NJSIG...New Jersey Schools Insurance Group 6000 Midlantic Drive, Suite 300 North Mount Laurel, New Jersey 08054 2019/2020 NJSIG Board of Trustees Irene Le Febvre Chairperson v2019-2022

NJSIG

Board of Trustees Meeting

January 15, 2020

New Jersey Schools Insurance Group 6000 Midlantic Drive, Suite 300 North

Mount Laurel, New Jersey 08054 www.njsig.org

2019/2020 NJSIG Board of Trustees

Irene Le Febvre Chairperson v2019-2022

North Board Member

180 South Terrace Boonton, NJ 07005 (Boonton Town BOE)

O: F: C: (973)349-0664

H: (973)335-3382 [email protected] Committees: Claims, Policy

Christopher Russo, Ed.D. Vice-Chairperson v2019-2022

South Business Administrator

55 Grovers Mill Road Plainsboro, NJ 08536 (West Windsor-Plainsboro)

O: (609)716-5000x5020 F: C:

H: (609)694-1505 [email protected] Committees: Claims, Personnel

Thomas F. Connors, Ph.D. Trustee

v2018-2021 Central Board Member

10 Seward Avenue Piscataway, NJ 08854 (Piscataway Twp BOE)

O: F: C: (732)491-3248

H: (732)463-3230 [email protected] Committees: Finance

James J. Jencarelli, Jr. Trustee

v2018-2020 North Superintendent

2 Mill Creek Road Sparta, NJ 07871 (Morris Hills Regional)

O: (973)664-2291 F: (973)627-6588 C: (201)320-7049

H: (201)320-7049 [email protected] Committees: Personnel

Joseph Meloche, Ed.D. Trustee

v2019-2021 South Superintendent

45 Ranoldo Terrace Cherry Hill, NJ 08034 (Cherry Hill Public Schools)

O: (856)429-5600x4309 F: (856)616-9647 C: (856)229-4318

H: (856)321-1969 [email protected] Committees: Personnel

Steven K. Robinson Trustee

v2018-2021 North Business Administrator

11 Foxcroft Drive Livingston, NJ 07039 (Livingston Twp. BOE)

O: (973)535-8000x8009 F: C: (973)476-1046

H: (732)617-1219 [email protected] Committees: Finance

Dana Sullivan Trustee

v2016-2020 Central Business Administrator

302 Elm Street, Rm 101 Westfield, NJ 07090 (Westfield BOE )

O: (908)789-4414 F: (908)789-4180 C: (201)803-2028

H: (973) 884-1737 [email protected] Committees: Claims, Policy

Vacant Trustee

v2019-2022 Central Superintendent

O: F: C:

H: Committees:

Vacant Trustee

v2017-2020 South Board Member

(BOE)

O: F: C:

H: Committees: Finance

Jill Deitch, Esq. Executive Director

6000 Midlantic Drive, Suite 300 North Mt. Laurel, NJ 08054

O: (609)386-6060x3007 F: (609)386-8877

H: [email protected]



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2019/2020 NJSIG Sub-fund Liaisons

Frank Rizzo BACCEIC

Sub Fund Liaison v

Black Horse Pike Reg 580 Erial Road Blackwood, NJ 08012

O: 856-227-4106 x8007 F: 856-227-6835

[email protected]

Paula Smith

CAIP Sub Fund Liaison

v

Cape May Co. Tech. 188 Crest Haven Road Cape May Court House, NJ 08210

O: 609-465-2161 x611 F: 609-465-3069

[email protected]

ERIC North Sub Fund Liaison

v

O: F:

Gene Mercoli ERIC South

Sub Fund Liaison v

Cumberland Cnty. Voc. 601 Bridgeton Avenue Bridgeton, NJ 08302

O: (856) 451-9000 F: (856) 451-8487

[email protected]

John Csatlos ERIC West

Sub Fund Liaison v

Florham Park P.O. Box 39 Florham Park, NJ 07932

O: (973)822-3880x1005 F: (973)822-0716

[email protected]

MOCSSIF Sub Fund Liaison,

v

O: F:

Anthony Dragona

NJEIF Sub Fund Liaison

v

Union City BOE 3912 Bergen Turnpike Union City, NJ 07087

O: (201) 348-5677 F: (201) 223-0471

[email protected]



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Meeting Dates 2019/2020

August 26, 2019

Trustee Retreat, Marlboro Office 11:00 am – 3:00 pm

September 18, 2019, 2:00 p.m.

Marlboro Office

October 21, 2019 Dock’s Oyster House Atlantic City, NJ 08401

November 18, 2019, 3:00 p.m.

Marlboro Office

January 15, 2020 Mount Laurel Office

March 18, 2020

Marlboro Office

May 20, 2020 Mount Laurel Office

June 17, 2020

Marlboro Office

All meetings will begin at 4:00 p.m. unless otherwise noted.



TEL (609) 386-6060 | FAX (609) 386-8877 Page 1 of 2

BOARD OF TRUSTEES MEETING Wednesday, January 15, 2020

6000 Midlantic Drive, Suite 300 North, Mount Laurel, NJ Meeting 4:00 p.m.

JANUARY AGENDA

PUBLIC SESSION

ITEM #

1. Call to Order

In accordance with the Sunshine Law and N.J.S.A. 10:4-10, due notice of all pending meetings was given to the Atlantic City Press, Newark Star Ledger, and Trenton Times on October 25, 2019. Copies of these notices are on file with the New Jersey Secretary of State.

2. Roll Call

Thomas F. Connors, Ph.D. Joseph Meloche, Ed.D. Dana Sullivan James J. Jencarelli, Jr. Steven K. Robinson

Irene Le Febvre Christopher Russo, Ed.D.

3. Acceptance of the public and executive session minutes for November 18, 2019. 4. Public Participation - Opportunity for public to address the NJSIG Trustees regarding

specific agenda items. Each person will have five minutes to speak. 5. Sub-fund Liaisons - Reports/Comments 6. Reports:

A. Executive Director Report Jill Deitch B. Accounting/Finance Report Michele Carosi C. Safety & Risk Control/Client Relations Report Debra Rice D. Underwriting Report Claire King E. Claims Report Sherwin Archibald F. Information Technology Report Jeff Cook

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7. Discussion Items:

A. Willis Towers Watson Pricing Study Jill Deitch B. Trustee Nominations Jill Deitch C. Employee morale initiatives Jill Deitch D. Quarterly loss runs: hard copies/electronic Jill Deitch

8. Action Items:

A. Checking Accounts & New Claims Ratification Jill Deitch B. Contracting: 1. Incident reporting system RFP Jill Deitch 2. Appointment of special counsel Jill Deitch

9. New Business 10. Executive Session

EXECUTIVE SESSION

EXECUTIVE SESSION RESOLUTION

WHEREAS, N.J.S.A. 10:4-6 et. seq., (“the Open Public Meetings Act”), authorizes public entities to meet in executive session under certain circumstances; and WHEREAS, the Open Public Meetings Act requires that the Group adopt a resolution at a public meeting to go into private session; now, therefore, BE IT RESOLVED by the Board of Trustees of the New Jersey Schools Insurance Group that it is necessary to meet in executive session to discuss certain items involving: A. Litigation;

B. Matters involving attorney client privilege; BE IT FURTHER RESOLVED that any discussion held by the Board of Trustees which need not remain confidential will be made public as soon as feasible. The minutes of the executive session will not be disclosed until the need for confidentiality no longer exists.

FURTHER RESOLVED that the Board of Trustees will not return to open session to conduct business at the conclusion of the executive session.



