The Greater Boston Food Bank Health & Welfare Consulting Services Discussion June 25, 2026
Today’s Discussion 2 • Introductions • How We Will Work With GBFB • Plan Design / Cost Control • Partnership with Hilb • Other Hilb Services • Why Hilb • Q & A
Introductions
Introductions Stephanie Miller Executive Vice President Co-Lead Strategist Amanda Prisco Director Large Group Service Kelly Lima Executive Vice President Co-Lead Strategist Aviva Sapers CEO, Sapers & Wallack Zachary Sinclair Employee Benefits, Intern Jack Kavaleski Employee Benefits, Intern
How We Will Work with GBFB
Hilb Group: Core Consulting Team Stephanie Miller Co-Strategist stephanie.miller@hilbgroup.com Stephen Wright Day-to-Day Consultant swright@hilbgroup.com Kelly Lima Co-Strategist klima@hilbgroup.com Responsiveness Dedicated Resources Service CalendarStrategic Consulting Implementation Onsite and Online Lori Engorn Senior Account Manager Lori.Engorn@hilbgroup.com 617-633-7680
Hilb Group: Consulting Support Team Christopher Bean Senior Actuary cbean@hilbgroup.com Kirsten Bell National Practice Leader, Communications kbell@hilbgroup.com Danielle Herndon National Practice Leader of Population Health and Wellness dherndon@hilbgroup.com Tracy Foster Director of Underwriting tfoster@hilbgroup.com Suzanne D’Amato Compliance National Practice Leader sdamato@hilbgroup.com Richard Szczebak Employee Benefits Attorney rszczebak@hilbgroup.com
Working with Hilb Group Delivering Our Core Services Strategic Consulting • Thought Leadership • Program Design Evaluation • Strategic Planning • Contribution Modeling • Wellness Strategies • Feasibility Studies Day-to-Day Support • Administrative Issue Resolution • Issue Advocacy with Vendors • Compliance Questions and Guidance • Employee Resource and Advocacy • Communications Plan Vendor Management • Contract Renewals • Negotiation of Costs, Terms and Conditions • Market Evaluations / Carrier RFPs • Network, Cost and Plan Evaluations • Implementation • Performance Guarantees Financial Analysis • Cost Projections, Budgeting and Tracking • Utilization and Cost Trends • Funding and Trend Analysis • Plan Change Valuations • Reserve / Lag Valuations (IBNR) Benchmarking • Design, Demographics and Cost • “Profile” Reports – Industry, Geography, Size • Peer Group Comparisons • Health, Absence & Disability and ACA Surveys Legislative Compliance • Compliance Audit & HIPAA Review • Access to ERISA Attorneys (on staff) • ERISA & IRC Code Compliance Assistance • MMC Select – Newsletters & Bulletins • 5500 Preparation • Health Reform Updates
Annual Service Roadmap to Success Commitment to Service for GBFB March/April August Dec/JanMarch/April Jan/Feb
First 90 Days New Client First 30 Days • Broker of Record Letters sent to HILB • Broker of Record Letters sent to carriers • Complete census file • Client data collection • Benefits communication support • HILB Advocate implementation (if offered) • HILB and vendor contact sheet • Strategic planning meeting • ERISA Wrap Plan Document/SPD review • COBRA administration (if offered) • Review of current benefits administration solution • Vendor contract review 60 Days • Setup all data Analytics and Reporting • Health and Wellness Strategy (if offered) • Meet to discuss and review shared goals and objectives for the upcoming plan year • Complete review of current plans and benefit offerings • Review health plan analytics, claims and utilization experience, and employee feedback • Complete benchmarking review of benefit plans • Discuss potential marketing strategy by line of coverage • Discuss industry and market trends and strategies for consideration • Develop a timeline of activities through renewal and implementation • Release RFPs for any lines of coverage being marketed 90 Days • Receive and review carrier renewals • Review renewal and marketing results • Complete employee contribution modeling • Review and implement compliance action steps • Confirm final plan designs and rates • Finalize COBRA rates • Coordinate implementation of carrier changes • Prepare/strategize for open enrollment
