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Special Meeting Minutes Wednesday, January 18, 2017 Board Members 2:00 PM Denny Barney, Chairman, District 1 Steve Chucri, Vice Chairman, District 2 BOARD OF SUPERVISORS Bill Gates, District 3 Maricopa County, Arizona Clint Hickman, District 4 (and the Boards of Directors of the Flood Control Steve Gallardo, District 5 District, Library District, Stadium District, Improvement Districts, Housing Authority of Maricopa County, Housing Authority of Maricopa County and/or Board of County Manager Deposit) Joy Rich Clerk of the Board "The mission of Maricopa County is Fran McCarroll to provide regional leadership and fiscally responsible, necessary Meeting Location public services to its residents so they can enjoy living in healthy Sullivan Conference Room and safe communities” 301 W. Jefferson, 10th Floor Phoenix, AZ 85003 BOARD OF SUPERVISORS The Board of Supervisors of Maricopa County, Phoenix, Arizona, convened in Informal Session at 2:00 PM on Wednesday, January 18, 2017, in the Sullivan Conference Room, 301 W. Jefferson, 10th Floor, Phoenix, AZ 85003, with the following members present: Denny Barney, Chairman, District 1; Steve Chucri, Vice Chairman, District 2; Bill Gates, Supervisor, District 3; Clint Hickman, Supervisor, District 4; Steve Gallardo, Supervisor, District 5. Also present: Fran McCarroll, Clerk of the Board; Lori Medaris, Minutes Coordinator; Joy Rich, County Manager; and Michelle Wood, Legal Counsel. 1. EXECUTIVE SESSION Vote to convene in Executive Session to consider the items on the Special Executive Agenda dated January 18, 2017, for Board of Supervisors and relevant Special Districts pursuant to the statutory authority listed for each item. Motion to approve by Supervisor Chucri, seconded by Supervisor Hickman Ayes: Barney, Chucri, Bill Gates, Hickman, Gallardo OPEN SESSION BOARD OF SUPERVISORS 2. MEDICAL, PRESCRIPTION, AND BEHAVIORAL HEALTH RATES AND PLAN CHANGES AND RATES FOR FY 2017-18 1. Approve the medical benefit plan design changes for the Employee Medical Insurance Program for the plan year from July 1, 2017 through June 30, 2018 as outlined on the attached Exhibit A. 2. Approve the prescription drug benefit plan design changes for the Employee Prescription Drug Insurance Program for the plan year from July 1, 2017 through June 30, 2018 as outlined on the attached Exhibit A. 3. Approve the Maricopa County Employee and Employer Medical Benefit rates for active employees for July 1, 2017 through June 30, 2018, as outlined on the attached Exhibit B Special Meeting Minutes Wednesday, January 18, 2017 Page 2 of 5 and authorize all necessary steps to effectuate such changes. The attached Exhibit A describes plan changes to be effective July 1, 2017. Exhibit B illustrates the monthly total cost, employee cost and employer cost for the benefit rates. Motion to approve by Supervisor Chucri, seconded by Supervisor Hickman Ayes: Barney, Chucri, Bill Gates, Hickman, Gallardo 3. DENTAL BENEFIT PLANS AND RATES FOR FY 2017-18 1. Approve the Maricopa County Employee and Employer Dental Benefit rates for active employees for July 1, 2017 through June 30, 2018 as outlined in the attached Exhibit A. 2. Under the Cigna Dental PPO Plan, approve coverage for resin composite fillings on all teeth. The attached rate Exhibit A illustrates the monthly total cost, (Employee cost and Employer cost) for the benefit rates for active employees. Motion to approve by Supervisor Chucri, seconded by Supervisor Hickman Ayes: Barney, Chucri, Bill Gates, Hickman, Gallardo 4. VISION BENEFIT RATES FOR FY 2017-18 Approve the Maricopa County Employee and Employer Vision Benefit rates for active employees for July 1, 2017 through June 30, 2018 as outlined in the attached Exhibit A and authorize all necessary modifications to the Plan documents to effectuate such changes. The attached Exhibit A illustrates the monthly total cost (Employee cost and Employer cost) for the benefit rates for active employees. Motion to approve by Supervisor Chucri, seconded by Supervisor Hickman Ayes: Barney, Chucri, Bill Gates, Hickman, Gallardo 5. VOLUNTARY INSURANCE PROGRAM RATES AND PLAN CHANGES FOR FY 2017- 18 1. Approve continuation of the Employee Flexible Spending Program for the plan year July 1, 2017 through June 30, 2018 with the following plan changes: a. Increase the Contribution limit to $2,600 for the Health Care and Limited Scope FSAs. b. Add a 2.5 month grace period to September 15 to the Dependent