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R09-134 II , I 2 RESOLUTION NO. R09- 13L/ 3 4 5 A RESOLUTION OF THE CITY COMMISSION OF 6 BOYNTON BEACH, FLORIDA, APPROVING AND 7 AUTHORIZING EXECUTION OF AN AGREEMENT 8 WITH COUNSELING SERVICES INSTITUTE, INC., 9 FOR AN EMPLOYEE ASSISTANCE PROGRAM WITH 10 AN ESTIMATED ANNUAL EXPENDITURE OF II $10,800.00; AND PROVIDING AN EFFECTIVE DATE. 12 13 14 WHEREAS, on July 30, 2009, the Human Resources Department requested quotes 15 for an Employee Assistance Program for the City of Boynton Beach employees; and 16 WHEREAS, three companies responded to the request for quotes with Counseling 17 Services Institute, Inc., being selected based on their scope of services and their competitive \8 bid; and 19 WHEREAS, the City Commission of the City of Boynton Beach deems it in the best 20 interest of the City to enter into the Employee Assistance Program Agreement with 21 Counseling Services Institute, Inc for a period of one (1) year. 22 NOW, THEREFORE, BE IT RESOLVED BY THE CITY COMMISSION OF 23 THE CITY OF BOYNTON BEACH, FLORIDA, THAT: 24 Section l. Each Whereas clause set forth above is true and correct and 25 incorporated herein by this reference. 26 Section 2. The City Commission of the City of Boynton Beach, Florida hereby 27 approves and authorizes the City Manager and City Clerk to execute the Employee Assistance 28 Program Agreement between the City of Boynton Beach and Counseling Services Institute, 29 Inc., for an Employee Assistance Program for the period of one (1) year and an estimated S:\CA\RESO\Agreements\Counseling Services InstItute (EAP12009.doc II , Ii expenditure of $10,800.00, a copy of said Agreement is attached hereto as Exhibit "A". 2 Section 3. That this Resolution shall become effective immediately upon passage. 111 3 PASSED AND ADOPTED this Jt.{ day of September, 2009. 4 5 CITY OF BOYNTON BEACH, FLORIDA 6 7 b ~n--- 8 9 cfaY~ ~ or . 10 A~~)-Z"~ 11 12 13 Vice Mayor Woodrow L. 14 15 16 17 18 19 20 21 nguez 22 23 24 25 Commissioner - Marlene Ross 26 ATTEST: 27 28 1n.~ 29 30 31 32 33 34 35 36 S:\CA\RESO\Agreements\Counseling Services Institute (EAP)2009.doc Exhibit # .~_ ROCf-/3t./ SCOPE OF WORK The following proposal will offer confidential, professional Employee Assistance Services to the employees, their dependents and retirees of the City of Boynton Beach. The Counseling Services Institute in Boca Raton, Florida will coordinate all activities of the EAP through its director, Donna Hearn, in the central location in Boca Raton, and has a national and international affiliate network that is both credentialed and reliable for immediate service. The purpose of the EAP is to offer assessment, diagnosis and treatment or referral services to employees, their dependents and retirees for a variety of incidences that can cause personal problems to become personnel problems. The services include, but are not limited to legal, financial, mental health, addiction, stress management, eating/gambling disorders, career consultations, marriage and family counseling, scholastic problems for children, HIV and AIDS education, support groups and psychiatric disorders, sexual harassment prevention education, critical debriefing and workplace violence intervention and prevention. A further purpose is to keep the City of Boynton Beach compliant with regulations covering policies pertaining to drug-free workplace. An EAP also keeps the City of Boynton Beach compliant with Worker's Compo regulations, which require yearly education on substance abuse to be presented in the workplace. Supervisory and management training will also be provided on an on-going basis. A further service of CSI's EAP is on-going Education, Awareness and Prevention program to help insure prevention and/or timely interventions thereby reducing liability. -1- EMPLOYEE ASSISTANCE PROGRAM PROPOSAL FOR THE CITY OF BOYNTON BEACH Submitted by: Counseling Services Institute Donna Hearn, Ph.D., LMHC, CAP, SAP, Director Service Areas: Local and Statewide National Referral Network International Referral Network - Rome; Paris; Switzerland Mailing Address: 7601 Federal Hwy., Suite 165-B, Boca Raton, FL 33487 Phone: 561-995-9500 800-492-0253 Fax: 561-995-9510 Services: Confidential, professional EAP services for the City of Boynton Beach employees, their dependents and retirees. Fee For Service: $12.00 per employee per year Time Period: One year from date of contract Licenses: Mental Health Counselor License Certifications: Certifying Board Addiction Professionals (CBAPF) #369 SAP - Substance Abuse Professional- Dept. Of Transportation Liability Ins: Western World; Scottsdale Insurance Compo Memberships: Greater Boca Raton Chamber of Commerce National Assoc. of Alcohol and Drug Abuse Counselors Children's Cancer Caring Network National Addiction and Psychiatric Services for Children Y A TC - Youth Automotive Training Center Florida Alcohol and Drug Abuse Foundation -2- EMPLOYEE ASSISTANCE PROGRAM OVERVIEW 1. Schedule of Services Provided in base EAP: A: For employees * 5 - individual sessions per employee for evaluation and referral per year * 1 - individual session for family members per year * All - alcohol or drug evaluations * 6 - one hour Stress Management Program per year * Drug-Free Workplace education for all employees presented quarterly * Certificates of Participation for all employees receiving Drug-Free Workplace education * Confidential, personal take-home assessments for indication of alcohol or other drug problems. B: For the employer * Consultation on the design and implementation of necessary policies and procedures * Training for supervisors and managers * Recognition and documentation of performance problems * How to utilize the EAP * In-House promotion of the EAP * Confidential statistical utilization review * Annual EAP evaluation -3- The following services will be included in the proposal: For the employees, their dependents: * 5 office visits per employee * 1 office visit for dependents * all alcohol and drug evaluations at no charge * 6 - one hour stress management sessions per year * access to monthly educational programs * referral services to most quality-oriented/cost-effective outside programs when necessary * S.A.S.S.1. evaluations for alcohol/drug abuse Dur referrals * monitoring of all treatment modalities for one year * 800-number to contact main Boca Raton office * reduced fees for psychiatric and substance abuse programs and drug tests Counseling Services Institute shall perform for the City of Boynton Beach employees and their eligible family members the following services: . Marital counseling . Divorce adjustment counseling . Job-related counseling . Parent/child counseling . Substance abuse assessment and counseling or referral . Senior services . Counseling or referral related to physical or developmental disabilities . Mental Health assessment and counseling . Unlimited Legal/ Financial Consultations provided by EAP . Elder care resource and referral per contract year IT IS IMPORTANT TO NOTE THAT NO ONE WILL BE DENIED SERVICES BECAUSE OF INABILITY TO PAY OR LACK OF INSURANCE. THIS IS THE PHILOSOPHY OF CSI. ALL EMPLOYEES, DEPENDENTS AND RETIREES ARE GIVEN THIS NOTICE IN WRITING. -4- The following services will be offered directly to the City of Boynton Beach: . Technical assistance in the development ofEAP policies & procedures. . Case management (coordination of community resources, follow-up and case advocacy) . Referral to specialized services not offered by EAP, but required by an employee/eligible family member . Telephone consultation with EAP staff as necessary . On-site consultation by EAP staff in those cases where EAP & the City of Boynton Beach deem it necessary . Priority for EAP appointments . Benefit Talks / Fairs as needed . New Employee Orientation . Drug Free Workplace Training . U.S. Department of Transportation (DOT) Compliance Training * Program Promotion * Confidential, quarterly evaluation on program utilization * Supervisory and Management Training on: + Ongoing Orientation for New Employees + Documentation of Performance Problems + Recognition of Substance Abuse in the Workplace + Violence Prevention/Intervention + Legal Liability of Supervisor + Do's and Don'ts of Confronting Employees + Sexual Harassment Recognition Issues + 6-Hour Stress Management For Supervisors + Critical Debriefing PROGRAM DEVELOPMENT AND IMPLEMENTATION FOR THE CITY OF BOYNTON BEACH CSI agrees to offer the following services to the City of Boynton Beach to help establish an EAP: Develop policy and policy statements as well as procedures aimed at personalizing a workplace safety philosophy about the use of an EAP in the workplace. Meet with human resource professionals to help them develop policy statement and encourage support from the top. -5- Promote kickoff of Employee Assistance Program to individuals utilizing the t'ity of BoynhH1 Beach human resource staff. Attend safety meetings, educational programs, or monthly meetings of employees to be availahle for questions and interventions. Provide the company with a flyer or use their existing form of communication to promote the program. Provide on-going education to employees, families and retirees about health and well-being in the workplace. Aid the City of Boynton Beach in keeping compliant as required by Worker's Compo federal policy of safety sensitive positions. Provide a network of resources to maintain an evaluation of the EAP system on an annual basis with quarterly reports reflecting the demographics and utilization review rates. INDIVIDUALS: All providers are licensed or certified in their specialty fields and will agree to see the member to do initial evaluation with 24 to 72 hours of call as indicated by severity of problem. Members will be contacted by a provider for the purpose of scheduling the initial appointment. Upon initial intake and prior to meeting with the provider, the member will complete a demographic information packet at our office, including providing medical health insurance information where applicable. Each participant will receive lone-hour assessment session per referral whether it a self-referral or supervisory. All referrals will be afforded the utmost