premiums for the school districts or they prepaid some

of their monthly premium for the month they're not on salary. the health and flexible care spending account, you note in the financial, the expenses are a little bit of ahead of the revenue. this is a combination of factors. one is we're mid year. so medical account can be used day one. so if you elect for your flex account on january 1st, if you have that full amount available to you. but the payroll deduction that fund that happen over time, so that's not how they ordinarily work, but wanted to point that out. performance guarantee. we don't want to see a lot in

this, meaning they're performing -- the it has been unchanged for several months now. the interest that we've booked year to date, 638,000. we're still waiting for the final report to come in from the city as far as what we should expect in terms of the interest on the trust. so that would be received before we conclude our financial audit. and then the last part of the trust fund budget includes the budget for the health sustainability fund. we're expecting our funds are 253,000 less than brought in. so we're projecting balance of

$4.6 million. a lot of the initiatives that we had budgeted for in the previous fiscal year are deferred to this coming fiscal year and some of those projects are already under way. with regard to the general fund, administrative budget, we ended the year with a surplus of $504,000. the revenues we were projecting were less than what we had budgeted, to the tune of $323,000 less. we controlled expenditures. actually did a really good job there of reducing our expenditures $826,000 below budget. and most of that is due to the inability to actually carry out some of our projects. and so we are requesting that $225,000 are going to be carried

forward into the next fiscal year. that concludes my report. >> president follansbee: thank you very much. any questions -- >> president, this is randy scott. chief loo, i saw in the director's report that about 80 + percent of the requested audit information has been provided. can you update us on that? >> certainly. we are actually at about 90%. and we're right on track to conclude audit on time. >> commissioner scott: great. thank you. >> president follansbee: any other questions or comments from the board members? we're going to open this up for public comment. >> thank you. i'll pull up the instructions.

public comment will be available for each item on the agenda. each speaker is allowed three minutes unless the board president deems public time limits. all public comments made concerning the agenda item presented. as a reminder, the caller may ask questions of the policy body, but there is no obligation to answer or engage with the caller. you're encouraged to state your name clearly, but you may remain anonymous. the moderator will unmute the next caller. remote viewing is available on sfgovtv and tv channel 26. opportunity to speak during the public comment are available by dialing the number on the screen. the dial-in number is 1-415-655-0001. when prompted, use access code,

146 446 4192. and then press pound and pound again. then you'll enter the meeting on the public call line. add star 3 to be added to the queue. when your system says, you're unmuted, this is your time to speak. those on hold, please wait until you the system indicates you've been unmuted. there is a 30-second delay for those viewing online. our 30-second pause begins now. .

our 30-second pause has ended and our moderator will notify us of any callers. >> we have three callers on the line, but zero have entered the queue. you must dial star 3 now if you want to join public comment for this specific agenda items. we'll wait five seconds and then close public comment for this agenda item. . there are still no callers in the public comment queue. >> thank you. hearing no further callers, public comment is now closed. >> president follansbee: thank you very much. this closes agenda item number 8. we now move to agenda item

number 9. >> 9 is the open enrollment and flu clinic plans for 2021. this is a discussion item and will be presented by mitchell griggs, chief operating officer and carrie besheers, well-being manager. >> thank you.

it's getting there. a little slow. here we go. i hope everyone can see that. >> it's coming through. >> okay, good. excellent. so, good afternoon, president and members of the health service board. it's september, which means it's the time that we provide you with a high-level overview of open enrollment which begins in october. we also have a presentation that we usually give in december to show you what was the outcome of enrollment and of our expectations, if they were met of enrollment, or transfers of plans, just how it went overall. so this particular one is to prepare you for what is going to happen in october to let you know and demonstrate that we --

the work that we're doing and that we're living up to ourible -- obligation for our employers and retirees. so i'm going to start off with talking about the mailing itself. this is a little bit slow on my end, so forgive me for pausing a bit. but usually every year we have some type of envelope and this is what it's going to look like this year for both the active and retired population. we use the photography and then o for open enrollment, or open the envelope, or, you know, whatever you think of with o, and we've been using this for four or five years to get used

to the fact that they know when they see that it's open enrollment. and again, we want them to open it. every year we include something to articulate the period of time that open enrollment will be open. over here to the right, a view of the individual letters that we send. those letters include specific information, whether they're actives or retiree or what employer they belong to or even what union they're in as far as the rate calculation. so it will show everything that they currently have and usually on the back for the most of the letters, it shows what the rates would be if they decided to change plans or drop a plan for the next year. this year, the total packets that we're mailing is about 76, 500. our population has decreased a

