Prior to the adoption of 3-9 on 11/23/2009, Policy 3-9 read as follows.

PURPOSE: To establish an employee committee to consider matters relating to the City of Lawton Health Plan and Cafeteria Plan (Flexible Benefits).

BACKGROUND: The City of Lawton has established a Health Plan and Cafeteria Plan as a means of providing health and dental coverage, and tax savings on benefits, to employees and eligible dependents. It is important to have employee involvement of the plan in order to make the plan as effective as possible.

POLICY: An Employee Health Plan/Cafeteria Plan Review Committee is hereby established. The Committee shall establish by-laws to assure effective operations to monitor and review the City of Lawton Health Plan and Cafeteria Plan and its individual benefit plans.

The Employee Health Plan/Cafeteria Plan Review Committee shall consist of the following members:

A. Two representatives to be appointed by the president of the bargaining unit which represents Police Officers. Two alternate representatives shall also be appointed to attend in the absence of primary members. The two primary positions shall be designated as follows:

1. P1 - Term shall expire December 31, 1998, and every two years thereafter.

2. P2- Term shall expire December 31, 1999, and every two years thereafter.

B. Two representatives to be appointed by the president of the bargaining unit which represents Firefighters. Two alternate representatives shall also be appointed to attend in the absence of primary members. The two primary positions shall be designated as follows:

1. F1 - Term shall expire December 31, 1998, and every two years thereafter.

2. F2 - Term shall expire December 31, 1999, and every two years thereafter.

C. Four representatives to be appointed by the chairperson of the Employee Advisory Committee. Four alternate representatives shall also be appointed to attend in the absence of primary members. The four primary positions shall be as designated as follows:

1. G1 - Term shall expire December 31, 1998, and every two years thereafter.

2. G2 - Term shall expire December 31, 1998, and every two years thereafter.

3. G3 - Term shall expire December 31, 1999, and every two years thereafter.

4. G4 - Term shall expire December 31, 1999, and every two years thereafter.

D. One retiree representative to be appointed by the City Manager. One alternate representative shall also be appointed to attend in the absence of primary member. The primary position shall be designated as follows:

1. R1 - Term shall expire December 31, 2002, and every two years thereafter.

E. Alternate members shall attend committee meetings only if the primary members are absent.

Appointments of the committee members shall be for a period of two years. Members shall be appointed in alternate years. Appointments shall be made in December and effective on the 1st of January.

One of the primary members shall be elected by popular vote of the committee membership to serve as chairman for a period of one year. The election shall be conducted annually during the first regular committee meeting in January.

The committee shall meet regularly at least once each two months at a predetermined time and place. The time and place of regular meetings shall be specified in the committee by-laws. An agenda for each meeting, which outlines the work to be done by the committee, and the minutes from said meetings shall be sent to the City Manager and all divisions.

A quorum shall consist of at least four regular members or alternates.

The duties and responsibilities of the Health Plan/Cafeteria Plan Review Committee are as follows:

A. Review composite claims data from each of the component benefit plans which make up the Cafeteria Plan and based on the data, make recommendations for minimizing claim losses to the Human Resources Director and City Manager.

B. Relate and describe actual and proposed changes in the benefit plans to employees in the various representative employee groups.

C. Relate and represent to the entire committee the desires of employee groups concerning the benefit plans, coverage, and rates of coverage.

D. Review and provide recommendations to the Human Resources Director and City Manager concerning changes in the benefit plans, coverage, and rates of coverage from time to time may be required.

E. Serve as an appeals review committee for individual employees who feel their claims have not been adequately reviewed by the Third Party Administrator.

RESCISSION: This policy rescinds Administrative Policy No. 3-9 dated October 19, 1998, and remains in effect until rescinded.