Transcripts For SFGTV Treasure Island Development Authority 81016 20160812

There were two really Awesome Community events that happened on the island last week. One was the annual National Night out the lead organizer being mark connors, but i will say that it really showcases strong a community really exist on Treasure Island is all the various entities including the tiger woods of course as was the villages and charities and partnerships and job court and everyone came together and the Police Officers as well, Fire Department and everybody really come together to support the Community Safety and Community Building Aspect National mike out represents. Then, we also on saturday at the annual backtoschool backpack get giveaway and that the lead organizer for that this year was Justice Christiana from the ymca who did an awesome job. That was supported also by Catholic Charities Treasure Island Home Development initiative, and we got the y got a donation for the backpacks and we got us donation for the School District for all the School Supplies and the of center was there to promote their programs for the youth on the island. Of course, the y after school and was there in the Treasure Island parent counsel was involved in both events which is residents from the island while playing a leadership role for families on the island. They participated both in National Night out and also organizing the backpack giveaway. Its everybody really working together i think to build a stronger Treasure Island community and also its of aspects whether the Community Safety, or education, and supporting youth and families on the island so just want to share that piece of good news with you. Thank you so much. Its really wonderful to hear about those activities particularly building the spirit in the community ill say your staff is real big part in leading that kind of relationships. Thank you. Are there any other comments from the public . Yes. Hearing none,yes i just want to thank everybody unfortunately i to work that night but ive heard great things about it. I guess on a sadderwhatever note this was mark connors last year doing it. Hes been doing it for years and years so i just wanted to put out a thank you to mark and thank you. And the community and staff thank you, cheryl, for your leadership on Treasure Island. We also want to congratulate and thank mark connor. Overly, some of you residents will step up and try to keep this going because this is very important in it shows the community at large. Treasure island in San Francisco that there is still stability on the island and this kind of activity helps join hands the quality of life of the residence. For us, also, we need to extend our gratitude and thanks to San Francisco. I know personally the superintendent does this kind of thing all over San Francisco. Hes making it a point to be supportive of organizations likeand so to extend the reach of the unified School District. Its very well noted so thank you for your leadership. Hearing no other comments, report by the Treasure Island director item number three, report by Treasure Island director thank you, shelley and mark mentioned those two big events that we had last week. We will be having a stewardship day on saturday, august 20 coming up as well. This is been helping in organizing is coming from the department of environment, peter rasco, whose presented to you before on abbott it management plan. There will be trying to attack some of the invasive plants along the beach area. It will be 101 pm and inviting the community to come out and be a part of it. Gloves, tools, water will be provided. The this last july 3031st was another successful Treasure Island fleet on the great lawn. At the end of this month, 27th28 will be the last Treasure Island flea on the west side of the island. Starting in september they will be relocating to a new location on the east side of the island. As we prepare to move forward without demolition. On august 16, the navy will be having an event on the island to name new vessel after four first San Francisco supervisor harvey milk. That will be the morning of tuesday, august 16. Also, the department of environment will be conducting a workshop next week with our landscapers, i landscape contact with a con, as well as dpw. The developer staff, on cities integrated Pest Management program and ordinance. To help bring all of this up to date on those programs and requirements. The tida staff and pic staff will be meeting later this week with sfmta eight to begin planning for impact on muni Treasure Island 2025. Locations. As we start moving into construction and how we will move those stops as we move through the construction. There was also a meeting held last week with San Francisco dem, fire and police. To brief them on the upcoming opening of the ramps, westbound ramps, and what those traffic changes will have on the island. This last month, we also submitted reports to the state department of Public Health. Complying with Drinking Water permit provisions. When we transferred the property from the navy to tida in may of 2015, California Department of Public Health asked for us on our new permit to conduct a number of surveys of the existing infrastructure and provide documentation of Standard Operating Procedures and other response plans. The grocery store. Work week continues on the relocation there. Those are sent out to residents that there been a begin this week to start relocating materials from the existing store location to the new location on avenue h. Next week from tuesday until sunday, the existing location will be closed. The market at the main entrance will remain open. And beginning on monday the 22nd, the new location the market will be open in its new location and should be fully operational by monday the 29th. In terms of construction, the demolition of structures on why vi is complete. Fences were going up this week around the star barracks. With additional area around the grocery store, and other facilities, to go up around september 1. The developer is also in the process of bidding the utility and roadway work along the corridor as well as a package to preserve and relocate some of the trees that are in the first subphase of construction. There are also moving forward to begin planning for the next subphase of work and is soliciting engineering subconsultants for that stage to work that will be along the southern waterfront including the areas around hangers to and hangers three. That we are next application that will come to us next year. Finally, the work is beginning this month to excavate a number of small areas along the western area of the residential neighborhood and these are very small excavations that will take half a dayone day each to complete. So they will excavate it, take their clearance sampling, backfill the sites and residents should see very little disturbance or interruption from that work. Theyre also doing work in the howard court area which is an area that has been not available for leasing since the navy first transfer the property to us but theyre in the process of beating those buildings in that area prior to the demolition and getting cleanup done in that area. So, that was the activities happening in my report this month. Thank you. Commissioners stephen any comments . Yes, some questions. Where are we with the rich grants opening. At . I knew it was slated to be in september and what are we doing. Its a big event so how is the planning and who is there . Whatwhat role do we need to play . The sf cta is taking the lead on the planning. It still tentatively scheduled for friday, september 23 and probably the confirming that around 1 september and sending out flyers and information to the general public. Yes because we want to make sure people are invited and are we actually make publicity. This is a major major grant yes. The sf cta has been coordinating with the Mayors Office on the planning and scheduling of that, as well as Monitoring Progress of the work to make sure everything will be in place for the ramp at that time the debit dedication of the naval vessel on tuesday for late harvey milk good what time is that . I believe that that 10 am. But i will make sure to give all of you the information on. That certainly is something to celebrate that the navy itself is naming a ship after a gay supervisor. Thats quite wonderful news. Okay. Other comments from the public . Im sorry. Just one question on the. He said the utility work on why vi will be did object to the puc have any of that or is it it out on every phase . All of the new infrastructure will be bid out by the developer for construction. All of the design is it is being reviewed with sf puc and to be providing some of the inspection services, but in terms of the Construction Contracting itll all be bid out in every phase . Yes the one element that can be constructed by the city is the Wastewater Treatment plant itself. That will likely that will be bid out as well but did out by the qc rather than the developer. Thats on why vi also . Thats on Treasure Island and that will be probably in construction around 2019 or that timeframe okay. Is there any Public Comment on the directors report . Next item please item number 40 medications from and received by tida. It was medications from the navy. Also several [inaudible] and newsletters Media Publications among others. Directors any questions on the communications . Any Public Comment . If not, next item item number five, ongoing business by board of directors. Betwixt directors . Directors any ongoing business . Yes, mark i just want to make another comment about the part which has been going wonderfully. Its not quite completed yet but i assume when it is fully done we will have some sort of celebratory event, but as is right now, its pretty great. Lots of people, lots of dogs and lots of neighbors getting to know one another. So its a great. I just want to thank the staff are all their work and certainly, the people at jon stewarts. Great thank you so, thanks and when will the official opening be . We are looking later this month to try and schedule something to we dont have a date set yet but we will as mark indicated, when work is comfy we will have a evening opening gettogether for residents and dogs. Yes, great, wonderful. I just did want to correct the event on tuesday is at 2 pm. Not 10 am. Sorry. Thank you. Lets see. Item number six, consent agenda. [reading ordinance] moved we have a motion seconds all those in favor say, aye [chorus of ayes] opposed . The ayes have it. Next item, please next item, please item number seven authorizing Treasure Island directors to submit resolutions of intent. [reading ordinance] thank you germans and members of the board. So, we are at that point where we completed our work with our consultants and prepared to move these formations forward. Just wanted to bring it up one more time to see if you have any questions and seek your approval to move forward with the formation process. Again, under the dda and financing plan, the developer treasure on Community Development to finance and construct. Public and private improvements on the island. The city is to provide Public Finance for the reimbursement of eligible island wide public improvements delivered by the developer. Including forming and infrastructure financing district or districts, and Community Facilities district or districts to reimburse qualified project cost. Some of these list here are some of the examples of what are considered island wide cost. The geotechnical Land Preparation of Sea Level Rise protection causeway improvements, utilities, water reservoirs, parks, open space, rightsofway, very facilities, police and fire facilities aand the related Design Engineering Construction Management permits and fees for these improvements. So, the resolutions of intent represents the first step in the formation process for either a cfd or ifd. Again, these are separate formations but were moving them forth in parallel to simplify the conversation around them and the process of them. On august 29 of this month, along with the office of Public Finance, we will be presenting on the resolutions of intent to the Capital Planning committee. Again, the Capital Planning committee is a city body makeup of the directors of the major capital departments as well as the penn comptroller, the president of the board of supervisors. And mayors budget staff they review all bond measures and financing measures before they go forward to the board of supervisors as well as oversee the cities year capital plan. Following approval of the resolutions of intent by the board of supervisors, there will be a public hearing held on on a formation and then a separate vote for each district of the qualified electors before the board of supervisors would officially take action to form the districts. The qualified electors for these formations are the Property Owners within the districts tida and Treasure Island Community Development. On the ira ft there are as we discussed previously, multiple models within state legislation now for financing the infrastructure financing district. The format we will be moving forward under his infrastructure and revitalization financing district and i are ft. Our reasons for doing that include ir ft has greater flexibility and provides preferable government and administrative requirements. The other models. Most important, our development will be taking place over a 20 year that give or take the ir ft allows for multiple project areas, each with their own unique time limits for the collection of tax increment. And permits post formation and annexation into the ir ft. So, our initial formation of the ir ft will cover the initial sub phases on why vi on Treasure Island and as we move forward with subsequent subways as we can continue to add to those districts. The ir ft, again, caps the property tax increment of the 1 property tax that will flow to the city and county. Under the financing plan roughly 57 of the total tax increment coming out of the cities share of just under 65 would be committed to the pop project financing and the ir ft in terms of facilities of communitywide significance is pretty strict. It does require useful life of 15 years or more. But, most importantly, compared with cfd, we can utilize these funds to finance Affordable Housing and 17. 