AGENDA PACKET Monday, December 21, 2015 at 4:00 PM Deptford Municipal Building 1011 Cooper Street Deptford, NJ

Transcription

1 AGENDA PACKET Monday, December 21, 2015 at 4:00 PM Deptford Municipal Building 1011 Cooper Street Deptford, NJ

2 I. Meeting called to order by Chairman II. III. IV. Flag Salute GLOUCESTER, SALEM, CUMBERLAND COUNTIES MUNICIPAL JOINT INSURANCE FUND (TRICOJIF) Deptford Municipal Building 1011 Cooper Street Deptford, NJ December 21, :00 PM AGENDA Statement of Compliance with Open Public Meetings Act A. Notice of this meeting was given by: 1. Sending sufficient notice herewith to the South Jersey News, Woodbury, New Jersey and the Courier Post, Cherry Hill, NJ 2. Filing advance written notice of this meeting with the Clerks/ Administrators of all member municipalities of the TRICOJIF; and 3. Posting notice on the public bulletin boards of all member municipalities of the TRICOJIF. Roll Call A. Fund Commissioners B. Fund Professionals C. Risk Management Consultants D. Move up Alternates (if necessary) Motion All in Favor V. Approval of Minutes A. Motion to adopt the November 23, 2015 Executive Claims Committee Meeting Minutes Motion All in Favor...Pages 1-4 B. Motion to adopt the November 23, Executive Committee Meeting Minutes Motion All in Favor....Pages 5-20 C. Motion to adopt the November 23, 2015 Executive Claims Committee Meeting Closed Session Minutes Motion All in Favor VI. Executive Claims Committee Meeting Report December, Verbal VII. Executive Director s Report....Pages A. Lost Time Accident Frequency Reports.... Pages B. Certificates of Insurance... Pages C Safety Incentive Program Awards... Page 31 D Optional Safety Budget... Page 32 E. EPL Hotline Authorized Contact List.... Page 33 F. EPL Attorney Hotline Allowance... Page 34 G. Employment Practices Liability Compliance... Page 35 H. Financial Fast Track... Page 36 I. Regulatory Filing Checklists... Pages J. Skateboard Park Approval Status... Page 39 K. Capehart & Scatchard Updates.. Pages L. Statutory Bond Status... Page 49 M. Elected Officials Training Invite......Pages N. Managerial & Supervisory Training Invite..... Pages O. Police Risk Management Training Invite...Pages P Dividend Distribution Notice Q. RMC Resolution & Agreements R. Sweep Letter.. Pages S. Inclement Weather Policy T Annual Report

3 December 2015 Page 2 VIII. IX. U. New Member Activity Solicitor s Report A. Meeting with Qual-Lynx Supervisors & Adjusters - October 19, 2015 Pages Safety Director s Report A. Activity Report - November.... Pages B. Bulletin: Traffic Control in Mobile Work Zone...Pages C. Bulletin: Watch Your Step.. Pages D. Bulletin: Slip and Falls on Ice.Pages X. Claims Administrator s Report A. Lessons Learned from Losses December Page 73 XI. Wellness Director Report A. Monthly Activity Report.... Page 74 B. Wellness Corner Connection Pages C. 12 Days of Fitness.. Page 79 XII. Managed Care Report November 2015 A. Summary Report....Page 80 B. Average Number of Days to Report a Claim..Page 81 C. Transitional Duty Summary Report... Page 82 D. Nurse Case Management Report......Page 83 E. PPO Savings & Penetration Reports.... Pages F. Paid Provider by Specialty...Page 86 G. Top 5 Provider by Specialty Page 87 XIII. Treasurer s Report as of November 30, Pages A. Fund Status B. Investment Portfolio Report C. Loss Run Payment Register Motion Roll Call D. Disbursements E. Approval of December 2015 Bill List Motion Roll Call.... Page 122 XIV. XV. Committee Reports A. Finance Committee Meeting Report Budget Public Hearing Motion to Open All in Favor Budget Public Hearing Motion to Close All in Favor Budget Adoption Motion to Adopt Roll Call.Page Assessment Certification - Motion to Adopt....Page Assessment Allocation Strategy - Motion to Introduce Roll Call...Pages B. Safety Committee Meeting Minutes December 3, 2015 Handout MEL/E-JIF/RCF Reports A. MEL Report November 17, Pages Bulletin TRI 16-01: Blanket Certificates......Pages Bulletin TRI 16-02: Certificate of Insurance..Pages B. EJIF Report November 18, Pages XVI. Miscellaneous Business A. Resolution Authorizing the Execution of a Contract with PivotPoint Security to Complete Technology Risk Management Exposure Audits Motion Roll Call...Pages The 2016 Reorganizational meeting will be held on Monday, January 25, :00 PM at the Gloucester County Library, Mullica Hill, NJ

4 December 2015 Page 3 XVII. Public Comment A. Motion to Open Meeting to Public Comment Motion - All in Favor B. Motion to Close Meeting to Public Comment Motion All in Favor XVIII. Closed Session Resolution 2015 A request shall be made to go into Closed Session to discuss matters affecting the protection of safety and property of the public and to discuss pending or anticipated litigation and/or contract negotiations -Motion - All in Favor A. Special Executive Committee Meeting Report 1. Report on Claims over $5,000 (PARs) reviewed B. Professionals Reports 1. Claims Administrator s Report 2. Executive Director s Report 3. Safety Director s Report 4. Solicitor s Report C. Reopen Public Portion of Meeting Motion All in Favor XIX. XX. XXI. Approval of Claims Payments - Motion Roll Call Authorization to Abandon Subrogation (if necessary) - Motion Roll Call Motion to Adjourn Meeting Motion All in Favor

