NEW JERSEY PUBLIC HOUSING AUTHORITY JOINT INSURANCE FUND May 13, :30 AM

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1 NEW JERSEY PUBLIC HOUSING AUTHORITY JOINT INSURANCE FUND May 13, :30 AM Meeting Called to Order by Chairman William Cottman. Open Public Meeting Statement read into the record. Salute to American Flag ROLL CALL OF EXECUTIVE COMMITTEE: Chairperson William Cottman, Sr. Madison Affordable Housing Corp. Present Secretary Madeline Cook Edison Housing Authority Present Board of Commissioners Robert DiVincent West New York Housing Authority Absent John Mahon Bayonne Housing Authority Present Sherry Sims Boonton Housing Authority Present Joseph Billy Summit Housing Authority Present John Clarke New Brunswick Housing Authority Present ALTERNATE EXECUTIVE COMMITTEE MEMBERS: Douglas Dzema Perth Amboy Housing Authority Present Larry Stratton South Amboy Housing Authority Present Grace Dekker Berkeley Housing Authority Absent Susan Thomas Middletown Housing Authority Absent Victor Cirilo Passaic Housing Authority Present APPOINTED OFFICIALS PRESENT: Executive Director Perma Risk Management Services Steve Sacco Present /Administrator Attorney DeCotiis, Fitzpatrick & Cole, LLP Frank Borin Absent Co-Treasurers Execu-Tech, Inc. William Snyder Louis Riccio Present Absent Claims Service Qual-Lynx Kathleen Kissane Present Safety Director PMA James Rhoads Present Auditor Nisivoccia & Co. Valerie Dolan Absent Actuary Actuarial Advantage Dennis Henry Absent Deputy Conner Strong & Buckelew Edward Scioli Absent Underwriter Managed Care Consolidated Services Group Missy Pudimott Absent Marketing Warren Risk Marketing, LLC Jack Warren Present

2 ALSO PRESENT Amy Shotmeyer, Decotiis,Fitzpatrick & Cole Tom Fitzpatrick, Fairview Insurance Jack Zisa, Regional Risk Kathleen DiTomasso, Woodbridge/Highland Park HA Kathy Young, Alamo Insurance Jennifer Goldstein, CSG Tracy Lopez, Perma Commissioner Victor Cirilo served as voting alternate in the absence of Commissioner Robert DiVincent. Salute to American Flag APPROVAL OF MINUTES: April 22, 2015 Open Minutes MOTION TO APPROVE THE OPEN MINUTES AS REFERENCED ABOVE Commissioner Cirilo Correspondence Executive Director said that the piece of correspondence to be addressed is not in the agenda as it was handed out and will be reviewed by Mr. Hrubash, Executive Director of the MEL. Mr. Hrubash said that Mary Lou Doner, Vice President of Claims will retire on July 1, 2015 after providing almost 30 years of service to the MEL and affiliated local JIFs. Mary Lou was highly respected for the professional services and development of the MEL. While we are saddened to see her leave, we all wish her well in her future endeavors. Mr. Hrubash added that due to the retirement of Mary Lou, many interviews have taken place to find the right person for her position. We are pleased to announce that Robin Walcoff of Conner Strong & Buckelew will succeed Mary Lou. Ms. Walcoff has a law degree from George Washington University and over ten years of claim experience beginning with White & Williams. Underwriting Manager In the absence of Deputy Underwriter, Executive Director referred to the Underwriting Managers report as distributed which outlined the listing of Certificates of Insurance provided in the recent month.

3 Pro Forma Financial Reports EXECUTIVE DIRECTORS REPORT Monthly report submitted to Executive Committee and reviewed by the Executive Director included February Financial Fast-Track as distributed along with the January Fixed Income Interest Rate Summary Comparison, Expected Loss Ratio Analysis, Claim Activity Report, Lost Time Accident Frequency Report, All JIFs Lost Time Accident Frequency. The Regulatory Check List as well as status of the EPL/POL program were reviewed as of May 6, Assessment / Second Installment Executive Director said the second installment of the 2015 assessment is due to the Treasurer by June 30, 2015, we ask that all payments be submitted by the deadline date Year End Audit Executive Director said the 2014 year end financial audit will be presented and reviewed for approval at the June meeting and will be filed with the Departments of Insurance & Community Affairs by the June 30 th deadline. June 2014 Meeting Executive Director said the next meeting of the Fund is scheduled for June 10, 2015; this meeting date will conflict with the PRIMA Conference for which four of the Executive Committee members will attend. It would be the Board s decision to postpone the meeting by one week to June 17, MOTION TO POSTPONE THE SCHEDULED MEETING OF JUNE 10, 2015 TO JUNE 17, 2015 TO AVOID CONFLICTING DATE WITH PRIMA CONFERENCE. Commissioner Billy AON Conference Executive Director said that during the March meeting the Executive Committee authorized the attendance of (7) Commissioners to attend the AON Risk Symposium, Naples, FL from August 2, 2015 August 5, The interest of the Symposium has increased to a total of (8) Commissioners. MOTION TO AUTHORIZE AN ADDITIONAL COMMISSIONER TO ATTEND THE AON RISK SYMPOSIUM, NAPLES, FL FOR A TOTAL OF (8) ATTENDEES. Commissioner Mahon

