Administrative Services Committee Meeting

Administrative Services Committee Commission Chamber- 4/10/2018- 1:10 PM Meeting ADMINISTRATIVE SERVICES 1. Approve new full-time 100% grant paid Court Aide position for Attachments the State Court Accountability Court program. Grant is funded annually from July to June. 2. Discuss 'Common Set of Facts" (Requested by Commissioner Attachments Marion Williams) 3. Motion to approve the minutes of the Administrative Services Attachments Committee held on March 13, 2018. 4. Presentation of the Augusta, Georgia Retirement Attachments Process. 5. Request Human Resources Department provide the following: Attachments 1)Detail presentation on the retirement briefing and option that all employees are presented when they retire and 2) Evidence that the Health Care Plan is offered to the employee that they must either accept or reject and 3)Evidence from our Health Care Plan specifically authorizes the carry over after retirement up to the age of 65 when Medicare/Medicaid becomes effective and 4) Provide commissioners all presentation information electronically. (Requested by Commissioner Sammie Sias - deferred from March 13 Finance Committee) www.augustaga.gov  Administrative Services Committee Meeting 4/10/2018 1:10 PM Accountability Court New Grant Case Aide Position Department: State Court Presenter: Crystal Page Caption: Approve new full-time 100% grant paid Court Aide position for the State Court Accountability Court program. Grant is funded annually from July to June. Background: The Accountability Court has 167 participants enrolled in its DUI, Drug and Veterans Court program. We currently have 1 Case Manager and 1 Coordinator approved for this department. We currently have a part-time court case aide working in our department who is 100% grant paid and we are requesting to make this position full time. The number of participants enrolled and the many State requirements imposed on accountability court programs make it necessary to have a full-time court case aide so the department can meet the demands of operating the department in an efficient manner. Analysis: n/a Financial Impact: This position will be paid an annual salary of $30,829 which includes benefits. Any person hired in this position understands that the position is contingent on the receipt of annual grant funds. Grant is funded annually from July to Jun. It requires renewal application each year. Alternatives: None Recommendation: Approve Funds are Available 100% grant funded through the Criminal Justice Coordinating in the Following Council grant funds. Current grant is ended on 6/30/2018. Fund Accounts: account: 220022638 Cover Memo Item # 1 REVIEWED AND APPROVED BY: Finance. Law. Administrator. Clerk of Commission Cover Memo Item # 1 Attachment number 1 \nPage 1 Item # 1 Attachment number 1 \nPage 2 Item # 1 Attachment number 1 \nPage 3 Item # 1  Administrative Services Committee Meeting 4/10/2018 1:10 PM Common Set of Facts Department: Presenter: Commissioner Marion Williams Caption: Discuss 'Common Set of Facts" (Requested by Commissioner Marion Williams) Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Cover Memo Item # 2  Administrative Services Committee Meeting 4/10/2018 1:10 PM Minutes Department: Clerk of Commission Presenter: Caption: Motion to approve the minutes of the Administrative Services Committee held on March 13, 2018. Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Cover Memo Item # 3  Attachment number 1 \nPage 1 -fr A Administrative Services Committee Meeting Commission Chamber - 3ll3l20l8 ATTENDANICE: Present: Hons. M. williams, chairman; Jefferson, vice Chairman; Davis and D. Williams, members. Absent: Hon. Hardie Davis, Jr., Mayor. ADMINISTRATIVE SERVICES 1. Approve the purchase of one Chevrolet Tahoe Pursuit using a sub-grant funded Item !y th. Federal Homeland Security Grant Program through the State of Georgia Action: for the Richmond County Sheriffs Office. Awarded via State Contract #SWC Approved 40t99-409. Motions Motion f#:" Motion rext Made By seconded By Result Motion to approve. Williams ::*TItroner -rr--'- ^:";ll'-'-"r,rallrs a _^^^___ Mr. M. Approve Commissioner Commission YoT*ttYo^ltt Passes - abstains. Mary Davis Andrew Jefferson Motion Passes 3-0 -1. 