Meeting &Agenda Reports TOWNSHIP OF PISCATAWAY

Transcription

1 Meeting &Agenda Reports TOWNSHIP OF PISCATAWAY MUNICIPAL BUILDING February 15, 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 January 18, 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 9.Treasurers Report..to be distributed CLAIMS SERVICE Qual Lynx.Monthly Report...to be distributed MANAGED CARE Qual Care.Monthly Report...to be distributed UNDERWRITING MANAGER Conner Strong & Buckelew.Monthly Certificate Holding Reports... Page 17 MARKETING MANAGER Reliance Insurance Group SAFETY DIRECTOR J.A. Montgomery Risk Control.Monthly Report... Page 18 RISK MANAGERS EXECUTIVE SESSION - FOR CERTAIN SPECIFIED PURPOSES FOR PERSONNEL, SAFETY, PUBLIC PROPERTY OR LITIGATION

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5 Central Jersey Joint Insurance Fund 9 Campus Drive Suite 16 Parsippany, NJ Date: February 15, 2017 Memo to: From: Subject: Fund Commissioners Central Jersey Joint Insurance Fund PERMA Risk Management Services Executive Director's Report 2017 Meeting Schedule The Executive Director has a conflict with the April meeting date and is requesting to move the date to the week before, April 12 th. Several Commissioners have indicated that this date is open with their schedules, We are asking if all Commissioners confirm that this date is acceptable. The claims committee meeting would also be changed. 1 Page Motion to change the Fund s April meeting to April 12, 2017 at 2 PM at the Piscataway Municipal Building PRIMA Conference In the past, 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 from June 4 7. Resolution authorizing travel expense is on Page 3. Motion to Adopt Resolution Authorizing Conference Attendance 2017 MEL Board of Fund Commissioners Retreat: The MEL Board of Fund Commissioners will hold its one-day annual retreat on Friday, February 17 at the Princeton Marriott at Forrestal in Princeton 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. Attached on Page 4 is 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 officials completing the course by May 1 st

6 The fund office is in the process of scheduling sessions for each member. Additional courses are expected to be offered throughout the state. Once class locations and dates are confirmed the schedule will be posted on the MEL website at njmel.org. This course is also available on-line. Enclosed on Page 5 are directions to take the class on-line. League Magazine Enclosed on Page 6 is the latest in the series of Power of Collaboration: to appear in the League magazine. Each of the MEL advertisements highlights activities of the MEL and JIFs as well as people who have rendered significant service. This advertisement highlights the MEL Safety Institute. Cyber Ad Hoc Committee The ad-hoc committee is in the process of scheduling their next meeting and will report back at next months meeting. Inclement Weather Procedure: As a reminder, PERMA has instituted a procedure for Commissioners to confirm whether or not a meeting has been canceled. The Executive Director will discuss with the Fund Chairman if the meeting should be canceled. In the event of an early morning or evening meeting(s), PERMA will provide a recorded message indicating the status of the meeting. The recorded message can be obtained by calling the Fund's main number (201) at any time of the day or night. For meetings that occur during the course of normal business hours, meeting status can be obtained by utilizing the same number. Pro Forma Monitoring Reports: Financial Fast Track Not Available Fixed Income Summary & Rate Comparison Not Available Pure Loss Ratio Report Not Available Claims Activity Report Not Available Lost Time Accident Frequency Reports Not Available EPL/POL Status Page 7 Regulatory Checklist Page 8 2 Page

7 RESOLUTION NO CENTRAL JERSEY JOINT INSURANCE FUND 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 Commissioner(s) of the Central Jersey 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 $3,000 per attending commissioner, and; WHEREAS, the Commissioner(s) representing the Central Jersey Joint Insurance Fund will verify their expenses and any excess cash will be repaid to the Central Jersey 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 $3,000 in advance or reimbursement payment for the attending Commissioners of the Central Jersey Joint Insurance Fund. CENTRAL JERSEY JOINT INSURANCE FUND Attest: Chairperson Secretary 3 Page

