HomeMy WebLinkAboutEmployee Assistance ProgramRESOLUTION 2011-718
ADOPTED
DOC ID: 7188
THIS IS TO CERTIFY THAT THE FOLLOWING RESOLUTION NO. 2011-718 WAS
ADOPTED AT THE REGULAR MEETING OF THE SOUTHOLD TOWN BOARD ON
OCTOBER 25, 2011:
RESOLVED that the Town Board of the Town of Southold hereby authorizes and directs
Supervisor Scott A. Russell to execute an Agreement between the Town of Southold and
National EAP~ Inc. in connection with an Employee Assistance Program in the amount of
$4.37 per month per employee for basic services including up to 10 hours of special training,
critical stress management services up to 3 per year, and dispute mediation services of less than 6
hours, for the period November 1, 2011 through October 31, 2013, subject to the approval of the
Town Attorney.
Elizabeth A. Neville
Southold Town Clerk
RESULT: ADOPTED [UNANIMOUS]
MOVER: Albert Krupski Jr., Councilman
SECONDER: William Ruland, Councilman
AYES: Ruland, Orlando, Talbot, Krupski Jr., Evans, Russell
N A T I O N AL
EAP
CORPORATE H~ADQUARTER5:
II.
I!1.
IV.
MEMORANDUM OF AGREEMENT
Between:
Town o£ Southold
and
National Employee Assistance Providers, Inc.
Effective Date:
November 1,2011 through October 31, 2013
COMPREHENSIVE EAP SERVICES TO BE PROVIDED:
PROGRAM DESIGN
National Employee Assistance Providers, Inc. (National EAP) will maintain a comprehensive employee
assistance program designed to meet the specific needs of your organization. We will be responsible for
planning, promoting, implementing and monitoring your Employee Assistance Program.
PROGRAM ORIENTATION
National EAP will present an on-site orientation program and materials to the general member population.
Services are described, and issues of privacy and confidentiality are stressed. Members understand how to use
National EAP for themselves and covered family members (see covered members, section XI.) Early
intervention via face-to-face solution focused consultation; telephonic consultation and on-line access is
encouraged through National EAP,.as appropriate tools to help members before issues might interfere with
performance at home or at work.
TRAINING OF MANAGERS AND SUPERVISORS
The National EAP services and its programs, act as a management tool to assist the supervisors/managers in
dealing with members whose work performance becomes a matter of progressive discipline. The focus of this on-
site supervisor/manager training is to introduce the EAP and explain the concepts, procedures, and benefits.
Training places emphasis on work performance as the key issue for referral to the National EAP. Work
performance issues are described in detail. Problems and problem recognition are discussed and confidentiality
stressed. Methods of referral are explained to encourage early intervention, program utilization and minimize
organizational liability. The National EAP provides materials.
WORKPLACE TRAINING
On-site trainings and services are available to your organization with a tailored focus toward workplace
culture, regulation compliance, overall wellness and success. Topics include, but are not limited to:
Workplace Safety and Awareness, Sexual Harassment Awareness and Prevention, Maintaining a Drug-Free
Workplace, Managing Stress and Increasing Performance, The Art of Conflict Resolution, Increasing
Diversity Awareness and Cultural Competence. Up to ten (10) hours of specialty training hours are included
per contract year. Requests for more than ten (10) specialty training hours or training outside ora 30 mile
radius from Town of Southold's corporate headquarters are billed at $250 per hour. A National EAP training
catalog is provided to determine and schedule training specific to your organization.
EAP
CORPORATE HEADQUARTERS:
328t Ve~rans Mem~l Hwy, Suile E-l, BJdg D Ronkonlcoma NY l 1779
VI.
VII.
V. THE ADMINISTRATIVE REFERRAL PROGRAM
The Administrative Referral is an effective management tool to address job jeopardy situations to affect a
positive outcome and minimize costly absenteeism, presenteeism, and member turnover. This management
referral is designed to assist the member when work performance has deteriorated. National EAP will monitor
any/all treatment provided to members who have been administratively referred by your organization.
National EAP monitoring takes place until your designated Human Resources Administrator and National
EAP Specialist agree this is no longer necessary. Members' written consent is required. (See Suggested
Procedure for Administrative Referral - made available by National EAP). Unlimited utilization of the
Administrative Referral Program is included in this contract.
CRITICAL INCIDENT STRESS MANAGEMENT
Following an unexpected, traumatic event in the workplace such as a death of a co-worker, robbery, act of
violence, etc., National EAP's trained response team delivers on-site Critical lncident Stress Management
services to help prevent employees/members from experiencing the negative effects of unaddressed trauma. 2
hours of CISM are included per critical incident for up to 3 critical incidents per contract year. Additional
CISM services requested are billed at $250 per hour.
