MEETING BEING HELD TELEPHONICALLY - Call In Number: 312-626-6799 Meeting ID: 579 506 9590 September 16, 2020 - Central Jersey ...
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The Central Jersey JIF will conduct its July 15, 2020 meeting telephonically, in accordance with the Open Public Meetings Act, N.J.S.A. 10:4-6 et seq. and in consideration of Executive Order No. 103, issued by Governor Murphy on March 9, 2020, declaring a State of Emergency and a Public Health Emergency in the State of New Jersey. MEETING BEING HELD TELEPHONICALLY Call In Number: 312-626-6799 Meeting ID: 579 506 9590 September 16, 2020 2:00 PM
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
July 15, 2020 Open …. ...............................................................................…….Appendix I
CORRESPONDENCE – None
REPORTS:
EXECUTIVE DIRECTOR/ADMINISTRATOR – PERMA Risk Management Services
.Executive Director's Report ............................................................................................Page 1
TREASURER – Richard Lorentzen
.Ratification of August Bill List – Resolution No. 28-20……………..……………...Page 16
.September Monthly Voucher List - Resolution No. 29-20 ............................ ……… Page 19
.Treasurers Report……………………………………………………………...…….Page 21
CLAIMS SERVICE – Qual Lynx
.Monthly Report ............................................................................................................ Page 49
MANAGED CARE – Qual Care
.Monthly Report ............................................................................................................ Page 53
UNDERWRITING MANAGER – Conner Strong & Buckelew
.Monthly Certificate Holding Reports .......................................................................... Page 57
MARKETING MANAGER – Reliance Insurance Group
SAFETY DIRECTOR – J.A. Montgomery Risk Control
.Monthly Report .............................................................................................................Page 62
EXECUTIVE SESSION - FOR CERTAIN SPECIFIED PURPOSES FOR PERSONNEL,
SAFETY, PUBLIC PROPERTY OR LITIGATION
OLD BUSINESS NEW BUSINESS PUBLIC COMMENT MEETING ADJOURNMENT
Central Jersey Joint Insurance Fund
9 Campus Drive – Suite 216
Parsippany, NJ 07054
Date: September 15, 2020
Memo to: Fund Commissioners
Central Jersey Joint Insurance Fund
From: PERMA Risk Management Services
Subject: Executive Director's Report
2021 RFQ Process: The fund office advertised Requests for Qualifications for all Fund Professional
positions. The responses are due back on September 15. The Executive Director will distribute a summary
report of all RFP responses at the meeting. The Fund office will be scheduling a meeting of the Rules and
Contracts Committee in early October to review the responses.
2021 Renewal: Central JIF members and their Risk Management Consultants were sent an email with a link
to the renewal worksheets for the 2021 underwriting renewal process. The deadline to submit updates
exposure data and schedules is September 15th.
EPL Compliance Program: The MEL approved the revised Personnel Manuals and Employee Handbooks
at their June 3rd meeting. We have uploaded the revised documents to the MEL’s webpage www.njmel.org.
The attached notice was mailed to members in June. Deadline for members to update their EPL Compliance
Program is June 1, 2021. MEL Fund Attorney will schedule an information webinar for municipal attorneys
EPL Compliance includes training requirements for Managers & Supervisors, Police Command Staff and
non-supervisory employees.
• J.A. Montgomery has already begun holding webinars titled: “Protecting Children from Abuse - For
Managers/Supervisors/Elected Officials” This course also addresses employment practices & meets this
training requirement. Fred Semrau will also conduct one or two of these webinars.
• Police Command training is expected to be 3 hours. At this time, J.A.Montgomery will wait to see if
course can be “in-person” or whether it too needs to be instructor led webinar.
• Non-supervisory training program has been completed and is in the process of being added to the MSI’s
Learning Management System.
Membership Renewals: The Township of Franklin is due to renew its fund membership. We are awaiting
the renewal documents.
Statutory Bonds: Underwriting Manager’s office has contacted municipal clerks of towns that are
renewing their JIF membership to secure updated bond applications for statutory positions.
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Residual Claims Fund: The RCF met on September 2, 2020 via conference call. Attached in Appendix II
is Chairman Northgrave’s report.
EJIF: The EJIF met on September 2, 2020 via conference call. Attached in Appendix II is Chairman
Northgrave’s report.
MEL JIF: The MEL met on September 2, 2020 via conference call. Attached in Appendix II is Chairman
Northgrave’s report.
