OPEN SESSION MINUTES

BURLINGTON COUNTY MUNICIPAL JOINT INSURANCE FUND

HAINESPORT TOWNSHIP MUNICIPAL BUILDING

1 HAINESPORT CENTRE – RT. 537

HAINESPORT, NEW JERSEY

September 20, 2011 – 4:00PM

OPEN SESSION MINUTES

The 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 September 20, 2011 at 4:00PM, prevailing time.  Chair Ryan, Westampton Township presiding.  The meeting was called to order at 4:00PM.

FLAG SALUTE

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

Luis Crespo, Beverly

Frank Nucera, Bordentown Township

Glenn McMahon, Chesterfield         

Linda Dougherty, Edgewater Park    

Richard Brook, Florence

Ed Ruggiano, Alternate, Hainesport

Michael Mansdoerfer, Lumberton (arrived 4:05pm)

Kathy Burger, Secretary, Medford                  

Thalia Kay, Mt. Laurel (arrived 4:13pm)

Amy Antonides, North Hanover

Donna Mull, Pemberton

Meghan Jack, Riverside

David Matchett, Shamong

Michael McFadden, Southampton     

J. Paul Keller, Springfield

Doug Cramer, Tabernacle

Donna Ryan, Chair, Westampton

                                   

Absent Fund Commissioners were:

Heather Cheesman, Bordentown City

Michael Templeton, Delanco

Jeffrey Hatcher, Delran

Sean Gable, Mansfield

Freda Gorman, Wrightstown

Those also in attendance were:

Paul Forlenza, Deputy Executive Director, AJG Risk Management Services, Inc.

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

Tom Tontarski, Treasurer

Joanne Hall, Safety Director, J.A. Montgomery Risk Control

Alice Lihou, Vice President of Account Management, Scibal Associates

Karen Beatty, Client Service Manager, QualCare Inc.

Also present were the following Risk Management Consultant agencies:

The Barclay Group

Conner Strong & Buckelew

EJA & Associates

Hardenberg Insurance Group

Insurance Agency Management

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. Cramer, seconded by Mr. Keller, 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 July 19, 2011 Meeting of the Fund, as found in the agenda packet, for approval.

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

Motion by Mr. Keller, seconded by Mr. Cramer, to approve the meeting minutes of the July 19, 2011 meeting of the Fund as presented.  All in favor.  Motion carried.  Ms. Jack abstained.

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 July 19, 2011 meeting of the Fund for approval.

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

Motion by Mr. Cramer, seconded by Mr. Keller to approve the Closed Session minutes of the July 19, 2011 meeting of the Fund as presented.  All in favor.  Motion carried.  Ms. Jack abstained.

The Closed Session minutes of the July 19, 2011 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 July 19, 2011 meeting were collected at this time.

EXECUTIVE DIRECTOR'S REPORT

Mr. Forlenza reviewed the Executive Director’s Report found in the agenda packet with the membership.  He highlighted the following items from the report.

2010 Safety Incentive Program Awards – Mr. Forlenza noted that the agenda packet contains a list of available balances for each member.   Please note that the deadline for claiming or encumbering these funds is November 30, 2011 which is approaching quickly.

2011 Optional Safety Budget – Mr. Forlenza noted that the agenda packet contains a list of available balances for each member.   Please note that the deadline for claiming or encumbering these funds is November 30, 2011 which is approaching quickly.

EPL Helpline – Authorized Contact List – Mr. Forlenza reminded the members to utilize the EPL Helpline and noted that if the individual listed is not the correct person(s) to access this service, the change must be made via resolution of the governing body.

Capehart & Scatchard Updates – Mr. Forlenza asked members to take a look at the revised updates dealing with WC cases.  The format is condensed and easier to read.

Renewing Members – Mr. Forlenza noted that all the members up for renewal have renewed with the exception of Mt. Laurel and Shamong.  They are still getting quotes at this time.  Mr. Forlenza updated that Bass River had renewed after the agenda packet was released.  October 1^st is the deadline for renewing with the JIF.  Mr. Keller noted for the record that Springfield Twp has adopted the renewing resolution as well. 

