MONMOUTH MUNICIPAL JOINT INSURANCE FUND MINUTES MARCH 9, 2017 WALL TOWNSHIP MUNICIPAL BUILDING 1:30 P.M.

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1 MONMOUTH MUNICIPAL JOINT INSURANCE FUND MINUTES MARCH 9, 2017 WALL TOWNSHIP MUNICIPAL BUILDING 1:30 P.M. Meeting Called to Order by Chairman Rogers. Open Public Meeting Statement read into the record. Pledge of Allegiance ROLL CALL OF 2017 EXECUTIVE COMMITTEE: James Rogers Chairman Deal Present Bryan Dempsey Secretary Spring Lake Present EXECUTIVE COMMITTEE MEMBERS Thomas Nolan Boro of Brielle Present Anthony Mercantante Middletown Present Laurie Gavin Allentown Absent Tom Rogers Boro of Rumson Present Lori Cole West Long Branch Present ALTERNATE EXECUTIVE COMMITTEE MEMBERS: Jonathan Capp Marlboro Township Present Jeffry Bertrand Wall Township Present APPOINTED OFFICIALS PRESENT: Executive Director Perma Risk Management Stephen A. Sacco Present /Administrator Services Attorney Cleary, Alfieri, & Grasso James Cleary, Esq. Present Treasurer Steven Mayer Present Claims Service Qual-Lynx Gemma Armenia Absent Safety Director JA Montgomery Joanne Hall Absent Risk Management Consultants The Danskin Agency Conner Strong & Buckelew Charles Casagrande Mike Avalone Present Present Auditor Hulsart & Company Robert Hulsart Absent Actuary Actuarial Advantage Dennis Henry Absent Underwriting Manager Conner Strong & Buckelew Ed Cooney Absent 1

2 ALSO PRESENT Jason Thorpe, PERMA Kevin Thompson, Manasquan Carmen Triggiano, Manasquan Suzanne Veitengruber, Shrewsbury Twp. Lorraine Carafa, Sea Girt Jack Keeler, Sea Bright Donna Campagna, Allenhurst Valerie Heilweil, Keyport Lisa Gallo, Qual Care Kathie Tyler-Schohl, Qual-Lynx Peter Soriero, RMC Alison Kelly, Danskin Agency John Casagrande, Danskin Agency Danielle Matheson, RMC Joe Mirarchi, JA Montgomery Danielle Sanders, JA Montgomery APPROVAL OF MINUTES: January 12, 2017 MOTION TO APPROVE OPEN & CLOSED MINUTES FOR ABOVE REFERENCED MEETINGS VOTE: Commissioner Rogers Commissioner Dempsey CORRESPONDENCE None. TREASURER Mr. Mayer referred to the various Bills List contained within the Agenda Packet. FUND YEAR January Supp. Bill List AMOUNT 2016 $ 3, TOTAL $ 3, FUND YEAR AMOUNT February Bills List 2016 $ 4, $ 1,001, TOTAL $ 1,006,

3 FUND YEAR AMOUNT March Bills List 2017 $ 177, TOTAL $ 177, FUND YEAR AMOUNT March Supp. List 2017 $ TOTAL $ MOTION TO APPROVE RESOLUTION # 10-17, 11-17, AND 12-17(B) APPROVAL FOR PAYMENT OF JANUARY 2017 SUPPLEMENTAL BILLS LIST, FEBRUARY 2017 BILLS LIST, MARCH 2017 BILLS LIST AND MARCH 2017 SUPPLEMENTAL BILL LIST ROLL CALLVOTE: Commissioner Nolan Commissioner Rogers EXECUTIVE DIRECTOR: MEL Meeting Mr. Sacco reported that the MEL met on March 1, 2017 at the Forsgate and referred to a copy of Commissioner Nolan s report of that meeting. Commissioner Nolan commented that the MEL s statutory surplus stands at $21 million MEL & MR HIF Educational Seminar Mr. Sacco informed the Board that the 7 th annual educational seminar is scheduled for Friday, April 21 st beginning at 9:00 AM at the National Conference Center in East Windsor, NJ. He added that the seminar qualifies for an extensive list of Continuing Educational Credits including CFO/CMFO, Public Works, Clerks, Insurance Producers and Purchasing Agents and noted that there is no fee for employees and insurance producers associated with MEL and MRHIF members, as well as personnel who work for service companies that are engaged by MEL member JIFs and MRHIF member HIFs Public Officials/Elected Officials Training Seminars - As in the past, the MEL will reduce each member s 2017 workers compensation claims premium by $250 for each municipal elected official and authority commissioner who completes the course by May 1, The credit will continue to be extended to the member s CEO (i.e. municipal manager/administrator or authority executive director). The maximum credit is 25% of the member s workers compensation claims fund. This course is now available online; enclosed are directions to take the class online. Residual Claims Fund and E-JIF Meetings Mr. Sacco reported that the RCF and the E-JIF also met on March 1, He then referred to copies of Commissioner Nolan s reports of those meetings enclosed within the agenda booklet. 3