Employees and Volunteers protecting Children Training: As a reminder, the MEL developed a new training
program on protecting children that is already on the Learning Management System. Attached on Page 3 are the
directions to take the course. Please visit the MEL’s webpage – www.njmel.org to read more on this topic, which
includes this training, model documents and a resource guide.
MEL Safety Institute (MSI) offering Webinars in lieu of in-person Training: The MSI began providing live,
instructor-led webinars in June. Due to the success of our new training platform, and to provide a sense of
certainty and continuity to our members as they plan their 2021 training schedule, the MSI will continue, and
expand, live instructor-led webinars through 2021. Attached on Page 4 is memorandum from the MSI.
Career Survival for First Line Supervisors - October 6, 2020: Attached on Page 6 is a risk management
program that was designed for First-Line Supervisors. Once this training is completed, the student will be able to
identify the risks associated with their assignment, reduce liability claims, and understand the importance of their
leadership role.
Power of Collaboration: Attached on Page 8 is the latest in the series of “Power of Collaboration” ad that
will appear in the League of Municipalities magazine. The ad highlights the savings to taxpayers and how the
MEL has responded to the financial impact of COVID 19.
Pro Forma Monitoring Reports:
Financial Fast Track Page 9&10
Fixed Income Summary & Rate Comparison Not Available
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
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DATE Tuesday, October 6, 2020
TIME 9:00 a.m. - 12:00 p.m.
LOCATION Middlesex County Fire Academy
1001 Fire Academy Drive
Sayreville, NJ, 08872
ABOUT THE This is a risk management program that was designed for
SEMINAR First-Line Supervisors. Once this training is completed,
the student will be able to identify the risks associated
with their assignment, reduce liability claims, and
understand the importance of their leadership role.
Liability reduction through training - topics include but are
not limited to:
• Leadership and Organizational Responsibilities
• Decision Making Procedures
• Reducing Liability Claims
6|Page• Understanding Harassment and Retaliation in the
Workplace
• Dealing with Difficult Employees
• Evaluations and Performance Improvement Plans
• Identifying and Understanding Ministerial Duties
Presenters: Deputy Chief Michael Brosnan (Ret.) and
Chief Harry Earle (Ret.)
Registration is open to all First Line Supervisors.
*Masks are required to enter the facility.
*Registration is required.
RSVP By September 30, 2020
QUESTIONS? Seminar Content:
Deputy Chief Michael Brosnan (Ret.)
732-736-5243; mbrosnan@jamontgomery.com
Registration Information:
Natalie Dougherty
856-552-4738; ndougherty@jamontgomery.com
Please note this e-mail is being sent “bcc” to Fund Commissioners, Safety
Coordinators & Risk Managers.
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Central Joint Insurance Fund
Annual Regulatory Filing Check List
Year 2020 as of September 1, 2020
Item Filing Status
Budget Filed
Actuarial Certification Filed
Reinsurance Policies Filed by Underwriting Mgr.
Fund Commissioners Filed
Fund Officers Filed
Renewal Resolutions Filed
Withdrawals None
New Members E. Brunswick & Dunellen
2020 Risk Management Plan Filed
2020 Cash Management Plan Filed
2020 Risk Manager Contracts In process of
Collecting
2020 Certification of Professional Contracts Filed
Unaudited Financials Filed
State Comptroller Audit Filing Filed
Annual Audit Filed
Ethics Filing On Line Filing
15 | P a g eRESOLUTION NO. 28-20
CENTRAL JERSEY JOINT INSURANCE FUND
BILLS LIST – AUGUST 2020
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.
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TOTAL PAYMENTS ALL FUND YEARS $1,205,805.25
__________________________________
Chairperson
Attest:
____________________________________ Dated: ______________________________
I hereby certify the availability of sufficient unencumbered funds in the proper accounts to fully pay the
above claims.
