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HomeMy WebLinkAbout97-168 Resolution No. 97-168 RESOLUTION AUTHORIZING EXECUTION OF A FIRST CHOICE EMPLOYEE ASSISTANCE PROGRAM AGREEMENT WITH ST. JOSEPH HOSPITAL BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF ELGIN, ILLINOIS, that Robert 0. Malm, Interim City Manager, be and is hereby authorized and directed to execute a First Choice Employee Assistance Program Agreement on behalf of the City of Elgin with St. Joseph Hospital for the an employee assistance program, a copy of which is attached hereto and made a part hereof by reference. s/ Kevin Kelly Kevin Kelly, Mayor Presented: June 25, 1997 Adopted: June 25, 1997 Omnibus Vote : Yeas 7 Nays 0 Attest : s/ Dolonna Mecum Dolonna Mecum, City Clerk first CHOICE Employee Assistance Program Agreement between The first CHOICE Employee Assistance Program and OBJECTIVES City of Elgin, Illinois I. The first CHOICE Employee Assistance Program is a service of St. Joseph Hospital, Elgin, IL., a division of the Franciscan Sisters Health Care Corporation, hereinafter referred to as first CHOICE EAP. first CHOICE EAP is hereby retained by: City of Elgin herein referred to as the Company, to administer an employee assistance program as provided in this agreement. It is not intended by this agreement that the Company and first CHOICE EAP shall be partners or affiliated in any way. first CHOICE EAP shall be an independent contractor to the Company under this agreement. II. SERVICES first CHOICE EAP will provide a comprehensive emotional health program as described in this agreement designed to assist employees through training and education, early intervention, and assessment and referral services. Services will include but may not be limited to the following: A. Supervisor training seminars (at Company site), designed to educate managers and employees with supervisory responsibilities (as designated by the Company) in identifying and following a course of action in instances of employees who manifest deteriorating job performance and who do not respond to normal supervisory interventions. The number of seminars offered will be determined by the Company and first CHOICE depending on what is needed to train all supervisors. These seminars will be performed under Company specifications with the intent to: 1. Allow the supervisors to become comfortable and knowledgeable with first CHOICE EAP. 2. Exchange ideas and suggestions to assist the supervisors in dealing with productivity, efficiency, burn-out, alcoholism and drug abuse, and emotional problems with their employees. t first CHOICE EAP -- page 2 3. Provide and review a Supervisor's handbook which provides further suggestions and actions to follow. 4. Provide information on special areas of Company need as identified by the Company. B. Provide employee orientations to all employees regarding first CHOICE EAP services, how to access the EAP and the nature of services and fees (if any). The number of orientations provided will be determined by the Company and first CHOICE so as to meet company work schedules. C. Two educational wellness workshops (at the Company site) for employees on areas of emotional or physical health and prevention/early intervention as identified by the Company. Suggested topics include but are not limited to: 1. Stress Management 2. Effective Communication Skills 3. Dealing with People Pressures 4. Cooking Lite: Reducing Your Fat Intake. 5. Exercise: How To Get Started. D. Individual, confidential, telephone consultation for Company supervisors with the EAP Coordinator concerning specific workplace situations on an as needed basis. E. Up to three comprehensive diagnostic assessment sessions, including referral and follow-up to insure linkage, effectiveness, and client satisfaction. Employee or supervisor calls are usually related to such issues as: alcohol & substance abuse, emotional & mental health, family & marital, and stress related problems. Follow-up may include feedback to an employee's supervisor if the referral is a supervisor referral (with a signed release of information.) However, all self referrals are kept strictly confidential unless contact with the employer is requested by the employee. Confidentiality guidelines, as established in this contract, will be followed at all times. Assessment services will be provided under non-emergency situations within approximately 3 days of a referral or call to first CHOICE EAP. Emergency consultation is available on a 24 hour basis. F. Pamphlets, mailings, pay-envelope inserts, and articles for the Company newsletter on wellness topics, as indicated by the Company. first CHOICE EAP -- page 3 G. Availability on the Company site two times per month for the purpose designated by the Company which may include employee assessments, or meeting with the Company representatives regarding issues related to the EAP or difficulties with the employees. H. Utilization reports for the Company management (quarterly or as indicated by the Company) regarding program utilization. I. Discounted services for the Company employees and covered dependents for services provided after the diagnostic assessment with the first CHOICE EAP Preferred Provider Network for the life of the contract only according to the following services and rates: 1. 