5 of the total funds generated by the ir ft are committed to the development of Affordable Housing. Also, worth noting the ira ft cannot finance services. So, this is the areas over which we are forming the ir fts. Again, as i indicated the initial surveys area on your bubbling up island and Treasure Island and excludes all of the properties that will be owned by tida. So the Public Properties will not be taxed and so they would not be tax increment flowing from them into the district but it does cover all the Development Parcels in those first two districts and as you can see from the color coding on the map, we are proposing five separate project areas which would provide us with five separate tax increment clocks or windows of collection. Within the district so that each area as it is developed, we will start the collection of tax increment rather than having to start with the initial properties which are expected to be goes on Treasure Island while the properties onim sorry starting with the initial properties on the euro buena island or the properties on Treasure Island not yet improved and therefore are not generating substantial tax increment yet. The Community Facilities district is a supplemental tax that will be applied to the Properties Within the district. It again will fund eligible infrastructure expenses with the life of five years or more. It can finance services and maintenance activities and is expected to be our longterm source of revenue for parks and maintenance open space maintenance. Further financing plan the first 42 years are dedicated to the reimbursement of eligible expenses by tic be on infrastructure and public facilities, and then we will continue to collect revenues from the cfd to establish a capital reserve for Sea Level Rise adaptations. Then, when the adequate reserves have been established, we will convert the cfd to a maintenance cfd for the ongoing parks and open space maintenance. This little washed out on this diagram, but the initial parcels over which the cfd is going to be formed are just those parcels on you or your book buena island. But all of Treasure Island is identified as future annexation act areas and as the properties on Treasure Island are improved , then they will be incorporated into the cfd so that the supplemental tax can be collected to help fund both the infrastructure reimbursements and the parks and open space maintenance. So, here we are. Weve had the included the formation timeline in prior presentations now, as we are moving to the Third Quarter of 2016. We are ready to submit the resolutions of intent to the board of supervisors. We will schedule public hearings later this fall and validate the voting pool is moving into the Fourth Quarter to we will hold those public hearings and have the election of the qualified electors before submitting the resolutions of formation to the board of supervisors. Then, after the formation is complete, we will want to take the formation to a judge for judicial validation before we move forward with the bond issuance is. So, as i mentioned earlier, we be presenting at the end of this month to Capital Planning committee the intent to introduce it when the board reconvenes and hopefully be scheduled a committee in september with approval in october holding a public hearing and the election prior to your and. Then taking the resolution of formation back to the board of supervisors. In parallel, we are continuing to work with the Mayors Office of housing and working group of city departments the office of Public Finance, mayors budget staff and comptroller on additional revenues to close the gap on Affordable Housing financing and hope to be able to come back with some progress on that arena in the coming months. So, ill open up for questions you may have. Thank you. Comments, questions from the commissioners . Think you mr. Beck for your work on this. I know you have taken this assignment from the word go and rallying around all the stakeholders to get this far. Thank you. This is very significant. Here we are. In agreeing to move forward with the formation of the cfd and irf to get either question for you. I know you have listed all the projected [inaudible] qualified island wide cost. One in particular has to do with facilities and the infrastructure. Again, talking about only the cfd because the cfd has restrictions. They cannot provide for substitutes but what if we decide just like the last meeting, that we needed eight Community Facility and the Community Facility with residents and the board decide to issue part of the mixeduse on that structure. Is it legal . Again, try to find how we can fund here, use this to fund here that you can ask the attorney under that scenario, can we then on the cfd am a use, allocate, some of those funds for this Community Facility . Because is island wide benefits. The only thing is where its going to be located i need to help you decide that. Yesterday under the Development Agreement, there is a body of facilities and infrastructure that key icd has been obligated to develop and deliver to us. Including that is the Community Facilitys plan and to meet facilities obligations, which does include like a description of a Community Meeting Space Program space. It is a little icon that is one of the areas that was not highly fleshed out in the Community Facilities obligations and it may be incorporated into building one. It may be incorporated into another project. But generally speaking, the parameters of the facility but tic be, are obligated to deliver are laid out in the dda and the accompanying plans. Then, the revenues from the ifd and the cfd are committed to reimbursing tic be for those eligible costs with the recognition that if the cost end up exceeding the amount of Public Financing that comes from the ifd and cfd, then thats an element of risk that tic be theirs. On the flipside, to the extent they are reimbursed for those eligible costs, and there are remainder revenues collected under the ifd or cfd, then those are billable to the city to use for any eligible costs. So, we are that is one potential down the road source to help out with you forever housing gap as an example good so, to answer your question, to the extent of what we are trying to accomplish this within a larger framework of the infrastructure plan and community the silly spring, those are costs that we could ask key icd or program to deliver and be reimbursed for, but they kind of have first claim to the that is from these , the city. The city if the puc brinsons, decided they wanted to bring in some other facilities that didnt directly serve the island, then that would be something we would not be able to fund with this okay. Im interested again i asked that question because im going to be looking at this again. Again how we can think outside the box and how we can work [inaudible] into trying to or something we can do actually for the structure. The other question that i have has to do with the formation. You did mention the formation election has to go to the judge. After the judge, looking at the process good so the board of supervisors will vote at a public hearing and after that it goes to a judge for the formation election. Is that the next step . No. The next up after the public hearing is an election by the Property Owners within the district. That again is absolutely gobbled that i question. Than the board of supervisors after the election of the board of supervisors passes a resolution of formation, and when the city has completed all of the steps to move forward with the formation, thats when we would take the completed formation package to a court for validation did for the public year because of the next ups for this particular question, for the Property Owners to hold election and scheduled, what are we talking about their . When would this happen . That would probably happen in the november or early december time frame. Of this year . Yes. Then the proper outreach good im sure well have the opportunity to talk about that because the Property Owners and how we deem that that will be great. Okay. Then, last question. Right now, you mentioned there is this ongoing dialogue with the Mayors Office of housing, of public funds, trying to get the funding. We just want to make sure that the tiedye project is promised. I know there are lot of projects in the pipeline but hours has been in the pipeline now for decades. Some of these other ones that are coming out, yes, everybody can justify it for theirs. But i would like for us to really be able to. We have to go there in by those to those meetings we can justify that ours should be in the pipeline for such a long time and some of the ones we note that are coming into the pipeline we can ask questions good outcome theyre jumping and we are still here. So, please, keep us advised of how that is going and even to get us a list of what is being funded now citywide and we would be able to look at that and maybe see if they can stake in the tiedye project should i think this is very significant for us. Yes. We had another good meeting last week with tiedye and Mayors Office of housing. Starting the process of really looking at those first 710 projects and when we will, and the projections for the pace at which tax increment will start to accrue to identify both our project generated Funding Sources as well as what supplemental sources of funding we may be looking at. The Mayors Office of housing to help provide. And when we be able to move forward with each project. The good news is that tentatively, we are looking at starting to fund predevelopment for the first two projects in the next fiscal years budget. So in fiscal year 18 budget. That would allow us to move forward with the first project beginning in 2018. And the following project probably in 2020 timeframe. But we will, as we continue with that work, we will ask the Mayors Office of housing to come and help present to the board on the schedule for our projects and also that so you can ask questions about where we fit in the broader citywide contacted thank you, sir. Thank you. Thank you for the presentation. Just a quick question. You said sub phases will be added into the irs the. Does that also then take one of supervisor approval or once we had the whole package approved, we can add at will . Yes. The irs dnc of the our little bit different. But in both cases the board of supervisors will be the governing body of the district. But for the irs the, as long as the properties can be annexed theres a petition from all of the Property Owners that would be annexed. And no other parameters of the district were changing were being modified, then, that would be an automatic annexation there were not require supervisors approval. Under the cfd legislation, and action by the board of supervisors would be required each Time Properties are annexed. Then, looking at that cfd, would be less often because it looks like its larger chunks . The cfd right now is actually being formed over fewer properties then the irs the. But, yes, that would be it would require multiple annexations, but again, as long as we are timing its well, all of the properties are commonly held by tida and pic to get it should be relatively simple process to administer. I guess a little concerned at the board of supervisors gets some whatever holdups the process. Yes. The irs the, again, is the pledge of tax increment. So, i think on that one to the extent there was concerned that the board of supervisors might not want to continue the pledge of tax increment, that one is supposed to be automatic. It would be this cfd or supplemental taxes being applied but presumably the board would support additional revenues coming to the project that would not otherwise accrue to the city. But, but for the formation of the cfd. Okay, thank you mr. Beck, i have a question in terms of the public hearing after the introduction of the resolutions of intent by the board of supervisors supervisor, are those public hearings here at the tida board words that at the board of supervisors . They would be at the board of supervisors thank you. My question is about the Affordable Housing if you could elaborate about that because certainly, tida has an obligation to finance and build Affordable Housing. That is something which we want to do in the city wants to do. Can you tell us the amount that is being set aside of these tax increment for Affordable Housing . 17. 5 . Can you tell us how we have arrived at that 17. 5 . That figure was stipulated in the financing plan. That figure comes to us from the 2011 dda and financing plan. That was the figure that was settled upon when we moved from redevelopment Public Financing to the our ird or ifd Public Financing model. As we discussed previously, because of particularly in escalation and construction prices, and the loss of some revenue streams, we do have a significant gap in the Affordable Housing financing. We have completed an update of the fiscal analysis that was done, which looks at the total general Fund Revenues flowing to the project and the additional general Fund Obligation but that that the city will incur because they will be higher level of police and fire staffing on the island and so forth. There are other revenues that are currently going to flow from the project area to the city. Most notably as we discussed previously the Motor Vehicle license fee and the remaining 8 in tax increment, and those are the primary sources. We are looking to first as potentially being able to to dedicate to Affordable Housing. But we need to fully work that throw with the Controllers Office and mayors budget staff before we are able to conclude whether or not or in what form, we might be able to commit those revenues when will we have a plan for the Affordable Housing financing . I know this discussion is going on right now but when the staff expect to bring to this board a plan for the financing of Affordable Housing and send it [inaudible] well would like to achieve . And sums up percentage were pursuing the 17. 2 affordable and as i mentioned last month, the good news is we can deliver that number of units on only 17 of the 20 parcels that are available to us. So, we do have the opportunity that we can move beyond 27. 2 but that would require potentially additional environmental work at the time we move forward with the deponent of those last three parcels. So that we could potentially achieve percentages as high as 30 or greater but we want to be modifying develop its agreements with key icd to develop to meet that we would be taking it upon our own obligation to do the additional Environmental Assessment if required to increase the number of total units developed. So, but right now the base within the 8000 unit approved project, within four days on 27. 2, and we are working with tiedyed communities economics and bond Worth Consulting program a parcel by parcel how many units were proposed about, on which parcels, and i would expect probably the october board would be a good time for us to bring to you an update with moh on at least the first, as i said, have a dozen or so projects because beyond the next 57 years its very difficult for us to project what resources might be available to them in those outer years. That is too. 57 years is a long time. Yes i think we do want to have regular reports on whats happening with the housing side on the Affordable Housing side, on the financing particularly. And reports from the Mayors Office of housing as well. 17. 5 as committed as a set aside for housing. I understand that was part of the financing plan. Is that then, also part of the Development Agreement that we have . This figure, 17. 