5 GLOUCESTER, SALEM, CUMBERLAND COUNTIES MUNICIPAL JOINT INSURANCE FUND Gloucester County Library 389 Wolfert Station Road Mullica Hill, New Jersey November 23, :30 PM EXECUTIVE CLAIMS MEETING MINUTES The Executive Claims Committee Meeting of the Gloucester, Salem, and Cumberland Counties Municipal Joint Insurance Fund (TRICO JIF) was held at the Gloucester County Library, 389 Wolfert Road, Mullica Hill, New Jersey on Monday, November 23, 2015 at 3:30 PM, prevailing time. Acting Chair Campbell, Shiloh Borough, presiding. The meeting was called to order at 3:37 PM. STATEMENT OF COMPLIANCE WITH THE OPEN PUBLIC MEETING ACT Notice of this meeting was given by: (1) sending sufficient notice herewith to South Jersey News, of Woodbury and the Courier Post, Cherry Hill, NJ; (2) filing advance written notice of this meeting with the Clerks/Administrators of all member municipalities of the TRICO Municipal Joint Insurance Fund, and (3) posting notice on the public bulletin boards of all member municipalities of the TRICO Municipal Joint Insurance Fund. Those in attendance were: Doris Hall, Logan Brad Campbell, Acting Chair Shiloh Borough Mike Razze, Pitman Bob Dickenson, Vineland Karen Sweeney, Wenonah Borough Bob Law, Woodbury Also present were: Paul J. Miola, CPCU, ARM, Executive Director, AJGRMS David S. DeWeese, Esquire, The DeWeese Law Firm, P.C. Tim Sheehan, J.A. Montgomery Kathie Tyler-Schohl, Qual-Lynx Karen Beatty, QualCare Debby Schiffer, Wellness Director CLOSED SESSION PORTION OF MEETING Acting Chair Campbell entertained a motion to move to Executive Session to review the Payment Authorization Requests that will be voted on in Open Session during the Executive Committee Meeting being held on November 23, 2015 at 5:00 PM. Motion by Mr. Razze, seconded by Ms. Hall, to move to Executive Closed Session. All in favor. Motion carried. REOPEN PUBLIC PORTION OF THE MEETING Acting Chair Campbell entertained a motion to reopen the public portion of the meeting.

6 TRICO JIF Executive Claims Meeting Minutes November 23, 2015 Page 2 Motion by Mr. Law, seconded by Ms. Hall, to reopen the public portion of the meeting. All in favor. Motion carried. RECOMMENDATION OF APPROVAL OF CLAIMS PAYMENTS The Executive Claims Committee recommends approval of the PARs at the Executive Committee Meeting as presented in their entirety during the Closed Session portion of the Executive Claims Meeting. The Committee reviewed fourteen (14) claims. Of the claims reviewed, there nine (9) Workers Compensation, three (3) General Liability and two (2) Property PARs recommended for approval of settlement or continuing defense. Acting Chair Campbell asked if there were any questions at this time. No questions were entertained. SOLICITOR S REPORT FOR OPEN SESSION: Closed Cases Mr. DeWeese noted that there were three (3) case closed in the month of October, 2015: Heaton vs. Borough of Pennsville A Stipulation of Dismissal with Prejudice was filed on September 14, Mattia vs. Township of Monroe Counsel was able to negotiate an amount of $150,000 to settle. Mulvihill vs. Township of Franklin Motion for Summary Judgment was granted on October 23, MANAGED CARE REPORT Lost Time v. Medical Only Cases Ms. Beatty presented the TRICO JIF Lost Time v. Medical Only Cases (Intake Report). October YTD Lost Time 2 23 Medical Only Report Only Total Intakes(New Claims) Report Only % of Total 43.5% 33.8% Medical Only/Lost Time Ratio 85:15 88:12 Average Days to Report

7 TRICO JIF Executive Claims Meeting Minutes November 23, 2015 Page 3 Transitional Duty Report Ms. Beatty presented the Transitional Duty Report. Transitional Duty Summary Report YTD Transitional Duty Days Available 2,780 Transitional Duty Days Worked 1,747 % of Transitional Duty Days Worked 62.8% Transitional Duty Days Not Accommodated 1,033 % of Transitional Duty Days Not Accommodated 37.2% PPO Penetration Report: Ms. Beatty presented the monthly PPO Penetration Report PPO Penetration Rate October Bill Count 247 Original Provider Charges $285,608 Re-priced Bill Amount $143,672 Savings $141,935 % of Savings 49.7% PPO Penetration Rate Bill Count Percentage 95.5% PPO Penetration Rate Provider Charge Percentage 99.1% EPO Penetration Rate Bill Count Percentage 91.2% EPO Penetration Rate Provider Charge Percentage 75.0% QUAL-LYNX REPORT Lessons Learned from Losses November Ms. Tyler-Schohl reported on the Lessons Learned from Losses for November which was included in the agenda packet. She stated that this month the focus is on Title 59 Immunities when there are no proper approvals or documentation. She stated that in one town, contractors were completing part of a paving project. Since there were complaints from homeowners of flooding there, the mayor verbally requested that the contractor put a strip of asphalt at a driveway, which made a 2 ½ inch elevation at the end of the driveway to prevent further flooding there. Shortly after the job was done, someone tripped over the raised area and sustained significant injuries. She stated that her office thought that they could rely on Title 59 Immunities and have the claim dismissed but could not because: Actual or constructive notice was out since the Mayor not only knew of the elevation but approved it. He actually directed the asphalt company to lay down the asphalt a short time before the claimant fell. Failure to inspect or negligence inspection was out also for the same reason. Tried to use the Design Immunity. But, In order to have this immunity, the governing body would have had to approve the plans regarding the asphalt strip. There were no plans submitted, no plans drawn up and therefore, no approval.

