HomeMy WebLinkAboutBPW-09-18-13 PaperlessBoard of Public Works and Safety Meeting
AGENDA
Wednesday, September 18, 2013 – 10:00 a.m.
Council Chambers City Hall One Civic Square
MEETING CALLED TO ORDER
1. MINUTES
a. Minutes from the September 4, 2013 Regular Meeting
2. BID OPENINGS AND AWARDS
a. Bid Opening for the Keystone Parkway Concrete Bridge Maintenance; Dave
Huffman, Street Commissioner
3. PERFORMANCE RELEASES
a. Resolution BPW09-18-13-02; Westmont Section 1; Interior Walks; Kenneth
Windler, Ryland Homes
4. CONTRACTS
a. Request for Purchase of Goods and Services; Blair Clark & Company; ($250.00);
Hubbard and Cravens Patio Entertainment; Nancy Heck, Director of Community
Relations
b. Request for Purchase of Goods and Services; Monroe, LLC; ($63,880.00); Illinois
Street Tree Clearing; Mike McBride, City Engineer
c. Request for Purchase of Goods and Services; Gordon Flesch Company; Additional
Service #1; ($15,241.00); Copier; Chief Matt Hoffman, Carmel Fire Department
5. CITY FACILITIES/STREETS/USE
a. Request to Use City Streets; Sport Event; Saturday, September 28, 2013; 10:30
a.m. to 5:30 p.m.; NA Publishing – Village of West Clay
b. Request to Amend; Lakewood Gardens Neighborhood Cook-out; From Saturday
September 7 to Saturday, September 14, Mr. Glen, Lakewood Gardens
c. Request to Use City Streets; Oktoberfest 2013; Friday, October 4, 2013; Noon to
Midnight; Victory Sun, on behalf of Pedcor and City of Carmel
d. Request to Use Gazebo and Common Area; Event; Wednesday, September 18 and
25, 2013; 6:00 p.m. to 9:00 p.m.; Carmel Young Life
e. Request to Use Gazebo and Common Area; Fall Revival; October 18 & 19, 2013;
300 p.m. to 11:00 p.m.; Turning Point Ministries
f. Request to Use Center Green; Farmers Market; 2014 schedule; Ron Carter
g. Request to Use Gazebo and Common Area; Movie Show; Saturday, October 12,
2013; 6:00 p.m. to 11:00 p.m.; Art with a Heart
6. OTHER
a. TABLED 2/6/11; Request for Dedication of Streets; Traditions on the Monon;
Robert Potokar, HOA Traditions on the Monon
b. TABLED 8/7/13; Request for Replat of Lots 280 & 281; Woodland Springs; Troy
Terew, True North Surveying
c. Resolution BPW-09-18-13-03; A Resolution Setting 2014 City and Participant
Contribution Rates for the City of Carmel Employees; Barb Lamb, Director of
Human Resources
d. Request for Thirteenth Amendment to the City of Carmel Employee Health
Benefit Plan; Barb Lamb, Director of Human Resources
e. Request for Water Line Easement; West 96th Street Real Estate, LLC; John Duffy,
Director of the Department of Utilities
f. Request for Final Plat Approval; HighPointe on Meridian; Colin Patterson, Weihe
Engineers
g. Request for Dedication of Public Right of Way; Penn Circle; Gary Duncan,
Assistant City Engineer
h. Request for Drainage Easement; Penn Circle (1); Gary Duncan, Assistant City
Engineer
i. Request for Drainage Easement; Penn Circle (2); Gary Duncan, Assistant City
Engineer
j. Request for Perpetual Storm Water Quality Management Easement; Penn Circle,
LLC; Gary Duncan, Assistant City Engineer
k. Request for Multi-Use Path and Recreational Trail Easement; Penn Circle; Gary
Duncan, Assistant City Engineer
l. Resolution BPW-09-18-13-01; A Resolution of the Board of Public Works and
Safety of the City of Carmel, Indiana Regarding the Release of an Easement; Penn
Circle, LLC; Gary Duncan, Assistant City Engineer
m. Request for Release of Easement; Penn Circle, LLC; Joyce/Gregory/Travis,
Spannan; Gary Duncan, Assistant City Engineer
n. Request for Stormwater Technical Standards Waiver; The Meadows at Legacy
Section 2; Brett Huff, Stoeppelwerth & Associates
o. Request for Stormwater Technical Standards Waiver; HighPointe on Meridian;
Colin Patterson, Weihe Engineers
p. Request for Lane Restriction; 116th and Pennsylvania; Kevin Maxwell, CSU
q. Request for Curb Cut; Harvest Bible Chapel; River Road; Gregory Ilko; CrossRoad
Engineers
r. Request for Lane Restrictions/Open Pavement Cut; US 31 Reconstruction; Brian
Harger, Vectren Energy
s. Request for Lane Restrictions/Open Pavement Cut; 5-Locations; 96th Street &
Westfield Blvd; Clay Township Regional Waste District; Craig Closser, Culy
Contracting
t. Request for Lane Restriction; 1020 West 116th; Steven Krebs, AT&T
u. Request for Curb Cut and Driveway Variance; Westmont Subdivision, Section
One; Anthony Matthews, M&C Concrete
v. Request for Parking Spot/Sidewalk Closure; 89 1st Avenue S.W.; Basil Pappas,
Pappas Building & Design
w. Request for Lane Closure/Open Pavement Cut; Pennsylvania Street and 103rd
Street; Leroy Boling, HTI Horizontal Boring
x. Hearing on Order to Vacate; 231 126th Street, Carmel, Indiana; Ashley Ulbricht,
Assistant City Attorney
7. ADJOURNMENT
BOARD OF PUBLIC WORKS & SAFETY MEETING
MINUTES
WEDNESDAY, SEPTEMBER 4, 2013 –10:00 A.M.
