BURLINGTON COUNTY INSURANCE COMMISSION OPEN MINUTES. February 21, County Administration Building 49 Rancocas Road Mt Holly, NJ :00 PM

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1 BURLINGTON COUNTY INSURANCE COMMISSION OPEN MINUTES MEETING County Administration Building 49 Rancocas Road Mt Holly, NJ :00 PM Meeting was called to order by. Ms. Dodd read the Open Public Meetings notice into record. ROLL CALL OF COMMISSIONERS: Sander Friedman Eve A. Cullinan Damon Burke FUND PROFESSIONALS PRESENT: Executive Director Claims Services Present (arrived at 2:03 PM) Present Present PERMA Risk Management Services Joseph Hrubash PMA Management Corp. Christina Grabowski Jackie Margadonna (via teleconference) Conner Strong & Buckelew Michelle Leighton Attorney Treasurer Underwriting Manager Safety Director Employee Benefits CraigAnninBaxter Law Robert Baxter, Esq.(via teleconference) Edward Troy Conner Strong & Buckelew J.A. Montgomery Risk Control Glenn Prince PERMA Risk Management Services Paul Laracy Conner Strong & Buckelew Diane Peterson Brandon Lodics Risk Manager EJA Capacity Insurance Agency 1

2 ALSO PRESENT: Carolyn Havlick, Burlington County Tom Stenberg, Assured Partners Jonathan Czarnecki, J.A. Montgomery Risk Control Cathy Dodd, PERMA Risk Management Services APPROVAL OF MINUTES: OPEN & CLOSED MINUTES OF JANUARY 10, 2019 MOTION TO APPROVE THE OPEN & CLOSED MINUTES OF JANUARY 10, Ayes, 0 Nayes CORRESPONDENCE: Executive Director referred to a copy of a memo from PERMA which was included in the agenda. Executive Director advised PERMA and Conner Strong and Buckelew were attacked by cyber criminals, an attack that temporarily impacted access to the system. Executive Director advised none of the data in the system was compromised. COMMITTEE REPORTS: SAFETY COMMITTEE: Mr. Prince reported the Safety Committee last met on December 13, 2018 and was scheduled to meet again on March 21, Mr. Prince advised he would coordinate the agenda topics with Mr. Burke and then distribute the agenda and minutes from the last meeting electronically. CLAIMS COMMITTEE: Ms. Leighton reported the Claims Committee met on January 15, 2019 and cancelled the February meeting as there were no PARS to discuss. Ms. Leighton advised the January PARS would be presented during closed session. Ms. Leighton referred to a copy of the 2019 Claim Reporting Procedures which was included in the agenda. Ms. Leighton stressed the importance of reporting cyber and pollution claims immediately. Ms. Leighton asked if anyone had any questions and concluded her report. In response to Executive Director s inquiry, Ms. Dodd advised she would send the claim reporting procedures out electronically to the members of the Commission. EXECUTIVE DIRECTOR REPORT: Executive Director advised a copy of his report was included in the agenda and he had two action items. CERTIFICATE OF INSURANCE ISSUANCE REPORT: Executive Director reported the certificate of issuance report from the NJCE listing the certificates issued for the month of December was included in the agenda. Executive Director advised there were five certificate of insurances issued during the month of December. In response to Executive Director s inquiry, Mr. Burke advised the certificates issued were for the College. MOTION TO APPROVE THE CERTIFICATE OF INSURANCE REPORT 2 Ayes, 0 Nayes 2

3 RFQ FOR EXPANDED DEFENSE COUNSEL PANEL: Executive Director advised the Fund Office issued a second RFQ to expand the current Defense Counsel Panel. Executive Director reported the responses were due on February 8, 2019 and referred to a memorandum which was included in the agenda of the firms that responded. Executive Director advised the Commission Attorney and Chairman reviewed the responses. Executive Director reported the Commission Attorney did prepare Resolution 22-19, Awarding Contracts to Assigned Defense Law Firms, which was distributed to the Commissioners. Commission Attorney confirmed he did meet with and was able to prepare the Resolution for the meeting. Commission Attorney noted the appointed firms expanded the current Defense Counsel Panel and could make decisions regarding the assignments as the various claims came in. Executive Director asked if anyone had any questions and if not requested a motion. MOTION TO ADOPT RESOLUTION AWARDING CONTRACTS TO ASSIGNED DEFENSE LAW FIRMS MARCH MEETING DATE: Executive Director reported the next meeting date was scheduled for March 7, Executive Director advised he was suggesting changing the meeting date to Thursday, March 21, 2019 at 2:00 PM since the February meeting date was changed. Executive Director noted if the Commissioners were available the Fund Office would advertise the change of meeting date. MOTION TO CHANGE THE MARCH MEETING DATE TO MARCH 21, 2019 AT 2:00 PM NJ COUNTIES EXCESS INSURANCE FUND (NJCE): Executive Director advised the NJCE would hold its Re-Organization Meeting on February 28, 2019 at 1:00 at the Camden County College Regional Emergency Training Center. BCIC PROPERTY & CASUALTY FINANCIAL FAST TRACK: Executive Director reported the November Financial Fast Track was included in the agenda. Executive Director advised as of November 30th, there was a slight deficit in the amount of $206,017. Executive Director referred to line 10 of the report, Investment in Joint Venture and indicated $1,305,625 of the surplus was the BCIC s share of the NJCE equity. NJCE PROPERTY & CASUALTY FINANCIAL FAST TRACK: Executive Director reported the November Financial Fast Track for the NJCE was included in the agenda. As of November 30, 2018 the NJCE had a surplus of $14,196,075. Executive Director noted the total cash amount was $28,184,625. 3