8 TRICO JIF Executive Claims Meeting Minutes November 23, 2015 Page 4 Tried to bring the contractors in and have them take over the defense, but there wasn t a Certificate of Insurance for that extra work they did and no paperwork regarding it. The Mayor had informally authorized it. She stated that they have been able to bring the contractors into the litigation but it is unknown as to whether defense can prove negligence against them. She stated that it is important to have the proper documents, to follow proper procedures and to obtain necessary approvals in order to successfully obtain dismissals in these kinds of cases. Adjuster File Counts Ms. Tyler-Schohl reported that the Adjuster File Count report for the month of October, 2015 was included in the agenda packet. She noted that Rachel Woods is dedicated to all the Vineland files. EPL/POL Sweep Letters Mr. Miola stated that in order to control the 2016 budget, the MEL and each member JIF have successfully negotiated placement of the Public Officials and Employment Practices Liability insurance program with a new insurance carrier, QBE Insurance. The effective date of change is January 1, He stated that there will be no change in the reporting procedures. He stated that any existing POL/EPL claims must be reported to the current carrier prior to the policy s expiration on December 31, Failure to timely report a claim will result in the carrier denying the claim. He noted that instructions to follow were included in the agenda packet. Review Defense Panel RFQ Responses Mr. DeWeese stated that a Special Meeting will be called for the members to review the RFQ responses for the defense panel. It will be held on December 21, 1:30PM. He stated that since there are more than twenty responses, he will send the RFQ responses to the members ahead of the meeting so they can review them. NEXT MEETING The next Executive Claims Meeting will be held on Monday, December 21, 2015 at 1:30 PM at the Deptford Township Municipal Building, Deptford, New Jersey. MOTION TO ADJOURN Motion by Mr. Law, seconded by Mr. Law, to adjourn the Executive Claims meeting. All in favor. Motion carried. The meeting was adjourned at 4:40 PM. Brenda Smith, Recording Secretary for BRAD CAMPBELL, ACTING CHAIR

9 GLOUCESTER/SALEM/CUMBERLAND COUNTIES MUNICIPAL JOINT INSURANCE FUND Gloucester County Library 389 Wolfert Station Road Mullica Hill, New Jersey November 23, :00 PM EXECUTIVE COMMITTEE MEETING OPEN SESSION MINUTES The meeting of the Gloucester, Salem, Cumberland Counties Municipal Joint Insurance Fund (TRICO JIF) was held at Gloucester County Library, 389 Wolfert Station Road, Mullica Hill, New Jersey on Monday, November 23, 2015 at 5:00 PM, prevailing time. Acting Chair Campbell, Shiloh Borough, presiding. The meeting was called to order at 5:04 PM. FLAG SALUTE STATEMENT OF COMPLIANCE WITH THE OPEN PUBLIC MEETING ACT Notice of this meeting was given by: (1) sending sufficient notice herewith to South Jersey News, Woodbury, NJ and the Courier Post, Cherry Hill, NJ; (2) filing advance written notice of this meeting with the Clerks/Administrators of all member municipalities of the TRICO Municipal Joint Insurance Fund, and (3) posting notice on the public bulletin boards of all member municipalities of the TRICO Municipal Joint Insurance Fund. ROLL CALL Those in attendance were: Beth Reilly, Alloway Twp Ken Brown, Carneys Point Twp Sue Miller, Clayton Borough Stephanie McCaffrey, East Greenwich Twp Debbie Pine, Alternate, Elk Twp Doug Hogate, Elsinboro Borough Barbara Freijomil, Franklin Twp Frank Campisi, Glassboro Borough Harry Rink, Greenwich Twp Mark Gravinese, Harrison Twp Doris Hall, Logan Twp Kevin Clour, Lower Alloways Creek Twp Pam LeVine, Alternate, Mantua Twp Lorraine Boyer, Paulsboro Borough Mayor John Washington, Penns Grove Borough Richie Raine, Pennsville Twp Maureen Abdill, Pilesgrove Twp Mike Razze, Pitman Borough Marjorie Sperry, Quinton Twp Mayor Brad Campbell, Acting Chair, Shiloh Borough Robert Diaz, South Harrison Twp

10 TRICO Executive Committee Meeting Minutes November 23, 2015 Page 2 David Zeck, Upper Pittsgrove Twp Bob Dickenson, Vineland City Nick Pileggi, Washington Twp Karen Sweeney, Wenonah Borough Bob Law, Acting Secretary, Woodbury City Rich Gambale, Woodbury Heights Twp John Hall, Woodstown Borough Jane DiBella, Woolwich Twp Absent Fund Commissioners were: Don Banks, Deptford Twp Nate Dunn, Fairfield Twp Dante Spina, Mannington Twp Kevin Heydel, Monroe Twp Bill Slusser, Chair, Oldmans Twp Carl Bagby, Swedesboro Borough Bill Bittner, Westville Borough Also present were: Paul J. Miola, CPCU, ARM, Executive Director, AJG Risk Management Services, Inc. David S. DeWeese, Esquire, Fund Solicitor, The DeWeese Law Firm, P.C. Tom Tontarski, Treasurer Tim Sheehan, Safety Director, J. A. Montgomery Risk Control Kathie Tyler-Schohl, Qual-Lynx Karen Beatty, QualCare Debby Schiffer, Wellness Director Also present were the Risk Management Consultants from the following agencies: AJM Insurance Management Biondi Insurance Agency Chesney-Stanton Insurance Group Len Eckman Insurance Absent RMCs were: Brown & Brown Corporate Employee Benefits Cettei & Connell Conner Strong & Buckelew E.H. Sloan Insurance Agency Hardenbergh Insurance Group Henry D. Young Insurance

