96-160 Resolution No. 96-160
RESOLUTION
AUTHORIZING EXECUTION OF AN AGREEMENT WITH
EMPLOYEE ASSISTANCE SERVICES
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF ELGIN,
ILLINOIS, that Richard B. Helwig, 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/ Kevin Kelly
Kevin Kelly, Mayor
Presented: May 22 , 1996
Adopted: May 22 , 1996
Omnibus Vote: Yeas 7 Nays 0
Attest:
s/ Dolonna Mecum
Dolonna Mecum, City Clerk
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Employee Assistance Services
80 South Grove Avenue, Elgin, Illinois 60120 8471697-5565
AGREEMENT
This agreement made effective as of May 1, 1996 by and between Employee Assistance Services, Inc. with
offices at 80 South Grove Avenue, 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
and
Whereas, the City of Elgin desires to have Employee Assistance Services, Inc. (EAS) administer.such a program,
and
Whereas, Employee Assistance Services, Inc. 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, Inc. 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 five years, these sessions would include a workbook
given to each participant to supplement training.
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 officials to assess program functioning and devise
program modifications as necessary and appropriate.
10. Utilization of the resources of EAS in providing talks or seminars on a wide variety of
subjects as requested. For example, we have specialists on stress, financial concerns and
addictions available free to the city.
11. Continuing our Quarterly Newsletters on subjects of timely interest, designed to keep
employees aware of EAP, including its many free services.
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, Inc..
2. The fee for services of Employee Assistance Services, Inc. will continue to be$15.00 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. The City of Elgin will be responsible for printing costs, including pamphlets, letters,
posters, and supervisory workbooks.
4. The services of Employee Assistance Services, Inc. will be managed by 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, Inc. shall act as an independent contractor and maintain full and
complete control over their employees. During the performance of their work, Employee
Assistance Services, Inc. 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, 1996.
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, Inc. City of Elgin
By, By
Date' �1�� Date_ - 4 L
City of Elgin
I
I
in
Agenda Item No.
May 2, 1996
TO: Mayor and Members of the City Council
FROM: Richard B. Helwig, City Manager
SUBJECT: Employee Assistance Program
PURPOSE
The purpose of this memorandum is to provide the Mayor and
members of the City Council with information to consider
renewing the Employee Assistance Program (EAP) contract with
the Employee Assistance Services .
• BACKGROUND
The Employee Assistance Program was initiated. in July of 1982
and has helped an average of 29 individuals annually with a
variety of problems . Please see attached report for the
1995/96 contract year. The current contract for the City' s
EAP Services expires May 1, 1996 . The present service provid-
er, Employee Assistance Services, is locally based.
Last year we solicited bids from Employee Assistance Program
providers . Employee Assistance Services succeeded in retain-
ing our account by reducing their rate from $18 . 00 to a
highly competitive $15 . 00 per employee. Employee Assistance
Services has agreed to renew at this competitive rate for the
next contract year.
Renewing with Employee Assistance - Services for the next con-
tract year will keep Employee Assistance Services as the only
provider that has handled the account since 1988 and will
allow employees to continue receiving services from the same
treating professionals and counseling organizations that have
serviced the account in the last eight years .
COMMUNITY GROUPS/INTERESTED PERSONS CONTACTED
None.
•
Employee Assistance Program
May 2 , 1996
Page 2
• FINANCIAL IMPACT
The cost for the 1996/97 contract year will be $7, 800. This
is charged to the non-departmental budget under "Miscellane-
ous Professional Services" , account number 010-6902-719 . 30-99 .
LEGAL IMPACT
None.
ALTERNATIVES
None.
RECOMMENDATION
Staff recommends that the contract be renewed with Employee
Assistance Services .
Respectfully submitted,
Olufemi F n
Human Resources Director
Richard B. Helwig
City Manager
OF/vls
•
Employee Assistance Services
80 Fountain Square Plaza, Elgin, Illinois 60120 7081697-5565
April 12, 1996
Mr. Olc.�femi O.Folarin
Director of Human Resources
CITY OF ELGIN
150 Dexter Court
Elgin, IL 60120
Dear Femi:
This is our Annual Report on the Employee Assistance Program (EAP),which provides many
services including a 24-hour Hotline for all personnel and families of the City of Elgin. Employee
Assistance Services, Inc., has been administering this program since May 1, 1988, utilizing the
• resources of many Elgin area agencies in providing help for a variety of personal problems.
A total of 25 more referrals brings the grand total to 228 employees who have needed help since
the program began. This is about 44%of 520 employees whose personal lives-and hopefully-job
performance have been improved as the result of finding the.help they need. A happier, more
productive work force is the ultimate objective of any EAP.
