SOUTH BERGEN MUNICIPAL JOINT INSURANCE FUND MINUTES MEETING DECEMBER 21, 2016 WOOD-RIDGE MUNICIPAL BUILDING 4:30 P.M. Meeting called to order by Mr. Hansen. Open Public Meeting Act read into Minutes by Chairman. Pledge of Allegiance ROLL CALL OF EXECUTIVE COMMITTEE: Chairman John Hansen East Rutherford Present Vice Chairman Frank Bianchi Lyndhurst Absent Secretary Gregory Franz Borough of Edgewater Present Executive Committee Charles Cuccia Borough of Maywood Present Peter Van Winkle Borough of Rutherford Present Dominick Azzolini Borough of Wood Ridge Present Joseph Crifasi Borough of Carlstadt Present ALTERNATES Victor Baginski #1 Borough of Wallington Present Al Restaino #2 Borough of Fort Lee Present Bruce Masopust #3 Borough of Lodi Present Robert Colletti #4 Borough of Elmwood Park Present APPOINTED OFFICIALS PRESENT: Executive Director/ Perma Risk Management Services Present Administrator Stephen Sacco Attorney Paul Barbire Present Underwriting Manager Conner Strong & Buckelew Present Edward Cooney Claims Services Bergen Risk Managers Robert McGuire Kathleen McGuire Absent Present Treasurer Joseph Iannaconi, Jr. Present Safety Director JA Montgomery Present David McHale (1) South Bergen Municipal J I F
OTHERS PRESENT: Jason Thorpe, Perma Chris Eilert, South Hackensack Paula Cozzarelli, Little Ferry Kim Cosimano, RMC Phil Bogle, RMC Matt McArow, RMC Jason Cosimano, BRM Ken Schulz, JA Montgomery APPROVAL OF MINUTES: November 22, 2016 Commissioner Masopust asked that the record reflect that the November Closed Session took place in the Wood-Ridge Municipal Building. MOTION TO APPROVE OPEN AND CLOSED MINUTES FOR THE ABOVE REFERENCED MEETING: MOVED: CORRESPONDENCE: Commissioner Azzolini Commissioner Restaino 9 ayes, 0 nays, 1 abstention Commissioner Van Winkle None MEETING OPENED TO PUBLIC FOR COMMENT: None PUBLIC COMMENT PORTION OF THE MEETING CLOSED MOTION TO ENTER INTO EXECUTIVE SESSION FOR CERTAIN SPECIFIED PURPOSES: PERSONNEL - SAFETY & PROPERTY OF PUBLIC LITIGATION Moved: Second: Vote: Commissioner Azzolini Commissioner Masopust MOTION TO ADJOURN EXECUTIVE SESSION MOTION: Commissioner Azzolini Commissioner Crifasi (2) South Bergen Municipal J I F
MOTION TO APPROVE PAYMENT OF CLAIMS AS DISCUSSED IN EXECUTIVE SESSION: Z41124 Z27548 WC WC 001215526 GL 001193985 GL Z49497 PR 001263925 WC 001260073 WC 001255971 WC 001263611 WC 001257858 WC 001263795 WC MOTION: Commissioner Restaino Commissioner Van Winkle TREASURER Mr. Iannaconi referred to the Monthly Financial Report which contained an overview of the transactions that took place for the month relative to the financial portfolio of the Fund was introduced. He referred to the December Bills Lists and the 2016 Dividend List that were enclosed within the agenda packet. RESOLUTION 32-16 DECEMBER VOUCHER PAYMENTS (BILL LIST): 2016: $ 698,333.48 TOTAL: $ 698,333.48 RESOLUTION 33-16 DIVIDEND PAYMENTS (2016): 2016: $ 261,926.62 TOTAL: $ 261,926.62 (3) South Bergen Municipal J I F
MOTION TO APPROVE CERTIFICATION OF CLAIMS & CONFIRMATION OF CLAIMS PAYMENTS FOR THE MONTH OF NOVEMBER, RESOLUTION 32-16 DECEMBER VOUCHER LIST AND RESOLUTION 33-16 DIVIDEND LIST AS SUBMITTED: MOVED: Commissioner Cuccia Commissioner Baginski Treasurer's Reports Attached and Made Part of the Minutes EXECUTIVE DIRECTOR/ADMINISTRATOR: FINANCIALS Mr. Sacco referred the Committee to the Financial Fast Track enclosed within the agenda booklet. He reported that the Fund is still monitoring a small deficit in Fund Year 2015 of just over 67,000 but noted that there is enough surplus in the other Fund Years to extinguish the deficits. Mr. Sacco informed the Board that the Fund s overall statutory surplus for all fund years combined is just under 7.8 million. 