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AGENDA
Finance Committee Meeting
3:30 PM - Monday, November 21, 2016
Council Conference Room, 7th Floor, City Hall – 1055 S. Grady Way
1. 2016 RECLASSIFICATIONS - GENERAL
a) AB - 1786
2. HEALTHCARE MANAGEMENT ADMINISTRATORS CONTRACT
a) AB - 1791
3. GROUP HEALTH CONTRACT
a) AB - 1795
AB - 1786
City Council Regular Meeting - 14 Nov 2016
SUBJECT/TITLE: Reclassifications effective January 1, 2017
RECOMMENDED ACTION: Refer to Finance Committee
DEPARTMENT: Human Resources / Risk Management
STAFF CONTACT: Ellen Bradley-Mak, Administrator
EXT.: 7657
FISCAL IMPACT SUMMARY:
Department: Public Works
Division: Maintenance Services, Water Utilities
Title: Water Maintenance Services Supervisor
Current Grade: a21
New Grade: a23
Budget impact 2017: Wages $4,072; benefits $928; total: $5,000.
This salary adjustment will be effective January 1, 2017.
Department: Public Works
Division: Transportation Systems
Title: Civil Engineer III
Current Grade: a28
New Title: Principal Civil Engineer
New Grade: a32
Budget impact 2017: Wages $4,834; benefits $1,103; total: $5,937.
This reclassification and salary adjustment will be effective January 1, 2017.
Department: Human Resources & Risk Management
Title: Benefits Manager
Current Grade: m27
New Title: Human Resources Benefits Manager
New Grade: m30
Budget impact 2017: Wages $7,355; benefits $1,679; total: $9,034.
This reclassification and salary adjustment will be effective January 1, 2017.
The total 2017 budget impact of increased wages and benefits for these reclassifications and salary
adjustments is $19,971.
SUMMARY OF ACTION:
See issue paper, attached
EXHIBITS:
A. Issue paper
B. Job description: Water Utilities Maintenance Supervisor
AGENDA ITEM #1. a)
C. Job description: Principal Civil Engineer, Transportation Systems
D. Job description: Human Resources Benefits Manager
STAFF RECOMMENDATION: Approve reclassifications and salary adjustments for the Water Utilities Maintenance Supervisor and one Civil
Engineer in the Public Works Department, and the Benefits Manager in the Human Resources and Risk
Management Department. Funds to implement this recommendation are available within the departments’ 2017
budget.
AGENDA ITEM #1. a)
HUMAN RESOURCES
AND RISK MANAGEMENT
M E M O R A N D U M
DATE: October 27, 2016
TO: Randy Corman, Council President
Members of Renton City Council
VIA: Denis Law, Mayor
FROM: Ellen Bradley‐Mak, Administrator
STAFF CONTACT: Kim Gilman, HR Labor Manager
Angela Thomas, Sr. HR Analyst
SUBJECT: Issue Paper, 2016 Reclassification Requests
BACKGROUND
The AFSCME collective bargaining agreement and City Policy 320‐05, Request for
Reclassification, outline the reclassification request process for represented and non‐
represented employees. Below is an executive summary of the 2016 reclassification
process by department. Five requests were submitted to the Human Resources and Risk
Management Department and reviewed by staff.
Staff recommends that three of the five requests be approved for reclassification and/or
salary adjustment. The salary increases would be effective as of January 1, 2017. The
total cost of implementation for FY 2017 is $16,261 plus salary related benefits cost of
$3710 for a total of $19,971.
RECOMMENDATIONS BY DEPARTMENT
1. Public Works Department
Water Utility Maintenance Supervisor, grade a21:
Since the incumbent has held this position, the state has reclassified Renton’s Water
Treatment Plant to a higher level (Class 3), which resulted in a higher level of
responsibility as well as increased certification requirements for the position. There are
no other employees who are certified at this level, other than the incumbent. There is
also an issue of internal equity, as there are other supervisors in the Maintenance
Division at grade a23.
AGENDA ITEM #1. a)
Council President/Councilmembers
Issue Paper / Reclassifications
Page 2 of 2
October 27, 2016
For these reasons HRRM recommends that the position of Water Utility Maintenance
Supervisor be reclassified to a higher pay range, moving from grade a21 to a23, effective
January 1, 2017. There is one incumbent in this position.
Civil Engineer III, grade a28
The Transportation Design Manager, who manages the Civil Engineer III positions,
recommended this reclassification based on the incumbent’s higher level duties and
responsibilities. The incumbent’s job responsibilities and professional certifications,
which include a P.E. (Professional Engineer License), meet the requirements of the
Principal Civil Engineer job description, which has been vacant since 2011. Currently the
incumbent provides oversight and leadership to staff, community agencies, and multiple
outside consultants, on highly complex transportation projects in the area of design and
construction management.
For these reasons, HRRM recommends that the incumbent be reclassified to the
Principal Civil Engineer classification at the a32 salary range.
2. Human Resources and Risk Management Department
Benefits Manager, grade m27:
The Benefits Manager’s scope of responsibility has changed significantly during the past
two years. The position now supervises two positions, an HR Analyst and Risk/HR
Technician. In addition, management of the city’s Worker Compensation program was
shifted to the Benefits Manager. Additional duties supporting organizational
development and training have also been added. A review of similar positions both
internal and external to the city were examined; comparable positions were found to be
compensated at a higher level and often with the job title of Human Resources
Manager.
Because of the increased level of duties and responsibilities as well as internal and
external equity, it is our recommendation that the incumbent be reclassified to Human
Resources Benefits Manager at the m30 salary range.
FINANCIALS BY DEPARTMENT
1. Public Works Department. The total annual cost for the Public Works Department is
$10,937 including salary related benefits for 2017. The department has the ability to
absorb the increased cost in its current budget allocation.
