Joint Labor-Management Benefits Committee COMMITTEE … · 2016-09-22 · Sundeep Paem is as an...

JOINT LABOR-MANAGEMENT BENEFITS COMMITTEE www.myFlexLA.com

Joint Labor-Management Benefits Committee COMMITTEE REPORT 16-22

JOINT LABOR-MANAGEMENT BENEFITS

COMMITTEE MEMBERS:

Management

Wendy G. Macy, Vice-Chairperson

June Gibson

Tony Royster

Matthew Rudnick

Miguel Santana

Employee Organizations

Cheryl Parisi, Chairperson

Paul Bechely

Chris Hannan

David Sanders

Gregory West

Date: July 1, 2016 To: Joint Labor-Management Benefits Committee From: Staff Subject: Staff Report: Member Refunds, Wellness

Program Development, and Other Updates and Informational Items

Recommendation That the Joint Labor Management Benefits Committee (JLMBC) receive and file the following report regarding Flex Benefits service announcements and pending projects. Discussion

A. Member Refunds At its December 3, 2015 meeting, the JLMBC approved a revised employee refund implementation plan with respect to certain returned balances within the Employee Benefits Trust Fund. As previously discussed with the JLMBC, these balances total $6.6 million and are composed of the following:

Employee Refund Category Explanation for Refund Amount

Prudential Life Insurance

Supplemental Life Surplus for final contract period ending in 2011 $ 5,459,847

Anthem HMO and PPO participant contributions $ 419,348

Delta Dental Insurance

DeltaCare USA PPO and Delta Preventive Only Refunds $ 723,977

Total--> $ 6,603,172

Staff’s finding was that the most equitable refund methodology would provide refunds to all individuals who made contributions to the policies during the relevant contract term of the service provider. Staff proposed, and the JLMBC adopted, a refund methodology involving the following:

Calculation of each eligible member’s estimated contributions as a percent of total employee contributions during the period of time that the refund amount was accrued;

2

Application of that individual percentage amount against the total employee refund amount to derive a proportional share of the refund owed to that employee; and

Applicant of an interest factor to the refund amount in accordance with City policy.

To execute this, a considerable amount of data mining was required involving records maintained by the Flex Benefits Program’s Third-Party-Administrator (TPA). Staff members Ana Chavez and Russell Escueta reviewed and sorted the data, developed the refund calculation spreadsheets, and worked with the City Controller to identify a payday to execute the refunds. Refunds will be issued on the August 17, 2016 payday. A total of 24,057 employees will receive refunds. Of that number, approximately 16,000 will be refunded via direct deposit and 8,000 via physical checks. Prior to issuing the refunds, the Personnel Department’s Administrative Services Division (ASD) will transfer funds from the Employee Benefits Trust Fund to City departments to. This will fund the payments for the departments, which will be processing the refunds from their salary accounts. A direct-mail communication regarding the refunds is scheduled to be issued to refund recipients on August 6, 2016. The communication will explain why the refunds are being issued. Staff can assist any employee unions who wish to separately communicate to their membership regarding the refunds.

B. Wellness Program Update As the JLMBC is aware, earlier in 2016 the City Council authorized substitute authorities for two positions fully dedicated to the City’s new Wellness Program: a Senior Personnel Analyst I and Management Analyst II. Staff has completed selection processes for both positions and those staff will begin their assignments in mid to late July. In addition, with the medical provider contracts close to completion, ongoing funding resources for the Wellness program over the next three years are now close to being finalized. Staff has already begun the process of developing proposals for moving forward with securing contracted resources for Wellness program administration. At the JLMBC’s September 8, 2016 meeting, staff will present recommendations for:

Procurements for Wellness-related services

A multi-year budget review which will address all estimated Wellness revenues and expenditures

An update on utilizing Wellness funding from Blue Shield prior year-end 2016 In addition, in concert with the Mayor’s Office, the Personnel Department is working with FUSE Corps to secure a full-time Wellness development staff person from October