little bit. and we have a breakdown here of the number of mailings per employer or group here. we have it broken up by the city and county, including courts and commissioners and then the -- boards and commissioners and the city college district and retirees as well and then those who get a letter. you know, again, what we want to do is encourage people to open the mailing and read it, regardless of the fact that, you know, maybe they're fine with the benefits. there is a lot of information we put in there that people need to know for the following plan year. every year we come up with some type of video. usually it's a video, three or four minutes, it's overall showing what is important to know about october, the timing and things like that. but this year, we tried something different. a very focused message on getting them to open the mailing. and we decided to go and use our

up-and-coming stars around the city to help deliver the message. so i'm hoping to be able to show you that video now. it's really short, but it's to the point. and holly and i practiced this maneuver yesterday of playing it. hopefully, it works. if it doesn't, we'll have to cut it, but i did want an opportunity to show it to you. holly, can we try that now? >> yes, it may take 10-15 seconds, but you'll see the switchover soon. . it should be a blank screen right now. actually, i'm going to press

play. let me know, mitchell, if you cannot hear the sound. >> [ ♪♪♪ ] . so ladders and other fire fighting equipment, we can handle just about any fire in the city. any questions? >> recycling, why did you throw it away? >> that's paper, it can be recycled -- >> but it's not even open. >> open enrollment package. that's important information. my mom is a teacher. she says she always learns something new about it, it's different each year. you should join a webinar. they'll explain everything to you.

>> okay, kids, it's time to go. >> make your open enrollment on time. it has to be done by the end of october. >> right. okay. anybody want to pet our mascot dog? >> dogs. they have such short attention spans. even has pet insurance. don't miss out on any benefits. so to review, read the open enrollment package, look for it in the mail late september. join a webinar to learn more about your benefits. and make your open enrollment early before october. >> it's time to go. bye.

>> hi, everyone. mitchell, i'm going to hand the presentation back over to you. >> yes, please, thank you. that was impressive.

[laughter]. thank you. it went relatively well. electronically here. there is a couple of pauses in there, or the sound went out, but it will be on our website shortly so people can enjoy it. but we had huge success with the campaign last year using young humans like that. >> [laughter]. >> and got their attention of people and got a lot of compliments on it, so we decided to use the same concept this year. >> they made benefits fun, mitchell. >> it's important, but on the surface not usually a lot of fun. so, all of our mailings, we're still sending everything by paper, but to remind, all members have access to ebenefits. they don't need to send in the paper forms.

we made customization this year with city college to get them all in. they were the last group to get them in. and we also worked with the department of technology to continue and improve the account registration. when you don't work for the city or recently work for the city, there was a signup process you had to do in order to access the portal to get to e benefits. so we've done a lot of work to improve that situation, so it's more fully a service, so they can do it themselves without our help too much. working with the city college, we gave a registration drive at one of their flex -- where they have the teachers and classified staff come in for various types of webinars and presentations and so we had approximately 80 people attend, which is a good number of people for that group.

once people do open their packets, which i'm hoping they will, we do provide a step-by-step open enrollment guide for people what to do depending on what type of change they want to make. including instructions on how to access self-service and, you know, what is new? it's color-coded here and that represents each one of the groups, ada, the districts and then the retirees are in orange. something new we're doing this year, the larger ones in the background are flyers that we're putting in that represents all of our plans that we're offering, our medical plans this

year. these are things that fall out of the envelope and lie around and, you know, after some meetings about what can we do to get people really see what the differences or what is changing, we decided to come up with loose flyers inside the envelope and then the smaller ones are contained in the retiree envelopes, so we'll see how that goes. then every year, we have to produce what we call our benefit guides. this is not only information that is current for the medical plans, dental plans and all the benefits, but it's also eligiblity requirements and cobra requirements and information about the board. and just the entire 360 of what health services does as well as what it provides for the membership. again, we're all color-coded here based on the group.

those will be available, some hard copy this year, but mostly -- especially last year we noticed that just about the entirety of people looking at it online and not requesting hard copies. every year, we have a website page of open enrollment. and this year we'll be doing the same. it may not look exactly like this, but we're working on that right now. and, again, we noticed last year -- you know, year over year, but particularly last year, people are going to online as means of finding things instead of calling or coming to physically visit the office. an update on member services on what is going on for this year, especially kind of thinking we were doing better with the pandemic and then we have a surge with the delta variant. so member services, we will continue to provide virtual

assistance through telephone consultation this year, just like we did last year when the shelter-in-place was in place. so we will not have face-to-face member interaction actually at the offices. and we will remain closed to public. so people will be able to phone. as all of the staff will focus on the phone calls. we do expect a high volume of calls based on the changes that are happening this year. as i mentioned earlier, the city college was added to e-benefits and self-service, but all the packets that we prepared this year, the open enrollment mailings, we will not be including paper enrollment form. members can go online if they want to have a paper form and print one and mail it or drop it off at our office. or they can contact our office and we can have one mailed to them, but we will not be

including one in the packet this year. some of our staff every day will be at the office at 1145 market, even though we are emain closed to the -- remain closed to the public. because of the expected call volume coming in. and once we're in the office on the city's network and the functionality and the i.t. support we can have on site, you know, lends us to a better opportunity if something goes wrong to have reliable service. sometimes when you're at home, power goes out, internet goes out. or other distractions in the environment at home. we're providing a place where we can have reliable capabilities and appropriate band widths for that call volume. something we've been doing over the past couple of years is providing webinars.