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9 2017 MEL & MRHIF Educational Seminar Friday, April 21, 9:00 to 4:00 National Conference Center at the East Windsor Holiday Inn 399 Monmouth Street, East Windsor, N.J , Turnpike Exit 8 The MEL (Municipal Excess Liability Fund) and MRHIF (Municipal Reinsurance Health Fund) are sponsoring the 7 th annual educational seminar for commissioners, municipal personnel, risk managers and vendor personnel. This seminar is eligible for the following continuing educational credits: CFO/CMFO, Public Works and Clerks: Insurance Producers and Purchasing Agents: Accountants (CPA s) and Lawyers (CLE): TCH Water Supply & Wastewater Licensed Operator Training: RPPO and QPA (Attendance for the full morning and afternoon session required for credit) Topics Keynote: Impact of Heathcare Reform Act repeal: Cyber liability risk control: Law enforcement risk control: Local Government Officials Ethics Act: The environmental risks of property transfers: Use of social media in claims adjusting: REGISTRATION: RSVP by Friday, April 14 Name: Title: Organization: Address: Credits being applied for: Seven digit P/C Insurance Producer License # (if applicable) Phone: cell: or fax registrations to Joeen Ciannella, PERMA: (201) jciannella@permainc.com 5 Page

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12 Central Joint Insurance Fund Annual Regulatory Filing Check List Year 2016 as of December 31, 2016 Item Filing Status Budget Filed 2/10/16 Actuarial Certification Filed 6/27/16 Reinsurance Policies Filed 5/25/16 Fund Commissioners Filed 2/10/16 Fund Officers Filed 2/10/16 Renewal Resolutions To be Filed Withdrawals Old Bridge New Members None 2016 Risk Management Plan Filed 2/10/16 Amended Plan filed 7/13/ Cash Management Plan Revised filed 5/4/ Risk Manager Contracts In process of Collecting 2016 Certification of Professional Contracts Filed 5/4/16 Unaudited Financials Filed 2/26/16 State Comptroller Audit Filing Filed 6/28/16 Annual Audit Filed 6/27/16 Ethics Filing On Line Filing 8 Page

13 9 Page RESOLUTION NO CENTRAL JERSEY JOINT INSURANCE FUND BILLS LIST FEBRUARY 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 2016 Check Number Vendor Name Comment Invoice Amount SAYREVILLE BOROUGH SAFETY INCENTIVE AWARD , , BELMAR BOROUGH SAFETY INCENTIVE AWARD , , HILLSBOROUGH TOWNSHIP SAFETY INCENTIVE AWARD , , PORT READING FIRE DISTRICT #2 SAFETY INCENTIVE AWARD , , SOUTH AMBOY CITY SAFETY INCENTIVE AWARD SOUTH AMBOY CITY SAFETY INCENTIVE AWARD , WOODBRIDGE TOWNSHIP SAFETY INCENTIVE AWARD , , WOODBRIDGE FIRE DISTRICT #1 SAFETY INCENTIVE AWARD , , PERMA RISK MANAGEMENT SERVICES 1099 AATRIX E-FILING EDISON TOWNSHIP SAFETY INCENTIVE AWARD , , FRANKLIN TOWNSHIP SAFETY INCENTIVE AWARD , , PISCATAWAY TOWNSHIP SAFETY INCENTIVE AWARD , , ALLSTATE INFORMATION MANAGEMNT ACCT: ACT & STOR - 12/31/ ALLSTATE INFORMATION MANAGEMNT ACCT: ACT & STOR 11/30/

14 DVORAK & ASSOCIATES, LLC TRAINING SEMINARS , , Total Payments FY , FUND YEAR 2017 Check Number Vendor Name Comment Invoice Amo QUAL-LYNX MANAGED CARE FEE 02/ , , NEW JERSEY MUNICIPAL ENVIRON. EJIF 1ST 2017 INSTALLMENT 185, , APEX INSURANCE SRVS c/o XL INS TECH ERRORS & OMISSIONS 1 OF , , APEX INS SRVS c/oqbe INSURNANCE VOLUNTEER EMERG SERV DIR & OFF 1OF , APEX INS SRVS c/oqbe INSURNANCE POL & EPL 1 OF , , ACRISURE, LLC MARKETING MANAGER FEE 02/ , , QUAL-LYNX CLAIM ADJUSTING SERVICES - 02/ , , J. A. MONTGOMERY RISK CONTROL LOSS CONTROL SERVICES - 02/ , , PERMA RISK MANAGEMENT SERVICES POSTAGE FEE 01/ PERMA RISK MANAGEMENT SERVICES EXECUTIVE DIRECTOR FEE 02/ , , THE ACTUARIAL ADVANTAGE ACTUARIAL CONSULTING SERVICES - 02/2017 2, , CAPEHART & SCATCHARD, P.A. LITIGATION MANAGEMENT - 12/16-2/17 5, , CONNER STRONG & BUCKELEW AUTOMOBILE ID CARDS RENEWAL BOB SMITH & ASSOCIATES LITIGATION MANAGEMENT - 01/2017 1, BOB SMITH & ASSOCIATES ATTORNEY FEE 01/2017 3, , HOME NEWS TRIBUNE ACCT: ASB /3/ MTG NOT HOME NEWS TRIBUNE ACCT: ASB /01/17 - BUDGET NOTIC Page