3

2016 through September 2017. FUSE Corps is a nonpartisan, non-profit organization focused on enabling local government to more effectively address challenges facing urban communities. FUSE partners with civic leaders to identify strategic projects and then recruits entrepreneurial professionals to serve in year-long, executive-level fellowships. Fellows work full-time within targeted issue areas such as education, health, poverty, workforce development, and the environment. FUSE Corps has posted a solicitation for this position (see Attachment A). The selected individual will work full-time onsite in the Employee Benefits Division and tasked with assisting the City in developing and implementing the Wellness program Further updates regarding the selection will be presented at the JLMBC’s September 8, 2016 meeting.

C. JLMBC Meeting Calendar Following is a list of agenda topics for upcoming JLMBC meetings:

JLMBC UPCOMING MEETING CALENDAR

MEETING DATE AGENDA TOPICS

4-Aug-16 Administrative Issues

JLMBC Report: Open Enrollment & Communications Update

JLMBC Report: Monthly Update

2017 Open Enrollment Campaign Overview

1-Sep-16 Administrative Issues

Benefit Service Provider Presentation: Managed Health Network

(Employee Assistance Program)

JLMBC Report: Wellness Program Update


6-Oct-16 Administrative Issues

Benefit Service Provider Presentation: TBD

Review Final Draft Request for Proposal – Flex Benefits Third-

Party-Administrator



3-Nov-16 Administrative Issues



4


1-Dec-16 Administrative Issues


Election of 2017 Chairperson and Vice Chairperson



D. Staffing and Subcommittee Assignments

Following is a summary of staff positions supporting the Flex Benefits Program:

Position Authority Staff Member Function Est. Percent Allocated to

Employee Benefits

Personnel

Chief Personnel Analyst Steven Montagna Division Chief 60%

Senior Personnel Analyst II Ana Chavez Section Manager 100%

Senior Personnel Analyst I Vacant TPA/Payroll/Kaiser 100%

Senior Personnel Analyst I Maria Koo Communications/Audits/COBRA 100%

Senior Personnel Analyst I Neil Malabuyoc Wellness Program Coordinator 100%

Management Analyst II Russell Escueta Administration/Budget/Blue Shield 100%

Management Analyst II Helen Georgeson Participant Services/JLMBC 100%

Management Analyst II Theodore Vasquez Wellness Program Assistant 100%

Benefits Specialist Adriana Beltran-Herrera Supervisor-Member Services Section 100%

Senior Administrative Clerk Vacant Member Services Rep: N-V 100%

Senior Administrative Clerk Mayra Martinez Member Services Rep: A-F 100%

Senior Administrative Clerk Elvira Mendez Member Services Rep: G-I / K-M 100%

Administrative Clerk Maria Lopez Member Services Rep: J, W, Z, Sworn 100%

City Attorney

Assistant City Attorney Curtis Kidder Board Counsel 25%

Submitted by: ___________________________________

Russell Escueta Reviewed by: ___________________________________ Ana Chavez Approved by: ___________________________________

Steven Montagna

BECOME A FUSE FELLOW: EXPERIENCED LEADERSHIP FOR CIVIC INNOVATION

For more information: Nora Rosenthal, Program Manager | [email protected] | 855-687-9905 | www.fusecorps.org

FUSE PROGRAM KEY ELEMENTS

Brings 15+ years of professional experience to the FUSE project.

Develops high-impact solutions to complex challenges that cities are struggling to address.

Creates a strategic vision and turns it into actionable roadmaps to achieve measurable impact.

A SUCCESSFUL FUSE FELLOW…

LEADERSHIP TRAINING

with a focus on human-centered design, change management, adaptive leadership, and more.

PEER SUPPORT

from similarly experienced leaders working on projects

across the country.

NETWORKING OPPORTUNITIES

with FUSE’s national community of alumni, business executives,

philanthropic partners, and civic innovation leaders.

