At the JLMBC s September 8, 2016 meeting, staff will present recommendations for:

Joint Labor-Management Benefits Committee COMMITTEE REPORT 16-22 Date: July 1, 2016 To: From: Subject: Joint Labor-Management Benefits Committee Staff Staff Report: Member Refunds, Wellness Program Development, and Other Updates and Informational Items JOINT LABOR-MANAGEMENT BENEFITS COMMITTEE MEMBERS: Management Wendy G. Macy, Vice-Chairperson June Gibson Tony Royster Matthew Rudnick Miguel Santana Employee Organizations Cheryl Parisi, Chairperson Paul Bechely Chris Hannan David Sanders Gregory West Recommendation That the Joint Labor Management Benefits Committee (JLMBC) receive and file the following report regarding Flex Benefits service announcements and pending projects. Discussion A. Member Refunds At its December 3, 2015 meeting, the JLMBC approved a revised employee refund implementation plan with respect to certain returned balances within the Employee Benefits Trust Fund. As previously discussed with the JLMBC, these balances total $6.6 million and are composed of the following: Employee Refund Category Explanation for Refund Amount Prudential Life Insurance Supplemental Life Surplus for final contract period ending in 2011 $ 5,459,847 Anthem HMO and PPO participant contributions $ 419,348 Delta Dental Insurance DeltaCare USA PPO and Delta Preventive Only Refunds $ 723,977 Total--> $ 6,603,172 Staff s finding was that the most equitable refund methodology would provide refunds to all individuals who made contributions to the policies during the relevant contract term of the service provider. Staff proposed, and the JLMBC adopted, a refund methodology involving the following: Calculation of each eligible member s estimated contributions as a percent of total employee contributions during the period of time that the refund amount was accrued; JOINT LABOR-MANAGEMENT BENEFITS COMMITTEE www.myflexla.com

Application of that individual percentage amount against the total employee refund amount to derive a proportional share of the refund owed to that employee; and Applicant of an interest factor to the refund amount in accordance with City policy. To execute this, a considerable amount of data mining was required involving records maintained by the Flex Benefits Program s Third-Party-Administrator (TPA). Staff members Ana Chavez and Russell Escueta reviewed and sorted the data, developed the refund calculation spreadsheets, and worked with the City Controller to identify a payday to execute the refunds. Refunds will be issued on the August 17, 2016 payday. A total of 24,057 employees will receive refunds. Of that number, approximately 16,000 will be refunded via direct deposit and 8,000 via physical checks. Prior to issuing the refunds, the Personnel Department s Administrative Services Division (ASD) will transfer funds from the Employee Benefits Trust Fund to City departments to. This will fund the payments for the departments, which will be processing the refunds from their salary accounts. A direct-mail communication regarding the refunds is scheduled to be issued to refund recipients on August 6, 2016. The communication will explain why the refunds are being issued. Staff can assist any employee unions who wish to separately communicate to their membership regarding the refunds. B. Wellness Program Update As the JLMBC is aware, earlier in 2016 the City Council authorized substitute authorities for two positions fully dedicated to the City s new Wellness Program: a Senior Personnel Analyst I and Management Analyst II. Staff has completed selection processes for both positions and those staff will begin their assignments in mid to late July. In addition, with the medical provider contracts close to completion, ongoing funding resources for the Wellness program over the next three years are now close to being finalized. Staff has already begun the process of developing proposals for moving forward with securing contracted resources for Wellness program administration. At the JLMBC s September 8, 2016 meeting, staff will present recommendations for: Procurements for Wellness-related services A multi-year budget review which will address all estimated Wellness revenues and expenditures An update on utilizing Wellness funding from Blue Shield prior year-end 2016 In addition, in concert with the Mayor s Office, the Personnel Department is working with FUSE Corps to secure a full-time Wellness development staff person from October 2