Task Timing Responsibility ERISA Wrap Document New hire within 90 days Employer/Hilb prepares for fee Summary of Benefits & Coverage New Hire/Open Enrollment Employer/Carrier CMS Online Disclosure Form By January 1st Employer/Hilb provides instructions ACA Reporting: Form 1095-C to Employees (2026 data, due in 2027) By January 31st Employer/Payroll Vendor ACA Form 1094-C electronic filing, with copies of 1095-C forms (2026 data, due in 2027) By March 31st Employer/Payroll Vendor PCORI Filing – IRS Form 720 (if self-funded) By July 31st Employer/Hilb prepares Life insurance imputed income for company-paid amounts over $50,000 By January 31st Employer/Payroll Vendor Compliance Toolkit Content below, provided by Hilb Group COBRA Rights Notice New Hire Employer FMLA Initial Notice, if applicable (upon hire, in handbook or benefit materials) New Hire Employer CHIPRA Notice New Hire/Open Enrollment Employer Your Rights & Protections Against Surprise Medical Bills New Hire/Open Enrollment Employer HIPAA Privacy Policy New Hire/Open Enrollment Employer/Carrier HIPAA Notice of Special Enrollment Rights New Hire/Open Enrollment Employer Women's Health & Cancer Rights Act (WHCRA) Notice New Hire/Open Enrollment Employer Michelle’s Law Notice New Hire/Open Enrollment Employer Newborns and Mothers’ Health Protection Act Notice New Hire/Open Enrollment Employer Health Insurance Exchange Notice New Hire/Open Enrollment Employer Medicare Part D Notice Distributed to Employees By October 15th Employer Compliance Timeline
Plan Design / Cost Control
Cost Control Fully Insured Understanding Carrier Financials & Underwriting Carrier Negotiation Hilb Group Marketplace Presence & Relationships Plan Design Expertise Funding Alternatives Monthly Claims Reporting (when available) Ancillary Lines Review Dependent Audit
Examples of Considerations • Level Funded • ICHRA • Trustmark • Truist • Captives • Medicare Education/Eligibility • Spousal Waiver Analysis • Telemedicine • Midi Health • Tax Deferred Life & Disability • Self-Funded Dental • Bundling Carriers • Integrating Group Benefits with Ancillary • Diagnostic/Labs Steerage • HSA Plans • Negotiate ancillary rate holds • Carrier credits Benchmark Considerations Employee Feedback Enrollment Break Down Employee Age Bands Culture
Benchmarking Executive Market Summary *Colored arrows are relative to the benchmark
Financial Dashboard – Fully-Insured 16
Partnership with Hilb
2026 Renewal / OE Timeline 180 Days Prior 120 Days Prior 90 Days Prior 60 Days Prior 30 Days Prior Renewal Date Post Renewal • Market census to alternate carriers • Strategy • Renewal projections • Receive renewal pricing from incumbent carrier • Compare renewal to alternate quotes • Schedule renewal meeting with client • Final decision from client • Renegotiate with incumbent if needed • Prepare open enrollment materials and set up Employee Navigator (if needed) • Begin open enrollment meetings no later than 30 days prior to renewal • Close open enrollment • Update employee elections with carriers • Update COBRA administrator • Provide payroll deductions • Final reconciliation of open enrollment changes • All employees updated in the carrier systems • Temporary ID cards provided to employees
Open Enrollment Don’t just MANAGE Open Enrollment, CREATE an Enrollment Experience Communication Reimagined Redesign your benefits guide into an approachable, visually appealing, mobile-friendly communication campaign. No more cumbersome PDF and PowerPoint attachments. Interactive Education Employees have benefit questions. What is an HSA, FSA, or HDHP? Why do I need Life Insurance? Provide answers with a library of simple educational videos designed to address frequently asked questions. Paperless Enrollments Need a system? Provide cutting-edge administration systems, case building, onboarding support, new-hire processes, and visibility into open enrollment for a completely paperless experience. Quick Engagement Our casting technology will disseminate pre-recorded ringless voicemails or text messages from HR, directly to employee’s mobile device. Provide valuable benefit and enrollment information quickly and consistently. Enrollment Support Are your employees struggling with technology? Need onboarding support? Using a web-based calendar system, our certified benefits counselors will connect either virtually or onsite to guide you through open enrollment. Technology Fulfillment Have a system? Drive a return on your investment by aiding with adoption, utilization, and functionality for both your HR team and your employees.
