Meeting &Agenda Reports TOWNSHIP OF PISCATAWAY

Transcription

1 Meeting &Agenda Reports TOWNSHIP OF PISCATAWAY MUNICIPAL BUILDING May 17, PM

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3 CENTRAL JERSEY JOINT INSURANCE FUND AGENDA MEETING OF FUND COMMISSIONERS CALLED TO ORDER OPEN PUBLIC MEETING ACT STATEMENT In accordance with the Open Public Meetings Act, notice of the meeting was provided by: 1. Sending sufficient notice to the Fund s designated newspaper, the Home News Tribune; 2. Filing Advanced written notice of this meeting with each member municipality; and 3. Posting notice of this meeting on the Public Bulletin Board of all member municipalities. PLEDGE OF ALLEGIANCE ROLL CALL OF FUND COMMISSIONERS APPROVAL OF MINUTES April 12, 2017 Open....Appendix I CORRESPONDENCE None REPORTS: EXECUTIVE DIRECTOR/ADMINISTRATOR PERMA Risk Management Services.Executive Director's Report... Page 1 TREASURER Richard Lorentzen.Monthly Voucher List - Resolution No Page 16.Treasurers Report.. Page 18 CLAIMS SERVICE Qual Lynx.Monthly Report....Page 23 MANAGED CARE Qual Care.Monthly Report....Page 25 UNDERWRITING MANAGER Conner Strong & Buckelew.Monthly Certificate Holding Reports... Page 30 MARKETING MANAGER Reliance Insurance Group SAFETY DIRECTOR J.A. Montgomery Risk Control.Monthly Report... Page 33 RISK MANAGERS EXECUTIVE SESSION - FOR CERTAIN SPECIFIED PURPOSES FOR PERSONNEL, SAFETY, PUBLIC PROPERTY OR LITIGATION

4 OLD BUSINESS NEW BUSINESS PUBLIC COMMENT MEETING ADJOURNMENT

5 Date: May 17, 2017 Central Jersey Joint Insurance Fund 9 Campus Drive Suite 16 Parsippany, NJ Memo to: From: Subject: Fund Commissioners Central Jersey Joint Insurance Fund PERMA Risk Management Services Executive Director's Report Welcome Commissioner Timothy Dacey Piscataway has appointed Township Administrator Tim Dacey as its new Fund Commissioner. The Fund Commissioners and Professionals welcome Tim to the Board. National Flood Insurance Program -Many municipalities in the MEL have properties in flood zones. Therefore, it is critical that Congress acts to continue the National Flood Insurance Program. The MEL recommends that each JIF adopt the attached resolution and pass it onto members for their action as well. (Page 3) Motion to Approve Resolution Coverage Documents The fund office will begin distributing the 2017 coverage documents to all Fund Commissioners and Risk Managers via the week of May 15. MEL Risk Management Consultant Accreditation Program. The MEL is instituting a program to recognize the MEL s numerous experienced RMCs and to educate their new staff. Producers who complete this program may use the designation MEL Accredited Risk Management Consultant. To achieve accreditation, a RMC must complete the four all day sessions that will be conducted over a six month period. (See pages 5&6 for the registration form and agenda). Each session will be held twice once in Jamesburg at the Forsgate County Club (Exit 8A) and once at the Conner Strong and Buckelew Headquarters facility in Marlton (Exit 4). The program is also eligible for producer continuing education credits. The fee is a nominal $500 payable to the Municipal Excess Liability Joint Insurance Fund Financial Disclosure Forms The fund office has provided all Fund Commissioners and Professionals with the login information they need to complete their Financial Disclosure filing for the Central JIF. The included links to the instructions and the DLGS webpage to file your disclosure; the filing deadline has been extended to May 30 th. The Local Finance Notice is included on Page 7. 1 Page

