BOARD OF DIRECTORS MEETING. Tuesday, December 19, :30 a.m. VCOE Simi Room 5189 Verdugo Way Camarillo, CA MINUTES. VC Office of Education

Transcription

1 BOARD OF DIRECTORS MEETING Tuesday, 8:30 a.m. VCOE Simi Room 5189 Verdugo Way Camarillo, CA MINUTES BOARD MEMBERS PRESENT Misty Key, President Dr. Christine Walker, Vice President Kristen Pifko, Treasurer Dr. Victor Hayek, General Member Michele Hellewell, General Member Tami Peterson, General Member Sid Albaugh Dr. Jesus Vaca ALTERNATE MEMBERS PRESENT Teri Gern Cynthia Mynatt Janet Penanhoat Eric Reynolds VCSSFA STAFF Elizabeth Atilano Jaclyn Bull Russ Olsen OTHERS PRESENT Tim Farley Coni Hernandez Libby McGrevey Cheryl Hogue Jackee Munoz-Goode Greg Van Ness Patrick Murphy (via phone) VC Office of Education Hueneme Elementary SD Rio SD Conejo Valley USD Ocean View SD Briggs, Mesa, Mupu, Santa Clara, Somis Oxnard Union HSD Oxnard ESD VC Office of Education Simi Valley USD Oxnard ESD Ventura USD Executive Director Executive Assistant Director of Risk Management Farley Consulting Hernandez Consulting Services York Risk Services York Risk Services Tolman & Wiker Tolman & Wiker Harrison, Eichenberg & Murphy

2 Page 2 of 5 I. CALL TO ORDER President, Misty Key, called the meeting to order at 8:32 a.m. II. INTRODUCTIONS Participants took turns introducing themselves. III. AGENDA A. Amendments / Adjustments B. Approval A motion was made by Mr. Sid Albaugh and seconded by Ms. Michele Hellewell to approve the agenda as submitted. The motion was IV. PUBLIC COMMENTS There were no public comments. V. CONSENT CALENDAR Items A-B have been previously approved by Executive Committee Action A. Receipt of the October 10, 2017 Executive Committee Meeting Minutes B. Receipt of the October 4, 2017 Risk Management Committee Meeting Minutes C. Approval of the Check Registers for the Period 10/13/17 12/12/17 A motion was made by Dr. Victor Hayek and seconded by Ms. Kristen Pifko to approve the consent calendar as submitted. The motion was VI. ACTION ITEMS A. Claims Audits Liability and Workers Compensation Program Update Ms. Elizabeth Atilano-Melvin thanked the group for attending the meeting, despite the wildfire emergency. She introduced Mr. Tim Farley, VCSSFA consultant, who was present to take the Board through the claims audits for both the liability and workers compensation programs. Mr. Farley reported that York Risk Services continues to provide excellent service to VCSSFA and there were no categories with significant findings in the liability program. He did advise the Board to remind all of their facilities to report any losses to York as quickly as possible. There were no investigation deficiencies and six claims had subrogation issues that were aggressively pursued by York. Mr. Farley moved on to the workers compensation program. He audited 110 claims and found that York continues to provide excellent service in the handling of claims. He did

3 Page 3 of 5 find six claims that showed a medical reserve documentation deficiency. Mr. Farley also suggested monitoring caseloads closely, though he found no staffing/caseloads deficiencies. He reported York is conducting thorough investigations on VCSSFA claims and that the WellComp medical review services resulted in a net savings of 71% of the original amount of medical bills received for a one year period. Return to work programs are the best cost mitigation factor in a workers compensation program. There were also no litigation management deficiencies. A motion was made by Ms. Michele Hellewell and seconded by Dr. Christine Walker to approve the claims audits for the liability and workers compensation programs. The motion was B. Liability Program Deductibles Information Sheet Mr. Russ Olsen, VCSSFA Director of Risk Management, reminded the Board that due to the rewrite of the Memorandum of Coverage (MOC), most of the deductibles have been eliminated, requiring significant revisions to the Liability Program Deductibles Information Sheet. Both a redline and clean version were provided to the Board for their review. A motion was made by Dr. Victor Hayek and seconded by Dr. Christine Walker to approve the Liability Program Deductibles Information Sheet. The motion was C. Additional Insured Endorsements Information Sheet Mr. Olsen shared that the Additional Insured Endorsements Information Sheet also needed to be updated, partially due to the changes in the MOC. At the direction of the Risk Management Committee, other changes were made beyond the required updates. A motion was made by Ms. Michele Hellewell and seconded by Ms. Kristen Pifko to approve the additional insured endorsements information sheet. The motion was D. Student Activities Guide Ms. Olsen reviewed the Student Activities Guide, often referred to the red light/yellow light/green light list. This document was also affected by the changes to the MOC. The deductible is now $100,00 rather than the self-insured retention amount. The yellow light list no longer has deductibles. Best practices and information sheets are available for activities on the yellow light list. Discussion ensued regarding the different yellow light activities versus conditions of a student. Mr. Olsen will revise a few of the best practices and set up other guidance documents.