Coverage Manuals - Mr. Forlenza stated that on August 15^th, 2011, CDs were mailed to each member’s Municipal Clerk and RMCs.  These contain the 2011 JIF, MEL and EPL Coverage Manuals.  Please let his office know if you did not receive one.

Elected Officials Training – Mr. Forlenza asked the members to review the schedule listed for Elected Officials training, the Burlington County session is scheduled for March 14, 2012.  There will be a session held at the League of Municipalities Convention on Wednesday at 3:45pm titled Elected Officials Training:  How to Eliminate Liability Claims.  There are several similarly named seminars so please note this title.

Managers & Supervisors Training – Mr. Forlenza asked the members to review the schedule listed for training.  The Burlington County session is scheduled for January 10, 2012.  Invites will be going out shortly.

New Member Activity – Mr. Forlenza mentioned that Cinnaminson Twp has made application for membership effective January 1, 2012.  They are currently a member of the Intergovernmental JIF.  Cinnaminson is looking to make a decision quickly.  Mr. Forlenza also expects an application from Woodland Twp.

Mr. Forlenza asked if there were any questions at this time.  There were no questions.

SOLICITOR'S REPORT

Mr. Kearns noted there was nothing to report for open session.

SAFETY DIRECTOR'S REPORT

Ms. Hall stated that the Safety Director's Report is self-explanatory.  She highlighted the following items and noted a new section of her report:

2012 MSI Training Program Planning – Ms. Hall noted that the 2012 MSI Program Planner is out.  If you are interested in hosting a class, please let her know the date and time.  The date for replying has been extended to September 30.  Your facility needs to hold 50 people and have 15 pre-registered (towns can combine to reach the minimum number).

Safety Mid-year Report – Ms. Hall noted that at today’s Safety meeting she presented a mid-year report and loss analysis.  She will be emailing the members to see if anyone would like to receive a copy of this.

Police Chief Roundtable- Ms. Hall informed the members that the police chief’s roundtable scheduled for October has been postponed and rescheduled for early December.  Note that a Police Adhoc Committee meeting is scheduled for early November.

Safety Bulletins – Ms. Hall stated that next Monday a bulletin on Chipper Safety will be released.  Please share with the Public Works and Safety Committees.

Ms. Hall asked if there were any questions at this time.  No questions were entertained.

CLAIMS ADMINISTRATOR'S REPORT

Lessons Learned from Losses – September 2011.  Ms. Lihou noted that these are also posted on the Burlco JIF website. 

Lessons Learned from Losses – September 2011 - Ms. Lihou reported that claims are avoidable.  She noted that risk management and preparedness is a year-round function. Limiting exposure for Burlco JIF on a daily basis is what really keeps claims in control.  Inspection documentation programs help defenses under Title 59.  Inspecting, documenting and correcting defective conditions are key to defending these claims.  As a member of our Defense Counsel says, “Documentation is your salvation.”

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

No questions were entertained.

MANAGED HEALTH CARE REPORT

Lost Time v. Medical Only Cases

Ms. Beatty presented the BURLCOJIF Lost Time v. Medical Only Cases (Intake Report) for July and August 2011.

The report indicates that the average number of days to report a claim was two (2) for July and five and one half (5.5) for August. 

Transitional Duty Report

Ms. Beatty presented the new self-explanatory Year-to-Date Transitional Duty Report for 2011.

Ms. Beatty asked if there were any questions at this time.  No comments or questions were entertained.

PPO Penetration Report:

Ms. Beatty presented the self-explanatory PPO Penetration Report for July and August 2011.

Ms. Beatty noted that the next few pages of the report are the types of providers, who the providers are, and where the Fund is realizing the greatest savings.

Ms. Beatty stated that the other report is the Nurse Case Management report.  It shows the member, claim number, and the nurse case manager assigned to the claim.

TREASURER'S REPORT

Mr. Tontarski presented an overview of the Treasurer's Report for two months ending August 2011, a copy of which was provided to the membership in the agenda packet.  All below numbers are based on a TWO month period.