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Board of Trustees Meeting of January 15, 2020 Board of Trustees Meeting Minutes of November 18, 2019

New Jersey Schools Insurance Group’s (NJSIG) Board of Trustees Meeting of November 18, 2019 at NJSIG’s Marlboro office. ATTENDEES Trustees: Irene Le Febvre, Thomas F. Connors, Ph.D., Joseph Meloche, Ed. D.,

Christopher Russo, Ed. D., Dennis Quinn, Steven K. Robinson and Dana Sullivan

Participants: David Rapuano, Esquire of Archer, Matt Shirley and Meredith

Boehringer of Korn Ferry, Stacy Mina of Willis Towers Watson, Mary Alice Avery and Zia Qasim of Wilmington Trust, James Miles and Dennis Skalkowski of Bowman and Company and Phil Williams of Willis Re

NJSIG Staff: William Mayo, Executive Director, Michele Carosi, Chief Financial Officer,

Jill Deitch, Chief Legal Officer, Jeff Cook, Information Systems Manager; Debra Rice, Client Relations/Safety and Risk Control Manager, Claire King, Underwriting Manager, Sherwin Archibald, Claims Manager, Stephen Tucker, Assistant General Counsel, Beth Ferlicchi, Assistant General Counsel, and Renee Johnson-Payne, Executive Assistant

ITEM #1 CALL TO ORDER

Pursuant to N.J.S.A. 10:4-10, with a quorum present, the meeting was called to order at approximately 3:11 p.m. In accordance with the Sunshine Law and N.J.S.A. 10:4-10, due notice of this meeting was given to the Atlantic City Press, Newark Star Ledger, and Trenton Times on October 25, 2019. Copies of these notices are on file with the New Jersey Secretary of State.

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ITEM #2 ROLL CALL Thomas F. Connors, Ph.D. √ Joseph Meloche, Ed.D √ Christopher Russo, Ed.D. √ James J. Jencarelli, Jr. A Dennis Quinn √ Dana Sullivan √ Irene Le Febvre √ Steven K. Robinson √ ITEM #3 ACCEPTANCE OF THE PUBLIC SESSION AND EXECUTIVE

SESSION MINUTES OF OCTOBER 21, 2019. Action Taken: M (Quinn)\ S (Connors)\ Carried (Affirmative Votes =

Connors, Le Febvre, Meloche, Quinn, Robinson, Russo, Sullivan) to accept the October 21, 2019 public session and executive session minutes Board of Trustees meeting minutes.

ITEM #4 PUBLIC PARTICIPATION

There was no public participation. ITEM #5 SUB-FUND LIAISONS – Reports/Comments

There were no sub-fund liaison reports. ITEM #6 REPORTS:

A. Executive Director:

William Mayo, Executive Director, explained the difficulties and possible solutions relative to the errors and omissions line of coverage. B. Chief Financial Officer:

Michele Carosi, Chief Financial Officer, had nothing to add to the report. C. Client Relations/Safety and Risk Control Manager:

Debra Rice, Client Relations/Safety and Risk Control Manager, reported Workshop 2019 was extremely successful. Both training sessions were well attended.

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D. Underwriting Manager:

Claire King, Underwriting Manager, had nothing to add to her report. E. Information Technology:

Jeff Cook, Information Systems Manager, had nothing to report. F. Claims Manager:

Sherwin Archibald, Claims Manager, discussed the claims audit results for the department. Sherwin Archibald also detailed several favorable claims outcomes.

ITEM #7 DISCUSSION ITEMS:

A. Korn Ferry

Matt Shirley and Meredith Boehringer, Korn Ferry, conducted a detailed presentation of their job evaluation methodology.

B. 2015 Pension and DCRP Withholdings

Michele Carosi, Chief Financial Officer, explained the previous payroll administrator overpaid Pensions and DCRP on behalf of William Mayo. In order to correct this error, NJSIG will refund the erroneously withheld wages in William Mayo’s November 30, 2019 pay period.

C. NJSIG Investments/Wilmington Trust

Mary Alice Avery and Zia Qasim, Wilmington Trust, conducted a presentation that provided an analysis of NJSIG’s portfolio and the domestic and global economies.

D. Willis Towers Watson’s pricing study

Stacy Mina, Tower Watson, conducted a presentation about the pricing study she conducted for the rates for the July 1, 2020 - June 30, 2021 fund year.

ITEM #8 ACTION ITEMS:

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A. Financial Audit

Michele Carosi introduced the financial auditors, James Miles and Dennis Skalkowski representing Bowman and Company, LLP, who presented NJSIG’s June 30, 2019 financial audit. They presented and provided highlights of the June 30, 2019 financial audit.

Action Taken: M (Connors)\ S (Quinn)\ Carried (Affirmative Votes =

Connors, Le Febvre, Meloche, Quinn, Robinson, Russo, Sullivan) to approve the financial statements and audit report as presented by Bowman for the 2018/2019 fund year.

B. Cash Management & Investment Plan

Chief Financial Officer, Michele Carosi, specified the updates to the cash management and investment plan for the 2019/2020 fiscal year.

Action Taken: M (Connors)\ S (Quinn)\ Carried (Affirmative Votes =

Connors, Le Febvre, Meloche, Quinn, Robinson, Russo, Sullivan) to accept the changes on the Cash Management and Investment Plan for the 2019/2020 fiscal year.

C. Investors Bank Signatory Changes

Action Taken: M (Quinn)\ S (Connors)\ Carried (Affirmative Votes = Connors, Le Febvre, Meloche, Quinn, Robinson, Russo, Sullivan) to approve and execute the changes to each respective Investors Bank NJSIG account as indicated on the account Authorization letter.

D. Policy Second Reading:

1. Policy 3710 Safety Grant

Action Taken: M (Meloche)\ S (Quinn)\ Carried (Affirmative Votes = Connors, Le Febvre, Meloche, Quinn, Robinson, Russo, Sullivan) to adopt policy 3710 Safety Grant as a second reading.

E. Contracting:

1. Competitive contracting usage approval

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Action Taken: M (Quinn)\ S (Connors)\ Carried (Affirmative Votes = Connors, Le Febvre, Meloche, Quinn, Robinson, Russo, Sullivan) to approve NJSIG to procure all relevant goods and services via the competitive contracting process.

2. Insurance brokerage services

Action Taken: M (Russo)\ S (Robinson)\ Carried (Affirmative Votes = Connors, Le Febvre, Meloche, Quinn, Robinson, Russo, Sullivan) to award the contract for insurance brokerage services to Willis Re.

3. Internet auction services

Action Taken: M (Robinson)\ S (Sullivan)\ Carried (Affirmative Votes = Connors, Le Febvre, Meloche, Quinn, Robinson, Russo, Sullivan) to authorize NJSIG to participate in the State of New Jersey, cooperative purchasing contract number 19-GNSV1-00696, index number T2581, for “Auctioneering Services: Internet Auctions to Sell Surplus Property” through Municibid for the use of internet auctions to sell surplus property.

4. Vision benefits insurance coverage

Action Taken: M (Robinson)\ S (Russo)\ Carried (Affirmative Votes = Connors, Le Febvre, Meloche, Quinn, Robinson, Russo, Sullivan) to approve a contract for vision benefits insurance coverage for NJSIG employees be awarded to Vision Benefits of America.

F. Checking Accounts & New Claims Ratification

Action Taken: M (Robinson)\ S (Russo)\ Carried (Affirmative Votes = Connors, Le Febvre, Meloche, Quinn, Robinson, Russo, Sullivan) to approve and ratify the checks and new claims which have been issued from accounts XXXXXXX210 (operating account) and XXXXXXX229 (claim account) for the period of 9/1/2019 to 10/31/2019 as shown in the online (Microscribe) version of the meeting package.