Care FSA. c. Change the run-out period to July 1 to November 30 for the Dependent Care FSA. 2. Approve the Maricopa County Employee Short-Term Disability Benefit rates for active employees as outlined on the attached Exhibit A. The attached Exhibit A illustrates the monthly total employee cost for the benefit rates for active employees. Motion to approve by Supervisor Chucri, seconded by Supervisor Hickman Ayes: Barney, Chucri, Bill Gates, Hickman, Gallardo Special Meeting Minutes Wednesday, January 18, 2017 Page 3 of 5 6. LIFE INSURANCE AND EMPLOYEE ASSISTANCE RATES FOR FY 2017-18 1. Approve continuation of County-sponsored basic life and AD&D insurance benefits for eligible employees for the plan year July 1, 2017 through June 30, 2018 as offered through the approved contract with Reliastar Life Insurance Company (aka ING - Serial No. 11107- S; eff. date 07/01/12), including rates as reflected on the attached Exhibit A. 2. Approve continuation of offering additional life and AD&D insurance benefits to eligible employees and dependents at employees’ sole expense for the plan year July 1, 2017 through June 30, 2018 as offered through the approved contract with Reliastar Life Insurance Company (aka ING - (Serial No. 11107-S; eff. date 07/01/12), including rates as reflected on the attached Exhibit A. 3. Approve continuation of the Employee Assistance Program (EAP) for the plan year from July 1, 2017 through June 30, 2018 as offered through the approved contract with Magellan Behavioral Health, Inc. (Serial No. 05063; eff. date 7/1/2012), including rates as reflected on the attached Exhibit A. The attached Exhibit A illustrates the monthly total cost, employee cost and employer cost for the benefit rates for active employees. For basic Life and basic AD&D benefits for employees, premium costs are paid in full by the County. For any additional coverage for employees and spouses and/or dependents, premium costs are paid in full by the employee. For COBRA beneficiaries choosing to participate in EAP, the costs will be paid by the COBRA beneficiaries. Motion to approve by Supervisor Chucri, seconded by Supervisor Hickman Ayes: Barney, Chucri, Bill Gates, Hickman, Gallardo 7. EMPLOYEE BENEFITS PLAN DOCUMENT CHANGES EFFECTIVE JULY 1, 2017 Approve the Maricopa County Benefits Plan (Seventh Amendment and Restatement) document effective July 1, 2017, attached as Exhibit A, which governs how employee health and welfare benefits (such as medical, prescription, behavioral health, etc.) are administered. This document supersedes all previous Maricopa County Benefits Plan documents. Revisions are shown in the redline of tracked changes attached as Exhibit B. The following is a summary of the substantive changes: o Update the definitions of: o “Benefits Trust” o “Board of Trustees” o “Dependent” o “Plan” o “Plan Administrator” o With Legal Separations, terminate coverage for ineligible dependents (e.g., legally separated spouse and step children) at the end of the month in which a Legal Separation is granted by a court of law. o Set the Benefits Effective Date for Elected Officials and Arizona Superior Court judges that elect to participate in the Benefit Plans to the first day of the month following date of hire or date of benefits eligibility. o Amend qualifying “Change in Status” events under the Plan to (i) include as a qualifying change an involuntary loss of other non-Plan coverage that is qualified as minimum essential coverage under the Patient Protection and Affordable Care Act, and (ii) include any other change in status authorized by the Board that does not violate Section 125 of the Code. o For Family Status Changes recorded when an employee experiences a Qualifying Event (e.g., marriage, divorce, birth of a child, gain or loss of other coverage, etc.), use the Event Special Meeting Minutes Wednesday, January 18, 2017 Page 4 of 5 Date to determine the date coverage becomes effective or date coverage ceases. When adding coverage (e.g., due to marriage, birth of a child, etc.), benefits are effective on the Event Date. When terminating coverage (e.g., due to divorce, legal separation, gain of other coverage, etc.), benefits end on the last day of the month in which the Event Date occurs. o Restate and clarify a Participant’s responsibility when experiencing a qualifying “Change in Status” by outlining action that must be taken by the Participant to add or remove coverage, and to satisfactorily validate that he (the Participant) or a Dependent