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Bylaws 8
matters before the Board of Directors, including the capacity to propose, or to interpose an objection to, a specific action to be taken by the Association.
Regular Member
A public risk pool which is a Joint Powers Authority formed pursuant to California Government Code section 6500, et seq which provides self-funded, group purchase insurance, or other risk financing/risk management programs and services to a California public agency or agencies. Regular Members must be approved for membership by the Board of Directors and must be in good standing.
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CAJPA BYLAWS AS AMENDED MARCH 5, 2013
AGENDA Attendees
Gina Dean, President, PRISM Norm Lefmann, Vice President, California JPIA John Stenerson, Treasurer, Self-Insured Schools of California Janet Selby, Secretary, North Bay Schools Insurance Authority Andy Sells, Past President, ACWA JPIA Martin Brady, Director, Schools Insurance Authority Rose Burcina, Director, Redwood Empire Schools Insurance Group Craig Schweikhard, Director, SMCSIG Kimberly Dennis, Accreditation Committee Chair, Alameda County Schools Insurance Group Puneet Behl, Finance Committee Chair, PRISM Marinda Griese, LITL Committee Chair, California Joint Powers Insurance Authority Mike Pott, Legal Affairs Committee Chair, PRISM Bill Scribner, Technology Committee Chair, BETA Healthcare Group Melissa Hernandez, California Schools Risk Management JPA
Others/Guests
Catherine Smith, CAJPA Executive Director Carmen Berry, CAJPA Administrative Director Angelique Grellus, CAJPA Coordinator Rayneedae Garcia, CAJPA Assistant Teri Anticevich, CAJPA Conference Planner Faith Borges, CAJPA Legislative Advocate
Call to Order & Opening Remarks
Approval of Agenda
Director Andy Sells motioned to approve the meeting agenda. Vice President Norm Lefmann seconded. Motion carried.
Consent Calendar
Director Craig Schweikhard motioned to approve the Consent Calendar. Director Janet Selby seconded. Motion carried.
Discussion/Action Items
Tort Data Analysis Project Update Director Sells reported that the Tort Data Analysis Project is moving along on schedule. They are currently looking for more claims data to be more statistically viable. The focus is on claims over $1 million. Once the report is presented to the CAJPA Board and membership, CAJPA will need to discuss strategy on how to use the results. Final presentation is anticipated at the February board meeting.
CAJPA Onboarding Packet and Process
Executive Director Catherine Smith called attention to the draft CAJPA onboarding manual in the packet. Smith welcomes any feedback on the packet prior to finalizing it. She will also be scheduling an onboarding session with the new members in the new few months and finalize the onboard manual.
Standing Agenda Items/Updates
Membership Report Administrative Director Carmen Berry reported that Regular membership is at an 80% retention rate up 42% from the last dues notice. Associate dues are likely to be slower until sponsorship opportunities are released.
CAJPA Event Updates Pooling Today Final Report Berry presented the Board with the final financial report from Pooling Today. The total revenue gain came in just under $175k. Overall, CAJPA is very pleased with the result. The upcoming CAJPA events are: • LITL Program- January 28, 2021 • Legislative Action Day- TBD • Spring Workshop- May 4-5 2021 • Annual Conference- September 14-17, 2021 Teri Anticevich mentioned that she has been keeping in touch with the Lake Tahoe hotels regarding the September 2021 conference and will notify the Board of any updates.
Legislative Updates Vice President Lefmann reported that the Legislative Committee has their first meeting of the year later this month. They are looking to meet with Private Alliance in March. Legislative Advocate Faith Borges mentioned that the Legislature will start working on the proposed FY21/22 state budget. State revenues have come in higher than anticipated, so a large focus will be on schools and homelessness.
CCWC The CCWC conference is scheduled for June 8-9, 2021.
AGRiP AGRiP will be meeting every other month instead of monthly moving forward. John Shull is taking over as President.