ITEM #9 NEW BUSINESS

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Jill Deitch, Chief Legal Officer, discussed NJSBA’s proposal to sponsor and participate in their board member orientation scheduled for March 2020 at a cost of $50,000. There was no objection by the Trustees to continuing this sponsorship.

ITEM #10 EXECUTIVE SESSION

Action Taken: M (Robinson)\ S (Russo)\ Carried (Affirmative Votes =

Connors, Le Febvre, Meloche, Quinn, Robinson, Russo, Sullivan) to go into executive session to discuss matters of Attorney Client Privilege. 5:06 pm.

Action Taken: M (Connors)\ S (Russo)\ Carried (Affirmative Votes =

Connors, Le Febvre, Meloche, Quinn, Robinson, Russo, Sullivan) to close executive session and return to open session to conduct business. 5:33 pm.

ITEM #11 ACTION ITEM

Action Taken: M (Russo)\ S (Connors)\ Carried (Affirmative Votes =

Connors, Le Febvre, Meloche, Quinn, Robinson, Russo, Sullivan) to approve payment to Bill Mayo for vacation days that he has accrued but not taken, consistent with NJSIG Policy 6131 regarding employees terminating with accrued but unused vacation time.

Action Taken: M (Sullivan)\ S (Connors)\ Carried (Affirmative Votes =

Connors, Le Febvre, Meloche, Quinn, Robinson, Russo, Sullivan) to deem Bill Mayo as having completed the full term of his contract for the limited purpose of determining eligibility for payment of the deferred compensation amount payable for completing the third annual period of his employment contract.

Action Taken: M (Connors)\ S (Russo)\ Carried (Affirmative Votes =

Connors, Le Febvre, Meloche, Quinn, Robinson, Russo, Sullivan) to adjourn. Approx. 5:45 pm.

Jill Deitch

Jill Deitch, Esq. Executive Director



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Board of Trustees Meeting of January 15, 2020

Executive Director Report

NJSIG is currently in the midst of obtaining quotes for reinsurance and excess insurance for the 2020/2021 policy year. Willis Re, NJSIG’s current insurance broker, has indicated that the market for reinsurance and excess insurance is “hardening,” which is a term of art in the insurance industry that generally means insurance rates are increasing, and available insurance capacity is decreasing. Since receiving this indication, I have directed Willis Re to aggressively market NJSIG’s lines of business to reinsurance and excess insurance so as to ensure we are able to obtain the necessary coverage for our membership at acceptable rates. NJSIG is mindful that members must anticipate their budgeted insurance costs by the middle of March each year, and that members expect pricing stability and predictability. In our marketing efforts to reinsurers and excess insurers, we are emphasizing that significant pricing volatility is not acceptable to NJSIG members, and if it occurs, members will expect us to explore alternative options for coverage and risk transfer. In furtherance of the above, we have already met with numerous property and casualty insurers to begin marketing NJSIG’s program. While many of these reinsurers and excess insurers have provided preliminary indications that the overall property insurance market is seeing rising rates, we have emphasized NJSIG’s favorable risk profile, and reiterated that pricing stability is imperative. Since becoming Executive Director on December 1, 2019, I have made it my goal to hear from all of NJSIG’s stakeholders, including trustees, members, brokers and employees to hear how NJSIG is meeting their expectations, and where the organization has opportunities to improve. To this end, NJSIG has planned a meeting for the near future to hear from NJSIG’s sub-fund administrators. I will continue to report back periodically as I hear from these stakeholders. Based on the feedback I have already received thus far, I have determined that it must be an organizational imperative to be relentlessly member focused. As a school board

Page 2 of 2

insurance group, NJSIG is beholden only to its members, and thus one of my primary goals at this time is to ensure that NJSIG as an organization focuses on ensuring that every organizational decision is answered by reference to how that decision will best serve the members. This relentless member focus will help NJSIG fulfill its mission to be the premier provider of insurance and risk management solutions for members in the State of New Jersey. In the time since the last meeting of the Board of Trustees, NJSIG has also coordinated a cyber security presentation for the NJSBA’s Cyber Security event, which was well received. NJSIG is working on upcoming presentations for the NJSBA Personnel Administrators Association, NJSBA New Board Member Orientation, Charter School Conference and NJASBO’s Annual Conference. We are looking to participate in these events and provide presentations that address the perspective for these specific audiences and its effect on their insurance needs. In addition, the Association of Governmental Risk Pools annual Governance Conference will take place on March 1 through March 4 in Orlando, Florida. I have attached is an overview of the conference. The goal of this conference as stated by AGRiP is to bring “together top pooling executives, governing body members and senior management to problem-solve and collaborate on shared industry challenges.” This conference is educational in nature, and attendees choose from a range of educational sessions focused on governance, leadership and timely industry topics. If any Trustees are interested in attending, please let me know. Respectfully Submitted, Jill Deitch, Esq. Executive Director New Jersey Schools Insurance Group

Member Login

AGRiP Governance Conference 2020Starts: Mar 1, 2020 9:00 AM (ET)

Ends: Mar 4, 2020 12:00 PM (ET)

ANNOUNCEMENT

Capt. “Sully” Sullenberger will deliver the

keynote address at AGRiP’s Governance

Conference 2020 in Orlando, FL.

One of the most captivating American

heroes of our time, Capt. Sullenberger’s

preparation and leadership enabled him to

safely guide US Airways Flight 1549 to an

emergency landing in New York City’s frigid Hudson River on Jan.

15, 2009.

Capt. Sullenberger’s keynote will underscore the importance of

preparing for any situation through lifelong learning, risk

management and innovation.

CONFERENCE OVERVIEW

AGRiP’s Governance Conference brings together top pooling

executives, governing body members and senior management to

problem-solve and collaborate on shared industry challenges.

This year’s Governance Conference will be in Orlando, FL, from

March 1 to 4 at the Hyatt Regency Orlando.

Download to Your Calendar

Attendees will choose from a range of educational sessions grouped

into three learning paths. A selection of sessions appears below.

Governance

• Preparing for executive leadership succession

• The critical relationship between a pool’s CEO and governing

body

• Using advisory groups to foster meaningful engagement, test

ideas, garner insight and inform decision-making

Leadership

• Using an enterprise risk management (ERM) approach to

implement and document risk-based decisions

• How to attract and retain employees and become an employer

of choice

Hot Topics

• How shifting expectations of reinsurance and excess carriers

will require changes and updates to cyber coverage language

for public entities

• How modest investment in site sensor technology can

mitigate property damage

• Using robotic technology and automation to elevate member

services

• Leveraging member recognition programs to improve local

public entity decisions and build relationships with pool

members

The conference will also feature:

• Rapid-�re presentation/conversation sessions on emerging

pooling topics

• Moderated roundtables for discussion, idea-sharing and

problem-solving on issues shaping workers’ compensation,

property and liability coverage, and employee bene�ts AGRiP

Orientation, a series of brief sessions to introduce key AGRiP

services to newcomers or those who want a refresher on all

AGRiP has to offer

• Optional educational activities including Pooling Basics, a

pooling simulation game called $ource Game, and the First-

Time Attendees Breakfast.

• A later daily start time to give attendees an opportunity for a

morning walk or to catch up on email before the conference

gets going

• An optional pre-conference tour of the Kennedy Space

Center

• A Welcome Reception on Sunday evening highlighting local

and Caribbean �avors and up-tempo music by the energetic

Son2 Latin Music duo

• A casual Tuesday night “camp�re chat” featuring s’mores and

a cash bar

Read more:

• Hotel Information

• Conference Registration Rates

HOTEL INFORMATION

Rooms are available in the AGRiP block at the Hyatt Regency

Orlando, which is also the conference venue. After you register for

the conference, you will get additional information to make

reservations. If you make reservations outside the block, AGRiP will

not be able to help you with any rooming issues.