“FUSE Corps has provided me with an incredible opportunity to utilize my extensive private sector and public sector experiences to create meaningful impact for the city and citizens of Fresno. That opportunity along with the immense support from FUSE and similar, service-minded individuals with strong private sector backgrounds are what inspired me to become a Fellow.”

— IRENE HSIEH, 2015-2016 FUSE Fellow, City of Fresno

APPLY TO BECOME A FELLOW http://fuse.force.com/Careers

FUSE Corps is a nonpartisan, nonprofit organization that enables local government to more effectively address the biggest challenges facing urban communities. FUSE partners with civic leaders to identify strategic projects and then recruits entrepreneurial professionals to serve in year-long, executive-level fellowships. Fellows work full-time within targeted issue areas such as education, health, poverty, workforce development, and the environment.

Establishes and maintains strong relationships with a diverse array of stakeholders to build a bench of champions and supporters.

Inspires civic leaders to reimagine what’s possible in local government.

EXECUTIVE COACHING

from experienced coaches who are available to advise Fellows and support their professional development.

RECENT FUSE FELLOWS AND THEIR PROJECTS

For more information: Nora Rosenthal, Program Manager | [email protected] | 855-687-9905 | www.fusecorps.org

FACILITATING PUBLIC-PRIVATE FINANCING IN SAN FRANCISCO Rebecca Foster worked in investment banking within the public infrastructure group at Goldman Sachs before serving as a Fellow within the Office of the San Francisco Mayor. She launched “Pay for Success” as a tool to scale up preventative services in workforce development, housing and public health. Post Fellowship Rebecca continues to work in the City of San Francisco as the Mayor’s Director of Social Impact Investment.

MAKING LOS ANGELES A MORE LIVABLE CITY Mark Anthony Thomas had over a decade of leadership experience in the creative and media sector before becoming a FUSE Fellow. Mark was hired to help improve city livability by addressing complex challenges in relation to the elimination of blight throughout the City of Los Angeles. Mark helped develop the “Improving Livability in Los Angeles” report which was unanimously approved by the City Council and has resulted in a number of high-impact initiatives being carried out. Post Fellowship Mark continues to serve in the City of Los Angeles as the Director of the Mayor’s Operations Innovations Team.

ESTABLISHING CITYWIDE GATEWAYS TO CITIZENSHIPAlex Castillo is a brand management and development executive with significant experience in global consumer products and filmed entertainment. The Los Angeles Public Library hired Alex to align immigrant resources across all branch locations to support the nearly 800,000 area residents who are eligible for citizenship. Alex’s efforts will help establish the LA Public Library as a trusted resource for those pursuing citizenship in Los Angeles.

BUILDING A STRATEGIC MARKETING FUNCTIONPatti Birbiglia worked as a marketing executive with over fifteen years of experience leading branding, marketing and strategy both inside Fortune 100 companies and as a consultant. The San Francisco Department of Public Health hired Patti to develop and implement a strategy to better connect community members with the wide array of exceptional services available to them, including the new Zuckerberg San Francisco General Hospital and the San Francisco Health Network.

LEVERAGING OPEN DATA FOR LAW ENFORCEMENT REFORM Sundeep Pattem is as an experienced data scientist with a focus on achieving social impact. Before becoming a FUSE Fellow with the California Department of Justice in 2015, Sundeep developed solutions for challenging problems in healthcare, education and energy sustainability. As a FUSE Fellow, Sundeep played an integral role in the launch of Open Justice 2.0 – a public database that publishes California’s criminal justice data – and now works on efforts to develop modern data policies.

APPLY TO BECOME A FELLOW http://fuse.force.com/Careers

“Our Fellows have brought innovative thinking and executive-level experience to help us find strategic solutions to some of our City’s pressing challenges. We are excited to continue our partnership with FUSE Corps because of the incredible return on investment.”

— EDWIN M. LEE, Mayor, City and County of San Francisco

JUNE–JULY 2016

Apply Online: Project-specific

applications open in June. A general application is available year-round.

JUNE–JULY 2016

Phone Interview: Strong applicants are invited to a

phone interview.

