Employee Benefit Trust Minutes - 04/21/2009City of Wichita Falls
Employee Benefits Trust Board Minutes
April 21, 2009
The meeting was held in the City Council Conference Room, 1300 Seventh Street,
Wichita Falls, TX 76301.
Members Present: Darron Leiker, City Manager
Jim Dockery, Asst. City Manager /CFO
Miles Risley, City Attorney
Tammy Guerra, Human Resources Manager
Becky Chapman, Employee Benefits Coordinator
Jeannine Holmes, Human Resources Generalist
The meeting was called to order at 2:01 PM by Jim Dockery.
Introduction of staff was conducted by Tammy Guerra.
Agenda Items:
iii. Motion was made by Darron Leiker to appoint Miles as the new chairperson,
second by Jim Dockery. The motion carried unanimously.
iv. Motion was made by Jim Dockery to approve the January minutes, second by
Miles Risley. The motion carried unanimously.
V. Financial report was reviewed and approved.
vi. Report from Employee Benefits Trust Staff
1. BCBS Reports — presented by Tammy Guerra
2. BCBS enrollment reconciliation — presented by Becky Chapman
3. Aetna Enrollment reconciliation — presented by Becky Chapman.
Suggestion was made to submit request for proposals once our contract
comes up to ensure we are still getting the best deals.
4. Retiree Records /Healthcare premiums — presented by Becky Chapman
vii. Benefits staff identified that we do not have plan documents for healthcare.
Recommendation to hire an attorney to draft this document for us.
Suggested that Miles Risley play a key role with this selection and work with
the Benefits staff. Motion to authorize the appointment of an attorney to
construct the plan document in accordance with the recommendation of the
City Attorney by Jim Dockery, second by Darron Leiker. The motion carried
unanimously.
viii. Deer Oaks Employee Assistance Program presented by Jeannine Holmes.
Motion was made by Jim Dockery that we authorize the Benefits staff to
request contract documents from Deer Oaks and assuming that the contract
documents provided are satisfactory to our legal and benefits staff we move
forward and enter into contract with Deer Oaks. Second by Darron Leiker.
The motion carried unanimously. - -- - --
ix. Electronic Benefits Administration presented by Becky Chapman. Staff is still
exploring other options (i.e. Banner programs). Until more data has been
gathered, this has been tabled until next meeting,
X. Blue Cross and Blue Shield Blue Care Program presented by Becky
Chapman. Motion was made by Jim that we authorize the Benefits staff to
request contract documents from Blue Cross and Blue Shield for the Blue
Care Program and assuming that the contract documents provided are
satisfactory to our legal and benefits staff we move forward and enter into
contract with Blue Cross and Blue Shield second by Miles. The motion
carried unanimously. Will roll out EAP first and then the Wellness Program.
xi. Signatures are needed on the new CHIPPRA document to keep us in
compliance with the new updates.
xii. Section 125 expansion - No cost to the City of Wichita Falls if added during
open enrollment. Follow up needed with Alt Benefits to determine our IRS
limitations to ensure we are in compliance. No action taken until this has
been determined.
xiii. Decision made that summary minutes are acceptable in place of verbatim.
Board also advised by Tammy Guerra that once we have plan documents for
healthcare we will be very limited to making any non - traditional or
unscheduled changes to employee's benefits.
Meeting adjourned at 3:58PM
Submitted by:
Jeannine Mattison Holmes
Human Resources Generalist