                                                   

Investment Interest

Interest received or accrued for the current month totaled $13,823.59.  This generated an average annual yield of .83%.  After including an unrealized gain of $30,460.00 in the asset portfolio, the yield was adjusted to 2.71% for this period.  The total overview of the asset portfolio for the Fund shows an overall unrealized gain of $21,865.00 as it relates to market value vs. the amount invested. 

Receipt Activity for the Month

Claim Activity for the Month

Claim activity for the month for claims paid by the Fund and claims payable by the Fund at month end are in the amount of $345,756.01.  The claims detail is as follows:

Direct Loss Payments	$302,440.73
Claim Expenses	$15,403.76
Legal Defense Costs	$27,911.52

Cash Activity for the Month

During the reporting month, the Fund’s “Cash Position” changed from an opening balance of $9,921,115.64 to a closing balance of $11,661,525.79 showing an increase in the Fund of $1,740,410.12.

Mr. Tontarski asked if there were any questions at this time.  No questions were entertained.

Chair Ryan entertained a motion to approve the July/August 2011 Loss Run Payment Register as presented.

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

Motion by Mr. Keller, seconded by Ms. Jack to approve the July/August 2011 Loss Run Payment Register.

Motion carried.

Bill List –August 2011

For the Executive Committee’s consideration, Mr. Tontarski presented the August 2011 Bill List in the amount of $147,862.26.    

Chair Ryan entertained a motion to approve the August 2011 Bill List as presented.

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

Motion by Ms. Jack, seconded by Mr. Mansdoerfer, to approve the August 2011 Bill List as presented.

Motion carried.

Bill List – September 2011

For the Executive Committee’s consideration, Mr. Tontarski presented the September 2011 Bill List in the amount of $49,216.35.   

Chair Ryan entertained a motion to approve the September 2011 Bill List as presented.

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

Motion by Mr. Mansdoerfer, seconded by Ms. Jack, to approve the September 2011 Bill List as presented.

Motion carried.

COMMITTEE REPORTS

Strategic Planning Committee Meeting – July 19, 2011

Chair Ryan stated that the Strategic Planning Committee meeting minutes from July 19, 2011 are included in the agenda packet and are self-explanatory.  Mr. Forlenza added that the revised RMC Confidentiality Agreement which is up for adoption includes language changes to clarify its intent and remove room for interpretation.  In prior years each individual town had to execute an agreement with each RMC.  Going forward each RMC will be required to supply one agreement to the Fund not one for each member they represent.   

Adoption of Revised RMC Confidentiality Agreement

Chair Ryan entertained a motion to approve the Adoption of the Revised RMC Confidentiality Agreement as presented.

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

Motion by Mr. Keller, seconded by Ms. Jack, to approve the Adoption of the Revised RMC Confidentiality Agreement as presented.

Motion carried.

Finance Committee Meeting – July 27, 2011

Mr. Mansdoerfer noted that the Finance Committee meeting minutes from July 27, 2011 were a handout and is self-explanatory.  He stated that arising from the meeting, there are two resolutions that are up for adoption:  Resolution Authorizing a Release of Surplus and Resolution Authorizing an Interfund Transfer.  The Committee is recommending a $450,000 surplus distribution this year which is 14.3% of available surplus.  Mr. Matchett noted that the Committee Meeting was held in Lumberton in July and the Finance Minutes should reflect this change.

Adoption of Resolution # 2011-32 Authorizing a Release of Surplus

Chair Ryan entertained a motion to approve the Adoption of Resolution # 2011-32 Authorizing a Release of Surplus as presented.

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

Motion by Ms. Burger, seconded by Mr. Mansdoerfer, to approve the Adoption of Resolution # 2011-32 Authorizing a Release of Surplus as presented.

Motion carried.

Adoption of Resolution # 2011-33 Authorizing an Interfund Transfer

Chair Ryan entertained a motion to approve the Adoption of Resolution # 2011-33 Authorizing an Interfund Transfer as presented.

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

Motion by Mr. Keller, seconded by Mr. Mansdoerfer, to approve the Adoption of Resolution # 2011-33 Authorizing an Interfund Transfer as presented.

Motion carried.

