HomeMy WebLinkAboutAgenda Report - February 16, 2005 E-11AGENDA ITEM -oll
ift CITY OF LODI
COUNCIL COMMUNICATION
M
AGENDA TITLE: Approve Employee Assistance Program Agreement with the Employee
Assistance Program of San Joaquin County (Options) ($11,280 annually)
(HR)
MEETING DATE: February 16'h, 2005
PREPARED B Y Joanne Narloch, Human Resources Director
RECOMMENDED ACTION: That City Council adopt the attached resolution authorizing the City
Manager to execute the service agreement with the Employee
Assistance Program of San Joaquin County (Options) for employee
counseling services for the period March 1, 2005 through February
28, 2007.
BACKGROUND INFORMATION: The City of Lodi has provided an employee assistance program
(EAP) to its employees since 1993. We currently contract with Options to provide these services.
Options provides employees and their family members confidential and professional assistance to assess
and resolve problems affecting their personal lives and/orjob performance.
In the attached agreement, Options proposes continuing services it presently provides at a price of
$11,280 annually ($940/month) for two years. This represents an increase of 4.4% over the current rates
- rates which have wavered little from the $900/month level for several years. It is imperative that the
City have an EAP in place. Procedures associated with the City of Lodi's Drug and Alcohol Testing, and
Drug Free Workplace policies require that an EAP exist. When difficult personnel problems arise, it is
important for the City to demonstrate it has done its best to provide a mechanism for employees to obtain
the help they need. Obviously, it is also beneficial for the employee to receive truly valuable assistance
that can set them back on the path to being productive employees.
Staff recommends the renewal of the agreement with the Employee Assistance Program of San Joaquin
County (Options)for employee counseling services.
FUNDING: Benefitsfund 270201.8050,
Cc: City Attomey
Ja es Krueger, Finance Director
Joanne W Narl ch
Human Rksources Director
APPROVED:
Blair King, City ger
EMPLOYEE ASSISTANCE PROGRAM AGREEMENT
THIS AGREEMENT, made and entered into this 1st day of March 2005, 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 requiring extended 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 establishedpractices 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. Supervisory 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 j ob 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 atimely basis to learn its functions,
organization and style. "OPTIONS" will provide orientationto 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. ProQrarn Evaluation/Confidentiality: "OPTIONS" shallprovidethe
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 vithnn that time frame.
"OPTIONS" will give a confidential evaluation form to all, "THE CITY"
employees utilizing the program to ensure quality service.
7. Compensation: The maximum compensation pursuant to this Agreement
shall not exceed Twenty Two Thousand Five Hundred Sixtv Dollars and 001100
($22,560.00). Said sum shall be deemed payable in twenty-four (24) equal payments of
Nine Hundred Forty Dollars $940.00, beginning March 1,2005. 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 also be covered under this benefit.
8. Term: This Agreement shall be effective from March 1,2005, through
February 28,2007, unitss terminated as set forth in Paragraph 10.
9. Renewal: This Agreement maybe renewed at a mutually agreeable price to be
negotiated by "THE CITY" and "OPTIONS".
9. Renewal: This Agreement maybe 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:
BRUCE HOPPERSTAD
DIRECTOR
Behavioral Health Services
APPROVED AS TO FORM:
TERRENCE R DERMODY,
County Counsel
By:
Assistant County Counsel
Lo
BLAIR KING, City Manager
City of Lodi
Hereinabove Referred to as
"The City"
APPROVED AS TO FORM:
STEVE SCHWABAUER
City Attorney
By:
City Attorney
Susan J. Blackston
City Clerk
By:
City Clerk
RESOLUTION NO. 2005-34
A RESOLUTION OF THE LODI CITY COUNCIL
APPROVING AGREEMENT WITH EMPLOYEE
ASSISTANCE PROGRAM OF SAN JOAQUIN COUNTY
(OPTIONS) FOR EMPLOYEE ASSISTANCE PROGRAM
NOW, THEREFORE, BE IT RESOLVED that the Lodi City Council does hereby
approve an agreement with Employee Assistance Program of San Joaquin County
(Options) for employee counseling services for the period March 1, 2005 through
February 28,2007; and
BE IT FURTHER RESOLVED that the City Manager is hereby authorized to
execute the agreement on behalf of the City of Lodi.
Dated: February 16,2005
hereby certify that Resolution No. 2005-34 was passed and adopted by the City
Council of the City of Lodi in a regular meeting held February 16, 2005, by the following
vote:
AYES: COUNCIL MEMBERS — Hansen, Hitchcock, Johnson, Mounce,
and Mayor Beckman
NOES: COUNCIL MEMBERS— None
ABSENT: COUNCIL MEMBERS — None
ABSTAIN: COUNCIL MEMBERS— None
SUSAN J. BLACKSTON
City Clerk
2005-34