2. Human Resources and Risk Management Department. The total annual cost for the
Human Resources and Risk Management Department for 2017 is $9,034 including salary
related benefits. The department has the ability to absorb the increased cost in its
current budget allocation.
AGENDA ITEM #1. a)
CLASS TITLE: WATER UTILITIES MAINTENANCE SUPERVISOR (03473)
FLSA STATUS: BARGAINING UNIT: PAY RANGE:
Exempt AFSCME a21
JOB SUMMARY:
Under the direction of an assigned supervisor, perform a variety of skilled mechanical
installation, maintenance and repair of pump stations, equipment and water quality
systems to assure the integrity of the City's potable water supply; operate and maintain
the City's water quality and hydraulic water systems; train, assign, supervise and evaluate
the technical work of assigned personnel; assure water quality compliance with State
water standards.
SUPERVISION:
Reports To: Water Maintenance Services Manager
Supervises: Water Quality/Treatment Plant Operators, Lead Pump Station Mechanic,
Water Utility Maintenance Technician, Water Utility Instrumentation/SCADA Technician
JOB DUTIES/RESPONSIBILITIES:
Essential Functions:
• Maintain and operate the City's water treatment and air stripping plants, to include
performing the tests required to evaluate the plant's efficiency.
• Perform a variety of skilled mechanical installation, maintenance and repair of pump
and lift stations, equipment and water quality systems to assure the integrity of the
City's potable water supply.
• Operate and maintain the City's electronic, electrical and hydraulic water systems;
maintain and repair pneumatic, hydraulic and electronic control systems, including
computer- controlled telemetry systems.
• Train, assign, supervise and evaluate the technical work of assigned personnel; inspect
work in progress and upon completion to assure compliance with work orders and
applicable laws, codes and standards; discipline personnel as appropriate according to
established policies and procedures.
• Develop weekly work schedules and priorities for assigned personnel and work
projects and special projects to be completed; enter work schedules into
department's computer system; determine and purchase needed parts and supplies.
• Maintain and repair electrical pumping equipment and solid state components; repair
hydraulic valves such as pump control valves, pressure-reducing and pressure-relief
valves and back pressure sustaining valves.
AGENDA ITEM #1. a)
Water Utility Maintenance Supervisor - Continued Page 2
• Inspect reservoir interiors and determine needed repairs and cleaning; participate in
required maintenance, repair and cleaning.
• Read and interpret mechanical, electrical and electronic blueprints, schematics and
diagrams to troubleshoot and resolve system and equipment malfunctions and
needed repairs.
• Maintain adequate inventories of parts and supplies; determine and requisition or
purchase parts and supplies according to established policies and procedures.
• Operate a variety of equipment including specialized equipment, computer, meters,
gauges, vehicles and hand and power tools.
• Install, troubleshoot, adjust and repair a wide variety of electrical, electronic,
hydraulic, mechanical and telemetry equipment including pumps, motors,
transducers, cathodic protection rectifier, emergency generators, injector pumps,
backflow prevention devices, welding equipment, meters and a variety of hand and
power tools.
• Assist supervisor with work projects as needed; manage area activities in the absence
of the supervisor; perform electrical maintenance and repair duties for other City
departments as needed.
• Respond to emergency and off-hour situations as required; administer first aid and
CPR as needed.
• Remain current with relevant technological advancements as it relates to field.
• Maintain regular, reliable, and punctual attendance; work evening and/or weekend
hours as required (overtime eligibility pursuant to collective bargaining agreement);
ability to travel as required.
Standard Functions:
• Maintain, repair and operate fluoride and chlorine feeders and systems within the
water distribution system; maintain a variety of auxiliary equipment related to
chemistry feeder systems; calibrate and calculate feed rates and monitor fluoride and
chlorine levels.
• Develop and implement a preventive maintenance program for pumping, control and
chemical devices and systems involved in water quality and the water distribution
system.
• Inspect, troubleshoot and operate cathodic protection equipment, turbidity meters,
automatic control boards and warning lights for reservoir conditions.
• Prepare and maintain a variety of records related to work performed, chemical
supplies, parts and equipment inventories, telemetry readings, water quality activities
and preventive maintenance.
• Maintain chemical storage facilities, labs and pump and lift stations in a safe, clean
and orderly condition.
• Perform traffic control duties for co-workers, other City departments and contractors
as assigned.
• Perform related duties as assigned.
AGENDA ITEM #1. a)
Water Utility Maintenance Supervisor - Continued Page 3
• May be assigned to support critical city priorities during disasters or other
emergencies.
EDUCATION, EXPERIENCE, AND LICENSE REQUIREMENTS:
• Any combination equivalent to: graduation from high school or equivalent. Minimum
of 5 year’s experience in the Water Quality Treatment Field, three year’s experience
with water lab work and Chemical Feed Systems, and One year’s supervisory
experience in Water treatment.
• Water Technology Associate degree desirable. Course work in chemistry, water
quality, water treatment classes, and lab work a plus.
• Washington State Certified Water Treatment Plant Operation III, Distribution Manager
III, Confined Space Entry, First Aid or ability to obtain within one year of appointment.
• Requires a valid Washington State driver’s license.
• Successful passing of a required background check.
KNOWLEDGE, SKILLS, AND ABILITIES REQUIREMENTS:
• Ability to:
o Perform a variety of skilled mechanical installation, maintenance and repair of
City pump and lift stations, equipment and water quality systems.
o Apply the State of Washington health regulations pertaining to drinking water.
o Run basic laboratory tests for water quality.
o Train, supervise and evaluate personnel.
o Prioritize and schedule work.
o Plan and organize work.
o Identify and resolve system and equipment malfunctions associated with
various water distribution and water quality systems.
o Sample and test water for compliance with State water quality standards.
o Perform algebraic calculations quickly and accurately.
o Inspect facilities for maintenance and repair needs and fire, safety and health
hazards.
o Estimate materials and supply needs.
o Maintain records.
o Work on elevated reservoirs.
o Respond to emergency and call-out work assignments.
o Operate a computer and any job related software.
o Maintain current knowledge of technological advances in the field.
o Analyze situations accurately and adopt an effective course of action.
o Work independently with little direction.
o Meet schedules and time lines.
o Perform heavy physical labor.
o Lift objects weighing up to 100 pounds.
o Observe legal and defensive driving practices.
o Remain current with emerging technologies as they relate to field of specialty.