COUNCIL CHAMBERS / CITY HALL / ONE CIVIC SQUARE
MEETING CALLED TO ORDER
Mayor Brainard called the meeting to order at 10:08 a.m.
MEMBERS PRESENT
Mayor James Brainard, Board Member; Mary Ann Burke and Lori Watson, Deputy Clerk; Sandy
Johnson
MINUTES
Minutes for the August 21, 2013 Regular Meeting were approved 3-0.
PERFORMANCE RELEASES
Resolution BPW 09-04-13-01; Stafford Place; Section2; Street and Monuments & Markers; Board
Member Burke moved to approve. Board Member Watson seconded. Request approved 3-0.
Resolution BPW 09-04-13-02; One One Six at College Apartments; Erosion Control; Board Member
Burke moved to approve. Board Member Watson seconded. Request approved 3-0.
Resolution BPW 09-04-13-03; Hazel Dell Christian Church; Erosion Control and Water Quality;
Board Member Burke moved to approve. Board Member Watson seconded. Request approved 3-0.
Resolution BPW 09-04-13-05; Heather Knoll; Sections 1 & 2; Builder Sidewalks; Sidewalks by
Builders; Board Member Burke moved to approve. Board Member Watson seconded. Request
approved 3-0.
Resolution BPW 09-04-13-06; Legacy Residential 1, Meadows at Legacy 1, Overlook at Legacy 1,
Legacy Master Infrastructure 2; Builder Sidewalks, Storm Sewers, Streets, Construction/BMP’s,
Common area sidewalk, Asphalt Path; Monument & Markers; Board Member Burke moved to
approve. Board Member Watson seconded. Request approved 3-0.
CONTRACTS
Request for Purchase of Goods and Services; Mutual Aid Box Alarm System; Board Member Burke
moved to approve. Board Member Watson seconded. Request approved 3-0.
Resolution No. BPW-09-04-13-04; Acknowledging Receipt of Contract with Booth Tarkington Civic
Theatre; ($200,000.00); Board Member Burke moved to approve. Board Member Watson seconded.
Request approved 3-0.
Request for Purchase of Goods and Services; Hamilton County Solid Waste Board; ($37,352.00);
Board Member Burke moved to approve. Board Member Watson seconded. Request approved 3-0.
Request for Purchase of Goods and Services; C.E. Solutions; (($5,900.00); Structural Investigation;
Board Member Burke moved to approve. Board Member Watson seconded. Request approved 3-0.
Request for Purchase of Goods and Services; TelVue Corporation; ($1,447.50); One Year
Maintenance; Board Member Burke moved to approve. Board Member Watson seconded. Request
approved 3-0.
Request for Purchase of Goods and Services; Additional Services #1; Wilkinson Brothers;
($13,225.00); Maintenance of Art and Design District Website; Board Member Burke moved to
approve. Board Member Watson seconded. Request approved 3-0.
CITY FACILITIES/STREETS/USE
Request to Use City Streets; Neighborhood Gathering; Sunday, September 29, 2013; Noon to 9:00
p.m.; Village of West Clay; Board Member Burke moved to approve. Board Member Watson
seconded. Request approved 3-0.
Request to Use Caucus Room; Meeting; Thursday, October 24, 2013; 5:30 p.m. to 7:00 p.m.;
Creekside Homeowners Association; Board Member Burke moved to approve. Board Member Watson
seconded. Request approved 3-0.
Request to Use Council Chambers; Meeting; October 1, 2013; 5:30 p.m. to 8:00 p.m.; Carmel Station
Homeowners Association; Board Member Burke moved to approve. Board Member Watson seconded.
Request approved 3-0.
OTHER
REMAINS TABLED: Request for Dedication of Streets; Traditions on the Monon
TABLED; Request for Replat of Lots 280 & 281; Woodland Springs; Troy Terew, True North
Surveying; Petitioner request to table.
TABLED: Request for Variance Approval; Butler Hyundai; 96th and Randall Bypass; Board Member
Burke moved to. Board Member Watson seconded. There was brief discussion. Mayor Brainard
moved to table. Board Member Burke seconded. Request tabled 3-0. Board Member Burke moved to
remove from table. Board Member Watson seconded. Item removed from table. There was brief
discussion. Board Member Burke moved to approve. Board Member Watson seconded. Request
approved 3-0.
Hearing on Property Maintenance Violation; 231 126th Street, Carmel, Indiana; Ashley Ulbricht,
Assistant City Attorney presented information on the property with testimony from Janelle Fairman,
Core Planning Strategies and Brent Liggett, Code Enforcement/Building Inspection City of Carmel;
requested Board to uphold the Order to Vacate Property. There was extensive discussion and
evidence presented. Board Member Burke moved to approve the order to vacate. Board Member
Watson seconded. Request approved 3-0.
