2019-10-29 Disability Board MinutesEDMONDS' DISABILITY BOARD
Meeting Minutes
Regularly Called Meeting
10/29/2019
MEMBERS PRESENT:
Ken Jones, Chair
Gary McComas, Board Member
Dave Teitzel, Council Member
Diane Buckshnis, Council Member
Jim Distelhorst, Citizen -At -Large
STAFF PRESENT:
Emily Wagener, Human Resources Analyst
Sharon Cates, City Attorney
MEMBERS OF THE PUBLIC PRESENT:
None
CALL TO ORDER:
Chair Ken Jones called the meeting to order at 10:02 am.
INFORMATION
Chair Jones explained that the Council appointments will be up at the end of the year (2019) and it will
be up to the Mayor to appoint the new board members from Council.
APPROVAL OF MINUTES:
Council Member Diane Buckshnis moved to approve the minutes from the regularly scheduled
7/29/2019 meeting. Citizen -At -Large Jim Distelhorst seconded the motion. The motion carried.
DISCUSS AND APPROVE CLAIMS SUMMARY REPORT
Chair Jones introduced the claims summary report for the third quarter of 2019.
Summary of Current Costs
07/01/2019- 09/30/2019
SERVICE
Number of Claims
Total Paid for Service
Long Term Care
7
$ 50,697.21
Medical Services
5
$ 1,128.47
Medicare Premium
1
$ 1,320.00
Other
1
$ 40.14
Prescription
9
$ 2,228.57
Grand Total
23
$ 55,414.39
Chair Jones mentioned that this year's summary was within a couple hundred dollars of the previous
year's third quarter summary. Council Member Dave Teitzel asked about LTC claims 49 and 57 which
were for an identical amount and 63 which was for about $300 less but for the same member. HR Analyst
Emily Wagener responded and indicated that she was not aware of the specifics but could research it for
the board and get back to them'.
' Ms. Wagener confirmed later via email on 11/29/19 that the discrepancy was because these claims were billed on a daily
rate. Claim 49 and 57 were for months with 31 days and claim 63 billed for a 30 day month.
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Ms. Wagener shared that the Fireman's Pension: Pension & Disability budget was still over -budget by
$50,000 and she confirmed that the budget amendment went through successfully but the funds were
put to the Fireman's Pension: Reimbursement budget which shows under -budget by more than $50,000.
Ms. Wagener continued that the bottom -line -budget was OK. Council Member Buckshnis asked if the
budget was to be re -calculated. Ms. Wagener explained that finance indicated it was not necessary2.
There was some additional discussion among the board about this issue.
Council Member Teitzel made a motion to approve the claims summary for the period 07/01/2019
- 09/30/2019 in the amount of $55,414.39. Council Member Buckshnis seconded the motion. The
motion carried.
C. REVIEW/DISCUSSION OF A LEOFF 1 MEMBER'S PRIOR REIMBURSMENT REQUEST FOR A
"COMMUNITY FEE".
Council Member Teitzel mentioned that at the previous meeting this was discussed in the terms of
needing to understand what it (the community fee) exactly is. Ms. Wagener agreed and added that the
board wanted to know if the fee was refundable, which it is not. There was discussion among the board
about what this fee involved and the board determined it was more of an administrative fee not related
to care, but still required by some facilities for move -in. Council Member Buckshnis asked if these types
of fees had been approved in the past. Ms. Wagener indicated she was not aware of similar prior
approvals since she had started working with the Disability Board in 2017.
Chair Jones explained that he believed the board needed to reimburse the fee since it is really part of
the cost of care at this particular facility. Council Member Teitzel noted that he would be more
concerned if this was a more expensive facility also charging this fee, but because it is a lower -cost
facility it is not quite as concerning. Ms. Wagener confirmed that nothing had been paid towards this fee
as it was pending board approval. There was additional discussion among the board regarding the
community fee and cost savings from the member switching to a lower -cost facility.