____________________________________
Treasurer
18 | P a g eRESOLUTION NO. 29-20
CENTRAL JERSEY JOINT INSURANCE FUND
BILLS LIST – SEPTEMBER 2020
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 2020
Check Number Vendor Name Comment Invoice Amount
001907
001907 QUAL-LYNX MANAGED CARE FEE 9/20 16,617.00
16,617.00
001908
001908 ACRISURE, LLC MARKETING MANAGER'S FEE 9/20 11,827.83
11,827.83
001909
001909 QUAL-LYNX CLAIMS ADJ SERVICES 9/20 47,834.75
47,834.75
001910
001910 J. A. MONTGOMERY RISK CONTROL SAFETY DIRECTOR 9/20 13,415.33
13,415.33
001911
001911 PERMA RISK MANAGEMENT SERVICES MCHENRY-COVID-19 WAIVER TRANSLATION 540.00
001911 PERMA RISK MANAGEMENT SERVICES EXEC DIRECTOR 9/20 52,514.75
001911 PERMA RISK MANAGEMENT SERVICES POSTAGE 7/20 9.50
53,064.25
001912
001912 THE ACTUARIAL ADVANTAGE ACTUARY FEE 9/20 3,141.92
3,141.92
001913
001913 NEWTECH SERVICES INC. MONTHLY WEB MAINT/HOST 9/20 75.00
75.00
001914
001914 RICHARD LORENTZEN TREASURER FEE 9/20 1,629.00
1,629.00
001915
001915 BOB SMITH & ASSOCIATES LITIGATION MNGMNT 8/20 3,663.00
001915 BOB SMITH & ASSOCIATES ATTORNEY FEE 8/20 4,117.67
7,780.67
001916
001916 HOME NEWS TRIBUNE ACCT: ASB-183802 - AD - 8.28.20 57.36
001916 HOME NEWS TRIBUNE ACCT:ASB-183802 - AD - 8.12.20 84.88
001916 HOME NEWS TRIBUNE ACCT: ASB-183802 - AD - 8.15.20 71.12
213.36
001917
001917 ALLSTATE INFORMATION MANAGEMNT ACCT#225 - ARC & STOR - 7.31.20 43.07
43.07
Total Payments FY 2020 155,642.18
19 | P a g eTOTAL PAYMENTS ALL FUND YEARS $155,642.18
__________________________________
Chairperson
Attest:
____________________________________ Dated: ______________________________
I hereby certify the availability of sufficient unencumbered funds in the proper accounts to fully pay the
above claims.
____________________________________
Treasurer
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APPENDIX I - MINUTES 67 | P a g e
CENTRAL JERSEY JOINT INSURANCE FUND
MEETING MINUTES
July 15, 2020
TELEPHONIC MEETING
MEETING OF THE EXECUTIVE COMMITTEE CALLED TO ORDER AT 2:00 P.M.
OPEN PUBLIC MEETING STATEMENT READ INTO RECORD
ROLL CALL OF THE 2020 EXECUTIVE COMMITTEE
William Northgrave, Township of Edison Present
Daniel Frankel, Borough of Sayreville Present
Nancy Costa, Township of Hillsborough Present
Timothy Dacey, Piscataway Absent
Robert Vornlocker, Township of Franklin Present
Michael Gross, City of South Amboy Absent
Melissa Perilstein, Borough of Metuchen Present
Marcia Karrow, Borough of Middlesex Present
Joseph Criscuolo, Township of East Brunswick Present
Casey Wagner, Township of Woodbridge Present
William Robins, Borough of Dunellen Absent
Edward Kirschenbaum, Borough of Belmar Absent
ALSO PRESENT:
Jeremy Solomon, Bob Smith & Associates
Richard Lorentzen, Treasurer
Stephen McNamara, Qual Lynx
Kathy Kissane, Qual Lynx
Jay McManus, North American Insurance Management
Robin Racioppi, North American Insurance Management
Amy Pieroni, North American Insurance Management
Lindsay Travali, North American Insurance Management
Paul Shives, JA Montgomery Risk Control
Don Ruprecht, JA Montgomery Risk Control
Harry Earle, JA Montgomery Risk Control
Joseph Hrubash, Perma
Brad Stokes, Perma
Rachel Chwastek, Perma
Dom Cinelli, Brown & Brown
Jennifer Conicella, PERMA
Caty Lamb, Qual Lynx
Tom Stenberg, Assured Partners
MINUTES: June 17, 2020 Minutes
68 | P a g eMotion to approve minutes
Moved: Commissioner Costa
Second: Commissioner Karrow
Vote: Unanimous
CORRESPONDENCE: None.
EXECUTIVE DIRECTOR'S REPORT:
Professional Service Agreements – The Executive Director advised all of the Fund’s professional
service agreements are up for renewal in 2021. The Fund office would like to advertise for those
positions in August and requested the commissioners authorize the advertisement.