Rooms are available on a �rst-come, �rst-served basis until Friday,

Feb. 7, or until sold out. Room rates start at $259 per night (plus tax

and service fees). An optional $25 resort fee per night includes a

range of amenities (e.g., �tness center access, trolley tickets).

AGRiP never solicits hotel reservations directly via email or phone

calls, and we do not employ third-party housing services. If you

receive any outreach regarding hotel reservations other than the

link provided in response to your conference registration, it is a scam

and you should not respond.

OPTIONAL EDUCATIONAL ACTIVITIES

Conference attendees will have the option to sign up for any of these

free sessions as part of the registration process:

• First-Time Attendees Breakfast: Join AGRiP for a brief

orientation to the conference. Meet other newcomers and the

AGRiP Board of Directors. Learn how to make the most of

your AGRiP membership and your time at the conference.

This conversational breakfast forum will be useful to

everyone from pool attendees to QEI Patrons and Partners. (8 to 8:30 a.m. on Monday, March 2)

• Pooling Basics: Developed by pooling professionals, this

popular pre-conference program helps those newer to

pooling get grounded in the essentials from pool structure

and governance to actuarial reviews, underwriting and more.

Content is appropriate for governing body members and for

other pool, QEI Patron or Partner attendees. Lunch and

snacks will be provided. (11 a.m. to 6 p.m. on Sunday, March 1)

• $ource Game: In this simulation game, participants are

challenged to make management decisions for a �ctitious

public entity pool. This game is a great opportunity for staff,

board members or service providers to get more hands-on

insight into public entity pooling. New decision-making

parameters mean this year is a great time to participate in

the game again. Participants should attend all four sessions.

$ource Game is produced by CEO-level QEI Patron Willis

Towers Watson. (2 to 2:30 p.m., Monday, February 10 - Introduction and First Round of Decisions; 8:45 to 9:15 a.m. and 4 to 4:30 p.m. on Monday, March 2; 8:45 to 9:15 a.m. and 4:30 to 5 p.m. on Tuesday, March 3)

PRE-CONFERENCE TOUR: KENNEDY SPACE CENTER

Take a pre-conference tour of the Kennedy Space Center for only

$75 per person. This price includes transportation and admission.

At least 23 people must register in order for the tour to take place.

However, participation is limited and available on a �rst-come, �rst-

served basis.

If you use a wheelchair or a mobility device, please contact AGRiP

after you register to ensure appropriate transportation

accommodations.

Tour Agenda (Sunday, March 1)

• 10:45 a.m.: Meet to board motorcoach

• 11 a.m.: Depart for Kennedy Space Center

• Noon: Arrive at Kennedy Space Center

• 3:45 p.m.: Depart Kennedy Space Center

• 5 p.m.: Arrive at hotel

Sign up for the tour during conference registration, and plan now for

what you’d like to see.

CONFERENCE REGISTRATION RATES

Registration received before 11:59 p.m. on Sunday, Feb. 9, is $770

for AGRiP members and $1,095 for non-members. After that, a $100

late registration fee will be applied.

Guest registration allows friends or family members to attend meal

functions with an AGRiP member attendee. Guest registration is not

allowed for business colleagues who are otherwise eligible to attend

the conference. All guests must be registered to attend meals.

Guests are not eligible to participate in educational programming.

Location

• Full Guest (all meals) $450

• Sunday Welcome Reception only $135

• Monday breakfast and lunch only $130

• Tuesday breakfast and lunch only $130

• All breakfasts (Monday, Tuesday, Wednesday) $195

For registration cancellation and substitution information, visit

AGRiP’s Conference Registration Policies.

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Hyatt Regency Orlando

9801 International Drive

Orlando, FL 32819

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Location

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Phone: (518) 389-

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Accounting/Finance Report

ACCOUNTING DEPARTMENT PROCESSES:

(1) Billing & Accounts Receivable Processes: NJSIG’s Accounting

Department processed $140.1 million of 2019/2020 renewal gross member

contributions and endorsements in the PeopleSoft Billing Module as of the

date of this report (01/06/2020). The Accounting Department is current with

all business that was bound and exported from the Underwriting system

(Navrisk). In addition, the Accounting Department continues to invoice

NJSIG’s members in the PeopleSoft Billing system for monthly Workers’

Compensation installments, 2019/2020 Renewals (off 07/01/19) and

miscellaneous endorsements as the billing data is exported from Navrisk. The

Accounting Department collected and applied $111.5 million of members’

contribution deposits (to date) for the 2019/2020 fiscal year. Collections of

NJSIG member contributions are kept current with the Accounting

Department’s issuance of color-coded NJSIG ember statements on the 15th of

each month.

mailto:[email protected]

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(2) Accounts Payable: All accounts payable vouchers and payments are current.

The Accounting Department processed $11.5 million of broker commissions as part

of the direct bill procedures during the 2019/2020 fiscal year.

FINANCIAL REPORTS:

Attached FY2019/2020 are the financial reports for 10/2019 and 11/2019 along

with the 11/30/2019 investment and cash reports. I am currently working on the

financial reporting for 12/31/2019.

SPECIAL PROJECTS:

In addition to my standard responsibilities, I have also been working on the

following special projects:

(1) Investors Bank – Online Banking Platform Upgrade: NJSIG went live with an

on-line banking platform upgrade on 11/20/19. NJSIG’s Accounting and IT

Departments have also been working with Investors Bank’s Positive Pay

Department to implement improved on-line positive pay processes with this

new platform. NJSIG is slated to go live with these improvements in January.

(2) Claims Dept. Financial Data: Rebecca Fabiano (Sr. Staff Accountant) and I

have been working with the Claims Manager, Supervisors and essential staff

persons to document departmental processes and to research financial

transactions. We have a meeting scheduled on 1/07/2020 with Jill Deitch and

Sherwin Archibald to update them with our findings and recommendations.

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(3) Origami Retro/TPA reporting: Rebecca Fabiano (Sr. Staff Accountant) and I

have been working with the IT Department and the Origami consultant to

build out new reporting functionality for Claims Department staff’s access of

NJSIG’s members’ run-off/self-insured account “live” Origami financial

transactions and current member balances. Currently this process is

maintained via excel worksheets within the Accounting Department. Manual

tracking of this data outside of the Origami system could ultimately result in

timing differences from the most current data in Origami. “Live” access to the

current Origami data will also prevent Claims Department staff from

processing payments that exceed current available balances for these self-

insured accounts.

(4) Willis Towers Watson (WTW) FY 2019 Grant Allocation Analysis – NJSIG is

in receipt of WTW’s FY2019 Grant Allocation. This data will be used for

sub-fund and individual member allocation of FY2019 grant applications and

grant payment processing.