15 Total Payments FY , TOTAL PAYMENTS ALL FUND YEARS $ 954, Chairperson Dated: Secretary I hereby certify the availability of sufficient unencumbered funds in the proper accounts to fully pay the above claims. Treasurer 11 Page

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35 31 Page APPENDIX I - MINUTES

36 CENTRAL JERSEY JOINT INSURANCE FUND MEETING MINUTES January 18, 2017 RUTGERS VISITOR CENTER, PISCATAWAY, NJ MEETING OF THE EXECUTIVE COMMITTEE CALLED TO ORDER AT 11:00 A.M. OPEN PUBLIC MEETING STATEMENT READ INTO RECORD ROLL CALL OF THE 2016 EXECUTIVE COMMITTEE Robert Landolfi, Township of Woodbridge Joseph Criscuolo, Piscataway Robert Vornlocker, Township of Franklin Nancy Costa, Township of Hillsborough Daniel Frankel, Borough of Sayreville William Northgrave, Township of Edison Colleen Connolly, Borough of Belmar Michael Gross, City of South Amboy Present Present Present Present Present Absent Absent Present ALSO PRESENT: Jeremy Solomon, Bob Smith & Associates Richard Lorentzen, Treasurer Raven Williams, Township of Franklin Donna Setzer, Qual Lynx Tony Jones, Qual Lynx Kathy Kissane, Qual Lynx Stephen McNamara, Qual-Lynx Jay McManus, North American Insurance Management Amy Pieroni, North American Insurance Management Brian Erlandsen, BGIA David McHale, JA Montgomery Risk Control Don Ruprecht, JA Montgomery Risk Control Natalie Dougherty, JA Montgomery Risk Control Bert Baron, WCTC Beasley Media Ilene Laursen, Conner Strong & Buckelew Joseph Hrubash, Conner Strong & Buckelew Brad Stokes, Perma Karen Read, Perma Rachel Chwastek, Perma MINUTES: November 21, 2016 Open Minutes

37 MOTION TO APPROVE MINUTES FOR NOVEMBER 21, 2016 Moved: Second: Vote: Commissioner Criscuolo Commissioner Gross Unanimous CORRESPONDENCE: None MOTION TO ADJOURN SINE DIE MEETING Moved: Second: Vote: Commissioner Gross Commissioner Criscuolo Unanimous The Chairman then turned the meeting over to the Executive Director to lead the reorganization meeting. REORGANIZATION ELECTION OF CHAIRPERSON, VICE CHAIR, SECRETARY AND EXECUTIVE COMMITTEE ROLL CALL OF THE 2017 EXECUTIVE COMMITTEE Robert Landolfi, Township of Woodbridge Joseph Criscuolo, Piscataway Daniel Frankel, Borough of Sayreville Robert Vornlocker, Township of Franklin Nancy Costa, Township of Hillsborough William Northgrave, Township of Edison Colleen Connolly, Borough of Belmar Michael Gross, City of South Amboy Present Present Present Present Present Absent Absent Present MOTION TO OPEN THE FLOOR FOR 2017 NOMINATIONS: Moved: Second: Vote: Commissioner Criscuolo Commissioner Gross Unanimous The Executive Director advised included in the agenda was the Nominating Committee Report.