Request for Street Dedication; 96th Street; Tom Wood Subaru; Board Member Burke moved to
approve. Board Member Watson seconded. Request approved 3-0.
Request for Final Plat Approval; Village of West Clay Section 10010-D; Board Member Burke moved
to approve. Board Member Watson seconded. Request approved 3-0.
Request for Open Pavement Cut/Lane Closure/Sidewalk Closure; 625 Carmel Drive; Popeye’s
Chicken; Board Member Burke moved to approve. Board Member Watson seconded. Request
approved 3-0.
Request for Temporary Construction Entrance; Tottenham Road; Board Member Burke moved to
approve. Board Member Watson seconded. Request approved 3-0.
Request for Lane Restrictions; 365/367 W. 116th Street; Board Member Burke moved to approve.
Board Member Watson seconded. Request approved 3-0.
Request for Temporary Construction Entrances; River Road; Board Member Burke moved to approve.
Board Member Watson seconded. Request approved 3-0.
Request for Two Curb Cuts; St. Mary and St. Mark Coptic Church; Construction Entrance & Multi
Use Path Closure; 121st and Shelborne; Board Member Burke moved to approve. Board Member
Watson seconded. Request approved 3-0.
Request for Recreational Path Closure; Barrington Assisted Living Project; Board Member Burke
moved to approve. Board Member Watson seconded. Request approved 3-0.
Request for Variance; 12902 Tuscany Blvd; Deck in Easement; Board Member Burke moved to
approve. Board Member Watson seconded. Request approved 3-0.
Request for Variance; 14344 Saint Clair Lane; Request for Fence within Easement; Board Member
Burke moved to approve. Board Member Watson seconded. Request approved 3-0.
Request for Variance; 1312 Hazel Dell Parkway; Landscaping in Right of Way; Board Member Burke
moved to approve. Board Member Watson seconded. Request approved 3-0.
Request for Stormwater Technical Standards Waiver; The Congressional; Board Member Burke
moved to approve. Board Member Watson seconded. Request approved 3-0.
ADD ON
Mike McBride, City Engineer request the Board add a Utility Reimbursement Agreement from Clay
Regional Waste for the Illinois Street Project; Board Member Burke moved to add item to agenda.
Board Member Watson seconded. Item added 3-0. Board Member Burke moved to approve. Board
Member Watson seconded. Request approved 3-0.
Mike Hollibaugh, Director of the Department of Community Services request the Board add Bid
Rejection for the Brookshire Cell Tower Project to the agenda; Board Member Burke moved to add
item to agenda. Board Member Watson seconded. Item added 3-0. There was brief discussion. Board
Member Burke moved to approve. Board Member Watson seconded. Request approved 3-0.
ADJOURNMENT
Mayor Brainard adjourned the meeting at 10:45 a.m.
_____________________________________
Diana L. Cordray, IAMC
Clerk-Treasurer
Approved
____________________________________
Mayor James Brainard
ATTEST:
__________________________________
Diana L. Cordray, IAMC - Clerk-Treasurer
NOTICE TO BIDDERS
City of Carmel, Indiana
Notice is hereby given that the Board of Public Works and Safety for the City of Carmel,
Hamilton County, Indiana, will receive sealed bids for the Keystone Bridges Concrete
Maintenance Program. Bids will be accepted in the office of the Clerk Treasurer, third floor
City Hall during regular business hours, up to, but not later than 10:00 A.M. Local Time,
Wednesday, September 18h, 2013. The bids will be opened at the Board of Public Works
meeting on the same date at 10:00 a.m.
All bids and proposals shall be properly and completely executed on the proposal forms
provided with the plans and specifications, and shall include the non-collusion affidavit required
by the State of Indiana. The bid envelope must be sealed and have the following words only
written in ink on the outside of the envelope:
Bid: KEYSTONE BRIDGES CONCRETE MAINTENANCE PROGRAM
Project manuals may be obtained from the Carmel Street Department, 3400 W. 131st Street,
Carmel, IN 46074.
General Form No. 96 must be completed and filed as a part of the bid package. All bids are to
be sealed with the word “BID – KEYSTONE BRIDGES CONCRETE MAINTENANCE
PROGRAM” on the lower left hand corner of the envelope. Bids will be opened and read aloud
at 10:00 a.m. on September 18th, 2013 at the Board of Public Works and Safety meeting on the
2nd floor of Carmel City Hall, One Civic Square, Carmel, IN. All persons interested in bidding
shall register a contact name and address with the Street Department to ensure that all changes
or questions and answers are available for review by all interested parties.
No bidder may withdraw any bid or proposal within a period of thirty (30) days following the date
set for receiving bids or proposals. The Carmel Board of Public Works and Safety reserves the
right to hold any or all bids and proposals for a period of not more than thirty (30) days, such
bids and proposals to remain in full force and effect during said time period. The City of Carmel
reserves the right to reject and/or cancel any and all bids, solicitations and/or offers in whole or
in part as specified in the solicitation for bids when, in the City's sole discretion, it believes that it
is in the best interests of the City to do so, as determined by the purchasing agency in
accordance with IC 5-22-18-2.