Thank you,

Michele Carosi

Chief Financial Officer

NJSIGIncome Statement

For the Period Ending 10/31/2019

Actuals YTD Budget YTD Actuals Month Budget Month

Income:

Member Contributions 140,036,741.07 136,040,314.00 208,240.27 0.00

Retro Accounts Income 0.00 0.00 0.00 0.00

Total Income 140,036,741.07 136,040,314.00 208,240.27 0.00

Adjustments:

4301 Reinsurance Recoveries 1,337,940.53 1,450,000.00 39,131.30 0.00

4303 Accrued Reins Recoveries (1,777,188.00) 0.00 0.00 0.00

4304 Subrogation Income 303,055.98 0.00 48,758.26 0.00

4307 Claim Deduct'bl Credit 82,201.15 0.00 77,201.15 0.00

Recoveries & Subro Income (53,990.34) 1,450,000.00 165,090.71 0.00

Revenue 139,982,750.73 137,490,314.00 373,330.98 0.00

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Expenses:

5102 Salaries-Temporary Employees 10,462.51 43,112.00 0.00 10,778.00

5103 Salaries 2,020,530.97 2,257,533.60 506,436.43 564,383.40

5104 Salaries-Overtime 9,761.82 19,186.68 1,827.44 4,796.67

5108 Payroll Tax Expenses 150,987.79 182,308.00 36,857.10 45,577.00

5109 Pension Expense 0.00 322,065.68 0.00 80,516.42

5111 Recruiting Costs 126.50 8,250.00 0.00 2,062.50

5112 Post Retirement Bene Exp 0.00 88,585.68 0.00 22,146.42

5113 Employee Medical Benefits 315,593.63 393,930.00 76,300.52 98,482.50

5114 Employee Dental Benefits 20,096.90 22,830.68 4,927.94 5,707.67

5115 Employee Vision Benefits 10,297.32 9,185.00 2,040.34 2,296.25

5118 Employee ST Disab & Other Ins 7,753.20 27,333.32 4,150.98 6,833.33

5119 Defined Contrib Retirement Exp 3,832.40 2,074.32 1,437.15 518.58

Personnel Expenses 2,549,443.04 3,376,394.96 633,977.90 844,098.74

5203 Marketing Expenses 1,073.00 4,833.32 268.25 1,208.33

Member Services Dept Expenses 1,073.00 4,833.32 268.25 1,208.33

5227 Loss Prevention 24,442.10 9,282.68 7,781.71 2,320.67

Loss Control Dept Expenses 24,442.10 9,282.68 7,781.71 2,320.67

5252 Claims Audit Expense 0.00 34,000.00 0.00 8,500.00

5253 Claims Admin. Expenses (118.00) 0.00 0.00 0.00

Claims Dept Expenses (118.00) 34,000.00 0.00 8,500.00

5303 Actuary Fees (17,128.81) 91,666.68 8,115.95 22,916.67

5305 Loss Control Outside Services 16,767.61 98,258.68 5,732.50 24,564.67

5306 Legal & Professional Fees 10,450.40 66,666.68 0.00 16,666.67

5310 Third Party Admin.-Willis 225,000.00 225,000.00 56,250.00 56,250.00

Outside Service Fees 235,089.20 481,592.04 70,098.45 120,398.01

Total Agent Commission Expense 13,396,809.31 12,092,957.00 29,226.47 0.00

5401 Claims Expense 21,183,531.48 24,143,813.00 4,678,475.72 6,035,953.25

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Actuals YTD Budget YTD Actuals Month Budget Month Claims Expenses 21,183,531.48 24,143,813.00 4,678,475.72 6,035,953.25

5505 Reinsurance Exp-District Bill 36,094,296.33 35,958,733.00 85,739.66 0.00

5507 Reinsurance Exp-NJSIG Paid 129,818.86 36,518.68 16,626.78 9,129.67

Reinsurance Expenses 36,224,115.19 35,995,251.68 102,366.44 9,129.67

5352 IT - Office Equipment Supplies 11,097.90 12,266.68 6,399.40 3,066.67

5353 Office Equipment Maintenance 295.00 10,100.00 0.00 2,525.00

5354 Computer Software Maintenance 176,483.45 115,718.32 88,504.85 28,929.58

Information Technology Dept Expenses 187,876.35 138,085.00 94,904.25 34,521.25

5702 Depreciation Expense 181,095.35 210,358.32 45,536.82 52,589.58

5703 Dues & Subscriptions 10,118.51 37,772.00 3,159.68 9,443.00

5704 Misc. Bank Fees 46,222.32 31,191.68 23,184.18 7,797.92

5705 IRS Penalty Fees 2,216.59 0.00 (581.55) 0.00

5708 Rent Expense 193,954.65 161,251.32 38,790.93 40,312.83

5709 Office Supplies 7,823.58 12,580.00 1,267.52 3,145.00

5710 Office Operating Expenses 15,807.75 21,728.00 4,581.34 5,432.00

5711 Office Leased Expenses 3,156.46 6,500.00 1,143.82 1,625.00

5712 Telephone Expense 0.00 333.32 0.00 83.33

5715 Group's Insurance Expense 50,084.08 75,233.32 16,256.02 18,808.33

5716 Group's Crime Insurance Exp. 12,385.32 14,000.00 3,096.33 3,500.00

5717 FSA Admin Fee 569.20 1,372.68 228.00 343.17

5723 Postage 21,990.86 23,166.68 9,407.86 5,791.67

5727 Employee Seminar Expenses 1,422.00 49,016.68 355.50 12,254.17

5728 Insurance Course Fees 450.00 11,533.36 350.00 2,883.34

5729 Tuition Reimursement 4,995.00 13,496.68 1,665.00 3,374.17

5730 Audit Fees (15,000.00) 23,800.00 55,000.00 5,950.00

5731 Consulting Fees 19,975.00 95,833.36 5,225.00 23,958.34

5732 Miscellaneous Expenses 557.80 1,233.32 139.45 308.33

5733 Disaster Recovery Expenses 39,086.42 43,014.00 8,835.00 10,753.50

5737 Cell Phone Expense 3,936.82 5,333.32 953.90 1,333.33

5738 OPRA expenses 0.00 8,333.32 0.00 2,083.33

5746 Foreign Excise Tax 80,974.04 21,605.32 1,376.01 5,401.33

Business Operating Expenses 681,821.75 868,686.68 219,970.81 217,171.67

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Actuals YTD Budget YTD Actuals Month Budget Month5201 Travel & Related Expenses 14,680.77 34,534.96 5,413.07 8,633.74

5851 Annual Meeting 56,483.54 63,400.00 49,868.60 63,400.00

5852 Trustee Meeting Expense 910.18 3,333.32 204.17 833.33

Conferences & Meeting Expenses 72,074.49 101,268.28 55,485.84 72,867.07

Total Expenses 74,556,157.91 77,246,164.64 5,892,555.84 7,346,168.66

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Other Revenue and Expenses:

4414 Interest-NJ Cash Mgmt Fund 2,470.80 1,333.32 571.43 333.33

4423 Interest - InvBk Concentration 1,141,170.59 666,666.68 298,803.91 166,666.67

4424 Interest-Invest Fund (WT) 963,033.03 533,333.32 213,484.85 133,333.33

4425 Accrued Interest/Divid (43,219.93) 0.00 17,777.46 0.00

Investment Income 2,063,454.49 1,201,333.32 530,637.65 300,333.33

4501 Unrealized Gain/Loss 164,328.69 0.00 145,199.95 0.00

Financial Income 164,328.69 0.00 145,199.95 0.00

4603 Miscellaneous Income 20.48 0.00 0.00 0.00

4604 Realized Gain/(Loss) Invest-WT 652,578.31 0.00 214,300.78 0.00

4605 Seminar Income 9,650.00 3,916.68 2,125.00 979.17

4609 Change in Unrnd Ag Comm (34,559.05) 0.00 0.00 0.00

4610 Change in Unrnd Reins (93,207.05) 0.00 0.00 0.00

Other Revenues 534,482.69 3,916.68 216,425.78 979.17

5901 Amortization of Inv. Premiums 190,059.14 0.00 106,480.68 0.00

Investment Expenses 190,059.14 0.00 106,480.68 0.00

Total Other Revenue and Expenses 2,572,206.73 1,205,250.00 785,782.70 301,312.50

Net Revenue 67,998,799.55 61,449,399.36 (4,733,442.16) (7,044,856.16)

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Client Relations/Safety and Risk Control

Client Relations NJSIG created a strategic plan to meet with every MOCSSIF and ERIC West member before the upcoming renewal and review NJSIG’s value added services and loss trends. It is anticipated that the Incident Reporting Service RFP process will be completed by January 30, 2020. CBIZ fixed Asset Appraisal Services GASB-34 will soon be added to NJSIG’s value added services. Members will receive a discounted price as part of their membership with NJSIG. A meeting with the Sub-fund Administrators is scheduled for January 22nd in NJSIG’s Mt. Laurel office. This will be a chance for Jill to meet with all the Sub-fund Administrators and to listen to their feedback. Howard Panenesky from Willis presented at the NJSBA cyber security seminar on Thursday Dec 12th. The audience was primarily IT staff for a number of NJ school districts. NJSIG members are increasingly concerned about cyber liability as the number of cyber attacks intensifies. NJSIG shared Beazley’s Best Practices and newsletters with the membership to remind them what to do in the event of a cyber attack. NJSIG’s outside counsel who successfully represented the Bound Brook Board of Education during the recent trial over call during a baseball game that resulted in significant publicity, will be providing an educational presentation to the sub-funds on the issue of youth sports liability in New Jersey.