2. Approve the purchase of 3 - F-150 Crew Cab Pickup Trucks for Richmond Item County Sheriff s Department using forfeiture funds. Action: Approved Motions Motion il,T:" Motion rext Made By seconded By Result Motion to approve. A __-^__^ Mr. M. Williams. Commissioner Commissioner -Annrove -rr- - - abstains. ;^_:;_;;;;;;:. ;"^,-"'":;-^ Passes Dennis williams Andrew Jefferson Motion Passes 3-0 -1. 3. Motion to approve a request from the Augusta Regional Airport Marshal's Item Office Division for one new 2018 Ford Pursuit Utitity Explorer for K-9 Action: Item # 3  Attachment number 1 \nPage 2 transport. Approved Motions rvrorlor rText By Motion X:t:' Type Motion €xr ryIaoe lly Made Ueconoed Seconded B lty Result Motion to approve. Approve H#Jilliams fl:[H;J;;"' ffffi]'."rffi,o,, passes Motion Passes 3-0 -1. 4. Approve a request from Fleet Management for the replacement of five Marshal's Item Office vehicles using SPLOST Phase VII - Public Safety Vehicles utilizing Action: competitive Bid Item #1 8-123. Approved Motions rvrurrur rText By B-- Motion H:'1'" Type Motion cXr Made lly lYraoe Deconrle0 lly seconded Result Motion to approve. Approve H#;J,riams $:;H;i;'* S:Hilii;;lfi. passes Motion Passes 3-0 -1. 5. Approve the replacement of one Ford Pursuit Utility Vehicle using a sub-grant Item funded by the Federal Homeland Security Grant Program through the State of Action: Georgia. Approved Motions €xf, rvrorlor rText lYraoe I'y By Motion X:j:' Type Motion Made Deconded Seconded B lty Result Motion to approve. ^ Mr. M. Williams Commissioner Commissior Approve u#rotrr. Dennis williams Andrew rrr[iron Passes Motion Passes 3-0 - 1. 6. Approve a request from the Richmond County Sheriff s Office to replace 31 ltem Road Patrol, 2Traffic,2 Civil,l K-9 andT Criminal Investigation vehicles using Action: SPLOST VII - Public Safety Vehicles. Approved Motions X:j:' Type Motion Text rvrrruruu r ri'n'r By rvraue Dy Made p-- DeCOnOeO l5y Seconded Motion ReSUltItem # 3  Attachment number 1 \nPage 3 Motion to approve. Approve 'i1::::^* rl,al's ^ Mr. M. Williams Commissioner Commissi< abstains. Y:'11'lll::'":"' Andrew ::-mrssroner Jefferson Mary Davis passes Motion Passes 3-0 -1. 7. A motion to approve and execute the final revision of the Healthstat contract. Item Action: Approved Motions Motion ;"-'"- rvrulrt'' rn^-.4 r,r^4:^- Motion IText E-n'r il/r^r^ By rYraue '-- Made .,r r rh Seconded B,y Motion Type 'y Result Motion to Approve iffi"":Xasses4- 0. ;:ffiii;;ffi;, ;,:ffij.l['- passes 8. Approve proposal from Total Systems Commissioning, Inc. in the amount of Item $39,680.00 to assess the condition of the plumbing and electrical systems at Action: Richmond County Correctional Institution (RCCI) and recommend a strategy to Approved implement improvements. (RFPL7 -294) Motions Motion f,rr^.:^-'Tr^--4 f,/r^r-n-- d r r'- Motion ;""'"- f'YPe Motion Text - ----- By Made -'1 Seconded By Result Motion to Approve ffimil';asses 4- f,:I,H#lJ.. S:[Tiil,",1,:;, passes 0. 9. Update from Historic Augusta regarding the plans for the Augusta Jewish Item Museum in accordance with the lease agreement between Augusta, GA and Action: Historic Augusta, Inc. dated July 26,2016. Approved Motions Motion rText exf, By Motion H:tl"t I ype 'lrur Made lYraoe l5y seconded Seconded B l,y Result Motion to approve ^ Approve receiving thi, it"- u, tt Commissioner commission Andrew passes ill".-*t*. Mary Durri. Jefferson Motion passes 4-0. 10. Discuss the proficiency/effectiveness of automated voice messaging systems Item # 3 Item  Attachment number 1 \nPage 4 used by city departments. (Requested by Commissioner Marion Witliams) Action: Approved Motions Motion i^#:" Motion rext Made By Seconded By Result Motion to approve Approve this item as fitr#lf; f^:[HiJi,"* S:ffi]iiiiffi;. passes Motion Passes 4-0. 11. Discuss "common set of factsr'. (Requested by Commissioner Marion ltem Williams) Action: Approved Motions Motion f#:"' Motion rext Made By seconded By ResuIt Motion to approve receiving this item as Commissioner Commissioner A --_^_.^ APProve information. Mary Davis Andrew Passes Jefferson Motion Passes 4-0. 12. Presented as Information: The Housing and Community Development Item Department is going digital. Action: Approved Motions Motion rext Motion ilil:"' Made By Seconded By Result Motion to approve Approve ;fgl#il; "' i:T.T#'ioner commissic Jefferson Mary ou'i'J"t Passes Motion passes 4-0. 