Motion to Authorize the Fund Office to Advertise for Professional Services
for Fund Years 2021 thru 2023
Moved: Commissioner Frankel
Second: Commissioner Perilstein
Vote: 8 Ayes, 0 Nays
Public Health Acknowledgment Form: The Executive Director reported the MEL had initially
via the MEL Fund Attorney’s office put out a very lengthy hold harmless indemnification
agreement with respect to reopening and a lot of the feedback was that the document was too
voluminous. The MEL Fund Attorney then put together an acknowledgment waiver that was
much shorter and to the point and that was included in the agenda. It is not mandatory. It is meant
to be a guide for the membership and all of the members are encouraged to run everything by their
municipal attorney prior to use.
Commissioner Karrow advised their attorney rejected their short waiver as it didn’t give any
coverage, but asked for both documents to be translated into Spanish as they have a sizable
minority population. The Executive Director advised he would inquire about that.
2020 Coverage Documents – The Executive Director reported the fund office is in the process of
uploading member policies to the Fund’s Risk Management Information System (Origami). The
Fund Office will email Fund Commissioners and Risk Management Consultants when the process
is complete. The MEL RMIS system with Origami will only store policies for 3 years so it is
imperative that members download the policies and save them on their local system to comply with
record retention requirements.
EPL Compliance Program: The Executive Director reported the MEL approved the revised
Personnel Manuals and Employee Handbooks at their June 3rd meeting. All members have
received an email with memorandums from David Grubb and Matthew Giacobbe outlining the
updated program. The revised documents are up on the MEL’s webpage - njmel.org.
69 | P a g eThe memorandums and the compliance checklist (there were two that were consolidated into one) were included in the agenda. Also included in the agenda was a summary of the major changes between the old program and the new, which was put out by the technical writer. The deadline for members to update their EPL Compliance Program is June 1, 2021. Cyber Task Force: The Executive Director reported the MEL’s Cyber Task Force met on May 15th. The Task Force is in the process of revising the MEL’s Cyber Risk Management Program. At the request of the Executive Director, Commissioner Wagner advised there was no update since the last meeting. The Committee is waiting for the MEL to finalize their Cyber Risk Management program and update their new checklist before rolling out to the Central JIF Program. Membership Renewals: The Executive Director reported Central JIF has one member scheduled to renew fund membership; renewal documents will be sent out in the next few weeks. Risk Management Information/Operating System (RMIS) - The Executive Director reported the Members and Risk Managers will receive an email with a link to renewal worksheets - to begin the 2021 underwriting renewal during the month of July, any day now, with a September 1st completion date. Any questions from the commissioners should be directed to the Fund Office. 2019 Audit Report and Actuary Valuation Report – The Executive Director advised the 2019 Audit Report, Actuarial Certification & Statement of Actuarial Opinion has been filed with the State. The Synopsis of the Audit has been advertised in the Fund’s newspaper. Environmental-JIF Alert – The Executive Director advised last week, the EJIF issued an Environmental Alert on the latest revisions to the Municipal Stormwater Management regulations. This latest revision includes new concepts in water management commonly called “Green Infrastructure”. The Alert was included in the agenda and the Executive Director encouraged everyone to read it. Encore Seminar “Facing and Embracing Crisis for your Municipality”: The Executive Director reported due to the popularity of the initial webinar, the MEL’s Marketing Manager, Princeton Strategic Communications, will hold a live encore webinar on crisis management for MEL membership on August 4th at 10:30. The 2-hour program features a specialized panel of experts who will cover topics such as how to develop a crisis communications plan for your municipality and how to face the public and the media in a crisis situation. The invite to register for the webinar will be distributed by JAM and up to 500 people can participate in the program. For certain municipal positions it also includes CEU Credits. Commissioner Criscuolo attended the first one and advised it was good and they were quick issuing his certificate. The Executive Director encouraged all the Commissioner to attend the second one. 70 | P a g e
NJUA Safety Expo 2020: The Executive Director advised the New Jersey Utility Authorities JIF
(NJUA) and the Municipal Excess Liability Joint Insurance Fund (MEL) cancelled the NJUA
Safety Expo scheduled for June at the Middlesex Fire Academy and now has cancelled the
September Expo that was scheduled at the Camden County Emergency Training Center in
September, due to the pandemic.
August Meeting Cancellation- The Executive Director reported, historically, the JIF has voted to
cancel the August meeting, and to process any necessary claim payments and professional fees for
the month. Should the Commissioners wish to follow past procedures, Resolution 26-20
authorizing this action is included in the agenda. If the need for a meeting arose, it can be
scheduled at that time.