11 TRICO Executive Committee Meeting Minutes November 23, 2015 Page 3 Acting Chair Campbell entertained a motion to move up Commissioners Rink and Washington in the absence of Commissioners Slusser and Bittner and appointing Commissioner Law as Acting Secretary. Motion by Mr. Law, seconded by Ms. Hall, to move Commissioners Rink and Washington up to the Executive Committee in the absence of Commissioners Campbell and Sweeney for voting purposes and appointing Commissioner Law as Acting Secretary. All in favor. Motion carried by unanimous vote. APPROVAL OF THE MINUTES Executive Committee Meeting Acting Chair Campbell presented the meeting minutes of the October 26, 2015 Executive Committee meeting for approval. Acting Chair Campbell asked members for their questions at this time. No questions were entertained. Acting Chair Campbell entertained a motion to approve the minutes of the October 26, 2015 Executive Committee meeting. Motion by Mr. Law, seconded by Mr. Razze, to approve the minutes of the October 26, 2015 Executive Committee meeting. All in Favor. Motion carried. APPROVAL OF THE MINUTES Executive Claims Review Committee Meeting Acting Chair Campbell presented the meeting minutes of the October 26, 2015 Executive Claims Review Committee Meeting for approval. Acting Chair Campbell asked members for their questions at this time. No questions were entertained. Acting Chair Campbell entertained a motion for approval of the Executive Claims Review Committee meeting minutes. Motion by Mr. Law, seconded by Mr. Razze, to approve the meeting minutes of the October 26, 2015 Executive Claims Review Committee Meeting. All in Favor. Motion carried. APPROVAL OF THE MINUTES Executive Claims Review Committee Closed Session Acting Chair Campbell presented the Executive Claims Review Committee Closed Session meeting minutes of October 26, 2015 for approval. Acting Chair Campbell asked members for their questions at this time. No questions were entertained. Acting Chair Campbell entertained a motion for approval of the Executive Claims Review Committee Closed Session meeting minutes. Motion by Mr. Law, seconded by Mr. Razze, to approve the Executive Claims Review Committee Closed Session meeting minutes of October 26, The Executive Claims Review Committee Closed Session minutes of the October 26, 2015 shall not be released to the public until the reason(s) for their remaining closed is no longer applicable, the Fund Solicitor has had the opportunity to review them, and their release has been approved by the Executive Committee. All in Favor. Motion carried. The Executive Claims Review Committee Closed Session Meeting Minutes from the October 26, 2015 meeting were collected.

12 TRICO Executive Committee Meeting Minutes November 23, 2015 Page 4 EXECUTIVE CLAIMS COMMITTEE MEETING REPORT November 23, 2015 Acting Chair Campbell reported that an Executive Claims Committee Meeting was held on Monday, November 23, 2015 at 3:30 PM at the Gloucester County Library, Mullica Hill, NJ. The Committee reviewed fourteen (14) claims. Of the claims reviewed, there were nine (9) Workers Compensation, three (3) General Liability and two (2) Property PARs recommended for approval of settlement or continuing defense. The claims will be presented for approval later in the meeting. There were no claims presented for Abandonment of Subrogation. EXECUTIVE DIRECTOR S REPORT Mr. Miola noted that the Executive Director s Report is found in the agenda packet and is selfexplanatory; however, he highlighted the following items Safety Incentive Program Awards Mr. Miola asked that all members review available balances for this program. He reminded the members that there is a deadline for claiming the funds Optional Safety Budget - Mr. Miola asked that all members review available balances for this program. He reminded the members that there is a deadline for claiming the funds. EPL Helpline Authorized Contact List - Mr. Miola asked the members to review the authorized contacts on this list and to please contact the Executive Director s office with any questions. He stated that instructions are listed on the JIF website. EPL Allowance Mr. Miola stated that the JIF has provided each member with $540 of funding that can be used for employment practices related expenses. These expenses include related training that the member would like to arrange for its personnel. Employment Practices Liability Compliance Mr. Miola stated that a compliance status report regarding Employment Practices Liability Coverage was included in the agenda packet. He asked each member to review the report carefully to insure its accuracy. Financial Fast Track Report Mr. Miola reported that the Financial Fast Track report as of September 30, 2015 was included in the agenda packet. The JIF s surplus position was $18,601,226. Regulatory Filing Checklists Mr. Miola stated that the filings are up to date. Skateboard Park Approval Status Mr. Miola stated that a spreadsheet was included in the agenda packet detailing the current status of all approved skateboard parks or those currently under construction by a member municipality. The MEL has established a process outlined in MEL Coverage Bulletin , which must be filed by all members who wish to construct a skateboard park and have the TRICO JIF and MEL provide the facility with coverage. All members considering construction should contact his office prior to moving forward. Capehart & Scatchard Updates Mr. Miola stated that Capehart & Scatchard updates were included in the agenda packet on pages

13 TRICO Executive Committee Meeting Minutes November 23, 2015 Page 5 Statutory Bond Status Mr. Miola stated that the Statutory Bond Status report was included in the agenda packet. He asked the members to review the report for accuracy. He reminded the members that the coverage is for the individual not the position. Elected Officials Training Invitation Mr. Miola stated an invitation was ed to the Clerks, Fund Commissioners and Risk Management Consultant. The first training session will be held on December 2, 2015 at Merighi s Savoy Inn, Vineland, New Jersey. Managerial and Supervisory Training Save the Date Mr. Miola stated that one of the requirements of the MEL s EPL Plan of Risk Management is the training of all member managers and supervisors. Four training sessions have been scheduled in conjunction with the BURLCO and ACMJIF for later this Fall and early next year. A Save the Date was ed to all Clerks, Fund Commissioners and Risk Management Consultants on September 9, A formal invitation including signup sheets will be ed to all members. The training session dates were included in his report. Police Risk Management Training Invitation Mr. Miola stated that Risk Management Training for Police Personnel has been scheduled. He stated that attendance at this training by Police Command Staff is required for compliance with the MEL s EPL Plan of Risk Management. An invitation was will be ed to all Clerks. He noted that the classes will be held both in the morning and afternoon. The first training session will be held on December 8, 2015 at Nicolosi s Catering, West Deptford, New Jersey Dividend Distribution Notice Mr. Miola stated that on November 6, 2015, each member eligible to receive a portion of this year s dividend distribution should have received notice from his office. Members were asked to complete the necessary paperwork directing how they would like to receive their portion of the dividend and return it to his office no later than December 18, Inclement Weather Policy Mr. Miola stated that the Fund adopted an Inclement Weather Policy, a copy of which can be found at Should it become necessary to cancel a meeting, his office will attempt to contact the Fund Commissioners via , direct telephone contact or posting a message on the website. Members can also call for a pre-recorded message announcing the cancellation of a meeting. New Member Activity Mr. Miola stated that there was no new member activity to report. EPL/POL Change in Carriers - Mr. Miola stated that in order to control the 2016 budget, the MEL and each member JIF have successfully negotiated placement of the Public Officials and Employment Practices Liability insurance program with a new insurance carrier, QBE Insurance. The effective date of change is January 1, He stated that there will be no change in the reporting procedures. He stated that any existing POL/EPL claims must be reported to the current carrier prior to the policy s expiration on December 31, Failure to timely report a claim will result in the carrier denying the claim. Safety/Wellness Calendars Mr. Miola noted that the Safety and Wellness Calendars were distributed to the members at the meeting. Mr. Miola asked if there were any questions at this time. No questions were entertained.