President Dean initiated a roundtable discussion on the CAJPA ROI for Associate members especially now that the inperson events are iffy at best due to the pandemic. Staff shared with the Board that most Associate members renew their membership in conjunction with their exhibitor or sponsorship to secure a reduced rate. A 26% retention rate is typical around this time, but if the annual conference is not in-person this September, that incentive will be lost and it may be unlikely that Associate members renew. Staff is currently working on a sponsorship package. Beth Ramirez will be contacting sponsors who are Associate members to receive feedback on the value of their membership. Currently, many sponsors are not inclined to virtual events. Smith would like to find a way to engage Associate members with CAJPA throughout the year not just at the conference. The Board directed staff to develop an Associate member survey to get feedback on the value of membership and what our professional partners want from CAJPA. Berry and Ramirez will be setting a virtual session with high supporters to help develop a final exhibitor/sponsor annual program. Staff will report back to the full Board with results and recommendations before April. Next Meeting: February 19, 2021 With no further business, the meeting was adjourned at 1:57 pm. Respectfully submitted,
Rayneedae Garcia CAJPA Account Assistant
Attendees
Gina Dean, President, PRISM Norm Lefmann, Vice President, California JPIA Andy Sells, Past President, ACWA JPIA John Stenerson, Treasurer, Self-Insured Schools of California Janet Selby, Secretary, North Bay Schools Insurance Authority Martin Brady, Director, Schools Insurance Authority Melissa Hernandez, California Schools Risk Management JPA Craig Schweikhard, Director, SMCSIG Kimberly Dennis, Accreditation Committee Chair, Alameda County Schools Insurance Group Puneet Behl, Finance Committee Chair, PRISM Marinda Griese, LITL Committee Chair, California Joint Powers Insurance Authority Mike Pott, Legal Affairs Committee Chair, PRISM Bill Scribner, Technology Committee Chair, BETA Healthcare Group
Others/Guests
Catherine Smith, CAJPA Executive Director Carmen Berry, CAJPA Administrative Director Rayneedae Garcia, CAJPA Assistant Faith Borges, CAJPA Legislative Advocate
Call to Order & Opening Remarks
Consent Calendar
Craig Swcheikhard motioned to approve the meeting agenda. Martin Brady seconded. Motion carried. Craig Schweikhard motioned to approve the minutes from the January 15, 2021 meeting along with the December and January financials. Janet Selby seconded. Motion carried.
Standing Agenda Items
Membership Report Carmen Berry updated the Board with the status of membership renewals. Associate and Affiliate membership retention has gone up since the last meeting. Staff will meet in one week to discuss the JPA’s that have not yet renewed and will start making calls thereafter.
CAJPA Event Updates
LITL Program Marinda Griese reported to the Board on the January 28th LITL Committee program. The response from attendees was successful. The LITL committee would like to have a similar session at the annual conference since there might be a legislative ruling by then. The next LITL program will be April 15th regarding coverage issues and CIF for school athletics.
Legislative Action Day Carmen informed the Board that registration has opened for Legislative Action Day. The legislative program will take place from 9:00 am – 11:00 am and the legislative meetings from 1:00 pm – 5:00 pm. Participation from legislative committee members and board committee members is encouraged.
Spring Workshop Puneet Behl informed the Board that the sessions have been completed. Registration will open prior to the next board meeting.
Annual Conference The call for sessions will be going out in this weeks CAJPA email.
Committee Updates
Legislative Committee Update Norm reported that the Legislative committee had their first meeting of the year in January. The committee went over the state of the legislature and active bill review.
CCWC The conference will take place June 9-11, 2021.
AGRiP Nothing to report.
Professional Development Committee Norm Lefmann informed the Board that the professional development task force has been meeting to discuss how to move forward with events this year. Regarding the conference, CAJPA staff feels that it is still too early to decide on whether it will be virtual or in-person but will inform the committee if they determine otherwise. The PD task force is still discussing how the professional development committee will be involved in the decision-making process moving forward.
General Roundtable
Gina asked the Board to facilitate a conversation surrounding the eligibility requirements of CAJPA members serving on the boards and committees. The primary topic of discussion is whether associate members can participate in governance. Due to the conference not being a draw for associate members to join, it is important that they still feel as though they have a decision-making role within CAJPA. Craig Schweikhard suggested adding a couple positions to the Board specifically for associate members. Norm Lefmann suggested having voting and non-voting Board members. Currently the Board consists of the elected board members and the committee chairs. The Board would like to control what associate members join as non-voting members so that they can filter the process better. The Board determined to move forward with appointing an associate member to the Board as a non-voting member or a vice chair/ chair to any committees with the exception of the accreditation committee. Catherine will amend the bylaws and present to the Board for approval.
Next Meeting
March 19th, 2021
Attendees:
Gina Dean, President, PRISM Norm Lefmann, Vice President, California JPIA Andy Sells, Past President, ACWA JPIA Janet Selby, Secretary, North Bay Schools Insurance Authority Martin Brady, Director, Schools Insurance Authority Melissa Hernandez, Director, California Schools Risk Management JPA Craig Schweikhard, Director, SMCSIG Rose Burcina, Director, RESIG Kimberly Dennis, Accreditation Committee Chair, Alameda County Schools Insurance Group Puneet Behl, Finance Committee Chair, PRISM Marinda Griese, LITL Committee Chair, CJPRMA Bill Scribner, Technology Committee Chair, BETA Healthcare Group
Staff/Guests:
Call to Order & Opening Remarks
Consent Calendar
President Dean added an item to today’s agenda to discuss strategic planning. She also noted that the approval of consent calendar Item D, Accreditation Consultant Contracts, is subject to legal review. Past President Andy Sells moved to approve the consent calendar. Vice President Norman Lefmann seconded. Motion carried.
Discussion/Action Items
Tort Data Analysis Project Update Julie Theirl and Craig Bowlus from AON presented the Tort Data Analysis Project report in the packet and reviewed the recommendations made to the Board. The Board discussed the report and gave Julie direction to screenshare the information with the oversight committee members so they have an understanding of the outcome of the project. In the meantime, the Board will discuss any potential distribution concerns before developing CAJPA’s message to its members. Executive Director Catherine Smith will reach out to CAJPA’s legal counsel for their thoughts. The Board will reconvene at next month’s Board Meeting to determine next steps and focus on any further questions or issues.
