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HomeMy WebLinkAboutItem C19 C19 BOARD OF COUNTY COMMISSIONERS COUNTY of MONROE Mayor James K.Scholl,District 3 The Florida Keys Mayor Pro Tern Michelle Lincoln,District 2 Craig Cates,District 1 David Rice,District 4 Holly Merrill Raschein,District 5 Board of County Commissioners Meeting March 25, 2025 Agenda Item Number: C 19 2023-3774 BULK ITEM: Yes DEPARTMENT: Employee Services TIME APPROXIMATE: STAFF CONTACT: Natalie Maddox N/A AGENDA ITEM WORDING: Approval of resolution establishing the annual wellness program; repealing prior resolution 440-2024 and providing for an effective date and establishing earning/reward structure. Rescinding and replacing Resolution 440-2024 approved at the November 19, 2024 board meeting. ITEM BACKGROUND: The resolution was renumbered by Monroe County Clerk of Court to Resolution 440-2024. Repealing and replacing 440-2024 approved in bulk on November 19, 2024. PREVIOUS RELEVANT BOCC ACTION: On November 19, 2024 the BOCC approved the proposed Wellness Program resolution in Bulk to be effective on November 1, 2024. INSURANCE REQUIRED: No CONTRACT/AGREEMENT CHANGES: N/A STAFF RECOMMENDATION: Approval 1373 DOCUMENTATION: Resolution 440-2024.Wellness Program and Funding.pdf Wellness Program -2025YINAL ANHI stamped.pdf FINANCIAL IMPACT: N/A 1374 RESOLUTION NO. 440 -2024 A RESOLUTION OF THE BOARD OF COUNTY COMMISSIONERS OF MONROE COUNTY, FLORIDA APPROVING AND ESTABLISHING THE ANNUAL WELLNESS PROGRAM; REPEALING PRIOR RESOLUTION NO.294-2023 AND 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 for plan participants, consisting of $100,000 at execution of the agreement, $75,000 January 2016—2018; upon execution of a renewal contract between Blue Cross Shield of Florida dated September 19, 2018, a contribution of$ 50,000 was made toward the County's wellness- related initiatives and activities for plan participants, and $50,000 was contributed January 2019 through January 2023; upon renewal of contract execution in July 2023 Blue Cross Blue Shield contributed$75,000.00 with an additional $75,000.00 each year beginning January 2024 and each year through contract period of 2028,per agreement. WHEREAS, currently, the balance of funds contributed by Florida Blue toward wellness programs shall stand at approximately $ 426,173.72 ("Wellness Fund")for 2024; and WHEREAS, the County has received the results from the personal health assessments completed by the fall 2015 through 2023 (including virtual events and excluding events cancelled due to COVID and hurricanes)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 2025,and annually through 2028 for the remainder of the current agreement with Florida Blue,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. Page 1 of 6 1375 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). All request for reimbursements must be submitted to the Employee Benefits Department no later than January 10, of each year. Virtual events do not qualify (only Monroe County In-Person participation). b. "Lunch and Learn": (Onsite or online) 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 twenty dollars ($20.00)per individual per meeting.Planned cumulative expenditure for all Lunch and Learn events is five thousand dollars ($5,000.00), and will be less if virtual. c. Wellness and Exercise Classes: (Onsite or Online) 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 Wellness and Exercise Classes each calendar year, is fifteen thousand dollars ($15,000.00) and will be less if virtual. d. Annual Health & Wellness Fair: (Onsite or Online) 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. Page 2 of 6 1376 Annually, the event will feature an in-person Health & Wellness Fair in August with health and hygiene safety precautions. Health&Wellness Fairs will feature presentations by Monroe County Employee Benefits, Florida Blue, Capital Rx, Delta Dental, VSP, Quantum (EAP), and Minnesota Life, and other relevant vendors. 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 twenty thousand dollars ($20,000),but will be less if held virtually. e. Staff will develop and deliver onsite or virtual Wellness Champion topics to plan participants. Topics will address top risk factors among participants as identified by Florida Blue. Page 3 of 6 1377 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: (Onsite or Online) Four hours of annual leave to Monroe County BOCC employees and participating Constitutional Officer(Property Appraiser, Court Administration, Land Authority, Tax Collector 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 in Year 2 (second calendar year following approval of this resolution), following the "use-it or lose-it" (forfeiture) 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 $50.00 per month ($600 per year) premium discount annually in the calendar year following submittal of a completed wellness form (due October 31 of each year). Participating employees on the High Deductible Health Plan with Health Savings Account(HDHP/HSA)will receive $600 deposited into their Health Savings Account in the calendar year following submittal of a completed wellness form (due October 31 of each year). 