14 TRICO Executive Committee Meeting Minutes November 23, 2015 Page 6 SOLICITOR S REPORT Executive Claims Committee Meeting Mr. DeWeese highlighted the following items from the Claims Review Committee Meeting: Assignment of New Cases Mr. DeWeese reported two (2) new case(s) have been assigned since the last meeting. New Cases Miller vs. Township of East Greenwich Stapley vs. Township of Elk Closed Cases Mr. DeWeese noted that there were three (3) cases closed in the month of November, 2015: Heaton vs. Borough of Pennsville Mattia vs. Township of Monroe Mulvihill vs. Township of Franklin A Stipulation of Dismissal with Prejudice was filed on September 14, Counsel was able to negotiate an amount of $150,000 to settle. Motion for Summary Judgment was granted on October 23, General Liability Status Report Mr. DeWeese noted that there are 30 active General Liability claims. He noted that if a member would like a synopsis of their town s cases sent to them, please contact him. Subrogation Summary Files Mr. DeWeese stated that there are 41 judgments obtained and collections efforts are being made on $1,584, of potential recoveries. He also reported that the YTD judgments obtained is $1,010, RFQs for Defense Panel Mr. DeWeese stated that the Claims Review Committee will review the RFQs for Defense Panel at the December 21, 2015 meeting. SAFETY DIRECTOR S REPORT Mr. Sheehan stated that the Safety Director's Report is self-explanatory and was distributed to the members at the meeting. He highlighted the following items:

15 TRICO Executive Committee Meeting Minutes November 23, 2015 Page 7 Safety Bulletins Mr. Sheehan noted that the regional training announcements and Bulletins were distributed by to the Fund Commissioners, Safety Coordinators and Risk Management Consultants and included in the agenda packet. He noted that there was one issued, Leaf Collection. MSI Training Mr. Sheehan stated that the list of upcoming MSI training programs for October, November and December were included in his report MEL Media Catalog He noted that the MEL Media Catalog has been updated with 100 new DVD titles. He asked if there were any questions at this time. No questions were entertained. CLAIMS ADMINISTRATOR S REPORT Lessons Learned from Losses November Ms. Tyler-Schohl reported on the Lessons Learned from Losses for November which was distributed to the members at the meeting. She stated that this month the focus is on Title 59 Immunities when there are no proper approvals or documentation. She stated that in one town, contractors were completing part of a paving project. Since there were complaints from homeowners of flooding there, the mayor verbally requested that the contractor put a strip of asphalt at a driveway, which made a 2 ½ inch elevation at the end of the driveway to prevent further flooding there. Shortly after the job was done, someone tripped over the raised area and sustained significant injuries. She stated that her office thought that they could rely on Title 59 Immunities and have the claim dismissed but could not because: Actual or constructive notice was out since the Mayor not only knew of the elevation but approved it. He actually directed the asphalt company to lay down the asphalt a short time before the claimant fell. Failure to inspect or negligence inspection was out also for the same reason. Tried to use the Design Immunity. But, In order to have this immunity, the governing body would have had to approve the plans regarding the asphalt strip. There were no plans submitted, no plans drawn up and therefore, no approval. Tried to bring the contractors in and have them take over the defense, but there wasn t a Certificate of Insurance for that extra work they did and no paperwork regarding it. The Mayor had informally authorized it. She stated that they have been able to bring the contractors into the litigation but it is unknown as to whether defense can prove negligence against them. She stated that it is important to have the proper documents, to follow proper procedures and to obtain necessary approvals in order to successfully obtain dismissals in these kinds of cases. Ms. Tyler-Schohl asked if there were any questions at this time. No questions were entertained. WELLNESS DIRECTOR S REPORT Ms. Schiffer reported on the members she met with in the prior month and some upcoming Wellness Activities. This information is detailed in the agenda packet. She highlighted the following:

16 TRICO Executive Committee Meeting Minutes November 23, 2015 Page 8 Five towns are encouraging their employees to participate in Maintain Weight as opposed to Gain Weight. Several towns are participating in chair massages and screenings. One town is having a Pot Luck Lunch and employees are encouraged to make something healthy and it has been very popular. One town is encouraging employees to visit a registered dietitian; the first 10 employees will receive a $25 gift card. Ms. Schiffer encouraged the members to distribute the Needs and Interest Survey to their employees. She stated that the November Newsletter has been updated to the website and every member was ed a copy on November 1, Ms. Schiffer asked if there were any questions at this time. No questions were entertained. MANAGED HEALTH CARE REPORT Lost Time v. Medical Only Cases Ms. Beatty presented the TRICO JIF Lost Time v. Medical Only Cases (Intake Report). Oct YTD Lost Time 2 23 Medical Only Report Only Total Intakes Report Only % of Total 43.5% 33.8% Medical Only/Lost Time Ratio 85:15 88:12 Average Days to Report Transitional Duty Report Ms. Beatty presented the Transitional Duty Report. Transitional Duty Summary Report YTD Transitional Duty Days Available 2,780 Transitional Duty Days Worked 1,747 % of Transitional Duty Days Worked 62.8% Transitional Duty Days Not Accommodated 1,033 % of Transitional Duty Days Not Accommodated 37.2% PPO Penetration Report: Ms. Beatty presented the monthly PPO Penetration Report.