13. Motion to approve the minutes of the Administrative Services Committee held Item on February27,2018. Action: Approved Motions fotion Motion Text Made By Seconded By Motion rype Result Approve Motion to Passes approve. Commissioner Commissioner Item # 3  Attachment number 1 \nPage 5 Motion Passes 4- Mary Davis Andrew Jefferson 0. 14. Consider Sheriff Roundtree's communication to the commission dated Item 3lTll8regarding the commission's prerogative to speak to public concerns. Action: (Requested by Commissioner Marion Williams) Approved Motions Motion ry#' Motion rexr Made By Seconded By Result Motion to approve receiving this item as Commissioner Commissioner A---^_,^ Approve Andrew information. Dennis Williams Jefferson Passes Motion Passes 4-0. 15. Update from Procurement regarding awarding of storm water contracts. Item Action: Approved Motions Motion Motion Text rype Made By seconded By f"'.Xir" Motion to approve receiving this item as Commissioner Commissioner Approve information. Mr. Mury Davis Dennis Passes Jefferson out. Williams Motion Passes 3-0. 16. Motion to request staff to initiate the process to amend Personnel Policy & Item Procedures Manual, Chapter III, Grievances, Discipline & Appeals Section and Action: to review the other policies and procedure letters that we considered in 2Ol7 Approved reference the PPPM. (Requested by Commissioner Sammie Sias inadvertently omitted from the agenda by the clerk's office) Motions Motion Motion Text Made Seconded Motion Type By By Result Unanimous consent is given to add this item to the agenda. Motions Motion Motion Type Motion Text Made By Seconded By ResultItem # 3  Attachment number 1 \nPage 6 Motion to approve appointing Mr. Jefferson to chair the PPPM sub- ^ Commissioner Approve committee after which :,":Tt^:11-"t' Andrew passes Mr. Sias'concern can be vrary L'av1s Jefferson addressed as a priority. Motion Passes 4-0. 17. A request for an action to be taken to correct an approval by the Augusta Item Commission on February 6, 2018 for Item Number 11 for Landscaping Action: Services. (Requested by Commissioner Marion Williams) None Motions Motion Motion i.',-__1 ;"""" r,r^1:^_ Text Made Seconded Motion rYPe By By Result No formal action was taken on this item at this time. The law department will review this item and make a recommendation back to the Commission. www.auqustaqa.qov Item # 3  Administrative Services Committee Meeting 4/10/2018 1:10 PM Augusta Georgia Retirement Process Department: Human Resources Presenter: Kenneth Perry, Compensation and Benefits Manager Caption: Presentation of the Augusta, Georgia Retirement Process. Background: N/A Analysis: N/A Financial Impact: N/A Alternatives: N/A Recommendation: N/A Funds are Available in the Following N/A Accounts: REVIEWED AND APPROVED BY: Cover Memo Item # 4  Augusta, Georgia Retirement Process April 10, 2018 Item # 4 Attachment number 1 \nPage 1  The Retirement Process • Employee contacts the HR department (benefits staff) to request an appointment to discuss retirement. • Benefits staff requests a retirement estimate from our pension administrator (GMEBS/QPA) for the employee prior to meeting with the employee. • Estimate is normally provided to employee by phone or by email. If employee desires to proceed with retirement, they are informed of the documents needed for employee only and/or spousal benefit. *Driver’s license, SS Card, Birth Certificate and Voided Check. If leaving a spousal benefit, a copy of marriage license is needed. • During the appointment, the benefits staff will review and complete the retirement application with the employee and obtain all of the requested documents needed in conjunction with the retirement application. *GMEBS – Georgia Municipal Employees Benefit System *QPA – Qualified Plan Administrator Item # 4 Attachment number 1 \nPage 2 2  The Retirement Process continued… • Recommended time period for those seeking retirement? We recommend employees contact Human Resources at least sixty (60) days prior to retirement effective date. • Appointment time to complete application and obtain required documents? • The appointment time with Human Resources should take approximately one hour but varies by employee. Item # 4 Attachment number 1 \nPage 3 3  Augusta, Georgia Pension Plans • Current GMEBS - Georgia Municipal Association • Old GMEBS - Georgia Municipal