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Home My WebLink About4C - Employee Assistance Program Services to NES AGENDA #: PREPARED BY: SUBJECT: DATE: BACKGROUND: DISCUSSION: ISSUES: ALTERNATIVES: STAFF AGENDA REPORT '" 4C '"\ /~ FRANK BOYLES, CITY MANAGER \ '\ I) CONSIDER APPROVAL OF 1997 CoNTRACT FOR EMPLOYEE ASSISTANCE PROGRAM SERVICES TO NES. JUNE 2, 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 1997. 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. 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 agreement provides identical services to 1995 and 1996 agreement 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 confidential resources available to assist them when problems become too big for them to handle. The benefit to the City is less absenteeism and, hopefully, employees who are less preoccupied 'with personal issues so they can concentrate on City issues. The Council has the following alternatives: 1. Approve the agreement through adoption of the Consent Agenda. 2. Remove the item from the Consent Agenda for discussion. 16200 Ea~ie,~ek Ave, S,E.. Prior Lake. Minnesota 55372-1714 / Ph, (612) 447-4230 / Fax (612) 447-4245 AN EQUAL OPPORTL;NITY E'V1PLOYER RECOMMENDATION: Alternative #1. I believe that this program provides essential services to support our employees and superVIsors. ACTION REQUIRED: Motion and second as part of the Consent Agenda to approve the 1997 agreement, which is attached and has been executed by the Dakotah Community. 6297 ,DOC FROM 1997,05-27 15:30 #551 P.01/01 NES February 20. 1997 NETvVORK EMPLOYEE SERVICES Frank Boyles City Manager City of Prior Lake 16200 Eagle CrEek Ave. Prior Lake, Mi~~esota 55372-1714 Dear Mr. Boyles: contracc year. going counseling discussed were; to inform you that eight (8) City of Prier used the Employee Assisc.ance Program chis All of these clients participaced in on- sessions in our office. The oroblems This letter is Lake employees Marital Conflict Family Problems. Financial Grief Relationships This contract year, City of Prior Lake employees were invited to and participated in the 1996 SMSC Eealth Fair held October 20, 2l, 1996. Cholesterol testing, diabetes screening, flu shots, glucose screening etc. were provided to your employees at no cost to City of Prior Lake. I am looking forward to meeting with you on April 7, 1997 concerning the 1997-1998 EAP contract. We are looking forward to continuing to provide Employee Assisc.ance Services to the City of Prior Lake next year. Sincerely, .~J~ A,.i.k"7 (3-/:/~ ~)~ Geney Branigan, CCDCR, LGSW. Employee Assistance Program Coordina~or. 2~:;() Sil111x.Trnil1\.\V. . Prior LJ.k~, ~'linnesota 55372 · (612) 496-6168 · (6l2) 860-7':;':;2 l2.+ h,1l:rs) . (612) ~ lJiS-h 1 Sll L-\ \. An Cll!/"'ry.:r'i,..;,' I~{ I II,' ~J':li:l'.lll'l' /\.lj!i';(I/1J.:1II111 111 {l;l.~ll:.l l"lll.':lI:~;lI::_~" EMPLOYEE ASSISTANCE PROGRAlVI AGREEMENT THIS AGREEMENT made and entered into this _ day of , 1997, by and between the SHAKOPEE MDEWAKANTON SIOUX (DAKOTA) COMMUNITY, (SMDC) 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, (CPL) 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 CPL recognizes the need for an employee assistance program for all City employees; and WHEREAS, CPL wishes to outsource for Employee Assistance Program (EAP) services: and WHEREAS, the SNIDC through its social services department, has qualified individuals to develop and administer an employee assistance program to CPL employees: and WHEREAS, CPL wishes to utilize the abilities and resources 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 CPL employees. NOW, THEREFORE in consideration of the premises and of the mutual covenants contained herein, the parties covenant and agree as follows: The SNIDC-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. SMDC 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 CPL 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) Prepare 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 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 CPL employees and their families. (6) Provide EAP 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 EAP files shall remain the sole property of SMDC Network Employee Services; SMDC-NES will maintain strict contidentiality of client tiles. (9) SMDC-NES EAP shall provide to CPL employees as part of its services under this agreement information upon request as to other existing resources for the employee's use outside of EAP 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. CPL Responsibilities as Employer. CPL shall execute the following duties and provide necessary information as follo\vs: (1) Develop, produce and distribute guidelines ret1ecting CPL's commitment and support ofSMDC-NES EAP, (2) Appoint a representative from CPL to function as a liaison between SMDC-NES EAP and beneficiaries of the EAP program. At the time of the signing of this agreement CPL Personnel Dept. will be coordinating contacts for NES. (3) CPL shall provide to S:NIDC-NES EAP a copy of all health insurance policies currently available to CPL employees and a copy of all other employee benetits. CPL shall also provide to SMDC-NES EAP appropriate CPL personnel policies in effect at any time during the period of this contract. (4) The CPL 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. 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 CPL or who voluntarily seek assistance from CPL management for the services agreed to herein. D. Confidentiality. (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 release information form provided by the EAP Director. EAP statf and personnel shall maintain the confidentiality of all CPL employee case records and other personal information contained in an employee's tile, including information relative to an employee's family members. Only SMDC-NES EAP statf shall have access to employee case files. Such case tiles 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 statf and personnel shall not release any information contained in EAP case records or files except upon the explicit written request of the identitied client who has been provided services pursuant to this Agreement. (3) E.AJ> staff and personnel shall provide off premises counseling if requested by our client for privacy reasons. E. Term. (1) The initial term 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 CPL employees through this Agreement, CPL 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 1 st 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. Indemnification. CPL agrees to indemnify, defend, and hold harmless SMDC with respect to any claims, demands, actions, damages, costs, and/or expenses, including claims to which SMDC may be subject as a consequence of or as a result of any error, omission, tort, " .ntional tort, willful misconduct, or any other negligence on the part of CPL and/or its .mployees. CPL agrees that SMDC shall not be held liable to the City for any error, omission, tort, intentional tort, willful misconduct, or any other negligence on the part of SMDC and/or its employees. 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 modiiications of any portion of this Agreement shall be valid. SHAKO PEE MDEW AKAI'lTON DAKOTA COMMUNITY CITY OF PRIOR LAKE <%~ff~ Stanley R. Crooks Tribal Chairman Lydia Anderson. ~1ayor City of Prior Lake Frank Boyles, City :\ilanager Date: :s -7 - <=>; 7 Date: