OPEN SESSION MINUTES

BURLINGTON COUNTY MUNICIPAL JOINT INSURANCE FUND

Hainesport Township Municipal Building

1 Hainesport Centre – Rt. 537

Hainesport, New Jersey

June 15, 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, June 15, 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:

Frank Nucera, Bordentown Township

Glenn McMahon, Chesterfield (arrived 4:10pm)

Michael Templeton, Delanco

Jeffrey Hatcher, Delran

Richard Brook, Florence

Paul Tuliano, Hainesport

Michael Mansdoerfer, Lumberton

Jennifer Blumenthal, Mt. Laurel

Monica Zur, North Hanover

Meghan Jack, Riverside

David Matchett, Shamong

Michael McFadden, Southampton

J. Paul Keller, Springfield

Doug Cramer, Tabernacle

Donna Ryan, Westampton

Freda Gorman, Wrightstown

 

Absent were:

Richard Bethea, Bass River

Dawn Human, Beverly

Heather Cheesman, Bordentown City

Linda Dougherty, Edgewater Park

Arthur Puglia, Mansfield

Kathy Burger, Medford

 

 

Those also in attendance were:

Paul Forlenza, Deputy Executive Director, AJG Risk Management Services

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

Tom Tontarski, Fund Treasurer

John Saville, Loss Control Consultant, 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

Insurance Agency Management

Hardenberg Insurance Group

James Tunney Insurance

The Barclay Group

 

Chair Ryan welcomed two new Fund Commissioners to the BURLCOJIF –
Maureen Gross of North Hanover and Frank Nucera of Bordentown Township.

 

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. Mansdoerfer, seconded by Ms. Jack to allow the meeting to be conducted directly by the Fund Commissioners present. All in favor. Motion carried by unanimous vote.

 

ACTING FUND SECRETARY

Due to Secretary Burger being absent, Chair Ryan entertained a motion for Executive Committee Member Hatcher to serve as Acting Secretary for the June 2010 Executive Committee Meeting.

Motion by Mr. Keller, seconded by Mr. Cramer for Executive Committee Member Hatcher to serve as Acting Secretary for the June 2010 Executive Committee Meeting. All in favor. Motion carried by unanimous vote.

 

APPROVAL OF THE MINUTES

Chair Ryan presented the meeting minutes of the May 18, 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 May 18^th Executive Committee Meeting as presented.

Motion by Mr. Keller, seconded by Mr. Mansdoerfer to approve the meeting minutes of the May 18^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 May 18, 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 May 18^th Executive Committee Meeting.

Motion by Mr. Mansdoerfer, seconded by Ms. Jack to approve the Closed Session Meeting minutes of the May 18^th Executive Committee All in favor. Motion carried by unanimous vote.

The Closed Session Meeting minutes of the May 18^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 18, 2010 meeting were collected at this time.

 

EXECUTIVE DIRECTOR'S REPORT

Mr. Forlenza stated the Executive Director’s Report is found in the June 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 or encumbering these funds was 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.

-       Statutory Bond Status – The latest listing of Statutory Bonds issued by the MEL for JIF members is made a part of the agenda packet. The list should be checked for accuracy. Questions on the status of an application should be directed to Joe Hrubash at PERMA.

-       Revenue & Appropriations – Members should forward their 2010 Published Revenue and Appropriations summary to the Executive Director’s office as soon as available.

-       Annual Renewal Process – The 2011 renewal process will be completed this year utilizing the Exigis Exposure Data Management System. The system will be rolled out shortly. E-mails will be sent in advance from the Executive Director’s office to Fund Commissioners and RMCs providing directions. Exigis will shortly be providing system log-ins and passwords. Questions can be directed to Jodi Palmeri at AJG.

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

 

SOLICITOR'S REPORT

The Fund Solicitor presented the following resolution for the memberships’ consideration.

Resolution Appointing Members to the BURLCOJIF Workers’ Compensation and Liability Defense Panel

Chair Ryan entertained a motion to adopt Resolution #2010-20 – Appointing Members to the BURLCOJIF Workers’ Compensation and Liability Defense Panel.

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

Motion by Ms. Jack, seconded by Mr. Mansdoerfer to adopt Resolution #2010-20 - Appointing Members to the BURLCOJIF Workers’ Compensation and Liability Defense Panel.

All in favor. Motion carried by unanimous vote.

 

SAFETY DIRECTOR'S REPORT

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

-       Monthly Activity Report – May’s activities along with JIF Meeting participation is made a part of the report.