4 Page 4 of 5 A motion was made by Ms. Michele Hellewell and seconded by Ms. Kristen Pifko to approve the student activities guide with the requested revisions. The motion was VII. INFORMATION/DISCUSSION ITEMS A. VCSSFA Workers Compensation Program Update VCSSFA s Workers Compensation Program Consultant, Coni Hernandez, presented her update to the VCSSFA Board. B. Special Education Coverage Update Ms. Atilano-Melvin reminded the group that the newly incorporated SpEd Coverage in the MOC would be reviewed at every Executive Committee and Board meeting to let the Board know how the new program is running. The coverage went into effect October 1, One district has utilized the program so far and VCSSFA is monitoring two issues with that district and communicating with SpEd counsel and the district. A legal opinion has also been provided to SELPA regarding forms policy. Dr. Hayek inquired about the SpEd attorney panel. Ms. Atilano-Melvin shared the panel currently consisted of two firms. An RFP for more SpEd attorneys may go out in March for FY C. Emergency Response Update Ms. Libby McGrevey from York Risk Services has been managing the crisis response, as well as Mr. Olsen and Ms. Atilano-Melvin. Ms. McGrevey shared that sites have been scheduled to be cleaned so districts will be ready to open in the new year when they return from winter break. The losses have been catastrophic for several VCSSFA members, with Ojai USD, Ventura USd and Santa Paula USD hit the hardest, mostly with smoke damage. Fire damage, thankfully, has been minimal so far. VCSSFA reported to their excess carrier Axis on December 5, Axis provided a team to visit the districts to survey the damage. The JPA is treating the collective property damage as one claim, using the reinsurance carrier, with no deductibles to the affected districts, as it is a catastrophic loss. Ms. Atilano- Melvin reminded the affected members that everything related to the loss is reimbursable so it is important they keep track of every expense related to the fire and smoke damage. Ms. Key invited the affected members to reach out to the county office for assistance, as needed. Mr. Eric Reynolds thanked VCSSFA and York Risk Services. Due to their hard work, as well as the hard work of Ventura USD employees, some of whom have lost their homes, many sites have been cleaned, despite the ongoing fires.

5 Page 5 of 5 Note: The Board went into Closed Session at 9:49 a.m. Note: The Board returned to Open Session at 10:03 a.m. Board President Misty Key reported out of Closed Session that the Board took action on Closed Session Item A to ratify the following workers compensation claim settlements: VCSF VCSD VCSG VCSF VCSG VCSE VCSS VCSG VCSG VCSF VCSF VCSH VCSF VCSH VCSH VCSG VCSG VCSH IX. PROGRAM UPDATES A. Executive Director - None. B. Director of Risk Management - The former minimum guidelines will now be turned into a Best Practices document. - A new Automated External Defibrillator (AED) guidance document will be shared soon. - There are updates to the helicopter landing information sheet being reviewed by the Risk Management Committee - Guidance will be sent this week for guidance on minor smoke cleaning for school staff or parent volunteers. C. York Workers Compensation Representatives - There is a new drug formulary that will help expedite delivery of medications to injured workers - There is a new law regarding injured workers. - A workshop regarding the new law will be held on February 20, D. York Liability & Property Representatives - No updates other than the continued effort to respond to the Thomas Fire crisis. X. AGENDA ITEMS / NEXT MEETING A. January 9, 2018 Executive Committee 8:30 a.m. B. February 13, 2018 Executive Committee 8:30 a.m. C. March 13, 2018 Executive Committee 8:30 a.m. D. March 20, 2018 Board 8:30 a.m. E. April 10, 2018 Executive Committee 8:30 a.m. F. May 8, 2018 Executive Committee 8:30 a.m. G. June 12, 2018 Executive Committee 8:30 a.m. H. June 19, 2018 Board 8:30 a.m. XI. ADJOURNMENT There being no further business, the meeting was adjourned at 10:10 a.m.