this is kind of replacing that in-person health fairs that we used to have before the pandemic. we first started, we did those. and, you know, the online webinars were just as popular as the on-site help, so we're continuing that this year. and we're doing a lot more. this is a lot of work that our communications department has made possible. and right here, we have about 12 webinars that are specific to open enrollment. a lot about e-benefits and how to register your account or do e-benefit. and then the health plans would be there. they will be giving presentations each in these webinars and there will be q&a sessions later.

and then we have it for the f.s.a. and dental, vision, et cetera. and we have some separate for retirees that have medicare. and also voluntary benefits. so we're covering everything in the webinars. they can be recorded. people can attend them live and go back and watch them at a later date. we're doing some type of live events, webinars as well, staying healthy, mental health support, starting a family, managing chronic conditions, managing serious illness and advanced care directives. we're going to create these webinars and it will be available for people to attend and they're going to are recorded as well and available throughout the year. these are topics that aren't specific to open enrollment, but topics you may want to know about. -- throughout the year. another thing that our

membership really likes are -- we noticed when we have self-service, in-person health fairs, people sign up for the raffle. if you can up to the health fairs, you can sign up for the raffle. so we're now doing that in a virtual way for people who attend webinars or register for a e-benefits account, those names will be part of a raffle to receive the prizes from the health plan. here's a sample of what the prizes will be, from kaiser and united health care. there is a couple of them. our health plans have graciously agreed to provide office hours during the month of october for people who have a one-on-one conversation with a representative of a health plan. this is, again, kind of replacing that health fair in

person where they would walk up to a table and talk to a representative face-to-face. so we're providing that through these office hours. and, you know, this year, we're adding health met and canopy care as a health plan to our membership. so they will be available. i'll discuss that a little more in the minute. and then we have the original two hmos, trio and access plus and they'll be administering the ppo plan through accolade. and kaiser will be providing their office hours as well for their non-medical -- and the united health care and the uac companion for the non- medicare member in the family. they'll be there to support that.

there are two major changes in our offerings this year. and one of them is a new enroll health net canopy care. two things that you have to make sure you do when you're offered new plans or you make changes during open enrollment, you have to have a very strong communication plan. if those don't go well, then the bottom line leads to huge call volume. or confusion among the members, members not happy. so we spent a lot of time working with vendors that are providing these changes for next year. the first one is health net and canopy. we worked closely in discussing with them what would be

appropriate advertising campaigns in the bay area. health net and canopy are a combination of maybe some of our membership that lives in the city and the areas where this will be offered may not be too familiar with, so it's important that, you know, we have these robust campaigns. so canopy and health net came up with targeted tv, radio and print campaign that is branded by them. it's not co-branded by hsss, but it's specific to certain areas which i'll get into in a minute. but we also contributed by adding introduction to our members who subscribe to the e-news. there are feature stories about the things that are specific to health net and canopy care, like some health services can be provided at -- general, which is a first. as well as something really, really new is that chinese hospital will be in network for

this health plan beginning january 1st for our members. so very exciting news that we'll be communicating at this stage into october when we do some of our e-news and e-mail communications about open enrollment. i wanted to go over the canopy care timeline and advertising. this is the implementation timeline we're doing. i'm not going through all the specifics here, but i want to demonstrate the targeted work, the goals for each month we try to reach and where we're at. you can see the target here in september. today is the 9 its. we actually had a member services training today. i'm sure you're aware that once people open up their packets and see the new health plan, the first people they're going to call is hss members, so it's

important they are, you know, know what this health plan can do for them and how to get them answers from health net and canopy care. so, we're also going to really take a lot of effort after open enrollment closes to assist members in selecting their primary care physician. again, this is a new hmo, and when you're new to the hmo, then you have to select a primary care physician. so we're doing collaboration with health net and getting the information as early as possible so members can go online and select their primary care physicians so that's well in place by january 1st. a little bit about the advertising that canopy care is doing within the city.

