97-168 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.
•