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Safety and Risk Control NJSIG is are working on a new user friendly portal for members. This portal will provide an easy, streamlined process for requesting building and playground inspections. CPR/AED Training is done by NJSIG’s trained staff, as well as two outside vendors, CPR Professionals and LifeForce USA. With these vendors, we are able to cover multiple requests throughout the state. We will be implementing “Train the Trainer” as a third option for members. NJSIG will pay a flat fee for one member of a district to be CPR/AED Certified as a trainer. This gives that district the ability to hold as many classes as needed and at their convenience. It is a service that in larger districts, proves to be more cost efficient for both the member and NJSIG. NJSIG stopped sending out the Safety Net Newsletter. After receiving feedback from numerous members that missed getting the newsletter, NJSIG will begin sending it out again in February. All the inspections for NJSIG’s reinsurer have been completed with no issues noted. Debra Rice Client Relations/Safety and Risk Control Manager



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Board of Trustees Meeting of January 15, 2020 Underwriting Report

Underwriting is in the process of updating the NavRisk policy database in preparation for the upcoming renewal season. This includes the computation of each member’s 2020-2021 Workers’ Compensation experience modifier. We expect to have these computations and analyses completed and released to the membership by February 15th. We recently received property appraisal reports from CBIZ Valuation Group for the 70 members in the 19-20 cycle (new appraisals are conducted every four years for all members with property coverage). The underwriters will review, compare and update the new appraisal data in NavRisk and consult with respective members’ brokers in preparation for their 20-21 property policy renewal. Members in the ERIC West and MOCSSIF sub-funds will be coming out of their three-year NJSIG commitments in 2020-2021. NJSIG began receiving the requisite notice letters from members that wish to consider alternative insurance options for the 7/1/20 renewal term. NJSIG is seeing mixed results at the six-month mark with regards to environmental and cyber liability losses. Environmental losses are down substantially as compared to 18-19; however, cyber liability losses are trending less favorably thus far. Claire A. King, J.D., AIC Underwriting Manager



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Claims Report

CLAIM ACTIVITY

By major coverage, newly received claims (including record only) with an entry date after November 18, 2019:

Auto liability: 66 General liability: 89 Professional liability: 51 Property: 18 Workers’ compensation: 578

By major coverage, closed claims (including record only) with a last closed date after November 18, 2019:

Auto liability: 59 General liability: 97 Professional liability: 61 Property: 26 Workers’ compensation: 790

CLAIM OUTCOMES NJSIG continues to obtain favorable outcomes through the efforts of the claims department.

Claim Activity Closing 2019.

Claims approach to 2020.

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Summary Judgment motion granted dismissing plaintiff’s complaint. Plaintiff

alleged injuries from climbing on monkey bars. The case was dismissed because

plaintiff did not pierce the Tort Claims Act threshold and there was no

evidence of liability. Plaintiff’s demand was $250,000.

Sherwin Archibald Claims Manager



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IT Report

Windstream - Internet Service Provider During the first quarter of 2020, Joe Fisicaro, of the IT Department, will lead the upgrading NJSIG’s Ethernet service. This upgrade includes both hardware and software changes to both NJSIG locations. Investors Bank The IT and Accounting Departments have implemented payee validation via NJSIG’s positive pay process with Investors Bank. Investors bank will validate the first 50 characters of the payee on the physical checks and compare that to the positive pay file NJSIG provides to them for both the claims and operating accounts. This will provide an additional layer of security to help prevent fraud attempts on NJSIG’s business checking accounts. NJSIG’s Continuity Plan With ransomware attacks happening in New Jersey and throughout the United States over the past year, NJSIG is reviewing how to mitigate these types of attacks. Origami Risk Users Conference Shadi Hermina, Tiffani Reed and Jeff Cook will be attending the Origami Risk user training conference January 13, through January 16, 2020. This conference provides two and one half days of training sessions for the claims management system Origami. These software conferences not only provide the IT staff with training to support the

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software, but also offer critical training on features that can be used to enhance the services NJSIG provides to members and brokers. Networking and sharing ideas on how the software is being used by other pools and insurance companies is invaluable. Jeffrey Cook Information Systems Manager

PROCEDURE

Nomination, Vetting, Electing, and Orientation of New Trustees to the New Jersey School

Insurance Group (NJSIG) Board of Trustees (tfc DRAFT 8/14/15 v2)

The purpose of this procedure is to ensure a smooth transition of new members to fill vacancies on the

NJSIG Board of Trustees. See NJSIG BYLAWS, ARTICLE V. ORGANIZATION, A. TRUSTEE QUALIFICATIONS

Steps

1. Association Nominee Recommendation - The NJSIG Trustee vacancy is communicated by the

NJSIG Executive Director to either one of the three associations: the New Jersey School Boards

Association (NJSBA) for School Board Members, the New Jersey Association of School Business

Officials (NJASBO) for School Business Administrators, and the New Jersey Association of School

Administrators (NJASA) for School Superintendents. The particular Association President

recommends or nominates a candidate to fill the NJSIG Trustee vacancy. It’s recommended that

the nominee NOT be from same school district as other current Regional NJSIG Trustees. The

particular Association President communicates back to the NJSIG Executive Director their

nominee and the NJSIG Executive Director communicates the nominee's name and credentials to

the NJSIG Board Chairperson.

2. Vetting - The NJSIG Board Chairperson arranges a "meet and greet" with the nominee. It's

recommended that this meeting be a lunch with the other two current NJSIG Regional Trustee

Board Members, NOT a meeting with the NJSIG Executive Director. A meeting with the NJSIG

Executive Director would be a conflict of interest. The NJSIG Executive Director would put

themselves in a position to recommend, or not recommend, a nominee that could eventually, if

elected, vote on their employment. If there is a vacancy for one of other NJSIG Regional Trustee

Board members who be on the "meet and greet" team, the NJSIG Board Chairperson or designee

can fill in for that person. The results of the "meet and greet" are then communicated to other

NJSIG Trustee Board members and Executive Director. If the results of the "meet and greet" are

positive, the Executive Director then has the option of meeting the candidate prior to resolution

being made for the election of nominee.

3. Election - if the nominee is recommended, the NJSIG Executive Director makes sure that the

nominee gets included in the agenda for next Meeting of NJSIG Board of Trustees. The nominee

should provide a brief bio on their current roles in their school districts to the NJSIG Executive

Director to use as an appropriate Introduction to the nomination resolution.

4. Orientation - once elected, the nominee will be sent a username and password to the NJ SIG

website. The nominee will read the NJSIG Board Orientation Guide to familiarize themselves with

the Mission Statement. Values, History, FAQs, and Annual Financial Reports. Once the new

trustee board member has read this material, they will arrange a meeting with NJSIG Executive

Director to review the information for understanding.

