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HomeMy WebLinkAbout9 Employee assistance program Agenda Item # # u f Public Utility District Memorandum To: Board of Directors From: Nancy Waters, Human Resources Administrator Date: April 4, 2007 Subject: Employee Assistance Program WHY THIS MATTER IF BEFORE THE BOARD: This matter is before the Board for the consideration of providing an employee assistance program for District employees. HISTORY: This matter was brought before the Board at the last regular meeting as a workshop item. At that time, I explained the services that EAPs typically provide and how District employees could utilize these services, as well as, the benefits that the District as the employer could see. I have been in contact with Mountain EAP in Reno; they have quoted the price of $3 per employee per month, with a minimum charge of $225. The Board encouraged staff to proceed with this program, but had a few questions regarding the cost and Mountain EAP. NEW INFORMATION: I contacted other public agencies about their use of EAPs. I got three responses: Placer County Water Agency, South Tahoe PUD, and Incline Village GID. STPUD uses a private counselor at a cost of $1.25 per employee per month. PCWA uses an EAP called Concern, which charges $3.90 per month per employee. IVGID used Mountain EAP for the same cost that the District was quoted. The IVGID HR employee that I talked to reported that they have low utilization, but are happy with the services provided by Mountain EAP. I have attached a copy of the contract that the District will sign if approved by the Board. RECOMMENDATION: I recommend that the Board authorize staff to enter into a contract with Mountain EAP to provide an employee assistance program for District employees for a monthly fee of$225. Encl: Mountain EAP contract STANDARD CONTRACT EMPLOYEE ASSISTANCE CONTRACT This document represents a contractual agreement between the parties involved for the provision of employee assistance services. Respective parties referred to in this contract are identified as follows: MOUNTAIN EMPLOYEE ASSISTANCE PROGRAM Mountain Employee Assistance Program of Northern Nevada,Inc. 1091 Haskell Street Reno,NV 89509-2815 (775)322-6066(800)4494902 FAX(775) 322-6566 THE ORGANIZATION Truckee-Donner Public Utility District P0 Box 309 Truckee,CA 96160 (530) 582-3922 FAX(530)587-5056 This agreement("Agreement")is made and entered into as of the latest date set forth opposite the signature of the respective parties hereto, by and between("the organization")and Mountain Employee Assistance Program of Northern Nevada, Inc. regarding the provision of services to "the organizations" employees. Recitals: 1. MOUNTAIN EMPLOYEE ASSISTANCE PROGRAM is a private company and those persons executing this agreement on its behalf hereby covenant that they are fully empowered to execute this agreement. 2. MOUNTAIN EMPLOYEE ASSISTANCE PROGRAM through its officers, agents and employees provides confidential counseling and related services to employees and their families with respect to personal intervention, as necessary. Page I of 8 l 0-05 3. "The organization" desires, subject to the terms and conditions herein, to utilize the services of MOUNTAIN EMPLOYEE ASSISTANCE PROGRAM to assist its employees. Agreement: NOW, THEREFORE, it is agreed by and between "the organization" and Mountain Employee Assistance Program, Inc. as follows: 1'. Mountain Employee Assistance Program, Inc. agrees to provide the counseling and related services to "the organization's" employees as set forth in the attached Service Agreement. a. Mountain Employee Assistance Program, Inc. its officers, agents and employees shall always provide the Services as an independent contractor of"the organization." b. The "organization" shall neither have nor exercise any right whatsoever to control or direct the method, manner of means Mountain Employee Assistance Program, Inc. uses in performing the Services required hereunder, and Mountain Employee Assistance Program, Inc. shall be solely responsible at all times for the method, manner and/or means in performing the Services required hereunder. c. Mountain Employee Assistance Program, Inc. as an independent contractor, shall pay and be solely responsible for all of the following: industrial insurance, unemployment insurance (state and federal), FICA, federal withholding taxes (including quarterly federal tax returns, Form 941), and all other local, state or federal taxes it may be obligated to pay as an independent contractor,including all corporate fees. d. Mountain Employee Assistance Program, Inc. shall have no right to and hereby waives any right to any benefits "'the organization" may provide its employees, officers or other contractors, including without limitation vacation and holiday time, sick leave, pension and profit-sharing plan contributions, life insurance, medical and/or health insurance, disability insurance, or any other benefits "the organization" may from time to time provide to its employees,officers or other contractors. e. Mountain Employee Assistance Program, Inc. shall have no right to reimbursement for and shall be solely responsible for the payment of all costs and business expenses lit incurs in the performance of its obligations under this Agreement. Mountain Employee Assistance Program, Inc. hereby indemnifies and saves "the organization" harmless from and against all claims and demands made by any person for costs and expenses incurred by Mountain Employee Assistance Program, Inc. in performing the Services under the Agreement or otherwise. 