4 League Magazine Executive Director referred to the additional MEL advertisement as distributed which is part of a series of advertisements to appear in the League Magazine. Each advertisement in the Power of Collaboration series will be different and will highlight activities of the MEL and JIFs as well as people who have rendered significant service. The enclosed ad focuses on Summer Fun/Summer Safety. Financial Disclosure Form ADMINISTRATION Ms. Lopez said Fund Commissioners to the JIF were required to file their Financial Disclosure Forms with the State by the deadline date of April 30, Reminder s were sent to Commissioners prior to the deadline date as well as phone calls. Four members of the Fund had not filed by the April 30 th deadline. Elected Officials Training Seminars Ms. Lopez reminded members that this year s Elected Officials seminar s online version has been posted on the MEL website at to supplement live presentations. The deadline to complete the training is June 1, Enclosed are the instructions to access the program. Exigis On Line Database As a reminder to the all-lines members of the Fund, any changes that have been made within your authority and pertain to your schedules of insurance, must be updated in the on-line database, Exigis. The process of updating your schedules was introduced during the 2015 renewal process and replaces the paper renewal application as provided in prior years. Members with Risk Management Consultants should consult with their respective Risk Manager to review any changes that have taken place. (property, vehicles, equipment, misc. equipment etc.) The 2014 Workers Compensation payroll and employee counts will be updated internally for the 2016 Fund year upon completion of the payroll audit. MEL Safety Institute (MSI) The class schedules for 2015 can be found on the MEL s webpage Treasurers Report Mr. Snyder referred to and reviewed the Treasurers report as distributed.

5 With nothing further, Mr. Snyder presented the May Bill List Resolution #18-15 for approval. FUND YEAR AMOUNT 2015 Fund Year $ 71, Total $ 71, MOTION TO ACCEPT RESOLUTION #18-15, MAY 2015 BILL LIST AND THE DISTRIBUTED TREASURER S REPORT. Marketing Commissioner Clarke Marketing Director reviewed the agenda report as distributed indicating that the Fund currently has a total of 76 all members and a total membership of 89 members. The interest of the Fund continues to grow and as we seek additional members. Attorney Fund Attorney reviewed the agenda report as distributed indicating that their office continues to work with the Fund s Claims Administrator on case oversight regarding liability and claims brought against the Fund. Safety Safety Director referred and reviewed the agenda report as distributed outlining site visits, particularly the Fund s newest member, Ocean City Housing Authority in addition to reviewing the latest recall on portable jumpstart power supplies. Safety Director also reviewed the distributed first quarter loss analysis report indicating that the reports have now been produced in a better format making it easier for members to understand. With regards to the results of the report, there has been an uptick in overall frequency with a noticeably higher number of workers compensation claims being reported on a Monday; Safety Director suggested management look closely at Monday injuries, as some may be a result from weekend activities not relating to a workplace injury. In addition, approximately half of claims reported were due to slips/falls resulting from the weather conditions in the first quarter of the year. Property claims were also higher resulting in water damage being the leading source for frequency and cost. Managed Care Managed Care provider referred to and reviewed distributed report covering the month of April 2015 advising that during the month of April there was a savings of $101,887 resulting in 55% of savings. Claim Administration Claims Administrator said there were a total of 14 PARs presented by Qual-Lynx during the Claims Committee meeting, 1 of which was pulled from the approval listing pending further

6 information relating to the claim. There were also (3) claims that exceeded $50,000 and provided to the Board for final review. MOTION TO ACCEPT THE REPORT OF THE CLAIMSCOMMITTEE AND APPROVE THE PARS AS PRESENTED BY THE CLAIMS ADMINISTRATOR WITH EXCEPTION TO CLAIM #X Commissioner Clarke Commissioner Billy Old Business None. New Business None Public Comment None Executive Session None MOTION TO ADJOURN Commissioner Clarke Meeting adjourned at: 11:00 AM

7 NEW JERSEY PUBLIC HOUSING AUTHORITY JOINT INSURANCE FUND BILLS LIST Resolution No MAY 2015 WHEREAS, the Treasurer has certified that funding is available to pay the following bills: BE IT RESOLVED that the New Jersey Public Housing Auth. 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 2015 CheckNumber VendorName Comment InvoiceAmount DECOTIIS,FITZPATRICK&COLE, LLP ATTORNEY FEE 04/2015 3, , QUAL-LYNX CLAIMS ADMIN - 05/ , , GRACE DEKKER MEETING ATTENDANCE 04/ JOSEPH M. BILLY, JR. MEETING ATTENDANCE 04/ PERMA POSTAGE FEE 04/ PERMA EXECUTIVE DIRECTOR FEE 05/ , , CONNER STRONG & BUCKELEW UNDERWRITING MANAGER FEE 05/2015 1, , VICTOR CIRILO 2015 PRIMA CONFERENCE JUN 7-10, VICTOR CIRILO MEETING ATTENDANCE 04/ DOUGLAS G. DZEMA MEETING ATTENDANCE 04/ LARRY STRATTON MEETING ATTENDANCE 04/ JOHN MAHON 2015 PRIMA CONFERENCE JUN 7-10, WILLIAM G. COTTMAN, SR PRIMA CONFERENCE JUN 7-10, WILLIAM G. COTTMAN, SR. MEETING ATTENDANCE 04/ EXECU TECH, INC MONTHLY WEBSITE MAINTENANCE FEE 05/

8 THE ACTUARIAL ADVANTAGE ACTUARIAL CONSULTING SERVICES - 05/2015 2, , WARREN RISK MARKETING, LLC MARKETING DIRECTOR FEE 05/2015 2, , PMA COMPANIES, INC. LOSS CONTROL SERVICES - 05/2015 5, , EDISON HOUSING AUTH. MEETING ATTENDANCE 04/ JOHN CLARKE PRIMA EXP: AIRLINE/REGIST/ADVANCE 1, , E. FITZ ART, INC UPDATE TO BROCHURE - 4/ REGIONAL RISK MANAGERS LLC RMC FEE 1ST BERGEN COUNTY 8, , NEW BRUNSWICK HOUSING AUTH. MEETING ATTENDANCE 04/2015 Total Payments FY , TOTAL PAYMENTS ALL FUND YEARS $71,611.09