Motion to Approve Resolution 26-20
Moved: Commissioner Costa
Second: Commissioner Karrow
Vote: Unanimous
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 financial fast
track for May 31, 2020 showed a surplus of $9 million, noting the Fund issued dividends of $5.2
million. The Fund is off to a rough start in 2020, but all the JIFs are and a lot of that evolves
around the COVID-19 situation. The JIF’s expected loss ratio for the five open years, pre-RCF,
included in the agenda, falls in line with the Fund’s financials. The Fund is performing ahead of
where the actuary said we should be in each of the Fund years, except in the current year, 2020,
which is a very green year. The LTAF report has the Central JIF in the middle of the pack at 0.99
which is an historic low for the JIF, the three-year average is 1.34. This report does not include
any Covid claim activity.
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. The
Treasurer advised the Commissioners he had completed the enrollment paperwork to join the
Joint Cash Management and Investment Program, also known as the JCMI. The goal is to get a
higher rate of return in this depressed marketplace. Second half assessments have been mailed
and are starting to arrive. Lastly, the vendor checks for July are signed and in the mail.
RESOLUTION 27-20 JULY 2020 VOUCHER PAYMENTS
2020 $ 1,205,805.25
71 | P a g eMOTION TO ADOPT RESOLUTIONS 27-20 APPROVING THE JULY
VOUCHER PAYMENT LISTS, AS SUBMITTED:
Moved: Commissioner Frankel
Second: Commissioner Karrow
Vote: 8 Ayes, 0 Nays
Voucher Lists, Treasurer Report & Investment Portfolio Reports Made Part of Minutes.
CLAIMS:
CLAIMS – Claims Manager, Kathy Kissane, reviewed the workers comp lost time
accident ratio report for June which was included in the agenda. There were 10 new claims,
only two that were indemnity claims so far. The subrogation report shows a healthy
recovery for June in the amount of $70,394, bringing the year to date to just under
$300,000.
The Claims Committee reviewed the 7 PARs prior to the JIF meeting and recommended
approval.
PAYMENT AUTHORIZATION REQUESTS: Executive Committee reviewed payment
authorization requests presented by Claims Service in July. Claims Review Committee reviewed
and recommended as submitted.
MOTION TO APPROVE PAYMENT AUTHORIZATION REQUESTS FOR JULY
CLAIMS PRESENTED IN EXECUTIVE SESSION BY QUAL-LYNX:
Moved: Commissioner Frankel
Second: Commissioner Perilstein
Vote: 8 Ayes, 0 Nays
MANAGED CARE:
MANAGED CARE – Stephen McNamara reported a total of 224 bills for June totaling
$322,511.07 came in, $135,757.09 was paid yielding a savings of $186,753.98 or 58% with
a network penetration of 99%.
Commissioner Criscuolo asked if we can work with the out of network vendors and try to
the get them in network.
Mr. McNamara advised with the two bills that fell out of network for the month, one was
with an emergency physician group, which traditionally they are not successful bringing in
those groups in, they are staffed at the hospital so we cannot direct care there so there’s not
leverage that can be applied.
72 | P a g eMr. McNamara will follow up with the nurse case management team regarding the $10,000
Out of network Ortho bill. It may have been court ordered, there may have been previous
treatment with that provider or it may have been an assistant surgeon.
The Executive Director advised Mr. McNamara it would great if someone could get back
to the group with the details. The Executive Director pointed out the percentage of network
utilization in Central is much better than it is around the state, so they’re doing a great job
in that aspect, but it wouldn’t hurt to help with those isolated physicians that are out of
network.
Mr. McNamara advised in cases like these they are referred to the provider recruitment
team. He advised he would follow up and email the Executive Director.
Commissioner Criscuolo advised for court-referred perhaps that should be noted with an
asterisk with a note on the bottom in the future.
Mr. McNamara agreed that is a good idea, and would share with the team.
UNDERWRITING MANAGER:
LIST OF CERTIFICATES ISSUED – There were 4 certificates issued from 4/22/2020
to 5/22/2020.
List of Certificates made part of the minutes.
MARKETING MANAGER: Ms. Amy Pieroni reported they had received a submission las week
for City of Rahway. The Fund had looked at them before and was very competitive with their
current program in Garden State. A former commissioner from Central, Mr. Landolfi, is the
business administrator at the City of Rahway. There is some additional work that needs to be done
in regards to a request for territorial courtesy through the MEL system, before it can be actively
pursued. Ms. Pieroni doesn’t think that will be problem. They have also received interest from a
few other municipalities, but only Rahway has submitted their reservation of rights letter and is
pursuing alternate quotes.