4 2017 PRIMA Conference Mr. Sacco informed the Board that the 2017 PRIMA Conference is scheduled for June 4-7, 2017, Phoenix, AZ at the Phoenix Convention Center. He advised that Resolution would need to be adopted to authorize attendance for up to 3 Executive Committee members. MOTION TO ADOPT RESOLUTION #13-17 AUTHORIZING TRAVEL AND RELATED EXPENSES FOR ATTENDANCE OF UP TO 3 EXECUTIVE COMMITTEE MEMBERS AT THE ANNUAL RISK MANAGEMENT CONFERENCE. ROLL CALLVOTE: Commissioner Rogers Commissioner Capp 2017 Financial Disclosure Forms Mr. Sacco reported that Mr. Thorpe will distribute instructions to commissioners on how to file their Financial Disclosure forms once a roster is finalized. He added that the deadline is April 30 th and fines are issued by the State for individuals that do not file. Coverage Committee Meeting - Mr. Sacco informed the Board that a Coverage Committee meeting has been scheduled for April 5 th in the Wall Twp. Municipal building. RFP Process Property Appraisal Mr. Sacco reported that the deadline for the Property Appraiser RFP was March 8 th. He advised that 2 firms submitted responses, PATJO Appraisal Services, Inc. and Asset Works, Inc. Following a review of the fee proposals from the firms it was recommended to that the contract be awarded to Asset Works for the two year option. MOTION TO AWARD A 2 YEAR CONTRACT TO ASSET WORKS FOR THE POSITION OF PROPERTY APPRAISER. ROLL CALLVOTE: Commissioner Rogers Commissioner Dempsey Due Diligence Reports - Mr. Sacco referred the Committee to the Financial Fast Track chart as of December 31 st that was distributed prior to the start of the meeting. He reported that the Fund s statutory surplus position is 7.3 million. ATTORNEY Mr. Cleary informed the Board that he had no report for the month. SAFETY DIRECTOR 4

5 Mr. Mirarchi reviewed the January and February activities and the March agenda. He advised the Committee of upcoming meetings and trainings. He then referred to the Safety Director s bulletins that were recently released enclosed within the agenda booklet. UNDERWRITING MANAGER Mr. Thorpe referred to the list of certificates that were issued for the months of January and February. RISK MANAGEMENT CONSULTANTS: List of Certificates made part of the Minutes. Mr. Avalone reported that there is an Elected Officials training seminar is scheduled for March 22, 2017 in Red Bank. He added that the program is now available online and referred to the online instructions. Mr. Avalone highlighted MEL Bulletin and noted that in order for members to maintain coverage for owned drones they must be in full compliance with FAA regulations, as well as any other federal, state, and local laws and regulations that may apply. Mr. Avalone also highlighted MEL Bulletin and noted that boiler inspections are provided through the Fund. He reminded the Board to contact the Zurich Inspection Helpline to schedule an inspection. Mr. Casagrande reminded the Board that with respect to Certificates of Insurance, members should not give them away unless they have to as by doing so the member is effectively giving coverage to someone else when they do not have to. He noted that the vendor s insurance should be primary, not the member s insurance. Mr. Avalone added that a couple of key categories that members should be aware of are distributors of alcohol and distributors of food products. Report and Attachments of Risk Management Consultants made a part of the Minutes MANAGED CARE: Ms. Gallo referred the Committee to her report enclosed within the agenda booklet. She reported that for the month of February there was a savings of $214,531 resulting in 67% savings. OLD BUSINESS None NEW BUSINESS None MEETING OPENED TO PUBLIC FOR COMMENT: None 5

6 PUBLIC COMMENT PORTION OF THE MEETING CLOSED MOTION TO ENTER EXECUTIVE SESSION FOR THE PURPOSE OF DISCUSSING CLAIMS AND POTENTIAL LITIGATION VOTE: Commissioner Nolan Commissioner Dempsey MOTION TO ADJOURN EXECUTIVE SESSION VOTE: Commissioner Nolan Commissioner Rogers MOTION TO APPROVE PAYMENT OF CLAIMS AS DISCUSSED IN EXECUTIVE SESSION AND AS PRESENTED AND APPROVE MR. CLEARY S LEGAL BILLS IN THE AMOUNT OF $3, WC WC GL PR ROLL CALL VOTE: Commissioner Nolan Commissioner Dempsey MOTION TO ADJOURN MEETING VOTE: Commissioner Capp Commissioner Rogers Meeting Adjourned at: 1:52 P.M. NEXT MEETING: May 2017 Wall Township Municipal Building 2700 Allaire Road Wall, NJ :30 P.M. Secretary 6