2017 BUDGET Mr. Sacco advised that in accordance with the regulations, the budget adopted by the Fund has been advertised in the Fund s official newspaper. He added that the fund office has sent the budget to member municipalities and filed same with the State. 2017 ASSESSMENTS Mr. Sacco indicated that the 2017 Assessment billings were mailed during the second week of December 2016 and noted that the amounts are due and payable by January 31, 2017. 2017 FUND REORGANIZATION SCHEDULE Mr. Sacco advised that it would be appropriate for the Fund to schedule the Reorganization meeting for 2017. He indicated that the Board should have a discussion regarding the meeting location going forward. Chairman Hansen thanked Mr. Altamura, Mr. Eilert, and the Borough of Wood-Ridge for allowing the fund to hold their meetings in the municipal building over the past several months. After a brief discussion, Mr. Sacco asked for a motion. MOTION TO SCHEDULE THE 2017 REORGANIZATION MEETING FOR THE FUND ON JANUARY 18, 2017 AT 4:30 PM AT THE LODI MUNICIPAL BUILDING AND ADVERTISE SAME IN ACCORDANCE WITH THE OPEN PUBLIC MEETINGS ACT. (4) South Bergen Municipal J I F
2017 NOMINATING COMMITTEE Mr. Sacco reported that the Nominating Committee will meet to discuss the recommendation of the 2017 Slate prior to the reorganization meeting. He added that the recommended slate will be presented at the January 18, 2017 Reorganization meeting. 2016 EXECUTIVE COMMITTEE MEETING ATTENDANCE Mr. Sacco referred to the listing of meetings attended for the 2016 Fund year. He asked that each Executive Committee member sign the enclosed voucher and return it to Mr. Thorpe at the end of the meeting. MEL 2017 BUDGET Mr. Sacco reported that the Public Hearing on the 2017 MEL Budget was held on November 16, 2016 and referred to Commissioner Cuccia s report on the meeting. E-JIF - Mr. Sacco reported that E-JIF held their meeting on November 16, 2016 and referred to Commissioner Franz s report on the meeting. ATTORNEY: Mr. Barbire referred the Committee to his report contained in the agenda booklet. SAFETY REPORT: Mr. Schulz was present and reviewed the November activities and the December agenda. He referred the Committee to the listing of upcoming MSI training days scheduled through February 2017. Lastly Mr. Schulz informed the Board that JA Montgomery would be hosting a webinar on the OSHA 300 Log in January. UNDERWRITING MANAGER: Safety Report Attached and Made Part of the Minutes Mr. Cooney referred to the list of monthly certificates contained within the agenda Packet. MANAGED CARE: Underwriting Certificates made part of the Minutes Ms. McGuire referred the Committee to her report contained in the Agenda packet. She informed the Committee that during the month of November there was a savings of $271,376.22 or 65% on the medical billing for Workers Compensation claims. OLD BUSINESS: None (5) South Bergen Municipal J I F
NEW BUSINESS: Chairman Hansen wished everyone Happy Holidays. Commissioner Cuccia indicated that he had one item to address under New Business. He reminded the Board that a number of years ago the Fund partnered with the Bergen County Prosecutors Office and the Bergen JIF to provide money for driving simulator training for the Police and Fire Academy. He said that the driving simulator was located in Mahwah and members had difficulties sending their employees there for training. Commissioner Cuccia advised that an upgrade has been proposed which will turn the unit into a mobile unit which can be delivered to any member municipality that makes a request. He added that the upgrade also includes bus driving, ambulance, and DPW trucks. Commissioner Cuccia informed the Board that the County is making the request for the upgrade and advised that