Association • 1977 Pension Plan – Georgia Municipal Association • 1949 Pension Plan – Qualified Pension Administrator • 1945 Pension Plan – Qualified Pension Administrator • 1998 Deferred Contribution Benefit Plan – Newport Group Item # 4 Attachment number 1 \nPage 4 4  The Retirement Options… Retirement benefit options Presented to Employee: o Option to leave a spousal benefit o Option to continue Health, Dental and Vision insurance o Option to continue basic life insurance o Option to enroll into Medicare Advantage, if 65 or older o Provide employee information related to their supplemental benefits. Item # 4 Attachment number 1 \nPage 5 5  Retirement Benefit Elections Options Item # 4 Attachment number 1 \nPage 6 6  Attachment number 1 \nPage 7 Page 3 of BCBS contract Item # 4 Attachment number 1 \nPage 8 Item # 4  Attachment number 1 \nPage 9 9 QUESTIONS??? Item # 4  Attachment number 2 \nPage 1 IT’S YOUR FUTURE MAKING THE MOST OF YOUR AUGUSTA, GEORGIA RETIREMENT Item # 4 5  Attachment number 2 \nPage 2 About the Benefits Handbook This booklet describes the benefits available to Augusta, Georgia employees who have met the age and service requirements to retire with benefits under the GMEBS - Georgia Municipal Employees Benefit System (Current GMEBS, Old GMEBS and 1977 Pension Plans, QPA – Qualified Plan Administrator (1945 and 1949 Pension Plans) and Newport Group - 1998 (Deferred Contribution Plan). The benefits described within this booklet are based on meeting the requirements to retire from Augusta, Georgia. Augusta, Georgia has been made to ensure the accuracy of information in this booklet. However, if statements in this booklet differ from applicable contracts, certificates or riders, then the terms and conditions of those documents, as interpreted by the Augusta, Georgia Human Resources office, prevail. Possession of this booklet does not constitute eligibility for retirement. 2 Item # 4  Attachment number 2 \nPage 3 Contents Retirement from the Augusta, Georgia ……4 Augusta, Georgia benefits in Retirement…..5 Retiree Life Insurance….6 Benefits that end in Retirement…….7 Benefit Retirement Premiums…8 Contact Info…9 Frequently Asked Questions…10 3 Item # 4  Attachment number 2 \nPage 4 Retirement from the Augusta, Georgia Your eligibility to retire from the Augusta, Georgia government is determined by several factors, including your age, your service date, your appointment date and the number of years you have worked for the organization? “Retirement” is defined as a voluntary termination from the Augusta, Georgia government based on meeting age and eligible service requirements. In addition to other eligibility, there is also a five (5) year minimum service requirement to retire with benefits, including health/prescription drug, dental, vision and life insurance, if eligible. 4 Item # 4  Attachment number 2 \nPage 5 Augusta, Georgia Benefits in Retirement When you retire, your Augusta, Georgia employee benefits end at the end of the month prior to the effective date of your retirement. Retiree benefits for which you are eligible start on the 1 st of the month. Note: if you retire on the 1st of the month, your employee benefits end and your retiree benefits start on your retirement date. If you are enrolled in the following Augusta, Georgia benefit plans and are eligible for benefits as an Augusta, GA retiree, coverage for you and your eligible dependents enrolled at the time of your retirement will automatically continue as long as you pay any applicable premiums:  Health Plan (including prescription drug coverage) o If you are retiring under the age of 65, on our HMO OR POS plan, your prescription drug carrier is Magellan RX. o If you are retiring at age 65 or older, on our Medicare Preferred PPO plan, your prescription drug carrier is Express Scripts.  