JULY–AUGUST 2016

Skype Interview: Successful phone

interview candidates progress to a Skype

interview with FUSE leadership.

AUGUST 2016

In-Person Interview: Finalists interview with the government agency hosting

the project and have a chance to meet with former FUSE Fellows.

SEPTEMBER 2016

Fellow Selection: Fellows for the 2016-17 cohort

are selected.

SEPTEMBER 26, 2016

Fellowship Year Begins: Fellows kick off the year

as a cohort at a week-long orientation and training in

San Francisco.

APPLICATION & SELECTION TIMELINE

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!©"2016"FUSE"Corps"|"City"of"Los"Angeles"–"Personnel"Department"|"“Promoting"Employee"Wellness"Strategies"to"Improve"

Health"&"Performance”"|"Page"1"of"4"

“Promoting*Employee*Wellness*Strategies*to*Improve*Health*&*Performance”*Los*Angeles*Personnel*Department*

Los*Angeles,*CA**

PROJECT*CONTEXT**Private"companies"and"publicMsector"agencies"are"increasingly"focused"on"promoting"healthy"lifestyle"

practices"and"a"culture"of"wellness"among"their"employees."The"prevalence"of"chronic"diseases"due"to"

lifestyle"choices"and"behaviors,"the"increased"incidence"of"stress"and"mental"health"conditions,"and"the"

rapid"rise"of"healthcare"costs"have"all"led"employers"to"realize"the"importance"of"supporting"the"health"

of"their"employees"more"holistically."Workers"who"are"struggling"with"health"and"mental"conditions"are"

less"productive"and"less"satisfied"with"their"work"and"their"lives."It"is"to"the"benefit"of"both"the"employer"

and"employee"to"promote"healthy"attitudes"and"behaviors.""

"

The"City"of"Los"Angeles,"like"many"cities,"has"a"significant"portion"of"its"workforce"that"suffers"from"

chronic"conditions"such"as"heart"disease,"diabetes,"hypertension,"obesity"and"depression."These"

conditions"can"be"prevented,"mitigated"or"managed"with"exercise,"better"nutrition,"smoking"cessation"

and"stress"management."To"help"promote"these"healthy"lifestyle"choices"and"achieve"its"goals"of"

creating"a"healthier,"happier"workforce"that"is"more"productive"and"cost"efficient,"the"City’s"Personnel"

Department"is"implementing"a"Wellness"Program"beginning"with"the"24,000"members"of"its"Flex"

Benefits"Program."

"

The"promotion"of"wellness"and"healthy"lifestyle"choices"in"a"coordinated"way"is"new"for"the"City"of"Los"

Angeles,"and"achieving"such"a"massive"culture"change"will"be"a"challenge."Establishing"the"right"balance"

of"encouragement,"education"and"incentives"will"be"important."Additionally,"the"measurement"of"

outcomes"will"be"crucial"to"understanding"which"activities"are"successful"and"should"be"expanded"and"

which"are"not."The"City"of"Los"Angeles"is"partnering"with"FUSE"Corps"to"host"an"executiveMlevel"Fellow"

for"one"year"who"can"help"further"develop"the"Wellness"Program"and"accelerate"implementation."

Ultimately,"the"Fellow"will"play"a"significant"role"in"helping"tens"of"thousands"of"City"employees"find"

ways"to"embrace"a"healthier"lifestyle"and"improve"their"physical"and"mental"wellMbeing."And"given"that"

the"City"of"Los"Angeles"is"one"of"the"largest"employers"in"the"region"as"well"as"one"of"the"most"populous"

cities"in"America,"this"project"has"the"potential"to"develop"replicable"innovations"that"will"inspire"other"

public"and"private"employers"to"pursue"similar"efforts"on"a"local,"national"and"even"a"global"basis."