and one of these neat technologies i didn't know about is called firefly. and we've all been in an uber or taxi and you have the electronic billboards that sit on top of them. my understanding is that when it drives to certain neighborhoods, it will be showing these particular advertisements showing what canopy care and health net collaboration is. so, for instance, in northwest san francisco, up in that area, they'll be showing the one with the golden gate bridge because that's where people are going across and more what happens in that section of the city. then also the residential area, they'll be showing on the one here. and then the northeast san francisco where people will be coming on and off the bridge, firefly electronic billboards will be shown that contain the bay bridge.

and then the bus shelters throughout the city based on certain zip codes, the same type of thing, depending on, you know, where they're at. we'll be showing some of these advertisements that were created by canopy care. and then one i've already seen is going across the bay bridge. i'm going in the western direction toward the city and the board up there targeting the john muir audience, because those people are from the east bay over to san francisco and this will be shown on the digital billboard at that location. so now i want to switch over to blue shield. blue shield will be administering the ppo plan starting in 2022. and so it's the same type of thing, but different, right?

our membership is used to the plan design, but now there will be a few changes for them and first of all it's administered by blue shield, as well as we'll have services provided by accolade. and here you're seeing our implementation, all the milestones that are very similar implementation. has to be well documented. you have to follow it. september 16th here is the opportunity that accolade will come into our office virtually and providing training to our staff here, our analysts here. and i'm sure you recall during the approval process, the recent benefits process, that accolade will be part of the ppo providing the kind of integrated health management provider support, care management helping with referrals and then benefits education and guidance.

so an extra bolt on the ppo to help manage care for the membership. again, this is more implementation schedule. these are the high-level activities that we need to get accomplished in order to make certain things happen. and, you know, some of it routine meetings, but some are very specific topics we had to cover and get into place by the -- by mid september or 1st of october. again, this is kind of working with blue shield and accolade and again here at the bottom, train the trainers. so, you know, this is working with our employees and getting them educated on this change. we also had a communications campaign because it's been our past experience that any time we

change a plan, you know, creates a lot of phone calls. and we're dealing with a population that is in the ppo plan that is a lot of them have been there for a very long time. a lot of them live out of the state. so you're going to see this change and there is going to be questions. so we wanted to kind of preempt that a bit and start communication by mid august. so to let the members know that if you're happy with the plan, you don't have to change, the plan isn't going to change, just the claims -- and by the way, we're adding accolade on to this. so we started off with the mail-in in mid august, it went well, we got positive feedback. the e-mail campaign that went out shortly after that, we received a lot more comments about it, which is good. we used those to create some frequently asked questions. we also had some learning experience and information out

there this early will apply in the future. and then, on the 13th, which is this coming monday, we're starting a telephone campaign. where blue shield has graciously helping us by contacting by phone every member that is enrolled in the ppo currently, letting them know this change is coming, they don't have to do anything if they want to stay in the plan. the plan is designed the same, et cetera. i wanted to show you that first. over 1200 went out to the ppo members. and again just to do that preempt communication to ease confusion and concern about a change in a plan.-empt communic confusion and concern about a change in a plan.

>> thanks, mitchell. good afternoon, president and commissioners. i'm going to spend just a few minutes talking about what we have going on for this year's work site flu clinics. so we have some changes, a little bit of changes that we are doing that year compared to last year. we still are living with covid, so some things will remain the same and we are continuing to partner with kaiser. this year, we're actually starting a week early. so the first clinic will begin the last week of september. and it will -- clinics will run through the week of november 4th. we have 23 clinics that we have planned. that is slightly less than last year, however, last year we did a lot of smaller clinics. this year, we've been able to open it up with the city opening up its facilities to bring back locations like city hall. and with that, we actually have

more open clinics. so, just to define the difference between open and closed clinics, open clinics are a location where any city employee or retiree can get vaccinated, so you don't necessarily have any issues in getting access to that building. whereas a closed clinic would be a clinic that is only available to employees that have badge access. so a perfect example is the department of emergency management. only employees who work in that building would be able to get their vaccine at that location. we continue to serve our employees and retirees. for retirees we do include spouses and domestic partners for the four employers. we continue at this time not to open up our clinics for dependents, so we did have some issues last year and confusion. so dependents need to go to their health provider to get their flu vaccine.

and then this year, we're continuing on with the by-appointment basis. so we'll have online appointments schedule that will be coming out in the next few weeks. so to give you a landscape of the locations that we will be offering. you see we have a lot of similar from last year. this does say draft. i want to be clear that all of the locations that you do see on this page are actually confirmed. so, we do have at this point all of our clinics -- there is nothing open or pending. kaiser has been able to confirm that we can have clinics at all of these locations. some of the new clinics that we're having this year, we've had in the past, but adding back our hall of justice. i mentioned already the one at city hall. i believe those are the two big