Carbondale Reporter

At a meeting this week, the Jackson County Finance and Administration Committee examined an analysis of the county's employee health insurance plan. 

The Finance and Administration Committee reviews matters tied to fiscal control of the county -- including health, dental/vision, property, liability, workers' compensation and unemployment coverage in the county, as well as labor issues involving county employees -- then makes recommendations to the County Board.

Below are the minutes from this meeting, as provided by the committee.

FINANCE AND ADMINISTRATION COMMITTEE

MONDAY, JUNE 13, 2016 5:00 PM

JACKSON COUNTY COURTHOUSE

Call to Order

Ms. Elizabeth Hunter called the meeting to order at 5:00 p.m.

Committee Members Present: Elizabeth Hunter, Julie Peterson, Brian Chapman, Milton Maxwell, Keith Larkin, Emily Burke

Committee Members Absent: Dan Bost

Board Members Present: John S. Rendleman, Orval Rowe and Andrew Erbes

Also Present: Dottie Miles, Scott Martin, Bill Stegmann, David Schermer, Devin Bernstein, Josh Barringer, Derek Misener, Dan Brenner, Rebecca Bloomer, Susie Kilquist, Miriam Link-Mullison, Susie Kilquist, Sharon Harris-Johnson, Lisa Jacquot and Michelle Tweedy

Approval of Minutes

I.16-0401

Approval of May 9, 2016 Minutes

The committee reviewed the Finance & Administration Committee Minutes of May 9, 2016. Motion by Peterson, seconded by Maxwell to approve the May 9, 2016, Finance & Administration meeting minutes as presented, motion carried.

Labor

II.16-0419

Executive Session under 2 (c)(1) of the Illinois Open Meetings Act to discuss AFSCME-Ambulance Grievances

Motion by Larkin, seconded by Chapman, to enter into executive session under 2(c)(1) of the Illinois Open Meetings Act to discuss AFSCME-Ambulance Grievances and to take recorded minutes thereof. The motion carried by the following roll call vote: YES: Burke, Chapman, Hunter, Larkin, Maxwell and Peterson.

Insurance

III.16-0402

Employee Health Insurance Plan Overview

Mr. David Schermer of Windsor Benefit Solutions presented the committee with the Aggregate Tracking Report and Plan Year Cost as of May 2016. Mr. Schermer discussed the current cash flow position and proposed the following changes: increase in premium rates, set plan coverage at a level comparable to the Affordable Care Act, discontinuing dependent coverage but assisting employees in obtaining dependent coverage elsewhere and changing the self-funded contract. The committee requested Mr. Schermer to provide further recommendations/options in the plans current coverage level versus the minimums of the Affordable Care Act and to provide a cost comparison between the two plans utilizing the previous years data.

* The committee reviewed the self-funded contract proposals ranging from $50,000-$60,000 stop loss and an annual specific premium ranging from $293,595-$382,573. The committee also discussed the possibility of changing the plan year so as to better track costs. Motion by Larkin, seconded by Chapman to recommend to the full board of changing the plan year to July 1-June 30 and to accept the Grosvenor $60,000 Self-Funded Contract at an Annual Specific Premium of $293,595, motion carried.

The committee reviewed Benefits Buzz-Benefit tips by Consociate and TELADOC, access to a doctor through phone or video 24/7/365.

* The committee reviewed correspondence from Consociate regarding an internal audit where payments in the amount of $1,102.53 were identified as received and deposited by providers/members and funds have not yet been drawn from the account. Motion by Larkin, seconded by Peterson to authorize the release of $1,102.53 as identified in the internal audit, motion carried.

Accounting Coordinator Michelle Tweedy informed the committee the county must complete the Affordable Care Act (ACA) Application for a Transmitter Control Code to file the ACA Information Returns. The IRS highly recommends having more than one responsible official, one of which should be available on a daily basis to answer any questions. Motion by Burke, seconded by Peterson to authorize and direct Finance & Administration Chair Elizabeth Hunter to choose two responsible officials upon the review of legal counsel, motion carried.

IV.16-0403

Health Insurance Claims

* The committee reviewed the Health Insurance Funding Report reflecting outstanding health insurance claims in the amount of $689,296.45 and a cash balance of $127,314.05. The committee was informed that approximately $115, 000 in premiums would be deposited at weeks end and that the month of July is a three payroll month in which premiums will not be collected on the third pay. Motion by Chapman, seconded by Peterson, to release the June 2016 fixed costs, AIMM, April 8, 2016, claims and $63,057.01 of the April 22, 2016, claims in an amount of $242,314.05, motion carried.

Mr. Larkin left the meeting.

V.16-0404

Worker's Compensation Overview

Ms. Dottie Miles informed the committee that she was currently updating the Worker's Compensation Injury report packet and upon completion will make the packet available on the county's webpage. Ms. Miles also updated the committee on those employees currently on light duty.

VI.16-0405

Property & Liability Overview

The committee was informed there was nothing to report at this time regarding property & liability insurance.

VII.16-0406

Soliciting Insurance Bids

* The committee reviewed email correspondence from Jackson County Board Chair John S. Rendleman regarding naming of a broker of record to provide a proposal for property and liability insurance from Illinois Counties Risk Management Trust. Jackson County Board Chair John S. Rendleman informed the committee that the county's current property & liability coverage was up for renewal and that United Counties Council of Illinois (UCCI) appeared to be better off financially and was able to refund a portion of the premium to its participants, however the county needed to name a broker of record to obtain a quote. Motion by Peterson, seconded by Chapman to recommend the appointment of Snedeker Risk Management, Ltd. as broker of record for providing a property & liability proposal from Illinois Counties Risk Management Trust, motion carried.