Dental Plan  Vision Plan  Group Term Life Insurance (Automatically transfers to the Retiree Life Insurance Plan) *Employees seeking retirement have the option to waive coverage, if they choose to do so. Dependent Eligibility Only the eligible person(s) covered under your benefits plans at the time of your retirement can remain on your coverage in retirement. Covered dependent children remain on your benefits until they no longer meet the eligibility requirements, up to the end of the month in which they turn 26. Open Enrollment Each year during the Open Enrollment period, you may make changes to your retiree benefits i.e. health, dental and vision. As an Augusta, Georgia retiree, changes are effective April 1st. Item # 4 5  Attachment number 2 \nPage 6 Retiree Life Insurance Plan If you are enrolled in Group Term Life Insurance when you retire, you will be transferred to the Retiree Life Insurance Plan, and the amount of coverage will be reduced to the retirement level for your age (unless you appear on the Grandfathered list). Those employees listed on the grandfathered list are not subject to policy amount based on age. All other retirees will continue to reduce each year until you reach age 70, when the coverage becomes $12,500, and this amount will remain in effect for the rest of your life. Your Age On and Amount of Monthly After Retirement Insurance Premium Up to age 65 $25,000 $11.00 Age: 65-69 $16,250 $7.15 Age 70 and older $12,500 $5.50 *Premium amounts will be deducted from your monthly pension. Your life insurance will be paid to your named beneficiaries Regardless of how, when or where death occurs, the full amount of your life insurance in effect at the time of death will be paid to your beneficiaries after written proof of your death is provided to the life insurance company and all necessary documents are processed. Keep your beneficiary designation up to date Be sure to keep your beneficiary information up to date as your circumstances change. In order to change your life insurance beneficiary, you must contact Augusta, Georgia Human Resources benefits team. 6 Item # 4  Attachment number 2 \nPage 7 Benefits that end at Retirement The following benefits end at retirement:  Long-Term Disability Plan Your Long-Term Disability (LTD) benefits will end as of the last day of the month prior to your retirement date. Note: if your retirement date is the 1st of the month, your LTD coverage will end the last day of the previous month.  Flexible Spending (FSA) Healthcare FSA If you participate in a Healthcare FSA, expenses incurred prior to the date of your retirement are eligible for reimbursement.  Dependent Care FSA You may continue to submit claims for expenses incurred from January 1 (or your dependent care FSA start date) through March 15 of the following year. The amount of the reimbursement will be subject to the balance in your account. If there are sufficient funds, claims will be honored upon request.  Nationwide 457 Upon retirement, once you have been designated as a retiree, you will need to submit the necessary forms to Nationwide to receive the contribution balance. Distribution forms can be obtained by contacting the Augusta, Georgia Human Resources department (a portion of the form will need to be completed by HR.)  Optional Life Insurance Upon retirement, once you have been designated as a retiree, you will need to contact the Standard Life Insurance and/or Voya Insurance to set up direct billing to make payments directly to the insurance company. 7 Item # 4  Attachment number 2 \nPage 8 Retirement Benefit Premiums Paying for your benefits As an Augusta, Georgia retiree, your health/dental, vision and life insurance, if selected, will be deducted from your monthly pension check. The retirement amount quoted to you at retirement will be the amount minus the benefit elections amount you authorize to be deducted. The HR department (Benefits Staff) will provide you with a copy of the insurance deductions you elected. If your monthly pension is less than the benefit elections, the retiree will be set up on direct bill and will pay the monthly premiums to Conexis. Medical Insurance Premiums - Retirees (Monthly) County 45, County 77, City GMEBS and Social Security Plan 1 - HMO Retiree Retiree Only $101.81 Retiree + 1 $203.74 Family $305.61 Plan 2 - POS Retirees without Medicare Medicare Advantage & Dental Retiree Retiree Retiree $112.60 Retiree $35.84 Retiree + 1 $225.31 Retiree + 1 $77.31 Family $337.96 City 45 and City 49 Retirees Plan 1 (HMO) - Medical & Dental Medicare Advantage & Dental Retiree Retiree Retiree $45.47 Retiree $35.84 Retiree + 1 $90.99 Retiree + 1 $77.31 Family $136.49 Plan 2 (POS) - Medical & Dental VISION Retiree $43.49 Retiree Only $6.14 (Low) $9.10 (High) Retiree + 1 $86.97 Retiree + 1 $12.30 (Low) $18.24 (High) Retiree + Family $16.90 (Low) $25.06 (High) 8 