SAFETY DIRECTOR: - Paul Shives advised the Safety Director’s report was included in the
agenda. It included a listing of their loss control surveys, meetings attended and upcoming
meetings scheduled. The report also included a listing of the distributed Safety Directors Bulletins,
which included a couple a very important law enforcement bulletins. Mr. Shives also reported
MSI Now, the new digital streaming service, has been very popular and much of the traffic has
come from Central towns. 80 additional videos are currently being previewed for possible addition
to the platform. Included in the agenda was a listing of the July webinars that are to be presented.
Mr. Shives highlighted the webinars on protecting children of abuse, that is the MEL required
training. One is on July 17th and one is on July 24th. There will also be two more offered in
August.
73 | P a g eCurrent instructor led webinars are averaging about 60 participants each, which is about three times what they used to get for in classroom training so they are very popular and the feedback is very good. Commissioner Criscuolo requested Mr. Shives sent out a separate notification on just the Protecting Children from Abuse Seminars. Mr. Shives stated that was a good suggestion and he would do that. Mr. Shives reported they were successful in obtaining CEU credits for their instructor led webinars and those are listed in the agenda. He advised Mr. Ruprecht would then discuss modifications to the safety incentive program in light of the COVID-19 restrictions. Mr. Ruprecht reported that at the June Safety meeting several members expressed they were having challenges trying to get all the paperwork together and submitted. Between working from home and limited staff, they requested a plan to accurately capture all the safety activities that they are doing, but having so much trouble reporting in the traditional safety incentive format. Directly following that meeting, Mr. Ruprecht put something together, which the Executive Director office reviewed and liked, that creates some options. The traditional route for submission is still available, but there is also a another option; if the buildings aren’t open for visitors or they’re not comfortable with visitors in the office, JAM can do a review via a Zoom webinar. A third option, Mr. Ruprecht will go straight to the department and work with the department heads to capture what they are doing. At the end of the day, JAM wants to report to the Commissioners what the towns are doing, and not report on paperwork issues. Mr. Ruprecht advised the towns are doing lots of safety things and he will work with the members, however it is easiest for them, to capture that information. The Executive Director suggested referring the new options to the Safety Committee to review and implement what Mr. Ruprecht has assembled. PERMA reviewed it, but he’s be more comfortable if the Safety Committee reviewed. Commissioner Criscuolo thanked Mr. Ruprecht and advised he has been a big help, attending the township safety committee and making them understand. East Brunswick has had lot of turnover and Mr. Ruprecht explained it well to the group and he’s now confident they’ll work with Mr. Ruprecht and meet the objective. Commissioner Frankel also acknowledged Mr. Shives and Mr. Ruprecht and thanked them for their assistance with Covid-19 and what to do and what signs to put up in the playground area, the recreation area, things like that, and generally put our mind at ease, so thank you for your hard work. EXECUTIVE SESSION: Attorney advised there is no need for an Executive Session. Commissioner Frankel asked if the Safety Committee meeting was still scheduled for the 19th, even though there is no JIF meeting. Mr. Ruprecht advised, yes and it will be a Zoom meeting. 74 | P a g e
The Executive Director suggested Mr. Ruprecht circulate the revised SIP as soon as possible.
Mr. Ruprecht said it would go out almost immediately.
OLD BUSINESS: NONE
NEW BUSINESS: NONE
PUBLIC COMMENT: NONE
MOTION TO ADJOURN
Moved: Commissioner Karrow
Second: Commissioner Perilstein
Vote: Unanimous
Meeting adjournment at 2:39 p.m.
Prepared by Rachel Chwastek, Assisting Secretary for
_______________________________
Nancy Costa, Secretary
75 | P a g eAPPENDIX II – RCF, EJIF and MEL 76 | P a g e
Municipal Excess Liability Residual Claims Fund
9 Campus Drive – Suite 216
Parsippany, New Jersey 07054
Tel (201) 881-7632
Fax (201) 881-7633
September 2, 2020
Memo to: Fund Commissioners
Central Jersey Joint Insurance Fund
From: Chairman Northgrave
Re: RCF September Meeting
2019 Budget Amendment: Following the public hearing, the Board of Commissioners reviewed
and adopted the amended Fund Year 2019 Budget, which reflected the transfer of Fund Year 2015
from the local JIFs as of 12/31/19. Enclosed as part of this report is the Amended 2019 Budget.
