HomeMy WebLinkAboutAgenda Report - May 19, 1999 E-11CITY OF •DI COUNCIL COMMUNICATION
AGENDA TITLE: Approve Employee Assistance Renewal Agreement with Options
MEETING DATE: May 19, 1999
SUBMITTED BY: Human Resources Director
RECOMMENDED ACTION: Approve Employee Assistance Renewal Agreement with Options.
BACKGROUND INFORMATION: The City provides an employee assistance program as a benefit
to employees (EAP). This program provides confidential and professional assistance to City employees and
their families to help resolve problems affecting personal life or job performance.
The City wishes to renew its current contract with Options to provide this service. The renewal agreement
will cover a period of two (2) years with no change in the annual cost.
FUNDING: Current budget.
cc: City Attorney
Respectfully submitted,
Joann M. Narloch, Human Resources Director
APPROVED:
DixonH.
EMPLOYEE ASSISTANCE PROGRAM AGREEMENT
THIS AGREEMENT, made and entered into this 1st day of March 1999, in the
State of California, by and between the EMPLOYEE ASSISTANCE PROGRAM OF
SAN JOAQUIN COUNTY, hereinafter referred to as "OPTIONS", and THE CITY
OF LODI, herein referred to as "THE CITY".
WITNESSETH
That the parties, for and in consideration of the covenants, conditions, agreements,
and stipulations hereinafter expressed, hereby agree as follows:
1. Scope: "Options" shall provide assessment, referral, follow-up. of one (1) to
three (3) sessions for "THE CITY" employees and their family members within a six
month period. Exclusions to the session limitation are for: acute emergency situations,
consultation after referral for motivating re-referral or a supervisory referral. Counseling
beyond the three (3) sessions will be the responsibility of the employees and/or their
insurance programs. "OPTIONS" shall provide mechanisms to help make those fees
more affordable to the employees. "OPTIONS" shall provide services in the area of
management training and employee program orientation.
Routine office hours will be Monday through Friday, from 8:00 a. m. to 5:00 p.m..
"OPTIONS" will work with employees to provide counseling at hours and on days that
are convenient to each employee. "OPTIONS" will provide 24-hour answering and
emergency response service including weekend coverage.
2. Provider Services: For employees requiringextended services, "OPTIONS" shall
refer them to licensed therapists. "OPTIONS" will work with existing insurance
programs to provide minimum costs to employees. All preferred providers are licensed,
have established practices for a minimum of three (3) years and maintain professional
liability insurance.
3. Self -Referral: Employees and their dependents may contact "OPTIONS" upon
individual discretion and needs. "OPTIONS" shall provide services as detailed in the
scope of this agreement. "OPTIONS" shall insure confidentiality. Information contained
in "OPTIONS" Employee Assistance Program files will not be released or disclosed
without the client's authorization. Exceptions are threats of bodily.harm, child abuse and
court orders, which are required by law.
4. Sunervisory Referral:. Supervisors may encourage the use of "OPTIONS"
when a performance problem occurs. If the supervisor and the employee mutually agree
to utilize "OPTIONS" the supervisor shall contact "OPTIONS", and provide
information relative to job performance deterioration. Information released to the
supervisor shall be limited to attendance and the follow-up information, to insure
confidentiality.
5. Orientation and Program Introduction: "OPTIONS" staff will meet with
the appropriate representatives of "THE CITY" in a timely basis to learn its functions,
organization and style. "OPTIONS" will provide orientation to employees and training
to supervisors about the availability and services of the "OPTIONS" program. This will
be accomplished through training sessions, promotional material and individual
consultation. "OPTIONS" will provide "THE CITY" two-hour management training
sessions on an ongoing basis.
In addition to training, "OPTIONS" will provide twelve (12) hours of seminars
per year to "THE CITY" staff, at no additional cost from the annual rate.
6. Program Evaluation/Confidentiality: "OPTIONS" shall provide the
designated representative with quarterly and annual reports reflecting the utilization rate.
Such information shall include department, number of employees and dependents, type of
visit, referral sources used and training provided within that time period.
"OPTIONS" will give a confidential evaluation form to all "THE CITY"
employees utilizing the program to ensure quality service.
7. ComLlensation: The maximum compensation pursuant to this Agreement
shall not exceed Twenty One Thousand Six Hundred Dollars and 00/100
($21,600.00). Said sum shall be deemed payable in twenty-four (24) equal payments of
Nine Hundred Dollars $900.00) beginning March 1, 1999. This rate of compensation
will be in effect for the duration of the Agreement and is based on the average number of
employees during the past twelve (12) months. Temporary employees will be covered
under this benefit up to five (5) such employees per year. Utilization of the program
beyond five (5) employees will be a billable charge to "THE CITY" at a mutually
agreed upon rate by "OPTIONS" and "THE CITY."
8. Term: This Agreement shall be effective from March 1, 1999, through
March 1, 2001, unless terminated as set forth in Paragraph 10.
9. Renewal: This Agreement may be renewed at a mutually agreeable price to be
negotiated by "THE CITY" and "OPTIONS".
10. Termination: This Agreement may be terminated by either party hereto upon
thirty (30) days prior written notice.
IN WITNESS WHEREOF, the parties hereto, by their duly -authorized
representatives, have affixed their hands on the date and year first above written.
By:
MICHAEL N. SMITH,
DIRECTOR
Health Care Services
APPROVED AS TO FORM:
TERRENCE R. DERMODY,
County Counsel
By:
Assistant County Counsel
RAB:CO\TACT:COL
By;
DIXON FLYNN, City Manager
City of Lodi
Hereinabove Referred to as
"The City"
APPROVED AS TO FORM:
RANDALL A. HAYS,
City Attorney
Lo
City Attorney
ALICE M. REIMCHE,
City Clerk
By:
City Clerk
RESOLUTION NO. 99-76
A RESOLUTION OF THE LODI CITY COUNCIL
AUTHORIZING 2 -YEAR EMPLOYEE ASSISTANCE
AGREEMENT BETWEEN THE CITY OF LODI AND
OPTIONS
BE IT RESOLVED that the Lodi City Council does hereby approve the Employee
Assistance Agreement between the City of Lodi and Options; and
BE IT FURTHER RESOLVED, that the term of this Agreement will cover the
period of March, 1999 through March 1, 2001; and
BE IT FURTHER RESOLVED that the City Manager is hereby authorized to
execute the agreement on behalf of the City of Lodi.
Dated: May 19, 1999
I hereby certify that Resolution No. 99-76 was passed and adopted by the City
Council of the City of Lodi in a regular meeting held May 19, 1999 by the following vote:
AYES: COUNCIL MEMBERS — Hitchcock, Mann, Nakanishi, Pennino
and Land (Mayor)
NOES: COUNCIL MEMBERS — None
ABSENT: COUNCIL MEMBERS — None
ABSTAIN: COUNCIL MEMBERS — None
CE M. EIMCHE
ity Clerk
99-76