Item # 4  Attachment number 2 \nPage 9 Contact Information BENEFITS CLAIMS BENEFIT ADMINISTRATOR PHONE WEBSITE HEALTH CARE Health Maintenance Organizations (HMO) Blue Cross Blue Shield of Georgia 800-441-2273 www.bcbsga.com Prescriptions (HMO) Magellan RX 800-424-8009 www.magellan.com Preferred Provider Organizations (PPO) Blue Cross Blue Shield of Georgia 800-441-2273 www.bcbsga.com Prescriptions (PPO) Magellan RX 800-424-8009 www.magellan.com Medicare Advantage Blue Cross Blue Shield of Georgia 800-441-2273 www.bcbsga.com Prescriptions (Medicare Advantage) Express Scripts 800-251-7690 www.express-scripts.com See U.S. government listing in your local Medicare telephone book www.medicare.gov Dental MetLife 800-638-5433 www.metlife.com Vision EyeMed 866-939-3633 www.eyemedvisioncare.com Life Insurance Standard 800-638-1135 www.standard.com Life Insurance VOYA 855-ONE-VOYA www.voya.com AFLAC AFLAC 800-992-3522 www.AFLAC.COM Heath Plan Payments CONEXIS 866-279-8385 www.conexis.com Email: Human Resources Department 706-821-2303 benefits@augustaga.gov 9 Item # 4  Attachment number 2 \nPage 10 Frequently Asked Questions 1. As a retiree, if I decide not to leave my spouse a spousal benefit, can I change my mind at a later date? No, the final retirement amount is based on whether or not a retiree leaves a spousal benefit. Once the retiree elects not to leave a spouse benefit, he or she cannot change that election. 2. As a retiree, what deductions are eligible to be deducted from my monthly pension? a. Health/Dental b. Vision c. Group Term Life Insurance 3. As a retiree, when does my retirement become effective? How should I communicate my retirement to my department? Retirement for all retirees are effective at the 1st of the month. Employees seeking retirement are encouraged to give their department at least a thirty-day (30) notice. 4. As a retiree, what if the last day of the month falls on Wednesday, should I finish out the week? No, your last day of work would be the last day of the month whether it falls on Monday, Tuesday, Wednesday or Thursday. Retirees should not work beyond the last day of the month. 5. As a retiree, if I pass away, who should my family contact? The family of a retiree who has passed away should contact the HR department immediately. At that time, a benefit specialist will provide the designated beneficiary with the necessary documents needed to initiate a death claim with the insurance company. The HR department’s direct line is (706) 821-2303. 6. As a retiree, I left my spouse a spousal benefit and had them covered on my insurance. What happens after I pass away? Upon the death of a retiree, the family should contact the HR department immediately. At that time, a benefit specialist will inform the designated beneficiary of the next process. If the retiree has left a spousal benefit, the benefit specialist will walk the spouse through the process of continuing his/her benefits after the retiree’s death. The HR department’s direct line is (706) 821-2303. 7. As a retiree, how is Retiree Open Enrollment handled? Open enrollment is held on a designated date in February of each year. The HR department will send out of notices of the place, date and time of the event and invite all retirees to attend. Retirees are not required to attend these events, they should attend only if changes are necessary or if the retiree has benefit related questions for benefit providers. 10 Item # 4  Attachment number 2 \nPage 11 8. As a retiree, what should I do if I have a life changing event? As retiree, you will have to communicate with the Human Resources department directly. If you have one of the following life changing events: o New Marriage o Divorce or legal separation o Birth or adoption of an eligible child o Death of your spouse or a covered child o Receipt of a Qualified Medical Child Support Order *HR should be notified of any life changing events within 30 days of the event in order to be compliance with the change associated with the event. You can do so by stopping by or calling the HR office, 535 Telfair Street, 4th floor, Augusta, Georgia or (706) 821-2303 between 8:30AM-5pm, Monday through Friday. 9. As a retiree, what if my address has changed? All retirees are encouraged to keep their address information updated with the HR department. If you need to make an address change, you can do so by stopping by the HR office, 535 Telfair Street, 4th floor, Augusta, Georgia between 8:30AM-5PM, Monday through Friday. 