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 Officers) 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. 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 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 Page 4 of 6 1378 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 Fitness Center: Up to $5000.00 annually shall be planned for equipment maintenance, repair, and replenishment of fitness center supplies. The Gato Building Fitness Center will be open to health plan participants, covered spouses, and covered dependents age 18 and over. The Gato Building Fitness Center 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. Use of 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. Page 5 of 6 1379 2. Resolution No.244-2023 is inconsistent with this resolution and is repealed on October 31, 2024. 3. This resolution shall take effect on November 1, 2024, and becomes the annual program for the remainder of the current agreement with Florida Blue through 2028, or as amended by subsequent resolution. PASSED AND ADOPTED by the Board of Countv Commissioners of Monroe County Florida_at a regular meeting held on the 14th day of November,2024. Mayor James K. Scholl Yes Mayor Pro Tent Michelle Lincoln Yes Commissioner Craig Cates Yes Commissioner David Rice Yes Commissioner Holly Merrill Raschein Yes BOARD OF COUNTY COMMISSIONERS F Attest: EV� MADOK,CLERK OF MONROE COUNTY,FLORIDA q As Deputy Vlerk Ma Approved as to form and legal sufficiency: Monroe County Attorney's Office , Assistant County Attorney ..' Date: February 10,2025 pCD F Page 6 of 6 1380 RESOLUTION NO. - 2025 A RESOLUTION OF THE BOARD OF COUNTY COMMISSIONERS OF MONROE COUNTY, FLORIDA APPROVING AND ESTABLISHING THE ANNUAL WELLNESS PROGRAM; REPEALING PRIOR RESOLUTION NO.440-2024 AND PROVIDING FOR AN EFFECTIVE DATE AND ESTABLISHING EARNING/REWARD STRUCTURE. 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 for plan participants, consisting of $100,000 at execution of the agreement, $75,000 January 2016 - 2018; upon execution of a renewal contract between Blue Cross Shield of Florida dated September 19, 2018, a contribution of $50,000 was made toward the County's wellness- related initiatives and activities for plan participants, and $50,000 was contributed January 2019 through January 2023; upon renewal of contract execution in July 2023 Blue Cross Blue Shield contributed$ 75,000.00 with an additional $75,000.00 each year beginning January 2024 and each year through contract period of 2028,per agreement. WHEREAS, currently, the balance of funds contributed by Florida Blue towardwellness programs shall stand at approximately $ 426,173.72 ("Wellness Fund") for 2024; and WHEREAS, the County has received the results from the personal health assessments completed by the fall 2015 through 2023 (including virtual events and excluding events cancelled due to COVID and hurricanes) and the results indicate thatthe 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: I. In 2025, and annually through 2028 for the remainder of the current agreement with Florida Blue, 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. Purchases must be finalized within the calendar year (health plan year). 1381 Wellness Year,Earn Rewards and Reward Periods are structured as follows: Wellness Activity Earning Reward Period Period(Form &Proof of (Premium Discount or Credit,as Wellness Year Submission) applicable) 2025 11/01/2024 - 10/31/2025 01/01/2026 - 12/31/2026 2026 11/01/2025 - 10/31/2026 01/01/2027 - 12/31/2027 2027 11/01/2026 - 10/31/2027 01/01/2028 - 12/31/2028 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). All request for reimbursements must be submitted to the Employee Benefits Department no later than January 10,of each year. Virtual events do not qualify(only Monroe County In-Person participation). b. "Lunch and Learn": (Onsite or online) The County's Benefits office will be permitted to 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 twenty dollars ($20.00) per individual per meeting. Planned cumulative expenditure for all Lunch and Learn events is five thousand dollars ($5,000.00), and will be less if virtual. c. Wellness and Exercise Classes: (Onsite or Online) The County's Benefits office will be permitted to schedule wellness, exercise, and nutrition classes for employees and their dependents over age 18 covered under the County's health insurance plan. These classes will be free for attendees and the cost of conducting the classes will be paid by the Wellness Fund. 