Executive Safety Committee Meeting – September 19, 2011

Ms. Burger stated that the Executive Safety Committee meeting was held just prior to this meeting.  The Committee discussed some regulatory PEOSHA updates that focus on fire departments.  Ms. Burger asked that any member with a fire department please review the 15 most cited standards which Ms. Hall has as fines and penalties have increased.  Ms. Doughtery asked that Ms. Hall send out the bulletin pertaining to this issue.

Ms. Burger also noted that Mr. Forlenza mentioned previously that we are attempting to secure a wellness coordinator.  With their guidance in 2012, we will expand our wellness initiative.

Ms. Burger also reported that the Committee agreed to reduce the number of safety calendars ordered by 25% for each town.  If you feel you still need the prior year’s amount, please contact the Executive Director’s office.

MEL/RCF/ E-JIF REPORTS

MEL Report- September 7, 2011

Chair Ryan noted that Mr. Hatcher will give the MEL Report upon his return. 

 

RCF Report- September 7, 2011

Mr. Matchett noted that there is nothing to add to the report in the agenda packet. 

E-JIF Report- September 7, 2011

Mr. Brook noted that the minutes were included in the agenda packet.  He noted that the E-JIF will be returning a dividend of $750,000.  Unfortunately, the Burlco JIF will not receive any of these funds as the surplus being released is not from years when the BURLCO JIF was a member of the E-JIF.

Adoption of Resolution # 2011-34 to Renew Membership in the Environmental Risk Management Joint Insurance Fund.

Chair Ryan entertained a motion to approve the Adoption of Resolution # 2011-34 to Renew Membership in the Environmental Risk Management Joint Insurance Fund as presented.

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

Motion by Mr. Mansdoerfer, seconded by Mr. Keller, to approve the Adoption of Resolution # 2011-34 to Renew Membership in the Environmental Risk Management Joint Insurance Fund as presented.

Motion carried.

MISCELLANEOUS BUSINESS

Next Meeting

Chair Ryan noted that the date of the next regular meeting of the BURLCOJIF was moved and will take place on MONDAY, October 17, 2011 at 4:00 PM at the Hainesport Municipal Building, Hainesport, NJ.

Chair Ryan also noted that the November meeting was moved to a Monday as well due to the League of Municipalities.  Mr. Forlenza confirmed that both meeting dates were re-advertised.

PUBLIC COMMENT

Motion by Ms. Jack, seconded by Ms. Burger, to open the meeting to the public.  All in favor.  Motion carried by unanimous vote.

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 #2011-35

Chair Ryan entertained a motion to go into a closed session to discuss matters affecting the protection and safety of the public and to discuss pending or anticipated litigation and/or contract negotiations.

Motion by Mr. Mansdoerfer, seconded by Ms. Burger to approve Resolution #2011-35.  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. Burger, seconded by Mr. Mansdoerfer, to reopen the public portion of the meeting.  All in favor.  Motion carried by unanimous vote.

APPROVAL OF CLAIMS PAYMENTS

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. Ruggiano, seconded by Ms. Burger, to approve the following claims as discussed in Closed Session.

Motion carried.

AUTHORIZATION TO ABANDON SUBROGATION - APPROVAL

There were five (5) Abandonment of Subrogation claims presented in Closed Session.

Chair Ryan asked for a motion for Authorization to Abandon Subrogation on the noted files 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 Ms. Burger, to Authorize Abandonment of Subrogation on the noted files as presented in Closed Session.

Motion carried.

Meeting Dates

Ms. Doughtery asked that when considering the meeting dates for 2012 please take into consideration the days in which the member’s municipal meetings are held.  Chair Ryan noted that it will be added to the next Strategic Planning Committee’s meeting agenda.

MOTION TO ADJOURN

Chair Ryan entertained a motion to adjourn the September 20, 2011 meeting of the BURLCOJIF.

Motion by Ms. Burger, seconded by Mr. Mansdoerfer to adjourn the September 20, 2011 meeting of the BURLCOJIF.  All in favor.  Motion carried by unanimous vote.

The meeting was adjourned at 4:45 pm.

Tracy Forlenza, Recording Secretary for

Kathy Burger, FUND SECRETARY

2012 MEETING MINUTES

2011 MEETING MINUTES