__________________________
Diana L. Cordray
Clerk-Treasurer
Please publish August 29th, 2013 and September 5th, 2013
RESOLUTION BPW-09-18-13-03
A RESOLUTION SETTING 2014 CITY AND PARTICIPANT CONTRIBUTION RATES
FOR THE CITY OF CARMEL EMPLOYEE HEALTH BENEFIT PLAN
WHEREAS, the City of Carmel operates the City of Carmel Employee Health
Benefit Plan (the “Plan”) to provide medical and dental benefits for its employees and
retirees; and
WHEREAS, the Board of Public Works and Safety, as Plan Administrator, is
responsible for ensuring adequate current and reserve funding for the Plan; and
WHEREAS, the primary source of revenue for the Plan consists of bi-weekly
employer and participant contributions; and
WHEREAS, it is imperative for Plan revenues to correspond with anticipated
expenses; and
WHEREAS, the City wishes to reward participation in sponsored activities that
promote individual and group wellness, encourage employees to consider a consumer-driven
health plan option and incent employee spouses to elect coverage through their own
employers.
NOW, THEREFORE, BE IT RESOLVED by the Carmel Board of Public Works and
Safety as follows:
Effective January 1, 2014, health insurance contribution rates for the City and for its Active
Employees will be as stated on Attachment A, for Common Council Members as stated on
Attachment B, for Retirees as stated on Attachment C and for COBRA participants as stated
on Attachment D, all incorporated herein by this reference.
BE IT FURTHER RESOLVED that the rates stated on Attachment A and Attachment
B shall be adjusted for participants of the City’s wellness program, as outlined below:
1. The City has established a wellness program to complement its insurance plan. The
program is open to all full-time Active Employees and Common Council Members.
2. Participation in the wellness program is voluntary; there is no penalty for opting out.
3. Effective January 1, 2014, any Active Employee or Common Council Member who
participates in the 2014 wellness program shall be eligible for a $20 reduction to the
standard 2014 bi-weekly rates, as listed on Attachment A or Attachment B, as applicable,
as long as the participant continues to meet quarterly goals.
4. Active Employees and Common Council Members who do not participate in the wellness
program, or who do not continue to meet quarterly goals, will not be eligible for a rate
reduction. They will pay the standard rates listed on Attachment A or Attachment B, as
applicable.
BE IT FURTHER RESOLVED that participants who meet the stated requirements will
be eligible for the incentives described below:
1. The City will make a bi-weekly contribution into the Health Savings Account (HSA) of
an Active Employee or Common Council Member who elects to enroll in Plan A, in the
following amounts:
a. $23.08 for employee only coverage
b. $30.77 for employee/spouse or employee child(ren) coverage
c. $38.47 for family coverage
A Retiree who elects to enroll in Plan A shall receive an equivalent amount by check,
half in February and half in July.
The HSA contribution amount will change if and when the participant’s level of coverage
changes, and contributions will cease if coverage is cancelled or, in the case of an Active
Employee or a Common Council Member, if the employment relationship is terminated.
2. The City will make a contribution into the Health Savings Account (HSA) or give a
premium credit, as described below, for each Active Employee or Common Council
Member whose: (a) spouse is enrolled in a City plan in 2013; (b) spouse is eligible for
employer coverage through his or her own job or through a health insurance exchange;
and (c) spouse elects his or her employer coverage or coverage through a health insurance
exchange rather than City of Carmel coverage in 2014. The employee must provide
documentation of the other coverage and verify that he or she is not legally separated and
has not filed for divorce from the spouse to be eligible for this incentive.
a. For a participant enrolled in Plan A, a bi-weekly contribution into the Health Savings
Account (HSA) in the amount of $70.75 if the spouse opts out of both the City’s
medical and dental plan, or $65.00 if the spouse opts out of the City’s medical plan
but enrolls in the City’s dental plan. There will be no contribution if the spouse opts
out of the City’s dental plan only.
b. For a participant enrolled in Plan B, a bi-weekly premium credit in the amount of
$65.00 for medical insurance plus $5.75 for dental insurance if the spouse opts out of
both. If the spouse opts out of the City’s medical plan, but enrolls in the City’s dental
plan, the credit will be $65.00. There will be no premium credit if the spouse opts out
of the City’s dental plan only.
The HSA contribution or premium credit will cease if the spouse re-enrolls in the City
plan, if the Active Employee or Common Council Member cancels his or her coverage or
if the employment relationship is terminated.