Strategic Planning President Dean expressed to the Board that a Strategic Planning Session should be held this spring or summer, as there are plenty of strategic issues for CAJPA to work through at this time. The Board discussed and determined that they’d like to try to meet in-person, while still taking COVID precautions into consideration. President Dean will work with Executive Director Smith and Vice President Lefmann to finalize dates.
Standing Agenda Items/Committee Updates
CCWC Director Martin Brady noted that an emergency Board Meeting will be held on Monday and will report back next month.
Legislative Committee Vice President Lefmann reminded the Board that Legislative Action Day will take place this Tuesday from 9-11am; there will be a quick update on key legislation along with a couple of speakers and virtual meetings in the afternoon. CAJPA Legislative Advocate Faith Borges noted that there is a lot of legislation surrounding police reform in tort liability, standing liability addressing homelessness, healthcare, expanding dependents to include adult parents, hazard/hero pay and workers comp.
AGRiP Nothing to report.
Membership Report CAJPA Administrative Director Carmen Berry reported that there are currently five non-renewed JPAs. Staff will start reaching out via phone to check in.
CAJPA Event Updates Legislative Action Day, March 23 – the Legislative Committee is hoping to get a few more appointments confirmed by the end of the day. Staff will send out the final list on Monday.
LITL Program, April 15 – LITL Committee Chair Marinda Griese reported that the April LITL Program is sponsored by George Hills and will be school-specific with a focus on CIF. The May LITL Program will be EPL-focused.
Spring Workshop, May 4-5 – Finance Committee Chair Puneet Behl reported that sessions have been set.
Annual Conference, September 14-17 – the Professional Development Committee will meet next week to select sessions and make preliminary decisions for moving forward. Staff sent out a survey to CAJPA membership gauging comfort level to meet in-person and will send the results to the Committee to review.
General Roundtable
Committee/Board Representation At the last Board Meeting, the Board discussed CAJPA associate members’ interest in participating on the CAJPA Board but came across some obstacles in doing so. President Dean noted that it would be helpful if the Board had data on which associate members are also managing pools. Executive Director Smith and Administrative Director Berry will collect data on this before the Strategic Planning Session. Vice President Lefmann and Director Melissa Hernandez will work with staff on survey questions to send to members and present the results at the Strategic Planning Session.
Next Meeting
Attendees:
Gina Dean, President, PRISM Norm Lefmann, Vice President, California JPIA Andy Sells, Past President, ACWA JPIA John Stenerson, Treasurer, ACWA JPIA Martin Brady, Director, Schools Insurance Authority Craig Schweikhard, Director, SMCSIG Rose Burcina, Director, RESIG Kimberly Dennis, Accreditation Committee Chair, Alameda County Schools Insurance Group Puneet Behl, Finance Committee Chair, PRISM Marinda Griese, LITL Committee Chair, CJPRMA Bill Scribner, Technology Committee Chair, BETA Healthcare Group Mike Pott, Legal Affairs Committee Chair, PRISM
Staff/Guests:
Catherine Smith, CAJPA Executive Director Carmen Berry, CAJPA Administrative Director Angelique Grellus, CAJPA Administrative Coordinator Faith Borges, CAJPA Legislative Advocate Teri Anticevich, CAJPA Conference Planner
Call to Order & Opening Remarks
Consent Calendar
President Dean added an item to today’s agenda to discuss the MICRA document sent out by CAJPA staff today. Committee Chair Marinda Griese noted the wrong organization listed under her name in the March 19 Board Meeting minutes. Director Craig Schweikhard moved to approve the consent calendar with the aforementioned edits and additions. Past President Andy Sells seconded. Motion carried.