AGENDA ITEM #1. a)
Water Utility Maintenance Supervisor - Continued Page 4
o Maintain regular, reliable, and punctual attendance.
• Knowledge of:
o State of Washington health regulations pertaining to drinking water.
o Principles and practices involved in the installation, diagnosis, maintenance,
repair and operation of a variety of equipment, motors and networks common
to water quality, wastewater and water distribution system.
o Principles and practices of supervision and training.
o Policies and objectives of assigned program and activities.
o Lockout/Tagout Program and Confined Space Program
o Methods, equipment and materials used in skilled hydraulic, electrical,
electronic and mechanical maintenance work.
o Water source, distribution and pumping procedures and practices.
o Telemetry system technology, operation and repair.
o Fluoridation and chlorination systems including operation, maintenance and
repair, chemical storage and control, chemistry level, dosage and rate
monitoring.
o Water quality sampling and testing techniques, procedures and practices.
o Interpersonal skills using tact, patience and courtesy.
o Operation and use of hand and power tools and equipment.
o Health and safety regulations and procedures.
o Applicable codes, ordinances and regulations.
o Technical aspects of field of specialty.
o Record keeping techniques.
o Proper lifting techniques.
WORK ENVIRONMENT/PHYSICAL DEMANDS:
Work is performed in an office environment and in the field. An incumbent will be required
to work with hazardous materials, work on elevated reservoirs, perform heavy physical labor
in all weather conditions and lift up to 100 pounds
Established Date: April 1998
Revised: May 2007, March 2012
Original Title:
AGENDA ITEM #1. a)
CLASS TITLE: PRINCIPAL CIVIL ENGINEER – TRANSPORTATION SYSTEMS DIVISION (02428)
FLSA STATUS: BARGAINING UNIT: PAY RANGE:
Exempt AFSCME a23
JOB SUMMARY:
Under the direction of an assigned supervisor, oversee the design and construction
management of complex and large scale engineering studies and projects; coordinate,
review and direct outside engineering consultants and firms on assigned projects and
studies.
Distinguishing Characteristics:
The Principal Civil Engineer – Transportation Systems Division performs complex design,
project management, reviews and signs engineering drawings as assigned and represents
the City on large‐scale projects and complex engineering reviews. This can include
coordinating, reviewing and directing other staff and/or consultants performing
construction management on complex projects. Incumbents integrate numerous
engineering and construction disciplines. Incumbents are required to exercise greater
people interaction and integrate engineering principles in creating new structures in
providing oversight and leadership over complex projects involving multiple agencies and
having considerable community impact.
SUPERVISION:
Reports To: Transportation Design Manager
Supervises: None
JOB DUTIES/RESPONSIBILITIES:
Essential Functions:
Under the direction of an assigned supervisor direct, review and provide oversight and
leadership to staff and consultants on one or more highly complex and visible
transportation projects in the area of design and construction management.
Plan and conduct large‐scale engineering studies utilizing staff from within the City or
outside consultants as necessary; develop timelines, specifications and project
objectives; monitor progress and provide periodic reports regarding assigned projects.
Develop specifications and cost estimates for bids on major projects requiring outside
consulting assistance; participate in the selection of consultants; negotiate and
monitor contracts and services of outside firms to assure compliance with
specifications, timelines and City ordinances and policies; approve payments to
AGENDA ITEM #1. a)
Principal Civil Engineer‐ Continued Page 2
contractors on major projects as appropriate and submit to superiors for final
authorization.
Provide guidance to other engineering personnel on City projects as requested;
provide project leadership as assigned on projects requiring City personnel; establish
and maintain project schedules and activities.
Provide written and verbal reports as necessary on assigned projects and contracts;
present reports to outside groups, City Council, commissions or others as requested;
maintain records for assigned activities.
Meet with City personnel as necessary on capital construction, transportation, utility
projects and studies to assure needs are being met by proposed designs and
specifications; assure proper communication at key intervals between consultants,
contractors, department heads and others.
Review complex architectural and engineering plans and drawings for major
construction projects within the City to assure compliance with City ordinances and
policies; approve plans or indicate deficiencies with corrective action guidelines.
Make complex calculations involving assigned engineering specialty including utilities,
construction, transportation and others; review calculations and designs of others to
assure conformance with City engineering standards.
Prepare and review drawings and design as necessary for major projects to lead or
assist in the overall design effort.
Prepare engineering drawings in support of technical models for permit review, in‐
house projects and project management.
Provide for and lead plan reviews for outside contractors on major projects and studies
to assure compliance of building and other construction with City codes, ordinances
and policies; inspect sites as necessary.
Standard Functions:
Perform related duties as assigned.
May be assigned to support critical city priorities during disasters or other
emergencies.
EDUCATION, EXPERIENCE, AND LICENSE REQUIREMENTS:
Requires a bachelor's degree in Civil Engineering and experience in managing complex
transportation projects (design and construction management) for at least four years.
Requires a Professional Engineer license.
Valid Washington State driver's license.
Successful passing of a required background check.