Respectively submitted,

Thomas F. Connors, Ph.D.

Central Jersey Member NJSIG Board of Trustees (7/1/15 to 6/30/18), NJSBA School Board Member from

Piscataway Township Board of Education. TFC; tfc

Jackson, NJ

Fax: 732-928-0895

SCONIE@OPTONLINE.

NET

Stephanie A. Brown

OBJECTIVE TO PROVIDE EDUCATIONAL LEADERSHIP FOCUSED ON ACADEMIC EXCELLENCE THROUGH A

COLLABORATIVE PARTNERSHIP WITH ADMINISTRATORS, TEACHERS, AND COMMUNITY EDUCATION

Rowan University, Ed.D., Educational Leadership, 2012

Foundation for Educational Administration, NJ EXCEL, 2007

Georgian Court College, 2002

Houston Baptist University, M.Ed., 2001

Rowan University, B.A., 1991

Spotswood High School, 1987 CERTIFICATIONS

NJ School Safety Specialist, 2019

NJ Administrator Certificate, 2008

NJ Principal Certificate, 2007

NJ Supervisor, 2002

NJ English Language and Literacy, 1992

NJ Elementary Education, 1991 WORK EXPERIENCE 2013-Present, Superintendent of Schools Milltown Public Schools, Milltown, NJ CURRENTLY RESPONSIBLE AS CHIEF SCHOOL ADMINISTRATOR FOR ALL DISTRICT PERSONNEL

AND MANAGEMENT. WORK IN DIRECT RELATION WITH THE BOARD OF EDUCATION TO

DEVELOP AND IMPLEMENT LOCAL POLICY AND ENFORCE LEGAL STATUTES THAT GOVERN

SCHOOL OPERATIONS. COLLABORATE WITH TEACHERS TO DEVELOP AND IMPLEMENT PREK-8

CURRICULUM. EVALUATE TEACHERS, ADMINISTRATORS AND SUPPORT STAFF. PLAN AND

PROVIDE PROFESSIONAL DEVELOPMENT. PROVIDE DIRECTION AND EXPLANATION OF DISTRICT

BUDGET. WORK IN COLLABORATION WITH PARENT AND COMMUNITY ORGANIZATIONS, NEIGHBORING DISTRICTS, LAW ENFORCEMENT, COUNTY AND STATE REPRESENTATIVES TO

MAINTAIN A HIGH QUALITY EDUCATION FOR ALL LEARNERS. 2012-2013, Assistant Superintendent Milltown Public Schools, Milltown, NJ 2006-2012, Curriculum Coordinator Milltown Public Schools, Milltown, NJ 2002-2006, Technology Facilitator Carroll Robbins Elementary and Robbins Annex, Trenton Public Schools, Trenton, NJ 1998-2001, Elementary Teacher Munoz-Rivera Elementary, Trenton Public Schools, Trenton, NJ 1992-1997, Elementary Teacher Woodrow Wilson Elementary, Trenton Public Schools, Trenton, NJ 1991-1992, Elementary Teacher Cornerstone Christian Academy, Edison, NJ

Dr. Stephanie Brown

JOSEPHINE SHARPE WILDWOOD SCHOOL BOARD SINCE: 2013 TERM EXPIRES: 2019

Mrs. Sharpe is a retired teacher from the Wildwood School District with 20 + years of service. Prior to moving to Wildwood full time in 1976, she taught in the Philadelphia School District. After retirement in 2013 it was a natural progression in serving the community to run for and be elected to Wildwood’s School Board. Since then she has earned both certified and master board certifications. She has recently been elected president of the Cape May County School Board Association (CMCSBA).

Through the years Mrs. Sharpe has been active in supporting the Wildwood community and beyond. During her son’s school years, she was president of the Glenwood Ave. Elementary Home and School Association. More recently a Cub Scout leader and presently a member of The Atlantic/Cape May Vicinage Committee on Diversity, Inclusion, and Community Engagement. Additionally, she has participated in organizations raising scholarship funds for post high school Cape May County students.

Mrs. Sharpe‘s motto is “moving forward with forward thinking”. It is this positive energy and determination to not only move forward but to excel that keeps her committed to the school boards mission to provide quality education for all.

Committee Appointments: Buildings and Grounds, Curriculum, Personnel and Evaluations, Community Involvement Ad Hoc (chair) and Delegate to the NJ School Boards Association.



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Board of Trustees Meeting of January 15, 2020 Action Item

Checking Accounts and New Claims

Attached are the check registers for November and December 2019. In addition, attached is a list of all new claims. The claims list has been provided to coincide with the check registers. The list includes all new claims for November and December 2019. This report shows the nature and financials for each claim. Recommended Resolution: Approve and ratify the checks and new claims which have been issued from accounts XXXXXXX210 (operating account) and XXXXXXX229 (claim account) for the period of 11/1/2019 to 12/31/2019 as shown in the online (Microscribe) version of the meeting package. Jill Deitch, Esq. Executive Director

mailto:[email protected]



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Incident reporting system

As a part of NJSIG’s efforts to maintain compliance with the PSCL, NJSIG issued a request for proposals for an incident reporting system (LC-2019-0002). As a result of this open and fair process, NJSIG received four proposals. These proposals were evaluated using weighted evaluation criteria, and the results of that evaluation are attached. Thus, it is proposed that all the proposals submitted be rejected because they all substantially exceed NJSIG’s budgeted amount for the services. Recommended Resolution: to reject all proposals for an incident reporting system because they all substantially exceed NJSIG’s budgeted amount for the services. Jill Deitch, Esq. Executive Director



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NEW JERSEY SCHOOLS INSURANCE GROUP MEMORANDUM

Date: January 10, 2020

To: Board of Trustees New Jersey Schools Insurance Group

From: Evaluation Committee for LC-2019-0002

Subject: Incident reporting system (LC-2019-0002) competitive contracting narrative summary report and recommendations

The New Jersey Schools Insurance Group (“NJSIG”) is a school board

insurance group, also known as a governmental risk pool, established in accordance with P.L. 1983, c. 108, that provides insurance coverage and risk management services to member school districts.

NJSIG sought proposals from qualified organizations to provide an

anonymous incident reporting system to NJSIG members. This solicitation was conducted in a fair and open process in accordance with the requirements for competitive contracting under the Public School Contracts Law, N.J.S.A. 18A:18A-1, et seq.

NJSIG’s Safety and Risk Control Department provides a variety of loss control

and risk management services for members in an effort to reduce claim frequency and severity. As part of these efforts, NJSIG sought to engage an organization to provide its members with an anonymous incident reporting system to allow students and school personnel to anonymously report school issues and safety concerns to school administrators. A full copy of the scope of work is contained within the request for proposals for an incident reporting system (LC-2019-0002).

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Proposers were invited to submit proposals for an incident reporting system via a fair and open competitive contracting process. As a result of this solicitation, NJSIG received four proposals in total.

An evaluation committee was convened to evaluate and summarize the

proposals based on weighted evaluation criteria. These weighted evaluation criteria were designed to fairly evaluate all proposals, and are based on the model evaluation criteria set forth by the State of New Jersey, Department of Community Affairs, Division of Local Government Services, as codified at N.J.A.C. 5:34-4.2. This evaluation methodology is designed to fairly evaluate the responsiveness of each proposal, and the responsibility of each proposer, based on the technical criteria, management criteria and cost criteria. A complete copy of the evaluation criteria, the relative weights assigned to the evaluation criteria, and an explanation of the factors each criteria are intended to evaluate is included in the request for proposals for an incident reporting system (LC-2019-0002).

