SUBURBAN ESSEX JOINT INSURANCE FUND MAY 19, 2015 NUTLEY PARKS & RECREATION BUILDING 9:30 AM

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1 SUBURBAN ESSEX JOINT INSURANCE FUND MAY 19, 2015 NUTLEY PARKS & RECREATION BUILDING 9:30 AM The meeting was called to order by Chairman Mauro Tucci. Open Public Meeting Notice read into record. Pledge of Allegiance ROLL CALL OF 2015 FUND COMMISSIONERS: Mauro Tucci, Chair Township of Nutley Present David Drumeler, Sec Town of Secaucus Absent Thomas Duch City of Garfield Present John Serapiglia, Jr. Passaic Manchester Regional HS Absent Danielle Ireland Borough of Prospect Park Present Joseph Catenaro Fairfield Township Present Steve Rovell Belleville Township Present Carrie Nawrocki Hudson Reg l Health Commission Present Allan Susen Borough of Haledon Absent Karen Yeamans Nutley Board of Education Absent Richard Budris Essex Reg l Health Commission Present Barry Lewis Township of South Orange Absent 2015 FUND COMMISSIONER ALTERNATES: Charles Voorhees Town of Secaucus Absent Andrew J. Pavlica City of Garfield Absent Brian Zinn Manchester Regional HS Absent Jesenia Gomez Nutley Bd. Of Ed. Present Kevin Esposito Belleville Township Present Marisol Leguizamon Hudson Reg l Health Commission Absent Leena Abaza Borough of Haledon Absent Tom Restaino Essex Reg l Health Commission Absent APPOINTED OFFICIALS PRESENT: Executive Director/Administrator Attorney Claim Services Treasurer Safety Perma Risk Management Services Cathleen Kiernan Piro, Zinna, Cifelli, Paris & Genitempo James Piro Qual-Lynx Bob Fox William Homa J.A. Montgomery Risk Control David McHale

2 Deputy Underwriter Managed Care Conner Strong & Buckelew Edward Scioli - Absent FMCO Thea Isabella OTHERS PRESENT: Don Kellerman, Qual-Lynx Carol Backer, Qual-Lynx Caty Lambe, Qual-Lynx Aricka Sims, Brown & Brown Dawn Makowski, Al Alexander Karen Waters, IMAC Insurance Marie Vicchiariello, C. Walter Searle Insurance Robert Searle, C. Walter Searle Insurance Joe Rude, UHY Advisors Paul Shatkyvich, J.A. Montgomery Risk Control Frank DeMaio, Nutley Mary Fenui, Nutley Frank Covelli, PIA Insurance Zach Edleman, Fairview Insurance APPROVAL OF MINUTES: March 17, 2015 Open Minutes March 17, 2015 Closed Minutes MOTION TO APPROVE OPEN AND CLOSED MINUTES AS NOTED ABOVE: MOTON: SECOND: VOTE: Commissioner Duch Commissioner Esposito Unanimous Correspondence None. PERMA STAFF ANNOUNCEMENT EXECUTIVE DIRECTORS REPORT Executive Director said after 30 years of service to the MEL and its affiliated JIFs Mary Lou Doner, Vice President of Claims, is retiring on July 1, Fund Attorney added that Mary Lou has been with the Joint Insurance Funds since the beginning and has done an outstanding job. She has performed the claim audits of the services of the claims administrators and is very involved with the OPRA requests; she will be missed. Executive Director added that Mary Lou had a wealth of knowledge, not only in the area of claims, but to many other areas. After an extensive search, PERMA is pleased to announce that Robyn Walcoff will join the operation as the Vice President of Claims. Ms. Walcoff has a law degree from George Washington University and over ten years of claim experience beginning with the law firm of White and Williams. From there, Robyn joined the ACE insurance