17 TRICO Executive Committee Meeting Minutes November 23, 2015 Page 9 PPO Penetration Rate October Bill Count 247 Original Provider Charges $285,608 Re-priced Bill Amount $143,672 Savings $141,935 % of Savings 49.7% PPO Penetration Rate Bill Count Percentage 95.5% PPO Penetration Rate Provider Charge Percentage 99.1% EPO Penetration Rate Bill Count Percentage 91.2% EPO Penetration Rate Provider Charge Percentage 75.0% Ms. Beatty asked if there were any questions. No comments or questions were entertained. TREASURER S REPORT Mr. Tontarski provided an overview of his report for October 31, A copy of the report was distributed to the members at the meeting. Investment Interest Mr. Tontarski reported interest received or accrued for the current month totaled $8, This generated an average annual yield of.32%. After including an unrealized net loss of $1, in the asset portfolio, the yield is adjusted to.25% for this period. The total overview of the asset portfolio for the Fund shows an overall unrealized gain of $13, as it relates to market value of $10,511, vs. the amount invested. Our asset portfolio with TD Wealth Management consists of four (4) obligations with maturities greater than two (2) years, two (2) obligations maturing between one and two years and one (1) obligation in less than one year. Mr. Tontarski asked if there were any questions at this time. No questions were entertained. Receipt Activity for the Period Mr. Tontarski reported on the total subrogation & reimbursement receipts. Period YTD Subrogation Receipts $13, $241, Overpayment Reimbursements $5, FY 2015 Premium Assessment Receipts $458, TRICO JIF vs. G. Killen $206.81

18 TRICO Executive Committee Meeting Minutes November 23, 2015 Page 10 A.E.L.C.F. Member Participant Balances: Woodbury City $15, Pittsgrove Township $13, Stow Creek Township $ Claim Activity for the Period Claim activity for the month for claims paid by the Fund and claims payable by the Fund at month end are in the amount of $732, The claims detail for the 313 checks is as follows: Direct Loss Payments $682, Claim Expenses $10, Legal Defense Costs $39, Cash Activity for the Period Mr. Tontarski stated that during the reporting period, the Fund s Cash Position changed from an opening balance of $32,028, to a closing balance of $31,622, showing a decrease in the Fund of $406, Loss Run Payment Register Acting Chair Campbell entertained a motion to approve the Loss Run Payment Register as presented. Motion by Mr. Law, seconded by Mr. Razze, to approve the Loss Run Payment Register as presented. ROLL CALL Yeas: Harry Rink, Greenwich Twp Doris Hall, Logan Twp John Washington, Penns Grove Boro Mike Razze, Pitman Mayor Brad Campbell, Acting Chair, Shiloh Boro Karen Sweeney, Wenonah Boro Bob Law, Acting Secretary, Woodbury Nays: Abstain: None None All in favor. Motion carried by unanimous vote.

19 TRICO Executive Committee Meeting Minutes November 23, 2015 Page 11 BILL LIST Approval of November, 2015 Mr. Tontarski presented the October 2015 Bill List for the members consideration in the amount of $413, Acting Chair Campbell entertained a motion to approve the October 2015 Bill List in the amount of $413, Motion by Mr. Law, seconded by Ms. Hall, to approve the October 2015 Bill List in the amount of $413, ROLL CALL Yeas: Harry Rink, Greenwich Twp Doris Hall, Logan Twp John Washington, Penns Grove Boro Mike Razze, Pitman Mayor Brad Campbell, Acting Chair, Shiloh Boro Karen Sweeney, Wenonah Boro Bob Law, Acting Secretary, Woodbury Nays: Abstain: None None All in favor. Motion carried by unanimous vote. COMMITTEE REPORTS FINANCE COMMITTEE November 9, 2015 Mr. Law reported that the Finance Committee met on November 9, 2015 and the minutes were distributed to the members for review. He noted that the budget totaled $13,455,108 and represented a 0% increase from last year s combined annualized budget of $13,455,108. He stated that there were no members that would be in the Retrospective Assessment Program for He stated that the Finance Committee made a recommendation to release varying amounts of surplus from the Fund Years 1998 through 2011, totaling $1,125,000, which is $300,000 more than last year. Motion to Introduce the 2016 Budget Acting Chair Campbell entertained a motion to Introduce the 2016 Budget as presented. Acting Chair Campbell asked if there were any questions. No questions were entertained. Motion by Mr. Law, seconded by Mr. Razze, to Introduce the 2016 Budget as presented. ROLL CALL Yeas: Harry Rink, Greenwich Twp Doris Hall, Logan Twp John Washington, Penns Grove Boro Mike Razze, Pitman Mayor Brad Campbell, Acting Chair, Shiloh Boro Karen Sweeney, Wenonah Boro Bob Law, Acting Secretary, Woodbury

20 TRICO Executive Committee Meeting Minutes November 23, 2015 Page 12 Nays: Abstain: None None All in favor. Motion carried by unanimous vote. Motion to Introduce the 2016 Assessment Allocation Strategy Acting Chair Campbell entertained a motion to Introduce the 2016 Assessment Allocation Strategy as presented. Acting Chair Campbell asked if there were any questions. No questions were entertained. Motion by Mr. Law, seconded by Mr. Razze, to Introduce the 2016 Assessment Allocation Strategy as presented. ROLL CALL Yeas: Harry Rink, Greenwich Twp Doris Hall, Logan Twp John Washington, Penns Grove Boro Mike Razze, Pitman Mayor Brad Campbell, Acting Chair, Shiloh Boro Karen Sweeney, Wenonah Boro Bob Law, Acting Secretary, Woodbury Nays: Abstain: None None All in favor. Motion carried by unanimous vote. Motion to Introduce the 2016 Assessment Certification Acting Chair Campbell entertained a motion to Introduce the 2016 Assessment Certification as presented. Acting Chair Campbell asked if there were any questions. No questions were entertained. Motion by Mr. Law, seconded by Mr. Razze, to Introduce the 2016 Assessment Certification as presented. ROLL CALL Yeas: Harry Rink, Greenwich Twp Doris Hall, Logan Twp John Washington, Penns Grove Boro Mike Razze, Pitman Mayor Brad Campbell, Acting Chair, Shiloh Boro Karen Sweeney, Wenonah Boro Bob Law, Acting Secretary, Woodbury Nays: None