Discussion/Action Items
Next Steps on CAJPA Data Collection Project Executive Director Catherine Smith reported that a joint meeting will be held on April 27th at 1:00 p.m. with the Communications, Legislative and Legal Affairs Committees, in which a presentation on the Data Collection Project will be given by Craig Bowlus and Julie Theirl. The goal of this meeting is to have the three Committees help with next steps, messaging and starting the conversation of what a legislative fix might look like should CAJPA want to take that route. Pooling Academy Update Administrative Director Carmen Berry reported that the group is meeting regularly. The May release has been pushed back; no specifics on a new release date yet. The group is trying to get through all of the content and ensure it is correct before its release. Equity and Inclusion Hot Topics and Pooling Basics will release first. Executive Director Smith added that it’s important to release this at the right time and not prematurely. Dates for Strategic Planning Session Executive Director Smith noted the proposed dates of June 28-29 for an in-person Strategic Planning Session in Napa. Staff will begin researching properties with President Dean. 2021 CAJPA Annual Conference Vice President Norm Lefmann reported that the agenda is nearing close to completion. The Professional Development Committee is to meet this Tuesday to finalize sessions and speakers. Conference Planner Teri Anticevich disclosed that she has heard back from Harrah’s and Harveys, who reported that the Governor of Nevada has outlined plans to open the state at full capacity with mask wearing protocols beginning June 1. She noted that she’d still like to consider guidelines to make attendees comfortable, such as social distancing, outdoor meeting space, eliminating the late-night
party and limiting the number of attendees per session. Administrative Director Berry added that the Professional Development Committee will meet to approve any recommendations and finalize details. Executive Director Smith noted that this will be a fluid development and that CAJPA will continue to survey its members to gauge comfort levels. The plan is to move slowly and thoughtfully under the Professional Development Committee’s guidance. Accreditation Contracts Update Administrative Director Berry noted that this is still pending. As soon as the updates have been received, they will go to President Dean for review. Associate Member Engagement Executive Director Smith reported that staff is continuing to look into involvement opportunities for associate members; a meeting will be held with several high-level sponsors to discuss this further on Tuesday. Executive Director Smith will bring all feedback and recommendations to the Board at the Strategic Planning Session. Staff is also working on an Annual Sponsorship Prospectus with hopes to keep associate members engaged throughout the year. MICRA Vice President Lefmann gave a briefing on MICRA, slated to be on the 2022 ballot and explained that CAJPA cannot contribute financial resources on a public initiative, so this would simply mean lending CAJPA’s name to the effort and showing support for the concept should they choose to sign on. The Board discussed and directed Vice President Lefmann and Legislative Advocate Faith Borges to sign on to the initiative.
Standing Agenda Items/Committee Updates
Legislative Committee Vice President Lefmann reported that there are currently quite a few loud bills in the workers comp and tort liability arenas. Legislative Advocate Faith Borges added that they are still fairly early in the process with April 30th being the first deadline. She will report back as things develop. CCWC Director Martin Brady reported that there will not be an in-person meeting held this summer – there will instead be virtual forums hosted throughout the year. Membership Report CAJPA Administrative Director Berry reported that CAJPA has reached the end of the renewal period, with only 4 nonrenewals and about a 98% retention rate. She noted that staff is working on the non-renewals and if they don’t come in in the next week or two, they will be deactivated. Past President Andy Sells will reach out to California Association of Mutual Water Companies JPA and Accreditation Committee Chair Kimberly Dennis will reach out to North Coast Schools Insurance Group. Staff will send the correlating contact information. Administrative Director Berry will look into the nonrenewed associate members and report back at the next meeting. CAJPA Event Updates LITL Program, April 15 – LITL Committee Chair Marinda Griese will report back after the LITL Committee meets to debrief. She noted that the shorter and more frequent program format is working out well. Spring Workshop, May 4-5 – Administrative Coordinator Angelique Grellus reported that the schedule is set and there are currently 63 attendees registered.
General Roundtable
The Board discussed how the anticipated June 15, 2021 removal of COVID state restrictions might impact CAJPA’s members and whether CAJPA can help facilitate dialogue on how pools are handling the reopening to assist each other.
Next Meeting
Attendees:
Gina Dean, President, PRISM Norm Lefmann, Vice President, California JPIA Andy Sells, Past President, ACWA JPIA John Stenerson, Treasurer, SISC Craig Schweikhard, Director, SMCSIG Rose Burcina, Director, RESIG Kimberly Dennis, Accreditation Committee Chair, Alameda County Schools Insurance Group Marinda Griese, LITL Committee Chair, CJPRMA Bill Scribner, Technology Committee Chair, BETA Healthcare Group Mike Pott, Legal Affairs Committee Chair, PRISM
Staff/Guests: Catherine Smith, CAJPA Executive Director Carmen Berry, CAJPA Administrative Director Abi Hague, CAJPA Administrative Coordinator Brooks Rice, Schools Insurance Authority Faith Borges, CAJPA Legislative Advocate Teri Anticevich, CAJPA Conference Planner
Call to Order & Opening Remarks
Approval of Agenda
Director Craig Schweikhard moved to approve the agenda. Vice President Norman Lefmann seconded. Motion passed.
Consent Calendar
John Stenerson’s profession information needs to be updated in the minutes. Vice President Lefmann moved to approve the April 16, 2021 board minutes and the April 2021 financials. Past President Andy Sells seconded. Motion passed.
Discussion/Action Items
CAJPA Tort Data Collection Project Executive Director Catherine Smith gave an update on the data collection project noting that the board has met on this as well as the communications, legislative and legal affairs committees. Julie and Craig are doing more work on the coverages and now we are in the process of getting together with the legal affairs and leg committee to discuss the results of the study and how we can utilize them. The next step would be to see how we communicate the data to the members.
Strategic Planning Topics SMA will work with President Dean on the topics and the meeting will be in person on June 26-28 with a small reception on Sunday evening and one and a half days of planning. SMA staff is working on the final details and will inform the board as soon as a decision is made and requested that the board send any topics to Catherine and Gina.