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, typically 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 Wellness and Exercise Classes each calendar year,is fifteen thousand dollars($15,000.00) and will be less if virtual. 1382 d. Annual Health & Wellness Fair: (Onsite or Online) Each year, Monroe County Benefits office will be permitted to coordinate and conduct 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. Annually, the event will feature an in-person Health & Wellness Fair, typically in August, with health and hygiene safety precautions. Health & Wellness Fairs will feature presentations by Monroe County Employee Benefits, the County's Benefits Providers such as Florida Blue, Capital Rx, Delta Dental, VSP, Quantum (EAP), and Minnesota Life, local health care providers and services, and other relevant vendors. 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 twenty thousand dollars ($20,000), but will be less if held virtually. e. Staff will be permitted to develop and deliver onsite or virtual Wellness Champion topics to plan participants. Topics will address top risk factors among participants as identified by Florida Blue. 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. 1383 Health & Wellness Rewards: g. Biometric Screenings: (Onsite or Online) Four hours of annual leave shall be allotted to Monroe County BOCC employees and participating Constitutional Officer(Property Appraiser, Court Administration, Land Authority, Tax Collector 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. Annual Leave allotted for this activity shall be deposited after April 1 each year. Florida Blue documents participation and provides confirmation data to Employee Benefits for awarding of annual leave. Employee Benefits staff then provides the list of eligible staff to the payroll department for each employer. Annual leave is distributed by each employer and is not funded by the Florida Blue annual contribution for wellness initiatives. Participation in the Monroe County Health & Wellness Program is voluntary. Earning and Reward Structure are as follows: Screening Onsite or Online Earned Reward (4 Hrs PTO) Deposit Reward(4 Hrs PTO) At Fair or Missed Fair Option August 2024/September 2024 April 2025 At Fair or Missed Fair Option August 2025/September 2025 April 2026 At Fair or Missed Fair Option August 2026/September 2026 April 2027 h. Annual Wellness Exam and Age-Appropriate Screenings: Participating employees on the traditional Health Plan will receive $50.00 per month ($600 per year) premium discount annually in the calendar year following submittal of a completed wellness form (due October 31 of each year). Participating employees on the High Deductible Health Plan with Health Savings Account(HDHP/HSA) will receive $600 deposited into their Health Savings Account in the calendar year following submittal of a completed wellness form (due October 31 of each year). 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 Officers) 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. Wellness Year, Earn Rewards and Reward Periods are structured as follows: Wellness Activity Earning Reward Period Period(Form &Proof of (Premium Discount or Credit,as Wellness Year Submission) applicable) 2025 11/01/2024 - 10/31/2025 01/01/2026 - 12/31/2026 2026 11/01/2025 - 10/31/2026 01/01/2027 - 12/31/2027 2027 11/01/2026 - 10/31/2027 01/01/2028 - 12/31/2028 Page 4 of 6 1384 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 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. Page 5 of 6 1385 Purchases of Goods: 1. Gato Building Fitness Center: Up to $5000.00 annually shall be planned for equipment maintenance, repair, and replenishment of fitness center supplies. The Gato Building Fitness Center will be open to health plan participants, covered spouses, and covered dependents age 18 and over. The Gato Building Fitness Center 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. Use of 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. Page 6 of 6 1386 2. Resolution No.440-2024 is inconsistent with this resolution and is repealed and replacedon November 1, 2024. 3. This resolution shall take effect on November 1, 2024, and becomes the annual program for the remainder of the current agreement with Florida Blue through 2028, or as amended by subsequent resolution. PASSED AND ADOPTED by the Board of County Commissioners of Monroe County, Florida, at a regular meeting held on the 25th day of March, 2025. Mayor James K. Scholl Mayor Pro Tern Michelle Lincoln Commissioner Craig Cates Commissioner David Rice Commissioner Holly Merrill Raschein (SEAL) Attest: Kevin Madok, Clerk BOARD OF(,'.'OIIN'rw,'(O^a1NIISSIONEIIS OF 1F[ONROE COUNTY,FLORIDA B), By: Nlayor As Deputy Clerk Approved as to form and legal sufficiency: Monroe County Attorney's Office Assistant County Attorney Date: March 11,2025 Page 6 of 6 1387