GSMJIF Defense Counsel Guidelines
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GARDEN STATE MUNICIPAL JOINT INSURANCE FUND MEETING AGENDA February 17th, 2016 Hotel Woodbridge at Metro Park Iselin, NJ – at 11:00am – 203 MEETING OF FUND COMMISSIONERS CALLED TO ORDER OPEN PUBLIC MEETING ACT STATEMENT In accordance with the Open Public Meetings Act, notice of this meeting was provided by: 1. Sending sufficient notice to the Fund’s designated newspapers, the Newark Star Ledger and The Times of Trenton 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 SWEARING IN OF NEW FUND COMMISSIONERS o Township Parsippany-Troy Hills – Ann Cucci o Township of Parsippany-Troy Hills – Ellen M. Sandman o Township of North Bergen –Robert Pittfield o Township of North Bergen – Christopher Pianese o Township of South Orange Village – Barry Lewis o Township of South Orange Village – Adam Loehner ROLL CALL OF FUND COMMISSIONERS APPROVAL OF MINUTES OF 12/16/15 MEETING ADJOURN SINE DIE MEETING o Chairs vacated – Chairman asks Executive Director to Chair Meeting ELECTION OF CHAIRPERSON AND SECRETARY o Request for Nominations o Election of Chairperson and Secretary o Swearing in by Fund Attorney ELECTION OF EXECUTIVE COMMITTEE o Request for Nominations o Election of Executive Committee o Swearing in by Fund Attorney MEETING OF BOARD OF FUND COMMISSIONERS CALLED TO ORDER ROLL CALL OF FUND COMMISSIONERS ADOPTION OF RESOLUTIONS o Resolution 01-16 – Certifying the Election of Chairperson and Secretary o Resolution 02-16 - Establishing Meeting Procedures o Resolution 03-16 – Establishing Fiscal Management Plan o Resolution 04-16 – Establishing Fund Records Program o Resolution 05-16 – Establishing 2016 Plan of Risk Management o Resolution 06-16 – Approving Fund Service Providers o Resolution 07-16 – Appointing 2016 Approved Counsel o Resolution 08-16 – Approving New Members o Resolution 09-16 – Approving Final 2016 Fund Budget o Resolution 10-16 - Approving Certain Disbursements o Resolution 11-16 – Approving Claims Payments REPORTS EXECUTIVE DIRECTOR – NIP GROUP (Jonathan Hall) o Financial Fast Track Report Status – YE 2015 o Financial Disclosure Statements o Meeting Locations UNDERWRITING REPORTS – Robert Smith o 2016 Coverage Improvements o Renewal Summaries o Quasi Municipal Entities o Cyber Risk Update o Website Update SAFETY DIRECTOR – PMA GROUP (Ken Child) NIP Group (Anthony Ven Graitis) o Safety Incentive Program o Wellness o EPL Audits CLAIMS REPORT – Conrad Cyriax, Wendy Wiebalk, James Renner & Robert Persico o 2015 Claims Statistic Summary TREASURER’S REPORT (Patrick DeBlasio) o Financial Report o Investment Report ADJOURN TO EXECUTIVE SESSION TO DISCUSS CLAIMS COMMITTEE REPORT NEW BUSINESS OPEN FORUM ADJOURNMENT Our next meeting will be held on March 23rd at 11am; - The location will be at the Hotel Woodbridge at Metro Park in Iselin NJ. GARDEN STATE MUNICIPAL JOINT INSURANCE FUND MEETING MINUTES December 16th 2015 The Hotel Woodbridge Iselin, NJ Room – 203 at 11:00am MEETING OF THE GARDEN STATE MUNICIPAL JOINT INSURANCE FUND CALLED TO ORDER AT 11:06 AM. OPEN PUBLIC MEETING ACT STATEMENT READ INTO RECORD MEETING OF BOARD OF FUND COMMISSIONERS CALLED TO ORDER PLEDGE OF ALLEGIANCE SWEARING IN OF FUND COMISSIONERS: o Borough of Totowa – John Waryas ROLL CALL OF FUND COMMISSIONERS: Jim Rodino Mark Vanella - Absent Barbara Russo Matthew Watkins Lisa O’Neil Michael King - Absent Eric Shubiger - Absent Tim Dacey Hilary Hyser Teresa Casagrande Eleanor McGovern Peter Valesi - Absent Joseph Bellina - Absent John DiStefano Edward Forte - Absent Lou Guarino Paul Zarbetski -Absent Joan Hullings Quentin Wiest Louis Palazzo Michael Martello Laura Reinertsen Greg Whitehead Nancy Koblis Russ Jones Ed Cho Tim Quinn Jillian Barrick - Absent Doug Marvin Sonia Brown Ann Cucci - Absent Frank Ruggiero - Absent John Waryas Karen Caulfield Mark Krane Mike Matheis – Absent APPROVAL OF MINUTES MOTION TO APPROVE MINUTES OF 11/11/15 MEETING MOTION: Commr. Brown SECOND: Commr. Jones ABSTAIN: Commr. Wiest; Russo; Waryas ADOPTION OF RESOLUTIONS MOTION TO ADOPT RESOLUTIONS Resolution 30-15 – Approving Certain Disbursements totaling $297,415.13 Resolution 27-15 – Approving Claims Payments totaling $2,525,378 MOTION: Commr. Watkins SECOND: Commr. Russo ABSTAIN: Commr. Waryas VOTE: ROLL CALL: Jim Rodino Mark Vannella – Absent Barbara Russo Matthew Watkins Lisa O’Neil Michael King - Absent Eric Shubiger - Absent Tim Dacey Hilary Hyser Teresa Casagrande Eleanor McGovern Peter Valesi - Absent Joseph Bellina - Absent John DiStefano Edward Forte - Absent Lou Guarino Paul Zarbetski -Absent Joan Hullings Quentin Wiest Louis Palazzo Michael Martello Laura Reinertsen Greg Whitehead Nancy Koblis Russ Jones Ed Cho Tim Quinn Jillian Barrick - Absent Doug Marvin Robert Lombard Parsippany-Troy Hills - Absent Frank Ruggiero - Absent John Waryas - Abstain Karen Caulfield Mark Krane Mike Matheis – Absent REPORTS Executive Director – NIP Group – J. Hall Fast Track - Mr. Hall discussed the November Fast Track Report. He noted that there have been no meaningful changes from the October Fast Track report. Final 2016 Assessment Budget – There have not been any significant changes in the budget for renewal members from the draft budget presented at the November meeting. The final budget will be presented at the January 2016 meeting. 