HomeMy WebLinkAboutAgenda Report - March 19, 2003 E-1016 N LODI
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COUNCIL COMMUNICATION
AG ` TITLE- Adopt resolution approving re11ewal of contract: with Options for employee
assistance program ($1.0,800 per year).
MEETING DATE: E: Wednesday, Marc[ 1 , 2003
SUBMITTED BY: Hurnan Resources Director
RECOMMEND ACTION: To adopt resolution approving; renewal of two-year contract with
Options for employee assistance; prog;rain. ($10,900 per year).
BACKGROUND INFORMATION-, TION—, `l"he City has provided an employee assistance program. (EAP)
as a bcaef ,, to employees since 1993. This program provides confidential and professional assistance to
City. err-kployees arld their famikts to Delp resolNre problem -is affecting personal life or'ob performance. Since
its Inception, the: City has been utilizing Options, an employee assistance program of San Joaquii3 County.
They "lava, heen providing; excellent sQrvice along with special assistance and workshops for all employees.
fhe, City Nvishes to renew its contract with Options to provide this service. The renewal agreement will
ckc vcr a period (2) gears with no change in the annual cost.
FUNDING o Current budget – Aiinual Cost of $ 10,80d
tted,
Narloch,
cc;
Citi- Attorney
Prepared By: Amy Flores, Management Analyst
on Flynn City Manager
Dirt,ctor
THIS AG.REEMENT, made and entered into this Ist day of March 2003, in the
State. of California, by and between the EMPLOYEE ASSISTANCE PROGRAM OF
SAN JONQUIN € OUNT'Y, hereinafter referred to as -OPTIONS", and THE CITY
OF LODI, herein referred to as "THE CITE'".
WITNESSETH
That the parties, for and in consideration of the covenants, conditions, agreements,
and stipulations hereinafter expressed, hereby agree as follows:
1. Sco e: "Options" shall provide assessment, referrals follow -LIP of one (1) to
three (3) sessions for "THECITY" employees and their family members within a six
month period. Exclusions to the session ]imitation 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
n:ariagement training and employee pro rare orientation.
Routine office hogs will. be Monday through Friday, from 8;00 a.m. to 5:00 pm..
"OPTIONS" will work with employees to provide counseling at hours and on clays that
are convenient to each employee. "OPTIONS" will provide 24-hour answering and
emergency response servicQ including weekend coverage.
. Lrovider Services, For employees requiring extended services, "'OPTIONS"
shall refer therm to licensed therapists. "OPTIONS" will work with existing insurance
pro rar s to provide minimum, casts 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 Pyogram 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. Sn ervisnr Refer ralY Supervisors may encourage the use of "OPTIONS"
when a performance problems occurs. If the supervisor and the employee z-nuwally agree
to utilize "OPTIONS"' the supervisor shall contact "OPTIONS", and provide
iirfonnation relative to job performance deterioration. Information released to the
,supervisor shall be limited to attendance and the follow-up information, to insure
cor�l:�detialit�,
S. Orientation. and Proluram Introduction. "OPTIONS" staff will meet with
the appropriate representatives of `THE CITY"' in a timely basis to learn its functions,
organization and style. "OPTIONS" NS" will provide orientation to employees and training
to supervisors about the availability and services of the "OPTIONS"' pro am.This will
be accomplished through training sessions, promotional material and individual
consultation. "OPTIONS"' will provide "THE CITY" tiro -hour management training
sessions on an outgoing basis. In addition to training, "OPTIONS" will provide twelve
(12) hours of seminars per year to "THE UTY" staff, at no additional cost from the
annual rate.
6, a rapt Evaluation/Confide iati ; "OPTIONS" shall provide the
desipaced representative with quarterly and annual reports reflecting the utilization rate.
Stich 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 forin to all "THE CITY"
employees utilizing the program to ensure quality service,
i. Compensatiow, The, maxis ium compensation pursuant to this Agreement
shall not exceed Twenty One Thousand Six Hundred Dollars and 00(100
X21 00. 0 t Said sum shall be deemed payable its twenty-four (24) equal payments of
Nine Hundred Doha. 0 O) beginning larch 1, 2001 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 t.welvc, (12) nionths. Temporary employees will also be
covered ender this benefit.
. Term. . This Agreement shall be effective from March 1, 2003, through
February 28, 1.005, unless terminated as set forth in Paragraph ICS.
. gnewala This Agreement may be renewed at a mutually agreeable price to be
n,�gatiated by "THECITY" and "OPTIONS". S".
10, 1_erminaflory 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-a-athorized
representatives, have affixed their hands on the date and year first above written,
MICHAEL N. SMITH, DIXONFLYNN, City Manager
DIRECTOR City of Lodi
Hcalth Care. Services Hereinabove Referred to as
"The City"
APPROVED AS TO FORM
`I" INCE R. DERMODY,
County Counsel
3y:-—- ------
Assistant County Counsel
RAB:CONTACTCDL.
RANDALL A. HAYS,
City attorney
By.
Cit Attonmicy
Suspn , J. Blackston
City Clerk
By-,__
City Clerk
RESOLUTION NO. 2003-42
A RESOLUTION OF THE LODI CITY COUNCIL
APPROVING RENEWAL OF TWO-YEAR CONTRACT
WITH OPTIONS FOR EMPLOYEE ASSISTANCE
PROGRAM
NOW, THEREFORE, BE IT RESOLVED that the Lodi City Council does hereby
approve renewal of the contract between the City of Lodi and Options for the employee
assistance program; and
BE IT FURTHER RESOLVED that the term of this contract will cover the period
of March, 1, 2003, through February 28, 2005; and
BE IT FURTHER RESOLVED that the City Manager is hereby authorized to
execute the agreement on behalf of the City of Lodi.
Dated, March 199 2003
I hereby certify that Resolution No, 2003-42 was passed and adopted by the City
Council of the City of Lodi in a regular meeting held March 19, 2003, by the following
vote,
AYES: COUNCIL MEMBERS — Beckman, Hansen, Land, and Mayor
Hitchcock
NOES: COUNCIL MEMBERS — None
ABSENT, COUNCIL MEMBERS -- Howard
SUSANJ.
City Clerk
BLACKSTON