"

ROLE*DESCRIPTION*"

Starting"in"September"2016,"the"Fellow"will"begin"by"getting"up"to"speed"on"the"City’s"current"activities"

that"either"directly"or"indirectly"promote"wellness,"including"understanding"how"those"programs"are"

communicated"to"employees."The"Fellow"will"interview"stakeholders"to"understand"their"perspectives"

and"begin"to"form"a"coordinated"and"expanded"strategy"for"moving"forward."The"Fellow"will"also"

conduct"a"survey"of"best"practices"being"used"in"other"cities"throughout"the"country"and"by"privateM

sector"companies.""

"

With"this"background"and"knowledge,"the"Fellow"will"then"work"with"City"staff"and"contracted"

consultants"to"further"develop"and"implement"the"emerging"Wellness"Program."The"Fellow"will"assist"in"

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defining"the"key"messages"and"developing"a"marketing"and"communications"program"to"disseminate"

information."This"work"will"likely"involve"contracting"with"an"external"provider"to"help"develop"a"

common"web"platform"to"highlight"services"offered;"design"an"effective"communications"campaign;"and"

provide"inMperson"resources"for"education,"workshops"and"oneMonMone"meetings."The"Fellow"will"also"

assist"staff"members"in"using"existing"resources"from"both"the"City"and"from"its"health"services"

providers."The"Fellow"will"help"develop"an"internal"wellness"advocacy"and"advisory"council"that"includes"

departmental"human"resource"liaisons,"labor"organization"representatives"and"interested"employee"

wellness"“champions”"to"support"the"program"and"assist"in"promoting"it"across"the"agencies."""""

"

In"addition,"the"Fellow"will"assist"in"developing"and"refining"success"metrics;"creating"the"mechanisms"

for"collecting"and"analyzing"data;"and"establishing"an"outcomesMbased,"iterative"process"for"creating"and"

building"upon"success."Specifically,"the"Fellow"will"examine"exactly"what"behaviors"the"City"is"trying"to"

change,"how"it"is"going"about"doing"it"and"how"successful"it"is."Crucial"to"this"process"will"be"creating"the"

infrastructure"to"obtain"the"necessary"data,"which"will"involve"working"closely"with"health"plans"as"well"

as"creating"internal"data"collection"processes."An"evidenceMbased"program"will"ensure"that"the"initiative"

is"sustainable"and"achieves"significant"changes"in"behaviors"and"health"outcomes.""

"

PROSPECTIVE*RESPONSIBILITIES*"

• Understand)the)current)program)and)players)–"Get"up"to"speed"on"the"current"activities"around"wellness"being"delivered"by"the"City"and"all"of"the"players"involved."Conduct"interviews"with"

stakeholders"to"gather"information"and"understand"various"perspectives."Begin"to"formulate"a"

vision"of"how"to"achieve"behavioral"and"cultural"changes"that"lead"to"improved"wellness"and"

health"outcomes."Research"the"best"practices"of"other"cities"and"privateMsector"organizations"

throughout"the"country."

"

• Support)development)of))communications,)marketing)and)engagement)campaigns)–"Work"with"

staff"members"across"the"City,"stakeholders"such"as"employees"themselves,"and"external"

contractors"to"support"development"of"communications,"marketing"and"engagement"campaigns"

that"raise"awareness"about"the"Wellness"Program"and"engage"the"membership"on"the"topics"of"

healthy"choices"and"behaviors"for"overall"wellMbeing"and"satisfaction."Use"the"campaign"to"win"

over"skeptical"employees"and"promote"a"new"culture"of"wellness"throughout"City"departments."

Educate"employees"so"that"they"feel"that"their"employer"is"a"trusted"ally"in"their"journey"

towards"improved"health.""

"

• Develop)health)and)wellness)activities)and)projects)–"Conduct"meetings,"seminars"and"fairs;"

develop"web"portals,"electronic"communications"and"printed"materials;"and"host"webinars"and"

online"videos"to"disseminate"information"about"the"Wellness"Program."Assist"in"choosing"an"inM

person"educational/counseling"service"provider"to"work"with"City"to"help"achieve"the"goal"of"

creating"a"culture"of"wellness.""