2021 Budget: The Board of Fund Commissioners reviewed the proposed 2021 Budget. Under the
conditions of the Fund, the 2021 expenses cannot be directly charged to an expense line established
in the 2020 budget. Executive Director recommended a dividend be released from Closed Year
Account in the amount of $657,570. The Board of Fund Commissioners adopted a resolution
returning surplus from the Closed Year Account. In addition, the Board of Fund Commissioners voted
to introduce on first reading the 2021 Budget and to schedule the Public Hearing on October 21, 2020,
10:30 a.m., meeting to be held telephonically. Enclosed as part of this report is the Proposed 2021
Budget.
Request for Qualifications (RFQ): Executive Director reported the RFQ for professional services
for the 2021-2023 contract term was posted and the deadline to receive responses is September 9,
2020. Chairman Franz will ask for 2 or 3 commissioners to sit on the evaluation committee with him
to review the proposal responses and make their recommendations to the Board.
2019 Audit Filing. The RCF 2019 audit was filed with the New Jersey Department of Banking and
Insurance (DOBI) and the New Jersey Department of Community Affairs (DCA) on June 29, 2020.
Facing and Embracing Crisis for your Municipality: The MEL is offering a webinar Facing and
Embracing Crisis for your Municipality on Tuesday, September 15, 10:30 a.m. – 12:30 p.m. Due to
popular demand, this is an encore presentation of the webinar held on June 30 and August 4.
Registered participants are eligible to receive Continuing Education Credits for this program as noted
in the announcement. Notice with full details was included in the agenda.
Claims Committee: The Claims Review Committee met on June 3 and July 16, 2020 and also met
the morning of the Commissioner’s meeting. Minutes of the meetings were enclosed under separate
cover.
77 | P a g eNext Meeting: The next meeting of the RCF is scheduled for October 21, 2020 at 10:30AM. 78 | P a g e
79 | P a g e
New Jersey Municipal Environmental
Risk Management Fund
9 Campus Drive, Suite 216
Parsippany, New Jersey 07054
Tel (201) 881-7632
Fax (201) 881-7633
DATE: September 2, 2020
TO: Fund Commissioners
Central Jersey Joint Insurance Fund
FROM: Chairman Northgrave
SUBJECT: Summary of Topics Discussed at E-JIF Meeting
_______________________________________________________________________________
REGULATORY AFFAIRS - Perma filed the 2019 Year End Audit, Certification of the Audit
adopted by the Executive Committee, Actuarial Valuation and Actuarial Certification with the
Department of Banking and Insurance. In addition, the Synopsis of Audit was published in the
Fund’s newspaper.
2021 BUDGET PROCESS – Attached to this report, is the 2021 draft budget. The Finance
Committee met on August 26, 2020 and recommended the 2021 budget as presented. The budget
was introduced and will be adopted at the Public Hearing scheduled for October 21, 2020.
2006 EXCESS RECOVERY- Following an extensive claims process for the 2006 Fund Year,
the E-JIF Fund Professionals were able to obtain an excess insurance recovery in the amount
of $979,606.10. The recovery will strengthen the overall financial position of the EJIF and aid
the Fund in increasing the 2020 dividend.
2020 DIVIDEND - The Finance Committee is recommending a 2020 dividend of $2,500,000.
Resolution #23-20 authorizing a total return dividend of $2,500,000 was adopted by the Executive
Board.
COMPETITIVE CONTRACT/PROCUREMENT PROCESS – Resolution #24-20 was
adopted by the Executive Board authorizing the hiring of various E-JIF Professionals through
the Competitive Contracting Process.
80 | P a g eBID THRESHOLD INCREASE - Effective July 1, 2020 the Governor of the State of New
Jersey has adjusted the bid threshold for awarding contracts under the Local Public Contracts
Law. The change in the bid threshold allows municipalities with a Qualified Purchasing Agent
(QPA) to increase their bid threshold up to $44,000. Resolution #25-20 was adopted by the
Executive Board authorizing the increase to the bid threshold.
E-PROCUREMENT – Guidance from the New Jersey Division of Local Government
Services was recently provided for instruction on electronic receipt of bids and procurement.
The Fund QPA reviewed the requirements and drafted a resolution providing details for such
usage. Resolution #26-20 was adopted by the Executive Board authorizing the Fund QPA to
receive certain bids in accord with N.J.A.C.5:34-5.1
NEXT MEETING- The next meeting of the EJIF is scheduled for October 21, 2020 at the
Forsgate CC, Jamesburg.