KNOWLEDGE, SKILLS, AND ABILITIES REQUIREMENTS:
Ability to:
AGENDA ITEM #1. a)
Principal Civil Engineer‐ Continued Page 3
o Ability to provide oversight of complex projects requiring integration of many
tasks, leading of multiple staff and consultants, working with the community,
and working with multiple agencies needed to make projects succeed.
o Perform difficult and complex engineering mathematical computations.
o Design and evaluate engineering projects to assure objectives and codes are
followed.
o Compile and analyze statistical and technical information, maps, research data
and other pertinent data.
o Prepare and obtain state and federal permits required for Capital Improvement
Program projects associated with field of specialty.
o Understand and follow oral and written directions.
o Communicate effectively both orally and in writing.
o Make verbal presentations and lead technical meetings.
o Meet schedules, commitments and time lines.
o Work independently with little direction.
o Plan, organize and lead complex projects involving other technical personnel.
o Interpret, apply and explain codes, rules, regulations, policies and procedures.
o Maintain records and prepare comprehensive reports.
o Establish and maintain cooperative working relationships with others.
o Operate a variety of technical and office equipment.
o Resolve conflicts in a positive manner.
o Observe legal and defensive driving practices.
Knowledge of:
o Advanced principles, practices, methods and techniques of civil engineering.
o Technical specialty within engineering discipline appropriate to assignment.
o Modern engineering methods as applied to the design, project management
and construction of public works, public utilities, transportation and general
construction.
o Applicable laws, codes, regulations, policies and procedures.
o SEPA and/or NEPA environmental review requirements associated with field of
specialty.
o Oral and written communication skills.
o Interpersonal skills using tact, patience and courtesy.
o Recording keeping techniques.
o Principles of work direction and guidance of other technical personnel on
project teams.
WORK ENVIRONMENT/PHYSICAL DEMANDS:
Work is performed in office and field environments.
Established Date: October 2007
Revised:
Original Title:
AGENDA ITEM #1. a)
Principal Civil Engineer‐ Continued Page 4
AGENDA ITEM #1. a)
CLASS TITLE: HUMAN RESOURCES BENEFITS MANAGER
FLSA STATUS: BARGAINING UNIT: PAY RANGE:
Exempt Non Represented M30
JOB SUMMARY:
Considered a working manager, oversee a workgroup or small division and direct the work
in employee benefits, including plan design, financing and administration. Develop and
administer the employee healthcare plan and other benefit programs such as deferred
compensation, flexible spending accounts, FMLA, Accommodation process under ADA,
and wellness program. Participate as co‐chair for the City in negotiating the medical
benefit plan with the bargaining units. Monitor and maintain a designated budget. Hire,
train, supervise, and evaluate the performance of assigned staff. Draft and interpret
policies and procedures, perform special projects as required. Assist in other Human
Resources work as required.
SUPERVISION:
Reports To: HRRM Administrator
Supervises: Human Resources Analyst(s), HR/Risk Technician
JOB DUTIES/RESPONSIBILITIES:
Essential Functions:
Administer the City’s health care contracts; ensure insurance carriers’ and third party
administrators’ compliance with all terms of the contracts and within state and federal
laws; negotiate or work with the broker on contract renewals as needed; ensure the
City’s benefit programs comply with all applicable state and federal legislation,
including, but not limited to, COBRA rights, HIPAA, Patient’s Bill of Rights and other
appropriate regulations.
Provide leadership for benefit program development (i.e. Employee Assistance
Program, Wellness Program, insured benefits programs, retirement programs, etc.);
develop and recommend procedures for benefit administration; evaluate, research,
and implement continual improvements as necessary. Provide ongoing strategic
planning and development to ensure best practices and cost saving strategies with the
insured benefit programs, retirement programs, and leave programs.
Plan and conduct annual Open Enrollment; prepare rates through financial modeling;
conduct “what if” rate and financial scenarios; design materials, communication
changes organizationally, and conduct special Open Enrollments as necessary; oversee
collection of changes and data input into the system; oversee eligibility updates to
vendors.
AGENDA ITEM #1. a)
Human Resources Manager ‐ Continued Page 2
Evaluate and monitor the financial performance of the healthcare plan, establish
annual rates for participation, provide employee assistance, ensure program
compliance and serve as a subject matter expert on matters related to health and
welfare benefits. Conduct research and benefit surveys, evaluate services, coverage,
and options available through insurance and investment companies to determine
which programs would best meet the needs of the City.
Recommend changes in the area of design, funding and administration of the City’s
employee self‐funded benefit program. Coordinate the activities of the Renton
Employee Healthcare Plan Board of Trustees and work with the City’s consultants to
control benefit costs. Participate in collective bargaining activities including acting as
co‐chair during negotiating the City’s medical plan with the bargaining units
Oversee administration of employee benefit plans by reviewing claims processed for
transfer of funds; adjudicate employee claim problems and assist employees with
benefit questions; interpret coverage and act as liaison between the City's insurance
broker, self‐funded Third Party Administrator (TPA) and the City regarding employee
benefits programs. Manage new employee orientation; and processing of new hire,
promotional and other human resources‐related documents on a computerized payroll
system.
Work with managers regarding a variety of employee relations issues by providing
coaching and facilitating the disciplinary process when necessary.
Facilitate City‐wide training programs focused on process improvement,
communication skills and improving workplace culture and organizational health.
Provide vendor and contract management, including vendor selection, contract
approval and contract implementation, according to City protocols and contract
obligations; audit, reconcile, and ensure timely payment of vendor invoices; oversee
eligibility; write communications to vendors and participants.
Research, draft, and update policies, procedures, programs and systems for
administrative review; respond to and answer inquiries regarding policies and
procedures, and employee benefits.
Oversee the City’s self‐funded Workers’ Compensation Program. Develop RFP’s as
necessary for the procurement of Third Party Administrators (TPA) for the program.
Coordinate with legal counsel on cases that may involve fraud or other misuse of
Workers’ Compensation funds.
Direct or provide reports on claims experience, fund performance, compliance issues,
and other relevant trends; maintain numerous reports and documents relating to
benefits, including, but not limited to employee requests for FMLA; train and update
managers and employees on revisions to the FMLA law and other employment law
matters related to benefits.
Design communication materials for benefit programs in collaboration with HR
management; oversee publication and distribution.