Among highlights of Elgin's program is its very broad nature, i.e. 26 categories of personal .
problems. Cnly a few years ago, most EAP's covered only chemical dependency-•(primarily.
alcoholism) . and serious mental health problems. :Today's world.is different, as the following
statistics indicate:
May 1. 1995 through April 30, 1_Qa6,
Stress 5
Marital 7
Chemical Dependency 3
Financial 3
Emotional 2
Gambling Addictions 1
Depression 1
Insurance Guidance 1
Domestic Violence 2
Total 25
May 1. 1988 through April 30, 1996
Emotional 58
Marital 42
• Chemical Dependency 31
Financial 19
Stress 18
Depression 11
School Physicals 9
Eating Disorders 5
Family/Behavioral 5
Domestic Violence 6
Lead Poisoning 3
Developmental Screening 2
Diagnostic Screening 2
Stop Smoking 2
Sexual Abuse 2
ACOA
(Adult Child of Alcoholic) 2
Co-Dependency 2
Weight Loss 2
Physical Rehabilitation 1
Eldercare 1
Psychiatric 1
Pre-Marital Counseling 1
Grief/Loss 1
Nutritional Advice 1
ADD
(Attention Deficit Disorder) 1
Gambling Addiction 1
Insurance Guidance 1
Total 228
The foregoing totals reflect program usage by 121 males and 107 females, including a 16-9 male-
female ratio for the past year. Average age and service are 37 years and 8 years respectively,with
the range being from the early 20's to well over 60;and in length of service,from a few months to
over 20 years.
Family participation continues to be substantial,whereby a spouse or child is either the primary
referral or benefits from secondary involvement. As a matter of fact, if these indirect beneficiaries
of EAP were to be counted;the program may have reached three to four times the.228 total-=or
around 700 individuals.
A total of 30 free services were provided employees during the year, including the initial
counseling session plus those for financial and domestic violence problems. In addition, six
employees found that they dio not need further therapy beyond the first session at no charge.
When further referral was necessary,outpatient therapy was provided in all but two cases. The
tatter required brief hospitalization, but in general inpatient costs remained very low.
By the way, Femi, I have added to the EAS staff an Assistant Managing Director in Ms.Terri
Bowen. She has an M.S. in Social Work at the University of Illinois Chicago,with a concentration in
Employee Assistance Programs and Addictions. She also has solid experience in Psychiatric
Social Work. Among her duties are handling employee insurance coverage when they call the
Hotline, directing our staff of assessors, handling special cases, and assisting me in general with
the City's program. She brings some added professionalism to our staff,among her many
attributes.
Ms. Bowen also directs our Quality Assurance Program, which is an ongoing survey through
which we check up on ourselves. That involves how quickly we respond to Hotline calls, how well
• we do at the Assessor level, our follow-up procedures,and our over-all success with individual
referrals. As I have described to you in previous reports, results of these surveys indicate well
• over 90%satisfaction with EAP services.
Quarterly Newsletters during 1995-96 covered such subjects as depression, co-dependency,
and other emotional problems. Although we have had good feedback on these newsletters, we
can always improve them. I would welcome any ideas or suggestions, including suggestions for
future articles. Thus far,we have covered over 50 separate subject areas in 32 newsletters mailed
to the homes of employees, since 1988.
In closing, Femi, let me say that we at EAS would look forward to handling EAP in 1996-97 for the
City of Elgin. The same fee as that re-established last year would be in effect-(reduced to$15 per
employee per year,from the original$18).
Should you have any questions or comments on this Report, please let me know.
Sincerely,
Tom Skiles
Managing Director
•
•
Employee Assistance Services
80 South Grove Avenue, Elgin, Illinois 60120 8471697-5565
Client List
Name: City/Town: Number of Employees:
..
Amax Plating, Inc. Elgin 125
Apostolic Christian Resthaven Elgin 82
Association for
Individual Development Aurora 300
Aurora Pump Aurora 350
Fox River Valley Center
for Independent Living Elgin 20
City of Elgin Elgin 520
Dukane Corporation St. Charles 630
Elgin Community College Elgin 300
Student Assistant Program Elgin 9,000
First State Bank of Maple Park Maple Park 120
Hampton, Lenzini and Renwick Elgin 40
K. Reinke, Jr & Company East Dundee 25
Kane County Government Geneva and all Kane County Locations 1,200
Pioneer Financial Services, Inc. Schaumburg - - 175
Refractory Products Elgin 40
School District 300 Carpentersville 1,000
Sherman Hospital Elgin 2,000
Sherman West Court Elgin 110
Two Rivers Headstart Batavia 120
• Village of Lake in the Hills Lake in the Hills 30