81 | P a g e82 | P a g e
Municipal Excess Liability Joint Insurance Fund
9 Campus Drive – Suite 216
Parsippany, NJ 07054
Tel (201) 881-7632
Fax (201) 881-7633
Date: September 2, 2020
To: Fund Commissioners
Central Jersey Joint Insurance Fund
From: Chairman Northgrave
Subject: September MEL Meeting
Budget Update. 2021 budget and rate table were adopted at the June meeting. Executive Director
and Underwriting Manager said they are focusing on identifying ways to keep the budget flat
budget. Underwriting Manager said the commercial market has hardened to a degree not seen
since the 1980’s, which was a factor in the formation of the Joint Insurance Funds. Underwriting
Manager went on to identify drivers of the change, notably an increase in worldwide natural
disasters as well as increases in fires. Casualty market is also see across the board increases in
rates and a reduction in limit, partly resulting from increases in settlements and jury awards (social
cost inflation). Executive Director said the MEL would be considering altering the program
structure, ie changes/increases in the MEL’s retention.
MEL Safety Institute: In June, the MEL amended its contract with J.A. Montgomery to include
compensation for conducting webinar training but did not address compensation for the hours
spent by J.A. Montgomery in developing these courses as well as the time spent to add streaming
video training. Board adopted Resolution 34-20 to address this matter. In addition, J.A.
Montgomery has always been provided with a budget amount for the MSI schedule and consulting,
but it had not been included in the contract. Resolution included authorization to add language to
establish an overall not to exceed amount. Safety Director said they have been able to expand the
number of online classes to 60 sessions and added that the response to “instructor led” online
classes has been very favorable. Safety Director said, given the attendance in the online classes
over the summer, he actually expects that members will have more employees trained in 2021 that
prior years.
Legislative Committee. Committee met on June 25th and August 17th and submitted minutes of
those meetings. Commissioners Cuccia and Rheinhardt updated the board on the passage of a bill
that will allow towns to issue bond to address impact of Covid 19. Amendments were made to the
original bill, but legislators did consider comments of the MEL.
83 | P a g eSafety & Education Committee: The committee met on August 17th and submitted the minutes of that meeting. Committee reviewed a draft of the Risk Management Manual, providing fundamentals of the MEL program, and recommends publication and distribution to members. Marketing Manager is working with printer on fulfillment at a cost of approximately $40,000 (to distribute to all governing body members, fund commissioners, administrators and risk management consultants). Board discussed whether this manual could be produced as a PDF rather than printing. Executive Director said the projected has been envisioned as a desk reference. Board agreed to authorize the expenditure. RCF Report: Commissioner Clarke submitted his report on the RCF’s June meeting. Cyber Task Force: The MEL’s Cyber Task Force has begun the process of revising the MEL’s Cyber Risk Management Program. Members that are currently incompliance will be provided with a six month grace period to update to new program, once it is finalized and distributed. Commissioner Rheinhardt said the “Best Practices Checklist” is also expected to include questions on cyber security risk management. Coverage Committee: A meeting of this committee is being scheduled for late September. League Magazine Ad; A copy of the latest in the series of “Power of Collaboration” ad that will appear in the League of Municipalities magazine submitted for information. The ad highlights savings to NJ taxpayers through issuance of dividends since the MEL’s inception, as well as, MEL purchases of $100 million of member debt securities and a rate freeze for 2021 budget. Claims Review Committee: The Claims Review Committee met on June 3, 2020 and July 16, 2020, minutes of that meeting distributed to the Board. The committee will be meeting this afternoon and is scheduled to meet next on October 21, 2020. Joint Cash Management Investment Program: Commissioners Cuccia said the JCMI’s earnings to date have been $1.5 million, without the JCMI, earnings in a conventional program would have been $200,000. In addition, the MEL saved towns $180,000, when compared to cover bid. Treasurer said with the current 7 JIFs participating in the JCMI, cash and investments total $184,000.000; with 3 more JIFs expected to participate in October, the total will be $230,000,000. Treasurer said the program has been very successful. Personnel Manual/Employee Handbook: Fund Attorney said he is working with Executive Director’s office to schedule a webinar for municipal attorneys to provide guidance on implementing the updated documents. Safety National: Safety National contacted Underwriting Manager indicating they might be able to consider discounting 2020 premium if members could supply documentations of payroll reductions. Executive Director said there is no need for members to supply the documentation 84 | P a g e
separately because the Fund’s payroll auditors will identify any payroll reductions during their regular examination. 85 | P a g e
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