CITY OF CARMEL, INDIANA
By and through its Board of Public Works and Safety
_________________________________ ________________________
James Brainard, Presiding Officer Date
_________________________________ ________________________
Mary Ann Burke, Board Member Date
_________________________________ ________________________
Lori Watson, Board Member Date
ATTEST:
_________________________________ ________________________
Diana Cordray, IAMC, Clerk-Treasurer Date
Attachment A
ACTIVE EMPLOYEES
2014 BI-WEEKLY HEALTH INSURANCE RATES
SURCHARGES AND DISCOUNTS MAY BE APPLIED TO THE RATES BELOW
Plan A (HDHP)
Total Premium City Portion City % Employee Portion Employee %
Employee Only $278.00 $236.00 85% $42.00 15%
Employee/Spouse $642.00 $546.00 85% $96.00 15%
Employee/Child(ren) $590.00 $502.00 85% $88.00 15%
Employee/Family $964.00 $819.00 85% $145.00 15%
Plan B (PPO)
Total Premium City Portion City % Employee Portion Employee %
Employee Only $327.00 $262.00 80% $65.00 20%
Employee/Spouse $755.00 $607.00 80% $148.00 20%
Employee/Child(ren) $694.00 $558.00 80% $136.00 20%
Employee/Family $1,134.00 $912.00 80% $222.00 20%
Dental
Total Premium City Portion City % Employee Portion Employee %
Employee Only $23.00 $17.25 75% $5.75 25%
Employee/Spouse $43.00 $32.25 75% $10.75 25%
Employee/Child(ren) $40.00 $30.00 75% $10.00 25%
Employee/Family $60.00 $45.00 75% $15.00 25%
Attachment B
COMMON COUNCIL MEMBERS
2014 BI-WEEKLY HEALTH INSURANCE RATES
SURCHARGES AND DISCOUNTS MAY BE APPLIED TO THE RATES BELOW
Plan A (HDHP)
Total Premium City Portion City % Employee Portion Employee %
Employee Only $278.00 $208.50 75% $69.50 25%
Employee/Spouse $642.00 $481.50 75% $160.50 25%
Employee/Child(ren) $590.00 $442.50 75% $147.50 25%
Employee/Family $964.00 $723.00 75% $241.00 25%
Plan B (PPO)
Total Premium City Portion City % Employee Portion Employee %
Employee Only $327.00 $245.25 75% $81.75 25%
Employee/Spouse $755.00 $566.25 75% $188.75 25%
Employee/Child(ren) $694.00 $520.50 75% $173.50 25%
Employee/Family $1,134.00 $850.50 75% $283.50 25%
Dental
Total Premium City Portion City % Employee Portion Employee %
Employee Only $23.00 $17.25 75% $5.75 25%
Employee/Spouse $43.00 $32.25 75% $10.75 25%
Employee/Child(ren) $40.00 $30.00 75% $10.00 25%
Employee/Family $60.00 $45.00 75% $15.00 25%
Attachment C
RETIREES
2014 MONTHLY HEALTH INSURANCE RATES
SURCHARGES AND DISCOUNTS MAY BE APPLIED TO THE RATES BELOW
Plan A (HDHP)
Total Premium City Portion City % Employee Portion Employee %
Retiree Only $603.00 $0.00 0% $603.00 100%
Retiree/Spouse $1,391.00 $0.00 0% $1,391.00 100%
Retiree/Child(ren) $1,279.00 $0.00 0% $1,279.00 100%
Retiree/Family $2,089.00 $0.00 0% $2,089.00 100%
Plan B (PPO)
Total Premium City Portion City % Employee Portion Employee %
Retiree Only $709.00 $0.00 0% $709.00 100%
Retiree/Spouse $1,636.00 $0.00 0% $1,636.00 100%
Retiree/Child(ren) $1,504.00 $0.00 0% $1,504.00 100%
Retiree/Family $2,457.00 $0.00 0% $2,457.00 100%
Dental
Total Premium City Portion City % Employee Portion Employee %
Retiree Only $50.00 $0.00 0% $50.00 100%
Retiree/Spouse $94.00 $0.00 0% $94.00 100%
Retiree/Child(ren) $87.00 $0.00 0% $87.00 100%
Retiree/Family $130.00 $0.00 0% $130.00 100%
Attachment D
COBRA
2014 MONTHLY HEALTH INSURANCE RATES
SURCHARGES AND DISCOUNTS MAY BE APPLIED TO THE RATES BELOW
Plan A (HDHP)
Total Premium City Portion City % Employee Portion Employee %
Retiree Only $616.00 $0.00 0% $616.00 100%
Retiree/Spouse $1,419.00 $0.00 0% $1,419.00 100%
Retiree/Child(ren) $1,305.00 $0.00 0% $1,305.00 100%
Retiree/Family $2,131.00 $0.00 0% $2,131.00 100%
Plan B (PPO)
Total Premium City Portion City % Employee Portion Employee %
Retiree Only $724.00 $0.00 0% $724.00 100%
Retiree/Spouse $1,669.00 $0.00 0% $1,669.00 100%
Retiree/Child(ren) $1,535.00 $0.00 0% $1,535.00 100%
Retiree/Family $2,507.00 $0.00 0% $2,507.00 100%
Dental
Total Premium City Portion City % Employee Portion Employee %
Retiree Only $51.00 $0.00 0% $51.00 100%
Retiree/Spouse $96.00 $0.00 0% $96.00 100%
Retiree/Child(ren) $89.00 $0.00 0% $89.00 100%
Retiree/Family $133.00 $0.00 0% $133.00 100%
1
Human Resources
Memo
To: Board of Public Works and Safety
From: Barbara Lamb, Director of Human Resources
Date: September 11, 2013
Re: Health Plan Amendment
The September 18, 2013, Board of Public Works agenda includes the 2014 health insurance rate
resolution and a health plan amendment. Please call me at 571-2471 if you have any questions about
these two documents.
There will be no increase in employer or employee health insurance rates for 2014. Rates will be the
same as in 2013. In addition to listing standard rates, the resolution includes incentives for employees
actively participating in the wellness program, electing the high deductible health plan and moving their
spouses off the City plan.
Effective October 1, 2013, the plan will be using the Cigna preferred provider network. All other
changes in the amendment are effective January 1, 2014. Those changes are summarized below;
some are based on requirements of the Affordable Care Act and others are designed to enhance the
fiscal stability of the plan and promote individual responsibility for personal health care costs.
