HomeMy WebLinkAbout4D - SMDC-NES Agreement
AGENDA #:
PREPARED BY:
SUBJECT:
DATE:
BACKGROUND:
DISCUSSION:
ISSUES:
STAFF AGENDA REPORT
40 /\-\ \
FRANK BOYLES, CITY MANAGER \. 1\
CONSIDER APPROVAL OF 1996 AGR MENT WITH
SHAKOPEE MDEWAKANTON OAK A COMMUNITY
_ NETWORKS (SMDC-NES) FO HE PROVISION OF
EMPLOYEE ASSISTANCE SERVICES
FEBRUARY 5, 1996
In 1995 the City Council authorized the initiation of an
Employee Assistance Program which provides
employees and their families with professional
counseling services during periods of personal
emergency. This agenda item would extend the
agreement for these services through 1996.
The Employee Assistance Program provides counseling
to all employees and their family members for a wide
variety of issues including grief, finance, family
relationships, drug and alcohol, etc. During the first year
of the program, seven of the city's fifty-five employees
used the program. This is a 13% utilization rate.
Typically such programs have a 10% utilization rate
each year. (See attached NES report.)
The program suffered an initial setback because of a
counselor NES chose to use. They no longer use this
counselor. Since this initial incident four other
employees have utilized the program. Because of the
program's confidentiality I do not know the level of
satisfaction employees have experienced. I have not
received complaints since the first incident.
The 1996 agreement provides identical services to 1995
at the same annual cost: $1,200.
It is difficult to put a price tag on the services provided
by this program. The key issue is that employees and
their families believe they have resources available to
AGN0205F.DOC
16200 Eagle Creek Ave. S.L Prior Lake. Minnesota 55372-1714 / Ph. (612) 447-4230 / Fax (612) 447-4245
AN EQUAL OPPORTUNITY EMPLOYER
1996,01-31
16: 17
**170 P.02/05
FROM
EMPLOYEE ASSISTANCE PROGRAM AGUEM8NT
TRIS AGPmmN'l' made and ent.ered int.o this 5t.h dav: of February.
till, by and between the sHAKOPEE MDEWAKANTON SIOUX (DAKOTA)
coMMUNITY-NETWORK (SMDC-NES) a federallY recognized Indian Tribe
having its principal office at 2330 Sioux Trail. N. W. , prior
Lake, Minnesota 55372 and the CITY of PRIOR LAKE (CPL) I a
Statutory cit.y and Municipal Corporation operating under the
authority of Minnesota St.atutes 4~2, having its principal office
at 16200 Eagle Creek Avenue, Prior Lake, Minneso~a 55372;
WITNESSETH. THAT;
WHEREAS, the CPL recognizes the need for an employee assistance
program for all city employees; and
wHEREAS. the CPL wishes to use an outside Agency to provide
~ployee Assist.ance Program (EAP) services; and
WHBREAS, the SMDC through its social services department. has
qualified individuals to develop and administer an
employee assistance program for the CPL employees;
and
WHEREAS, CPL wishes t.o utilize the abilities and interest
of SMDC-NES social service department in this capacity,
as employee assistance program admministrator to
provide limited confident.ial assessment, counseling,
and referral, and other resource information to CPL
employees-
NOW, TH2RBFOKB in consideration of the premises and of the
covenants contained herein, the parties convenant
and agree as follows; The SHOe-Network Employee
Services (NES) , through its social services
department, agrees to perform the following
services in connection with this Agreement in its
capacity as Employee Assistance Frogram (EAP)
administ.rator;
1
A
FROM
1996,1211-31
16: 17
1:117121 P.12I3/1215
A. SMDC Respo~.ibilities and Service. as Program Adminis~rator.
SMDC shall provide the following services and assistance
through the EAP of its social services department:
(~) Provide confidential assessment, short term counseling
and/or referral services counseling on a wide variety
of issues including mental and emotional health,
addictions, financial problems, domestic issues,
child care, aging parents, etc.
(2) Assist CFL in the preparation of utilization guidelines
which provide employees with a statement of commitment
to EAP generally by the CPL and which shall also
contain information explaining the benefits and
services available to all CPL employees and their
family members through the EAP.