ORGANIZATIONAL SERVICES
The National EAP provides a number of services to members and families, including: solution focused consultation;
telephone consultation; web-based assistance; assessment and referral to medically necessary services us indicated;
consultation and referral for child and elder care, legal and financial assistance; and follow-up. There is no cost to
the member for these services. Assistance is provided to deal with problems such as stress and anxiety, family and
marital conflicts, emotional difficulties, alcohol/drug problems, financial/lagal difficulties, childcare and elder care
needs, any issues that might affect work-place performance, including mediation services for inter-eroployee
disputes. The dispute medialton will be handled as a referral for personal assistance. Any mediation requiring more
than six (6) houm of National EAP stafffime will be billed at a rate of $75.00 per hour.
The Town of Southold EAP plan includes a 1-6 face-to-face, telephonic and/or on-line session model of
solution focused counseling for non-medically necessary issues, per-issue. All appointments for assessroent,
consultation and/or referral are arranged through National EAP offices. The purpose of the assessment is to
identify the problems, examine options, clarify goals, and develop a plan to address the issues of concern.
Members and their families are encouraged to use EAP consultation to divert the need for medically necessary
behavioral health treatment and may utilize the services &National EAP multiple times throughout the year.
When medical issues call for long-term therapy and/or medically necessary treatment, the member is helped to
make the appropriate choice. The member's insurance plans and costs are reviewed, and assistance is
provided in arranging appointments. Ongoing support is provided by a National EAP clinician. Referrals are
made to National EAP insurance plan providers close to the member's home or place &work.
National EAP will offer appointments for members requesting assistance in accordance with the client's
schedule. Crisis calls are given priority and immediate attention. 24-hoar emergency telephone access, 7 days
per week, as well as website access to EAP information and services are continuously available.
N A T I ON AL
EAP
CORPORATE H~ADQUARTERS:
3281 Vetercms Memorial Hwy Suite E- L Bk~g D Ronko~om~ NY 11779
VIII.
National EAP shall maintain an extensive resource network, including updated information on hospitals,
agencies, and mental health/work life professionals. National EAP, Inc. refers to qualified professionals, who
meet criteria to assure quality, cost effective care, and promote organizational savings on health insurance.
National EAP does not buy or sell networks, but develops and maintains its own.
National EAP shall provide a member orientation packet which includes a welcome letter, brochure, ID card
and on-line/website information. Additional promotional materials are provided periodically to ensure on-
going visibility and promotion.
LEGAL, FINANCIAL & ID THEFT CONSULTATION SERVICES
National EAP agrees to provide members with enhanced financial, legal and ID theft consultation services.
Financial and ID the~ consultation services are accessed by telephone. Legal consultation is available by phone or
in person. Discounts are offered for contracted legal services. (Please see section XII to select this option)
IX.
No
XI.
NIL
MEMBER SITE
National EAP agrees to provide an~ maintain a member work/life resource site with a comprehensive level of
resource articles, assessments, audio and video files covering workplace issues, emotional well-being, health
and wellness in addition to child care, elder care, adoption, international and education. This site is available
in both English and Spanish.
UTILIZATION REPORTS AND ORGANIZATION EVALUATION
Utilization reports are provided on a semi-annuai and annual basis. National EAP maintains a state-of-the-art
sof~ware system that protects the identity of your member/our client and provides important statistical data.
Program evaluation and review is an ongoing process. National EAP staffis available for consultation in this
area. Our utilization sofi3vare and procedures are in compliance with the current Privacy Rule developed by
the U.S. Department of Health and Human Services (HHS) based on the requirements of the Health Insurance
Portability and Accountability Act (HIPAA, April 14, 2003).
COVERED MEMBERS
Employees and members of their immediate family/household are covered for all services described herein.
PAYMENT, MODIFICATION
The fee for the National EAP, Inc. comprehensive program is $4.37 per employee, per month for
approximately 296 eligible US based employees.
Payment for services shall be on a quarterly basis. Payment is due upon invoice according to the following
schedule: November 1st, February 1s~, May Ist and August 1s~. A complete census is required at the time of
contract inception and subsequent renewals, including your organizations e-mail/facsimile with the employee
name, position, and work location. National EAP will call and or e-mail for quarterly revisions of your
population count. Should this population count not be received within 3 business days of our inquiry, the
NATIONAL
EAP
CORPORATE H~D(;gJARTER$:
XIIi.