5 , of the tax increment financing, is that a number which is part of the legal obligation that we have . Yes, the financing plan is incorporated as an exhibit to the dda and so, yes, that lays out the structure of the Public Financing project between key idc and ourselves thank you very much. Are there any comments from the public . I think this is a very importantits only the financing of all the public improvements in all public and fit, the open space, the parks, the infrastructure, it isit needs to be done good the developer key icd has forwarded some of the costs to get us to this point and certainly this is the way to continue the reimbursement and then the financing of these improvements and the maintenance of these improvements. So, this is a resolution before our board. A motion i will make a motion to approve this resolution write a second . Moved and seconded. All those in favor say, aye opposed . The ayes have it. Thank you. Next item please. Item number eight, discussion of future agenda items by directors. Some questions mr. Beck. At some point we like to know how the logician with the marina is Going Forward and who are the stakeholders. As previous meetings some members of stakeholders were here [inaudible] and they also expressed interest on being part of any kind of negotiations going on with the sailing team. At some point, it would be great for us to get an update a chronological type of update, where we are because at some point, were going to be part of all the activities that have taken place for a year now since we started the negotiation of the Sailing Center so we can present to our stakeholders to my to the city, to all the [inaudible] how we adjust this particular issue and again, i will leave it to you to come back and tell us are being pulled into this ders engagement because Everyone Needs to have a voice as to part of these before we make our decision. I will be looking at that in particular when we are ready to make that good we also need to let us know, we have monthly meetings, how are you making introductions. Is it byare you writing to the stakeholder . Do you write them and say lets go to a meeting of view . All those things need to be there so we know which are the parties are responding to your request. We dont want you to spend anymore time [inaudible] but were open to the ongoing negotiation. And in good faith. We want to know basically where what is going on. In a couple of months we are going to be ready to make our decision and all these information needs to be presented to the public as to how we are doing with this matter. We have conservative considerable amount of work to do and focus on last month has been on some of the Public Financing discussions, but i do need to reengage with the parties and with the idea, with the idea towards hopefully coming to some sort of resolution of bringing those agreements forward towards the end of this year. We will bring both the itc and to this board updates as we move forward. Thank you very much i think on that issue, we asked the parties involved have conversation and discussion and try to come up with resolutions amongst themselves. Before coming to the tida board as much as possible. Certainly, staff can help that process along. That would be helpful. Are there any other items . Hearing none, what is next on the agenda . The german wonderful. [laughing] one of the biggest meetings weve had. Thank you very much. [gavel] [adjournment] were here to raise awareness and money and fork for a good accuse. We have this incredible gift probably the widest range of restaurant and count ii destines in any district in the city right here in the mission intricate why dont we capture that to support the mission youths going to college thats for the food for thought. We didnt have a signature font for our orientation thats a 40yearold organization. Mission graduates have helped me to develop special as an individual theyve helped me figure out and provide the tools for me that i need i feel successful in life their core above emission and goal is in line with our values. The ferraris yes, we made 48 thousand they were on top of that its a nobrainer for us. Were in and fifth year and be able to expand out and tonight is your ungrammatical truck food for thought. Food truck for thought is an opportunity to eat from a variety of different vendor that are supporting the mission graduates by coming and representing at the parks were giving a prude of our to give people the opportunity to get an education. People come back and can you tell me and enjoy our food. All the vendor are xooment a portion of their precedes the money is going back in whats the best thing to do in terms of moving the needle for the folks we thought Higher Education is the tool to move young people. Im also a College Student i go to berkley and 90 percent of our folks are staying in college thats 40 percent hire than the afternoon. Im politically to clemdz and ucla. Just knowing were giving back to the community. Especially the Spanish Speaking population it hits home. People get hungry why not eat and give. Hi im brandon the mist at sfpuc my role to support the employees between our yosemite location to San Francisco and the typical things we deal with are puc recommended and network relate an telecom i like my role it varies day to day it is a unique challenge from providing in that user conclusions i solutions on their computer or a the president on a task theyre trying to complete the training is very important there are many things to stay up to date my manager has helped me making sure any skills are up to date with the skilled in my field it is about right time of day and about you know the percentage of resagsz for water and power are posh to the citizens of San Francisco and keeping those systems up and running for this is one of the challenge to progress within the organization and commit count i commit to the local government is where i want [gavel] i know called the meeting of the San Francisco Health Service board to order. Our regular meeting for thursday, august 11, 2016 would you please stand and join and stay with me the pledge of allegiance . [pleage of allegiance] i will now ask our secretary to call the [reading ordinance] [call of the roll] scott lamb Breslin Farrell excused, ferringo expected, follansbee sass. We have a quorum. Thank you. With that we will undertake action item number one item 1, action item approval with possible evocations of the minutes set forth below. Regular meeting of june 9 22nd special meeting of june 21, 2016. Are there any comments or clarifications by members of the board rregarding the minutes of these two prior meetings . Again i commend those who do the translation of all of this stuff given the volume of Public Comment on some of the complexity of the details of the proposals we were considering but generally on the june 21 meeting. Any comments from the commissioners . Ready to entertain a motion i guess were doing both sets . Both sets, yes it there is seconds . Moved and seconded. Any Public Comment . Seeing none, we are now ready to vote all those in favor signify by saying aye [chorus of ayes] opposed . [gavel] speak so ordered. It is unanimous. We are now going to overtake discussion on item number two. Item 2, discussion item. [reading ordinance] is there any Public Comment on any matter not appearing on the agenda . Yes . If you would please identify yourself . My name is sylvia alvarez. Although the scheduling and dedication is not on the agenda regarding the distribution of our new health plans im requesting a consideration of instructing the Healthcare System director ms. Dodd to bail out to act each active employee further to be able to make intelligent comparisons between health plans being offered. Last year the active group provided a onepage letter informing them no health plan information will be mailed and this in the 29 years that was 28 years i never had this done. Instead, we were to look at the information on computers are dropped into the offices and make decisions. There is a problem with this. With this scenario, as expressed in my email to all of you, and let me give you a copies sent to each of you, of which i did not receive a reply, and i am going to give these copies to your secretary right here. Thank you. What happens is theres a class issue here. Theres three transit operators the laborers, the bluecollar trades, plumbers, bus drivers, truck drivers, dont have a computer or printer. Readily available while they do their jobs. Most of them commute because San Francisco is too expensive to live engine to be able to take their time away from work when youre doing with 39,000 employees, this is not feasible. Nor is it fair. I has a clericalyes i sit at a computer i have a printer i can easily access the information i wanted but not those bluecollar workers. Also, it seems every year we hear fewer healthcare options. Theres a minimal competition issue here. Before when i start with the city, we were given at least six of their plan options. They were competitive and health going to me was the best and the worst in my experience was kaiser. Napa county readily, right now, is getting their employeesand heres a copy to the Commission Secretary to distribute to you10 Healthcare Plan options. We are in workforce of 39,000 employees in over 20,000 employees could not help retirees mightve been included only gets to pick from to. With our clouds, without power of money, i think we can do better. If ms. Dodd needs assistance with that i think you should give your the resources she needs to have a more competitive presentation for employees for the so they can consider other Healthcare Plans not just to, not just three. Thank you. Thank you for your comments. Is there any other Public Comment on items not appearing on todays agenda . Seeing none, we will go to discussion item 3. Item 3, discussion item. President s report. Ill reserve my comments to a later agenda item. Item 4, discussion item directors report. Director dot. Thank you. Commissioners that you have my report in my packet but i ask the indulgence of the chairusually i sleep through it but i did want to highlight some things since its been two months and then a very very busy two months. I would like to start by introducing two new staff people. The first is our new contracts manager Michael Scott to get michael, would you stand up . Michael comes to us, he is a native san franciscan and he came to us during contracts with the airport good is an undergraduate degree in economics from ucla and Legal Training from American University in washington dc. He is already putting contracts in order so we are grateful to have him. Then, next the haiti would you please remain standing . Lee comes to us also from washington dc and he is filling the Research Assistant position. He served as a Human Resources policy advisor for the office of the deputy mayor in washington is did he served under three different mayors in washington dc. He has a jd and mba from hostile university in new york and were thrilled about both of these positions filled with such capable people. Well on behalf of the board id like to welcome you both to the Health Service system. Your backgrounds seems to made you more than qualified to undertake the duties that have been assigned to you. We do profoundly welcome you and wish you every success in your career endeavors at this stage of your career. So, thank you for deciding to join us. We also had two additional interns with whom i dont believe our. Wellness interns. There Public Health students and their special classification within stephanie managed to hire to really bright young women. One is doing evaluation of the wellness program. So she is working with statistics and the other is helping on the program itself. We still have our Member Services manager position open and we will be interviewing tomorrow for that position. So, we are very excited. The of seven candidates finally came through and met all the qualifications. So its been open for a while and working to fill it. The other personnel issue is the Employee Engagement survey was completed and you will hear later from dr. Lynn where item number 10 on our agenda, i believe. In terms of operations, operations and communications, and finance to some extent and myself have just been working full steam on open enrollment materials and preparing for open enrollment. In terms of the mundane, all of our Customer Service levels were met. Commissioner sass raised a question about why the resume any terminations in june and mitchell grays Operations Manager pointed out that you had three paid or not. By the time the people got their second letter there have only been a paid period and a missed another one. So, that will happen to two months of the year when there are three paid. Well hear more about our work with United Healthcare in terms of preparing for the new city plan implementation and mitchell has been consumed with getting ready for implementing voluntary benefits for this first time. We will be offering eight voluntary benefits to all city county and court employees. It would be a test of my memory to list them off, but they are life, pet, longterm disability, Deputy Director, would you help the director out . I got four. Mitchell greg chief operating officer of the Health Services and were not heard voluntary benefits and we do have an update next month on the agenda about that. Weekly, supplemental life, of two 100,000 guaranteed issue. Pet insurance, shortterm disability, Accident Insurance critical illness, and did i say pet insurance . Yes so that is six. I thought it was eight . Six will get a complete report next month with the details. Thank you. Supposedly administered by ebs currently administers the benefits. Its very exciting and as youll see in the medications report we had over 2000 responses to voluntary benefits questioned in terms of what would be most important to you. The idea of being able to get Life Insurance with no physical exam no evidence of coverage requirements, is really a onetime plus for all of our employees. In terms of the Data Analytics cannot you remember Enterprise Content Management System where we are going to digitize over 200,000 paper records that programming is complete. Staff training has begun. So, we will hopefully be have a whole new room available to us at this time next year. Maybe, to do more exercises in meditation. We did successfully submit all of the 1094 and 1095 forms to the irs by the filing deadline and the irs is currently processing corrections probably for everything oh employer in the country. Finance, i will just point out, they worked on those two contracts as well as the branding contract and met with doctors in operations to work on scope of work for doctors. The finance report is in your packet and you will hear market in terms of given occasions, i think if you didnthavent look at the deck, its important to note, there were 1085 clicks on the choosing wisely tab in terms of whatwhen you should get checkups. You will recall choosing wisely presented us at the november for and the board instructed us to begin the rollout choosing widely. So people are interested in getting information about taking more control over their healthcare. There were also 1200 clicks on the Health Service board. The most clicks the Health Service board has ever got. Communications is immersed in open enrollment materials and getting things ready and to the printer and we are also working with two different agencies rolling orange, which is a web strategy project, and with the red company which is a brand and style guide company. These are 12 week projects. If you would, say up a little bit more about what they result is briefly . We see it in the packet but youve identified thus far, what the new logo will look like can i just do that at the end were comes . Okay stephanie will be here later to go through some of her wellness reporting but i just want to point out 83 retirees at the retiree meeting were engaged in wellness activities and exercise at the last meeting. That she has them. Championing training and retraining throughout the city and that weve completed the recruitment for the Diabetes Prevention project and we have 156 participants and this is, again, a First Research project with kaiser looking at how to prevent diabetes and people are really excited about it. So, we will let her shine on what she wants