2021 CAJPA Fall Conference Catherine is looking to the board for high level policy direction when it comes to public safety and health at the 2021 Fall Conference. The Board discussed multiple ways to address the safety and health of the attendees and how to approach the request of requiring guest to either be fully vaccinated or to provide a negative COVID-19 test. The Board agreed that having a disclaimer on conference communication and the registration page informing attendees that CAJPA will be following CDC guidelines and it may be required that attendees will have to be either fully vaccinated or have a negative COVID-19 test. When we get closer to the event a final decision will be made by the board to see how we proceed based on where we are with the pandemic/CDC guidelines. It was also stated that the registration capacity limit is no longer in affect and SMA will work on getting that communication out. Teri Anticevich will contact the Tahoe Chamber of Commerce to inform them that we have a conference on the week of September 21st so they can inform local businesses.
Standing Agenda Items/Updates
Legislative Committee Vice President Lefmann gave an update on the CA Public Private Alliance case with CalPERS and Faith Borges informed the Board that California plans to lift all COVID-19 restrictions on June 15th and stated legislators are now able to pass 50 bills in one session.
Accreditation Committee Accreditation Committee Chair Kimberly Dennis informed the Board that the accreditation committee met and the consultants would like to revisit their contracts and the current accreditation. Kimberly, Carmen, Catherine and accreditation manager James Marta will further discuss. It was also requested the consultant’s 2021 CAJPA Fall Conference registration be comped. Past President Sells moved that we comp the CAJPA accreditation consultant’s registration for the 2021 Fall Conference. Director Schweikhard seconded. Motion passed.
Membership Report Administrative Director Carmen Berry reported on the May 2021 CAJPA membership report and stated that there has been some error in the past reports and the report included in the packet has the correct amount with 4 JPAs not renewing this year. A list of the Associate members has been provided in the report and a good amount will renew with the prospectus and sponsor/exhibitor registration being open.
CAJPA Event Updates Executive Director Smith gave an update on the Pooling Academy stating it is still moving but the launch date has been pushed back and we are hoping to have a small launch in the Summer and fully promote at the Fall Conference
The CAJPA Spring Conference was a success. The event was budgeted to make $2,000 and made over $13,000
Next Meeting
June 18, 2021, Board Retreat June 27-29, 2021
Adjournment
Respectfully Submitted by,
Abi Hague CAJPA Administrative Coordinator
Attendees:
Gina Dean, President, PRISM Norm Lefmann, Vice President, California JPIA John Stenerson, Treasurer, SISC Martin Brady, Director, Schools Insurance Authority Craig Schweikhard, Director, SMCSIG Rose Burcina, Director, RESIG Marinda Griese, LITL Committee Chair, CJPRMA
Call to Order & Opening Remarks
Approval of Agenda and Consent Calendar
Director Craig Schweikhard moved to approve the agenda, May 21, 2021 minutes and May financials. Director Martin Brady seconded. Motion passed.
Committee Reports
LITL Committee LITLE Committee Chair Marinda Griese informed the board that the next LITL program will be on July 15th and will discuss ordinance and what challenges they face. The committee is currently working on putting together an August 26th program. The virtual programs have been very successful and seeing a lot of attendance from SoCal members and they are trying to figure out a way to keep them involved when the program possibly goes back to in-person.
Legislative Committee Faith reported on what is going on the legislature and noting that the Governor is currently going through the budget and is trying to get through it before the recall election this Fall. There is a new Labor Chair and has introduced new WC bills.
Professional Development and Communications Committee CAJPA Vice President Norman Lefmann reported on both the professional development and communications committee. The professional development committee has finalized details for the fall conference and from this point staff will be handling the planning. Carmen added that we have 289 people registered not including booth and sponsor comps, sessions have been selected and confirmed and a keynote speaker has been chosen. The communications committee main focus right now is the data collection project, the new website and a strategic project to establish a good communication plan for CAJPA.
Legal Affairs Carmen noted that Legal Affairs will meet soon and an amicus brief came in that the committee has decided to decline.
Accreditation Carmen informed the Board that accreditation is currently working on consultant contracts and a policy and procedure document. As Kimberly, Carmen and James Marta work on getting the contracts finalized, the consultants have agreed to extend their 2020 contract into 2021.
Adjournment
Respectfully Submitted by,
Abi Hague CAJPA Administrative Coordinator
Attendees:
Gina Dean, CAJPA President, PRISM Norm Lefmann, Vice President, California JPIA John Stenerson, Treasurer, SISC Janet Selby, Secretary, North Bay Schools Insurance Authority Martin Brady, Director, Schools Insurance Authority Craig Schweikhard, Director, SMCSIG Rose Burcina, Director, RESIG Kimberly Dennis, Accreditation Committee Chair, ASCSIG Puneet Behl, Finance Chair, PRISM Bill Scribner, Technology Chair, BETA Healthcare Group Mike Pott, Legal Affairs Chair, PRISM
Staff:
Catherine Smith, CAJPA Executive Director Carmen Berry, CAJPA Administrative Director Allison Airehart, CAJPA Account Coordinator Daniela Dejeu, CAJPA Account Assistant Teri Anticevich, CAJPA Conference Planner
Call to Order & Opening Remarks
Approval of Agenda
Gina Dean requested that the board take item IV.c. 2021 CAJPA Fall Conference first on the agenda to accommodate Director Selby’s schedule. Rose Burcina made the motion to approve the agenda with those changes. John Stenerson seconded the motion. Motion passed.