"

• Create)a)plan)for)data)collection)and)measurement)–"Research"and"identify"concrete"ways"to"gather"data"and"information"that"can"be"used"to"measure"success"and"positive"outcomes."Work"

with"health"plans"to"provide"data"and"create"internal"data"collection"processes."Create"a"system"

for"identifying"which"activities"and"projects"yield"the"best"results"and"which"fall"short,"and"then"

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modify"the"program"accordingly."

"

KEY*STAKEHOLDERS*"

• Gregory*Dion,"Assistant)General)Manager,)Personnel)Department,)City)of)Los)Angeles,"will"supervise"the"Fellow"and"serve"as"the"executive"champion"to"ensure"that"this"project"achieves"

its"full"potential"for"impact."

"

• Steven*Montagna,"Employee)Benefits)Division)Chief,)Personnel)Department,)City)of)Los)Angeles,"will"work"directly"with"the"Fellow"on"a"dayMtoMday"basis"to"support"and"oversee"progress"toward"

goals.""

"

• Mark*Thomas,"Director)of)the)Mayor’s)Operations)Innovation)Team,)Office)of)Mayor)Eric)Garcetti"and"other"leaders"within"the"Office"of"the"Mayor"will"provide"additional"support"and"

advice"to"ensure"that"this"project"is"successfully"aligned"with"related"citywide"initiatives.)"

QUALIFICATIONS**

• At"least"15"years"of"professional"experience"in"a"relevant"field,"particularly"with"a"background"in"

change"management,"program"management,"communications"and"marketing,"health"care"

and/or"data"analysis."

*• Ability"to"quickly"get"up"to"speed"on"complex"issues"and"organizations."Superior"critical"thinking"

and"analytical"skills."Ability"to"synthesize"complex"information"into"clear"and"concise"

recommendations."

"

• Strong"record"of"success"engaging"a"variety"of"crossMsector"stakeholders"and"managing"crossM

functional"teams."Ability"to"relate"to"a"wide"variety"of"diverse"audiences"with"varying"goals"and"

motives"using"strong"emotional"intelligence"and"empathy."Track"record"of"successfully"building"

and"sustaining"relationships,"particularly"between"the"public"and"private"sectors."

"

• Exceptional"written"and"verbal"communication"skills"and"ease"with"public"presentations."

Experience"creating"communications"and"marketing"materials."

"

• SelfMmotivated,"goalMoriented,"entrepreneurial"leader"who"is"an"independent"worker,"

resourceful"in"coming"up"with"novel"solutions"to"complex"problems,"persistent"in"obtaining"

information,"and"able"to"create"direction"and"movement"within"potentially"ambiguous"

environments.""

"

• Flexibility,"adaptability,"persistence,"humility,"inclusivity"and"sensitivity"to"cultural"differences.""

*****

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TO*APPLY*

Visit"http://fuse.force.com/Careers"and"click"the"link"for"this"role"to"upload"a"resume"and"complete"

the"online"application"questions"in"lieu"of"a"cover"letter."The"application"process"will"allow"you"to"

indicate"interest"in"more"than"one"fellowship"opportunity."You"only"need"to"submit"one"

application."Interested"candidates"are"encouraged"to"apply"as"soon"as"possible,"as"selections"will"be"

made"on"a"rolling"basis"and"specific"opportunities"may"close"quickly."

"

This"role"offers"the"opportunity"to"work"full"time"for"12"months"as"an"independent"contractor"of"

FUSE"Corps"with"an"annual"stipend"of"$90,000"paid"through"monthly"installments."

"

The"FUSE"Fellowship"is"an"equal"opportunity"program"with"a"core"value"of"incorporating"diverse"

perspectives."We"strongly"encourage"candidates"from"all"backgrounds"to"apply."

*

Joint Labor-Management Benefits Committee COMMITTEE … · 2016-09-22 · Sundeep Paem is as an...

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Transcript of Joint Labor-Management Benefits Committee COMMITTEE … · 2016-09-22 · Sundeep Paem is as an...