Compliance issues include:
Deleting all reference to pre-existing conditions. There will no longer be any restriction on benefits
for pre-existing conditions.
Including copays in the Plan B annual out-of-pocket maximum.
Adding a provision for coverage of certain clinical trials.
Adding emergency contraceptives as an eligible benefit.
Plan design issues include:
Deleting coverage for surgical weight loss treatment, bereavement counseling; laser eye
surgery and treatment of temporomandibular joint disorder (TMJ).
Changing annual Plan B deductibles to:
$750 individual in-network
$1,500 family in-network
Page 2
$1,500 individual out-of-network
$3,000 family out-of-network
Deleting the carryover deductible.
Changing annual Plan B out-of-pocket maximums to:
$1,500 individual in-network
$3,000 family in-network to
$3,000 individual out-of-network
$6,000 family out-of-network
Changing Plan B copays to:
Physician Charges for Office Visit $50
Outpatient Psychiatric/Substance Abuse Care $50
Chiropractic Care $50
Retail Health Clinic Visit $25
Allergy Shots $20 per injection
Ambulance Charges $100 per trip
Emergency Room Facility
Rx Pharmacy (30-day brand formulary)
Rx Pharmacy (30-day brand non-formulary)
Rx Mail Order (90-day brand formulary)
Rx Pharmacy (90-day brand non-formulary)
$250 in-network and out-of-network
$60
$100
$120
$200
Eliminating the emergency room physician copay; services will fall under deductible.
Raising the precertification penalty to $500.
Requiring the use of generic drugs unless no generic is available or a participant’s providers
requires a brand drug.
Clarifying eligibility requirements for retirees and dependents to specify that Medicare is only
disqualifying if the individual is eligible for Medicare by reason of age.
Health Plan Amendment
1
THIRTEENTH AMENDMENT
TO THE CITY OF CARMEL
EMPLOYEE HEALTH BENEFIT PLAN
WHEREAS, the City of Carmel (“Plan Sponsor”), by action of its governing body, adopted the City of
Carmel Employee Health Benefit Plan (the “Plan”) effective February 1, 1992, and subsequently modified
the Plan by a full restatement effective January 1, 2004, and twelve amendments to the restated Plan;
and
WHEREAS, Plan Sponsor wishes to amend the restated Plan; and
WHEREAS, authority to amend the Plan is granted therein.
NOW, THEREFORE, effective October 1, 2013, the Plan is amended as follows.
1. The definition of Preferred provider Organization (PPO) is amended to read as follows:
The contracting organization responsible for negotiating reduced rates for services rendered by
providers in the organization. Benefits for PPO services are paid as stated in the Schedule of Medical
Benefits.
Effective January 1, 2014, the Plan is amended as follows.
1. The following will no longer be covered expenses under the Plan; reference to these benefits is
deleted from the SCHEDULE OF MEDICAL BENEFITS (Plan A and Plan B) and from the
DESCRIPTION OF MEDICAL BENEFITS.
Surgical Weight Loss Treatment
Bereavement Counseling
Laser Eye Surgery
Prescription Drugs under the medical plan; prescription drugs will be eligible expenses only
through the prescription drug plan
Treatment of Temporomandibular Joint Disorder (TMJ)
2. Under SCHEDULE OF MEDICAL BENEFITS (Plan B) the Calendar Year Deductibles are amended
to:
Preferred Non-Preferred
Individual Deductible $750 $1,500
Family Deductible $1,500 $3,000
3. Under SCHEDULE OF MEDICAL BENEFITS (Plan B) the Deductible Carryover is deleted.
4. Under SCHEDULE OF MEDICAL BENEFITS (Plan B) Out-Of-Pocket Maximums are amended to:
Preferred Non-Preferred
Individual $1,500 $3,000
Family $3,000 $6,000
The out-of-pocket maximum includes deductibles, copays and coinsurance. The following items do not
apply toward the calendar year out-of-pocket expense maximum:
charges in excess of reasonable and customary, except as otherwise stated herein;
penalties incurred for failing to obtain precertification/utilization review;
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expenses for services and supplies not eligible under this Plan; and
charges that exceed Plan limits in dollar amounts or visits, as stated herein.
When the participant utilizes BOTH preferred and non-preferred providers during the calendar year,
the maximum out-of-pocket expense will not exceed the non-preferred provider maximum.
5. Under SCHEDULE OF MEDICAL BENEFITS (Plan B) copays are amended as follows:
Physician Charges for Office Visit $50
Outpatient Psychiatric and Substance Abuse Care $50
Chiropractic Care $50
Retail Health Clinic Visit $25
Allergy Shots $20 per injection
Ambulance Charges $100 per trip
Emergency Room Facility $250 in-network and out-of-network
6. Under SCHEDULE OF MEDICAL BENEFITS (Plan B) the Emergency Room Physician benefit is
amended as follows:
EMERGENCY ROOM
PHYSICIAN
Copay Applies:
Deductible Applies:
80%
No
Yes
80%
No
Yes
7. Under SCHEDULE OF MEDICAL BENEFITS (Plan A and Plan B) Penalty for Failure to Precertify is
amended to read as follows:
Failure to precertify a planned surgery or hospital admission (or to retroactively certify an emergency
surgery or admission), as detailed under Cost Containment Procedures, will cause eligible expenses
to be reduced by a penalty of $500 per occurrence.
