Resolution 242-2020 RESOLUTION NO. 242 -2020
A RESOLUTION OF THE BOARD OF COUNTY COMMISSIONERS
OF MONROE COUNTY, FLORIDA APPROVING AND
ESTABLISHING THE CALENDAR YEAR 2021 WELLNESS
PROGRAM; REPEALING PRIOR RESOLUTION NO. 267-2019 AM)
PROVIDING FOR AN EFFECTIVE DATE.
WHEREAS, beginning in 2015, the contract between Blue Cross Blue Shield of Florida
("Florida Blue")and the County,whereby Florida Blue serves as the Administrative Services Only
administrator(ASO)for the County's self-insured health insurance plan("Plan")has provided that
Florida Blue will contribute an annual amount toward the County's wellness-related initiatives and
activities, consisting of$100,000 at execution of the agreement, $75,000 on each of January 1,
2016 and January 1, 2017, with additional contributions of$50,000 on January I, 2018. Upon
execution of a renewal contract between Blue Cross Shield of Florida dated September 19, 2018
and the County, a contribution of $ 50,000 was made toward the County's wellness-related
initiatives and activities, and $50,000 was contributed January 2019 and January 2020. $50,000
is due to be contributed to the County in January of 2021, 2022 and 2023,per agreement; and
WHEREAS,currently, the balance of funds contributed by Florida Blue toward wellness
programs shall stand at approximately$ 116,992.00 ("Wellness Fund") for 2020; and
- - — WHEREAS, the County has received the results from the personal health assessments
completed by the fall 2015, 2016, 2018, 2019 health fair participants (2017 Health Fair canceled
due to Hurricane Irma), and the results indicate that the top four at-risk areas for participants are
diabetes, hypertension/cardio-pulmonary disease, cancer, and obesity; and
WHEREAS,it is in the best interests of Plan participants and the plan that Monroe County
adopt a coordinated program designed to improve and promote the health of its Plan participants
through early assessments, intervention, education, information, and incentives, particularly
targeted against the top four at-risk areas for health fair participants; and
WHEREAS, the County desires to use the Wellness Fund on the activities described
below.
NOW THEREFORE, BE IT RESOLVED BY THE BOARD OF COUNTY
COMMISSIONERS OF MONROE COUNTY, FLORIDA that:
1. In calendar year 2021,the Monroe County Wellness Program shall consist of the following
items, which shall be paid for from the Wellness Funds contributed by Florida Blue
pursuant to its contract with Monroe County and the existing Wellness Fund. All such
purchases must be finalized within calendar year 2021.
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Recurring Events:
a. Community Organized Event Reimbursement: All employees covered under the
County's health insurance plan are eligible to be reimbursed their registration fees
in an amount not to exceed one hundred dollars($100.00) annually upon
presentation of proof that the individual has registered for and has completed
community organized foot,bicycle, or swimming race that takes place in the
Florida Keys, including but not limited to marathons,triathlons, run/walkathons,
and bikeathons. Said requests for reimbursement shall be handled on a"first
come first served" basis. Planned cumulative expenditure of two thousand dollars
($2,000.00); if events are held due to COVID-l9. All request for reimbursements
must be submitted to the Employee Benefits Department no later than January 11,
2022.
b. "Lunch and Learn": (Virtually or onsite, depending upon applicable future safety
guidelines for COVID-l9) The County's Benefits office will schedule education
"lunch and learn" activities throughout the Florida Keys, twice per year, offering
presentations on a variety of wellness topics. If onsite, staff will purchase healthy
food items for consumption by active employees who attend and complete
scheduled activities. The expenditure of Wellness Funds under this resolution shall
not exceed thirteen dollars($13.00)per individual per meeting.Planned cumulative
expenditure for all Lunch and Learn events is five thousand dollars ($5,000.00);
will be less if virtual.
c. Wellness and Exercise Classes: (Virtually or onsite, depending upon applicable
future safety guidelines for COVID-19) Wellness Funds will be used to provide
free wellness, exercise, and nutrition classes for employees and their dependents
over age 18 covered under the County's health insurance plan. The classes and
events will consist of different types of wellness and exercise, including but not
limited to Yoga, Zumba and Pilates, and nutrition/healthy cooking classes. These
classes will be held at various County buildings with external instructors.
Wellness Funds will be used to compensate the instructors and purchase supplies.