2016 Service Provider RFP’s – The Executive Committee has chosen the new 2016 service providers. We have decided to maintain the same incumbents from 2015 to 2016. 2016 Indemnity & Trust Agreements – There are some I & T’s still outstanding due to resolutions waiting to be passed. Freehold Township has decided to not renew with GSMJIF and move on to another JIF. 2016 Meeting Dates – We are currently looking for hotels. We’re looking for options in place of the Crowne Plaza, since other hotels are significantly more expensive. We are also in negotiations with Hotel Woodbridge and discussing rooms’ availability. Once locations are finalized all will receive a notice. Wellness, Safety and EPL Training – A. Ven Graitis – Wellness Wellness Update – The next wellness challenge was concluded. It is “What is our next Wellness Challenge”. The wellness committee voted for their top three choices and a random participation prize was awarded. Below are the results: o 1st Place: Winter Workout Mix Up Borough of Fair Haven o 2nd Place: Mix it Change it Township Parsippany Troy Hills o 3rd Place: The BE WELL Challenge Township of North Brunswick o Participation Award: A Healthy Recipe Contest Township of Livingston EPL Committee Update – The EPL committee met to discuss a proposed EPL audit of member files by the EANJ. The Committee determined that audits will be performed randomly from the pool of large, medium and small members (determined by assessment) on an annual basis where all members will eventually be audited. Tim Dacey of Englewood volunteered for the first audit. LEL Risk Control Update - Pursuant to Commissioner Crane’s recommendation, Risk Control obtained Commissioner Quinn’s and Commissioner Marvin’s opinion on Denis Connell’s qualifications. Both approved his selection. Claims and Risk Control personnel then met with Denis Connell of Connell Consulting to discuss his role with assisting claims and risk control personnel on complex and high potential law enforcement liability claims. Chief Connell expressed interest and we will provide several high profile cases for review. TACT training - seminars are scheduled for 11/20, 12/4, and 12/18 at Howell, Berkeley, and North Plainfield respectively. Treasurer’s Report – Patrick DeBlasio - Mr. DeBlasio reviewed the monthly treasurer’s report and cash management account and advised that the Fund has met all outstanding obligations and its financial position is secure. MOTION TO ADJOURN TO EXECUTIVE SESSION, NOT OPEN TO THE PUBLIC IN ACCORDANCE WITH THE OPEN PUBLIC MEETINGS ACT, N.J.S.A. 10:4-12(B), TO DISCUSS PENDING OR ANTICIPATED LITIGATION (CLAIMS) MOTION TO ADJOURN TO EXECUTIVE SESSION TO DISCUSS CLAIMS MOTION: Commr. Watkins SECOND: Commr. Dacey VOTE: Unanimous ADJOURN TO PUBLIC SESSION MOTION: Commr. Watkins SECOND: Commr. Jones VOTE: Unanimous MOTION TO APPROVE CLAIMS MOTION: Commr. Casagrande SECOND: Commr. Pallazo ABSTAIN: Commr. Wayras Claims: Township of Morris WC Claim - Granted Settlement Authority Borough of North Plainfield WC Claim– Granted Settlement Authority VOTE: ROLL CALL Jim Rodino Berkeley Township – Absent Barbara Russo Matthew Watkins Lisa O’Neil Michael King - Absent Eric Sgubiger - Absent Tim Dacey Hilary Hyser Teresa Casagrande Eleanor McGovern Peter Valesi - Absent Joseph Bellina - Absent John DiStefano Edward Forte - Absent Lou Guarino Paul Zarbetski -Absent Joan Hullings Quentin Wiest Louis Palazzo Michael Martello Laura Reinertsen Greg Whitehead Nancy Koblis Russ Jones Ed Cho Tim Quinn Frank Ruggiero Doug Marvin Robert Lombard Parsippany-Troy Hills - Absent Frank Ruggiero John Waryas Karen Caulfield Mark Krane Mike Matheis - Absent NEW BUSINESS OPEN FORUM MOTION TO ADJOURN Commissioner Rodino made a motion to adjourn the meeting at 11:28AM and Commissioner Jones seconded the motion. Motion carried unanimously. Prepared by J. Hall. __________________________________________ Jonathan Hall James Rodino ALSO PRESENT: Earl Miller Jonathan Hall – NIP David Springer – NIP Steve Edwards – BGIA Anthony Ven Graitis – NIP Conrad Cyriax - NIP James Renner - NIP Robert Smith – NIP Wendy Wiebalk – NIP Donna