JLMBC Monthly Meeting August 12, 2014 Minutes Joint Labor/Management Benefits Committee – *Paulina Palomino, Chair, JLMBC MEMBERS *Jim Adams, LA/OC Building & Construction, Trades Council *Galen Bullock, SEIU Local 721 *Velma J. Butler, President AFT College Staff Guild, Local 1521A Laurence B. Frank, LATTC/President Dr. Annie G. Reed, Teamsters Local 911 Diva Sanchez, SEIU Local 99 Joanne Waddell, President, L.A. College Faculty Guild ALTERNATES *Dorothy Bates, AFT College Staff Guild *James Bradley, SEIU Local 99 Allison Jones, Teamsters Local 911 *Dr. Armida Ornelas, L.A. College Faculty Guild Don Sparks, AFT Faculty Guild *Ken Takeda, Administrative Representative RESOURCES TO THE JLMBC Nancy Carson, Retiree Phyllis Eckler, Adjunct *Barbara Harmon, Retiree Ethel McClatchey, Retiree *Leila Menzies, District Office, Business Services Stacey Allen, District Office, Business Services *Amy Roberts, Adjunct *Katrelia Walker, District Office, Human Resources VISITORS/SUBSTITUTES ‐ Cathy Beckett, Alternate SEIU 99, Kenadi Le, AFT 1521 Program Coordinator, DHU; Kevin Booth, AFT 1521; *Isael Hermosillo; *Cristina Jarvis, Managed Health Network (MHN) WELLS FARGO INSURANCE SERVICES ‐ *Gary Delaney, *Robyn Miller *Indicates “Present” The Benefits Committee convened at 9:34 a.m. Location: Educational Services Center – Board Room, 770 Wilshire Boulevard, Los Angeles, CA 90017 I. Meeting called to order by the Chair, Ms. Paulina Palomino, and a quorum was declared present. II. Approval of Agenda A. 8‐12‐2014 Paulina requested that the topic “Status of RFP for Consultants” be added as Item C under Roman Numeral VII. Health Benefit Unit Report Motion made by Marvin Martinez, seconded by Jim Adams, passed as revised with unanimous approval III. Approval of Previous Minutes A. 5‐13‐2014 Motion made by Marvin Martinez, seconded by James Bradley, passed with unanimous approval IV. Public Comments A. Barbara Harmon indicated that in the email, she has not been able to open some of the attachments from her computer. She requested that these documents be sent out in a way that they can be opened and read. Isael Hermosillo indicated that he would figure out a way to send out these documents so that they can be accessed.
B. Paulina indicated that the 2014 CalPERS Educational Forum will be held from October 26‐29, 2014 in Riverside. She stated that a goal of the JLMBC is to have at least 50 percent of its voting members or alternates participate in this forum. Leila Menzies indicated that the JLMBC’s charge during the forum is to focus on health benefits. Isael indicated that the registration deadline is October 10, 2014 and that the registration fee is $350. V. Retreat Final A. Review Committee Meeting Protocols A document entitled “Ground Rules Governing the Joint Labor‐Management Benefits Committee” was distributed Isael discussed each of the ground rules, which relate to the meeting basics, people at the meetings, decision making, action planning, information requests, third party communications, failure to agree, and revision of rules. Revisions were recommended to the ground rules with respect to no shows, meeting minutes, voting members, quorum, back ups, roles, and revision of rules. Isael indicated that the topic entitled “failure to agree” does not need to be in the ground rules and would be removed. Isael asked for consensus that the ground rules be accepted with the recommended revisions. Consensus was reached. Velma Butler indicated that she would like to see the revised ground rules before approving them. Isael indicated that he would make copies of the revised ground rules prior to the end of the meeting and provide them to the participants. Paulina indicated that she would like to invite Isael to continue attending the JLMBC meetings to observe and to work with her to develop the agendas. Velma requested that in six months, the JLMBC conduct a retreat during which Isael will discuss how the Committee is progressing towards meeting its goals. B. Establish Calendar for Future Meetings Time/Location Paulina indicated that the JLMBC would continue holding its meetings on the second Tuesday of each month. She indicated that there would be a conflict on November 11, which is the Veterans’ Day holiday and recommended that this meeting be held on November 10 or November 12. Velma inquired as to the possibility of conducting the meeting every other month via video conferencing. Paulina requested that the possibility of making video conferencing work be explored before deciding to use it for the meetings. She indicated that this would be on the agenda for the next JLMBC meeting. Paulina indicated that the November meeting would be held on November 18, 2014. She suggested starting the meetings at 10 a.m. rather than 9:30 a.m. The Committee requested that the meetings be held from 9 to 11 a.m.