The penalty will not count towards the satisfaction of the participant’s out-of-pocket maximum.
8. Under COST CONTAINMENT PROCEDURES the introductory paragraph, Precertification
Requirements and Notification Procedure for Precertification are amended to read as follows:
PRECERTIFICATION
Plan cost containment procedures include a precertification requirement when any participant is
anticipating or planning an inpatient hospital admission or an inpatient or outpatient surgery.
Time requirements for precertification are:
1. If the hospital admission or surgery is scheduled in advance, the provider must initiate
precertification at least five (5) business days prior to the date of the admission or surgery.
2. In the case of an emergency hospital admission or surgery, the provider must initiate retroactive
certification no later than two (2) business days after the surgery or admission date.
The provider—not the participant—must call for precertification, using the number listed on the
participant’s insurance card. It is the participant’s responsibility to ensure that the provider
follows required precertification procedures.
The amount of the penalty, which is shown in the Schedule of Medical Benefits, will apply to each non-
compliance occurrence. The precertification requirement shall be waived for all hospital admissions and
surgeries outside of the United States.
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This Plan conforms to the procedures, protocols and methodologies of the contracted pre-certification
vendor.
PRECERTIFICATION DOES NOT GUARANTEE PAYMENT OR ELIGIBILITY
9. Under PREFERRED AND NON-PREFERRED PROVIDERS, Exceptions to Non-Preferred Level of
Benefits is amended to read as follows:
EXCEPTIONS TO NON-PREFERRED LEVEL OF BENEFITS
Under the following circumstances only, services and supplies rendered by a non-preferred provider
shall be payable at the preferred provider level of benefits:
1. If a participant requires emergency transport by ambulance and/or emergency medical treatment.
Charges for the ambulance, emergency room or immediate care facility, physicians and related
services, including radiology, anesthesiology and pathology, will be covered as preferred provider
charges. If the participant is admitted to a hospital after emergency treatment, eligible hospital
charges will be covered as preferred provider charges.
2. If a participant uses a preferred facility or practice, but the provider who performs the services and
bills for the services is not a member of the preferred provider organization. Or, if a participant uses
a physician in the preferred provider organization, but the facility or practice that bills for the service
is not a member of the preferred provider organization.
3. If a participant uses a preferred provider to perform radiology and pathology (laboratory) tests, but
the tests are interpreted by a service provider outside the preferred provider organization.
4. If a participant uses an operating surgeon and surgical facility (if applicable) that are preferred
providers, but the assistant surgeon and/or anesthesiologist is a not a member of the preferred
provider organization.
10. In compliance with the Affordable Care Act, all language pertain to preexisting health conditions is
deleted, including SCHEDULE OF MEDICAL BENEFITS (Plan A and Plan B, Pre-existing Condition
Limitation), PREEXISTING CONDITION LIMITATION, DESCRIPTION OF MEDICAL BENEFITS
(introductory paragraph), DESCRIPTION OF PRESCRIPTION DRUG BENEFITS (first line),
ELIGIBILITY PROVISIONS (Open Enrollment, Termination of Employee Coverage, Termination of
Dependent Coverage), CONSOLIDATED OMNIBUS BUDGET RECONCILIATION ACT (COBRA)
CONTINUATION OF COVERAGE (Election of Coverage, End of Continuation Coverage, Termination
of Coverage), COORDINATION OF BENEFITS (Order of Benefit Determination), CLAIMS
INFORMATION (Pending a Claim) and DEFINITIONS (Late Enrollee, Preexisting Condition)
11. In compliance with the Affordable Care Act, the following section is added to DESCRIPTION OF
MEDICAL BENEFITS:
CLINICAL TRIALS
Charges made for routine patient services associated with clinical trials approved and sponsored by
the federal government for life-threatening conditions or diseases, as mandated by the Affordable
Care Act (ACA). The following criteria must be met, which list is intended to comply with the
requirements of the ACA and may be updated in accordance with amendments to the Act or its
regulatory provisions:
1. the clinical trial is listed on the National Institutes of Health website www.clinicaltrials.gov as being
sponsored by the federal government;
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2. the trial investigates a treatment for a life-threatening condition or disease and: (1) the person has
failed standard therapies for the disease; (2) cannot tolerate standard therapies for the disease;
or (3) no effective non-experimental treatment for the disease exists;
3. the person meets all inclusion criteria for the clinical trial and is not treated “off-protocol”;
4. the trial is approved by the institutional review board of the institution administering the treatment;
and
5. coverage will not be extended to clinical trials conducted at non-participating facilities if a person
is eligible to participate in a covered clinical trial from a participating provider.
12. In compliance with the Affordable Care Act, under DESCRIPTION OF MEDICAL BENEFITS the last
sentence of the Contraceptives section is deleted. Emergency contraceptives will be an eligible
expense.
13. Under DESCRIPTION OF MEDICAL BENEFITS, Weight Loss Treatment is amended to read as
follows:
Charges for non-surgical weight loss treatment, but only for participants with a body mass index (BMI)
of thirty (30) kilograms per meter squared or higher. Eligible weight loss expenses shall include only
those expenses that are medically necessary, including office visits, laboratory tests and prescription
drugs. (Prescription drugs for weight loss will be covered under the prescription drug benefit.) Bariatric
surgery will NOT be considered an eligible expense. Other ineligible expenses include, but are not
limited to, food, food replacements, dietary supplements, weight loss group membership fees, exercise
or fitness classes, gym membership fees and other costs related to diet and exercise.