Chair Jones made a motion to approve this LEOFF 1 member's $3,000 community fee. Council
Member Teitzel seconded. The motion carried.
Council Member Buckshnis expressed interest in making changes to the long term care policy in the
future and recommended bringing it forward sometime in 2020 for review.
D. REVIEW/DISCUSSION OF LEOFF 1 MEMBER'S DENTAL EXPENSES: ONE-TIME $1,055 AND
ONGOING $465 PER YEAR.
Chair Jones explained that this member's expenses exceeded the policy amounts and that upon going
through the paperwork he just did not see documentation for medical necessity. Citizen -At -Large Jim
Distelhorst agreed that he also did not see documentation for medical necessity. There was some
discussion among the board regarding the request and the documentation that was submitted. Council
Member Teitzel asked if this kind of work had been reimbursed before. Ms. Wagener explained that she
was not aware of requests for dental reimbursement to this degree in the past, but she could research it
if the board wanted. The board did not indicate an interest in further research into this inquiry.
Board Member Gary McComas brought up dental services in general and how dental health is
important to the whole body and that the board had discussed this before. There was some additional
discussion among the board about how dental cleanings are generally being increased to three times
2 Per Assistant Finance Director Dave Turley at Finance Director Scott James' recommendation. (email communication)
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per year instead of only two for many patients. Ms. Wagener confirmed that the board's policy amount
would cover about one cleaning per year and that the LEOFF 1 members do not have dental coverage
Council Member Buckshnis recommended taking a look at this policy later on. There was some
additional discussion among the board about the Dental policy and how it effects members and their
overall health.
Council Member Teitzel made a motion to cover the one-time cost of $1,055 and that we
continue to cover the annual services per the policy amount of $175 per year. Board Member
McComas Seconded. The motion carried.
There was some additional conversation about a member's ability to either purchase their own dental
coverage or if the City could purchase coverage for them. Ms. Wagener explained that the policy
indicates that the annual amount can be spend on any dental service charge which would include an
individual insurance plan and also that based on a quote obtained earlier this year it was not cost
effective for the City to purchase dental coverage for the members. The board discussed and agreed
that this policy should be brought forward for further discussion at the Quarter 1 meeting in 2020.
E. REVIEW/DISCUSSION OF LEOFF 1 MEMBER'S REQUEST FOR REIMBURSMENTS FOR
QUALIFIED EXPENSES SUBMITTED OUTSIDE THE 12-MONTH WINDOW.
Chair Jones indicated that there were some personal and family issues suffered by this member that
did not allow them to submit their reimbursements timely and that they are requesting an extension in
order to allow for reimbursement. There was a brief discussion among the board regarding the request.
Chair Jones made a motion that, due to the extenuating circumstances, the board reimburse the
member for the $2,076.74 in late reimbursement requests. Council Member Teitzel seconded.
The motion carried.
F. Notice of Possible future need for Lona-Term-Care services for another member
Ms. Wagener explained to the board that HR Assistant Carly Derrick had been contacted by a LEOFF 1
member's spouse about potentially needing LTC assistance in the future. Ms. Wagener continued to
explain that resources were offered and the policy was explained in detail and that this was meant as a
notification to the board, no action was necessary at this time.
G. Notice of Member's Passina
Chair Jones mentioned that this member was a fireman here (in Edmonds) for many years and was a
member of the Disability Board for many years as well and was a wonderful person.
OTHER
Citizen -At -Large Distelhorst asked if the survey results regarding direct payment of medical bills was ever
received. Chair Jones confirmed that no results have been released although he knew a survey went out
and that he would check into that and see what he could find.
There was some discussion about holding the meeting towards the end of January. Citizen -At -Large
Distelhorst made a recommendation that the board wait to schedule the meeting until after the new
appointments are set by the Mayor in early 2020. The board agreed.
Chair Jones adjourned the meeting at 10:37 AM.
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