to point out to you. I willi would be remiss if i did not point out the are expecting all of you to be 18 in getting fit on route 66. I pointedi said, i do not know what route 66 was having never driven across the country. Sorry. What . I know theres a song about 66 per one now going to get fit on route 66 clicks the mother road. So youre all expected to sign up. Maybe you can be will get a couple of the commissioners to compete get more active on route 66 did is taking the place of what weve had for several years to shape up walking challenge. In terms of my specific activities, i attended both the health positions aco meetings and will point out from the first time in a long time brown and tones numbers have improved. So, that is exciting. I mentioned earlier i spent a lot of time working on the open enrollment materials and like last year, we will be sending out a quests which have a letter in them that says this is what your current coverage is and theres a booklet with all the new changes. And because there are so many pages of benefits in order to get to those you do have to go online or you can call the office and we will mail you a hard copy booklet were saying being unders of thousands of dollars not to mention trees, by not printing and mailing booklets. Killing all those booklets are about five dollars each. So, those booklets will be mailed out again midlate september. We begin open enrollment on the first floor to my first of october. The retiredretirees and anyone who is going to turn 65 will get retiree booklet with all the information in it intending to mail to retirees. All of our information is available on smart phones and we are working to meet all the key deadlines. I participated in a meeting with you, chairman scott and commissioner breslin and browning and United Healthcare to make sure the be no disruption for the brown and tony hhs retirees as we move to the new city plan. We have spent a significant amount of time with best doctors to get exactly what is available and to make sure we market that well. I participated in the puc Public Employees Council Meeting and people are very excited about the best doctors benefit. We met with kaiser permanent date and we do this we jamie. Commissioner scott has attended some. I will they produce and credible utilization reports. These are details that they can get because theyre integrated system get we can get these from our other vendors. But i just want to point out that we started out by talking about in the kaiser system, for us, the average age is 47. 6 number which is 5. 7 years older than the kaiser regional average. Thats the average scriber age but when you add into the families the average age is 37. 4. Again, three years older than the regional average. Our average family size is two. The regional averages 1. 9. But what really hits you, and i think this is reflective all of our members is that 23. 6 of our members have chronic conditions and that uses 61. 4 of our premium dollars. 23. 6 percent of our people spend 61. 4 of our dollars. They go through the different, by prevalence, they go through the different chronic conditions. I think obesity, diabetes, and depression are ones that we all are flagged on them but i was going to pass thisi have two of these i believe. Yes, i have two of these and i was going to pass them around if people wanted to flip through them during the meeting or if you want to take it home and bring it back, but its a tome of information that really provides guidance to our Wellness Department that really tells us where we need to work. I also met with kaiser about setting up is there an executive summary in the document . I just gave it to you binding written . No. That was series telling you she has an executive summary. No, there isnt but i cannot kaiser to do that in the future that might be helpful in a mighty a summary of the highlights in that way could be not only shared with the board but with the system out large. Okay a mighty avengers. Right a summary means no more than five pages. Thank you. I met with kaiser and we arethey are setting up workshops at hhs which we held on september 15 from 121, 5156 15 pm on advance Care Planning. Then, two weeks later, they will have a counselor of able all afternoon to help people finish completing their dance care directive and no also have a notary available if people want to get it notarized and ready to go. So, thats very exciting. To shield them at the same time, is rolling out advance Care Planning Information Program here in without members but also throughout the country and to be sending out around thanksgiving time a six page click on what an advance directive is and how you talk about it and what should be in it and who should sign it, and so we are we will have reached all of our membership one way or another in terms of advance Care Planning. Kaiser, of course, has monthly times you can go and get that information. I met yesterday to the Business Leaders and health with the speaker was steve pamela with deposition kind of a father of pellet of kid. I know its a issue commissioner breslin is. Where is the pellet of care benefit in our evidence of coverage and it reallyit is in kaisers and the impact had people change plans because they wanted Palliative Care but steve just said there are not enough pellet of care practitioners. That california trains about six positions a year in that specialty between uc irvine, ucsf and uc davis. So what they are working on is trying to get curriculum out to primary care practitioners to do some of apple when you do get sick and need serious symptom management, you need a specialist. So, it is something he said that you are the consumer of demand. We will push that demand and we also need to get better medicare reimbursement for it. So i promise to work on both of those. Again, issues that affect members that were working on in different ways. The finance department put in incredible amount of time and at our last meeting we had just got the report documented Budget Analyst Office did attempt to take one of our positions and assigned to a attrition savior we were successful getting that position reinstated and am grateful to supervisor farrell and the other members of the finance committee. The executive team met with dr. Where to review the salt results of the engagement study, which is a illustrative and we meeting again to talk about activities we can take. I spoke at the quarterly retirees meeting and we had a meeting with aetna to go over life and disability results and i thought there was some interestingi said i think you should present this to the board. In terms of the brand and website on the second to last page of my report, we kind of the sped up the part of the Brand Development because we needed to give blue shield and United Healthcare the logo so they could put it on the back of the cards and print this month. So, we looked over lots and lots of departmental brands as well as other brands. Since hhs serves the unified School District, San Francisco city college, and the San Francisco superior court, as well as city and county employees, we felt dropping the city and countyis it not on the back of blue shield . [inaudible] they asked for the brand logo. That was part of it. I logo is okay because its in spanish hull. Not city and county of San Francisco. At any rate, we are dropping the city and county of San Francisco. I also brought pre2004, we covered up what was the content of this letter to mobley used that Health Services system them a division of the department of Human Resources, city and county of San Francisco. So, when the proposition passed that separated us out would begin help Service Systems city and county of San Francisco. I brought that toi brought that just so you be able to look at it. At any rate, we wanted to differentiate because we get calls every day asking if or the Health Department because Health Service system. It sounds like we are the Health Department. So, we asked to add a tagline, which either can be used or not and so you can do it with or without the tagline. So those are the bottom of that page, and then the next page shows you some of the other departments in the city who have removed the city and county of San Francisco section of their logo. Theyre both large and small. We often have trouble getting things onto one page because our logo takes up so much space. So this is a nice clean small logo. It will be rolled out without 2017 open in womans materials and everything will be switched by 2017. Right now, were just getting stuff right now ready for open enrollment. With that, i think that concludes my reports. So, what we are going to this point then, what we are going to see in terms of this branding, at this juncture, which is on page 6 of your report, as i safely recall this as phase 1 of the branding process and theres more to be developed around it including maybe some nomenclature because beneath it as shown on page 6 of your report . Yes,. Theyre also doing its branding and style guides could it will say what font will consistently use, same font instead of all having different fonts. We had just been given a Color Palette to pick colors good i feel like im decorating. So, its an entire package. Were also talking about voice and what kind of voice do we want our materials to have. We want to say, go to this page to enroll in voluntary benefits or do we want to say, lets go to this page and enroll voluntary benefits . So we are working to a lot of different branding and style issues. Then, we will want to in some way differentiates wellness because wellness is either with different icons currently they have four icons. Were talking about using those potentially other icons. They will make a wellness message clearly from the wellness part of hhs. So San Francisco Health Services wellness or wellbeing. Were still going back and forth on those two. Although, wellbeing is in our mission statement. Are there, done the directors report . What is accosting for these contracts for these two people to do this . Pamela . This is from last years budget that you approved. Pam 1120 Financial Officer Health Service system. I believe that they are under 10,000 each. How much . 10,000, under 10,000. Okay i just cant figure out this is necessary. Im still trying to figure this out. When im looking at the good with the brand look like before spewing it is San Francisco Health Service system city and county is given. If you look at the top of your current agenda thats the logo if you will i was looking at the hhs San Francisco employees retirement system. I would think somewhere you would have to have San Francisco employees Health Service system otherwise it looks more like Public Health department to me. I mean, i can understand wanting to divide between Public Health around because thats always been confusing but i think this gives any distinction. Because that is the only difference is that we dont serve the public. We serve people working for the city and county of San Francisco. I mean, thats what i see as the distinction. Well we serve more than just San Francisco employees. We serve the School District the Community College district in the superior court right that spelled out in the charter and city and county of San Francisco employees are separate person or separate group. If the city and county of San Francisco San Francisco unified School District. Sf superior court. So, in the charter it has those four different groups that we serve. But, how do you distinguish a believe i believe the charter only has the city and county of San Francisco and the unified School District. It has that and sf superior court. The sitting county of San Francisco is mentioned throughout the charter almost all the pages whenever it refers to the city. So, i am just kind of trying to figure out why if you want to make it look different than Public Health department, i dont think this is doing its. The purpose of making it look different from the Public Health department is adding the tagline below that says affordable quality benefits. I know thats different than the Public Health department. [crosstalking] if i look at that i would not know a different this is not coming back at a later stage once you a further development on this topic . No. Not on this particular stage of it but as you complete the work and the next phase no, this portion of the work was completed first because we needed i understand. And im saying as you go beyond this you say youre having him do font and other type of work. Is that not yet to be developed . That is yet to be developed. The logo is not going to be further developed. I just think this is less descriptive than what we had before. Part of this there was a time constraint in terms of trying to get, here, a couple of the providers together materials put together and all that. Maybe the report in the year of confusion so you can say theres been confusion in terms of phone calls and all that. Maybe you can report back in terms of the sense your department is getting . I understand the thrust of this not only to be for printed materials but also the web itself . This would be the logo on the website, the web strategy is completely different contract that is moving us out of the html web which is kind of antiquated now if you could believe that to what is called [inaudible]. Its much easier to update and drop things into and we met with other departments, the Assessors Office is already working on that. This is not mean we will not have read on our website get we probably its probably a 12 month project but first you have to map out all the Different Things you want website to have and we want to be able for it to have interactive things. We want to put up animation that shows people how to do things. Excuse me, and we want to be able to update it easily. Since more and more people go to the web to get their information. But, all this rolling orange web strategy vendor doing is mapping out all the different layers. Its really remarkable how much information there is, but they did for mta which is even more complex than we are and theyve done it for the assessor, so were following along. The we and otherwhat do you do with all the paper and the letters you send out and whatever . All that will have to be changed must be right . Because my spirits when the department changes headings you have to change everything so thats a big cost another big cost. We dont have large supplies of anything with the logo on its. We kind of order as we go. Thats one of my concerns, too. I will guarantee commissioner breslin will not waste any paper. Glad to hear that. We dont drink excessive amounts of paper. We communicate largely online and dropping this logo into a template or into the template for your decks, you see at the bottom here, its electronic function of cutting and pasting. Its not that expensive task. Well anyway, i cant see were makes a better distinction than it did before. The other one was actually longer i dont see how this is any better. Any other comments on the directors report or questions . If not, we will move to the next discussion item. Public comments. Thank you very much commissioners. Present number re ccsf and Vice President of seiu retirees. I want to address the issue of the branding. Started while i was an active employee and which ive always felt takes us away from the idea that we are Public Employees and public agencies. It doesnt remind the public that we are working for them. It makes