21 TRICO Executive Committee Meeting Minutes November 23, 2015 Page 13 Abstain: None All in favor. Motion carried by unanimous vote. STRATEGIC PLANNING COMMITTEE MEETING November 12, 2014 Ms. Sweeney reported that there was a Strategic Planning Committee meeting held and the minutes were included in the agenda packet. She highlighted the following: Membership Renewals Ms. Sweeney reported that the committee reviewed the twelve (12) towns that are up for renewal January 1, She noted that all the renewal Resolutions and Agreements have been received and are awaiting signature by the Fund Chair and Secretary. December Executive Committee meeting Ms. Sweeney reported that the December Executive Committee meeting will be held on December 21, 2015 at 4:00pm at the Deptford Municipal Building. The Executive Claims Committee meeting will be held at 1:30pm. The December Holiday Dinner meeting will be held at Filomena s in Deptford, New Jersey. NOMINATING COMMITTEE MEETING November 13, 2015 Mr. Brown reported that there was a Nominating Committee meeting held and the minutes were included in the agenda packet. He highlighted the following: 2016 Executive Committee Slate Mr. Brown presented the following slate for 2016: Chair: Secretary: William Slusser, Oldsman Township Brad Campbell, Shiloh Township Executive Committee: Robert Law, Woodbury City Michael Razze, Pitman Borough Karen Sweeney, Wenonah Borough Doris Hall, Logan Township Bill Bittner, Westville Borough Executive Committee Alternates: Harry Rink, Greenwich Township Alternate #1 Mayor John Washington, Penns Grove Alternate #2 Sue Miller, Clayton Borough Alternate #3 Bob Dickenson, Vineland City Alternate #4 Carl Bagby, Swedesboro Borough Alternate #5

22 TRICO Executive Committee Meeting Minutes November 23, 2015 Page 14 Nick Pileggi, Washington Township Alternate #6 John Hall, Woodstown Township Alternate #7 MEL/RCF/E-JIF REPORTS RESOLUTION # Appointment of MEL/RCF/EJIF Representative Acting Chair Campbell presented Resolution # , Appointing Robert Law as the Fund s Representative to the Municipal Excess Liability Joint Insurance Fund, the Residual Claims Joint Insurance Fund and the New Jersey Municipal Environmental Risk Management Fund for the 2016 Fund year. Acting Chair Campbell asked if there were any questions. No questions were entertained. Motion by Mr. Razze, seconded by Ms. Hall, to approve Resolution # , Appointing Robert Law as the Fund s Representative to the Municipal Excess Liability Joint Insurance Fund, the Residual Claims Joint Insurance Fund and the New Jersey Municipal Environmental Risk Management Fund for the 2016 Fund year. ROLL CALL Yeas: Harry Rink, Greenwich Twp Doris Hall, Logan Twp John Washington, Penns Grove Boro Mike Razze, Pitman Mayor Brad Campbell, Acting Chair, Shiloh Boro Karen Sweeney, Wenonah Boro Bob Law, Acting Secretary, Woodbury Nays: Abstain: None None All in favor. Motion carried by unanimous vote. MISCELLANEOUS BUSINESS Motion to Authorize the Executive Director s office to bind EPL/POL Coverage with QBE Insurance for the 2016 Fund Year Motion by Mr. Law, seconded by Ms. Hall, to authorize the Executive Director s office to bind EPL/POL Coverage with QBE Insurance for the 2016 Fund Year. All in favor. Motion carried. Motion to Authorize the Executive Director s office to bind Volunteers, Directors & Officers Coverage with QBE Insurance for the 2016 Fund Year Motion by Mr. Law, seconded by Ms. Hall, Authorize the Executive Director s office to bind Volunteers, Directors & Officers Coverage with QBE Insurance for the 2016 Fund Year. All in favor. Motion carried.

23 TRICO Executive Committee Meeting Minutes November 23, 2015 Page 15 Motion to Authorize the Executive Director s office to bind Cyber Liability Coverage with XL Insurance for the 2016 Fund Year Motion by Mr. Law, seconded by Ms. Hall, to authorize the Executive Director s office to bind Cyber Liability Coverage with XL Insurance for the 2016 Fund Year. All in favor. Motion carried. Motion to Authorize the Executive Director s office to re-advertise the time for the December 2015 Executive Claims Review Committee Meeting Motion by Mr. Law, seconded by Ms. Hall, to authorize the Executive Director s office to re-advertise the time for the December 2015 Executive Claims Review Meeting. All in favor. Motion carried. NEXT MEETING Acting Chair Campbell stated that the next meeting of the TRICO JIF will be held on Monday, December 21, 2015 at 4:00 PM at the Deptford Municipal Building, Deptford, NJ. PUBLIC COMMENT Open Public Comment Acting Chair Campbell entertained a motion to open the meeting to the public. Motion by Mr. Law, seconded by Mr. Razze, to open the meeting to the public. All in favor. Motion carried. Close Public Comment Hearing no comments from the public, Acting Chair Campbell entertained a motion to close the meeting to the public. Motion by Mr. Law, seconded by Mr. Razze, to close the meeting to the public. All in favor. Motion carried. EXECUTIVE SESSION MEETING A Closed Session of the TRICO JIF was not held. APPROVE CLAIMS PAYMENTS Ms. Tyler-Schohl of Qual-Lynx presented the following Payment Authorization Requests (PARs) during the Executive Claims Committee Meeting held on November 23, Workers General Liability Property Compensation Z28212 X23601 Z28290 Z24544 X79643 Z28301 Z04640 X45014