2016 through September 2017. FUSE Corps is a nonpartisan, non-profit organization focused on enabling local government to more effectively address challenges facing urban communities. FUSE partners with civic leaders to identify strategic projects and then recruits entrepreneurial professionals to serve in year-long, executive-level fellowships. Fellows work full-time within targeted issue areas such as education, health, poverty, workforce development, and the environment. FUSE Corps has posted a solicitation for this position (see Attachment A). The selected individual will work full-time onsite in the Employee Benefits Division and tasked with assisting the City in developing and implementing the Wellness program Further updates regarding the selection will be presented at the JLMBC s September 8, 2016 meeting. C. JLMBC Meeting Calendar Following is a list of agenda topics for upcoming JLMBC meetings: JLMBC UPCOMING MEETING CALENDAR MEETING DATE 4-Aug-16 AGENDA TOPICS Administrative Issues JLMBC Report: Open Enrollment & Communications Update JLMBC Report: Monthly Update 2017 Open Enrollment Campaign Overview 1-Sep-16 Administrative Issues Benefit Service Provider Presentation: Managed Health Network (Employee Assistance Program) JLMBC Report: Wellness Program Update JLMBC Report: Monthly Update 6-Oct-16 Administrative Issues Benefit Service Provider Presentation: TBD Review Final Draft Request for Proposal Flex Benefits Third- Party-Administrator JLMBC Report: Wellness Program Update JLMBC Report: Monthly Update 3-Nov-16 Administrative Issues Benefit Service Provider Presentation: TBD JLMBC Report: Wellness Program Update 3

JLMBC Report: Monthly Update 1-Dec-16 Administrative Issues Benefit Service Provider Presentation: TBD Election of 2017 Chairperson and Vice Chairperson JLMBC Report: Wellness Program Update JLMBC Report: Monthly Update D. Staffing and Subcommittee Assignments Following is a summary of staff positions supporting the Flex Benefits Program: Personnel Position Authority Staff Member Function Est. Percent Allocated to Employee Benefits Chief Personnel Analyst Steven Montagna Division Chief 60% Senior Personnel Analyst II Ana Chavez Section Manager 100% Senior Personnel Analyst I Vacant TPA/Payroll/Kaiser 100% Senior Personnel Analyst I Maria Koo Communications/Audits/COBRA 100% Senior Personnel Analyst I Neil Malabuyoc Wellness Program Coordinator 100% Management Analyst II Russell Escueta Administration/Budget/Blue Shield 100% Management Analyst II Helen Georgeson Participant Services/JLMBC 100% Management Analyst II Theodore Vasquez Wellness Program Assistant 100% Benefits Specialist Adriana Beltran-Herrera Supervisor-Member Services Section 100% Senior Administrative Clerk Vacant Member Services Rep: N-V 100% Senior Administrative Clerk Mayra Martinez Member Services Rep: A-F 100% Senior Administrative Clerk Elvira Mendez Member Services Rep: G-I / K-M 100% Administrative Clerk Maria Lopez Member Services Rep: J, W, Z, Sworn 100% City Attorney Assistant City Attorney Curtis Kidder Board Counsel 25% Submitted by: Russell Escueta Reviewed by: Ana Chavez Approved by: Steven Montagna 4

BECOME A FUSE FELLOW: EXPERIENCED LEADERSHIP FOR CIVIC INNOVATION FUSE Corps is a nonpartisan, nonprofit organization that enables local government to more effectively address the biggest challenges facing urban communities. FUSE partners with civic leaders to identify strategic projects and then recruits entrepreneurial professionals to serve in year-long, executive-level fellowships. Fellows work full-time within targeted issue areas such as education, health, poverty, workforce development, and the environment. A SUCCESSFUL FUSE FELLOW Brings 15+ years of professional experience to the FUSE project. Develops high-impact solutions to complex challenges that cities are struggling to address. Creates a strategic vision and turns it into actionable roadmaps to achieve measurable impact. Establishes and maintains strong relationships with a diverse array of stakeholders to build a bench of champions and supporters. Inspires civic leaders to reimagine what s possible in local government. FUSE Corps has provided me with an incredible opportunity to utilize my extensive private sector and public sector experiences to create meaningful impact for the city and citizens of Fresno. That opportunity along with the immense support from FUSE and similar, service-minded individuals with strong private sector backgrounds are what inspired me to become a Fellow. IRENE HSIEH, 2015-2016 FUSE Fellow, City of Fresno FUSE PROGRAM KEY ELEMENTS LEADERSHIP TRAINING with a focus on humancentered design, change management, adaptive leadership, and more. EXECUTIVE COACHING from experienced coaches who are available to advise Fellows and support their professional development. PEER SUPPORT from similarly experienced leaders working on projects across the country. NETWORKING OPPORTUNITIES with FUSE s national community of alumni, business executives, philanthropic partners, and civic innovation leaders. APPLY TO BECOME A FELLOW http://fuse.force.com/careers For more information: Nora Rosenthal, Program Manager nora@fusecorps.org 855-687-9905 www.fusecorps.org