10% discount on inpatient, partial hospitalization and outpatient services at St. Joseph Hospital, Elgin, IL, unless this interferes with any PPO arrangement.the Company insurance program may already have with the hospital. Hospital services and fees discounted include: a. Inpatient room/therapy charges for mental health services (Adult and Adolescent). b. Partial hospitalization programs for mental health services (Adult & Adolescent). C. Inpatient detoxification services provided on the medical floor. d. The Cornerstone intensive outpatient substance abuse treatment program. 2. Other providers in the first CHOICE Preferred Provider Network may offer discounts to employees who come through the first CHOICE EAP. These are arranged with each provider and may vary. J. Other services as indicated by the Company that the first CHOICE EAP is qualified to provide (i.e. supervisor seminars on working with difficult people, violence in the workplace.) These services may include a separate cost given to the Company in writing at the time of the request. first CHOICE EAP -- page 4 III. FEES AND PAYMENTS A. It is hereby agreed that the Company will pay first CHOICE EAP $16.50 per employee per year, for the period June 12, 1997 through June 11, 1998, for 540 employees for a total of$8,910.00 for the services described in this contract. This rate is guaranteed for a period of three (3) years. The total payment each year will be based on this rate for the number of eligible employees at the beginning of each contract year. Payment shall be made in full within 30 days after the execution of this contract, made payable to: first CHOICE EAP St. Joseph Hospital 77 N. Airlite St. Elgin, IL 60123 B. Additional services provided by first CHOICE EAP upon the Company's request may include an additional charge which will be quoted in writing by first CHOICE EAP at the time of the request. C. Fees and charges for services by individuals or agencies to which a Company employee or eligible dependent is referred as a result of a diagnostic assessment is the responsibility of the employee. IV. CONFIDENTIALITY A. The confidentiality of all transactions with the identity of every person referred to or voluntarily seeking the service of first CHOICE EAP will be maintained by first CHOICE EAP and the Company in accordance with State and Federal laws. B. The Company acknowledges and agrees that first CHOICE EAP shall have the sole discretion under this agreement in determining when and if the Company shall be informed of personal information relative to Company employees who have received services under this agreement. V. TERMS OF AGREEMENT A. This agreement shall be for a period of twelve months after the effective date of this agreement, and shall be re-evaluated and reviewed by representatives of the Company on an annual basis. B. Either party may terminate this agreement provided notice of such election to terminate is in writing and has been delivered to the other party at least 60 days prior to the said date of termination without cause. first CHOICE EAP -- page 5 C. The obligation of first CHOICE EAP under this agreement may not be assigned without the prior written consent of the Company. VI. INDEMNIFICATION A. first CHOICE EAP agrees to indemnify and hold the Company harmless for any and all claims, suits, causes of action, judgements or damages, including damages for care and loss of services because of bodily injury, sickness or disease, including death resulting therefrom, sustained by it or any person or persons and because of loss of use thereof caused by, arising out of or resulting from any act or omission of first CHOICE EAP, its agents, servants or employees. B. The Company agrees to indemnify and hold first CHOICE EAP harmless for any and all claims, suits, causes of action, judgements or damages, including damages for care and loss of services because of bodily injury, sickness or disease, including death resulting therefrom, sustained by it or any person or persons and because of loss of use thereof caused by, arising out of, or resulting from act or omission of the Company, its agents, servants or employees. VII. SIGNATURES The terms of this contract become effective on June 12, 1997. Date Authori d Re r sentative City of tigin Date 6 Z ]z Author Representative LARRY Al . n/Agu14 first CHOICE ICE EAP, St. Joseph Hospital . E1 in µ Memorandum June 3 , 1997 TO: Robert Malm, Interim City Manager FROM: Olufemi Folarin, Human Resources Director SUBJECT: Follow-up Information On EAP Since the May 14, 1997 City Council Meeting, three things have been done to gather additional information that may be useful to the City Council in it's deliberation on the Employee Assistance Program issue. 