JLMBC Regular Meeting
AGENDA
INTRODUCTION
(1) Call to Order
(2) Public Comments
ADMINISTRATIVE ITEMS
(3) Minutes – Recommendation to approve the minutes of the November 12, 2015 special meeting.
(4) Committee Report No. 15-33: Request for Proposal for Consulting Services – Recommendation to (a) recommend to the General Manager Personnel Department that Segal Consulting be selected as the Flex Program’s Benefits Administration consultant; and (b) recommend to the General Manager Personnel Department that Segal Consulting and Mercer Consulting be selected as the Flex Program’s Communications consultants.
(5) Committee Report No. 15-34: Employee Benefits Trust Fund - Recommendation to (a) receive and file report providing an update regarding the Employee Benefits Trust Fund audit and (b) approve staff’s proposed employee refund implementation plan as outlined in report.
(6) Committee Report 15-35: Staff Report - Recommendation to receive and file report from staff regarding upcoming meetings/projects, staffing/subcommittee assignments, and the following information items related to administration of the City’s Flex Benefits Program:
- Development of Request for Proposal for Medical/Dental Providers
- Wellness Program Development
- Affordable Care Act Reporting Update
(7) Committee Report 15-36: Election of Officers – Recommendation for JLMBC to a) conduct its annual officer elections for Chairperson and Vice-Chairperson for calendar year 2016; and (b) approve a change in the JLMBC’s regular meeting location to Room 1060 City Hall.
CONCLUDING ITEMS
(8) Requests for Future Agenda Items
(9) Next Meeting date: January 7, 2016
(10) Adjournment
JLMBC Special Meeting
AGENDA
INTRODUCTION
(1) Call to Order
(2) Public Comments
ADMINISTRATIVE ITEMS
(3) Consulting Services Provider Presentations–
9:00-9:30 - Segal Benefits Administration Consulting
9:30-10:00 - Segal Communications Consulting
10:00-10:30 - Keenan Benefits Administration Consulting
10:30-11:00 - Mercer Communications Consulting
CONCLUDING ITEMS
(4) Requests for Future Agenda Items
(5) Next Regular Meeting date: December 3, 2015
(6) Adjournment
JLMBC Special Meeting
AGENDA
INTRODUCTION
(1) Call to Order
(2) Public Comments
ADMINISTRATIVE ITEMS
(3) Minutes – Recommendation to approve the minutes of the October 8, 2015 special meeting.
(4) Committee Report No. 15-29: Requests for Proposal for Medical and Dental Providers – Recommendation to (a) receive and file report regarding design of the 2015 Medical and Dental Requests for Proposal; (b) approve a proposed Flex Benefits Health and Dental Benefits Survey; and (c) review and discuss concepts for RFP methods of inquiry, evaluation categories and evaluation process.
(5) Committee Report No. 15-30: Request for Proposal for Consulting Services – Recommendation to (a) review staff’s evaluation of responses submitted to the Flex Benefits Program’s Request for Proposal (RFP) for Flex Benefits Plan Administration andCommunications consulting services; (b) recommend to the General Manager Personnel Department that Segal Consulting be selected as the Flex Program’s Benefits Administration consultant; and (c) recommend that Segal Consulting and Mercer Consulting be selected as the Flex Program’s Communications consultants.
(6) Committee Report No. 15-31: Wellness Subcommittee Recommendations - Recommendation to review and adopt the recommendations of staff and the Ad Hoc Wellness Subcommittee for a proposed resource and implementation plan for a Citywide Wellness Program.
(7) Committee Report 15-32: Staff Report - Recommendation to receive and file report from staff regarding upcoming meetings/projects, staffing/subcommittee assignments, and the following information items related to administration of the City’s Flex Benefits Program:
- Flex Benefits Updates to Departmental Personnel Directors
- New Employee Orientation Sessions: Flex Benefits Briefing
- Employee Benefits Trust Fund
- Affordable Care Act Tax Reporting Update
- Employee Share Responsibility Tool Update
CONCLUDING ITEMS
(8) Requests for Future Agenda Items
(9) Next Meeting date: December 3, 2015
(10) Adjournment
JLMBC Special Meeting
AGENDA
INTRODUCTION
(1) Call to Order
(2) Public Comments
ADMINISTRATIVE ITEMS
(3) Minutes – Recommendation to approve the minutes of the September 3, 2015 regular meeting.
(4) Committee Report No. 15-26: Presentation Regarding Request for Proposal for Medical and Dental Providers – Recommendation to receive and file report and related presentation from staff and Mercer Consulting regarding design of the Requests for Proposal for Medical and Dental providers.