(3) Frepare annual utilization reports to be provided
to CPL_
(4) Provide at least one presentation at the CPL employee-
chat session per year to familiarize employee ~ith the
services and purposes of the Employee Assistance
Program.
(5) Provide quarterly payroll stuffers and posters to
promote a~areness of the EAP as a resource to C~L
employees and their families.
(6) Provide RAP training to CPL Supervisors to assist in
all EAP relevant matters.
(7) SMDC-NES EAP shall provide to CPL employees and
supervisors job re-entry counseling as requested by
employees or CPL management.
(8) All RAP files shall remain the sole property of SMDC
Network Employee Services; SMDC-NES will maintain
strict confidentiality of client files.
(9) SMDC-NES EA~ shall provide to C~L employees as part of
its services under this agreement, information upon
~equest as to other existing ~esources for the
employee's use outside of EAP services_ Supplying
resource information shall not constitute a
recommendation of any agency identified in EAP's
re~ource materials. Neither shall such action
constitute or be interpreted as referrals to such
agencies.
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1996,1211-31
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**17121 P.12I4/I2IS
FROM
B. CPL Respon~ibili~ies as Emp~oyer.
CPL shall execute the following duties and provide necessary
information as follows:
(1) Develop, produce and distribute guidelines reflecting
CPL'S commitment and support of SMDC-NES EAP.
(2) Appoint a representative from CPL to function as a
liaison between SMDC-NES RAP and beneficiaries of the
EAP program. At the time of signing of this agreement
CPL Personnel Dept. will coordinate contacts for NES.
(3) CPL shall provide to SMDC-NES EA~ a copy of all health
insurance policies currently available to CPL employees
and a copy of all other employee benefits. CPL shall
also provide to SMDC-NES EAP appropriate C~L personnel
policies in effect at any time during the period of this
contract.
(4) The C~L shall notify the SMDC-NES EAP administrator of
any complaints made regarding the services or actions
of SMDC-NES RAP and assist in the resolution of such
complaints.
c. Xni~iation of Services.
The parties agree that SMDC-NES EAP shall be an optional
choice of referral for all employees who are referred by CPL
or who voluntarily seek assistance from CPL management for the
services agreed to herein.
D. Confidentially.
(1) The parties agree that SMDC is not obligated to provide
services to any CPL employee if he or she fails to
execute a consent to treatment torm provided by the EAP
Director. EA~ staff and personnel shall maintain the
confidentiality of all CPL employee case records and
other personal information contained in an employee's
file, including information relative to an employee's
fa.mily members. Only SMDC-NES EAP staff shall have
access to employee case files. Such case files and
other records shall not be included in employee's
CPL personnel files. The annual narrative and
statistical reports that SMDC agrees to provide to CPL
by this Agreement shall not contain employee identifying
data.
(2) EAP staff and personnel shall not release any
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1996,1211-31
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**17121 P.12I5/1215
information contained in EAP case ~ecords o~ files
except upon the explicit written request of the
identified client who has been provided services
pursuant to this Agreement.
(3) EAP staff and personnel shall provide off premises
counseling if requested by the client for privacy
~easons.
2. Term.
(1) The initial term of this Agreement shall be one year
beginning on &bruary C5 ] 996 and running one year
thereafter unless canceled by either party with sixty
(60) days written notice prior to the intended
termination date.
F. Payment for services.
(1) Fo~ the services rendered to CPL employees through this
agreement, CPL shall pay to SMDC $1200_00 per year.
(2) The total cost as enumerated herein shall be paid on a
quarterly basis. The billing will be sent out during
the 1st week of each quarter following the month EAP
Services were provided. All invoices from SMDC shall be
payable within twenty days of billing unless other terms
have been arranged and agreed to in writing by both
parties_
G. Amendments.
Any amendments or modifications of this Agreement shall be
valid only if set forth in writing and signed by the
authorized representative of each party. No oral modifications
of any portion of this Agreement shall be valid_
SBAKOPBE MDEWAXA!ITON DAKOTA
COMND1fl:TY -NETWOU .
CITY OP PRIOR LAKE
Stanley R. Crooks
Tribal Chairman
Lydia Andren, Mayor
City of Prior Lake
Frank Boyles, City Manager
Date February 5. 1996
Date
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