Finance

VIII.16-0407

Jackson County Soil & Water Conservation District

Mr. Bill Stegmann and Mr. Scott Martin of Jackson County Soil & Water Conservation District provided the committee with an update on the Kinkaid Watershed Project and thanked Jackson County for its support in this endeavor.

IX.16-0408

Credit Card:

a. Jackson County Treasurer

b. Jackson County Clerk & Recorder

* Jackson County Treasurer Sharon Harris-Johnson introduced Ms. Lisa Jacquot, Deputy Treasurer to the committee. Treasurer Harris-Johnson requested authorization to enter into a one year contract with GovTech at no cost to the county to provide online property tax payment via credit and debit card. A copy of the contract is available for review in the Treasurer's Office. The Jackson County State's Attorney Office has reviewed the contract and has found all to be in order. Ms. Peterson stepped out of the meeting room. Motion by Burke, seconded by Chapman to recommend the approval of the GovTech contract. The motion carried by the following vote: YES: Burke, Chapman and Hunter NO: Maxwell ABSENT: Peterson

The committee was informed that a similar contract from the Jackson County Clerk & Recorder would be forthcoming in the very near future for their authorization.

X.16-0409

Delinquent Tax Resolution 2016-34

Ms. Peterson returned to the meeting room.

* The committee reviewed Delinquent Tax Resolution 2016-34. Motion by Chapman, seconded by Maxwell to approve Delinquent Tax Resolution 2016-34. The motion carried by the following roll call vote: YES: Burke, Chapman, Hunter, Maxwell and Peterson.

XI.16-0410

FY15 Audit Update:

a. Management Discussion & Analysis

b. Actuary Study

c. Presentation Schedule

The committee reviewed the previous years Management Discussion and Analysis and briefly discussed items to be included in the FY15 Audit. The consensus of the committee was to allow Jackson County Board Chair John S. Rendleman and Finance & Administration Committee Chair Elizabeth Hunter to revise the Management's Discussion and Analysis Financial Highlights for FY15.

The committee was informed that the county would need to engage in an actuary to provide a report on its health insurance program for FY16. The committee was informed that MWM Consulting Group provides such services as recommended by The City of Carbondale and Kerber, Eck & Braeckel. The consensus of the committee was to obtain additional quotes for consideration. FInance & Administration Committee Chair Elizabeth Hunter will inquire of who provides actuarial services from SIU-C and report her findings back to the committee.

The committee was informed that the draft FY15 Audit would be presented by Kerber, Eck & Braeckel at its July committee meeting, and the final FY15 Audit will be presented at the July County Board meeting.

XII.16-0411

FY17 Budget Preparation

The committee reviewed potential budget adoption dates and discussed how it would proceed with budget preparation. The consensus of the committee was to request the submission of all budget requests by August 1, 2016.

XIII.16-0412

Financial Statement Review

The committee reviewed the Summary Budgetary Status Report and Budgetary Worksheet as of April 30, 2016, as well as the Cash Flow Statement as of June 13, 2016.

XIV.16-0413

Monthly Claims

* The committee reviewed the May 2016 monthly claims in the amount of $294,754.73. Motion by Peterson, seconded by Chapman to approve the monthly claims in the amount of $294,754.73, motion carried.

Computing Services

XV.16-0414

Telephone RFP

Mr. Josh Barringer provided the committee with the telephone survey results in a matrices. The purpose of the matrices was to determine which features to request within the request for proposal. The current telephone contract with CTS will expire June 2017. The consensus of the committee was to authorize Finance & Administration Chair Elizabeth Hunter to recommend the features to be included within the request for proposal.

XVI.16-0415

Website Maintenance

* Mr. Josh Barringer provided the committee with a matrices outlining the various features provided with visionLive (county's webpage) editions yearly agreement. Mr. Barringer recommended the Plus Edition due to the number of site improvement credits allowed which can be banked and rolled into the new year. Finance & Administration Chair Elizabeth Hunter agreed with the recommendation because the Plus Edition would provide more areas of improvement and updates. Motion by Chapman, seconded by Peterson to recommend the visionLive editions Plus Edition yearly agreement in the amount of $10,000, motion carried.

XVII.16-0416

Clear Wave Fiber

The committee reviewed two Clearwave proposals for internet access. Finance & Administration Chair Elizabeth Hunter expressed her concern with the county's current internet access provided through the Regional Office of Education due to the financial instability of the schools due to the State budget impasse. The committee inquired as to if there were any other internet providers who might provide a proposal to consider. A verbal quote had been obtain through Mediacom, however concern was expressed as to the quality of service provided by Mediacom. A multi-year agreement will be requested from Clearwave for consideration.

XVIII.16-0417

Verizon Wireless Contract

Mr. Josh Barringer requested permission to obtain pricing from Verizon Wireless to provide WiFi devices for the Computing Services Department staff. The committee granted Mr. Barringer permission to obtain pricing for consideration.

XIX.16-0418

Technology Acceptable Use Policy

The committee reviewed a draft copy of the Technology Acceptable Use Policy. The board will be asked for their input and a legal review will be obtain on the policy before begin considered by the board in July.

Old Business

New Business

Ms. Peterson thanked all in attendance for their participation.

Adjourn

Motion by Burke, seconded by Peterson to adjourn at 7:41 p.m.