(5) Committee Report No. 15-27: Employee Benefits Trust Fund - Recommendation to receive and file the following updates regarding the Employee Benefits Trust Fund relative to the status of an external audit review, employee refunds, and a Trust Fund review for Fiscal Year 2014-2015.
(6) Committee Report 15-28: Staff Report - Recommendation to receive and file report from staff regarding upcoming meetings/projects, staffing/subcommittee assignments, and the following information items related to administration of the City’s Flex Benefits Program:
- Open Enrollment Update
- New Employee Orientation Sessions: Flex Benefits Briefing
- Wellness Subcommittee
- Employee Benefits Consulting and Communication Services RFP
- Affordable Care Act Tax Reporting Update
- Employee Share Responsibility Tool Update
CONCLUDING ITEMS
(7) Requests for Future Agenda Items
(8) Next Meeting date: November 5, 2015
(9) Adjournment
JLMBC Regular Meeting
AGENDA
INTRODUCTION
(1) Call to Order
(2) Public Comments
ADMINISTRATIVE ITEMS
(3) Minutes – Recommendation to approve the minutes of the August 7, 2015 regular meeting.
(4) Committee Report No. 15-23: Requests for Proposal for Health & Dental Insurance Providers – Recommendations to:
(a) Approve moving forward with Requests for Proposal for health and dental service providers in 2015/2016 with target implementation date for new service provider contracts by January 1, 2017;
(b) Approve staff’s proposed procurement development plan for health and dental service providers to include:
Services/Benefits Structure Review
Best Practice Review
Benchmarking Review
Member Focus Groups
Member Survey
Program Communications to Members
(c) Approve proposed tentative calendar for procurement development; and
(d) Approve proposed Pledge Form Regarding Conflict of Interest, Confidentiality and Proposer Communications and its execution by all JLMBC members/City staff involved in the development process for this procurement.
(5) Committee Report No. 15-24: Open Enrollment Review - Recommendation to receive and file report regarding communications for the 2015 Open Enrollment campaign for Plan Year 2016.
(6) Committee Report 15-25: Staff Report - Recommendation to receive and file report from staff regarding upcoming meetings/projects, staffing/subcommittee assignments, and the following information items related to administration of the City’s Flex Benefits Program:
- JLMBC Materials Available Online
- Wellness Update
- Affordable Care Act Tax Reporting Update
- Employer Shared Responsibility Tool Update
- Controller’s Office Comparative Review of City’s Health Plans
- Employee Benefits Consulting and Communication Services RFP
- Mercer Benefits Central Portal Upgrade
CONCLUDING ITEMS
(7) Requests for Future Agenda Items
(8) Next Special Meeting date: October 8, 2015
(9) Adjournment
JLMBC Regular Meeting
AGENDA
INTRODUCTION
(1) Call to Order
(2) Public Comments
ADMINISTRATIVE ITEMS
(3) Minutes – Recommendation to approve the minutes of the June 18, 2015 special meeting.
(4) Committee Report No. 15-17: Employee Benefits Trust Fund Review - Recommendation to:
a. Receive and file Employee Benefits Trust Fund for Fiscal Year 2012-13 and Fiscal Year 2013-14;
b. Request staff to research and report back on options for securing the resources of an external auditor in reviewing and validating Trust Fund activity and to provide recommendations for implementing best practices in trust Fund monitoring and accounting on a go-forward basis; and
c. Request that staff report back at the next meeting with further details and recommendations as to the execution of refunds to Flex Plan members.
(5) Committee Report 15-18: Request to Approve Reimbursements from the Employee Benefits Trust Fund – Recommendation to approve reimbursements from the Employee Benefits Trust Fund to the Personnel Department for salary expenditures in the amount of $54,627.28 for the Second Quarter and Third Quarter of Fiscal Year less adjustments for the prior Fiscal Year and the First Quarter of Fiscal Year 14/15.
(6) Committee Report 15-19: Ad Hoc Wellness Subcommittee Update – Recommendation to receive and file status report regarding activities of the Ad Hoc Wellness Subcommittee.
(7) Committee Report 15-20: International Foundation of Employee Benefits Plans (IFEBP) - Recommendation to approve funding for two staff member and available JLMBC members to attend the IFEBP Conference in November 2015 in Honolulu, Hawaii.
(8) Committee Report 15-21: Affordable Care Act Shared Responsibility and Tax Reporting Update: Recommendation to receive and file report from staff regarding update on the Affordable Care Act Employer Shared Responsibility reports and tax reporting.