us look like we are private entities and i think that doesnt serve us well in the long run. But with this branding, thank you commissioner breslin. My response was that it should say serving employees and retirees. Because this says are we helping helping San Francisco, who are we . I did were losing our identity as serving a discreet and unique group and that people do a Search Online theyre going to find this and that were going to get a lot of disruption from the public that maybe we have not had before. I know traditionally for many many many years in all the years i served its always the problem with department onto Public Health, blah blah blah. We would say, no, we are Employee Benefit system. I think we should have something thats as serving employees and retirees. So that we know that. I do appreciate the fact where updating things and if you look at wheat 66 it was like a really cool tv show with the court that. Anybody remember that going down with 66. Some people are doing that in their old age. But, really i think we like to see some of that acknowledges the fact this does serve employees and retirees i lost my other train of thought. I apologize when i think of it all be bad. I know what it was good i appreciate the conversation that youre having a pure. It gets lost their voices go down and it is lost in the back row. I excellent hearing and i my hearing test and i come out at the very top but its very low in the back and it would be nice if you remembered that there are others here and we are trying to hear what youre all talking about. So, please pickup and into the microphone. Enqueue for those comments. Any other Public Comment . Commissioner breslin as to the prior Public Comment but anyone called and asked for a book that they can get it. Is that correct . Absolutely. I know last year they ran out or something. So i want to make sure somebody is looking did we run out of booklets last year . [inaudible] maam, if you are going to speakwere passed Public Comment but im inviting you to come to the podium and make your comments. Please, identify yourself i apologize, sir. Actually, my last years expense was a little complicated because was a first time i did not receive as an active employee the materials to be considered for my review. And to pick a very good plan for myself. So i called in i asked for the booklets. I received them two weeks after the Enrollment Period had stopped oriented. The other issue is, i was not clear whether ms. Dodd agreed to sendit was not clear because i could not hear whether she is planning to send the activists information on the various health plans that we can consider tupac . Thank you for that question. I never got an answer just a moment. Thank you for your question and the comments. The first question was, did weyou may resume your seat and we will respond. Director, did we run out of booklets last year . For the benefit guides, theres two things. Theres the booklets we met with the open enrollment initial enrollment does go to everyone and that is the specific you plan your changes, rates, the plans offered any other changes we are doing good so thats included with a letter. That fits your current plan, current rates, whatever union you are and what the rates will be for the other plans for the following plan. The benefit guides, is the larger booklets that typically used to go out that also includes regular employment stuff for new hire information. Does it do go out to new hires. So, last year we did not run out of guides to send we still have some in stock and the booklets went out with everyone with every mailing. The booklets do not run out either. They went with a mailing thank you for that response. The rector dog, would you repeat which her attention is regarding the distribution of open enrollment materials that you made as part of your report, please . The booklets which have information thats required by law for us to send out and which have what has changed, what is new from the previous year, will be mailed out around september 20. Thats what we are shooting for. The guides, the handbooks that are 48 pages long, which also give you a lot of other information about cobra and about how to stay healthy and any number of things, those guides will also be mailed out to retirees who are 65 years and older and retirees who will turn 65 during this fan year. Plan your so theyll not be mailed to active employee . Correct but they are available by making a phone call they are available by making a phone call and will review the process by which those get mailed out and they are available when you come into the office good they are also online . There are also online but theyre available you come into the office and during that last week of october, we have all the vendors there. Is a great time to come into the office and talk to the vendors about what choices you might want to make your thank you. Any other questions on the directors report . Any further Public Comment . We are going to move to discussion item 5 item 5, discussion item [reading ordinance] stephanies on route. So id like to move to at the privilege of this year to discussion item 6 which is the financial reports. Since Deputy Director levin is it. Item 6, discussion item hhs Financial Reporting as of may 31, 2016 as you come to the podium, the director, i again want to thank you and your staff for your diligence and your persistence through this budgetary process this year. I know there were many twists and turns and i think my board colleagues are also making their views known to the respective reviewers of the budget during the course of this prosecutor thank you again. Thank you. Him 11 chief Financial Office officer Health Service system. The report you have in front of you summarizes actual revenues and expenses of the Employee Benefit trust fund and the general Fund Administration budget through may 2016 as well as the fiscal year ending projection through june 30 2016. The projected fund balance in the trust is 69. 4 million, which is 2. 4 million less than the amount reported in june. The primary reason for this decrease is attributable to the blue shield flex plan due to unfavorable claims experience. There are no significant changes in the other line items. The projection for the general Fund Administration budget is to end the year with eight 400,000 balance. Just to reiterate, in terms of the 1516im sorry1617, and 1718 budget requests we were able to navigate our way through and i believe the reduction that was finally made was around 5000. We did not raise any secular we dont have to keep any more positions vacant and we were able to keep our contacts together and not have cuts so, i appreciate all the positive statements that youve made towards myself and my staff, and we look forward to having another successful fiscal year. The audit by kpmg is underway. It will produce the Financial Statement which are issued in october but will presented to you in your december meeting. We dont anticipate any material findings. We dont anticipate any difficulties in getting through this audit. Your completed an internal audit with the Comptrollers Office earlier is that correct . . Yes. They on an annual basis come to us and asked for various items including not just whether or not we were processing entries into the Financial System correctly and have a backup. They also look at our policies and procedures, our internal controls, and they want us to do a more detailed policy or depth procedure for processing our journal entries, which we are doing as we go through and ending the year. But there was no material findings there either, correct . No. There are no material findings. You are correct. Director dog i just forgot, as are seattle pointed out, we only have a 5000 budget and i forgot to thank the Retiree Organization because they generated a lot of support for our budget and said a lot of nice things about our staff. I want to say thank you for that thank you. Thank you. Are there any questions by other Board Members to Deputy Director levin . Any comments from the board . Is there any Public Comment . Thank you commissioner. I just want to reiterate the support for the staff and the recognition that Deputy Director performed and it just fantastic its the best budget results that i recall from my time on the board and in recent years given the budget constraints. So come i think theyve done a yeomans job and we should acknowledge that and continue to support them. So, from the retirees, we thank you very much. Because thank you. Ill make a footnote that this system is returned to the city and county of San Francisco in the last five years but over 100 million dollars. As i said to someone in one of my notes, there shouldnt be one of father and taken from the system for any of the Administrative Expenses that it takes to run the system. But 5000, ill let it go. So, Deputy Director levin . Chief financial Health Services. I didnt want to mention that because we are ending the year with a balance it goes in the general fund, we are not transferring any of the forfeiture revenue over to the general fund. So, that leaves us with roughly 165,000 that would have been transferred via the budget but we are notwe assayed is because we have attrition have not been able to fill but we do get some relief from that. All right. Thank you for the clarification. We will move forward on our agenda with the other item on wellness being deferred sort of discussion item 7 item 7, discussion item update on blue shield of california. You will recall catherine dodd, director, youll recall concerned about being clear to our membership that they could opt out of having their Data Collected by an independent organization that isntthats not part of blue shield cofounded but not part cofound. Paul brown shield of calvin. In your work packet is the letter that is the process of being mailed to approximately 19, 600 subscribers. Within the blue shield plan. The letters are being staged over a couple of weeks to give some bandwidth to the folks at cal index the will see results in flux of calls in result of the mailing. We then work with several months with cal index on the content of the letter and were happy to report its going out at the expense blue shield as requested. Any other comments or observations by members of the board . Commissioner jankowski i appreciate the hard work. I still feel the letter is sort of glosses over many of the concerns that were expressed at least from this board and those include the fact this is a fact should be voluntary. In fact, its not voluntary unless they opt out. Number two is that it was unclear even by going to the website which i did, whether the data is still being collected. Its not just disseminated spirit if a member of blue shield enrollees opt out he or she doesnt get permission for the information to be shared with the data is being collected and lastly, i think the letter one of the concerns, the enrollees have no way to find out what has been collected. The website does say that. When you look for it. But, i think these are all issues that are could have been maybe highlighted a little bit better in the latter including the confidentiality which you did a nice job of these promising without sort of describing the mechanism, but that is okay. It really falls short good i hope we get some feedback on the outcome of this letter in terms of the number people who opt out so we can maybe talk about it again. We will be happy to provide feedback on what sort of opt out we receive as a result of this. Absolutely commissioner breslin i agree with dr. Follansbee because in the future will they be able to opt out before the put into the system . Thats the most important thing to me it will remain an opt out process. It should be voluntary. You dont automatically put somebody in. Thats the whole point i think that was the complaint from the beginning. You are basically saying its not been modified . Its not been modified at the big complaints. Welcome i know you cant speak for cal index nor would you want to at this point correct i asked dir. Dog to, please seedling get some representative from that organization to come to our fault for them so we may have a rather robust discussion about what it is they are doing what indeed they do intend to do and how they will be moving forward. But we can hold you accountable for that other than helping to create this thing, but beyond that, i understand its a separate entity yes, yes that is correct and sure they will be happy to thank you. I know you have borne the brunt of our higher but i would not say deservedly so. Not you personally but the process i dont take it personally. Thanks. Any other comments from commissioners . Commissioner sass one additional question. If someone offered out last year do they have to opt out again or remain opted out . You remain out until you choose to opt in in the future could be dick so its prominent whats you make the choice . Yes. Thank you. Any other questions from the commissioners . If not is there any Public Comment on this item . Thank you commissioners. I notice in the letter right in the middle it says why join cal index in this is a letter regarding opting out. So i think its very confusing i hope theres more work on this letter because theyre not being asked to join. Theyre being asked to opt out and i know that its confusing enough for practice but, old boy, is it really confusing for retiree members and you will have a lot of early retirees in this pool. So i hope we review the letter and look for any language that is confusing like it. Thank you. Thank you for your comments. Any other Public Comment . Seeing none, we will now move to discussion item number eight item 8, discussion item update on h hss hss adoption and surrogate benefit plans. Mitchell gregs chief operating officer of Health Service system get in the april Board Meeting the Health Service board approved adoption benefits. Adoption and surrogacy benefit in the amount of up to 50,000. Part of hhs response ability after that was to develop a Plan Document for employees who may claim that benefit. So with some superior work by our new contracts manager michael biscotti as well as Pamela Leben Rcf oh, we put together a document reflecting not only large employers, what they are doing, these days as well as these types of benefits, but as well as researching qualified expenses with the irs because for the adoption benefits, its exempt from personal income tax on that on payments. It was a collaborative effort. I think was very well done. So, this is a discussion item for this meeting. Im what you go through some of these things. If you have questions, i certainly can bring back answers and maybe apply some changes at the next Board Meeting this would be an action item to approve the that was heavy my question about prospect youre asking to review out today and the next meeting we would be not only reviewing it but acting on it . Acting on it, that is correct thank you. So, in this plan. Info perception is the purpose and then this benefit will be effective january 1, 2017. Its to establish the Terms Conditions and requirements for reimbursement of qualified expenses incurred by an eligible employee in connection with an eligible adoption were eligible surrogacy. Under this plan the city shall offer onetime benefits of a reimbursement up to 15,000 to an eligible employee for qualified expenses incurred in connection with either eligible deduction or oh will jubal