38 MOTION TO NOMINATE THE RECOMENDATIONS FROM THE NOMINATING COMMITTEE REPORT FUND YEAR 2017: Moved: Second: Vote: Commissioner Criscuolo Commissioner Gross Unanimous MOTION TO CLOSE NOMINATIONS AND CONFIRM ELECTION OF THE BOARD AS PRESENTED BY THE NOMINATING COMMITTEE FOR FUND YEAR 2017: Moved: Second: Vote: Commissioner Criscuolo Commissioner Gross Unanimous The Oaths of Office for all Commissioners were then administered. The Chair asked for the Executive Directors Reports: EXECUTIVE DIRECTOR'S REPORT - Executive Director advised the reorganization resolutions were included in the agenda to be approved by the Commissioners, and briefly described each resolution for approval. Kathy Kissane requested Resolution 4-17 be amended to remove John McSorley of Qual-Lynx as he has retired. MOTION TO ADOPT RESOLUTIONS 1-17 THROUGH 9-17 Moved: Second: Vote: Commissioner Gross Commissioner Costa 6 Ayes, 0 Nays The Executive Director advised that a list was prepared of the established Committee Appointments and was in the agenda. The Chairman advised he left the committees as they were last year and if any of the Commissioners would like to change anything to inform him or the Executive Director. RESIDUAL CLAIMS FUND 2017 REORGANIZATION MEETING: The Residual Claims Fund s 2017 Reorganization meeting was held on January 4, 2017 at the Forsgate Country Club. A copy of Chairman Landolfi s report on the meeting was included in the agenda. The Fund should confirm its 2017 representative to the Residual Claims Fund.

39 MOTION TO ELECT ROBERT LANDOLFI AS THE CENTRAL JERSEY JOINT INSURANCE FUND'S 2017 REPRESENTATIVE TO THE MUNICIPAL EXCESS LIABILITY RESIDUAL CLAIMS FUND. Moved: Second: Vote: Commissioner Criscuolo Commissioner Gross 6 Ayes, 0 Nays E-JIF 2076 REORGANIZATION MEETING: The E-JIF s 2017 Reorganization meeting was held on January 4, 2017 at the Forsgate Country Club. A copy of Chairman Landolfi s report on the meeting was included in the agenda. The fund should confirm its 2017 representative to the Environmental Joint Insurance Fund. MOTION TO ELECT ROBERT LANDOLFI AS THE CENTRAL JERSEY JOINT INSURANCE FUND'S 2017 REPRESENTATIVE TO THE ENVIRONMENTAL JOINT INSURANCE FUND. Moved: Second: Vote: Commissioner Criscuolo Commissioner Gross 6 Ayes, 0 Nays MEL 2017 REORGANIZATION MEETING: The MEL s 2017 Reorganization meeting was held on January 4, 2017 at the Forsgate Country Club. A copy of Chairman Landolfi s report on the meeting was included in the agenda. The Fund should confirm its 2017 representative to the MEL Joint Insurance Fund. MOTION TO ELECT ROBERT LANDOLFI AS THE CENTRAL JERSEY JOINT INSURANCE FUND'S 2017 REPRESENTATIVE TO THE MUNICIPAL EXCESS LIABILITY JOINT INSURANCE FUND. Moved: Second: Vote: Commissioner Criscuolo Commissioner Gross 6 Ayes, 0 Nays The Executive Director then congratulated the Chairman, as he will also chair the MEL and the EJIF Assessments - 1st Installment Billings - The Executive Director reported the first installment billings were mailed out last month and were due back by January 15 th. Elected Officials Training - This year s elected officials training program will focus on Ethics for Governmental Officials. As in the past, the MEL will reduce each member s 2017 liability claims premium by $250 for each municipal elected official and authority commissioner who completes the course by May 1, The Fund will be scheduling sessions in the coming

40 months. The MEL is making available an on-line training program for elected officials to earn the training credit. The Fund office will be sending out instructions on this training option Budget: In accordance with the regulations, the budget adopted by the Fund has been advertised in the Fund s official newspaper. In addition, PERMA has sent the budget to member municipalities and will file the same with the State Safety Incentive Program Resolution: This a reminder for our membership to pass the applicable resolution adopting the 2017 Safety Incentive Program and to provide a copy of the Resolution to the Fund Office. Inclement Weather Procedure: As a reminder, PERMA has instituted a procedure for Commissioners to confirm whether or not a meeting has been canceled. The Executive Director will discuss with the Fund Chairman if the meeting should be canceled. In the event of an early morning or evening meeting(s), PERMA will provide a recorded message indicating the status of the meeting. The recorded message can be obtained by calling the Fund's main number (201) at any time of the day or night. For meetings that occur during the course of normal business hours, meeting status can be obtained by utilizing the same number MEL & MR HIF Educational Seminar The 7th annual seminar is scheduled for Friday April 21, 2017 at the National Conference Center. The seminar qualifies for an extensive list of Continuing Education credits including CFO/CMFO, Clerks, Public Works, Insurance Producers, Purchasing Agents, TCH Water Supply, Wastewater, RPPO and QPA. There is no fee for employees and insurance producers associated with the MEL and MR HIF Members as well as personnel who work for service companies that are engaged by MEL member JIFS and HIFS. Included in the agenda was the registration form. Pro-Forma Monitoring 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 $3,442,446, all JIF members are in full compliance with the EPL/POL Program and the JIF sits 4 th in the state for loss time accident frequency at The Executive Director then thanked the fund for PERMA s reappointment, 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 DECEMBER 2016 VOUCHER PAYMENTS 2015 $ 40, $ 406,043.67