2021 CAJPA Fall Conference Carmen/Staff
Catherine Smith provided the board with an update on annual conference conflicts such as harmful air quality, freeway shutdown, covid – 19 case surges, as well as the maximum capacity for the hotels have been reached. Michael Pott expresses concern for COVID virus spreading during event. Discussion among the board continued regarding the many obstacles. Brooks Rice recommends if CAJPA Board is to move forward with Annual Conference then vaccinations for attendees will need to be mandated. Rather than try and do something virtually the suggestion was made to have a smaller in person networking event. Gina Dean made the motion to cancel the 2022 Annual Conference, Norman Lefmann seconded the motion. Gina Dean requests committees vote for decision to cancel event, all in favor. Motion passes. Teri and Carmen are to utilize attorneys if necessary for the release of hotel contracts. Board discusses opportunity to do small ½ day event near the end of October if covid cases reduce in Sacramento and use the opportunity to utilize prepaid sponsorship materials.
Approval of July 2021 Financials
Craig motions for approval, John seconds. Motion passes.
Discussion/Action Items
Strategic Plan Catherine reviewed the updated spreadsheet that was sent to the board with the added goals from the June meeting. Explaining that this is just advisory. Staff will make a plan and bring back recommendations. Accreditation Committee Contract with Accreditation Consultants have been updated based on concerns given by consultants. Consultants are paid when attending a meeting virtually. If consultant is required to keep recording of documents per consultant’s professional license they are allowed to do so. Dean requests motion for changes. Craig motions, Rose seconds. Contract changes are to take effect January 1st, 2022.
2020 contract is to extend to December 31st, 2021, with new contract taking effect 2022. Rose motions, Martin Brady seconds. All in favor.
Standing Agenda Items/Updates
AGRiP
Gina Dean provides committee with update, strategic planning retreat took place last month in Denver and in person. Moving forward with next in person event in Minneapolis.
CCWC Brady shares CCWC update; the 3rd quarter meeting is planned for September 23 while the 4th quarter meeting is set for Dec 2nd both virtual.
CAJPA Event Updates Carmen Berry provides board with pooling academy update. Employee benefits session will be complete within 2 months. Soft launch scheduled for April.
Next Board Meeting is scheduled for September 17th, the Friday before the conference. With no further business to discuss, the meeting was adjourned by Gina Dean at 10:11AM
Respectfully Submitted By,
Daniela Dejeu CAJPA Account Assitant
California Association of Joint Powers Authorities (CAJPA) Board of Directors Meeting Tuesday, October 26, 2021 11:30 – 1:30 p.m. Scott’s Seafood on the River 4800 Riverside Blvd, Sacramento, CA 95822
Attendance:
Gina Dean, CAJPA President, PRISM Norm Lefmann, Vice President, California JPIA Andy Sells, Past President, ACWA JPIA Janet Selby, Secretary, North Bay Schools Insurance Authority Martin Brady, Director, Schools Insurance Authority Craig Schweikhard, Director, SMCSIG Kimberly Dennis, Accreditation Chair, ASCSIG Marinda Griese, LITL Chair, CJPRMA Puneet Behl, Finance Chair, PRISM Mike Pott, Legal Affairs Chair, PRISM Rose Burcina, Director, RESIG Bill Scribner, Technology Chair, BETA Healthcare Group
Staff:
Catherine Smith, CAJPA Executive Director Carmen Berry, CAJPA Administrative Director Melissa Feltz, CAJPA Account Coordinator Daniela Dejeu, CAJPA Account Assistant Faith Borges, CAJPA Legislative Advocate
Call to Order and Opening Remarks
A quorum was established. President Gina Dean called the meeting to order at 11:57AM.
Approval of Agenda
Dean and Executive Director Catherine Smith added Video Distribution to the agenda as a discussion item. Past President Andy Sells requested confirmation that funds for AON have been paid. Smith ensures two more payments are scheduled to go out. Past President Andy Sells motioned to approve August 26th, 2021, meeting minutes and September Financials. Vice President Norm Lefmann seconded. Motion carried.
Discussion items
CAJPA Reunion Event Debrief Smith asked the board for feedback regarding the CAJPA Reunion. Administrative Director Carmen Berry reported that CAJPA received a slight profit of roughly $2,500. Board congratulated staff for pulling together the Reunion event with short notice and were pleased with how well the event went. Discussion continued as staff and board celebrated attendance and the event.