argosy. The next section gives definitions on eligibility. Weathers eligible employee or eligible child that would be adopted the eligible adoption and eligible surrogacy and surrogates. So, to be eligible for this benefit in the very first definition under eligibility, the employee has to be a member of hhs. No words have to be eligible for benefits through hhs and our employment has to be at least for one year. And in eligible child would have to be a child that is not attained age 18. And eligible the option would be an adoption that has been finalized or terminated. And eligible surrogacy it defines a few of the different types of surrogacys that currently are in use today. Then, the eligible surrogate, im sorry, and eligible surrogacy also explains a couple of the surrogacy processes that are practiced today. In the next section, the adoption of surrogacy expenses might it just lists the qualified expenses to be able to claim on these two benefits. Pretty adoption, which is a first paragraph these are also qualified expenses under Internal Revenue code. If i may suggest something in terms of the layout, i reckonedthe first paragraph applies to adoption. The second paragraph applies to expenses. Why wouldnt you put the titles by the paragraphs . I think would be easier to read just a suggestion right. We can certainly do that. Just an example, some of the following expenses production are eligible. Would be related to Attorney Fees and costs. Other expenses directly related to and for the principal purpose of the legal adoption. Of an eligible child. Adoption expenses are not eligible for reimbursement until an eligible adoption is finalized or formally terminated. A point here. Is this list exhaustive . Is this the total list of every possible variant . I would suggest to you it could not possibly be that this probably some other thing out there that somebody would have that might be determined not eligible. So, i would suggest the not covered is on the next page. But you have in eligible expenses, the following expenses are not eligible. I am just suggesting anytime i see a big list like this frequently, theres something that somebody forgot. So, i think you might want to put a conditional sentence or two on the front end of the paragraph leading into this. Just to say these are its illustrative of but not exhaustive or whatever. Just so people understand there could be some other things that as we read the plan and begin to execute it better maybe things in eligible. You could determine that in some way. Right certainly. Then the next paragraph they ghosted expenses eligible for investment under the surrogacy portion of the plan which includes agency fees, screening and background checks expenses gestational surrogates conversation and in vitro realization transfer payment. Donor compensation Attorney Fees and costs, and license and social worker fees and other expenses directly related to having the eligible surrogacy. So, page 2, we start going through defining some of the in eligible expenses. Something thats causally pointed out to us, these are very expensive procedures, adoption and surrogacy, and probably have plenty of eligible expenses before the people start trying to do anybody in eligible expenses. But i want to go through the entire list but as you can see there pretty well defined as what some of the expenses that could be out there that would not be notable under this benefit. In sectionsorry . May i ask a question. I think its implicit, but i am not clear because under ineligible expenses, surrogacy expenses incurred outside the United States is included. That is clear. I know theres an application regarding the surrogate about which includes the residency status of a us citizens or have visas, i guess. But it wasnt clear under the adoption of surrogacy expenses well, i guess the section before under eligibility, eligible surrogate, does that include they must be a us resident or citizen or something . It looks to me like were excluding people who contract with services in india, which is probably a good thing to be excluding but i was not clear if that was, in fact, inherent . And eligible surrogate that they must be somehow usbased . Its not listening here as a under the eligible surrogate they must be a us citizen and that is something we have discussed. That could be a clarification that we should put in there. To have some legal status. Not paying for expenses outside the United States. There should be some legal status within the United States i would think whether their citizenship or visa or whatever. I guess the only thing committee documented residents. Because yes. Something gentle enough to recover ourselves for the ineligible right. I understood. If you make note of that as well. The turks right. So under section 4 on limitation expenses, we reimburse expenses under reimbursement of expenses limited to 15,000. Theres also a limit of one adoption or one surrogacy under the plan per eligible employee. So that would mean if you submit 10,000 once you only get 10,000. You cannot submit another 5000 lay. It has to be 50,000 and only one claim. Up to 50,000 and only one claim. I just have a question commissioner breslin for adoption, it would not apply to a child to the doctor from another country . For adoption, under the adoption child from another country would be covered. It would be spewed the turks it would be yes is just none of the expense would be paid for the service if they paid out of the country . At is correct under the surrogacy. All right. In section 5, it describes the process for application in reimbursement for adoption to apply for this reimbursement the eligible employee must omit all the following information to hhs within 12 months. The finalizing the adoption. So, below that is a description of you know what they have to do in order to claim that if theres a reimbursement form documenting all payments and fees and costs and other documentation under section 3. Under section 6, application for reimbursement for surrogacy and kind of the same process here. We are explaining the surrogacy has to be claimed expenses for the surrogacy has to be claimed within 12 months of the birth of the child. Also, if this is documentation here that is required with the application. Then, the reimbursement procedure will be issued in accordance with the eligible employees payroll Reimbursement Policies and procedures determined by the city Comptrollers Office. Then the last section indicates hss is the Plan Administrator for this benefit is the appeals process within here, under item 9, is consistent with what we stayed in other provisions of our plan . Right. Its the same process that we process anything under hss rules all right. Other questions from the board . Commissioner lamb so this is an active employee that covers also retirees it is active employee only. Thats the way was presented because it was a benefit plan. Is that how it was . Is there an age limit . Aside from surrogacy i meant [inaudible]. Adoption, i thought it was we didnt limit this to employees for adoption . At the board presentation i think we gave 15,000 per active employee but if we want to i mean we can look and see the back and see exactly what the decision was, but we can add retiree as well. There is nothing that prevents us from doing so while youre probing the surrogacy weapon adoption benefit under active employee . No. [inaudible] surrogacy benefit no. The adoption surrogacy came at the same time. There was no there was no adoption benefit prior to this time in our plan. Prior to this prior action, i mean right is there an age limit . There is no age limit and i do think the retiree should be included in your people with partners that are much younger than them sometimes. This is the way it is. So i do think we be discriminating if we dont but i think would be nice if there were an age limit but there i think its 55 for the fertility benefit. You know, has anybody thought about part of this kind of an age limit for surrogacy . For surrogacy, we do not consider an age limits. Anymore thinking on adoption i mean you have families or husband and wife or active employees and as soon as they retire, they did not have any children at the time before they retired but now its time to consider having children. And they adopt one. Yes. Commissioner sass can you remind me with the funding is coming from the . My recollection from this it was a relatively fixed sum of money to fund this that is not employer payments. It is not in the premiums. That to some extent be sent to the benefit the number of people that might be able to draw down this is ultimately limited by the availability of funds. Is that true . It is true we are not being paid from the premiums from employer contributions were employee contributions. This comes from the funds we have for performance guarantees penalties. And i checked with our cfo, pamela, this past disclosure, 1516 those halfmillion dollars for that year and so at 15,000, that would be 34 claims in a you. Period. Thats good. Ultimately a limitation of the funding thats available. So, extending it to more individuals expanded to retirees in addition would potentially set up a situation where we would run out of funds sooner. Right commissioner ferringo i know where you are coming from inside the Education Fund with the city allocates some money and whether gets there first there first and i think you have to be clear in how you articulate it i do think there should be an age limit, to im hearing an age limit and whether it should be applied to retirees is two points for further consideration. Commissioner follansbee visavis the age limit, you utilize some of the gameplay or packages, already. I dont know how many you look at and whether age factored into any of the other packages that you reviewed in preparation of this . The ones have looked at did not have its limitations. I dont know nothing on hand that says you recall. The one that pbc age sent yesterday in one of them and have an age limit but i would suggest we bring this back, not just for discussion but for discussion and action at the next Board Meeting and give options that the board can shoot. You want an age limit or not and you want an age limit on adoption . Age limit on surrogacy . Do want to retireesjust make those discrete choices yes i will bow to the director on that point. I appreciate commissioner follansbee one 50,000 per other option or surrogacy. If a married couple among both were employees or one employee and retired if we extend this, is the benefit applied than simply to the individual so that presumably a married couple would get 2 adoptions were one adoption and zurich see because each adult gets one . The way the policy is written out it would be one benefit per employee family. Family family, that is correct are you employee family if i have benefits for just me and then i married somebody or had a relationship with somebody and have their own benefits because youre not signed up as a family are signed up as an individual . I think legally you need to have this done attorney weigh in on this and also surrogacy are they can and perfect and is in a work out what juncture do you side to get this. Theres a lot we have worked with the City Attorneys Office on this and we have gone back 34 times with the attorneys office. As well. Do you know the estimated cost for surrogacy is by any chance . They can be all over the board but its much more than 15,000. Part in the . Is much more than 15,000 orchid betwixt the range for medical care for surrogacy not just the legal was over 35,000 just for mmedical usc sections have been the way to go into the birth this in the future to be one of the ways to go instead of giving birth to your own children. I have no crystal ball in terms of birth trends. Deputy director levin, you came to the podium, please pim 11 chief Financial Officer. Health service system. The 500,000 mentioned at performance guarantees that were perceived in 1516 were from blue shield. We have over the years had additional performance guaranteed money that has been sitting in the fund balance just like the 500,000 and so, there is more available money than the 500,000. I think that what would behoove the board is that once we get through a year, that we come back and tell you with the volume is. What the average amount that weve given out, so then there can be more discussion on the impact, but i believe that thehaving available money for 33. 3 rounded 234, is will be sufficient for at least the first year and longer. All right. Thank you for that. So, at the suggestion of the director, if you can come back with those options as we are planning to take, undertake discussion and action on this. I think would be edifying. In addition to the other suggested i presume michael was making notes or somebody was makingor you will see it in the minutes. Regarding some of the suggested edits. All rights. Any other board questions . Is there any Public Comment on this item . Thank you commissioner did i was going to let it go but i say listen to commissioner lamb breslin and commissioner ferringo and what i see is i think you need that menu to choose because there are many retirees and early retirees that have long younger spouses and also what i wondered when you talk about age limit are you talk like the surrogates or the member . Because that in situations where there have been what we would call grandmothers who have agreed to take the surrogacy and to bear the child for a daughter for a youngerfor a daughter. Despite the fact that that person may be in her 60s were so is willing to do that. So i think when we look at the age limit am i think we need to keep an open mind with regard to this because we dont to find family units in San Francisco. I spent time on the committee that worked very hard to really open the definition of family units and the city adopted that policy more than 20 years ago. I think we should really take a look at that with a very open mind and also i think sometimes the surrogacy situations can go well over 150,0002000 hours. They get very expensive so this is a modest benefit. The other thing is my think we should separate this and understand we have rules in our system that allowed for adoption so were already covering children of even if they come to adoption. We are i understand this is really paying for some of the expenses for that process or for surrogacy so that there is an option and a choice because in some cases members cannot or unable to have children on their own. Please, dont eliminate the retirees from consideration because again, we define families differently in San Francisco and we should be open to that. Thank you then much thank you for your comment. Any other Public Comment . I am going to exercise the privilege of the chair. The mind can only absorb what the pen can endure. So im going to call for a recess of 10 min. Of our Board Meeting. , correct . Preciousnes time. Im going to claim the privilege of the chair and move an agenda item specifically the agenda item that deals with the Employee Engagement survey, number 10 to the next discussion item. I appreciate the presenters patient and going through all this other stuff this afternoon. So, mdm. Sec. , if youd read that item . Item 10 discussion item presentation of hss Engagement Survey results. Dr. Wherefrom integral Talent Systems director dodd do it make any introductory comments about this . A point out this concludes the request from the