(9) Committee Report 15-22: Staff Report - Recommendation to receive and file report from staff regarding upcoming meetings/projects, staffing/subcommittee assignments, and the following information items related to administration of the City’s Flex Benefits Program:
- Controller’s Office Comparative Review of City’s Health Plans
- Employee Benefits Consulting and Communication Services RFP
- Mercer Benefits Central Portal Upgrade
CONCLUDING ITEMS
(10) Requests for Future Agenda Items
(11) Next Regular Meeting date: September 3, 2015
(12) Adjournment
JLMBC Special Meeting
AGENDA
INTRODUCTION
(1) Call to Order
(2) Public Comments
ADMINISTRATIVE ITEMS
(3) Minutes – Recommendation to approve the minutes of the May 21, 2015 special meeting.
(4) Flex Benefits Program and Flex Plan Contract Renewals for Plan Year 2016 - Report from staff regarding recommendations for renewals and plan design for the 2016 Flex Benefits Program.
A. That the JLMBC recommend to the General Manager Personnel Department to renew the following contracts for 2016:
a. Kaiser Permanente for a staff-model medical plan for a third contract year through December 31, 2016.
b. Blue Shield for PPO and HMO medical plans for a third contract year through December 31, 2016.
c. Standard Insurance for Life and Disability insurance plans for a sixth contract year, through December 31, 2016; and approve an increase in the disability earnings cap for 2016.
d. Standard Insurance for an Accidental Death & Dismemberment (AD&D) insurance plan provider for a fourth contract year through December 31, 2016.
e. WageWorks for tax-advantage accounts third party administration services for a fourth contract year through December 31, 2016.
f. Managed Health Network for Employee Assistance Program services for a fourth contract year through December 31, 2016.
B. That the JLMBC receive and consider information regarding the plan design options and Flex Plan expenditure projections for FY 15-16.
CONCLUDING ITEMS
(5) Requests for Future Agenda Items
(6) Next Regular Meeting date: July 2, 2015
(7) Adjournment
JLMBC Special Meeting
AGENDA
INTRODUCTION
(1) Call to Order
(2) Public Comments
ADMINISTRATIVE ITEMS
(3) Minutes – Recommendation to approve the minutes of the April 2, 2015 regular meeting.
(4) Committee Report 15-13: 2016 Flex Benefits Plan Design and Annual Rate Renewal Update – Report and presentation regarding 2016 Flex Benefits Program, including the following:
a. 2016 Flex Benefits Plan Design/Rate Renewal Update
b. City Benchmarking vs.Other Entities
c. Mercer 2014 National Survey of Employer-Sponsored Health Plans
d. Flex Medical Plan Enrollment by Bargaining Unit
e. Plan Design Savings Options
(5) Committee Report 15-14: Tax-Advantaged Savings Plans-WageWorks Payroll File – Recommendation to approve staff’s recommendation to request the assistance of the City Controller in creating and issuing bi-weekly payroll contribution files directly to the administrator of the Flex Program’s tax advantaged savings accounts, WageWorks.
(6) Committee Report 15-15: Staff Report - Recommendation to receive and file report from staff regarding upcoming meetings/projects, staffing/subcommittee assignments, and the following information items related to administration of the City’s Flex Benefits Program:
- Consulting RFP
- ESR Tool Update
CONCLUDING ITEMS
(7) Requests for Future Agenda Items
(8) Next Meeting Date: June 4, 2015
(9) Adjournment
JLMBC Regular Meeting
AGENDA
INTRODUCTION
(1) Call to Order
(2) Public Comments
ADMINISTRATIVE ITEMS
(3) Minutes – Recommendation to approve the minutes of the March 5, 2015 regular meeting.
(4) Service Provider Utilization Review: Blue Shield – Presentation from Blue Shield regarding 2014 utilization for Flex Benefits Program membership.
(5) Committee Report 15-11: Affordable Care Act Cadillac Tax - Recommendation to receive and file report from staff regarding the ACA Cadillac Tax.
(6) Committee Report 15-12: Staff Report - Recommendation to receive and file report from staff regarding upcoming meetings/projects, staffing/subcommittee assignments, and the following information items related to administration of the City’s Flex Benefits Program:
- Blue Shield of California – Tax Exempt Status
- 2015 Open Enrollment Kaiser Enrollment by Tier Group/MOU
- Consulting RFP
- Council Report: Long-Term Contracts
- ESR Tool Update
- Ad Hoc Wellness Update
- Projects/Staffing/Subcommittees/Calendar
CONCLUDING ITEMS
(7) Requests for Future Agenda Items
(8) Next Regular Meeting Date: May 5, 2015
(9) Adjournment
JLMBC Regular Meeting
AGENDA
INTRODUCTION
(1) Call to Order
(2) Public Comments
ADMINISTRATIVE ITEMS
(3) Minutes – Recommendation to approve the minutes of the February 5, 2015 regular meeting.