14. Under SCHEDULE OF PRESCRIPTION DRUG BENEFITS (Plan A) the first paragraph is amended
to read as follows:
Participant pays 100% of all prescription charges until deductible is met; Plan pays 100% of all eligible
prescription expenses thereafter. Plan will pay only for generic drugs (after participant meets
deductible) unless there is no generic equivalent or a brand drug is required by participant’s provider. If
a generic is available, a Participant who elects to use a brand drug as a matter of preference will be
responsible for the difference in cost between the brand and the generic prescription.
15. Under SCHEDULE OF PRESCRIPTION DRUG BENEFITS (Plan B) the following paragraph is
added:
Plan will pay only for generic drugs under the copay arrangement detailed below, unless there is no
generic equivalent or a brand drug is required by participant’s provider. If a generic is available, a
Participant who elects to use a brand drug as a matter of preference will be responsible for the brand
copayment plus the difference in cost between the brand and the generic prescription.
16. Under SCHEDULE OF PRESCRIPTION DRUG BENEFITS (Plan B) the copays are amended as
follows:
Pharmacy Copay:
(each prescription fill, see dispensing limitations)
Generic Formulary Drugs $10 per 30-day supply
(or portion thereof)
Brand Name Formulary Drugs $60 per 30-day supply
(or portion thereof)
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Non-Formulary Drugs $100 per 30-day supply
(or portion thereof)
Covered Percentage after Copay 100%
Dispensing Provision: Up to a maximum of a 90-day supply
Prescription Drug Card copays are not eligible expenses under the medical Plan.
NOTE: There is no charge to participants for any prescribed generic FDA-approved oral contraceptive.
Mail Order Copay:
(each prescription fill, see dispensing limitations)
Generic Formulary Drugs $20 per 90-day supply
(or portion thereof)
Brand Name Formulary Drugs $120 per 90-day supply
(or portion thereof)
Non-Formulary Drugs $200 per 90-day supply
(or portion thereof)
Covered Percentage after Copay 100%
Dispensing Provision: Up to a maximum of a 90-day supply
Mail Order Program copays are not eligible expenses under the medical Plan.
17. Under PRESCRIPTION DRUG EXCLUSIONS, #5 is amended to read as follows:
5. Charges for experimental or investigational drugs, including compound medications for non-FDA
approved use, unless such drugs are covered under the Clinical Trial provisions of the Description of
Medical Benefits.
18. Under DENTAL EXCLUSIONS, #7 is amended to read as follows:
7. Charges for the diagnosis and treatment of temporomandibular joint disorder.
19. Under ELIGIBILITY PROVISIONS (Termination of Employee Coverage), #5 is amended to read as
follows:
5. the date the employee becomes eligible for Medicare due to having attained the age of 65, if covered
as a retiree or an early retiree, or as the spouse of an employee who dies in the line of duty; or
20. Under ELIGIBILITY PROVISIONS (Termination of Employee Coverage), the final paragraph is
amended to read as follows:
Proof of loss of coverage shall be provided as necessary.
21. Under ELIGIBILITY PROVISIONS (Termination of Dependent Coverage), #8 is amended to read as
follows:
8. the date the dependent becomes eligible for Medicare due to having attained the age of 65, if the
employee is covered as a retiree or an early retiree;
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22. Under ELIGIBILITY PROVISIONS (Termination of Dependent Coverage), the second to last
paragraph is amended to read as follows:
Proof of loss of coverage shall be provided as necessary
23. ELIGIBILITY PROVISIONS (Dependent Spouse of a Retiree) is amended to read as follows:
The spouse of an employee who qualifies as a retiree or an early retiree (hereinafter jointly referred to
as “retiree”) may continue to be enrolled in the Plan after the retiree becomes eligible for Medicare due
to having attained the age of 65 or dies. Coverage may be continued until the date the spouse
becomes eligible for Medicare due to having attained the age of 65, provided that the spouse makes
timely payment of the required contributions. Other dependents already in the Plan at the time of the
retiree’s Medicare eligibility or death may remain in the Plan, but no new dependents may be added.
24. Under GENERAL PLAN EXCLUSIONS, #13 is amended to read as follows:
13. Charges for services and supplies that are either experimental or investigational, unless such
services and supplies are covered under the Clinical Trials provision of the Description of Medical
Benefits.
25. Under CLAIMS INFORMATION (Pending a Claim) #3 is amended to read as follows:
3. when the claim is being subrogated.
26. The following DEFINITIONS are deleted in their entirety: Late Enrollee, Preexisting Condition and
Temporomandibular Joint Disorder.
In all other respects the Plan remains unchanged.
CITY OF CARMEL, INDIANA
By and through its Board of Public Works and Safety
_________________________________ ________________________
James Brainard, Presiding Officer Date
_________________________________ ________________________
Mary Ann Burke, Board Member Date
_________________________________ ________________________
Lori Watson, Board Member Date
ATTEST:
_________________________________ ________________________
Diana Cordray, IAMC, Clerk-Treasurer Date