Governance Committee and board that we do in engagements of survey and much was put on the questionnaires in a variety of other things, the survey went quite well and i think you be interested in the results. Where are we . Discussion item number 10. While that while were getting set up, and she is getting ready, page 142 in the materials, i want to again by this podcast, thank those Staff Members who actively participated in this process. Its profoundly important that, as an employee, your voice be heard. I hope the Management Team, and i know they willwell take these findings seriously and begin to engage in the process that will follow and will europe a little bit about those today as presumably as well. Dr. Well, please thank you. Can you have someone assist in driving your presentation moving your slides and you can talk from the main podium i can phone . Thank you when where ceo integral Talent Systems where Talent Management consulting form based in mountain view. Thanks. I am here today but with megan riddle the project manager for the employees survey. So thank you. I want to start by appreciating the opportunity we had to work with hss they been a great group to work with and we will be reporting the results from the survey that was done earlier this year. So, our agenda today we went to cover what the initial purpose of the survey was, what the methodology was, what the survey results were by survey scale, which are the different categories that all the survey items roll up to, the things that came out of the survey, what some of our recommendations are, and to propose next ask for you. So, the initial purpose of the survey was to look for ways to improve the overall engagement of the hss staff group. Employee engagement is defined as peoples willingness to go to the extra mile to serve the organization. Their intent to stay with the organization, as well as the persons emotional feeling of belonging and tried to work with the organization. So, i do want to mention that every Employee Survey we have done as an Organization Since 1999, as well as other consulting firms like ours but do these types of surveys, every survey shows the different strands Employee Group has as well as it looks for areas in which people can improve. So, we are really looking at a dual purpose for the survey. So in terms of the survey implementation, the survey was actually conducted for to wait period from june 6june 17 we had 49 items that had onefive rating scale which all the fine in just a moment. We had a double rating scale, used in the survey which asked employees for each item how effective they think a particular item is happening in the department as well as how important it was to them. 40 3 40 employees responded, which is actually 90 Response Rate, and that is a very high Response Rate for us. Its in the top 10 of all the organizations that took the survey, which for us is an indicator people felt enough trustworthy organization to actually respond to what we were asking. So, these items that were asked on the survey roll up into actually six scales, with Employee Engagement been one of the outcomes. So, the other five scales are all the different actions that happened within the Health Services system group to drive or detract from Employee Engagement and we will go over which each of these skills mean. So, in terms of results for overall Employee Engagement, the effectiveness on onefive scale, was 3. 70. This is a moderately high, as far as engagement goes. If you look at three as the middle of this onefive scale, its about the average score that you would see on Employee Engagement on this type of a survey. This is actually looking at the persons job fits. It is how well a person is selected into the organization, what type of fit they have with the type of work they are doing. Not only from his skill and experience standpoint, about how motivated they feel during the current job for themselves. So that was fairly high, one of the higher scales on 4. 05. Alignment is all of the items related to the employees belief in the mission and vision of the organization, the meaningfulness of the work they are doing, i. E. , the service to the Employee Groups that this group serves, and the alignment with the objectives the organization is trying to achieve, the goals. Worth reporting 88. Team, is exactly what it sounds a. How well the groups are working together and also across functions. That was rated on the average of 3. 46. Valuing, which has to do with exactly how valued people view. How much they feel they are recognized for work that they do that is good work, not necessarily the war, but recognition both by the organization as a whole by their managers was 3. 33 and growth has to do with the employees feeling of how much opportunity they have for them to develop in their role within the department and the group they are in. That was actually the lowest rated of the different scales at 3. 19 were going to go into more detail on that. So, looking at Employee Engagement as an outcome we have an index and as i said earlier, this measures the extent to which people feel passionate about their job, committed to the organization, etc. Also, their willingness to refer other people to work within the group. So, of the number of people who responded to the survey, 63. 25 mark is either for or five. So you will see the key, below, that is the red, yellow, and reading squares showing you on the rating scale anyone who marked the item related to this scale 12 would be unfavorable, three was neutral, so the person either work agrees or disagrees and 45 is favorable. Someone who is agrees or strongly disagrees. So while you sleep, the name of the game is to try to get as many people in the green zone as you can could have never seen any organization that has that rating in all the years weve been in this. So, its like i said, its a fairly moderately engaged group. That doesnt mean there isnt room to improve as there is for eddie every organization. Okay, so fit. Another way to look at the data, 79 of the employees responded, mark these items between 45 alignment, the extent to which the organization believes in and puts efforts towards the organizations mission, values and results was 72. 11 favorable. Team, 55. 33 favorable. Valuing, 51. 93, so over half said they agreed they felt valued by the organization and growth being again the lowest area, the extent to which employees feel supported to advance in their career or develop personal skill sets within the organization. So, with any survey like this its important not to get focused in on individual items thats why we are reporting this by the scales, but we do look at the overall themes in terms of what actions to take. So what we see here with the staff group with hss is an organization thats very committed to the mission and goals of the organization is chartered to achieve and as visitors have heard of this today in the first hour of the meeting. So it was also reflected in the survey. Employees also recognize the value of their work to the city and they care about the results of the Organization Achieve that is to the alignment rating we looked at earlier. Employees are well placed in the jobs they are doing. So whatever Selection Process is being used and fits into the type of work people argue are doing on a daily basis is good. They had expressed a desire, the employees, to receive more and different types of recognition. So they can better understand what is valued and recognized within the group. They are also requesting more development and opportunity for growth, which you will see and a recommendations is part of what we want to work on from a standpoint of what is growth and development really mean to the Employee Group because there may not necessarily be a lot of places for people to be promoted or advanced just because of the structure of the organization. So, how does hss defined Development Opportunities for employees . We need to look more closely at that. They also have expressed through the responses on the survey that they would like to improve communications between the departments so that work is not done as sideload is maybe they feel it is a mode but more opportunity to interact across the Department Plan will Work Together and to communicate with management about feelings they have about the project and so forth it more input is something that was requested. So come on the we are looking at the overall summary from the survey. Again, as i said earlier, the stunts that this organization has are largely have to do with the passion and commitment people feel to the purpose of the organization. They care about the departments achievements and meeting the goals you have set out for the group they feel passionate about the type of work they are doing and theyre very aligned with what theyre supposed to be a calm pushing as a department. The opportunities are that any career Development Opportunities need to be made more visible that is both within the department as well as some discussion about what we would call in ids, career governance, whether or not moving to different parts of the city as far as during your career with city and county of San Francisco is this something we want to look at and promote . Employees like supervisors to be more involved in career discussions and discussions around skills. They would like to develop they would like the projects in the department to be more coordinated across the groups. So again, input into projects and goals that are people are working on together could they want access to more Skill Development and growth opportunities. There was some discussion about new projects or skills happening in the course of daily work. For example, when you learn a new Software System but employees not necessarily recognizing that was an opportunity. They are already learning new skills they might have recognize that as a Development Opportunity as it is for example. And employees wanting more recognition for what they consider to be good performance. Or even effort towards performance. So, as far as recommendations and next steps, what we will be doing as ms. Dodd mentioned earlier, we will be meeting with the Management Team to do the actual Action Planning and communication of the results and we want to look at ways in which on a daily basis and also maybe some more formal programs, the valuing and recognition can happen more visibly in the group. We also want to look at how development is defined for the employees in the in the staff and how they see opportunities and what they need to feel motivated around their careers to my and also opportunities for the teams to collaborate across the silos more effectively. Those of be the three areas to focus on is far as the results of the survey are indicating. So, for the next steps, this is our recommendation as a company, ids, for all of our clients. Its just not for hss but the typical process is that we would like the group to prioritize and plan for at least two departmentwide initiatives. We say to at a minimum. Really, the maximum is about three because you just cant make a lot of change in a year or so time effectively. Its a matter of focusing on getting the followthrough and the actual results in a few key areas of the employees are prioritized for us through the survey. The results need to be shared in whatever communication vehicles already exist or other staff meetings, newsletters, email, etc. And we would like to be available to support the team, Management Team, and any Employee Group thats involved in this rollout to make sure that the results actually are improved in the areas that were identified for hopefully next year. So, there should be a way to check in through administering this survey and doesnt necessarily have to be in 2017. It could be even later. It just depends on when the crew feels that the actions have been taken and results are going to be different than what weve measured the first time. So, this survey really acted as a benchmark to get kind of an existing state of what is going on and hopefully through the actions that are taken we would see improvement the next time we do the measurement. So, any questions . Speed tricks to fix any thank you for your presentation. Any questions from the board . I will start with commissioner sass to questions and an observation on slide six of two columns 1 effectiveness and oncall importance. What is the importance . What do these two important but in particular importance . Great question. What the importance is that for each survey item we asked the employees, how effective do you feel this is happening in your organization. And they were rating out 15. We also asked them how important is this to you. So, one item, for example, might be my manager is aware of my career aspirations. So they are going to say, well, i agree but thats really important to me. Okay. The second is, when you go into the favorability percentages have you come up with those percentages . I dont see the relationship between this chart and those percentages. Is there a map . Its a different way of viewing the data. On slide six, this is just the average score on 15 scale, the average of all the people that responded to each survey item. On the favorability rating, thats the percent of employees who waited the items in that scale 45. So, that would be considered favorable because were trying to get everybodythe way this survey is structured, you want people to break each item hi. Auo 3 of the people rate it at four or five . Correct to be clear the favorability is a based on the commendation of questions and a subset of questions in that pituitary will go to a value of valuing . Correct theres 45 questions the roof of dialing in the survey . Correct to that in those areas people responded favorably thats how you do the calculation . Correct. That is correct to the extent that expanded . Yes. To that thats difficult these types of surveys from an hr standpoint. Dr. Follansbee a couple mechanistic question. You have a sense of abandonment rate people who start out the fill out the survey did not finish that . 