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Home My WebLink About12/08/2011 - Workshop Agenda Packet - City CouncilTable of Contents Agenda 2 Workshop No. 4 - CVB Audit Update and Progress Report Coversheet revised 5 Workshop No. 5 - 2012 Health Plan Coversheet revised 6 Cost Projections 7 1 Mayor Nancy Berry Mayor Pro Tem Dave Ruesink City Manager David Neeley Council members Blanche Brick Jess Fields Karl Mooney Katy-Marie Lyles Julie Schultz Agenda College Station City Council Workshop Meeting Thursday, December 08,2011 2:30 p.m. City Hall Council Chambers, 1101 Texas Avenue College Station, Texas 1. Reception to honor service award recipients and Employee of the Year nominees. 2. Presentation of service awards for employees with 20 and more years of service, recognition of Employee of the Year nominees, and announcement of Employee of the Year. 3. Presentation, possible action, and discussion on items listed on the consent agenda. 4. Presentation, possible action, and discussion regarding an update provided by the Convention and Visitors Bureau (CVB) on the progress made since the recent CVB Audit. 5. Presentation, possible action, and discussion on an overview of the employee benefits plan. 6. Council Calendar December 9-1 0 Christmas at the Creek, Wolf Pen Creek Park December 15 Groundwater Conservation District Board Meeting in Council Chambers at 3:00 p.m. December 15 Planning & Zoning Commission Meeting in Council Chambers at 6:00 p.m. December 23 City Offices Closed for Christmas - HOLIDAY December 26 City Offices Closed for Christmas- HOLIDAY January 2 City Offices Closed for New Years- HOLIDAY 7. Presentation, possible action, and discussion on future agenda items: A Council Member may inquire about a subject for which notice has not been given. A statement of specific factual information or the recitation of existing policy may be given. Any deliberation shall be limited to a proposal to place the subject on an agenda for a subsequent meeting. 8. Discussion, review and possible action regarding the following meetings: Animal Shelter Board, Arts Council of the Brazos Valley, Audit Committee, Bicycle, Pedestrian, and Greenways Advisory Board, Brazos County Health Dept., Brazos Valley Council of Governments, Brazos Valley Wide Area Communications Task Force, BVSWMA, BVWACS, Cemetery Committee, Code Review Committee, Convention & Visitors Bureau, Design Review Board, Historic Preservation Committee, Interfaith Dialogue Association, Intergovernmental Committee, Joint Relief Funding Review Committee, Landmark Page 12 City Council Workshop Meeting Thursday, December 8, 201 1 Commission, Library Board, Metropolitan Planning Organization, National League of Cities, Outside Agency Funding Review, Parks and Recreation Board, Planning and Zoning Commission, Research Valley Partnership, Regional Transportation Committee for Council of Governments, Signature Event Task Force, Sister City Association, TAMU Student Senate, Texas Municipal League, Transportation Committee, Zoning Board ofAdjustments, (Notice of Agendas posted on City Hall bulletin board). 9. Executive Session will immediately follow the workshop meeting in the Administrative Conference Room. Consultation with Attorney {Gov't Code Section 551.071 1; possible action. The City Council may seek advice from its attorney regarding a pending or contemplated litigation subject or settlement offer or attorney-client privileged information. Litigation is an ongoing process and questions may arise as to a litigation tactic or settlement offer, which needs to be discussed with the City Council. Upon occasion the City Council may need information from its attorney as to the status of a pending or contemplated litigation subject or settlement offer or attorney-client privileged information. After executive session discussion, any final action or vote taken will be in public. The following subject(s) may be discussed: Litigation a. City of Bryan's application with TCEQ for water & sewer permits in WestsideJHighway 60 area, near Brushy Water Supply Corporation to decertify City of College Station and certify City of Bryan b. Rachel Rahn v. Alma Martinez, The Arkitex Studio, Inc. et al, cause No. 09-000656-CV361 c. Chavers et a1 v. Tyrone Morrow et al, No. 10-20792; Chavers v. Randall Hall et al, Case No. 10 CV- 3922 d. College Station v. Star Insurance Co., Civil Action No. 4:ll-CV-02023 e. Woodruff v. College Station, Cause No. 10-0005 15-CV-272 f. Ongoing criminal investigation of municipal court missing hnds g. Legal issues related to Public Works' employee complaint h. Shirley Maguire and Holly Maguire vs. City of College Station, Cause No. 1 1-00251 6-CV-272, In the 272nd District Court of Brazos County, Texas Legal Advice a. Legal issues regarding possible revenue sharing and