experienced a qualifying “Change in Status”. If adding a Dependent to coverage, the Participant must also validate that the Dependent meets the definition of “Dependent”. o Provide an integration provision reaffirming that the benefits described in a “Summary Plan Description (SPD) are incorporated by reference in this plan document, and should any discrepancy arise between the SPD and the Plan, the terms of the Plan will control. o Remove reference to a Participant no longer having an effective Benefits Purchase Order if he ceases to participate in the Plan. Approve the Maricopa County Health Care Flexible Spending Account Plan (Fifth Amendment and Restatement) document effective July 1, 2017, attached as Exhibit C, which governs the general purpose Health Care Flexible Spending Account for reimbursement of eligible health care expenses. This document supersedes all previous Maricopa County Health Care Flexible Spending Account Plan documents. Revisions are shown in the redline of tracked changes attached as Exhibit D. Approve the Maricopa County Limited Scope Flexible Spending Account Plan (Second Amendment and Restatement) document effective July 1, 2017, attached as Exhibit E, which governs the Limited Scope Flexible Spending Account for reimbursement of eligible dental and vision expenses only. This document supersedes all previous Maricopa County Limited Scope Flexible Spending Account Plan documents. Revisions are shown in the redline of tracked changes attached as Exhibit F. Approve the Maricopa County Dependent Care Flexible Spending Account Plan (Fifth Amendment and Restatement) document effective July 1, 2017, attached as Exhibit G, which governs the reimbursement of eligible dependent care expenses. This document supersedes all previous Maricopa County Dependent Care Flexible Spending Account Plan documents. Revisions are shown in the redline of tracked changes attached as Exhibit H. The following is a summary of the substantive changes: o Add a 2.5 month grace period to September 15 to incur eligible Dependent care expenses. o Change the run-out period to November 30 to submit claims for reimbursement for eligible Dependent care expenses. The Maricopa County Benefits Plan document (Exhibit A) governs basic issues of plan eligibility, participation (enrollment), coverage, payroll withholding, and funding accounts pursuant to the Internal Revenue Code. The Flexible Spending Account documents (Exhibits C, E and G) govern the reimbursement of eligible, out-of-pocket expenses pursuant to IRS guidelines. The documents do not define specific benefit programs, which are adopted by the Board of Supervisors in separate actions. Motion to approve by Supervisor Chucri, seconded by Supervisor Hickman Ayes: Barney, Chucri, Bill Gates, Hickman, Gallardo Special Meeting Minutes Wednesday, January 18, 2017 Page 5 of 5 8. EFFECTIVE DATE OF CHIEF DEPUTY ASSESSOR SALARY The Board action relative to the salary for the Chief Deputy Assessor (C-31-17-024-6-00) did not include an effective date. The effective date is 01/02/2017. Motion to approve by Supervisor Chucri, seconded by Supervisor Hickman Ayes: Barney, Chucri, Bill Gates, Hickman, Gallardo 9. EFFECTIVE DATE OF CHIEF DEPUTY RECORDER APPOINTMENT The Board action relative to the appointment of and the salary for the Chief Deputy Recorder (C-31-17-014-9-00) did not include an effective date. The effective date is 01/02/2017. Motion to approve by Supervisor Chucri, seconded by Supervisor Hickman Ayes: Barney, Chucri, Bill Gates, Hickman, Gallardo 10. EFFECTIVE DATE OF CHIEF DEPUTY SHERIFF APPOINTMENT The Board action relative to the appointment of and the salary for the Chief Deputy Sheriff (C-31-17-013-9-00) did not include an effective date. The effective date is 01/03/2017. Motion to approve by Supervisor Chucri, seconded by Supervisor Hickman Ayes: Barney, Chucri, Bill Gates, Hickman, Gallardo 11. EFFECTIVE DATE OF CHIEF DEPUTY TREASURER APPOINTMENT The Board action relative to the appointment of and the salary for the Chief Deputy Treasurer (C-31-17-025-6-00) did not include an effective date. The effective date is 01/02/2017. Motion to approve by Supervisor Chucri, seconded by Supervisor Hickman Ayes: Barney, Chucri, Bill Gates, Hickman, Gallardo MEETING ADJOURNED There being no further business to come before the Board, the meeting was adjourned. _______________________________ Denny Barney, Chairman of the Board ATTEST: ____________________________ Fran McCarroll, Clerk of the Board