43 employees respond. Does that mean for three employees answered every single question . Could you close the survey and ignore certain questions . Thats a good question. So, each item on the survey also has an and a choice. They do have to respond to each item that you can say not applicable. You can do that. I dont think we didnt count on that, did we. We dont have that Data Available but if it was important we could get that to you im just curious because going back to the favorable, if a certain percentage of people will lead to my second questionthat said and they would did not answer it you can still you could not close one could not employee could not close the survey if they did not answer a question 33 and 37, either with a number or na. Each survey item can require a response. The only way we get the survey data is if someone goes to the end of the survey and actually clicks submit. So, we dont know of the i guess it was five people, of the five people who do not respond, we dont know how many of those mightve abandoned the survey a lot of us the second question is, are used to seeing distributions of answers and so when we see an average we think the majority were just below or just about. That the ones and twos were really low. Was that the case . Do you think were there some, maybe a few number of employees who answered many questions in very unfavorable category from a disgruntled employees, or whatever, who might not only affect the results but might need special attention in any kind of plan . It thats kind of a touchy issue because we did promise employees confidentiality. Right its hard at this point to go back. We be making can speak to the percentage of people that may have fallen into the category you are asking about, but i think its hard to go back now and say, okay, so and so said this could i was not asking that. Okay. Do you want to hot hello. Megan little. As far as the data when we cleaned it for allies. If there were any specific individuals answering all one all and eight, all fives, they were in consideration for the data. In general, there was a variation between responses. If anything looked odd we did take that into consideration within calculating our results. So, just to followup on commissioner follansbees question, sometimes by identifying subsets of answers within certain categories, i. E. , fit or what ever, those can be correlated to attrition or projected attrition in the organization. Does this survey, or do you type do that type of analysis . And attrition analysis if you will spirit we could do that. To look at how certain scores on items could predict attrition. Its the kind of on not asking if you do im just wondering if you do that everything . Yes, we do that everything think. Commissioner breslin the board received an email concerning you do not allow the staff to comment on management in an unfiltered manner but i think that the only way to do that would be the way to have comments which i think sometimes our self identified correct in this survey did we have in the survey we did not have open comments that was a concern that was in any way expressed. Yes. That was a decision that was made all right. Any other comments from the board regarding the survey . Commissioner sass is the information given to dr. Dodd more detailed than what were given here . I appreciate this is highlighted i could not come up with any kind of a plan to respond to this at all based upon this amount of information we dont have to we dont have to but there is more detail available the one yes, for each item, yes. Thats what we would be working with with the Management Team on that all right. Thank you. Any other questions from the board . If you would just up aside from the microphone, will entertain Public Comment at this moment thank you. You may be called back so dont leave the room. Yes, Public Comment, please herbert weiner. As someone who is experienced harassment and bullying on the job, i am wondering if there is a way of surveying routinely in the survey because i think thats very important respect to employee morale. So, i think its important for any employment survey, anywhere anyplace anytime, throughout the world, and i think it should be part of the survey and i offer this as constructive suggestion thank you for that comment. Any other Public Comment on this discussion item . If not, i will say, thank you for your work in support of this effort. Im very clear that director dodd and senior Management Team are committed to following through and working on this or we would not have begun the process. So we look forward, i hope, to another review of an updated survey at your were so for now. Thank you very much for your time. With that, we will now go to discussionnegotiators stephanie could discussion item on wellness. Item 5 discussion item ages as wellbeing Program Updates. Stephanie fisher stephanie fisheron this Program Update this is item number six is it . Item 52 think it just to be clear for those taking notes. I have a presentation. Sfgov tv, there we are. Thank you. Today we are here to talk about a lot of things. We been doing a lot on wellness and help reported out so i apologize for the quantity of material received all at once. The colorful choices report talks about our Healthy Eating campaign. The first thing the assessment we did in 20142015 showed us was that the area of wellbeing we stored the lowest and was Healthy Behaviors. Of the behaviors are primarily made up of Healthy Eating physical activity smoking is also in there. Drinking. Some other Healthy Behaviors for the primary driver is on our your Healthy Eating and physical activity and in that report we learn of a percent of our population doesnt consume enough fruits and vegetables. The nice thing about addressing fruit and vegetable consumption it is something as much on every diet and any recommendation you would have regardless of conditions. With some modifications. It incorporates a lowfat diet, low sodium diets, things along those lines. We try to take a Healthy Eating topic that would be appropriate for the masses. With that, we chose the colorful choices challenge. The challenge is one aspect of the campaign. The Overall Campaign was called eat better, feel better and was really a compilation both of the online challenge but also championship in activities at the worksite. Educational presentation, coaching, just cultural events. It was a really nice event coming off the Employee Engagement survey at the Comptrollers Office where they actually got people together to talk about what they have been doing on vacation they had a salsa tasted it was an opportunity to share, recognize, spend time together but also bring up this idea of Healthy Eating. Those are the types of things we train the champions on and do for any of our campaigns and the challenge is the way to get data. Also, the way to encourage people are ready to make a change to commit to making a change. Not everybody is ready not everybodys quick to participate even those that you might not make it all the way through. But it does give us a sense of how interested people are in addition to the champion survey feedback just what were hearing along the way. I would say, my team would echo, this is kind of the thing we did that started to tip the scale. The first couple years of the program theres a lot more of us try to convince people this was a good idea and with the better feel Better Campaign the champions got excited and apartment got excited and they started coming to us is the bus having to call them so much. It was a really nice shift. The report goes into also today. Its really interesting to us and really helped us is moving forward into the get fit on route 66. It showed us things like a lot of people registered but then they didnt all track. We had only about 54 of people who registered actually follow through with staying with attractive. Theres a couple factors that go into that that will change in this next challenge to try to make sure that people are actually staying on top. We also got comes back like yes, you did not type but i was aware and eating so much more. It is and always if they do not type they do not change. Type of correlation. Something we learned was that people didnt download the app. We tried to make it as easy as possible for them working i have it on my version and app version but only under 10 of the population actually downloaded the app. Does the types of things will change and again in the route 66 promotion that happening right now. Those are the big lessons learned. Im happy to answer any questions but i was really going to speak to how it is influencing our upcoming challenge. Unless theres something in the 20 some odd pages you would like me to go through . Questions from the board . You be talking somehow in the future whether this is having an effect on our health of our population . Is that part of a plan . Will be looking at what happens. Will we ever be able to use this challenge in this moment that changed this Health Outcome is probably not. Its a compilation of everything we are doing is going to change the different people are going to need Different Things and will continue to offer Different Things to appeal to those people get but we do hope to show that both the individual challenges themselves have some change on behavior and as we start to change behavior and culture we are seeing changes in peoples wellbeing scores changes in peoples engagement in Different Health activities as well. The price issue, which always bothers me. It always seems to me you might just want the [inaudible] and to be doing what they say to get i know nobody would do that people get very excited about prices. But in general, we keep the prices very low cost and theyre always at a raffle. So theres no promise of if you do this then you get this. It is if you get this you get entered into a raffle and you might do this. The prices for colorful choices not even came to get. Theres a whole bunch of him sitting in my office did it was in the primary driver for those folks. We try to use it as a way to call out the behaviors we want. So, you will see it get fit on route 66, we changed the prices to emphasize people tracking because that accountability that checking in each day actually doing it has been proven to show he change his behavior. We also reward people who have made progress toward the goal. We dont expect everybody to go from zero physical activity to 30 min. Five days a week but theyre making progress towards that thats another area we call out by you be entered for a raffle. We also provide incentive sometimes to get information back. Another one is please take a poster because that posters tell sbs questions like what is your current work climate around Healthy Eating or physical activity may ask you again at the and the cnet change is valuable so we can see the champions what theyre doing is having impact on the culture. Sometimes we provide prizes to encourage participation in surveys that give us valuable data and help us actually improve the program moving forward. Oscar basket of fresh fruit or fresh vegetables would be a nice price to the ashley all the teams that one prize thats what they got it i got a basket of fruit on us. Boxes. We do about measuring spoons. We gave out all of the things that encouraged continued Healthy Eating. Or physical activity. We do not give them a stake or fried chicken. Or tell them to slices of tomato under power birder no. That was not what we did okay. Are there other questions from members of the board . Commissioner follansbee yes come i think dr. Dodd did challenge us as a group and to enter so i looked at the program and thats as far as i got. Oh, no im retired and economic to type so i am i looked at it. I guess the question is, when you talk about getting feedback on tracking in a postsurvey, do does your department administer all this human is not administered by the champions. The champions are just there as coaches to encourage people but then the results for improvement sort of like employee satisfaction. Not all employees want their diet habits shared with their colleagues. Im a little confused about how this is operationalized . The role of the champion is to spread the word. We tell the champions is whether job when i percent of the people they represent to know about it better, feel better and thats the campaign right now and these are the things we have available to support them in that. So, when i percent of people, no, not when i percent of people participate. Sometimes we set goals we want at least participants from every department, things are along those lines the retail hundred percent of people you get somebody from every department but the champions come in terms of the survey feedback, all people who register for the challenge took an initial survey as part of the registration process and then they were all asked to take a survey at the end of that. We do sometimes as the champions to remind people to take the survey but we dont in any way have the data coming back into the champions. We then survey the champions, though, and ask the champions how did it go . What did you do spirit what can we improve . Especially people who do not participate, will talk to the champions so thats how we found out how people are not participating, why not. Because thats important, too obviously other questions . There still more so you might want to please, proceed sfgov tv theres a presentation. I have alluded a lot to get fit on route 66 and ill leave it at registration, the first day is monday. You can try again dr. Follansbee to register and do something to get this one is about physical activity. Stay tuned. We have tried to improve everything that we learned from choices. We will see how that goes. So, champion support. We trained 100 champions and 11 different trainings to push out the move more feel better which is the physical activity campaign. The exciting thing here is were starting to go offsite and do the trainings at the champions and were starting to great communities of those champions. Thats been a big change. It takes a lot of effort. We were out training 11 times, two hour training. It takes a lot of work but its completely worth it to be on the ground with the champions and having them Work Together. How do you become a champion . How you pick a champion . Theres a lot of inroads becoming a champion but the initial ask that upon has to identify someone that was two years ago, last january, we did kind of a refresh like a champions, do you want to stay on. We asked you to do this about 16 months. Your 16 months are up. Some stayed on some identified other people. Some just dropped off. People hear about and get excited and therell asked to do it. Theres always a process would have to be approved by their supervisor to participate. Because we do ask that there given 48 hours a month of work time to be a champion. Okay. The Diabetes Prevention program is one of our targeted interventions that we partnered with Kaiser Permanente and a division of research on. Its done so weve officially recruited all our subjects for that program. So that six year and year and data will start to roll in the first site started in late september of 2015. So, that we finished their Yearlong Program this september and the last site was required this july. So we will get the last bit of data a year from now. We have reframed how we are marketing eap to be really clear. That there are services for employees they traditionally think of as eap as conducted so really think about your oneonone counseling, for either personal or workrelated issues, but we want to expand the message to really make sure that managers and supervisors are aware of all the prevention and engagement type things that eap can help with. So, part of that was creating a separate brochure for them but advertises the trainings the seminars, managers and supervisors can bring on second it talks about if there is a loss of the employee eap can come out and talk about that. So, really targeting the population that eap has brought in more frequently and not just thought of it as when youre in a crisis anyone a talk one on one that their scope of services is definitely more broad than that. That also can help us keep efficiencies with only a team of three people to serve the entire city. The Wellness Center is booming. We try to open up the 1 pm timeframe to be open use were people could just commute to the Wellness Center and we have to offer exercise classes 4 5 days because her swelling at noon to such an extent. Both an interest of topics but also just in size. We had our First Official cap on a quest worry actually have to turn people away because we cant fit them all in from a safety standpoint. It. Its exciting to see so many people coming any interest in difference types of class. We are not just doing