legislation in bio-corridor 10. Adjourn. APPROVED: City Manager Notice is hereby given that a Workshop Meeting of the City Council of the City of College Station, Texas will be held on the 8th day of December, 201 1 at 2:30 pm in the City Hall Council Chambers, 1101 Texas Avenue, College Station, Texas. The following subjects will be discussed, to wit: See Agenda Posted-this 2nd day of December, 201 1 at 5.00 pm d city Secretary - City Council Workshop Meeting Thursday, December 8, 20 1 1 Page 13 I, the undersigned, do hereby certify that the above Notice of Meeting of the Governing Body of the City of College Station, Texas, is a true and correct copy of said Notice and that I posted a true and correct copy of said notice on the bulletin board at City Hall, 1101 Texas Avenue, in College Station, Texas, and the City's website, www.cstx.gov . The Agenda and Notice are readily accessible to the general public at all times. Said Notice and Agenda were posted on December 2, 201 1 at 5:00 pm and remained so posted continuously for at least 72 hours proceeding the scheduled time of said meeting. This public notice was removed fiom the official board at the College Station City Hall on the following date and time: by Dated this day of ,2011. CITY OF COLLEGE STATION, TEXAS BY Subscribed and sworn to before me on this the day of , Notary Public - Brazos County, Texas My commission expires: This building is wheelchair accessible. Handicap parking spaces are available. Any request for sign interpretive service must be made 48 hours before the meeting. To make arrangements call (979) 764-3517 or (TDD) 1-800-735-2989. Agendas may be viewed on www.cstx.gov. Council meetings are broadcast live on Cable Access Channel 19. December 8, 2011 Workshop Agenda Item No. 4 CVB Audit Update and Progress Report To: David Neeley, City Manager From: Frank Simpson, Deputy City Manager Agenda Caption: Presentation, possible action, and discussion regarding an update provided by the Convention and Visitors Bureau (CVB) on the progress made since the recent CVB Audit. Relationship to Strategic Goals: I. Financially Sustainable City Recommendation: Staff recommends that Council receive the presentation and provide feedback and/or direction. Summary: A recent audit of the CVB conducted by the City’s Internal Auditor resulted in a number of findings that needed to be promptly corrected. Following the Council’s acceptance of the Audit Report, numerous changes were immediately proposed and implemented within the CVB including adoption of a CVB employee handbook, and redefined economic development impact reporting, etc. The CVB’s Executive Director, Shannon Overby, will present to the Council further details of the CVB’s progress and efforts to correct those audit findings. Budget & Financial Summary: N/A 5 December 8, 2011 Workshop Agenda Item No. 5 2012 Health Plan Claims Expenditures January 1, 2012 – December 31, 2012 To: David Neeley, City Manager From: Alison Pond, Human Resources Director Agenda Caption: Presentation, possible action, and discussion on an overview of the employee benefits plan. Recommendation(s): Staff recommends Council receive this presentation. Summary: The City of College Station’s health plan is self-insured. The current health insurance program is administered by Blue Cross and Blue Shield. Being self- insured, the City also purchases stop loss (reinsurance) to limit the risk of the cost of high dollar claims. The 2012 plan year projected costs are based on a monthly average of 840 employees, retirees and COBRA participants on the plan. This represents a cost to the City of approximately $807 per employee per month, or $9684 per employee per year. Claims projections include a 9% increase over 2011, which trends with the national average. Administrative fees for health insurance are just under 3% higher than 2011. Budget and Financial Summary: Funds are available and budgeted in the employee benefits fund. Attachments: 1. 2012 Cost Projections 6 Executive Summary Projected Program Costs for Claims and Administrative Fees 01-01-2012 to 12-31-2012 Average Monthly Employees on Health Plan 840 Administration PEPM*Annual Expense Medical (including wellness)$38.54 388,483$ Dental $3.72 37,498$ Pharmacy $0.00 -$ EAP $1.35 13,608$ Specific Stop Loss $49.48 498,758$ Aggregate Stop Loss $5.37 54,130$ Basic Life Insurance rate = .009% payroll volume 85,544$ Basic AD&D rate = .003% payroll volume 28,515$ Flexible Spending Acct**5.50$ 19,800$ Other Admin 100$ Total Fixed Costs $111.75 1,126,436$ Claims PEPM*Annual Expense Medical $515.68 $5,198,034.00 Dental $47.91 $482,891.00 Pharmacy (Opt 1 & 2)$131.73 $1,327,825.00 Total Claims $695.31 $7,008,750.00 Total Projected Cost $807.06 $8,135,185.80 *Per Employee Per Month **Based on a projected 300 employees participating 7