SSC Board of Directors

Tuesday, November 17, 2015

Document 25

Southeast Service Cooperative Board of Directors

Regular Board Meeting

5:30 PM, Tuesday, November 17, 2015
Wood Lake Meeting Center– Cedar Room

Finance Committee meets at 5:00 PMprior to the Board meetingfor monthly financial review. Committee: Treasurer Sue Phillips, Chairwoman Carol Cravath, Vice-Chair Tess Kruger, Mary Blair-Hoeft, Brian Grudem

Draft Agenda and Materials

  1. Call to Order by Chairwoman Carol Cravath.
  2. Consent Agenda

Agenda...... Document 25

Minutes of Last Meeting...... Document 26

Balance Sheets, Revenue/Expense...... Document27 A-B-C-D

Bills...... Document 28

SuperintendentAdvisory Committee Meeting– No report, next meeting November 19

  1. Instructional Services

Upcoming Professional Development Sessions...... Attachment A

  1. Administrative Services

Cooperative Purchasing – Update Report - Katie Schmitt ...... Attachment B

Medicaid Third Party Billing – Update on Exploration and Feasibility Study

  1. Health & Benefits

Local Government Health Pool Membership –MN Prairie Health Alliance

MN Health Consortium – Update...... Attachment C

  1. Operations

Board Elections - Update – Amy Grover

Personnel: Program Manager Cooperative Purchasing – Search Update

Personnel: Part-time WLMC Set-Up Assistant...... Attachment D

Strategic Planning 2015-2016 – Baldrige Organizational Profile...... AttachmentsE-F-G

Asphalt work around SSC facility perimeter and Families First parking lot

Office Remodel – Discussion, Planning...... Attachment H

Wood Lake Meeting Center Update...... AttachmentI

Member Participation/Value Reports for 2014-2015...... Attachment J

Executive Direct Performance Assessment – Summary Report...... Document 29 A-B

Board Self-Assessment – Summary Report...... Document 30

Schedule Policies and ByLawsCommittee

  1. Information and Communications

Board Sharing: new initiatives, opportunities, challenges in our organizations

AESA Conference Report by Board and Staff

  1. Next Meeting - RegularMeeting Wednesday, December 30, 2015 at SSCat 5:30 PM.
    Finance Committee meeting at 5:00 PM, preceding Board meeting.