41 RESOLUTION SUPPLEMENTAL DECEMBER 2016 VOUCHER PAYMENTS 2016 $ 4, RESOLUTION JANUARY 2017 VOUCHER PAYMENTS 2016 $ 5, $ 964, RESOLUTION JANUARY 2017 SUPPLEMENTALVOUCHER PAYMENTS 2016 $ MOTION TO ADOPT RESOLUTIONS 29-16, 30-16, AND APPROVING THE VOUCHER PAYMENT LISTS, AS SUBMITTED: Moved: Second: Roll Call Vote: Commissioner Criscuolo Commissioner Frankel 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 January today and in December via conference call. Claims Manager respectfully requested a motion to ratify the PAR s that were approved by the Claim Committee via conference call in December and the PAR s that were submitted to the Claims Committee today for January. Ms. Kissane thanked the Committee for the reappointment for PAYMENT AUTHORIZATION REQUESTS: Executive Committee reviewed payment authorization requests presented by Claims Service in December and January. Claims Review Committee reviewed and recommended as submitted. MOTION TO RATIFY DECEMBER CLAIMS APPROVE PAYMENT AUTHORIZATION REQUESTS FOR JANUARY CLAIMS PRESENTED IN EXECUTIVE SESSION BY QUAL-LYNX: Moved: Second: Roll Call Vote: Commissioner Criscuolo Commissioner Frankel 6 Ayes, 0 Nays

42 MANAGED CARE: CLAIMS Donna Setzer reported savings was at 60% with a network penetration of 96%. Ms. Setzer noted that in November, network penetration was 100%. Ms. Setzer thanked the Committee for the reappointment for UNDERWRITING MANAGER LIST OF CERTIFICATES ISSUED Mr. Joseph Hrubash advised 5 certificates were issued 11/26/2016 to 12/21/2016. He then advised that the underwriting team has advised purchasing optional excess cyber liability limits from Beazley, to sit on above XL Catlin s cyber coverage. The coverage information was included in the agenda, was discussed and the Commissioners decided to purchase Beazley s option 4, outlined in the agenda. MOTION TO APPROVE THE CYBER LIABILTY OPTION 4: Moved: Second: Roll Call Vote: Commissioner Criscuolo Commissioner Frankel 6 Ayes, 0 Nays Commissioner Criscuolo suggested once all towns have trained their employees that the Fund request a discount from the cyber policy provider. The Executive Director advised the agenda included two bulletins, MEL 17-01, advising that the coverage bulletins for the MEL are not accessible on the website and MEL 17-02, an overview of the marketing effort for the 2017 Property and Casualty Renewal. List of Certificates and 2017 Cyber Coverage Options made part of the minutes. SAFETY DIRECTOR: - David 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 November and December. The agenda also included two safety bulletins; Managing Slip & Fall Risks During Winter Months and the new online program Smart Moves to avoid Falling Down. Mr McHale advised the 2017 SIP Resolution should be adopted by each member by the end of March. Mr. McHale also advised the MSI has a cyber security program that covers basic precautions for all employees that utilize computers. He asked if there were any questions and then concluded his report. MARKETING MANAGER: Marketing Manager thanked the commission for the reappointment of Reliance and are excited for the upcoming year and the potential new member pool that will be accessible. RISK MANAGERS: OLD BUSINESS: NONE NONE

43 NEW BUSINESS: PUBLIC COMMENT: NONE NONE MOTION TO ADJOURN Moved: Second: Vote: Commissioner Costa Commissioner Vornlocker Unanimous Meeting adjournment at 11:27 a.m. Prepared by Rachel Chwastek, Assisting Secretary for Daniel Frankel, Secretary

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