The results of the evaluation committee are summarized below:

1. Inspirit Group, LLC dba STOPit Solutions: 64 mean composite score. The evaluation committee found the proposal to be responsive as to management criteria and responsive as to technical criteria. However, the evaluation committee found this proposal substantially exceeds NJSIG’s cost estimates for the service and, therefore, recommends rejecting the proposal. The cost for this service for all of NJSIG’s members, in the first year of the proposed contract, would be twice the amount that NJSIG currently has budgeted for this type of service (setting aside the one-time program set-up fee). The cost for this service, in the second and third years of the proposed contract, would be several times the amount that NJSIG currently has budgeted for this type of service.

2. Anderson Software, LLC (P3 Campus): 34 mean composite score. The

evaluation committee found the proposal to be minimally responsive as to management criteria and minimally responsive as to technical criteria. Further, the evaluation committee found this proposal substantially exceeds NJSIG’s cost estimates for the service and, therefore, recommends rejecting the proposal. The cost for this service for all of NJSIG’s members would be several times the amount that NJSIG currently has budgeted for this type of service (setting aside the one-time program set-up fee). Further, implementation of this service for all of

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NJSIG’s members would likely require a partnership with a second vendor to provide monitoring and management of the incidents reported, which would add another expense that is likely to be significant.

3. Anonymous Alerts, LLC: 32 mean composite score. The evaluation

committee found the proposal to be minimally responsive as to management criteria and minimally responsive as to technical criteria. Further, the evaluation committee found this proposal substantially exceeds NJSIG’s cost estimates for the service and, therefore, recommends rejecting the proposal. The cost for this service for all of NJSIG’s members would be several times the amount that NJSIG currently has budgeted for this type of service (setting aside the significant one-time program set-up fees).

4. Educational Development Software (HIBster): 63 mean composite

score. The evaluation committee found the proposal to be responsive as to management criteria and responsive as to technical criteria. The service is designed more to help schools manage incidents of alleged harassment, intimidation or bullying, rather than as a mechanism for anonymous reporting of such incidents, although anonymous reporting is available. However, the evaluation committee found this proposal substantially exceeds NJSIG’s cost estimates for the service and, therefore, recommends rejecting the proposal. The cost for this service for all of NJSIG’s members would be several times the amount that NJSIG currently has budgeted for this type of service (even though there are no program set-up fees).



Resolution Pursuant to the Public School Contracts Law

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WHEREAS, the New Jersey Schools Insurance Group (“NJSIG”) is authorized

by N.J.S.A. 18A:18B-1, et seq. to provide insurance coverage for its members;

WHEREAS, NJSIG provides a variety of loss control and risk management

services for members, in an effort to reduce claim frequency and severity;

WHEREAS, as part of its loss control efforts, NJSIG sought to engage an

organization to provide its members with an incident reporting system to allow students

to anonymously report school issues and concerns;

WHEREAS, NJSIG has engaged in a fair and open competitive contracting

process, pursuant to which proposals were solicited for an incident reporting system;

and,

WHEREAS, an evaluation committee was convened by NJSIG and has

evaluated all proposals submitted.

NOW THEREFORE, BE IT RESOLVED that:

1) NJSIG rejects all proposals submitted for an incident reporting system;

2) NJSIG rejects all proposals submitted because all proposals substantially exceed

NJSIG’s budgeted amount for the services;



Resolution Pursuant to the Public School Contracts Law

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3) The Executive Director is hereby directed to explore the feasibility and cost

effectiveness of offering an incident reporting system to NJSIG members and, if

appropriate, to reissue a request for proposals for an incident reporting system;

4) This rejection is in accordance with the Public School Contracts Law, N.J.S.A.

18A:18A-1, et seq.;

I certify that the foregoing is a true copy of a Resolution passed by the New

Jersey Schools Insurance Group at the meeting duly held on the 15th day of January,

2020.

New Jersey Schools Insurance Group

By:

Irene Le Febvre, Chairperson

Board Secretary Use Only

DATE: MOVED BY: SECONDED BY: VOTE:



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Outside Counsel Appointment of special counsel

NJSIG was formally notified that several attorneys at law firms currently approved to represent NJSIG members under C-2019-0001 and C-2019-0002 were leaving their existing employment to form a new law firm, Anderson & Shah, LLC. The matters in which these attorneys represent NJSIG members are in varying stages of the litigation, and the attorneys that left their predecessor firms to form Anderson & Shah, LLC are currently the attorneys most familiar with the NJSIG member matters that they were handling prior to their departure. If these matters remained at the current law firms, NJSIG would be required to expend resources for new attorneys at the current law firms to learn the matters so as to competently represent the NJSIG members in those matters. Thus, it is proposed that Anderson & Shah, LLC be approved to represent NJSIG members under C-2019-0001 and C-2019-0002. Anderson & Shah, LLC would then be required to submit a proposal in the ordinary course once the request for proposals for general litigation and complex general litigation are issued later this year to be eligible to represent NJSIG members in new matters. Recommended Resolution: to approve Anderson & Shah, LLC NJSIG to represent NJSIG members under C-2019-0001 and C-2019-0002 for general litigation and complex general litigation matters. Jill Deitch, Esq. Executive Director


6000 Midlantic Drive, Suite 300 North

Mount Laurel, New Jersey 08054

www.njsig.org

Resolution Authorizing the Execution of Contracts Pursuant to the Public School Contracts Law

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WHEREAS, the New Jersey Schools Insurance Group (“NJSIG”) is authorized

by N.J.S.A. 18A:18B-1, et seq. to provide insurance coverage for its members;

WHEREAS, NJSIG requires professional services in the form of outside

counsel to represent the interests of NJSIG’s members in claims;

WHEREAS, NJSIG was formally notified that several attorneys at law firms

currently approved to represent NJSIG members under C-2019-0001 and C-2019-0002

were leaving their existing employment to form a new law firm, Anderson & Shah, LLC;

WHEREAS, the matters in which these attorneys represent NJSIG members

are in varying stages of the litigation, and the attorneys that left their predecessor firms

to form Anderson & Shah, LLC are currently the attorneys most familiar with the

NJSIG member matters that they were handling prior to their departure;

WHEREAS, if these matters remained at the current law firms, NJSIG would

be required to expend resources for new attorneys at the current law firms to learn the

matters so as to competently represent the NJSIG members in those matters.




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NOW THEREFORE, BE IT RESOLVED that:

1) NJSIG supplements the existing designations as Outside Counsel as to each

respective area based on these attorneys demonstrated service to NJSIG

members in existing matters:

a. General Litigation (C-2019-0001):

i. Anderson & Shah, LLC.

b. Complex General Litigation (C-2019-0002):

i. Anderson & Shah, LLC.

2) The Executive Director is hereby authorized to execute professional services

agreements with the above-referenced service providers;

3) The Chief Legal Officer, with the advice of the Claims Manager, is hereby

authorized to retain firms designated as Outside Counsel that have executed a

professional service agreement as to each respective area to represent NJSIG

members in specific matters in accordance with NJSIG Policy 2212;

4) This designation is in accordance with the Public School Contracts Law, N.J.S.A.

18A:18A-1, et seq.;




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5) A notice of this action shall be published once in the official newspaper

designated by NJSIG, and is on file and available for public inspection at the

office of NJSIG.

I certify that the foregoing is a true copy of a Resolution passed by the New

Jersey Schools Insurance Group at the meeting duly held on the 15th day of January,

2020.


By:

Irene Le Febvre, Chairperson

Board Secretary Use Only

DATE: MOVED BY: SECONDED BY: VOTE:

Documents

NJSIG...New Jersey Schools Insurance Group 6000 Midlantic Drive, Suite 300 North Mount Laurel, New Jersey 08054 2019/2020 NJSIG Board of Trustees Irene Le Febvre Chairperson v2019-2022