Governance Series Smith reported the Governance Series progress was delayed due to event planning for the CAJPA Reunion, but staff will return to building it. Speakers are already lined up and staff will reach out again to create a virtual online presentation. Accreditation Committee Chair Kimberly mentioned that incoming board members would benefit from the Board Governance sessions to obtain a better depth of board governance before joining the CAJPA board. Board members agreed introductory courses would be beneficial.
Public Entity Data Collection Project Smith updated the board that Julie is two weeks out from completion and final project will be presented to board at the November board meeting. Smith inquired how board would like to release the information to those who contributed and those who have not. Board suggested having small group take initial look to review before publication.
Annual Meeting/Elections Berry announced Annual Meeting Election results. Andy Sells, Janet Selby and Martin Brady are re-elected onto the CAJPA Board. Scott Schimke is to replace Melissa Hernandez, beginning in January of 2022. Berry shared the nominating committee looked at candidates that bring diverse experience to the CAJPA board. President Gina Dean suggested that both Schimke and Hernandez attend the November and December board meetings, to begin the onboarding. Berry went on to inform the board that a discussion will need to take place soon to update current language of the bylaws to meet intent of board member eligibility. AGRiP Dues Smith reported that currently CAJPA pays $15,000 for AGRiP annual membership and currently CAJPA members receive a 50% discount on their AGRiP memberships dues, but AGRiP is discussing reducing the discount to 25%. Smith inquired how board would like to proceed as all CAJPA members are also AGRiP members and receive discounted rates as a benefit for CAJPA’s membership. As AGRiP begins to offer events in California, the CAJPA board would like to ask AGRiP how the organizations can strengthen ties as AGRiP is currently not a member of CAJPA.
Standing Agenda Items/Updates
Legislative Committee Committee Chair Norm Lefmann reported the legislative committee is looking at new bills the committee will want to get involved with, discussion will take place at the November 8th meeting. Lefmann goes on to inform board the committee members minor roles and responsibilities will be moved around.
Professional Development Committee Smith and Dean reported titanium sponsors sat in on last meeting while themes were discussed for 2022 annual conference. Discussion continued as Smith informed the board the 2024 Annual Conference has no hotel contract signed in place. Smith opened discussion to relocate annual conference as the traditional Lake Tahoe location remains in a fire hazard zone. Board unanimously decided to continue discussion at next meeting with more information and asked to review the previous survey results.
LITL Committee Committee Chair Marinda Griese reported the LITL Committee completed the last webinar of the year and that discussions on 2022 webinar topics will take place at next committee meeting. Griese continued that committee is split regarding hosting in person webinars or virtual webinars in 2022. Hosting virtual webinars brings sponsorship options but lacks audience focus while in person webinars provide social benefits that virtual webinars lack. Committee will consider hybrid options and look into the logistics. Director Martin Brady shared that SIA has upgraded their equipment and is still available to host the in-person program if the committee would like to go back to in person or hybrid.
Legal Affairs Committee Committee Chair Mike Pott reported the Legal Affairs Committee received five to six requests for amicus briefs in 2021.
Accreditation Committee Committee Chair Kimberly Dennis reported that the Accreditation Committee is having discussion to ensure studies done remain consistent between consultants. Additional fee will be added to all studies that will go directly to the Accreditation Program to ensure program remains self-sustaining regarding budgets. Discussion will continue among committee members to report back to board for approval. Dennis also reported committee is looking over policy and procedures to guarantee language given in contracts match consultant and program practices.
Finance Committee
Committee Chair Puneet Behl reported a holiday luncheon will be coming soon and that the spring workshop will potentially take place in April or May of next year.
CCWC Director Martin Brady reported CCWC will have their 4th quarterly meeting on December 2nd and the summer conference will take place in June at Disneyland. Brady discussed the recent conference held by CCWC for national disability and workers compensation and the opportunity to get informed and caught up A.I.
Video Distribution Berry shared the CAJPA Reunion video had positive feedback and informed board that staff would like to distribute video in weekly blast. Board also encouraged staff to use portions of the video or the entire video to education current and potential members on CAJPA. Next Meetings • November 19, 2021, zoom • December 17, 2021, zoom • January 21, 2022, PRISM
Calendar will be discussed for 2022 at the November or December board meetings.