7 MONMOUTH COUNTY MUNICIPAL JOINT INSURANCE FUND SUPPLEMENTAL BILLS LIST Resolution No JANUARY 2017 WHEREAS, the Treasurer has certified that funding is available to pay the following bills: BE IT RESOLVED that the Monmouth County Municipal Joint Insurance Fund s Executive Board, hereby authorizes the Fund treasurer to issue warrants in payment of the following claims; and FURTHER, that this authorization shall be made a permanent part of the records of the Fund. FUND YEAR 2016 Check Number Vendor Name Comment Invoice Amount BRANCHES CATERING SAFETY AWARD LUNCHEON - 1/12/2017 3, , Total Payments FY , TOTAL PAYMENTS ALL FUND YEARS $ 3, MONMOUTH COUNTY MUNICIPAL JOINT INSURANCE FUND 7

8 BILLS LIST Resolution No FEBRUARY 2017 WHEREAS, the Treasurer has certified that funding is available to pay the following bills: BE IT RESOLVED that the Monmouth County Municipal Joint Insurance Fund s Executive Board, hereby authorizes the Fund treasurer to issue warrants in payment of the following claims; and FURTHER, that this authorization shall be made a permanent part of the records of the Fund. FUND YEAR 2016 Check Number Vendor Name Comment Invoice Amount DREW & ROGERS, INC. RELIANT AUTO SAFETY TOOL - 12/23/16 1, , JAMM PRINTING CALENDARS - WORKPLACE & SAFETY - 1/23/17 1, , ALLENTOWN BOROUGH 2016 SIP - SAFETY LEADERSHIP AWARD 1, , PERMA 1099 AATRIX E-FILING ALLSTATE INFORMATION MANAGEMNT ACCT: ACT & STOR - 12/31/ Total Payments FY , FUND YEAR 2017 Check Number Vendor Name Comment Invoice Amount N.J. MUNICIPAL ENVIRONMENTAL EJIF 1ST IINSTALLMENT , , APEX INSURANCE SVS, c/o XL INSURANCE TECH ERRORS & OMISSIONS INS 1 OF , , APEX INS SVS,c/o QBE INSURANCE VOLUNTEER EMERG SERV DIR & OFF 1OF2'17 4, APEX INS SVS,c/o QBE INSURANCE POL & EPL - 1 OF , , QUAL-LYNX OUTSIDE ADJUSTER - 02/2017 6, QUAL-LYNX CLAIM ADJUSTING SERVICES - 02/ , , J.A. MONTGOMERY RISK CONTROL LOSS CONTROL SERVICES - 02/ , , QUALCARE, INC. RATE ADJUSTMENT - 02/ QUALCARE, INC. MANAGED CARE SERVICES - 02/ , ,

9 PERMA POSTAGE FEE 01/ PERMA EXECUTIVE DIRECTOR FEE 02/ , , THE ACTUARIAL ADVANTAGE, INC. ACTUARIAL CONSULTING SERVICES - 02/2017 3, THE ACTUARIAL ADVANTAGE, INC. ACTUARIAL CONSULTING SERVICES - 01/2017 3, , CLEARY GIACOBBE ALFIERI & LITIGATION MANAGEMENT - 01/30/2017 8, , STEPHEN M. MAYER TREASURER FEE 02/2017 1, , DANSKIN INSURANCE AGENCY INC. RMC FEE 02/ , , CONNER STRONG & BUCKELEW UNDERWRITING MANAGERS FEE 02/ EXECU-TECH, INC. WEBSITE DEVELOPER MONTHLY FEE 02/ EXECU-TECH, INC. WEBSITE DEVELOPER MONTHLY FEE 01/ BROWN & BROWN METRO INC. RMC FEE SEA BRIGHT BOROUGH 8, BROWN & BROWN METRO INC. RMC FEE BRADLEY BEACH BOROUGH 18, BROWN & BROWN METRO INC. RMC FEE FREEHOLD TWP 51, , Total Payments FY ,001, TOTAL PAYMENTS ALL FUND YEARS $ 1,006, MONMOUTH COUNTY MUNICIPAL JOINT INSURANCE FUND BILLS LIST 9