Benefits Communication at OE and Throughout the Year 20 • Employee Benefit Guides - view a sample benefits guide here • Employee Meetings (virtual or on-site) • Digital Communication Support • Voluntary Benefit Enrollment Support • Decision Support Tools • Brainshark Employee Presentations • Postcards • Spanish translation services of all communications
Technology • Benefit Administration Systems • Set-up, Support, and Carrier Connectivity Enrollment and Communication Services • Voluntary Benefits • Benefit Communication & Core Enrollment • Ben admin Data Verification General Agent Contracts • Leverage overrides to offset client's costs SERVICES You’ll Experience: 1) Increased employee participation 2) Better benefit understanding and appreciation 3) Solutions to clients benefit and enrollment worries
Other Hilb Services
Managed Payroll Solutions Enhancing HR operations through ADP platform expertise, payroll administration, and integrated benefits support. ADP Platform Implementation & Optimization Implement and configure ADP Workforce Now to streamline HR, payroll, and benefits administration while reducing manual processes and improving operational efficiency. Payroll Administration End to end payroll management through the ADP platform including ongoing payroll processing, compliance support, and rapid-response payroll services when internal resources are unavailable. Benefits Administration Services Administration of employee benefit programs through ADP, allowing HR and finance teams to focus on strategic initiatives while MPS serves as an extension of the internal HR team. System Configuration & Integrations Setup and optimization of key ADP modules including ACA tracking, PTO administration, carrier feeds, onboarding workflows, and employee lifecycle management. Workforce Technology Expertise Certified ADP professional services partner with extensive platform expertise and experience supporting hundreds of managed payroll and benefits administration clients. Flexible Engagement Model Wraparound ADP support services that can be bundled or deployed selectively depending on the client’s workforce administration needs. 23
Why Hilb
Our Culture, Values & Market Presence Operating with a focus on our core values of trust, integrity, and collaboration, the Hilb Group combines the resources of a national consulting firm with the passion and personalized service of a local partner. HILB New England has 7+ locations and employ over 150 employee benefit associates. We service nearly 400 non-profit clients nationally, with over 100 out of our New England office. Our personalized service model is a great fit for the needs of GBFB and employees.
Who We Are: Community As our company reaches new levels and touches more lives, we are committed to further establish and build on our legacy of giving back, so we launched the “Hilb Helping Hands” Community Volunteer Program. This initiative represents a formalized outlet for colleagues to participate in and promote all of the outstanding services and work we do in our communities, as well as to provide even greater support to our associates and those who depend on us.
Why Hilb 2 female strategists Non-profit expertise Deep resources ADP support model Customized approach Sapers & Wallack partnership • Collaborative • Diverse perspectives • Empathy • Employee centric • Over 100 non- profit clients in New England • HR services • Employee enrollment support • Medicare experts • Hilb owned employee benefits captive • 7-10 subject matter experts • ADP 2nd largest client • Optimization to managed services • Access to reports • High-touch service • Flexible delivery • Education • Bi-weekly meetings • Collaboration • Updates
Appendix
Compliance Support 29 • ERISA Attorneys on Staff • Compliance Consulting • Federal and by Jurisdiction • Client Webinars & Updates • Reporting & Filing • Documents & Disclosures
Compliance Services As the administration of employee benefits becomes increasingly complex in today’s continually changing regulatory environment, Hilb Group is committed to helping our clients stay on top of the compliance topics that impact their employee benefit plans. Employer-sponsored plans have to contend with rules and requirements under the ACA, COBRA, HIPAA, the CAA, and ERISA – not to mention state and municipal laws. These complexities make employee benefit compliance a full-time job, although we understand it’s only one of many tasks on an HR professional’s plate. That’s why Hilb Group provides a full suite of services designed to educate our clients and ensure you have the information, documents, and tools you need to stay on top of compliance. • Wrap Documents o We offer creation and maintenance of plan documents and summary plan descriptions (SPD) to ensure ERISA compliance. • Form 5500 o We can prepare and file the annual return for large plans, including the Summary Annual Report (SAR). • Section 125 Documents o We offer creation and maintenance of premium only plan (POP) document. • Annual Participant Disclosures o Our compliance toolkits include required ERISA, ACA, CAA, and CMS notices to eligible employees. • Medicare Part D o Our compliance toolkits include a creditable coverage disclosure to participants and step-by-step instructions for online CMS disclosure. • Compliance Alerts o Our alerts are sent via email to clients who subscribe – opting to receive alerts is a great way to stay up-to-date with new developments, upcoming deadlines, and best practices. o Anyone can sign up to receive compliance alerts here. • Monthly Client-Facing Webinar Series o Our client-facing webinar series is held each month and takes a deep dive into a compliance topic of note. o All Hilb clients, prospects, and associates are invited to join us on the fourth Thursday of each month