With no further business to discuss, President Gina Dean adjourned the meeting at 1:34PM. Respectfully Submitted, Daniela Dejeu CAJPA Account Assitant
California Association of Joint Powers Authorities Minutes Friday, November 19, 2021
Attendees:
Gina Dean, CAJPA President, PRISM Norm Lefmann, CAJPA Vice President, California Joint Powers Insurance Authority (CJPIA) Andy Sells, Past President, ACWA JPIA John Stenerson, Treasurer, Self-Insured Schools of California (SISC) Martin Brady, Director, Schools Insurance Authority Melissa Hernandez, Director, California Schools Risk Management JPA (CSRM) Craig Schweikhard, Director, SMCSIG Rose Burcina, Director, Redwood Empire Schools Insurance Group (RESIG) Kimberly Dennis, Accreditation Chair, Alameda County Schools Insurance Group (ACSIG) Marinda Griese, LITL Chair, California Joint Powers Risk Management Authority Bill Scribner, Finance Chair, BETA Healthcare Group Mike Pott, Legal Affairs Chair, PRISM
Staff & Guests:
Catherine Smith, CAJPA Executive Director Melissa Feltz, CAJPA Coordinator Daniela Dejeu, CAJPA Administrative Assistant Faith Borges, CAJPA Legislative Advocate Julie Theirl, AON Scott Schimke, Golden State Risk Management Authority Brooks Rice, Schools Insurance Authority
Call to Order & Opening Remarks
President Gina Dean called the meeting to order at 12:32 p.m. A quorum was established. Vice President Norm Lefmann announced his retirement on December 31, 2021. Robin Flint will be taking over as Legislative Committee Chair. Lois Gormley is assuming chair as the Communication Committee. Vice President Lefmann shared there will also be some adjustments to the Legislative Subcommittees. The board will begin to recruit for the vacancy left by Vice President Lefmann’s retirement.
Consent Calendar
CAJPA Executive Director Catherine Smith shared with the board that CAJPA had a clean audit for 2020. Director Craig Schweikhard motioned to approve consent calendar. Past President Andy Sells seconded. Motion carried.
Discussion/Action Items
Appointment of 2022 Secretary and Treasurer Janet Shelby agreed to continue to serve as the Secretary and John Stenerson as Treasurer. Past President Sells moved the appointments. Director Schweikhard seconded. Motion carried.
2022 Draft Budget Executive Director Smith presented the 2020 preliminary draft budget. Some notes included that committee meetings may be held again in person; accreditation consultants have received an increase in their study fees and attendance reimbursement. 2022 is the last year of the approved dues increase. The board asked staff to keep them updated if there are member comments on this final due increase. Payment to AGRiP for the Pooling Academy is listed under Summit Series Pool Professionals. Any proposed changes or comments by the board should be shared with Treasurer Stenerson and Executive Director Smith prior to the final presentation of the 2022 Budget that will be on the December agenda.
Review of the 2024 Conference Location CAJPA Conference Planner Teri Anticevich discussed the 2024 conference dates as she is being asked to review potential contracts from CAJPA’s traditional host properties. There is some new construction going on in the area but Anticevich is not sure any of the new venues will be completed by 2024. She will continue to analyze options in the Lake Tahoe area and will keep the board apprised. She will make a recommendation to the board at a future meeting.
Public Entity Data Collection Project Julie Theirl presented the final report from CAJPA’s public entity data collection project. The board received the final report and asked Executive Director Smith, Past President Sells and Theirl to meet and discuss next steps. The board requested next steps include the Communications Committee to have their professional input into external messaging.
Standing Agenda Items/Updates
Legislative Committee Vice President Norman Lefmann informed the board of November’s meeting wrap up. The committee is preparing for the second year of this session which will commence in January 2022. It is likely that workers’ comp may be back on the table for discussion as the current system is not sustainable for as long-term strategy. The proposed DIR increase is 19.4%. OSHA is also continuing to discuss vaccine mandates in the workplace.
Professional Development Committee Executive Director Smith shared that the Communications Committee has provided some theme ideas for 2022 that will be shared with this committee. Next meeting is scheduled for December 6, 2021 to solidify theme. LITL Committee Committee Chair Marinda Griese informed the board that the committee voted to keep the chair and vice chair the same for 2022. Committee decided to not return to in person events at this time. Next year will likely be all virtual but may still consider an in-person later in the year. Next LITL program is set for February 1 and March 29, 2022. Legal Affairs Committee Committee Chair Michael Pott informed the board that there will be a meeting to determine chair and vice chair for next year. Committee discussions are primarily happening over email but may start scheduling Zoom meetings. Two briefs are currently being monitored by the committee. Accreditation Committee Committee Chair Kimberly Dennis informed the Board the committee will be having an in-person board meeting at SDRMA in January. The committee will also meet virtually when appropriate. Vice Chair Carl Sandstrom has resigned as the vice chair and that vacancy will be discussed in January. Committee Chair Dennis also shared that Embros will no longer serve as accreditation consultants. Identifying the need for, or potential consultants will also be on the January agenda.
Finance & Technology Committee Technology Committee Chair Bill Scribner provided an update on both the Finance Committee and the Technology Committee. Jointly they are working on the 2022 Spring Workshop. Format has yet to be determined but there is a contract in place with the Courtyard Marriott in Sacramento. Committees will hold separate meetings to review submissions for both the 2022 Spring Workshop and the 2022 Fall Conference. Holdovers from the 2021 submittals are likely. There is consensus that if we can offer the Spring Workshop as a hybrid there will be greater participation from Southern California members.
CCWC Director Martin Brady provided update on CCWC. CCWC will be holding a full board meeting in early December. A key topic will be the private sector portion of their database. There is a sense of uneasiness about how much workers comp reform is doable during an election year.