they will provide the vehicle. He advised that the Prosecutors Office will provide $30,000 if there is a commitment of $30,000 each from the South Bergen JIF and the Bergen JIF. Mr. Sacco advised that there are adequate funds in the budget to approve. Chairman Hansen asked for a motion to approve. MOTION TO APPROVE THE SOUTH BERGEN JIF CONBTRIBUTING $30,000 TOWARDS THE UPGRADE OF THE DRIVING SIMULATOR. MOVED: Commissioner Cuccia Commissioner Van Winkle MOTION TO ADJOURN MEETING MOTION: Commissioner Crifasi Commissioner Azzolini MEETING ADJOURNED: 4:44 pm NEXT MEETING: January 2017 Lodi Borough Hall Jason Thorpe, Assisting Secretary For Gregory Franz, SECRETARY (6) South Bergen Municipal J I F
SOUTH BERGEN MUNICIPAL JOINT INSURANCE FUND BILLS LIST Resolution No. 32-16 DECEMBER 2016 WHEREAS, the Treasurer has certified that funding is available to pay the following bills: BE IT RESOLVED that the South Bergen 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 001152 001152 MUNICIPAL EXCESS LIABILITY JIF FAITHFUL PERFORMANCE BOND 4TH QTR 2016 3,352.53 3,352.53 001153 001153 BERGEN RISK MANAGER, INC. COST CONTAINMENT SERVICES - 12/2016 31,120.20 31,120.20 001154 001154 MUNICIPAL EXCESS LIABILITY JIF MEL PROPERTY 4TH QTR 2016 193,963.13 001154 MUNICIPAL EXCESS LIABILITY JIF MEL 4TH QTR 2016 339,244.96 533,208.09 001155 001155 BERGEN RISK MANAGERS, INC. TPA SERVICES - 12/2016 48,547.33 001155 BERGEN RISK MANAGERS, INC. COMPUTER TIME SHARE - 12/2016 3,572.00 001155 BERGEN RISK MANAGERS, INC. SUBROGATION RECOVER Y FEE 12/2016 15,690.07 67,809.40 001156 001156 J.A. MONTGOMERY RISK CONTROL LOSS CONTROL SERVICES - 12/2016 8,981.67 8,981.67 001157 001157 PERMA RISK MANANAGEMENT SERVICES POSTAGE FEE 11/2016 23.78 001157 PERMA RISK MANANAGEMENT SERVICES EXECUTIVE DIRECTOR FEE 12/2016 30,690.55 001157 PERMA RISK MANANAGEMENT SERVICES LOSS FUND MANAGEMENT - 12/2016 4,142.63 34,856.96 001158 001158 MUNICIPAL EXCESS LIABILITY JIF MSI 4TH QTR 2016 13,362.64 13,362.64 001159 001159 THE MARKET BASKET CO., INC. CATERING - 09/21&22/16-3RD QTR TRNG 405.60 405.60 001160 001160 CONNER STRONG & BUCKELEW UNDERWRITING MANAGER FEE 12/2016 1,407.84 1,407.84 001161 001161 EXECU-TECH, INC. MONTHLY WEBSITE MAINTENANCE FEE 12/2016 200.00 200.00 001162 (7) South Bergen Municipal J I F
001162 NORTH JERSEY MEDIA GROUP ADV NO. 1121131-10/29/16 PROP BDGT'17 32.13 001162 NORTH JERSEY MEDIA GROUP ADV NO.1121131-10/19/16 - FUND ATTRNY 17.01 49.14 001163 001163 PAUL S. BARBIRE, ESQ. ATTORNEY FEE 12/2016 3,579.41 3,579.41 Total Payments FY 2016 698,333.48 TOTAL PAYMENTS ALL FUND YEARS $ 698,333.48 (8) South Bergen Municipal J I F
SOUTH BERGEN MUNICIPAL JOINT INSURANCE FUND DIVIDENDS LIST Resolution No. 33-16 DECEMBER 2016 WHEREAS, the Treasurer has certified that funding is available to pay the following bills: BE IT RESOLVED that the South Bergen 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 CLOSED Check Number Vendor Name Comment Invoice Amount 001142 001142 FAIRVIEW BOROUGH 2016 DIVIDENDS 24,250.57 24,250.57 001143 001143 LODI BOROUGH 2016 DIVIDENDS 40,757.06 40,757.06 001144 001144 EAST RUTHERFORD BOROUGH 2016 DIVIDENDS 28,924.25 28,924.25 001145 001145 MAYWOOD BOROUGH 2016 DIVIDENDS 18,535.95 18,535.95 001146 001146 NORTH ARLINGTON BOROUGH 2016 DIVIDENDS 31,543.80 31,543.80 001147 001147 WALLINGTON BOROUGH 2016 DIVIDENDS 17,281.49 17,281.49 001148 001148 WOOD-RIDGE BOROUGH 2016 DIVIDENDS 17,341.62 17,341.62 001149 001149 SOUTH HACKENSACK TWP 2016 DIVIDENDS 13,191.48 13,191.48 001150 001150 EDGEWATER BOROUGH 2016 DIVIDENDS 27,529.36 27,529.36 001151 001151 LYNDHURST TOWNSHIP 2016 DIVIDENDS 42,571.04 42,571.04 Total Payments Closed Year 261,926.62 TOTAL PAYMENTS ALL FUND YEARS $ 261,926.62 (9) South Bergen Municipal J I F