Proposed Agenda

Agenda Topic / Action
1.CALL TO ORDER
1.1.Determination of Quorum – Board Chair Carol Cravath. / Chair Action
2.CONSENT AGENDA
The following items are part of the consent agenda action, unless a Board member requests that an item be addressed independently:
  • Agenda – Document 25
  • Minutes of Last Board Meeting – Document 26
  • Treasurer’s Report - Documents 27 A-B-C
  • Balance Sheet General (01) revenue over expense $31,986
  • Balance Sheet Insurance Fund (09) revenue over expense ($62,154)
  • Balance Sheet SEMNET revenue over expense $61,717
  • Accounts Receivable $495,005
  • Bills–Documents28bills and payroll totaling $677,029.95
  • Superintendents Advisory Committee –no report, next meeting November 19
MOTION: ______move, ______second to approve and accept the items on the consent agenda: Meeting agenda, meeting minutes, Treasurer’s and Finance Committee report, bills. / MOTION
3.INSTRUCTIONAL SUPPORT SERVICES
3.1.Upcoming Professional Development Events. Attachment A is an announcement of the offerings coming up in the next few weeks. / Information
3.2.Other Instructional Services Business
4.ADMINISTRATIVE SUPPORT SERVICES
4.1.Cooperative Purchasing - Katie Schmitt - Attachment B is an update from Katie Schmitt / Information
4.2.Medicaid Third Party Billing – Update on Exploration and Feasibility Study, Katie Schmitt / Information
4.3.Other Administrative Services Business and Information
5.HEALTH & BENEFITS SERVICES
5.1.Local Government Health Insurance Pool Membership – MN Prairie Health Alliance. This group is a newly formed joint powers agreement for the employees in Health & Human Services Departments in Dodge, Steele, and Waseca County. The HHS employees currently in Dodge and Steele Counties will be moved from the County groups to this new group.
I recommend the following action:
MOTION: ______move, ______second to accept and approve the application of MN Prairie Health Alliance for SSC membership and the joint powers application for participation in the Local Government Health Insurance Pool, effective January 1, 2016. / MOTION
5.2.MN Healthcare Consortium. This past and current year have involved significant developments in our work with six other Service Cooperatives (NE, NW, LCSC, RTS, SWWC, SC):
  • We changed our collaboration name to Minnesota Healthcare Consortium.
  • We renewed our consulting agreements with benefits attorney Mark Kinney and lobbyists Walseth, McKasy, and Moe (same fees as last year).
  • We ended our consortium consultant agreement with CBC upon Virgil Hammerstad and Peggy Story’s retirements.
  • We entered into a new consortium consultant agreement with Genie Newville.
  • We developed a structure outlining roles and responsibilities of the consortium parties and consultants – refer to Attachment C.
  • We completed the School Pool RFP in compliance with HITA and entered into new contracts with BCBSM and SelectAccount.
  • We entered into a complementary service agreement with ClearCost, which Southeast subsequently terminated upon review of feedback and issues with the performance.
As we have seen considerable progress in our work together, including stronger planning and development of the regional consultants (with Bill Colopoulos as our representative) under Genie Newville’s guidance, we are preparing to extend Genie’s contract beyond June 30, 2016. / Information
5.3.Other Health & Benefits Business
6.OPERATIONS
6.1.BoardElections: Update on Nominations – Amy Grover / Information
6.2.Personnel: Program Manager Cooperative Purchasing – Search Update. / Information
6.3.Personnel: Part-time WLMC Set-Up Assistant. We’ve had hit or miss luck with using temp services for room set-up and have had to go to former staff for backup, with temps leaving after only a couple days for various reasons. We’d like to try this as a hired employment position rather than a temp, hoping for longer-term commitment. We’ll continue to use temp services as needed. A hired position would likely be 10 to 20 hours per week. Attachment Dis a description of the tasks this position performs. I recommend the following action:
MOTION: ______move, ______second to authorize the Executive Director to open a part-time WLMC set-up assistant position and search and hire a person as soon as possible. / MOTION
6.4.2015-2016 Strategic PlanningBaldrige Organizational Profile. Attachment Eis a six-page summary of the process. Attachment Fisthe organizational profile we submitted for review by the Baldrige Evaluation team. Attachment Gis the Category 7 Results documentation that the evaluation team will also consider prior to their on-site visit, which will be scheduled sometime in late January, possibly the week of the Superintendents Advisory Committee meeting and the Board meeting. / Information
6.5.Contract for Asphalt Work. Dale has completed requesting and getting bids for the parking lot asphalt work surrounding the building and Families First of MN parking lot. This work will be done in 2016 and is in this year’s budget. The total (low) bid was $81,486. SSC share is $42,229, the remainder will be paid by Families First of MN. I recommend the following action:
MOTION: ______move, ______second to award a contract to Elcor for asphalt work in the amount of $81,486, the costs to be shared between SSC and families First of MN. / MOTION
6.6.Office Remodel – Planning Update. Dale will review Attachment H. Following our discussion, I recommend the following action:
MOTION: ______move, ______second to authorize staff to contract with Armon Architecture, Inc. to assist with a bid process for remodeling of the SSC office as proposed by staff. / Discussion, MOTION
6.7.Wood Lake Meeting Center Update. Peggy is providing AttachmentIto keep the Board updated on meeting center business development and marketing. / Information
6.8.Member Participation/Value Reports for 2014-2015. Attachment J is the set of data on 2014-2015 usage of services and values derived in the form of savings and other benefits. / Information
6.9.Executive Direct Performance Assessment. Documents29-A and 29-Bare the summaries of Board responses to the Leadership Inventory and the Assessment Review. / Information and Discussion
6.10.Board Self-Assessment. Document 30 is the summary of the responses to the Board’s self-assessment survey. / Information and Discussion
6.11.Committee Meetings. I will be conducting a doodle survey for possible dates formeetings of these two committeesin the near future:
PoliciesCommittee - Brian Grudem, Mike Christensen, Marilyn Syverson, Beth Lawson, Carol Cravath
ByLaws Committee - Marilyn Syverson, Mike Christensen, Al Nelson, Beth Lawson / Schedule meetings
6.12.Other Operations Items
7.INFORMATION AND COMMUNICATIONS
7.1.BoardSharing: new initiatives, opportunities, challenges in our organizations. / Information
7.2.AESA Conference Report: Carol Cravath, Tess Kruger, Staff. / Information
7.3.OtherInformation Items / Information
8.NEXT MEETINGAND ADJOURNMENT
8.1.RegularMeeting Wednesday, December 30, 2015 at SSC at 5:30 PM.
Finance Committee meeting at 5:00 PM, preceding Board meeting.
MOTION: ______move, ______second to adjourn the meeting. / MOTION

CALENDAR

2015 Board Meeting Schedule – Meetings are located in the Wood Lake Meeting Center at Southeast Service cooperative and start at 5:30 PM unless otherwise noted.

Wednesday, February 25, 2015
Wednesday, March 25
Wednesday, April 22
Wednesday, May 27
Wednesday, June 24
July – No meeting
Wednesday, August 12 (CCOGA renewal)
Wednesday, August 19 - third Wednesday - Strategic Planning Session
Wednesday, September 23 / Wednesday, October 28
Tuesday, November 17 – third Tuesday
Wednesday, December 30 - fifth Wednesday. Christmas holiday is Thurs-Fri, December 24-25 and New Year’s Eve is Thursday, Dec 31.
Wednesday, January 27, 2016
Monday, February 29, 2016

Association of Education Service Agencies Conference – December 2-5, 2015, New Orleans (SSC Board Member Tess Kruger and AAC member Rachel Udstuen are attending, along with Carol Cravath and staff.)

MSC Board Meetings:

SSC Board of Directors Agenda – November 17, 2015Page 1

  • Mike Christensen elected at the June 2014 Board meeting to a four-year term on the MSC Board July 1, 2014 through June 30, 2018.
  • Mary Blair elected at the June 2015 Board meeting to a four-year term on the MSC Board July 10, 2015 through June 30, 2019.

Thursday July 9, 2014 at 8:00 am, during MSC Board Conference, RadissonBlu, Mall of America

MN Service Cooperatives Board Conference 2015 – Wed-Fri, July 8-9-10, hosted by Southeast Service Cooperative at Radisson Blue, Mall of America, Bloomington, MN.

MN Service Cooperatives Board Conference 2016 –Wed-Fri, July 13-14-15, hosted by Northeast Service Cooperative at Canal Park, Duluth, MN.

SSC Board of Directors Agenda – November 17, 2015Page 1