Our Fellows have brought innovative thinking and executive-level experience to help us find strategic solutions to some of our City s pressing challenges. We are excited to continue our partnership with FUSE Corps because of the incredible return on investment. EDWIN M. LEE, Mayor, City and County of San Francisco RECENT FUSE FELLOWS AND THEIR PROJECTS FACILITATING PUBLIC-PRIVATE FINANCING IN SAN FRANCISCO Rebecca Foster worked in investment banking within the public infrastructure group at Goldman Sachs before serving as a Fellow within the Office of the San Francisco Mayor. She launched Pay for Success as a tool to scale up preventative services in workforce development, housing and public health. Post Fellowship Rebecca continues to work in the City of San Francisco as the Mayor s Director of Social Impact Investment. MAKING LOS ANGELES A MORE LIVABLE CITY Mark Anthony Thomas had over a decade of leadership experience in the creative and media sector before becoming a FUSE Fellow. Mark was hired to help improve city livability by addressing complex challenges in relation to the elimination of blight throughout the City of Los Angeles. Mark helped develop the Improving Livability in Los Angeles report which was unanimously approved by the City Council and has resulted in a number of high-impact initiatives being carried out. Post Fellowship Mark continues to serve in the City of Los Angeles as the Director of the Mayor s Operations Innovations Team. ESTABLISHING CITYWIDE GATEWAYS TO CITIZENSHIP Alex Castillo is a brand management and development executive with significant experience in global consumer products and filmed entertainment. The Los Angeles Public Library hired Alex to align immigrant resources across all branch locations to support the nearly 800,000 area residents who are eligible for citizenship. Alex s efforts will help establish the LA Public Library as a trusted resource for those pursuing citizenship in Los Angeles. BUILDING A STRATEGIC MARKETING FUNCTION Patti Birbiglia worked as a marketing executive with over fifteen years of experience leading branding, marketing and strategy both inside Fortune 100 companies and as a consultant. The San Francisco Department of Public Health hired Patti to develop and implement a strategy to better connect community members with the wide array of exceptional services available to them, including the new Zuckerberg San Francisco General Hospital and the San Francisco Health Network. LEVERAGING OPEN DATA FOR LAW ENFORCEMENT REFORM Sundeep Pattem is as an experienced data scientist with a focus on achieving social impact. Before becoming a FUSE Fellow with the California Department of Justice in 2015, Sundeep developed solutions for challenging problems in healthcare, education and energy sustainability. As a FUSE Fellow, Sundeep played an integral role in the launch of Open Justice 2.0 a public database that publishes California s criminal justice data and now works on efforts to develop modern data policies. APPLICATION & SELECTION TIMELINE JUNE JULY 2016 JUNE JULY 2016 JULY AUGUST 2016 AUGUST 2016 SEPTEMBER 2016 SEPTEMBER 26, 2016 Apply Online: Project-specific applications open in June. A general application is available year-round. Phone Interview: Strong applicants are invited to a phone interview. Skype Interview: Successful phone interview candidates progress to a Skype interview with FUSE leadership. In-Person Interview: Finalists interview with the government agency hosting the project and have a chance to meet with former FUSE Fellows. Fellow Selection: Fellows for the 2016-17 cohort are selected. Fellowship Year Begins: Fellows kick off the year as a cohort at a week-long orientation and training in San Francisco. APPLY TO BECOME A FELLOW http://fuse.force.com/careers For more information: Nora Rosenthal, Program Manager nora@fusecorps.org 855-687-9905 www.fusecorps.org

