92-0523 Employee Assistance Services RESOLUTION
AUTHORIZING EXECUTION OF AN AGREEMENT WITH
EMPLOYEE ASSISTANCE SERVICES
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF ELGIN,
ILLINOIS, that Larry L. Rice, City Manager, be and is hereby
authorized and directed to execute an agreement on behalf of
the City of Elgin with Employee Assistance Services for an
employee assistance program, a copy of which is attached
hereto and made a part hereof by reference.
s/ George VanDeVoorde
George VanDeVoorde, Mayor
Presented: May 23, 1992
Adopted: May 23, 1992
Vote: Yeas 7 Nays 0
Recorded:
Attest:
s/ Dolonna Mecum
Dolonna Mecum, City Clerk
AGREEMENT
This agreement made effective as of , 1992 by and between Employee Assistance
Services with offices at 80 Fountain Squar Plaza, Elgin, Illinois 60120, and the City of Elgin
located at 150 Dexter Court, Elgin, Illinois 60120.
WITNESSETH
Whereas, the City of Elgin desires to have an Employee Assistance Program (EAP) for all of
its employees, and
Whereas, the City of Elgin desires to have Employee Assistance Services (EAS) administer such
a program, and
Whereas, Employee Assistance Services desires to do so.
Now, therefore, in consideration of the mutual promises and covenants herein, the parties hereto
agree as follows:
A. Objectives:
1. To motivate the employee and his/her family member to seek help as early as
possible.
2. To refer the employee and his/her family member to appropriate professional
treatment.
3. To restore an employee's productivity.
4. To retain the valued employee.
5. To provide assessment/referral and follow-up services to the employee and his/her
family.
B. Services to be Provided:
1. Continue under a written policy that would enable Employee Assistance Services
to function effectively in achieving its objectives.
2. Provide training for supervisory and union officials concerning their important
role in Employee Assistance. A continuation from the first four years, these
sessions would include a workbook given to each participant to supplement
training. These workbooks, designed exclusively by EAS, help supervisors know
hoe to confront and refer an employee designed exclusively by EAS, help
supervisors know how to confront and refer an employee who other wise would
not or could not refer himself/herself.
Employee Assistance Services - City of Elgin
3. Explanation of the program and policy to all employees and their families on a
continuing basis.
4. Maintain an efficient, comprehensive referral network designed to handle a wide
range of employee problems, including immediate response in the event of a
crisis.
5. Continue to provide a 24-hour Hotline service including weekends and holidays.
6. Provide assessment and referrals, including monitoring of employees after
treatment, if appropriate.
7. Follow-up with all referrals, including monitoring of employees after treatment,
if appropriate.
8. Continuing consultation with supervisors and/or union personnel, when necessary,
concerning individual cases when constructive confrontation/intervention might
be necessary.
9. Regular consultation with City of Elgin employees to assess program,functioning
and devise program modifications as necessary and appropriate.
10. Utilization of the resources of EAS in providing classes and seminars on a wide
variety of subjects.
11. Continuing our Quarterly Newsletters on subjects of timely interest, designed to
keep employees aware of EAP.
12. Continuing informational posters at strategic locations.
13. Regular, comprehensive and detailed progress reports.
14. Regular visits by EAS representatives to City of Elgin locations, to "humanize"
EAP and to maintain continuing personal contact with various city officials
including union personnel.
C. Scope of Services and Cost:
1. All City of Elgin employees and their families qualify for the services offered by
Employee Assistance Services.
Employee Assistance Services - City of Elgin
2. The fee for services of Employee Assistance Services will continue to be $18.00
per full-time employee per year. One half the fee shall be expected at the
beginning of the contract period with remainder payable after six months.
3. City of Elgin will be responsible for printing costs, including pamphlets, letters,
posters, and supervisory workbooks.
4. The services of Employee Assistance Services will continue to be managed by
Joseph Rosenfeld and Tom Skiles, in cooperation with a consortium of not-for-
profit service providers.
D. Insurance Requirements:
In the performance of the work covered by this Agreement, unless otherwise provided
for, Employee Assistance Services shall act as an independent contractor and maintain
full and complete control over their employees. During the performance of their work,
Employee Assistance Services shall maintain the following:
1. Professional liability coverage with $1,000,000.00 aggregate and $1,000,000.00
coverage for each occurrence.