Coordinate FMLA, ADA, and general leave of absences in compliance with City policies
and procedures and federal and state laws. Work with employees in an interactive
manner and communicate with medical providers during the ADA process.
AGENDA ITEM #1. a)
Human Resources Manager ‐ Continued Page 3
Establish and maintain trust, confidence, and effective working relationships with co‐
workers, elected officials, managers, supervisors, employees, and the public.
Assist with the preparation of the preliminary budget for the department; develop
goals and measurements for the Benefits Division of the department.
Direct the activities of the Human Resources and Risk Management Department as
assigned in the absence of the Administrator; attend meetings on behalf of the
Administrator as assigned.
As required by the Health Insurance Portability and Accountability Act (HIPAA), serve
as the Privacy Officer responsible for developing and implementing HIPAA’s privacy
rules, developing employee training programs, publishing and distributing the privacy
notice and serving as the designated decision maker for issues and questions involving
interpretation of privacy rules, in coordination with legal counsel.
Serve as, or provide oversight to, LEOFF I Board Secretary by directing the
administration of medical claim payments, policies, and procedures; and maintain the
Medicare reports for prescription drug refunds.
Delegate/assign, prioritize, review, and ensure timely completion of duties of assigned
staff. Supervise, train, and evaluate the performance of assigned staff; interview and
select employees and recommend transfers, reassignment, termination and
disciplinary actions in accordance with City policies and procedures; plan, coordinate
and arrange for appropriate training of subordinates; resolve employee complaints
and issues.
Assure compliance with City human resources policies and procedures, and a variety of
State and federal laws concerning employment, benefits and human resources
administration.
Remain current with relevant technological advancements as it relates to field.
Maintain regular, reliable, and punctual attendance; work flexible evening and/or
weekend hours as required; ability to travel as required
Standard Functions:
Coordinate and participate in various training sessions, workshops and classes for
individuals and employee groups.
Perform related duties as assigned.
May be assigned to support critical city priorities during disasters or other
emergencies.
EDUCATION, EXPERIENCE, AND LICENSE REQUIREMENTS:
Any combination equivalent to: bachelor’s degree in business, public administration,
human resources management or related field and four years of professional
experience in administering benefit programs including experience with self‐
funded/self‐insured plans.
Successful passing of a required background check.
KNOWLEDGE, SKILLS, AND ABILITIES REQUIREMENTS:
AGENDA ITEM #1. a)
Human Resources Manager ‐ Continued Page 4
Ability to:
o Work independently and make decisions within broad guidelines.
o Train and provide work direction to others.
o Maintain the confidentiality of sensitive information.
o Provide technical and analytical information to the public, City officials and
employees regarding human resources policies, and employee benefits.
o Analyze situations accurately and adopt an effective course of action.
o Read, interpret, apply and explain rules, regulations, contract requirements,
policies and procedures.
o Communicate effectively both orally and in writing.
o Establish and maintain cooperative and effective relationships with others.
o Work confidentially with discretion.
o Negotiate and administer the medical component of labor negotiations.
o Multitask and work in an environment with frequent interruptions.
o Collect, compile, analyze and tabulate statistical data.
o Meet schedules and time lines.
o Maintain the maintenance of records.
o Prepare detailed and statistical reports.
o Remain current with emerging technologies as they relate to field of specialty.
o Maintain regular, reliable, and punctual attendance.
Knowledge of:
o Principles and practices of public human resources administration.
o Employee benefits program policies, procedures and administration.
o Self‐funded Medical/Dental/Vision plans.
o Recruitment and selection procedures.
o Research methods, data collection and sampling techniques and statistical
analysis.
o Employment and collective bargaining laws, agreements and contracts.
o Principles of training and providing work direction.
o Interviewing techniques.
o Technical functions and operations of a human resources office.
o Employment laws such as FMLA, ADA, FLSA, and Title VII issues such as sexual
harassment and discrimination.
o Supervisory techniques.
o Oral and written communication skills.
o Record‐keeping techniques.
o Interpersonal skills using tact, patience and courtesy.
WORK ENVIRONMENT/PHYSICAL DEMANDS:
Work is performed in an office environment with occasional early morning and night meetings
and subject to frequent interruptions by employees, telephone calls, and inter‐office
activities.
AGENDA ITEM #1. a)
Human Resources Manager ‐ Continued Page 5
Established Date: January 1, 2004
Revised: January 2008, October 2010, January 2012, January 2017
Original Title: Employee Benefit Analyst, Senior Employee Benefits Analyst, Benefits Program Manager, Benefits Manager, Human
Resources/Benefits Manager
AGENDA ITEM #1. a)
AB - 1791
City Council Regular Meeting - 14 Nov 2016
SUBJECT/TITLE: Renewal of HMA (Healthcare Management Administrators) contract
for 2017
RECOMMENDED ACTION: Refer to Finance Committee
DEPARTMENT: Human Resources / Risk Management
STAFF CONTACT: Ellen Bradley-Mak, Administrator
EXT.: 7657
FISCAL IMPACT SUMMARY:
Expenditure required: $232,116
Amount budgeted: $232,116
SUMMARY OF ACTION:
The fee schedule for HMA's services has been revised; the contract itself is unchanged. HMA and Envision Rx
continue to provide administrative services for the City to handle its medical, dental and prescription claims
within the city's self-funded plan. The fees include prescription services, administration of medical and dental
claims, and rights to use the Regence Preferred Provider Network, as well as utilization/large case
management, COBRA and HIPAA administration services. Funds for these services were included in the 2017
budget.
EXHIBITS:
A. Revised HMA fee schedule for 2017
STAFF RECOMMENDATION:
Approve the 2017 HMA Administrative Services Agreement and Fee Schedule for medical/dental and
prescription claims processed by HMA and Envision Rx, and authorize the Mayor and City Clerk to sign the
Agreement.