6 Auditor & Actuary Year-End Reports: The financial audit for the period ending December 31, 2016 will be ready for review and approval at the June meeting and will be filed with the Departments of Insurance and Community Affairs by the June 30 th deadline. Safety Expo The MEL continues to work with the New Jersey Utility Authorities Joint Insurance Fund (NJUA) to conduct its Annual Safety Expo which includes MEL member town s water & sewer employees. The Safety Expos will be held on June 23rd at the Middlesex County Fire Academy and September 29th at the Camden County Emergency Services Training Center. Registration is through the MEL Safety Institute. Registration information will be mailed to members shortly Renewal Online Underwriting Database: Members and Risk Managers will receive an when the database is set up to begin the 2018 underwriting renewal which is expected to begin on or near June 1, The MEL awarded a contract to Origami for the on-line underwriting but that system will not be functional until This year s renewal will still be conducted in the Exigis system. MEL Cyber Insurance Webinar Series The MEL is hosting webinars related to Cyber Insurance. The first webinar was on Understanding Your Cyber Liability Policy and was well attended. The second is What to Do in the Event of a Breach. This session will be conducted on May 23 rd ; the flyer is included in the agenda on Page 8. Pro Forma Monitoring Reports: Financial Fast Track Page 9 Fixed Income Summary & Rate Comparison Page 10 Pure Loss Ratio Report Page 11 Claims Activity Report Page 12 Lost Time Accident Frequency Reports Page 13 EPL/POL Status Page 14 Regulatory Checklist Page 15 2 Page

7 RESOLUTION NO CENTRAL JERSEY JOINT INSURANCE FUND RESOLUTION TO URGE REPRESENTATIVES FROM THE STATE OF NEW JERSEY TO SUPPORT THE LEGISLATIVE ACTION TO RE-AUTHORIZE AND EXTEND THE NATIONAL FLOOD INSURANCE PROGRAM ( NFIP ) WHEREAS, floods are the most common and most destructive natural disasters in the United States; and WHEREAS, the National Flood Insurance Act authorizes a National Flood Insurance Program ( NFIP ); and WHEREAS the NFIP is a Federal program created by Congress to mitigate future flood losses nationwide and to provide access to affordable, federally backed flood insurance protection for property owners; and WHEREAS, the NFIP is designed to provide an insurance alternative to disaster assistance to meet the escalating costs of repairing damage to buildings and their contents caused by floods; and WHEREAS, New Jersey is fourth in the nation in the number of NFIP policies enforced and third in total value of claims paid; and WHEREAS, five hundred and fifty-two communities in New Jersey participate as members of the NFIP which amounts to over 230,000 policies throughout the State of New Jersey; and WHEREAS, the NFIP maintains a significant role in providing financial protection against flood events to New Jersey residents; and WHEREAS, the NFIP is set to expire on September 30, 2017; and WHEREAS, the expiration of this program could cause catastrophic loss of insurance coverage against flooding which is the number one cause of loss of property throughout the United States; and WHEREAS, in the event the program were to expire, the consequences in the form of disruption of coverage and the potential financial burdens to residents throughout the State of New Jersey will be of great economic significance; and WHEREAS, the purpose of this Resolution is to urge the area Federal Representatives to support the extension of the NFIP which promotes the public health, safety and general welfare and minimizes public and private losses due to flooding events in the State of New Jersey 3 Page

8 NOW, THEREFORE, BE IT RESOLVED, that the Central Jersey Joint Insurance Fund (hereinafter the FUND ) hereby urges its area Federal Legislators and Representatives to take any and all necessary action to insure that the National Flood Insurance Program is extended beyond the September 30, 2017 expiration date. BE IT FURTHER RESOLVED, that a copy of this Resolution shall be forwarded to area Federal Legislators and Representatives. BE IT FURTHER RESOLVED, that a copy of this resolution shall be forwarded to members of the FUND urging them to adopt it as well. CENTRAL JERSEY JOINT INSURANCE FUND Adopted this day by the Governing Body: Chairman date Attest: Secretary date 4 Page

