From: Newcomb, Kellee

Sent: Fri Nov 21 14:56:17 2014

To: Newcomb, Kellee

Subject: 11/19/14 Trust Meeting

Importance: Normal

11/19/14 Trust Meeting

Present: randi, arlene, jeff, kelly, darla, sean, gail, cris, susan, jared

absent: gregg, debbie, molly

Call to order

time: 405 by kelly

gregg out of disrict and molly on her way.

Adoption of agenda adjust items to accommodate molly's absence. mercer budget to end of agenda.

motion: jeff

Second: susan

break for valuable resource to trust has wonderful opp in another district. great sadness for us but great joy for new journey. tukwilla lucky to have her. thankee her for 14 years of service amazing resource for the trust. suppotive tfor staff. big shoes to fill. group tallked awith her. she explained the new position. congratulated her. next week is her last week with us.

break

Approval of the minutes:

motion: jard

second: jeff

Financials

darla provided financials july-oct. reviewed highlights. things to note adjustments. talked about fluctuation. darla noted overall increase not decrease. expecting loss for november. explained why. breaking even or possible negative but where want to be. darla will provide revised.

Becker investment summary

sending for their info

JLARC

mmoly talked abou tthe peopole she met eith this morning and what they do. follow up tto senate bill 5931 a couple years agoa. health care authroity we helped with couple yeears ago. shared with them our trust info...gave info on what she provided. shared aboout trust and history and nature and how diff than others. very infomational fo rthemm they ar ebeginning their research. jared talked about innovation monies that were outlined in bill but not yet appropriated. but we would be a the top. if there was money. verty intriqued on how ours works and longevity. shared about wellness program. sean shared. work that he odes and research he compiles. fact finding on theirr paret. duty to report back tot he legislature. talked about their timing and the oic and the hca. some redundancy in learning with this group and the hca. disconnects. jareed seand and darla gave their feedback on the meeting. and gail too. tribute to the wwor of these and past trustes. for longevity.

sean emailed molly and darla budget models. costs with wea that we didnt have. now hhave. maybe do a revised budget so dont lose site thrugh the year. 35,000. will bring reevised budget to decemer. update or revised budget. sean explained. and provided baackground and reasons for the changes. they will provide info and will have as a deceember item. associated with new plan implementation. will have a better sense for tthe 215-16 budget. talked about when get data and will fee goes up. addtional servicess that mercer provies. setting up reporting with uhc and reporting back to the trust. budget is approved when start a new fiscal year when we dont have all info. work in july in august. best practice to do the revision. sean will provide to me for the groups ddiscussion. include snapshop of how it would change next year. molly said this is unussual and havent done this in the past but good practice. cognizant and took action accordingly. darla can also provide actual dollars over seveal years of what was p aid.

Open enrollment update follow-up

very busy oe. verifying all changes. 2500 to 3000 changes overall. went realtively smoothly. talked about help sessions. talked about how many or who came. metlife, grp health and uhc. provided chromebooks to help woth log in. biggest problem did not anticipate. expected lockouts in emp online issue with confusion was with change to network login. locked out of network. help desk provided assistance. will be talking to IT about that. unfortunate and frustrating. some missed out on opp to enroll in fsa. would have rather had people automatically enroll. roll over. now they have to be done one by one. jared said he didnt get any calls about it. comments were good and smooth, applauded hr and how helpful they are. thanked them. commnoications were aa lot of paper and many emails. paperless system but not really work if people dont read email. randi talked aboutt he costs this year vs. past years. talked about the primary reason regarding the need for printing. intention going forward is not to print butt is worried that people will still need paper copies. hr requesting that rust consider ooffsetting costs. darla shared 2011 costs and huge printing. 2011 trust did pay half of tthat bill. cost of doing business does not feel the trust is responsible for that susan said. jared said other districts woudl have to incur the same costs. kelly asked for the reasoning for that decisions. standard cost each year. not prepared today to take action with 2 trustees missing. would like to wait for the others. move the request to thee december meeting. talked about the addl cost of mailing. cost of 2011 1700 trust ppaid. also additional mailing and printing costs with cobra. kellee will check into minutes.