AGENDA ITEM #2. a)
HMA TPA Exhibit A Page 1 of 5 revision: 8.16.16 BB
EXHIBIT A SCHEDULE OF FEES
For
City of Renton / # 4034 5034
Contract Period: 01/01/2017 through 12/31/2017
Administrative Fees
Rates for the contracted time period apply to services administered by HMA. Fees for outside
vendors are subject to change at any time. HMA fees and commissions may remain in effect
beyond the above-stated term until changed by mutual written agreement of the parties.
Claim Administrative Fees
Fee Description
$30.45 PEPM for Medical Plan Administration
(Includes HMA Preferred with PHCS National Network, Pharmacy Interface Fee, Care
Management Base Services, Integrated Out of Pocket Maximum for PPO and Non-
qualified HDHP (currently N/A), Summary Benefit Coverage Plan Documents)
To qualify for an incentive discount, all signed documents must be received by
the November 30,2016. New PEPM with discount: $30.25
$3.25 PEPM for Dental Plan Administration
$1.50 PEPM for HMA National Dental Network Access
($1.50 PEPM in addition to the Dental Plan Administration.)
$0.65 PEPM Vision Hardware Administration
$10.00 Per Claim Medicare re-pricing fee for Kidney Dialysis benefit – only applicable if the
kidney dialysis benefit is accepted
30% of
Savings
Claims Negotiation, Hospital Bill Audit, and Out of Network Claim Re-pricing
Services as outlined in TPA Agreement Section 4 and as further defined under
Section 4(l)(xiii) of Exhibit B
27% of
Recovered
Funds
Subrogation Services as outlined in Section 4(i) of Exhibit B
The plan will receive 73% of recovered funds. Of the remaining 22% is retained
by PHIA, 5% is retained by HMA.
* In the event of litigation to enforce the Plan’s right of recovery, Phia’s fee
will increase to 33.3% and HMA shall not retain any compensation.
AGENDA ITEM #2. a)
HMA TPA Exhibit A Page 2 of 5 revision: 8.16.16 BB
External Vendor Administrative Services
Fee Description
$4.05 Envision Rx administrative fee $4.05 to Envision Rx, $0.00 to HMA
Broker Fees
Fee Description
$2,950.00 PEPM Broker Commission Fee payable to R.L. Evans
Additional Services
Accept Decline Service Description & Cost
$5.25 PEPM for Total Enroll Elite
(Only option available for Voluntary Life Administration)
$2.75 PEPM for Total Enroll
COBRA Services $1.35 PEPM
Medical/Rx Vision
Dental
FSA Administration $5.25 per enrollee per month without debit card ($500 annual
fee)
FSA Administration $6.25 per enrollee per month with debit card ($500 annual
fee)
ACA Support Services Buy Up:
Please note: clients must elect the service for 2016 tax year reporting due in
early 2017 by Aug 1, 2016
Option 1 – 1094 & 1095 Filing Service
Please refer to Engagement Letter for Specific Fees
Option 2 – Full Time Employee Tracking & Calculation
Please refer to Engagement Letter for Specific Fees
The Plan Appointed Claim Evaluator “PACE” Fiduciary Service - $2.00 PEPM
HRA Standard Benefit Design $4.00 per enrollee per month ($150.00 monthly
minimum/$500.00 Annual Fee)
QHDHP Services
$.90 per enrollee per month
AGENDA ITEM #2. a)
HMA TPA Exhibit A Page 3 of 5 revision: 8.16.16 BB
Accept Decline Service Description & Cost
PPO Integrated Out of Pocket Maximum Services
$.90 per enrollee per month
Healthcare Bluebook - $1.50 PEPM plus the cost of the Go Green to Get Green
Rewards Program. Rewards are $25 - $100 per service.
MDLive Telehealth:
Medical
$1.00 PEPM + $38 / visit
Behavioral Health
$.30 PEPM + Per visit consulting fee
Wellness Hub - $1.50 PEPM – includes a personal health assessment, individual
and company challenges, fitness device and app integration, health decision support
tools, and a customizable wellness incentive tracker.
Wellness Hub plus Lifestyle coaching- $ 4.00- includes Wellness Hub features
listed above with unlimited inbound health coaching via phone, email or video
conferencing for working on wellness goals such as stress management, tobacco
cessation, eating healthier and being more physically active.
Incentive administration- In addition to the Wellness Hub full incentive
administration support for outcomes-based incentives is available. This includes
complete administration of customized incentive campaign, including design,
creation, management, tracking and reporting is available for $100/hr.
Disease Management- $3.50 PEPM – Includes nurse coaching and outreach for six
major chronic conditions—diabetes, asthma, coronary artery disease (CAD),
congestive heart failure (CHF), chronic obstructive pulmonary disease (COPD) and
depression.
Employee Assistance Program (EAP) PEPM Check one if accepted:
$1.25 PEPM 3 session model $1.50 PEPM 4 session model
$1.75 PEPM 6 session model
24 Hour Nurse Line $0.65 PEPM
Maternity Program - $350.00 Per Case
Biometric Screening - $60.00 Per Participant (25 minimum participation)
AGENDA ITEM #2. a)
HMA TPA Exhibit A Page 4 of 5 revision: 8.16.16 BB
Plan Documents
Summary Plan Document (SPD) FEE WAIVED FOR 2016/2017 ONLY.