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19 Central Joint Insurance Fund Annual Regulatory Filing Check List Year 2017 as of May 1, 2017 Item Filing Status Budget Filed 3/2/17 Actuarial Certification To be Filed Reinsurance Policies To be Filed Fund Commissioners Filed 3/2/17 Fund Officers Filed 3/2/17 Renewal Resolutions To be Filed Withdrawals None New Members None 2017 Risk Management Plan Filed 3/2/ Cash Management Plan Filed 3/2/ Risk Manager Contracts In process of Collecting 2017 Certification of Professional Contracts To be Filed Unaudited Financials Filed 3/10/17 State Comptroller Audit Filing To be Filed Annual Audit To be Filed Ethics Filing On Line Filing 15 Page

20 16 Page RESOLUTION NO CENTRAL JERSEY JOINT INSURANCE FUND BILLS LIST MAY 2017 WHEREAS, the Treasurer has certified that funding is available to pay the following bills: BE IT RESOLVED that the Central Jersey 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 QUAL-LYNX MANAGED CARE FEE 05/ , , APEX INS SRVS c/o BEAZLEY TECH ERRORS & OMISSIONS - 2OF2 INSTALL 2, , ACRISURE, LLC MARKETING MANAGER FEE 05/ , , QUAL-LYNX CLAIMS ADJUSTING SERVICES - 05/ , , J. A. MONTGOMERY RISK CONTROL LOSS CONTROL SERVICES - 05/ , J. A. MONTGOMERY RISK CONTROL 2017 AWARD BREAKFAST - 5/3/ , PERMA RISK MANAGEMENT SERVICES POSTAGE FEE 04/ PERMA RISK MANAGEMENT SERVICES EXECUTIVE DIRECTOR FEE 05/ , , THE ACTUARIAL ADVANTAGE ACTUARIAL CONSULTING SERVICES - 05/2017 2, THE ACTUARIAL ADVANTAGE ACTUARIAL CONSULTING SERVICES - 04/2017 2, , CAPEHART & SCATCHARD, P.A. LITIGATION MANAGEMENT MAR-MAY' , , NEWTECH SERVICES INC. MONTHLY WEBSITE MAINTENANCE/HOSTNG 5/ RICHARD LORENTZEN TREASURER FEE 05/2017 1, , BOB SMITH & ASSOCIATES LITIGATION MANAGEMENT FEE 04/2017 1, BOB SMITH & ASSOCIATES ATTORNEY FEE 04/2017 3, ,010.50

21 ALLSTATE INFORMATION MANAGEMNT ACCT: ACT & STOR 4/30/ ALLSTATE INFORMATION MANAGEMNT ACCT: ACT & STOR 3/31/ Total Payments FY , TOTAL PAYMENTS ALL FUND YEARS $ 142, Chairperson Dated: Secretary I hereby certify the availability of sufficient unencumbered funds in the proper accounts to fully pay the above claims. Treasurer 17 Page

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55 CENTRAL JERSEY JOINT INSURANCE FUND MEETING MINUTES April 12, 2017 PISCATAWAY MUNICIPAL COMPLEX MEETING OF THE EXECUTIVE COMMITTEE CALLED TO ORDER AT 2:00 P.M. OPEN PUBLIC MEETING STATEMENT READ INTO RECORD PLEDGE OF ALLEGIANCE ROLL CALL OF THE 2017 EXECUTIVE COMMITTEE Robert Landolfi, Township of Woodbridge Robert Vornlocker, Township of Franklin Nancy Costa, Township of Hillsborough Daniel Frankel, Borough of Sayreville William Northgrave, Township of Edison Michael Gross, City of South Amboy Colleen Connolly, Borough of Belmar Present Present Present Present Present Present Absent ALSO PRESENT: Jeremy Solomon, Bob Smith & Associates Richard Lorentzen, Treasurer Daniel Lamptey, Piscataway Township Donna Setzer, Qual Lynx Kathy Kissane, Qual Lynx Tony Jones, Qual Lynx Claudia Acosta, Qual Lynx Jay McManus, North American Insurance Management Amy Pieroni, North American Insurance Management Dave McHale, JA Montgomery Risk Control Don Ruprecht, JA Montgomery Risk Control Joseph Hrubash, Perma Rachel Chwastek, Perma Vice Chairman Vacancy: With the departure of Joseph Criscuolo from the Fund, the position of Vice Chairman is now vacant. The Executive Director asked the Commissioners to nominate and elect a new Vice Chairman. Commissioner Vornlocker nominated Daniel Frankel for the position of Vice Chairman. MOTION TO ELECT DANIEL FRANKEL AS VICE CHAIRMAN FOR THE CENTRAL JIF Moved: Second: Vote: Commissioner Vornlocker Commissioner Gross Unanimous Page 51