3 company as Claims Representative specializing in reinsurance before moving over to Conner Strong & Buckelew as a Claims Consultant YEAR END AUDIT Executive Director said the 2014 year end financial audit will be presented and reviewed for approval at the June meeting and will be filed with the Departments of Insurance & Community Affairs by the June 30 th deadline. 2014/2015 PUBLIC OFFICIALS/ELECTED OFFICIALS TRAINING SEMINARS As a reminder, to supplement live presentations of this year s Elected Officials seminar, the MEL posted an online version on instructions to take the online course is enclosed for review.. The deadline to complete the training is June 1, FINANCIAL DISCLOSURE FORMS Executive Director said last year, the Division of Local Government Services introduced a new online program for financial disclosure filings. The fund office has provided all Fund Commissioners & Fund Professionals with the login information to complete their filings for the fund. All Commissioners & Fund Professionals of the Suburban Essex JIF have completed their filings by the April 30 th deadline RENEWAL ONLINE UNDERWRITING DATABASE Executive Director said last year the MEL contracted with Exigis to develop an underwriting database for members and/or their risk managers to add/amend schedules online thereby eliminating the annual paper Renewal Application process. Members will receive an when the database is set up to begin the 2016 underwriting renewal which is expected to begin on or near June 1, 2015 in lieu of July 1, 2015 as incorrectly stated within the agenda. ASSESSMENTS Executive Director said the second quarter assessments were due to Treasurer on April 30, 2015, Mr. Homa will provide an update during his report. LEAGUE MAGAZINE Executive Director referred to the second and third distribution of a series of MEL advertisements to appear in the League Magazine. Each advertisement in the Power of Collaboration series will be different and will highlight activities of the MEL and JIFs as well as people who have rendered significant service.

4 NJ BRAIN INJURY ALLIANCE SPORTS RELATED CONCUSSIONS The MEL JIF has worked with the NJ Brain Injury Alliance to develop a model resolution and policy concerning sports related concussions. Enclosed is a model resolution and policy that members may want to consider. Executive Director said board of Education programs can differ, therefore any town adopting this resolution should contact their school board to see their program. Pro Forma Financial Reports Executive Director reviewed monthly reports as distributed to Fund Commissioners which included monthly Financial Fast-track, Interest Rate Summary Comparison, Loss Ratio Analysis by fund year and line of coverage, Claim Activity Report, Lost Time Accident Frequency, Lost Days Report and MSI Usage report. In addition, the Regulatory Checklist, EPL/POL status report and the current list of Risk Management Consultant agreements were reviewed. Commissioner Catenaro questioned how often the EPL/POL program is reviewed in order to make a determination of deductibles/co-insurance. Executive Director said beginning with the 2015 renewal, XL Insurance relied on its claims experience with the JIFs to determine deductibles, co-pays & assessments and is expected to do this on an annual basis. TREASURER REPORT CONFIRMATION OF APRIL PAYMENTS/VOUCHERS: FUND YEAR AMOUNT 2014 $ $ 889, Total $ 897, RESOLUTION CONFIRMATION OF CLAIMS PAYMENTS/CERTIFICATION OF TRANSFERS FOR THE MONTH OF MARCH 2015: 2011: $ 5, : $ 8, : $ 16, : $ 139, : $ 61, The annualized rate of return on investments as of March 31st was 1.10%. MAY PAYMENTS/VOUCHERS RESOLUTION 10-15: FUND YEAR AMOUNT 2014 $ 1, $ 89, Total $ 91, RESOLUTION CONFIRMATION OF CLAIMS PAYMENTS/CERTIFICATION OF TRANSFERS FOR THE MONTH OF APRIL 2015:

5 2011: $ 11, : $ 9, : $ 6, : $ 56, : $ 102, The annualized rate of return on investments as of April 30th was 1.10%. MOTION TO APPROVE THE CONFIRMING APRIL BILL LIST AND ADOPT RESOLUTION APPROVING THE MAY BILL LIST AND APPROVE CONFIRMATION & CERTIFICATION OF MARCH AND APRIL CLAIM TRANSFERS, AS SUBMITTED. MOTION: SECOND: VOTE: Commissioner Rovell Commissioner Catenaro Unanimous Executive Director said that the MEL Investment Committee met recently and will make a recommendation to the MEL Board to issue an RFP for Banking and Investment services once again. We will keep the Fund informed of the RFP and have the Fund Treasurer advise accordingly. Lastly, Fund Treasurer said that there is one outstanding assessment which is due from South Orange Village. ATTORNEY Treasurer's Report & Investment Report made part of the minutes. Fund Attorney referred to his report as distributed and provided updates to specific liability cases closed, workers compensation cases closed and EPL/POL cases. Nothing further for open session. Fund Attorney's Report made part of the minutes. UNDERWRITING MANAGER Executive Director referred to the listing of Certificates of Insurance previously issued in the absence of Fund Deputy Underwriter.