24 TRICO Executive Committee Meeting Minutes November 23, 2015 Page 16 Z26479 Z26010 Z25001 Z26204 Z26108 Z24543 Acting Chair Campbell asked members for their questions at this time. No questions were entertained. Acting Chair Campbell entertained a motion to approve the PARs as presented in their entirety during the Executive Claims Review Committee Meeting. Motion by Mr. Law, seconded by Ms. Hall, to Approve Payment Authority on the Claims as presented during the Executive Claims Committee Meeting. ROLL CALL Yeas: Harry Rink, Greenwich Twp Doris Hall, Logan Twp John Washington, Penns Grove Boro Mike Razze, Pitman Mayor Brad Campbell, Acting Chair, Shiloh Boro Karen Sweeney, Wenonah Boro Bob Law, Acting Secretary, Woodbury Nays: Abstain: None None All in favor. Motion carried by unanimous vote. APPROVE ABANDONING SUBROGATION There were no claim(s) presented for Abandonment of Subrogation during the Closed Session portion of the Executive Claims Meeting. MOTION TO ADJOURN There being no further business, Acting Chair Campbell entertained a Motion to Adjourn the November 23, 2015 Executive Committee Meeting. Motion by Mr. Law, seconded by Ms. Hall, to adjourn the November 23, 2015 Meeting of the TRICO JIF. The meeting was adjourned at 5:44 PM. Brenda Smith, Recording Secretary for BOB LAW, ACTING SECRETARY

25 To: From: Fund Commissioners Paul J. Miola, CPCU, ARM, Executive Director Date: December 21, 2015 Re: Executive Director s Report ************************************************************************************** A. Lost Time Accident Frequency Report (pgs ) The November 2015 Lost Time Accident Frequency Summary and the Statewide Recap for November 2015 are attached for your review. B. Certificates of Insurance (pgs ) A summary of the Certificates of Insurance issued during November 2015 is attached for your review. C Safety Incentive Program (pg. 31) A report detailing the available balance for each member in the 2014 Safety Incentive Program is attached for your review. Instructions on claiming these funds were ed to members on or about March 6, On October 14, 2015 reminder letters showing any available balances were ed out to all Fund Commissioners, Safety Coordinators and RMC s. If you have any questions on how to collect your 2014 Safety Incentive Program, please contact our office. Please note that the deadline for claiming or encumbering these funds was November 1, All encumbered funds must be claimed by February 1, D Optional Safety Budget (pg. 32) A report detailing the available balance for each member in the 2015 Optional Safety Budget is attached for your review. Instructions on claiming these funds were ed to members on or about February 11, On October 14, 2015 reminder letters showing any available balances were ed out to all Fund Commissioners, Safety Coordinators and RMC s. If you have any questions on how to collect your 2015 Optional Safety Budget funding, please contact our office. Please note that the deadline for claiming or encumbering these funds was November 1, All encumbered funds must be claimed by February 1, E. EPL Helpline Authorized Contact List (pg. 33) With the placement of the member s EPL/POL coverage in the commercial insurance market, the insurance company XL has implemented an EPL Helpline for the member s use. Those authorized to access this service must be appointed by Resolution of the Governing Body. Please note that Municipal Solicitors can not be appointed as Helpline Contacts. There is no restriction on the number of calls or amount of time that members can contact this service. Members can appoint two representatives to use this service. Enclosed, please find the most recent list of authorized contacts for the EPL Helpline. These are the only representatives authorized to access this service. All members are asked to review this list and respond to the e- mail request as soon as possible. Please contact the Executive Director s Office with any questions.

26 Executive Director s Report Page 2 F. EPL Allowance (pg. 34) The JIF has provided each member with $540 of funding that can be used by each member for employment practices related expenses. These expenses include employment related training that the member would like to arrange for its personnel. Additional employee training can be effective mechanisms for members looking to manage their employment liability risks. If you need additional information regarding this program, please contact our office. G. Employment Practices Liability Compliance (pg. 35) A compliance status report regarding the Employment Practices Liability Coverage is attached for your review. Each member should review this report carefully to insure its accuracy. If you believe the report to be inaccurate regarding your town, please contact PERMA directly. H. Financial Fast Track (pg. 36) The Financial Fast Track Report for November 30, 2015 is attached for your review. The report is generated by PERMA and provides a snapshot of the JIF s financial status. The JIF s surplus position as of November 30, 2015 was $17,534,703. I. Regulatory Filing Checklists (pgs ) Enclosed please find two regulatory filing checklists that we provide each month as part of our due diligence reporting on behalf of the JIF. These checklists provide an outline of required reporting to the Departments of Banking and Insurance and Community Affairs on an annual and a monthly basis, and the status of the items outlined. J. Skateboard Park Approval Status (pg. 39) Enclosed, please find a spreadsheet depicting the current status of all approved skateboard parks or those currently under construction by a member municipality. The MEL has established a process, outlined in MEL Coverage Bulletin , which must be followed by all members who wish to construct a skateboard park and have the TRICO JIF and MEL provide said facility with coverage. Any member with a park currently under construction or in the review process should review the enclosed spreadsheet to be sure that it accurately depicts the status of your facility. All members considering construction of a skateboard park should contact the Executive Director s office prior to moving forward. K. Capehart & Scatchard Updates (pgs ) John Geaney, Esq. of the law firm of Capehart & Scatchard periodically provides updates on court cases dealing with workers compensation, ADA and FMLA issues. Copies of his latest updates are included for your information. L. Statutory Bond Status (pg. 49) Attached for your review is the latest listing of Statutory Bonds issued by the MEL for JIF members. This list should be reviewed for accuracy. Any questions on the status of an application or a listed bond should be directed to Cate Kiernan at PERMA. Cate can be reached at M. Elected Officials Trainings Invite (pgs ) Again, this year, the Fund will be sponsoring Elected Officials training. The MEL will reduce each member s 2016 Liability loss funding premium by $250 for each municipal elected official who attends one of the training sessions by March 31, This credit will also be extended to the member s CEO (i.e. Municipal Manager or Administrator) this year. The total credit is limited to 25% of a member s Liability funding premium. Invitations for the sessions were e- mailed to all Municipal Clerks and Fund Commissioners on November 3, The sign-in C:\Users\kkristie\Documents\Agenda Packets\TRICO\Exec Dir Report\ED Dec 2015 T.doc