+ $100 Per Hour for Custom Editing (1 Hour is included)
$50 Rush Fee Applies for turnaround that is less than 7 Business Days
Summary Benefit Coverage NO COST
Actuarial Services
Part D Creditable Coverage Testing -- $385
Premium Equivalent & COBRA Rate Calculation (Medical) – Up to 3 plans, short
form $4,125
Add $500 per plan for the long form
Add $1,500 for each additional plan
Premium Equivalent & COBRA Rate Calculation (Dental) – Up to 3 plans, short
form - $1,925
Add $600 for each additional plan
Premium Equivalent & COBRA Rate Calculation (Vision) – Up to 3 plans, short
form - $1,100
Add $400 for each additional plan
IBNR Reserve Calculation Medical - $1,100 per calculation
IBNR Reserve Calculation Dental - $825 per calculation
IBNR Reserve Calculation Vision - $660 per calculation
Recommended Claims Fluctuation Reserve Calculation - $825 per calculation
Mental Health Parity Testing - $440 per plan
Section 105(h) Non-Discrimination Testing - $990 per calculation
ID recard fee $2.00 per employee (Incidental reissue no cost)
AGENDA ITEM #2. a)
HMA TPA Exhibit A Page 5 of 5 revision: 8.16.16 BB
Excess Loss Services
In compensation for the work that HMA does to support excess loss carriers, HMA receives an
administrative allowance of 2.5% from most of our preferred carriers. If you are using a non-
preferred carrier, there will be an interface fee of 3.0% of excess loss premium that is assessed to
the group in lieu of the administrative allowance. These excess loss fees will be reflected on the
invoice on a PEPM basis.
HMA reserves the right to decline to work with non-preferred excess loss carriers. If we agree to
administer a plan with an excess loss carrier that is not preferred, we will charge an interface fee of
3.0% of excess loss premium and will ask for a signed waiver of liability from the group. For
carriers where we are not an approved benefit administrator, HMA reserves the right to decline to
proceed with the approval process at our discretion.
For new groups, the interface fee for non-preferred carriers is based on the carriers projected
enrollment and premium rates.
For renewing groups, the interface fee for non-preferred carriers is calculated based on the final
stop loss renewal premium rates and enrollment for the last month of the prior contract period.
The rates are calculated as follows:
[.03 x (single Specific Stop Loss Premium Rate x single enrollment) + (family Specific Stop Loss
Premium Rate x family enrollment) + (Aggregate Stop Loss Premium Rate x total enrollment)] /
Total Enrollment
Acceptance
IN WITNESS WHEREOF, the parties have caused this Agreement to be executed by their duly
authorized representatives on the respective dates set forth below, effective as of the day and year
first above written.
City of Renton Healthcare Management Administrators, Inc.
By: By:
Name: Name:
Title: Title:
Date: Date:
AGENDA ITEM #2. a)
AB - 1795
City Council Regular Meeting - 14 Nov 2016
SUBJECT/TITLE: 2017 Group Health contract renewal for active employees and LEOFF I
RECOMMENDED ACTION: Refer to Finance Committee
DEPARTMENT: Human Resources / Risk Management
STAFF CONTACT: Ellen Bradley-Mak, Administrator
EXT.: 7657
FISCAL IMPACT SUMMARY:
Expenditure Required: $216,080
Amount Budgeted: $216,080
SUMMARY OF ACTION:
Council approval is needed for the annual renewal of Group Health Contract No. 0057500 for LEOFF I Retirees,
and Contract No. 1162600 for all active employees. The rates have increased by 4.5%; funding has been
provided for in the 2017 Budget. The revisions are applicable to both of the renewal contracts. The City
Attorney’s Office has reviewed and approved the 2017 contracts, and complete copies of the contracts are
available for review.
EXHIBITS:
A. 2017 Group Health rates confirmation for active employees
B. 2017 Group Health rates confirmation for LEOFF I retirees
C. 2017 Group Health benefits revisions
STAFF RECOMMENDATION:
Approve the annual Group Health Cooperative Medical contracts for active employees and LEOFF I retirees,
and authorize the Mayor and City Clerk to sign.
AGENDA ITEM #3. a)
526GG07-1015
Rates Confirmation
City of Renton
Effective Date 1/1/2017 thru 1/1/2018
The below rates have been quoted for the following plan(s). Please sign below to confirm rates.
Applicant further acknowledges and agrees that payment of any premium due for the coverage shall constitute applicant's acceptance of the coverage agreement issued.
Core
Group Health
Group Name City of Renton
Group Number 1162600
RQ-106738
Rates by Tier
EE $ 769.08
EE/S $ 1,941.01
EE/1C $ 1,330.73
EE/2+C $ 1,821.30
EE/S/1C $ 2,502.63
EE/S/2+C $ 2,993.18
Coverage Provided By Group Health Cooperative
This health coverage meets or exceeds the minimum essential coverage requirements and the minimum value standard for the benefits it
provides.
This outpatient prescription drug coverage meets the Medicare Part D standard for creditable coverage.
Signature __________________________________________________ Date __________________________AGENDA ITEM #3. a)
526GG07-1015
Rates Confirmation
City of Renton -LEOFF 1 Retirees
Effective Date 1/1/2017 thru 1/1/2018
The below rates have been quoted for the following plan(s). Please sign below to confirm rates.
Applicant further acknowledges and agrees that payment of any premium due for the coverage shall constitute applicant's acceptance of the coverage agreement issued.
Core
Group Health
Group Name City of Renton - Leoff I Retirees
Group Number 0057500
RQ-106739
Rates by Tier
EE $ 947.74
S $ 1,077.02
1C $ 569.08
AAC $ 762.67
Medicare Rates by Tier MedicareAB $ 545.78
Coverage Provided By Group Health Cooperative
This health coverage meets or exceeds the minimum essential coverage requirements and the minimum value standard for the benefits it
provides.
This outpatient prescription drug coverage meets the Medicare Part D standard for creditable coverage.
Signature __________________________________________________ Date __________________________
< 65 Years Old
> 65 Not Enrolled on Medicare AGENDA ITEM #3. a)
GROUP HEALTH COOPERATIVE
BENEFIT BOOKLET REVISIONS
Effective January 1, 2017
Page 1 of 4
This is the most current list of revisions; this list may be subject to change at any time.
Benefit Booklet Revision Explanation
How Covered Services Work
Accessing Care Benefits will not be denied for services performed by a registered
nurse when the service is within the scope of license and the service
is covered when performed by a doctor of medicine.