1. An employee opinion survey was conducted. 2 . A review of supervisory referrals in the last ten years was made. 3 . An opinion survey of Employee Assistance Services clients was conducted. 343 out of the 372 employees .who responded to the employee survey have never used the employee assistance program. The. usage brake down for the 29 employees who indicated that they or their family members have used the program between 1988 and 1997 is as follows: 1988 2 1991 4 1994 6 1989 3 1992 5 1995 6 1990 3 1993 3 1996 8 1997 5 According to the above information, only 45 employees or their family members used the - program between 1988 and 1997. This figure is irreconcilable with the 262 employees reported for the same period by Employee Assistance Services. This disparity is also revealed in our review of supervisory referrals. While Employee Assistance Services reported that about 65 such referrals were made during the period, the actual count is 21. This raises an issue of credibility. In the employee survey, employees 'who have used the program were asked to rate their level of satisfaction with the service received. The result is as follows: Agenda Item No. City of Elgin May 7, 1997 TO: Mayor and Members of the City Council FROM: Robert O. Malm, Interim City Manager SUBJECT: Employee Assistance Program PURPOSE The purpose of this memo is to present proposals from service providers for the renewal of the City's Employee Assistance Program. BACKGROUND The Employee Assistance Program was initiated in July of 1982 and has assisted an average of 29 individuals annually with a variety of problems . Employee Assistance Service (EAS) has been the provid- er since 1988 . In addition to Referral Services, EAS provides customary basic services such as quarterly newsletters, employee and supervisory training and periodic site visit. Please see the attached report for the 1996/97 contract year. For the 1997/98 contract period, we solicited proposals from the three service providers in our immediate geographic area. Propos- als on basic services and initial free counseling and diagnostic assessment are as follows : Provider Basic Annual # of Initial Service Fee Free Counseling Employee Assistance Ser. $15/Emp. $ 8, 100 1 (Our current provider) First Choice EAP (St-.Joe) $16 .50/Emp. $ 8,910 3+ Employee Resource Centers $27/Emp. $14,580 8 While Employee Assistance Service's rate of $15 . 00 per employee is the lowest of the three, St. Joseph First Choice's rate of $16 .50 per employee includes some elements that may translate to more savings on the long run than the $810. 00 difference between the two proposals . First Choice includes three free diagnostic assessment sessions compared to EAS ' s one, 10% discount on inpatient, partial . hospitalization and outpatient services at St. 'Joseph Hospital for services provided after the diagnostic' assessment, and a three year rate guarantee. First Choice also has . three office locations : Elgin, St. Charles and Lake in the Hills . Employee Assistance Program May 9 , 1997 Page 2 COMMUNITY GROUPS/INTERESTED PERSONS CONTACTED None. FINANCIAL IMPACT Renewal with Employee Assistance Services for the 1997/98 year will cost the City $8, 100 ( 540 Employees) . With _ no additional cost required, . changing to St.. Joseph' s First Choice EAP will cost $8,910 . This budget expense is charged to the General Fund, non- departmental budget, account number 010-6902-719 . 30-99 , "Miscellane- ous Professional Services" . h LEGAL IMPACT None. ALTERNATIVES The City could renew the EAP contract with EAS, change to St. Joseph' s First Choice EAP or discontinue the. Employee Assistance Program. • RECOMMENDATION Staff recommends that the City enter into a EAP services agreement with St. Joseph Hospital ' s First Choice Employee Assistance Program. Respectfully submitted, J emi oiarin Human Res irector ** Robert 0. Malm Interim City Manager OF/vls ** I will not be making a recommendation on this item because my wife is employed by St. Joseph Hospital as a Parish Nurse Program Coordinator on a part-time basis. •