2016FUSECorps CityofLosAngeles PersonnelDepartment PromotingEmployeeWellnessStrategiestoImprove Health&Performance Page1of4 PromotingEmployeeWellnessStrategiestoImproveHealth&Performance LosAngelesPersonnelDepartment LosAngeles,CA PROJECTCONTEXT PrivatecompaniesandpublicMsectoragenciesareincreasinglyfocusedonpromotinghealthylifestyle practicesandacultureofwellnessamongtheiremployees.theprevalenceofchronicdiseasesdueto lifestylechoicesandbehaviors,theincreasedincidenceofstressandmentalhealthconditions,andthe rapidriseofhealthcarecostshaveallledemployerstorealizetheimportanceofsupportingthehealth oftheiremployeesmoreholistically.workerswhoarestrugglingwithhealthandmentalconditionsare lessproductiveandlesssatisfiedwiththeirworkandtheirlives.itistothebenefitofboththeemployer andemployeetopromotehealthyattitudesandbehaviors. TheCityofLosAngeles,likemanycities,hasasignificantportionofitsworkforcethatsuffersfrom chronicconditionssuchasheartdisease,diabetes,hypertension,obesityanddepression.these conditionscanbeprevented,mitigatedormanagedwithexercise,betternutrition,smokingcessation andstressmanagement.tohelppromotethesehealthylifestylechoicesandachieveitsgoalsof creatingahealthier,happierworkforcethatismoreproductiveandcostefficient,thecity spersonnel DepartmentisimplementingaWellnessProgrambeginningwiththe24,000membersofitsFlex BenefitsProgram. ThepromotionofwellnessandhealthylifestylechoicesinacoordinatedwayisnewfortheCityofLos Angeles,andachievingsuchamassiveculturechangewillbeachallenge.Establishingtherightbalance ofencouragement,educationandincentiveswillbeimportant.additionally,themeasurementof outcomeswillbecrucialtounderstandingwhichactivitiesaresuccessfulandshouldbeexpandedand whicharenot.thecityoflosangelesispartneringwithfusecorpstohostanexecutivemlevelfellow foroneyearwhocanhelpfurtherdevelopthewellnessprogramandaccelerateimplementation. Ultimately,theFellowwillplayasignificantroleinhelpingtensofthousandsofCityemployeesfind waystoembraceahealthierlifestyleandimprovetheirphysicalandmentalwellmbeing.andgiventhat thecityoflosangelesisoneofthelargestemployersintheregionaswellasoneofthemostpopulous citiesinamerica,thisprojecthasthepotentialtodevelopreplicableinnovationsthatwillinspireother publicandprivateemployerstopursuesimilareffortsonalocal,nationalandevenaglobalbasis. ROLEDESCRIPTION StartinginSeptember2016,theFellowwillbeginbygettinguptospeedontheCity scurrentactivities thateitherdirectlyorindirectlypromotewellness,includingunderstandinghowthoseprogramsare communicatedtoemployees.thefellowwillinterviewstakeholderstounderstandtheirperspectives andbegintoformacoordinatedandexpandedstrategyformovingforward.thefellowwillalso conductasurveyofbestpracticesbeingusedinothercitiesthroughoutthecountryandbyprivatem sectorcompanies. Withthisbackgroundandknowledge,theFellowwillthenworkwithCitystaffandcontracted consultantstofurtherdevelopandimplementtheemergingwellnessprogram.thefellowwillassistin

definingthekeymessagesanddevelopingamarketingandcommunicationsprogramtodisseminate information.thisworkwilllikelyinvolvecontractingwithanexternalprovidertohelpdevelopa commonwebplatformtohighlightservicesoffered;designaneffectivecommunicationscampaign;and provideinmpersonresourcesforeducation,workshopsandonemonmonemeetings.thefellowwillalso assiststaffmembersinusingexistingresourcesfromboththecityandfromitshealthservices providers.thefellowwillhelpdevelopaninternalwellnessadvocacyandadvisorycouncilthatincludes departmentalhumanresourceliaisons,labororganizationrepresentativesandinterestedemployee wellness champions tosupporttheprogramandassistinpromotingitacrosstheagencies. Inaddition,theFellowwillassistindevelopingandrefiningsuccessmetrics;creatingthemechanisms forcollectingandanalyzingdata;andestablishinganoutcomesmbased,iterativeprocessforcreatingand buildinguponsuccess.specifically,thefellowwillexamineexactlywhatbehaviorsthecityistryingto change,howitisgoingaboutdoingitandhowsuccessfulitis.crucialtothisprocesswillbecreatingthe infrastructuretoobtainthenecessarydata,whichwillinvolveworkingcloselywithhealthplansaswell ascreatinginternaldatacollectionprocesses.anevidencembasedprogramwillensurethattheinitiative issustainableandachievessignificantchangesinbehaviorsandhealthoutcomes. PROSPECTIVERESPONSIBILITIES Understand)the)current)program)and)players) Getuptospeedonthecurrentactivitiesaround wellnessbeingdeliveredbythecityandalloftheplayersinvolved.conductinterviewswith stakeholderstogatherinformationandunderstandvariousperspectives.begintoformulatea visionofhowtoachievebehavioralandculturalchangesthatleadtoimprovedwellnessand healthoutcomes.researchthebestpracticesofothercitiesandprivatemsectororganizations throughoutthecountry. Support)development)of))communications,)marketing)and)engagement)campaigns) Workwith staffmembersacrossthecity,stakeholderssuchasemployeesthemselves,andexternal contractorstosupportdevelopmentofcommunications,marketingandengagementcampaigns thatraiseawarenessaboutthewellnessprogramandengagethemembershiponthetopicsof healthychoicesandbehaviorsforoverallwellmbeingandsatisfaction.usethecampaigntowin overskepticalemployeesandpromoteanewcultureofwellnessthroughoutcitydepartments. Educateemployeessothattheyfeelthattheiremployerisatrustedallyintheirjourney towardsimprovedhealth. Develop)health)and)wellness)activities)and)projects) Conductmeetings,seminarsandfairs; developwebportals,electroniccommunicationsandprintedmaterials;andhostwebinarsand onlinevideostodisseminateinformationaboutthewellnessprogram.assistinchoosinganinm personeducational/counselingserviceprovidertoworkwithcitytohelpachievethegoalof creatingacultureofwellness. Create)a)plan)for)data)collection)and)measurement) Researchandidentifyconcretewaysto gatherdataandinformationthatcanbeusedtomeasuresuccessandpositiveoutcomes.work withhealthplanstoprovidedataandcreateinternaldatacollectionprocesses.createasystem foridentifyingwhichactivitiesandprojectsyieldthebestresultsandwhichfallshort,andthen 2016FUSECorps CityofLosAngeles PersonnelDepartment PromotingEmployeeWellnessStrategiestoImprove Health&Performance Page2of4