Language added in compliance with Washington state requirements.
Not a benefit change.
See page 6 of the Benefits Booklet.
Benefit Details
Acupuncture Acupuncture is limited to 12 visits per calendar year. Additional
visits are no longer available.
See page 12 of the Benefits Booklet.
Home Health Members no longer need to be homebound in order to be eligible
for coverage to receive palliative care.
This change is due to changes with Washington state requirements.
Please see page 19-20 of the Benefits Booklet.
Maternity and Pregnancy Prenatal testing for the detection of congenital and heritable
disorders is no longer covered as part of preventive care, but is
covered under the medical benefits and is subject to any applicable
plan cost shares.
Please see page 23 of the Benefits Booklet.
Mental Health The mental health benefit has been updated to explain that mental
health services to treat mental disorders are covered and that
inpatient residential treatment and partial hospitalization programs
for mental health services must be provided at a hospital or facility
that Group Health has approved. Clarification has been added to
explain chemical dependency services are subject to the chemical
dependency benefit.
Definitions have been added for mental disorders and mental health
services:
• Mental Disorders means mental disorders covered in the
most recent edition of the Diagnostic and Statistical Manual
AGENDA ITEM #3. a)
GROUP HEALTH COOPERATIVE
BENEFIT BOOKLET REVISIONS
Effective January 1, 2017
Page 2 of 4
Benefit Booklet Revision Explanation
of Mental Disorders published by the American Psychiatric
Association, except as otherwise excluded under Sections IV.
or V.
• Mental Health Services means medically necessary
outpatient services, Residential Treatment, partial
hospitalization program, and inpatient services provided by a
licensed facility or licensed providers
Please see page 24 of the Benefits Booklet.
Obesity Related Services The Obesity Related Services benefit has been updated to reflect
that preventive services related to obesity screening and counseling
are covered as preventive services.
Please see page 26 of the Benefits Booklet.
Oncology A clarification has been added to state, “See Infusion Therapy for
infused medications” under the Oncology benefit.
Please see page 26-27 of the Benefits Booklet.
Optical (vision) A clarification has been added that framed lenses for eye pathology
are covered when medically necessary.
Please see page 27 of the Benefits Booklet.
Rehabilitation and Habilitative
Care (massage, occupational,
physical and speech therapy,
pulmonary and cardiac
rehabilitation) and
Neurodevelopmental Therapy
A clarification has been added to reflect that cardiac and pulmonary
rehabilitation is subject to the rehabilitation limits.
A clarification has been made to explain services with a mental
health diagnosis are covered with no limit.
The exclusion for maintenance of a Member’s function has been
deleted in compliance with Washington state requirements.
Please see pages 30 of the Benefits Booklet.
Telehealth Telehealth has had a name change to reflect the more common term
of Telemedicine.
Revisions have also been made to reflect covered Telemedicine
services must be provided by real time audio and video
communications or time delayed transmission of medical
information between the patient at the originating site and a
provider at another location for diagnosis, consultation, or
treatment. Services must be provided by a Washington state
licensed physician.
AGENDA ITEM #3. a)
GROUP HEALTH COOPERATIVE
BENEFIT BOOKLET REVISIONS
Effective January 1, 2017
Page 3 of 4
Benefit Booklet Revision Explanation
The following has been removed from the exclusions; Telehealth
services when the originating site is not a rural health professional
shortage area as defined by the Centers for Medicare.
The following has been added to the exclusions, audio-only;
telephone; fax and e-mail.
Please see page 31 of the Benefit Booklet.
Tobacco Cessation Tobacco Cessation pharmacy products has been updated to remove
all references to member cost shares for these pharmacy products.
Tobacco cessation pharmacy products are covered with no charge to
the member.
Please see page 32 of the Benefits Booklet.
Virtual Care A new benefit has been added for coverage of Virtual Care. Covered
services include, healthcare services provided through the use of
online technology, telephonic and secure messaging of member-
initiated care from a remote location (ex. home) with a network
provider that is diagnostic and treatment focused. The member is
NOT located at a healthcare site.
These services are covered with no charge to the member.
Please see page 33 of the Benefits Booklet.
Subrogation
Subrogation and
Reimbursement Rights
In accordance with federal requirements, several of the Subrogation
provisions have been revised to include;
• The Injured person must notify Group Health within 30 days
of any claim that may give rise to a claim for subrogation or
reimbursement. The injured person will need to provide
periodic updates about any facts that may impact Group
Health’s right to reimbursement or subrogation as requested
by Group Health, and shall inform Group Health of any
settlement or other payments relating to the injured
person’s injury.
• The injured person shall provide 21 days advance notice to
Group Health before there is a disbursement of proceeds
from any settlement with a third party that may result in a
claim for subrogation or reimbursement.
• If the injured person recovers funds from any source related
to the injury or illness, the injured person agrees to hold
these funds in a trust or in a separate identifiable account
AGENDA ITEM #3. a)
GROUP HEALTH COOPERATIVE
BENEFIT BOOKLET REVISIONS
Effective January 1, 2017
Page 4 of 4
Benefit Booklet Revision Explanation
until Group Health’s subrogation and reimbursement rights
are fully determined.
• In event that the funds are not held, the funds are
recoverable even if they have been comingled with other
assets, without the need to trace funds.
• Any party who distributes funds without regard to Group
Health’s rights of subrogation or reimbursement will be
personally liable to Group Health for the amounts
distributed.
• Group Health has the right to reimbursement from any third
party settlement or lawsuit on a first dollar basis, regardless
of whether the injured person has been made whole for
their injuries. To the extent that an injured person recovers
funds from any source that in any manner relate to the
injury or illness that may result in Group Health’s right of
reimbursement or subrogation, the funds are considered a
plan asset, and the injured party is a fiduciary of the plan
with respect to the amounts recovered.
Please see pages 47 of the Benefits Booklet.
AGENDA ITEM #3. a)