-       Advanced Safety Leadership Class – Mt. Laurel will host this class on July 13^th and 20^th at the Mt. Laurel Senior Center. Registration information is included in the report. Pre-registration is required.

Persons with safety leadership responsibilities, including Managers, Supervisors, Safety Coordinators, Fund Commissioners, DPW or Utility Management Department Superintendents are invited.

-       Regional Training Workshops (handout) – Another training session will be held on June 23^rd in the TRICOJIF area. Interested members should contact the Safety Director’s office for the time and location. Training will also take place in Collingswood later in the summer.

Training is being conducted by the NJ Division of Highway Traffic Safety and is geared towards Traffic Safety Officers, Traffic Engineers, Administrators, Safety Coordinators, Fund Commissioners, and Public Works Supervisors.

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.

-        Lessons Learned from Losses – June 2010 (handout)

MEL Corner – 1^st Quarter 2010

The MEL reports that for the 1^st quarter of 2010, 35 cases were resolved from 10 MEL JIF funds. The MEL paid a total of $6,094,984 in loss payments. On behalf of the BURLCOJIF, the MEL did not resolve any claims in the 1^st quarter of 2010.

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 informed the membership of the sad and untimely passing of Nurse Case Manager, Ruth Jenkins earlier today. The CSG staff will be attending services held for Ms. Jenkins within the next few days and the office will be closed during that time. Members can contact Scibal during this time. Ms. Pard apologized in advance for any interruptions in service this may cause members.

Ms. Pard presented the self-explanatory Managed Care Report for May 2010 from CSG Solutions, which is contained in the agenda packet.

Lost Opportunity Days Summary Report – May 2010

The Lost Opportunity Days Summary Report of Open Cases as of May 25, 2010 reflected 81.57% of Transitional Duty days utilized by the BURLCOJIF.

Lost Time v. Medical Only Cases

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

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 May 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 $9,055.75. This generated an average annual yield of 1.13 %. However, after including an unrealized gain of $2,415.00 in the asset portfolio, the yield is adjusted to 1.43% for this period. The total overview of the asset portfolio for the Fund shows an overall gain of $38,392.50 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 $186,766.06. 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 May 2010 in the amount of $186,766.06.

Motion by Mr. Mansdoerfer seconded by Mr. Hatcher 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 $9,747,528.57 to a closing balance of $9,496,919.95 showing a decrease in the Fund of $250,608.62.

 

June 2010 Bill List - Approval

For the Executive Committee’s consideration, Mr. Tontarski presented the June 2010 Bill List in the amount of $72,537.37 as provided to the membership in the agenda packet. The June 2010 Bill List consists of professional fees and 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 May 2010 Treasurer’s Report, and approve the June 2010 Bill List in the amount of $72,537.37 as presented.

Motion by Mr. Mansdoerfer, seconded by Mr. Hatcher to accept the May 2010 Treasurer’s Report, and approve the June 2010 Bill List in the amount of $72,537.37 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 Meeting Report – June 3, 2010 (handout)

Mr. Mansdoerfer presented the June 3^rd Finance Committee Meeting minutes as a handout to members. He reported on the following items.

Annual Audit

Mr. Miles reviewed the Report on Audit of Financial Statements for the Years Ended December 31, 2009 and Fund Year 2008 with the Finance Committee. It is the recommendation of the Finance Committee that the Annual Audit Report Ending December 31, 2009 be accepted by resolution.

Resolution Accepting the Annual Audit Report for the Period Ending December 31, 2009

Chair Ryan entertained a motion to adopt Resolution #2010-21 – Accepting the Annual Audit Report for the Period Ending December 31, 2009.

Motion by Mr. Keller, seconded by Mr. Mansdoerfer to adopt Resolution #2010-21 – Accepting the Annual Audit Report for the Period Ending December 31, 2009.

All in favor. Motion carried by unanimous vote.

Dividend Release Scenarios

The Committee reviewed the Dividend Release Policy and several scenarios for dividend distribution. Ms. Palmeri will prepare additional scenarios for the Committees’ review at their next meeting.

Resolution Authorizing the Transfer of the 2006 Fund Year to the Municipal Excess Liability Residual Claims Fund

Chair Ryan entertained a motion to adopt Resolution #2010-22 – Authorizing the Transfer of the 2006 Fund Year to the Municipal Excess Liability Residual Claims Funds

Motion by Mr. Hatcher, seconded by Ms. Jack to adopt Resolution #2010-22 – Authorizing the Transfer of the 2006 Fund Year to the Municipal Excess Liability Residual Claims Fund.

All in favor. Motion carried by unanimous vote.