in confidentiality as deemed necessary by Federal Regulations and as stated in our philosophy. Assessment and referral services will also be available to family members and retirees. Counseling Services Institute agrees to provide all individuals with the opportunity tor educational events throughout the year, at no fee. Counseling Services Institute will provide mailings to announce the event, time and location on a continuous schedule. The stress management program includes 6 one-hour sessions on-site, family members invited, with emphasis on biofeedback and relaxation techniques. -6- SUPERVISORY AND MANAGEMENT TRAINING CSI agrees to provide supervisory and managerial staff with the following: Policy and procedure implementation workshops. Training workshops which include documentation necessities; the legalities of policy enforcement; confrontation of employees on work related performance only; do's and don'ts of documentation and confrontation; how to initiate and EAP referral; follow-up and evaluation. Separate sessions for supervisors and managers include orientation; signs and symptoms of performance problems; recognizing the need for a medical, legal or financial referral; and how to facilitate the manager=s role with the EAP liaison. Supervisors will be educated about referrals to agencies, the supervisor's role in the referral and treatment process, and what to accept when the employee returns to the work force. The EAP provider will submit follow-up documentation for one year fo1\owing treatment on a monthly basis as agreed upon with treatment providers. CSI will offer orientation and training programs quarterly. We believe the success of the program lies in education. Training will be provided on site for 5 or more employees. A1\ training sessions will be geared toward the convenience of the employer with a minimum of I hour per quarter. PROGRAM PROMOTION CSI agrees to promote the program to all employees through pamphlets designed to explain the EAP and CSI. (Attachment A) CSI agrees to attend weekly orientation meetings for all new employees and to answer any questions not of a confidential nature. Periodic one-page flyers will be distributed to the human resource department for disbursement to employees on a variety of topics that may interest them. The topics will be presented on or off premises in either a lecture of film format and will deal with issues that are timely and topical. These issues will help to enhance the education of employees and thus prevention measures. CSI will insert prevention articles in paychecks, newsletters, memos or whatever device human resource now uses to promote activities. CSI wi1\ incur a1\ expenses for mailing, insertions publications, etc. A booklet for supervisors will be used to help better utilization of the program. (Attachment B) -7- PROGRAM EV ALUA TION Quarterly reports will be submitted to the company which will disclose utilization ratcs. demographic information, types of problems identified, referral rates, which departments refer (when requested), and whether or not the referral was a supervisory or se1f:referral. >.ll employees, family members or retirees will have the opportunity to fill out quality assuram;c evaluations and report his or her experience with the EAP directly and confidentially to the company as per their request. You will receive similar information upon request as anonymous reporting for confidentially reasons. Also, a quality assurance evaluation will be sent to your company by employees who agree to fill out the evaluation. (See Attachment B) FINAL EV ALlJA TION CSI agrees to conduct a summarized final evaluation of the program based on participant evaluations, supervisory evaluations and oral reporting of clients. This report will contain strengths and weaknesses of the program, suggestions for future programs, utilization review records, candid, confidential and anonymous employee reactions. supervisory feedback and administrative points of interest. This report will also identity any documentable financial savings that can be attribute to the EAP. TIMET ABLE CSI agrees to conduct an informational orientation campaign for eXlstmg employees from through . A brochure will be provided for family members and retirees. Training sessions for supervisory staff will begin and continue through . This education should be presented prior to general employee orientation so that supervisors will have adequate knowledge of program when asked questions, etc. It is preferable to have all supervisors knowledgeable about the program as early as possible. All orientation, both for employees and supervisors will continue both weekly and monthly from through It is important that this is ongoing and current. CSI will try to accommodate the schedule of all employees on all shifts when possible. Topics are presented monthly either in-house or out-house and the City of Boynton Beach employees will be invited to those workshops, lectures, films, etc. Quarterly reports will be presented during the first 15 days of the month following the end of the quarter. Final summary