provided graph with activlyt daily that gayla provided. some employee groups had regular meetings and criss talked with them on site. cards will come out from uhc during wonter break. likely. notification will go out in hr payroll message to give number to call if they dont get their card for some reason.

she will introduce to new person. cris will move into alreneds and will hire for criss

Wellness program update

gail shared info about wellness activities in oct including walktober. increased participation. cabinet up. great success. doesnt like that vendor does not require participants to do survey in end. data. goals, lot of enthusiam

weigh in group. flu vaccine clinics loved working with visiting nurses. total of 726 shots. tthought there would be more since open to spouses, families stus, parents. have 2 ww at work, fitness classes at 10 sites. putting toghere a stress management class to help ddestress. will have 3 interns from bastyr nution will be with her for 3 weeks talked abouut their project for the students. gail talked about the book eat, move, sleep and enncouraged prins to read and adopt and share with staff. result is book being used in sslt meetings. peter scott taking on wellness at slt. want all slt to have. 8-9 hundred dolllars. can take out of her budget if trustees agree. would let people choose to read it nnot required to read it. all principals and asst principals and cabinet have and have giveen some out as incentive. gail has borrow basis for book. remaining people woudl bbe classified admin maint, admin in this bldg. kelly talked about division between prinss and others who didnt get it. marketing and recruiting tool that she used. also otheers that didnt get it and supervise members of benefit trust serves. gail would have to adjust her budget to pay. doesnt think the trustees need to vote on that. she can choose how to spend that money. group discussed this and how it could be ore peopole would want such as eea exec brd and trustees. leadership peopole in district too move the vision forward. suggestion to read it and move it forward. gails discretion ttrustees agreed.

gget what gail wants for january meeting. move everything? gail can send to them. she ggave them someting to work on and talk about and do preliminary work. worried wait uuntil jan will not hae enough time. gail passed out the info. she will send to gregg. i have for molly. homework assignment. come to dec with suggestions for big picture. gaail is trying to work with them on first think about meaning for them personally. what ddoes that mean and what will it look like. would like them to come from place of authennticiyt of what they want this to llook like. what does current issoin statement meean and look and feel like to you personally and to your family and then the palce thaat i work and then the district at large. sean said will be helpful to be specific with goals for organization and how does that sho up and how to measure that. gaill talked aabout what to see in organization that values wellness and has policies and proceduress that honor that. wellness as a value. december meeting will come preparedd to work on this. will send all to gregg with gaol to have clear vission and golaa statements for january.

Wellness program staffing

rrandi talked about briefly. molly and randi met to talk about departure of gail and when wwe will posting for filling the position. looking at gail leaving at end of school year. wannt to be thoughtful in posting process and advertising process. would like to have some overlap time. looking at positng in feb mar and will be working iwth gail on where to find replacemnet. will not be on regular job posting board. will work with sean. processs when hired gail she talked about. randi gave background. begining of converssation but will need to begin putting togher posting and job descriptions and acctivly advertiseing. interviews in late april. gail woudl like to have them in place in mayy so she can take them around and see process. etc. she and sean talked about misssion and vision and getting clear about what goals are will help with the job descripption. thinkgs to think about when crafint all the vision and mission statements. ttalked about researching other models. when hired her had to have her crate a programm which we now in place. talked about other school districts that might be diffeerent than ours. gail gave some examples and can send some links of school districcts that she looks at. over nxt moth or so of what they are doing. not any in washington. some in tacoma but soft. outside of school districts there rare a wide variety of examples sean said. not necessarily a right answer but what are the golas of the program. sean can help randi. also talked about option of using a vendor. sean talkeed about it. multiple options. randi talked about viewing small school district in oregon with sessions. also important was supt and upper level cabinet participation big aadvocates of the program.

Upcoming agenda items for December meeting

aadd hr copy paying

other

jjared will be coming off trust and appointing replacement and will come to next meetingg. arden watson who replaced john current uniserv staff.

adjournment

time: 546

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