(4) 2015 Open Enrollment Debrief Report 15-09 – Recommendation to receive and file report from staff regarding results from the the Flex Benefits Open Enrollment for plan year 2015.
(5) Service Provider Utilization Review: Kaiser Permanente – Presentation from Kaiser Permanente regarding 2014 utilization for Flex Benefits Program membership.
(6) Committee Report 15-10: Staff Report - Recommendation to receive and file report from staff regarding upcoming meetings/projects, staffing/subcommittee assignments, and the following information items related to administration of the City’s Flex Benefits Program:
- Anthem Security Breach
- Mercer Web Portal Update
- ESR Tool Update
- Wellness Update
CONCLUDING ITEMS
(7) Requests for Future Agenda Items
(8) Next Meeting Date: April 2, 2015
(9) Adjournment
JLMBC Regular Meeting
AGENDA
INTRODUCTION
(1) Call to Order
(2) Public Comments
ADMINISTRATIVE ITEMS
(3) Minutes – Recommendation to approve the minutes of the January 8, 2015 regular meeting.
(4) Committee Report 15-05: 2015 JLMBC Ad Hoc Procurements/Contracts Subcommittee Recommendations – Recommendations from the Ad Hoc Procurement/Contracts Subcommittee to (a) adopt a procurement/contracting schedule for Flex Benefit Program service providers as detailed in staff’s report; (b) request City Council authority to extend certain incumbent contracts, as necessary, in order to conform to the long-term procurement/contracting schedule as identified in this report; (c) request that the Personnel Department prepare a report to City Council recommending establishing authority within the Administrative Code for 5-year contracts for Flex Benefits service provider contracts; and (d) request that the Personnel Department move forward with developing engagement, best practice, benchmarking, provider survey and documentation of procurement/contracting standards concepts as identified by the Subcommittee.
(5) Committee Report 15-06: Health and Wellness Initiative/Subcommittee – Recommendation to establish a Health and Wellness Subcommittee to work with staff to develop options/recommendations for developing a Health and Wellness initiative in order to promote the ongoing health and wellness of Flex Program members.
(6) Committee Report 15-07: Flex Benefits Program Consulting Services Request for Proproposal (RFP) – Recommendation to review and advise regarding Personnel Department 2015 Consulting Services Request for Proposal.
(7) Committee Report 15-08: Staff Report - Recommendation to receive and file report from staff regarding upcoming meetings/projects, staffing/subcommittee assignments, and other information items related to administration of the City’s Flexible Benefits Program.
CONCLUDING ITEMS
(8) Requests for Future Agenda Items
(9) Next Meeting Date: March 5 , 2015
(10) Adjournment
JMBC Regular Meeting
AGENDA
INTRODUCTION
(1) Call to Order
(2) Public Comments
ACTION ITEMS
(3) Minutes – Recommendation to approve the minutes of the November 6, 2014 regular meeting.
(4) Committee Report 15-01: 2015 Officer Elections for Chairperson/Vice-Chairperson – Recommendation to conduct annual officer elections for Chairperson and Vice- Chairperson for calendar year 2015
(5) Committee Report 15-02: Update: Affordable Care Act and Flexible Benefits Program – Recommendation to receive and file report from staff updating the impact of the Affordable Care Act (ACA) on the civilian Flex Benefits Program including a review of items related to the look-back and stability period, the authority to offer a health-care subsidy to address coverage gaps, status of the Employer Shared Responsibility (ESR) tracking tool, and ongoing reporting requirements.
(6) Committee Report 15-03: JLMBC Ad Hoc Procurements/Contracts Subcommittee – Recommendation to rename and refine JLMBC mission for the Ad Hoc Health Plans Subcommittee to include developing a long-term strategy/schedule for issuing service provider procurements and developing recommendations as to the length of service provider contracts.
(7)Committee Report 15-04: Staff Report - Recommendation to receive and file report from staff regarding upcoming meetings/projects, staffing/subcommittee assignments, and other information items related to administration of the City’s Flexible Benefits Program.
CONCLUDING ITEMS
(8) Requests for Future Agenda Items
(9) Next Meeting Date: February 5, 2015
(10) Adjournment