information will be gathered all year and presented in person 30 days prior to close of contract. -8- FEES CSI will ask for $12.00 per employee per year for all services covered in this proposal. CSI will not assume any costs for referral to outside sources but will try to find the most quality-oriented, cost-effective referral when necessary. Because CSI contracts with a variety of professionals, it is often not necessary to go outside of our network. CSI agrees to negotiate fees for admissions to substance abuse treatment programs, psychiatric institutions and outside referral sources when possible. It is the belief that employees under duress may not be able to negotiate these services and should be represented by professionals. CSI will not assume any financial responsibility for such services and will have employees read and sign an "Explanation of Fees" form. Payment of fees to CSI from the City of Boynton Beach should be paid on a quarterly basis by the 15th of the month following the quarter unless otherwise requested. ASSISTANCE FROM THE CITY OF BOYNTON BEACH CSI requests that the City of Boynton Beach petition their health insurance carrier to admit providers of services most recommended by the CSI to their provider lists, thus making utilization of those services more available to employees. This will also save the City of Boynton Beach insurance dollars and can help further stretch employee benefits. CSI requests that rooms and audio-visual equipment be provided to help host the educational programs and orientations. Whenever possible, attendance by a particular supervisor or an introduction of the EAP liaison in the beginning of the session would enhance the educational sessions. Support from the top always helps. CSI requests that supervisors refrain from "hall talk" about personnel problems that have been sent to the EAP. CSI reminds all involved that confidentiality is of the utmost importance. CSI requests that the supervisor call the EAP provider directly to ask questions rather than transact through an employee. This would be detailed more closely in supervisory training. Education, awareness and prevention make a great EAP. The more you use our services, the more the City of Boynton Beach and employees benefit. To show a savings in insurance benefits, employee acuity, etc., interaction with the EAP is a must. Thousands of dollars in health benefits can be saved monthly with proper diagnosis, referral and treatment by an EAP. By utilizing an EAP, hundreds of employees and families who previously had little or no recourse to help can have better lives. -9- \ , i INDEMNIFICATION/HOLD HARMLESS AGREEMENT Counseling Services Institute agrees, in addition to any other obligation, to indemnify the City of Boynton Beach and to the fullest extent permitted by law, protect, defend, indemnify and hold harmless the City of Boynton Beach, their agents, elected officials and employees from and against all claims, actions, liabilities, losses (including economic losses), costs arising out of any injury or alleged A) bodily injury, sickness, disease or death or injury to or destruction of tangible property including the loss of use resulting therefrom, or any other damage or loss arising out of or resulting of claims to have resulted in whole or in part from any actual or alleged act or omission of COUNSELING SERVICES INSTITUTE, any subcontractor, anyone directly of indirectly employed by any of entities to whom CSI may refer, of anyone for whose acts any affiliate may be liable in the performance of the EAP; of B) violation of law, statute, ordinance, governmental administration order, rule, regulation of the EAP; or C) liens, claims or actions made by COUNSELING SERVICES INSTITUTE or any affiliate or other party performing the EAP services. The indemnification obligations hereunder shall not be limited by limitation on the amount, type of damages, compensation or benefits payable by or for COUNSELING SERVICES INSTITUTE or an affiliate under Worker's Compensation acts, disability benefit acts, other employee benefits acts or any statutory bar. COUNSELING SERVICES INSTITUTE further agrees to incur all expenses, including attorney's fees, incurred by the City of Boynton Beach to enforce this agreement. If agreement is acceptable, signature of this form will act as a binding agreement and subsequent contract will be submitted on request. -I2h4J.C ~~ ~ - nna earn, Ph. D., LMHC, CAP, Director Counseling Services Institute City of Boynton Beach . , KURT BRESSNER CITY MANAGER BOYNTON BEACH, Fl -10- CITY CLERK'S OFFICE MEMORANDUM TO: Sharyn Goebelt Director, Human Resources FROM: Janet M. Prainito City Clerk DATE: September 15, 2009 RE: R09-134 Employee Assistance Program Proposal for The City of Boynton Beach Attached for your handling is the original agreement mentioned above and a copy of the Resolution. Once the document has been executed, please return the original to the City Clerk's Office for final execution. &.-t. 'fi). p~ Attachment (2) CC: Central File s:\CC\WP\AFrER COMMISSION\Departmental Transmittals\2009\Sharyn Goebelt-R09-003.doc