XIV.
XV.
contracted amount or previous quarter's count will be billed, whichever is higher.
TERMS
The term of this agreement shall begin on November I, 2011 and shall be renewed for successive two (2) year
terms, unless either party provides written notice to the other party of non-renewal, at least 90 days prior to the
end of the first or second year within the term.
LEGAL FEES
If~se~es pro/~ided for)n this agre,~ment ary'not paid wfi. thin 90 d~s or the ~bafe invo~9~d by N~t(oJl~l
/E~P an,O' it is/~quired tg/collect thg/same t]:I/ough a leiS[ procega~ngs, then/T'ow, of/~outholjPgh~ff be
· ~:spo~Idible fq./National gAP's colle/tion fee~, reasonableCattorney't'fees, exp~l~fses and d~burseq~'nts. '
INDEMNIFICATION
National EAP covenants and agrees to defend, protect, indemnify and hold harmless Town of Southold, its
Trustees, Officers, Members and Authorized Agents, from and against each and every claim, demand or cause
of action or any liability, cost or expense on account &any loss including reasonable attorney(s) fees caused
by, arising out of, or in any way incidental to or in connection with National EAP's activities at or for Town of
Southold, except for losses resulting from the negligence of Town of Southold, or its agents.
XVI. STATEMENT
National EAP shall carry all liability insurances as is reasonable and customary for services provided as
outlined in the above. When indicated, all services to which National EAP refers shall also be appropriately
licensed and insured according to Pmctice specialty and region.
Date:
Aoifa O'D~nnell 4 '
Chief Exe6utive Officer
National EAP, Inc.
Date:
sco
Town Supervisor
Town of Southold
National EAP's
Financial Consultation
N AT ~ O N A L
EAP
Telephonic consultation
with a specialist for
practical support with
cOnsumer finance issues
Employees who are physically, emotionally, and financially fit in their
personal lives are better able to contribute in the workplace. With
National EAP's Finandal Consultation, employees can access a program
of comprehensive finandal support services--empowering them to
concentrate on responsibilities at work, rather than on finandal concerns.
Qualified financial counselors and educators are available without an appointment
Monday through Friday with pre-scheduled counseling sessions available on
Saturday, during the day or evening. Counselors do not sell or endorse specific
products and make referrals only to non-profit services.
Financial Assist Provides Return on Investment
Offering financial counseling and education services to employees results in:
· Increased productivity
· Reduced absenteeism
· Fewer wage garnishments
· Greater participation in company-sponsored retirement plans
· Improved morale
Covered Services
The service provides employees toll-free access to financial counselors who address
concerns and follow up with supporting educational materials. Our counselors are
knowledgeable in a wide range of financial topics. Many specialize in specific areas
of credit and finance to handle issues including:
· Bankruptcy prevention
· Comprehensive financial fitness
· Debt reduction and management
· Financial planning
· Housing education and purchasing
· Budgeting
· Credit report review
· Estate planning
· Foreclosure prevention
· Long-term goal setting
L, 328I re, era ns Memoriat Hi~lhWay
Please speak with your aceaunt manager for details.
National EAP's
Legal Consultation
NATIONAL
EAP
Each year, it ~s estimated that nearly half of the U.S. woridorce will
require time off for a legal problem, and the average cost of lost time per
employee will be more than $400. Based on recent studies, neady 60%
of middle-income Americans faced with a legal problem do not seek
professional assistance because of apprehensions related to finding and
paying for a qualified attorney.
Advice and Referral Options
National EAFs Legal Consultation offers two types of legal services to meet employees'
needs. Offering both Advice and Local Referral Servicea insures that all employees' legal
needs are addressed in an appropriate manner.
Advice: More than 50% of employees requiring legal assistance de not want or need to
retain a hwyer. Their concerns can be resolved through a free telephonic advice service.
Local Referral: For employees who have an immediate need for in-person legal
consultation, we refer the employee to a conveniently located lawyer with the appropriate
exper~se. These local lawyers provide a free half-hour consultation, and, in most
instances, agree to discount their hourly fees by a5% if additional assistance is required.
Online Educational Resources
Online private and secure legal resources complement our telephonic and in-person
semce by providing online access to a wealth of educational resources, links, and tools.
The site contains legal documents, a l~rary of legal and financial information, access to
state agencies to obtain birth certificates and other records, links to other legal resources,
a glossary of terms, and more. These convenient resources provide employees and their
family members with the information required to make wise legal decisions when
necessmy, ~4 hours a day, seven days a week.
Please speak ~4th your account manager for details.
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