modifytheprogramaccordingly. KEYSTAKEHOLDERS GregoryDion,Assistant)General)Manager,)Personnel)Department,)City)of)Los)Angeles,will supervisethefellowandserveastheexecutivechampiontoensurethatthisprojectachieves itsfullpotentialforimpact. StevenMontagna,Employee)Benefits)Division)Chief,)Personnel)Department,)City)of)Los)Angeles, willworkdirectlywiththefellowonadaymtomdaybasistosupportandoverseeprogresstoward goals. MarkThomas,Director)of)the)Mayor s)operations)innovation)team,)office)of)mayor)eric) GarcettiandotherleaderswithintheOfficeoftheMayorwillprovideadditionalsupportand advicetoensurethatthisprojectissuccessfullyalignedwithrelatedcitywideinitiatives.) QUALIFICATIONS Atleast15yearsofprofessionalexperienceinarelevantfield,particularlywithabackgroundin changemanagement,programmanagement,communicationsandmarketing,healthcare and/ordataanalysis. Abilitytoquicklygetuptospeedoncomplexissuesandorganizations.Superiorcriticalthinking andanalyticalskills.abilitytosynthesizecomplexinformationintoclearandconcise recommendations. StrongrecordofsuccessengagingavarietyofcrossMsectorstakeholdersandmanagingcrossM functionalteams.abilitytorelatetoawidevarietyofdiverseaudienceswithvaryinggoalsand motivesusingstrongemotionalintelligenceandempathy.trackrecordofsuccessfullybuilding andsustainingrelationships,particularlybetweenthepublicandprivatesectors. Exceptionalwrittenandverbalcommunicationskillsandeasewithpublicpresentations. Experiencecreatingcommunicationsandmarketingmaterials. SelfMmotivated,goalMoriented,entrepreneurialleaderwhoisanindependentworker, resourcefulincomingupwithnovelsolutionstocomplexproblems,persistentinobtaining information,andabletocreatedirectionandmovementwithinpotentiallyambiguous environments. Flexibility,adaptability,persistence,humility,inclusivityandsensitivitytoculturaldifferences. 2016FUSECorps CityofLosAngeles PersonnelDepartment PromotingEmployeeWellnessStrategiestoImprove Health&Performance Page3of4

TOAPPLY Visithttp://fuse.force.com/Careersandclickthelinkforthisroletouploadaresumeandcomplete theonlineapplicationquestionsinlieuofacoverletter.theapplicationprocesswillallowyouto indicateinterestinmorethanonefellowshipopportunity.youonlyneedtosubmitone application.interestedcandidatesareencouragedtoapplyassoonaspossible,asselectionswillbe madeonarollingbasisandspecificopportunitiesmayclosequickly. Thisroleofferstheopportunitytoworkfulltimefor12monthsasanindependentcontractorof FUSECorpswithanannualstipendof$90,000paidthroughmonthlyinstallments. TheFUSEFellowshipisanequalopportunityprogramwithacorevalueofincorporatingdiverse perspectives.westronglyencouragecandidatesfromallbackgroundstoapply. 2016FUSECorps CityofLosAngeles PersonnelDepartment PromotingEmployeeWellnessStrategiestoImprove Health&Performance Page4of4