6 MANAGED CARE Managed Care provider reviewed the agenda report as distributed for the month of April 2015 indicating that there was a savings of $218,375 resulting in 61% of savings. SAFETY DIRECTOR Managed Care Report made part of the minutes. Safety Director reviewed the agenda reports for March and April which highlighted Safety Directors Bulletins & Safety announcements, MSI training program schedules, upcoming Fast Track to Safety trainings and notification of the Crossing Guard Training Train the Trainer course scheduled for June 10, 2015 as distributed. Lastly, Safety Director confirmed that the Village of South Orange has adopted a return to work program encouraging workers, upon approval from a physician, to return to work in a temporary limited capacity based on their capability. CLAIMS SERVICE Closed Session RESOLUTION - EXECUTIVE SESSION FOR CERTAIN SPECIFIED PURPOSES: PERSONNEL - SAFETY & PROPERTY OF PUBLIC LITIGATION. MOVED: SECOND: VOTE: Commissioner Rovell Commissioner Catenaro Unanimous MOTION TO RETURN TO OPEN SESSION: MOVED: SECOND: VOTE: Commissioner Duch Commissioner Rovell Unanimous MOTION TO APPROVE PAYMENT AUTHORITY REQUESTS FOR FILE NUMBERS AS SUBMITTED INCLUDING LIEN COMPROMISES AS REVIEWED MOVED: SECOND: VOTE: Commissioner Duch Commissioner Rovell Unanimous OLD BUSINESS: None NEW BUSINESS: None PUBLIC COMMENT:

7 None MOTION TO ADJOURN: MOVED: SECOND: VOTE: Commissioner Nawrocki Commissioner Budris Unanimous MEETING ADJOURNED: 10:35 AM NEXT MEETING: June 16, 2015 Nutley Parks & Recreation Building 9:30 AM

8 SUBURBAN ESSEX JOINT INSURANCE FUND BILLS LIST CONFIRMATION OF PAYMENTS APRIL 2015 WHEREAS, the Treasurer has certified that funding is available to pay the following bills: BE IT RESOLVED that the Suburban Essex 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 2014 CheckNumber VendorName Comment InvoiceAmount J.A. MONTGOMERY RISK CONTROL SIP: 2015 AWARDS BREAKFAST - 4/6/ FAIRFIELD TOWNSHIP SIP: SILVER AWARD , , NUTLEY TOWNSHIP SIP: SILVER AWARD , , NANINA'S IN THE PARK SAFETY LUNCHEON - 4/2/15 2, , BELLEVILLE TOWNSHIP SIP: GOLD AWARD , , GARFIELD, CITY OF SIP: SILVER AWARD , , Total Payments FY , FUND YEAR 2015 CheckNumber VendorName Comment InvoiceAmount MUNICIPAL EXCESS LIABILITY JIF FAITHFUL PERFORMANCE BOND 2ND QTR , , FIRST MCO MANAGED CARE SERVICES - 04/ , , MUNICIPAL EXCESS LIABILITY JIF MEL PROPERTY 2ND QTR , MUNICIPAL EXCESS LIABILITY JIF MEL 2ND QTR , , APEX INSURANCE SRVS c/o XL INS TECH ERRORS & OMISSIONS 2OF2 INSTALL 3, APEX INSURANCE SRVS c/o XL INS POL & EPL 2 OF 2 INSTALLMENT ,445.50