2. "The organization" agrees to pay Mountain Employee Assistance Program, Inc. the monthly sum specified in paragraph (8) herein within 10 days of receipt of invoice. The employees authorized to utilize the services of Mountain Employee Assistance Program, Inc. shall be those employees in "the organization's" employ as designated by "the organization's" Employee Assistance Program Coordinator. In addition, the dependents of "the organization's" employees are eligible to utilize Mountain Employee Assistance Program , Inc. services at no additional cost. A "dependent" is defined as all persons of an employee's Page 2 of 8 10-05 immediate family living in the employee's household as described per Mountain Employee Assistance Dependent Coverage Policy. 3. The contract price as specified in paragraph (8) shall be payable in monthly installments by "the organization" upon receipt of an invoice thereof submitted by Mountain Employee Assistance Program, Inc. 4. This agreement may be terminated by either party upon (60) days written notice with or without cause. Unless otherwise specified this contract will remain in force until such time as either party gives written notice of termination. 5. None of the services provided by Mountain Employee Assistance Program, Inc. specified in the attached Service agreement shall be terminated by Mountain Employee Assistance Program, Inc. without the prior written approval of"the organization". Notice shall be sent by the Administrator of Mountain Employee Assistance Program Inc. to the Employee Assistance Program Coordinator of"the organization". 6. Throughout the term of this agreement, at Mountain Employee Assistance Program's sole cost and expense, Mountain Employee Assistance Program, Inc. shall keep or cause to be kept in full force and effect, for the mutual benefit of "the organization" and Mountain Employee Assistance Program, Inc., comprehensive broad form errors and omissions ("malpractice") insurance in the sum of at least one million dollars ($1,000,000.00). All insurance required by express provision of this agreement shall be carried only in responsible insurance companies licensed to do business in the State of Nevada. All such policies shall contain language, to the extent obtainable, to the effect that (1) the insurer waives the right of subrogation against "the organization" and "the organization's" agents and representatives, (2) the policies are primary and non-contributing with any insurance that may by carried by "the organization" and (3) such insurance cannot be canceled or materially altered except after thirty (30) days written notice by the insurer to "the organization". Mountain Employee Assistance Program, Inc. shall provide "the organization" with a certificate of insurance demonstrating that it has coverage required by this paragraph. 7. Mountain Employee Assistance Program, Inc. agrees that it will indemnify and hold free and harmless "the organization" and its shareholders, officers, directors, agents and employees from any and all claims for damage to persons or property, including, but not limited to loss of life, bodily injury and/or damage to property or pecuniary loss by reason of Mountain Employee Assistance Program's negligence, or Mountain Employee Assistance Program's acts, or those of Mountain Employee Assistance Program's officers, employees, agents or invitees,except claims arising from the willful misconduct of"the organization". In case "the organization" shall, without fault on its part, be made party to any litigation commenced by or against Mountain Employee Assistance Program, Inc., or by or against "the organization" alone but arising out of acts or omissions of Mountain Employee Assistance Program, Inc. or its agents, representatives, customers, or employees, then Mountain Employee Assistance Program, Inc. shall be entitled to elect to retain separate defense counsel for any reason, and despite the absence of any conflict of interest between "the organization" and Mountain Employee Assistance Program,Inc. 8. The monthly contract price is $225.00. The employee count as of the contract date is 69. "The organization" shall provide an employee count in writing only as changes occur. Page 3 of 8 This contract begins: IN W H NESS WHEREOF, the parties hereto have executed this agreement as of the date set forth opposite their respective signatures. By: Date: Its: Mountain Employee Assistance Prozram of Northern Nevada, Inc. By: Date: Its: Page 4 of 8 SERVICE AGREEMENT SERVICES TO THE ORGANIZATION 1. To begin implementation of the Mountain Employee Assistance Program, Inc. start-up procedures will include supervisor training, employee orientations and the distribution of "Ilelping Hand Cards". These procedures will be repeated on an annual basis, or more frequently if requested at no additional cost. 2. Mountain Employee Assistance Program, Inc. staff will consult with staff from the "the organization as to logistical arrangements necessary to implement the program. In addition, the following technical assistance is available at no additional cost. 3. Assistance to staff of the "the organization" in preparing a written policy statement on employee assistance. 4. Assistance in preparation of correspondence to all employees and their dependents announcing the Mountain Employee Assistance Program. 5. Presentation of general orientation programs for managers and employees as often as needed. 6. Management training programs on identifying and referring troubled or problem employees. Additional management training may be arranged at no additional cost. 7. Statistical utilization reports will be submitted to the designated EAP Coordinator on a quarterly basis. 8. Orientation sessions will be provided by Mountain Employee Assistance Program, Inc. staff to educate new employees upon request at no additional cost. SERVICES AVAILABLE TO MANAGERS AND SUPERVISORS 1. Mountain Employee Assistance Program, Inc. counselors and our management consultant are available to assist managers and supervisors with concerns about troubled employees. Administrative hours of the EAP are 8:00 a.m. to 5:00 p.m.,Monday through Friday. 