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AGENDA #:
PREPARED BY:
SUBJECT:
DATE:
BACKGROUND:
DISCUSSION:
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ALTERNATIVES:
STAFF AGENDA REPORT
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4G (it\)
FRANK BOYLES, CITY l\IlANAGER'\ >/
CONSIDER APPROVAL OF 1997-1998 CONTRACT
FOR EMPLOYEE ASSISTANCE PROGRAM
SERVICES TO NES.
AUGUST 18, 1997
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
March, 1998
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. These services are provided through
an annual April to March 31 contract. During the first
year of the program, seven of the City's fifty five
employees used the program. This is a 13% utilization
rate. In 1996 a total of 8 employees used the service for a
rate of 12 %. Typically, such programs have a 10%
utilization rate each year.
The 1997 - 1998 agreement provides identical services to
1995 - 1996 agreement at the same annual cost: $1,200.
The Council considered renewal of the contract in June
this year. The Council did not question the
appropriateness of theses services to employees. There
was concern about the indemnification provision of the
current contract. The offensive provision and the
additional liability it created for the City were removed
and the modified contract is before you for approval.
The Council has the following alternatives:
1. Approve the agreement through adoption of the
Consent Agenda.
16200 E~~.OOteek Ave. S.E.. Prior Lake. Minnesota 55372-1714 / Ph. (612) 447-4230 / Fax (612) 447-4245
AN EQL\L OPPORTL:'-IITY E,,1PLOYER
2. Remove the item from the Consent Agenda for
discussion.
RECOMMENDATION: Alternative #1. I believe that this program provides
essential services to support our employees and
superVlsors.
ACTION REQUIRED: Motion and second as part of the Consent Agenda to
approve the 1997 - 1998 agreement, which is attached and
has been executed by the Dakotah Community.
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D
EMPLOYEE ASSISTANCE PROGRAM AGREEMENT
THIS AGREEMENT made and entered into this _ day of , 1997. by
and between the SHAKOPEE MDEWAKANTON SIOUX (DAKOTA) COMMUNITY,
(Sl'vIDC) a federally recognized Indian tribe having its principle office at 2330 Sioux Trail N. W.,
Prior Lake, Minnesota 55372 (SMDC), and the CITY OF PRIOR LAKE, (CITY) a Statutory
City and Municipal Corporation operating under the authority of Minnesota Statutes 412, having
its principal office at 16200 Eagle Creek Avenue, Prior Lake, MN 55372;
WITNESSETH, THAT;
WHEREAS, the CITY recognizes the need for an employee assistance program for all City
employees: and
WHEREAS, CITY wishes to use an outside firm to provide Employee Assistance Program
(EAP) services; and
WHEREAS, the SMDC through its social services department, has qualified individuals to
develop and administer an employee assistance program to CITY employees; and
WHEREAS, CITY wishes to utilize the abilities and interests of SMDC-NES social services
department in the capacity as an employee assistance program administrator to provide limited
confidential assessments, counseling, referral, and other resource information to CITY
employees.
NOW, THEREFORE in consideration of the premises and of the mutual covenants contained
herein, the parties covenant and agree as follows: The SMDC-NES, through its social services
department, agrees to perform the following services in connection with this Agreement in its
capacity as Employee Assistance Program (EAP) administrator:
A. Sl\iIDC Responsibilities and Services as Program Administrator. SMDC shall
provide the following services and assistance through the EAP of its social services department:
(1) Provide confidential assessment, short term counseling and/or referral services
on a wide variety of issues including mental and emotional health, addictions,
financial problems, domestic issues, child care, aging parents, etc.
(2) Assist CITY in the preparation of utilization guidelines which provide employees
with a statement of commitment to EAP gel1erally by the CITY and which shall also
contain information explaining the benefits and services available to all CITY employees
and their family members through the EAP.
(3) Prepare annual utilization reports to be provided to CITY.
Aug. 12. 1997 2:55PM
No. 6508 P.], 5
(4) Provide at least one presentation at the CITY employee-chat session per year to
familiarize employee with the services and purposes of the Employee Assistance
Program.
(5) Provide quarterly payroll stuffers and posters to promote awareness of the EAP as
a resource to CITY employees and their families.
(6) Provide EAP training to CITY Supervisors to assist in all EAP relevant matters.
(7) SMDC-NES EAP shall provide to CITY employees and supervisors job re-entry
counseling as requested by employees or CITY management.
(8) All EAP files shall remain the sole property of SMDC Network Employee
Services; SMDC-NES will maintain strict confidentiality of client files.
(9) SMDC-NES EAP shall provide to CITY employees as part of its services under
this agreement, information upon request as to other existing resources for the employee's
use outside ofEAP services. Supplying resource information shall not constitute a
recommendation of any agency identified in EAP's resource materials_ Neither shall
such action constitute or be interpreted as referrals to such agencies.
B. CITY Responsibilities as Employer.
CITY shall execute the following duties and provide necessary information as follows:
(1) Develop) produce and distrib1.1te guidelines reflecting CITY's commitment and
support of SMDC-NES EAP.
(2) Appoint a representative from CITY to function as a liaison between SMDC-NES
EAP and beneficiaries of the EAP program. At the time of the signing of this Agreemem
CITY Personnel Dept will be coordinating contacts for NES.
(3) CITY shall provide to SMDC-NES EAP a copy of all health insurance policies
currently available to CITY employees and a copy of all other employee benefits.
CITY shall also provide to SMDC-NES EAP appropriate CITY personnel policies in
effect at any time during the period of this contract.
(4) The CITY shall notify the SMDC-NES EAP administrator of any complaints
made regarding the services or actions of SMDC-NES EAP and assist in the resolution of
such complaints.
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C. Initiation of Services.
The parties agree that SMDC-NES EAP shall be an optional choice of referral for all
employees who are referred by CITY or who voluntarily seck assisrance from CITY
management for the services agreed to herein_
D. Confidentiality.
(1) The parties agree that SMDC is not obligated to provide services to any CITY
employee if he or she fails to execute a consent to release information form provided
by the EAP Director. EAP staff and personnel shall maintain the confidentiality of
all CITY employee case records and other personal information contained in an
employee's file, including information relative to an employee's family 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 CITY personnel files. The
annual narrative and statistical reports that SMDC agrees to provide to CITY by this
Agreement shall not contain employee identifying data.
(2) EAP staff and personnel shall not release any information contained in EAP
case records or files except upon the explicit VvTitten 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 our
client for privacy reasons.
E. Term.
(1) The initial tenn of this Agreement shall be one year beginning on the 1 st day of
April 1997 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) For the services rendered to CITY employees through this Agreement, CITY
shall pay to SMDC $1200 per year.
(2) The total COST as enumerated herein shall be paid on a quarterly basis. The billing
will be sent out during the 15t 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.
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No, 6508 p, 5/5
G. Sovereign Immunity.
Nothing in this agreement shall be or is meant to be a waiver of SMDC' s sovereign
immunity .
H. 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.
SlIAKOPEE MDEW AKANTON DAKOTA
COMMUNITY -NETWORK
CITY OF PlUOR LAKE
Stanley R. Crooks
Tribal Chairman
Lydia Andren, Mayor
City of Prior Lake
Frank Boyles, City Manager