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Minutes for Benefits Committee Meeting

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MEETING MINUTES

NOTICE OF POSSIBLE QUORUM / MEETING 
OF THE 
WILLIAMSON COUNTY COMMISSIONER’S COURT
 
Notice is hereby given that members of the Commissioner’s Court of Williamson County, Texas, may assemble in numbers that constitute a quorum at a public meeting to be conducted / hosted by a quorum of the Williamson County Benefits Committee at the following location, date and time:

Date & Time: September 21, 2016, 9:00 a.m.
Williamson County Inner Loop Annex
Human Resources Training Room
301 SE Inner Loop, Suite 108
Georgetown, Texas 78626
  
NOTICE OF POSSIBLE QUORUM 
OF 
WILLIAMSON COUNTY COMMISSIONERS COURT
 
Although the Williamson County Commissioners Court will take no action at the meeting, notice is hereby given, in accordance with the Texas Open Meetings Act, that a quorum of such members of the Williamson County Commissioners Court may be present at the meeting and such members may receive information from, give information to, ask questions of, or receive questions from any member of the Williamson County Benefits Committee or any third person, including an employee of Williamson County, about the public business or public policy over which the Williamson County Commissioners Court has supervision or control.
 
The Williamson County Benefits Committee will be conducting the Monthly Benefits Committee Meeting to discuss, deliberate, and take action upon the Williamson County Benefits Committee matters listed herein-below.
 
Agenda Items:
 
1.
Roll Call.
Present:
  • John Sneed, Committee Chair
  • Dan A. Gattis, Committee Member
  • Jay Schade, Committee Member
  • James Carmona, Committee Member
  • John Teel, Committee Member
Absent:
  • Lisa Birkman, Committee Member
  • Terron Evertson, Committee Member
Others Present:
  • Shannon Francis, Legal Counsel
  • Tara Raymore, Human Resources Director
  • Shelley Loughrey, Director of Benefits Administration
  • Julie Kiley, First Assistant County Auditor
  • Sally Goetz, Benefits Analyst
  • Suzanne Diaz, Benefits Specialist
  • Rebecca Hawes, Broker Consultant - Gallagher Benefits
  • Aaron Guice, Account Manager - Aetna
  • Sara Taylor, Account Executive - Seton
  • Jan Stone, Account Executive - Seton
  • Jeff Ivey, URS
  • Kerstin Hancock, Purchasing
  • Mary Clark, Comm 1
 
2.
Review and approval of minutes from the July 13, 2016 9:00 a.m. Benefits Committee Meeting.
View Agenda Item
 

Motion by: Committee Chair John Sneed 
Second: Committee Member Jay Schade Minutes approved

Aye:
Committee Chair John Sneed
Committee Member Dan A. Gattis
Committee Member Jay Schade
Committee Member James Carmona
Committee Member John Teel
 
3.
Discuss, consider and take appropriate action regarding the Benefits RFP's:
1.  Benefits Broker Consultant
2.  EAP Vendor
3.  Stop Loss Vendor
View Agenda Item
 

Motion by: Committee Member Jay Schade 
Second: Committee Member James Carmona RFP - Benefits Broker Consultant - Holmes/Murphy and Associates
Recommendation to Commissioners Court to select Holmes/Murphy and Associates as Broker Consultant vendor


Aye:
Committee Chair John Sneed
Committee Member Dan A. Gattis
Committee Member Jay Schade
Committee Member James Carmona
Committee Member John Teel
 

Motion by: Committee Member Jay Schade 
Second: Committee Member Dan A. Gattis RFP - EAP Vendor - Deer Oaks
Recommendation to Commissioners Court to select Deer Oaks as EAP vendor

Aye:
Committee Chair John Sneed
Committee Member Dan A. Gattis
Committee Member Jay Schade
Committee Member James Carmona
Committee Member John Teel
 

Motion by: Committee Member Jay Schade 
Second: Committee Member James Carmona RFP - Stop Loss Provider - Aetna. Recommendation to Commissioners Court to select Aetna as the Stop Loss Provider.

Aye:
Committee Chair John Sneed
Committee Member Dan A. Gattis
Committee Member Jay Schade
Committee Member James Carmona
Committee Member John Teel
 
4.
Discuss, consider and take appropriate action regarding Gallagher & Aetna Strategy:
a. Presenting Seton Provider Network Map
b. High Claims Review and Gallagher Financial Report
 
5.
Discuss, consider and take appropriate action regarding recommending to the Commissioners Court extending Lieutenant James Carmona and Terron Evertson Benefit Committee Terms from 1/1/2017 to 12/31/2019.
View Agenda Item
 

Motion by: Committee Member Jay Schade 
Second: Committee Member Dan A. Gattis Recommend to Commissioners court to extend James Carmona on Benefits Committee 01/01/2017-12/31/2020
Recommend to Commissioners Court to extend Terron Evertson on Benefits Committee 01/01/2017-12/31/2020

Aye:
Committee Chair John Sneed
Committee Member Dan A. Gattis
Committee Member Jay Schade
Committee Member John Teel
Other:
Committee Member James Carmona (Abstain)
 
6.
Discuss, consider and take appropriate action regarding applying employee premium deductions the month prior to the employees effective date of coverage. 
View Agenda Item
 

Motion by: Committee Chair John Sneed 
Second: Committee Member Dan A. Gattis Recommend to Commissioners Court to move from 26 pay periods to 24 pay periods annually
Premiums collected 30 days prior to effective day of coverage and coverage for next 30 days

Aye:
Committee Chair John Sneed
Committee Member Dan A. Gattis
Committee Member Jay Schade
Committee Member James Carmona
Committee Member John Teel
 
7.
Review the Human Resources Department Reports.
a. Financial Reports
 
8.
Other Business as necessary:
a. Benefit Fair - Discuss attendance overall and feedback received from the Benefit Fair attendees
b. Winston Benefit Portal Go Live Date
c. Open Enrollment

 
Next Meeting: January 18, 2017
 
EXECUTIVE SESSION "The Williamson County Employee Benefits Committee reserves the right to adjourn into executive session at any time during the course of this meeting to discuss any of the matters listed above, as authorized by Texas Government Code Sections 551.071 (Consultations with Attorney), 551.073 (Deliberations regarding Gifts and Donations), 551.074 (Personnel matters) and Section 551.0785 (Deliberations Involving Medical or Psychiatric Records of Individuals for a benefit from the plan; or a matter that includes a consideration of information in the medical or psychiatric records of any individual applicant for a benefit from the plan)."
 
Adjourn.
 

adjourn 12:49

Aye:
Committee Chair John Sneed
Committee Member Dan A. Gattis
Committee Member Jay Schade
Committee Member James Carmona
Committee Member John Teel
Minutes recorded by: ______________________________     ______________________________
  Sally Goetz   Date
       
Minutes reviewed by: ______________________________   ______________________________
  Shelley Loughrey   Date