The planned cumulative expenditure for Wellness Funds used on all Exercise
Classes during CY 2021 is fifteen thousand dollars($15,000);will be less if virtual.
d. Annual Health & Wellness Fair: (Virtually or onsite, depending upon applicable
future safety guidelines for COVID-19) Each year,Monroe County Benefits office
coordinates the Monroe County Health & Wellness Fair. The fair is presented in
three (3) locations (Upper, Middle and Lower Keys/Key West). Any active
employees of any of the employers participating in the Plan and their covered
dependents over age 18, retirees and their covered dependents over age 18 may
attend.
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Health Fair and Health Assessment Participation
Year Health Fair Participants Online Health Assessment
2015 335 32
2016 369 29
2017 Hurricane Irma-canceled Hurricane Irma-canceled
2018 326 17
2019 340 9
2020 will feature a first ever Virtual Health & Wellness Fair October 5, 2020 —
October 11, 2020. Presentations by Monroe County Employee Benefits, Florida
Blue, Capital Rx, Delta Dental,VSP,Quantum(EAP), and Minnesota Life will be
available to plan participants on the Monroe County website and will be accessible
24 hours per day. All presentations are less than 15 minutes. No pre-registration
will be required,but attendance will be tracked based on presentations viewed by
each individual. The online personal health assessment will provide participants
with a printed health assessment and the opportunity to voluntarily speak with a
health coach and request additional health support from the Florida Blue Next Steps
Programs. Minimum participation to be eligible for Health&Wellness prizes will
be the completion of the online health assessment and viewing the Employee
Assistance Program presentation. Wellness Funds will be used to purchase prizes
that promote healthy living (i.e., bicycles, fitness trackers, smoothie makers) for
participants who attend or participate virtually in annual Health & Wellness Fairs
and complete their Passport to Wellness/virtual minimal requirements. For
possible in-person events,there will also be a cost for the use of the facilities where
the Health& Wellness Fairs will be held in the lower, middle and upper keys and
Wellness Funds will also be used for that purpose. The planned cumulative
expenditure for Wellness Funds used on the Annual Health & Wellness Fair shall
be fifteen thousand dollars($15,000.00);but will be less if held virtually.
e. Due to the COVID-19 pandemic, the County suspended the services of Health
Designs, Inc., who provided Wellness Champion visits at various County and
Constitutional Offices and Facilities. This reduced the Wellness Program budget
expense by $45,000 annually. Due to the ongoing uncertainty of the COVID-19
pandemic, in lieu of restarting Health Designs, Inc. onsite services, staff will
themselves research and deliver onsite or virtual Wellness Champion topics to plan
participants.
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Employee Participation in Wellness Events:
f. To the extent that business operation allows, employees will be allowed to
participate in Health & Wellness events, including but not limited to Annual
Employee Health & Wellness Fairs and Lunch & Learns that are held during
scheduled work hours without the use of vacation, sick or comp time. Employees
should attend during normal scheduled work time/hours. Employees voluntarily
choosing to attend prior to or after scheduled work hours is not compensable.
Health& Wellness Rewards:
g. Biometric Screenings: (Virtually or onsite,depending upon applicable future safety
guidelines for COVID-19) Four hours of annual leave to Monroe County BOCC
employees and participating Constitutional Officer (Property Appraiser, Court
Administration, Land Authority and Clerk of Court) employees who participate in
the annual Health&Wellness Fair(minimum participation of biometrics and health
coach visit) or visit their personal physician and complete the online Personal
Health Assessment.Virtual requirements as noted in section D. Leave(above)will
be deposited the first payday in April,following the use-it or lose-it date each year.
Florida Blue documents participation and provides confirmation data to employee
benefits for awarding of annual leave. Annual leave is distributed by employer and
is not funded by the Florida Blue annual contribution for wellness initiatives.
