"Meeting Minutes Template Name of team"
Name of team: Employee Benefits Review Task Force Meeting Notes – Thursday, January 11, 2007 Date of Meeting: Thursday, January 11, 2007 – Commissioner of the Revenue’s Conference Room Notes Prepared By: Millicent Gallagher 1. Purpose of Meeting Introductions, determination of format, designation of officers, sharing of objectives and background information 2. Attendance at Meeting Name Name Paulette Braithwaite -Vice Chair City Employee – General Paul Lanteigne City Employee – Public Safety Bill DeSteph Virginia Beach City Council Bill Lechler – Not Present Business owner Harry Diezel Virginia Beach City Council Bob Schleh - Chairman Subject matter expert Norrie Hoff Business owner Susie Walston City Employee – Subject matter expert Glenn Huff - Not Present Business owner Kerry Jordan Subject matter expert - Millicent Gallagher Recorder – Human Business Resources Staff Support Attendance at Meeting Name Name Mary Hancock Media & Communications Fagan Stackhouse Department of Human Group Resources Rod Ingram City Attorney’s Office Jaime Tyler City Attorney’s Office Diane Roche Media & Communications Group 3. Agenda 1. Introductions 2. Housekeeping items: • officers • quorum • meeting style 3. New Business: • task force background • resolution • resource notebook • FOIA • Conflict of Interest • overview of benefits • objectives/process • assignments 4. Close of Meeting 1 Name of team: Employee Benefits Review Task Force Meeting Notes – Thursday, January 11, 2007 4. Meeting Notes, Decisions, Issues The Task Force made the following decisions: • Bob Schleh will serve as Chairman, Paulette Braithwaite as Vice-Chairperson and Millicent Gallagher as recorder/Secretary for the Task Force. • The task force will meet every Thursday from 3:00-5:00 p.m. and the location will be determined. Susie Walston will advise on the meeting place. • A quorum will consist of no fewer than 5 members or 50% of the Task Force to hold a meeting and make decisions. The style will be informal and not specifically follow Robert’s Rules of Order. • It was decided that a facilitator was not needed at this time but the topic will be revisited in the future. • Councilman DeSteph provided information on the resolution and the formation of the task force. He indicated that the Task Force will make recommendation(s) to City Council on benefits for future city employees. This recommendation will be based in part on comparisons of benefit packages of private and other public organizations. • Susie Walston reviewed the resource notebook’s contents and advised the task force of several individuals who are available as staff resources on certain areas: Catherine Whitesell, Director of Management Services; David Hansen, Chief of Finance and Technology; Fagan Stackhouse, Director of Human Resources and Patti Phillips, Director of Finance. • Public Policy Attorney Rod Ingram advised the task force of the state law regarding Freedom of Information Act (FOIA) requests and rules for holding a meeting. He indicated that if three or more members discuss task force related information it constitutes a meeting and is subject to FOIA. If an unscheduled meeting is to be held notification must be made to the City Attorney’s Office so proper notification can be disseminated. Any emails regarding task force information is subject to FOIA. FOIA requests do not need to be made in writing; anyone making such a request should be directed to the City Attorney’s office or if requests are made to a task force member that member should contact the City Attorney’s office immediately to ensure the 5-day rule of compliance is met. • Mr. Ingram also addressed the Conflict of Interests Act. The Act addresses Task Force members’ personal interests in transactions of the Task Force, such as votes on its recommendations to City Council. Some members of the Task Force are City employees, the Task Force will examine employee benefits, and a change in benefits for current employees would effect City employees, including those who are Task Force members. The Task Force itself, however, is not empowered to change employee benefits. The Task Force is only making recommendations to City Council, which City Council may accept, reject, or modify. Accordingly, it is not reasonably foreseeable that the Task Force’s transactions will result in the Task Force members who are City employees receiving a direct or indirect financial benefit or detriment. Accordingly, the Act provides that Task Force members may participate in the Task Force’s transactions without restriction, even if a Task Force member (or an immediate family member) is a City employee. Mr. Ingram also noted that the members who are City employees had publicly disclosed their employment at the beginning of the meeting, and their employment would be reflected in the minutes. 2 Name of team: Employee Benefits Review Task Force Meeting Notes – Thursday, January 11, 2007 • Councilman Diezel raised the issue of retiree health care rates and GASB 45 implications. Councilman DeSteph requested that Jaime Tyler draft a resolution for City Council to expand the scope of the task force. Susie Walston suggested that the City’s benefits consultants from William Mercer attend a future meeting to present information on retiree rates and GASB implications. The Task Force agreed with this and Susie will follow up with Mercer. • Paulette Braithwaite raised the issue as to how other employees should address questions to this group. Councilman Diezel suggested the Member Advisory Council and will look into the feasibility of that option. This issue will be addressed at the next meeting. The need for a spokesperson and preparation of outgoing communications and responses was also discussed. A member of the Media & Communications Group agreed to lead a discussion on this topic during the next meeting. • Bob Schleh recommended comparing City benefits to survey results covering both the public and private sector and offered to obtain copies of a recent survey offered through the International Foundation of Employee Benefit Plans. The Task Force agreed with this recommendation. Susie indicated that her budget would cover the cost of the surveys. Kerry Jordan provided a copy of a survey of retiree benefits that will also be used. 5. Assignments Action Assigned To Notes Modify resolution to expand Task Jaime Tyler Modification will be sent to task Force duties to review and present force for review recommendations regarding benefits to current & future retirees and the overall sustainability of City retiree health benefits 2006 Employee Benefits Survey Bob Schleh Bob will obtain and will be reimbursed by the City Spokesperson selection Group Topic will be discussed at next meeting Media & Communications will provide Diane Roche & Mary information on how to address Hancock questions prior to spokesperson being named Meeting locations Susie Walston Update of task force contact Millicent Gallagher information Mercer Human Resources Consulting Susie Walston briefing on GASB-45 & retiree health care 6. Next Meeting DATE TIME LOCATION RECORDER January 18, 2007 3:00-5:00 p.m. Bldg 1, room 234 Millicent Gallagher Agenda: • Housekeeping Items o Review and approve agenda o Review and approve meeting minutes 3 Name of team: Employee Benefits Review Task Force Meeting Notes – Thursday, January 11, 2007 • Current Business o Public input and communications for Task Force Services available through Member Advisory Council – Harry Diezel Communications Support and Spokesperson duties – Media & Communications (Diane Roche, Mary Hancock) Spokesperson selection o Retiree Benefits Review draft resolution to amend Task Force duties Schedule & content of Mercer presentation – Susie Walston Review retiree survey data – Kerry Jordan Next Steps o Active Benefits Review 2006 Employee Benefits Survey – Bob Schleh Next Steps • New Business Wednesday, January 17, 2007 Meeting adjourned: 5:10 p.m. mrg 4