-15

Chair Ryan presented Resolution 2010-15 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 Ms. Jack, to approve Resolution 2010-14. 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

Chair Ryan entertained a motion to Reopen the Public Portion of the Meeting.

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

 

PROPERTY CLAIMS – APPROVAL

Mr. Miola reported that Ms. Lihou has indicated to him that Scibal is experiencing an increase in first party Property claims, over $5,000 but not significant. In order to expedite payment of these claims, Mr. Miola requested that authority be granted to the Executive Director and Fund Solicitor to pay the claims and have the PARs prepared for the next Executive Committee Meeting for review.

Chair Ryan entertained a motion that the Executive Director and Fund Solicitor be granted authority to authorize payment of first party Property claims over $5,000 to expedite payment to member municipalities.

Motion by Mr. Ruggiano, seconded by Mr. Mansdoerfer to grant authority to the Executive Director and Fund Solicitor to authorize payment on first party Property claims over $5,000 to expedite payment to member municipalities.

All in favor. Motion carried by unanimous vote.

 

CLAIMS PAYMENTS - APPROVAL

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

Chair Ryan 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 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.

Chair Ryan asked if there were any questions at this time. No questions were entertained.

 

MOTION TO ADJOURN

Chair Ryan entertained a motion to adjourn the March 16, 2010 Executive Committee Meeting of the BURLCOJIF.

Motion by Ms. Jack, seconded by Mr. Ruggiano to adjourn the March 16, 2010 Executive Committee Meeting of the BURLCOJIF. All in favor. Motion carried by unanimous vote.

The meeting was adjourned at 4:30 PM.

_______________________________ Colleen Ross, Recording Secretary for

_____________________________________________ KATHY BURGER, FUND SECRETARY