Paulina indicated that the future JLMBC meetings would be held in the 6 th Floor Conference Room from 9 to 11 a.m. on the following dates: September 9, 2014; October 14, 2014; November 18, 2014; and December 9, 2014. She indicated that these dates would be included on the next JLMBC agenda. VI. MHN EAP Introductions Katrelia Walker reported that at the end of June 2014 during a conference call regarding the implementation of the new provider, it was decided to have one single point of contact (SPOC) in the District at least for the first year. She introduced Cristina Jarvis, Account Manager, Managed Health Network (MHN), who will be the SPOC. Cristina distributed a document entitled “Your Employee Assistance Program.” She discussed the document with respect to the services provided by MHN including problem‐solving support, childcare and eldercare assistance, financial services, legal services, identity theft recovery services, and daily living services. Armida Ornelas requested that the JLMBC LACCD logo be used on any documents that are provided at the JLMBC meetings. Paulina indicated that the JLMBC LACCD logo would be put on the MHN document before it is distributed. She added that this logo would be used on any future documents that are distributed at JLMBC meetings. VII. Health Benefit Unit Report A. Adjunct Open Enrollment Reports A set of spread sheets regarding the adjunct open enrollment in the medical, dental, and vision plans was distributed. Leila indicated that these spread sheets are for the last three semesters that open enrollment was conducted. Paulina indicated that the adjunct open enrollment reports cover the Spring 2013, Fall 2013, and Spring 2014 semesters. Two flyers regarding the Transamerica Whole Life with Long‐term Care regional open enrollment benefit workshops were distributed. Leila indicated that enrollment in this program can be done by calling the LACCD Voluntary Enrollment Call Center from September 15 to October 10 during the hours of 5 a.m. to 4 p.m. Monday through Friday. Marvin Martinez requested that the names of the three colleges on the flyers—Valley College, East College, and Harbor College—be changed to L.A. Valley College, East L.A. College, and L.A. Harbor College. Leila indicated that if there is going to be an email “blast” to all District employees before the start of open enrollment on September 15, the flyer would need to be approved by the end of August. In order to avoid implementation without consultation, Velma requested deadlines dates from Leila so that the Communications Committee can promptly evaluate, review, and update all communications materials such as the health benefits newsletter and bring them to the JLMBC for approval prior to the open enrollment. Paulina indicated that she would coordinate this timeline with Leila. She indicated that the JLMBC needs to get back to this approval process.
JLMBC needs to follow established procedures for approval of communications. A document entitled “Health Benefits Newsletter for Retirees” was distributed. Leila indicated that the Communications Committee conducted a conference call to discuss the prior year’s open enrollment newsletter and decide which parts of it would be used for the retirees newsletter. She indicated that the newsletter needs to be approved in a timely manner so that it can reach the employees by September 15. Paulina recommended that the JLMBC utilize this process, especially because not everyone has the capacity to conduct an online meeting. Paulina requested approval of the Health Benefits Newsletter for Retirees by the JLMBC. Motion made by Marvin Martinez, seconded by Velma Butler, passed with unanimous approval. B. Change to Amwins – New Enrollment Management Firm There was no discussion on this item. C. Status of RFP for Consultant Leila indicated that the RFP for Consultant is scheduled to be posted in September. She indicated that the transition would be no later than January 1, 2015. VIII. LACCD Premium Only Plan (POP) for Adjuncts A. Target August 19 th for Draft Language Paulina indicated that she checked with the consultants and that the language is still in compliance. IX. EAP/Wellness A. Retreat Katrelia indicated that with the new contract, there is no cost for the benefit orientation. She indicated that the LACCD website would have a brief overview of the EAP services that are available. She indicated that on Flex Day, EAP will provide picnic baskets for all District locations to promote the new provider. She stated that EAP brochures are being developed. X. Review 2015 Renewals A document entitled “2015 Renewal Presentation” was distributed. Gary Delaney, CEBS, Senior Vice President, Employee Benefits, Wells Fargo Insurance Services, discussed the document with respect to the 2015 renewal rates for CalPERS medical, Delta Dental, MetLife Dental, Vision Service Plan (VSP), and Basic Life/AD&D. XI. Communications Committee Update A. Newsletter – Final Version This was discussed earlier under Item VII. A.
B. Fall Newly Eligible Adjunct Enrollment Letter Paulina indicated this letter has already gone out. She indicated that the JLMBC would try to use the system to avoid the implementation before consultation again. XII. Retiree Update No report. Isael distributed the revised version of the Ground Rules and discussed the revisions that were requested earlier in the meeting. Consensus was reached on the Ground Rules as revised. XIII. Adjournment The meeting adjourned at 11:59 a.m.