10. As a retiree, what happens after Retiree Open Enrollment? The HR department’s benefits team will review the changes, update those changes in our benefits system and forward the changes to the respective Pension Administrator (GMEBS/QPA) by March 15 for an April 1 effective date. 11. As a retiree, what happens to my unused compensatory and vacation hours? Once your department has submitted the proper paperwork (RPA) to Human Resources, notification will be provided to the payroll department and then you will be paid for your unused compensatory and vacation hours. All final payouts are paid in the form of a live check and must be picked up in the Human Resources office with proper identification. 12. As a retiree, can I continue to use the Health and Wellness center? The only retirees eligible to utilize the Health and Wellness center are those individuals who are on Augusta, GA’s HMO/POS health plans. Employees 65 years or older enrolled in our Medicare Advantage plan are not eligible to utilize the Health and Wellness center. 13. What if I’m denied retirement benefits due to age or years of service, how do I appeal this decision? a. The potential retiree should contact the Human Resources department in writing within 90 days of the decision. b. Appeal letter to should be addressed to: Augusta, Georgia Government, ATTN: Compensation and Benefits Manager, 535 Telfair Street, Suite 400, Augusta, Georgia 30901 c. Appeal process review should be concluded within 90 days of receipt in the Human Resources office. 11 Item # 4  Attachment number 2 \nPage 12 d. Once a decision has been made, the Human Resources office shall contact you in writing within 30 days of the decision. 14. Can I keep my other benefits outside of my Health, Dental, Vision and Life Insurance? Yes, retirees have the option to keep such benefits such as AFLAC and/or Optional Life insurance; however, as a retiree, you have to contact the vendor to make payments through direct billing. 12 Item # 4  Attachment number 3 \nPage 1 AUTHORIZATION FOR INSURANCE DEDUCTIONS Retiree’s Name: ____________________________________ SSN: _____ -_____ - ______ Plan Name: □ City 45 □ City 49 □ County 45 □ County 77 □ GMEBS Health Insurance Elections: _________ (Retiree Initials) □ Opt Out □ Plan I □ Plan II □ MetLife Dental □ Medicare Advantage Coverage Level: ___________ (Retiree Initials) □ Opt Out □ Retiree Only □ Retiree +1 Family □ Family Cost: Retiree Cost: Health Insurance $_________ MetLife Dental $ _________ Employer Cost: Health Insurance $_________ MetLife Dental $ _________ Vision Care Plan: ___________ (Retiree Initials) □ Opt Out □ Low Option □ High Option Retiree Cost: EyeMed $ _________ Life Insurance: ___________ (Retiree Initials) □ Opt Out □ Opt In Coverage: Retiree Cost: $_____________ Insurance Amount: $ _______________ Beneficiary Name/Address/Phone: ____________________________________________ ( ) ________-_____________ ____________________________________________ HR Benefits Representative: ___________________________________ Date: ____/____/____ Retiree Signature: __________________________________________ Date: ____/____/____ Karen Dixon Donna Jones karend@qpainc.com DJones@gmanet.com (706) 722-1208 (Fax) (678) 686-6338 (Fax) Augusta, Georgia Human Resources Department 535 Telfair Street, Suite 400 Augusta, Georgia 30901 (706) 821-2303 (Office) – (706) 821-2867 (FAX) Item # 4  Administrative Services Committee Meeting 4/10/2018 1:10 PM Personnel Retirement Briefing Department: Presenter: Commissioner Sammie Sias Caption: Request Human Resources Department provide the following: 1) Detail presentation on the retirement briefing and option that all employees are presented when they retire and 2) Evidence that the Health Care Plan is offered to the employee that they must either accept or reject and 3)Evidence from our Health Care Plan specifically authorizes the carry over after retirement up to the age of 65 when Medicare/Medicaid becomes effective and 4) Provide commissioners all presentation information electronically. (Requested by Commissioner Sammie Sias - deferred from March 13 Finance Committee) Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Cover Memo Item # 5