56 Secretary Vacancy: With the election of Daniel Frankel to Vice Chairman, the Secretary position is now vacant. Commissioner Vornlocker nominated William Northgrave for the position of secretary. MOTION TO ELECT WILLIAM NORTHGRAVE AS SECRETARY FOR THE CENTRAL JIF Moved: Second: Vote: Commissioner Vornlocker Commissioner Gross Unanimous Rules and Contracts Committee: With the departure of Joseph Criscuolo, a seat has opened on the Rules and Contracts Committee. Chairman Landolfi appointed Daniel Frankel to the Rules and Contracts Committee. MINUTES: March 15, 2017 Open Minutes MOTION TO APPROVE MINUTES FOR MARCH 15, 2017 Moved: Second: Vote: Commissioner Costa Commissioner Frankel Unanimous CORRESPONDENCE: None EXECUTIVE DIRECTOR'S REPORT Aggregate Loss Fund Contingency As you know, beginning with the 2016 Fund year, the MEL implemented a Retrospective Rating Program. The MEL billed member JIFs only 85% of its expected claims fund and will bill balance to the JIFs that exceed that amount. Additional billing will be capped at 100% - which was determined based on the JIF s claims experience. For 2016, the Central JIF s cap is 100% of the expected claims fund. The Central JIF funded this corridor in the budget. This Resolution documents prior authorization for the creation of an aggregate loss fund contingency account and the transfer of the funding collected with the 2016 assessment. Each year, the JIF will decide how much of this corridor to fund and transfer to this account. Documenting this change was a recent recommendation in the MEL s internal audit. The Resolution was included in the agenda. MOTION TO APPROVE RESOLUTION 14-17, AS AMENDED FOR THE LOSS FUND CONTINGENCY Moved: Second: Vote: Commissioner Frankel Commissioner Northgrave 6 Ayes, 0 Nays Page 52

57 The Executive Director advised that for 2018 the Fund will amend either the Risk Management Plan or the Cash Management Plan as appropriate for the Aggregate Loss Fund Contingency MEL & MR HIF Educational Seminar: The 7th annual seminar is scheduled for Friday, April 21st, beginning at 9:00 AM at the National Conference Center in East Windsor, NJ. The seminar qualifies for an extensive list of Continuing Educational Credits including CFO/CMFO, Public Works, Clerks, Insurance Producers and Purchasing Agents. There is no fee for employees and insurance producers associated with MEL and MR HIF members as well as personnel who work for service companies that are engaged by MEL member JIFs and MR HIF member HIFs. Included in the agenda was the enrollment form which will also be distributed by to fund commissioners and risk managers. Elected Officials Training Course: Every year, the MEL holds training seminars for elected officials and reduces a member s assessment by $250 for each municipal elected official and Administrator completing the course by May 1 st. Several sessions have been completed so far and additional ones are being scheduled for members. Included in the agenda were upcoming sessions. This course is also available on-line; enclosed in the agenda were directions to take the class. MEL Risk Management Consultant Accreditation Program. The MEL is instituting a program to recognize the MEL s numerous experienced RMCs and train new staff. Producers who complete this program may use the designation MEL Accredited Risk Management Consultant. To achieve accreditation, a RMC must complete the four all day sessions that will be conducted over a six month period. (See Pages 7&8 for the registration form and agenda). Each session will be held twice once in Jamesburg at the Forsgate County Club (Exit 8A) and once at the Conner Strong and Buckelew Headquarters facility in Marlton (Exit 4). The program is also eligible for producer continuing education credits. The fee is a nominal $500 payable to the Municipal Excess Liability Joint Insurance Fund Financial Disclosure Forms The fund office has provided all Fund Commissioners and Professionals with the login information they need to complete their Financial Disclosure filing for the Central JIF. The included links to the instructions and the DLGS webpage to file your disclosure; filing deadline is April 30th. The Local Finance Notice was included in the agenda PRIMA Conference As previously reported, the JIF has authorized the attendance of Board Members at the annual risk management conference for the purpose of attending seminars. The next PRIMA convention will take place in Phoenix in early June. Please notify the Fund office if you are interested in attending. MEL Cyber Insurance Webinar Series The MEL is hosting webinars related to Cyber Insurance. The first webinar will be on Understanding Your Cyber Liability Policy and the second on What to Do in the Event of a Breach. The flyer for these webinars was included in the agenda. Page 53