Resolution Authorizing an Interfund Transfer

Chair Ryan entertained a motion to adopt Resolution #2010-23 – Authorizing an Interfund Transfer.

Motion by Ms. Jack, seconded by Mr. Mansdoerfer to adopt Resolution #2010-23 – Authorizing Authorizing an Interfund Transfer.

 

All in favor. Motion carried by unanimous vote.

2010 Assessment Billing

The 2^nd Assessment Billing date last year was pushed back by one month as the final MEL Assessment and EPL credits were not available until the end of the June.

Once again, the necessary information required to finalize the 2^nd Assessment Billing is delayed. As a result, the Finance Committee is recommending the 2^nd Assessment Billing date of June 4^th be moved back 30 days.

Chair Ryan entertained a motion to authorize the 2^nd Assessment Billing date to be moved back 30 days.

Motion by Mr. Hatcher, seconded by Mr. Mansdoerfer to move back the 2^nd Assessment Billing date 30 days. All in favor. Motion carried by unanimous vote.

Executive Safety Committee Meeting Report – June 15, 2010 (verbal)

Ms. Jack reported that the Executive Safety Committee met today, June 15^th. The meeting minutes will be made a part of the July agenda packet. She gave a verbal account of the following items.

Traffic Safety Workshop – The workshop took place just this morning, June 15^th. There has been a change in Crosswalk Rules. Motor vehicles must stop, and stay stopped, until pedestrians cross. Members that have impact recovery units in the ground, that say YIELD TO PEDESTRIANS, will have to change them to STOP FOR PEDESTRIANS. There are stickers available that can be placed over the lettering instead of ordering new units.

Members should e-mail the Safety Director’s office, either Joanne Hall or John Saville, to inform them if these units exist in your town. If enough stickers are needed in the county, they could assist members with getting them for our member municipalities.

Lights & Sirens - A Lights & Siren Policy for EMS was distributed on May 4^th. Fund Commissioner should make certain that the policy get to their EMS personnel.

Snow Plow Task Force - Discussions have been completed regarding best practices guidelines for snow plowing. The guidelines will be circulated among the members of the Fund in the upcoming months.

Supervisors’ Incident Investigation Report - After a few technical e-mailing issues have been ironed-out, the report will be posted to the website. Members will be able to fill out and submit the incident report on-line.

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

 

MEL/RCF/ E-JIF REPORT

MEL Meeting Report – June 2, 2010

Mr. Hatcher reported that the MEL met on June 2^nd. The meeting minutes are self-explanatory and made a part of the agenda packet. He highlighted the following item(s).

Audit Report – The Auditor and Actuary presented their year-end reports. The Executive Director provided a report on the MEL’s Statutory Surplus as of December 31, 2009. He reviewed in detail the impact of the EPL experience and increasingly unfavorable court decisions. The Strategic Planning Committee and Coverage Committee will meet before the September MEL Meeting to address these issues.

RCF Meeting Report – June 2, 2010

Mr. Matchett reported that the RCF met on June 2^nd. The meeting minutes are self-explanatory and made a part of the agenda packet. He highlighted the following item(s).

Court Decisions – The Committee has been reviewing some out of the extraordinary court decisions, some rather large, that are quite adverse to the Fund. These are related to the economy and the high rate of unemployment.

Members were reminded to use the Fund’s resources for EPL issues.

E-JIF Meeting Report – June 2, 2010

Mr. Brook reported that the E-JIF met on June 2^nd. The meeting minutes are self-explanatory and made a part of the agenda packet. He highlighted the following item(s).

Auditor and Actuary Year-End Reports – The Auditor stated the Fund is in strong financial position and contained his report contained only recommendation.

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

 

MISCELLANEOUS BUSINESS

Next Meeting

The Regular Meeting of the BURLCOJIF will be held on Tuesday, July 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 2010-24

Chair Ryan presented Resolution 2010-24 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. Keller seconded by Ms. Jack, to approve Resolution 2010-24. 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 Ms. Jack seconded by Mr. Mansdoerfer, to reopen the public portion of the meeting. 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 Mr. Keller, 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 June 15, 2010 Executive Committee Meeting of the BURLCOJIF.

Motion by Ms. Jack, seconded by Mr. Mansdoerfer to adjourn the June 15, 2010 Executive Committee Meeting of the BURLCOJIF. All in favor. Motion carried by unanimous vote.

The meeting was adjourned at 5PM.

_______________________________ Colleen Ross, Recording Secretary for

_______________________________________________ JEFFREY HATCHER, ACTING FUND SECRETARY