4 CLAIMS TRACKING REPORTS: Executive Director reported the agenda included two claim monitoring reports as of November 30, Executive Director reviewed the reports with the Commission. Executive Director advised that concluded his report unless there were any questions. Executive Director asked Mr. Laracy to present the Health Benefits Report. FINANCIAL PROCEDURES Mr. Laracy referred to a copy of December Financial Fast Track which was included in the agenda. Mr. Laracy advised the surplus for all years combined was $8,041,323 and noted 2018 was the most profitable year. Mr. Laracy noted however we should recognize health benefits was a volatile area and results could go the other way. Mr. Laracy advised he was requesting a discussion in executive session on the brokerage services for the participating member entities other than the County, particularly the Bridge Commission and the two school districts. agreed that discussion would be appropriate for closed session. Mr. Laracy advised the folks from Conner Strong & Buckelew who would be handling the Commission account were attending the meeting. Mr. Laracy introduced Diane Peterson, Vice President and Brandon Lodics. Mr. Laracy noted Ms. Peterson and Mr. Lodics met with County Officials prior to the Commission Meeting. Mr. Laracy advised that concluded his report and asked if anyone had any questions. Executive Director's Report Made Part of Minutes TREASURER REPORT: Mr. Troy advised he reviewed the Bill Lists and asked that two checks be pulled from the Health Bill List, check # 302, AJM and check # 303 Innovative Risk Solutions, Inc. Mr. Troy wanted to review the spreadsheet that PERMA sent. Mr. Troy advised he recommended payment for the P&C Bill List. After a brief discussion, Commission Attorney advised the Health Bill List could be approved pending the review of checks # 302 & # 303. MOTION TO APPROVE RESOLUTION 19-19, FEBRUARY BILL LIST, AND RESOLUTION FEBRUARY HEALTH BILL LIST PENDING THE REVIEW OF CHECKS # 302 & #303 BY THE TREASURER Executive Director advised the Treasurer s monthly reports were included in the agenda. ATTORNEY: Mr. Baxter advised he already reported on the expanded Defense Panel Counsel and the resolution. Mr. Baxter stated he did not have anything else to discuss. thanked Mr. Baxter for coming to his office yesterday and working with him on the responses. CLAIMS SERVICE. Ms. Grabowski advised PMA s monthly reports were included in the appendix section of the agenda. Ms. Grabowski referred to the WC Claims by Quarter Report valued as of 2/1/19. Ms. Grabowski advised there were 11 claims for the County, 1 claim for the Bridge Commission and the Board of Social Services did not have any. Ms. Grabowski referred to the Medical Cost Containment Savings Report which was included in the agenda for the period of 4

5 1/1/19 to 2/1/19 and advised PMA billed charges were in the amount of $47,904. Ms. Grabowski indicated the total net savings was $19,872. Ms. Grabowski reported there were 94 invoices received. Ms. Grabowski noted the network penetration was 98% which was absolutely outstanding. Ms. Grabowski complimented the County for the great job they do regarding the PPO penetration. Ms. Grabowski also reviewed the WC Claims Frequency and Severity by Location and Top 5 Locations by Claim Frequency reports which were included in the agenda. Ms. Grabowski advised that concluded her report unless anyone had any questions. NJCE SAFETY DIRECTOR: Mr. Prince reviewed the January to February Risk Control Activity Report which was included in the agenda. Mr. Prince noted there were two Safety Director Bulletins which were included in the agenda, Planning for Snow Events and ADA Accessible Websites. Mr. Prince advised the 2018 BRIT Safety Grant had been closed out and Mr. Burke had supplied all of the documents necessary for the reimbursement. Mr. Prince reported the provisions of the 2019 BRIT Safety Grant would be included in the next NJCE agenda. OLD BUSINESS: None NEW BUSINESS: Ms. Cullinan advised last year she brought the cost of the E-Safety Course Program to the Commission. Ms. Dodd advised that payment was approved and processed on the January Bill List. PUBLIC COMMENT: MOTION TO OPEN MEETING TO THE PUBLIC Seeing no members of the public wishing to speak, asked for a motion to close the public comment portion of the meeting. MOTION TO CLOSE MEETING TO THE PUBLIC CLOSED SESSION: read Resolution 21-19, Resolution for Closed Session, and requested a Motion for Executive Session (in accordance with the Open Public Meetings Act, N.J.S.A. 10:4012) to discuss payment authority requests. MOTION TO APPROVE RESOLUTION FOR CLOSED SESSION 5

6 MOTION TO APPROVE THE PARS DISCUSSED DURING CLOSED SESSION MOTION TO ADJOURN: advised the next Commission meeting was scheduled for March 21, 2019 at 2:00 PM. MEETING ADJOURNED: 2:57 PM Minutes prepared by: Cathy Dodd, Assisting Secretary 6