58 Due Diligence Reports Monthly report submitted to Fund Commissioners including Monthly Fast-track Accident Frequency, Fast-Track Financial report, Claim Activity Report, Interest Rate Summary Comparison, Monthly Loss Ratio by fund year and line of coverage and the Monthly and Annual Regulatory Checklist. The Executive Director reported the fund currently has a surplus of $4,662,369, all JIF members are in full compliance with the EPL/POL Program and the JIF s loss time accident frequency at The Executive Director then asked if there were any questions and concluded his report. Reports Made Part of Minutes. TREASURER: The Treasurer, Mr. Richard Lorentzen, presented the Bill s List. RESOLUTION MAY 2017 VOUCHER PAYMENTS 2016 $ 1, $ 1,485, MOTION TO ADOPT RESOLUTION APPROVING THE VOUCHER PAYMENT LISTS, AS SUBMITTED: Moved: Second: Roll Call Vote: Commissioner Gross Commissioner Northgrave 6 Ayes, 0 Nays Voucher Lists, Treasurer Report & Investment Portfolio Reports Made Part of Minutes. CLAIMS/ MANAGED CARE: CLAIMS Claims Manager Kathy Kissane reported the Claims Committee reviewed the PAR s for April today. Claims Manager respectfully requested a motion to ratify the PAR s that were approved by the Claim Committee today for April. PAYMENT AUTHORIZATION REQUESTS: Executive Committee reviewed payment authorization requests presented by Claims Service in April. Claims Review Committee reviewed and recommended as submitted. MOTION TO APPROVE PAYMENT AUTHORIZATION REQUESTS FOR MARCH CLAIMS PRESENTED IN EXECUTIVE SESSION BY QUAL-LYNX: Moved: Second: Roll Call Vote: Commissioner Costa Commissioner Frankel 6 Ayes, 0 Nays Page 54

59 MANAGED CARE: CLAIMS Donna Setzer reported savings was at 61% with a network penetration of 92%. UNDERWRITING MANAGER LIST OF CERTIFICATES ISSUED Mr. Joseph Hrubash advised 18 certificates were issued 2/22/2017 to 3/21/2017. List of Certificates made part of the minutes. MARKETING MANAGER: Ms. Amy Pieroni advised her report had been distributed to the fund commissioners. She also advised that the fund had a new member, South Amboy First Aid Squad. SAFETY DIRECTOR: - Dave McHale advised the Safety Director s report was included in the agenda. The report included a list of loss control activities for the month of March, and MSI Training Programs scheduled through June. The agenda also included multiple safety director communications, including one on New Jersey Crossing Guard Training and Resources Program Train the Trainer Class and another on Take Your Daughters and Sons to Work Day Best Practices. Mr. McHale s report also included the instructions for accessing the online Attention & Distracted Driving Course. He asked if there were any questions and then concluded his report. RISK MANAGERS: OLD BUSINESS: NEW BUSINESS: PUBLIC COMMENT: NONE NONE NONE NONE MOTION TO ADJOURN Moved: Second: Vote: Commissioner Northgrave Commissioner Frankel Unanimous Meeting adjournment at 2:26 p.m. Prepared by Rachel Chwastek, Assisting Secretary for William Northgrave, Secretary Page 55