9 APEX INSURANCE SRVS c/o XL INS VOLU EMRG SERV DIR & OFFCRS 2OF2 INSTALL 1, , QUAL-LYNX CLAIMS ADMIN - 04/ , , J.A. MONTGOMERY RISK CONTROL LOSS CONTROL SERVICES - 04/2015 4, J.A. MONTGOMERY RISK CONTROL FOCUS CLAIMS - 03/ , DT SERVICES LLC ALCOHOL TESTING - 03/19/15 - SECAUCUS DT SERVICES LLC DRUG TESTING - 03/24/15 - HALEDON DT SERVICES LLC DRUG TESTING - 03/19/15 - SECAUCUS DT SERVICES LLC ALCOHOL TESTING - 03/16/15 - NUTLEY BOE DT SERVICES LLC ALCOHOL TESTING - 03/24/15 - PROSPECT PK DT SERVICES LLC ALCOHOL TESTING - 03/24/15 - HALEDON DT SERVICES LLC DRUG TESTING - 03/24/15 - PROSPECT PARK DT SERVICES LLC ALCOHOL TESTING - 02/18/15 - BELLEVILLE DT SERVICES LLC DRUG TESTING - 03/2/15 - NUTLEY DT SERVICES LLC ALCOHOL TESTING - 3/2/15 - NUTLEY DT SERVICES LLC DRUG TESTING - 02/18/15 - BELLEVILLE DT SERVICES LLC DRUG TESTING - 03/16/15 - NUTLEY BOE DT SERVICES LLC ALCOHOL TESTING - 03/16/15 - BELLEVILLE DT SERVICES LLC DRUG TESTING - 03/16/15 - BELLEVILLE , PERMA POSTAGE FEE 03/ PERMA EXECUTIVE DIRECTOR FEE 04/ , , THE ACTUARIAL ADVANTAGE ACTUARIAL CONSULTING SERVICES - 04/2015 2, , PIRO, ZINNA, CIFELLI, PARIS & ATTORNEY FEE 03/2015 6, , WILLIAM M. HOMA, CPA TREASURER FEE 04/2015 1, , MUNICIPAL EXCESS LIABILITY JIF MSI 2ND QTR , , NEWTECH SERVICES, INC. MONTHLY WEBSITE MAINTENANCE/HOSTING 4/ CONNER STRONG & BUCKELEW UNDERWRITING MANAGERS FEE 04/ ALLSTATE INFORMATION MANAGEMNT ACCT: ACT & STOR - 03/31/ ALLSTATE INFORMATION MANAGEMNT ACCT: ACT & STOR - 02/28/

10 C. WALTER SEARLE INS AGNCY LLC RMC FEE 1ST NUTLEY TWP 17, C. WALTER SEARLE INS AGNCY LLC RMC FEE 1ST NUTLEY BOE 14, , Total Payments FY , TOTAL PAYMENTS ALL FUND YEARS $897,251.41

11 SUBURBAN ESSEX JOINT INSURANCE FUND BILLS LIST Resolution No MAY 2015 WHEREAS, the Treasurer has certified that funding is available to pay the following bills: BE IT RESOLVED that the Suburban Essex 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 2014 CheckNumber VendorName Comment InvoiceAmount DREW & ROGERS, INC. SIP: GOLF UMBRELLAS - 04/ SOUTH ORANGE VILLAGE TWP SIP: BRONZE AWARD - 4/ Total Payments FY , FUND YEAR 2015 CheckNumber VendorName Comment InvoiceAmount FIRST MCO MANAGED CARE SERVICES - 05/ , , QUAL-LYNX CLAIM ADMIN - 05/ , , J.A. MONTGOMERY RISK CONTROL LOSS CONTROL SERVICES - 05/2015 4, J.A. MONTGOMERY RISK CONTROL FOCUS CLAIMS - 04/ , DT SERVICES LLC DRUG TESTING - 4/2/15 - FAIRFIELD DT SERVICES LLC ALCOHOL TESTING - 4/2/15 - BELLEVILLE DT SERVICES LLC ALCOHOL TESTING - 4/2/15 - FAIRFIELD DT SERVICES LLC DRUG TESTING - 4/2/15 - GARFIELD DT SERVICES LLC ALCOHOL TESTING - 4/2/15 - GARFIELD DT SERVICES LLC DRUG TESTING - 4/2/15 - BELLEVILLE PERMA POSTAGE FEE04/ PERMA EXECUTIVE DIRECTOR FEE 05/ , , THE ACTUARIAL ADVANTAGE ACTUARIAL CONSULTING SERVICES - 05/2015 2, , PIRO, ZINNA, CIFELLI, PARIS & ATTORNEY FEE 04/2015 6, ,

12 WILLIAM M. HOMA, CPA TREASURER FEE 05/2015 1, , NEWTECH SERVICES, INC. MONTHLY WEBSITE MAINTENANCE/HOSTING 5/ CONNER STRONG & BUCKELEW POSITION BOND , CONNER STRONG & BUCKELEW UNDERWRITING MANAGER - 05/ , AL ALEXANDER AGENCY INC. RMC FEE 1ST PROSPECT PARK 5, AL ALEXANDER AGENCY INC. RMC FEE 1ST HALEDON 9, , NJ ADVANCE MEDIA ACCT: XSUBU /7/15 - CANCEL MTG Total Payments FY , TOTAL PAYMENTS ALL FUND YEARS $ 91,027.20