Participation in the Monroe County Health&Wellness Program is voluntary.
h. Annual Wellness Exam and Age Appropriate Screenings: Participating employees
on the traditional Health Plan will receive $ 25.00 per month ($300 per year)
premium discount in 2022. Participating employees on the High Deductible Health
Plan with Health Savings Account(HDHP/HSA) will receive$300 deposited into
their Health Savings Account in 2022.This award is not funded by the Florida Blue
annual contribution for wellness initiatives; but is reduction in revenue of the
internal service fund and is handled as a ledger entry. To be eligible for the discount
(BOCC and participating Constitutional Officer) employees must visit their
personal physician for an annual wellness exam and obtain the required age
appropriate preventive screenings, determined by staff and specified on the
Employee Health Preventive Care — Assessment Acknowledgement Form. In
program year ending October 31,2019;480 members completed the screenings and
received the reward.
i. Traditional Health Plan: Employees paying$50.00 per month for premiums
will be reduced to$25.00 and those paying$75.00 per month for premiums
will be reduced to $50.00 per month. These discounts are administered on
the employee direct deposit pay statements or pay checks.
ii. High Deductible Health Plan with Health Savings Account (HDHP/HSA):
Employees on this plan pay zero in premiums, so a monthly discount does
not apply. Instead employees on the HDHP/HSA will receive $300
deposited into their Health Savings Account. These funds are direct
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deposited into the employee's HSA each payday by their respective
participating employer/payroll.
Employees who attest to tobacco use are included in the ability to earn the employee
health insurance premium discount (Traditional Health Plan) or contribution to
HSA(High Deductible Health Plan with Health Savings Account). To be eligible,
in addition to the age appropriate screenings required for all participants, those
attesting to tobacco use, must voluntarily participate and complete at least one
approved tobacco cessation program(programs vary in length)during the wellness
program period of the prior year (November I, 2020 — October 31, 2021) and
submit a certificate or letter of participation/completion from the facilitating
program. No-cost cessation programs are offered throughout Monroe County and
South Florida by various organizations. Employee Benefits Staff will maintain and
regularly communicate a list of approved tobacco cessation program(s).Employees
inside or outside of Monroe County who are interested in another tobacco cessation
program not listed may submit the program name and contact information in
writing to the Benefits Administrator or Employee Services Director for eligibility
review. Employees must receive approval of other tobacco cessation programs in
advance in order for participation in those programs to qualify the employee for the
premium discount or HSA deposit. Monroe County's prescription plan provider
also supports tobacco cessation and covers tobacco cessation products (patches,
gum,Rx). Employees are not limited in the number of attempts to become tobacco
free during a calendar year. Participation in wellness and cessation programs are
completely voluntary.
Purchases of Goods:
i. Gato Building Gym: Up to $5000.00 annually shall be planned for equipment
maintenance, repair, and replenishment of fitness center supplies.
Beginning November 1, 2019,the Gato Building Gym will be open to health plan
participants, spouses, and covered dependents age 18 and over. Since inception of
the gym, the facility was only available to health plan participants. This change
increases the fitness opportunities for additional covered plan participants.
In 2017, county staff was authorized to spend up to Ninety-thousand dollars ($
90,000.00) in calendar year 2017 as part of the County's Wellness Program in order to
create a gym in the Gato Building(Gato Building Gym). The Gato Building Gym shall
be open to all employees and retirees in Monroe County Board of County
Commissioners (`BOCC"), Monroe County Land Authority, and the constitutional
officers(Property Appraiser,Supervisor of Elections,Clerk of court,Tax collector and
Sheriff) who are participants in the Monroe County health plan ("Employees and
Retirees"). The County shall purchase and have ownership of the equipment. County
staff shall establish reasonable rules for use of the gym, including but not limited to
hours of operation, and may condition use of the gym on execution of documents by
the gym users waiving and releasing the County from any liability for the voluntary
activity. The Gato Fitness Center opened on May 14,2018.
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Use of 2020 Wellness Funds among categories:
j. Employee Services may reassign funds among the wellness program categories,
based on under or over utilization, in order to meet demand and manage the needs
of the specified programs.
2. Resolution No. 267-2019 is inconsistent with this resolution and is repealed on October 31,
2020.
3. This resolution shall take effect on November 1,2020.
PASSED AND ADOPTED by the Board of County Commissioners of Monroe County,
Florida,at a regular meeting of said Board held on the 16th day of September 2020.
,�,;-`;y Mayor Heather Carruthers yg5
l��t� Mayor Pro Tern Michelle Coldiron ygs
/^- f Commissioner Craig Cates
Commissioner David Rice yy,6
Commissioner Sylvia Murphy ygs
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ATTEST: BOARD OF COUNTY COMMISSIONERS
KEVIN MADOK,CI rk OF MONROE CO INTY LORIDA
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