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93-151 Resolution No. 93-151 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. sl George VanDeVoorde George VanDeVoorde, Mayor Presented: May 26, 1993 Adopted: May 26, 1993 Omnibus Vote: Yeas 7 Nays 0 Recorded: Attest: s/ Dolonna Mecum Dolonna Mecum, City Clerk Employee Assistance Services 80 Fountain Square Plaza, Elgin, Illinois 60120 7081697-5565 AGREEMENT This agreement made effective as of May 1st, 1993 by and between Employee Assistance Services with offices at 80 Fountain Square 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. 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: t. All City of Elgin employees and their families qualify for the services offered by Employee Assistance Services. 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. i 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. City of Elgin 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, 1993. 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 Elgin By, By Date A!,— %, �/C/�� Date Aug -2,E/ 6�9J- 0 City of Elgin • in _ Agenda Item No. • H �i April 29, 1993 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, 1993 . The present provider, Employee Assistance Services, is a local provider. The agency has agreed to renew the contract for the 93/94 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. Larry Rice, Manager LR/vls • i ANNUAL REPORT CITY OF ELGIN 1992-93 r Employee Assistance Services 80 Fountain Square Plaza, Elgin, Illinois 60120 7081697-5565 April 14, 1993 Mr. Olufemi O. Folarin Director of Human Resources CITY OF ELGIN 150 Dexter Court Elgin, IL 60120 Dear Femi: This is our Fifth Annual Report on the Employee Assistance Program (EAP) for the City of Elgin. • A total of 28 referrals were handled during the contractual year from May 1, 1992 to April 30, 1993. Since the program began in 1988, a total of 154 City of Elgin employees have called the 24-hour Hotline for help in 21 categories of personal problems. That is almost 31% of the work force. The following is a statistical profile of EAP during the past five years: 1992-93 Marital...................................7 Chemical Dependency.....6 Emotional.............................5 Stress...................................3 Family/Behavioral..............3 Depression..........................2 Financial.............................. 1 Co-Dependency................. 1 Total......................................28 1988-93 Emotional 45 Marital 25 Chemical Dependency 20 Financial 13 Stress 10 School Physicals 8 Depression 4 Eating Disorders 4 Domestic Violence 3 Lead Poisoning 3 Family/Behavioral 3 Developmental Screening 2 Diagnostic Testing 2 Stop Smoking 2 Sexual Abuse 2 ACOA 2 Co-Dependency 2 Physical Rehabilitation 1 Eldercare 1 Psychiatric 1 • Pre-Marital Counseling 1 Total 154 Included in the 1992-93 statistical table were 13 referrals during the last half of this contractual year. Those involved four chemical dependency cases; two each for depression, family/behavioral and emotional problems; and one each for marital, stress and co-dependency problems. Thirteen males and 15 females used EAP during the past year. Five-year totals show 78 females and 76 males were handled by EAP, with an average age of 36.8 and average service of 8.5 years. Boosting the average age to almost 37 years was the fact that older employees used EAP in greater frequency during the last half of the past year (averaging 40.6 years). To us, that is a good sign because older employees usually are the most critical of assistance programs. Either that, or many already have developed resources on their own. We welcome this trend. Although'most were self-referrals, when the employee is motivated enough to call on his or her own, six cases involved supervisors/management intervening to strongly urge the employee to.call EAP. These were among the most important cases all year because the City of Elgin prevented the potential loss of valued employees by applying pressure on them to call EAP for help. Retaining valued employees should be a prima_ry objective of any good, pro- active EAP. • Employee. Assistance Program City of Elgin • Total referrals f r the past year would have numbered 38 rather that 28, had we counted 10 more employees who were treated as a group by a special CERT team (Community Emergency Resource Team). As I reported to you last November, Femi, this team conducted a two-hour meeting with employees who were emotionally upset due to the untimely death of a colleague. These sessions usually are conducted on-site under the guidance of professionals from the Ecker Mental Health Center. We coordinate that effort. Only two hospitalizations, both for alcoholism, were required throughout the year. The remainder were treated primarily through community service agencies who cooperate with us in a "consortium" effort to provide therapy on a sliding scale basis. Priority is given to City of Elgin employees by these agencies when we refer to them. We provide the EAP expertise while they provide treatment, IF they meet our three criteria in making all referrals: 1) appropriate quality of care; 2) cost; and 3) distance from home. The services of two psychologists were also used during the year. As you well know, Femi, treatment costs are skyrocketing these days. A "pro- active" EAP is the best vehicle by which any organization can try to control these costs. Training supervisors to know how to confront and refer employees, as early as possible, is an important part of this process. For that reason, I would recommend that we conduct another round of training for all supervisors at some point during the upcoming year. Although I have already done this, it was several years ago, and I do feel that your key people need to be reminded of their role in EAP. No doubt there are also new supervisors who certainly could profit from such training. The Spring Quarterly Newsletter will be mailed in April to the homes of all employees. Featured is an article on stress by Jacquelyn Kaufmann, who would be available to talk to employee groups on that or other subjects. She is widely recognized for her knowledge and for her ability to communicate that to many different kinds of employee groups. I continue to make my regular rounds, primarily to let employees know that we are caring people, but also to obtain feedback on any problems that might arise. Meanwhile, we would look forward to administering EAP in 1993-94 for:the City of Elgin and we would continue at the same fee level. Should you have any questions or comments on this report, Femi, please let me know. Sincerely, Tom Skiles Managing Director TS/ao Employee Assistance Program City of Elgin.