E. Period of Performance:
The term of this contract shall be for one year, commencing on May 1, 1992.
F. Extent of Authority:
This agreement does not negate any administrative policies or procedures of the City of
Elgin specifically indicated herein. Compliance with administrative policies or
procedures currently in effect or hereinafter developed are made part of this agreement.
G. Entirety of Agreement:
This agreement constitutes the entire Agreement between the parties and supersedes all
previous agreements and understandings with respect to the subject hereof.
IN WITNESS WHEREOF, the parties hereto have executed this agreement as of the day
and year first hereinabove written which shall be deemed the effective date.
Employee Assistance Services City of El in
By Bv
Date ;�� 3/99� Date Z
El in
Agenda Item No
April 24, 1992
MEMORANDUM
TO: Mayor and Members of the City Council
FROM: Larry Rice
SUBJECT: Employee Assistance Program
PURPOSE: The purpose of this memo is to recommend.
the- renewal of the Employee Assistance Program contract
with the Employee Assistance Services .
• BACKGROUND: The current contract for the City's EAP Ser-
vices expired May 1, 1992 . The present provider, Employee
Assistance Services, is a local provider. The agency has
agreed to renew the contract for the 92/93 year at the
88/89 rate of $18. 00 per year for 520 full-time employees.
FINANCIAL IMPACT: The cost of renewal is the same as
last contract year and it will be charged to non-depart-
mental budget under "Miscellaneous professional services" .
RECOMMENDATION: The Staff recommends that the contract
be renewed as proposed.
C
Id-
Larry R ce, City Manager
LR/vls
•
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Employee Assistance Services
80 Fountain Square Plaza, Elgin, Illinois 60120 3121742-3545
April 15, 1992
Mr. Olufemi O. Folarin
Director of Human Resources
CITY OF ELGIN
150 Dexter Court
Elgin, IL 60120
Dear Femi:
This is our fourth Annual Report on the Employee Assistance.Program (EAP) for
the City of Elgin.
• A total of 34 referrals were handled during the contractual year from May 1,
1991, making it the-second most productive year since the City of Elgin has had
an EAP (45 referrals were processed in. 1990-91). In the four-year period, 126
employees have called the 24-hour Hotline for help, or 25.2% of the work force
(500).
The following is a statistical profile of EAP during the past four years:
1991-92
Emotional.............................8
Marital...................................4
Stress.................................::3
Financial..............................3
Lead Poisoning..................3
Eating Disorder....................2
Depression..........................2
Domestic Violence.............3
School Physicals................2
Pre-Marital Counseling.....1
Stop Smoking 1
Sexual Abuse..................... 1
Diagnostic Testing 1
Total....................... 34
I
Center; and a few private therapists who charge sliding scale, ability-to-pay
• fees.
As you know, Femi, most of the above agencies make up the Elgin "consortium"
of non-profit community service facilities who cooperate in providing help
especially for City of Elgin employees. Those employees are instructed to
identify themselves as City workers, when they call the Hotline, so that they will
be given priority treatment. Occasionally, there will be an unavoidable waiting
list, but over 95% of the time they will be processed immediately. That includes
followup by one of our Professional Assessors who had provided the initial free
session to the employee.
While most cases were "self referrals" when the employee called voluntarily,
there were several important referrals made through the supervisor or
department head. I know you are well aware that this kind of referral can be the
most important of all, because some employees either will not or cannot call on
their own and job situation is deteriorating. When that is the case, the
supervisor has every right to step in and use job as leverage to get them to call.
When that happened this past year, in two different departments, the results
were good for all concerned.
Quarterly employee newsletters during the past year included articles on
alcoholism, grief; stress, seasonal affective disorders and the-program for
women at Passages. The upcoming Spring issue will have an article on one of
• our new resources, Home Care for the Elderly, and on depression, including the
findings of a recent study. Each issue carries a list of services available to any
City of Elgin employee.
I continue to make my regular rounds, visiting at least one department each
week. Routine as this may seem, I think it important both in "personalizing"the
program and in getting any feedback from you, or others, that might be helpful in
making improvements.
Should you have any questions or comments about this report, please let me
know.
Sincerely,
Tom Skiles.
Managing Director-