10 Resolution No MARCH 2017 WHEREAS, the Treasurer has certified that funding is available to pay the following bills: BE IT RESOLVED that the Monmouth County Municipal Joint Insurance Fund s Executive Board, hereby authorizes the Fund treasurer to issue warrants in payment of the following claims; and FURTHER, that this authorization shall be made a permanent part of the records of the Fund. FUND YEAR 2017 Check Number Vendor Name Comment Invoice Amount APEX INS SVS,c/o BEAZLEY TECH ERRORS & OMISSIONS - 1 OF 2 INSTALL 9, , QUAL-LYNX OUTSIDE ADJUSTER - 03/2017 6, QUAL-LYNX CLAIMS ADJUSTING SERVICES - 03/ , , J.A. MONTGOMERY RISK CONTROL LOSS CONTROL SERVICES - 03/ , , QUALCARE, INC. MANAGED CARE SERVICES - 03/ , , PERMA POSTAGE FEE 02/ PERMA ADINISTRATION FEE 03/ , , THE ACTUARIAL ADVANTAGE, INC. ACTUARIAL CONSULTING SERVICES - 03/2017 3, , CLEARY GIACOBBE ALFIERI & LITIGATION MANAGEMENT - 2/27/2017 7, , STEPHEN M. MAYER TREASURER FEE 03/2017 1, , ASBURY PARK PRESS ACCT: ASB /9/17 COVER COM MTG ASBURY PARK PRESS ACCT: ASB /1/ MTG NOTI ALLSTATE INFORMATION MANAGEMNT ACCT: ACT & STOR 1/31/ DANSKIN INSURANCE AGENCY INC. REVISED REMOVE OF MATAWAN & ADD HAZLET 36, , CONNER STRONG & BUCKELEW UNDERWRITING MANAGERS FEE 03/ EXECU-TECH, INC. WEBSITE DEVELOPER - 03/ EXECU-TECH, INC. WEB HOSTING & DOMAIN RENEWAL - 1/31/

11 FAIRVIEW INSURANCE AGENCY LESS 2016 OVERPAYMENT -1, FAIRVIEW INSURANCE AGENCY RMC FEE 1ST LAKE COMO BORO 2, ALLIED RISK MANAGEMENT SERVICE, LLC RMC FEE 1ST MIDDLETOWN TWP 9, , Total Payments FY , TOTAL PAYMENTS ALL FUND YEARS $ 177,

12 MONMOUTH COUNTY MUNICIPAL JOINT INSURANCE FUND SUPPLEMENTAL BILLS LIST Resolution No (B) MARCH 2017 WHEREAS, the Treasurer has certified that funding is available to pay the following bills: BE IT RESOLVED that the Monmouth County Municipal Joint Insurance Fund s Executive Board, hereby authorizes the Fund treasurer to issue warrants in payment of the following claims; and FURTHER, that this authorization shall be made a permanent part of the records of the Fund. FUND YEAR 2017 Check Number Vendor Name Comment Invoice Amount FAIRVIEW INSURANCE AGENCY VOIDED FAIRVIEW INSURANCE AGENCY RMC FEE 1ST LAKE COMO BORO 2, FAIRVIEW INSURANCE AGENCY LESS 2016 OVERPAYMENT -1, Total Payments FY TOTAL PAYMENTS ALL FUND YEARS $ Chairperson Attest: Dated: I hereby certify the availability of sufficient unencumbered funds in the proper accounts to fully pay the above claims. Treasurer 12

13 MONMOUTH MUNICIPAL JOINT INSURANCE FUND RESOLUTION #13-17 RESOLUTION AUTHORIZING ADVANCED TRAVEL EXPENSES FOR AUTHORIZED OFFICIAL TRAVEL WHEREAS, N.J.S.A. 40a: permits the governing body of any local unit to authorize payment in advance toward expenses for authorized official travel; and WHEREAS, certain Commissioners of the Monmouth Municipal Joint Insurance Fund may need to travel to the PRIMA Conference on or about June 4, 2017 for the purpose of attending a seminar on public entity risk management and pooling, and; WHEREAS, the Treasurer has certified that funds are available from the 2017 miscellaneous contingency budget not to exceed $3,500 per attending commissioner, and; WHEREAS, the Commissioners representing the Monmouth County Municipal Joint Insurance Fund will verify their expenses and any excess cash will be repaid to the Monmouth County Municipal Joint Insurance Fund along with a detailed bill of items or demand, and the certification of affidavit required by N.J.S.A. 40A:5-16 which will be submitted within 10 days after the completion of the travel for which the advance was made; NOW THEREFORE BE IT RESOLVED, that the Treasurer is hereby instructed to make up to $3,500 in advance or reimbursement payment for the attending Commissioners of the Monmouth County Municipal Joint Insurance Fund. Monmouth County Municipal Joint Insurance Fund ATTEST: Chairperson Secretary 13