2. In the case of an emergency or by prior arrangement, Mountain Employee Assistance Program, Inc. Management Consultant or counselors can assist managers and supervisors with troubled employees at the work site. 3. Mountain Employee Assistance Program, Inc. training programs will be available to train supervisors in the implementation of employee assistance services, as requested, at no additional cost. Page 5of8 SERVICE ACREEMENT (cons.) SERVICES AVAILABLE TO EMPLOYEES Mountain Employee Assistance Program, Inc. will provide the services listed below to any self- referred employees or employees referred by management or the designated Employee Assistance Program coordinator. These services will also be provided to employees' dependents per Mountain Employee Assistance Program Policy. 1. Counseling to the point of referral, including, but not limited to, marital, family, alcohol, drugs, stress, depression, eating disorders, gambling, sexuality, job and interpersonal relationships. 2. Mountain Employee Assistance Program, Inc. will provide employees with an initial evaluation session per problem. Depending on the nature or extent of the problem, the employee may be referred to a specialist, or Mountain Employee Assistance Program, Inc. may provide up to two (2) additional counseling sessions, for a total of 3 sessions per problem per 12 month period. Laze cancellation (less than 24 hours) or no shows will be counted as a session. 3. Referrals for additional counseling and psychotherapy are available to fully licensed professionals in the following areas: Psychiatric, psychological, marital, family and child counseling,alcohol and substance abuse. 4. Referrals are available to self-help groups located in Northern Nevada. 5. Referrals are available to licensed treatment facilities, hospitals and outpatient clinics. 6. Day and evening counseling appointments are generally 50 minutes in length. 7. Referrals are available to licensed agencies for consumer credit and financial planning. 8. Legal referrals are available on a per problem basis in the following areas: contracts, estates, wills, family law, personal injury, real property, general business, corporation, criminal, civil, bankruptcy,divorce, insurance and general law. 9. SERVICE HOURS: 8:00 a.m.-5:00 p.m.,Monday thru Friday. Evening appointments are available. Twenty-four-hour emergency counseling is available in cases such as suicide threat or death in family. Page 6 of 8 SERVICE AGREEMENT (cunt.) TRAINING PROGRAMS,WORKSHOPS AND OTHER SUPPORT SERVICES l. As part of a comprehensive training effort, Mountain Employee Assistance Program, Inc. agrees to provide the following support services at a cost of$65.00 per hour of staff time, except when specified otherwise. 2. Advanced training programs on identifying and referring troubled or problem employees. Additional management training may be arranged. 3. Drug and alcohol education programs upon request of"the organization". 4. Mountain Employee Assistance Program, Inc. may provide consultants for one-hour management conferences on request. If Mountain Employee Assistance Program staff can be utilized, there is no charge. If outside consultants are employed, the client organization must pay the consulting fee. 5. On request, Mountain Employee Assistance Program, Inc. will design and conduct specialized training programs or workshops that address management and supervisory needs for a separate fee. Examples of such programs are: a) Coping with Organizational Change, b) Stress Management/Job Burnout, c) Preventing Workplace Violence, d) Sensitivity Training/ Sexual Harrassment&Racial Discrimination, e)Conflict Resolution, f) Maximizing Effective Communication&g)Team Building. 6. Mountain Employee Assistance Program, Inc. will also refer client organizations to consultants to conduct training programs appropriate for the organization. The client organization will be responsible for the fee arrangements with the consultant. 7. On site critical incident debriefing, intervention, conflict resolution or group counseling can be requested by management for an additional fee of$150.00 per hour per counselor involved. 8. Employees who are covered by Federal Department of Transportation Guidelines (e.g., truck drivers and school bus drivers) and who requires assessment and monitoring by our "Substance Abuse Professional" (SAP)will be billed at the rate of$375.00 per case. 9. Psychological Evaluations can be requested and will be quoted on a per case basis. 10. Specialized training programs or workshops will be quoted if requested. 11. Training materials, employee brochures, help cards, and employee bulletin board posters are provided as needed at no additional cost. Page 7 of 8 MOUNTAIN EMPLOYEE ASSISTANCE PROGRAM., INC. FXPI.ANATION OF DEPENDENT COVERAGE POLICY 1. Spouse 2. hlinor Children(under 18 years of age). 3. Adult Children (over 18 years of age)if enrolled as a full time student and living at home or permanently disabled. 4. Adult Children (over 18 years of age) if enrolled as a full time student and NOT living at home are covered ONLY when they are living at home during school break. (i.e., Spring Break, Summer Vacation, or other school break). 5. Step-children (same as above). 6. Parents(65 years of age or older)if living in your home and are dependent on you. 7. Significant others (i.e., living with another person without benefit of a marriage license). in addition to the significant other, if that person has children and they are living in the household, then Iine 2, 3,and 4 apply. Page 8 of 8