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RESOL
UTION 2013-762
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ADOPTED DOC ID: 9164
THIS IS TO CERTIFY THAT THE FOLLOWING RESOLUTION NO. 2013-762 WAS
ADOPTED AT THE REGULAR MEETING OF THE SOUTHOLD TOWN BOARD ON
OCTOBER 22,2013:
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 Emolovee 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, 2013 through October 31, 2016, subject to the approval of the
Town Attorney.
Elizabeth A. Neville
Southold Town Clerk
RESULT: ADOPTED [UNANIMOUS]
MOVER: James Dinizio Jr, Councilman
SECONDER: William P. Ruland, Councilman
AYES: Dinizio Jr, Ruland, Doherty, Talbot, Evans, Russell
NATIONAL
People • Parmns Prodn
490 Wheeler Boat, Suite 102, Hauppauge, NY 11788 1.800.624.2593 • (t) 631.588.8102 • (f) 631.588.8143 w .nationaleapcom
MEMORANDUM OF AGREEMENT
Between:
National Employee Assistance Providers, Inc.
And
Town of Southold
With Its Headquarters Located at:
53095 Route 25
Southold, NY 11971
Effective Date:
November 1, 2013 through October 31, 2016
COMPREHENSIVE EAP SERVICES TO BE PROVIDED:
1. PROGRAM DESIGN
National Employee Assistance Providers, Inc. (National EAP) will maintain a comprehensive employee
assistance program designed to meet the specific needs of the Town of Southold. National EAP will be
responsible for planning, promoting, implementing and monitoring your Employee Assistance Program.
II. PROGRAM RE-ORIENTATION
National EAP will provide on-site re-orientation and materials as needed. EAP Services are described in
detail, and issues of privacy and confidentiality are stressed. National EAP provides brochures and
member ID cards for new employees of Town of Southold. Additional promotional materials are
provided periodically to ensure on-going visibility and promotion. EAP education in person and on-line
teaches Members how to access National EAP for themselves and covered family members (see covered
members section XII). Early intervention via face-to-face solution focused consultation; telephonic
consultation and on-line access is encouraged as appropriate tools to help members before issues might
interfere with performance at home or at work.
III. EAP TRAINING FOR MANAGERS AND SUPERVISORS
National EAP recommends and includes annual delivery of "EAP As A Management Tool" training to
supervisors, HR and senior leadership. National EAP teaches attendees how they can use their EAP
program as a management resource to assist them in dealing with employees 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 all materials.
Est. 1982
NATIONAL
People - P• n - Pmdr my
490 Wheeler Road, Suite 102, Hauppauge, NY 11188 1.800.624.2593• it) 631.588.8102•(f) 631.588.8143 www.nationaleap.com
IV. EAP AND WORK/LIFE SERVICES
All members who contact National EAP for assistance will receive a thorough assessment to identify the
client's problem(s), examine options, identify goals, and develop an EAP service plan to address the areas of
concern.
The EAP service plan can include 1 or more of the following services:
• Short-term, solution focused in person or telephonic EAP counseling (up to 6 sessions)
• Case management services
• Legal & Financial Referrals
• Eldercare/Childcare Referrals
• Research and informational support
• Crisis management
• Qualified referrals to specialized providers
EAP is available to assist members with a variety of problems such as stress and anxiety, family and marital
conflicts, emotional difficulties, alcohol/drug problems, financial/legal difficulties, childcare and elder care
needs, any issues that might affect work-place performance.
EAP counseling services are provided by the NEAP team of EAP Specialists at our office locations and by our
network of NEAP providers nationwide. EAP sessions are provided for non-medical issues when short-term
solution focused counseling can be effective or to stabilize a crisis. When it appears there is the presence of
a long term or medical issue, EAP will assist the client in identifying the appropriate specialized services they
require, such as a psychiatric or substance abuse specialists and provide qualified referrals and monitor for
member satisfaction and progress.
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-hour live telephone access, 7 days
per week, as well as website access to EAP information and services are continuously available.
National EAP shall maintain an extensive resource network, including updated information on
specialists, hospitals, community based agencies, substance abuse treatment centers, mental health and
work/life professionals. National EAP refers to qualified professionals, who meet strict criteria to assure
quality, cost effective care, and promote organizational savings on health insurance. National EAP does
not buy or sell its network, but develops and maintains its own.
V. MANAGEMENT CONSULTATION SERVICES
National EAP provides individualized management consultation services for Town of Southold
management to assist them with complex employee work performance issues. All management
consultation is provided by our team of EAP Specialists and is most often the first step before using the
Administrative Referral Program.
Est. 1982
NATIONAL
Peopk • Pandren, Productivity
490Wheeler Road, Suite 102, Hauppauge, NY 11788 1.800.624.2593 • (t)631,598.8102. (f)631588.8143 www.nationaleap.com
Services include:
• Telephonic Confidential 1:1 consultation
• Face to face off-site consultation at EAP locations
VI. EMPLOYEE TERMINATION PROGRAM
During potentially difficult terminations, National EAP staff will partner with HR or management to
support the planning process and be on-site as needed to meet with the employee for debriefing post
termination.
All NEAP services are available to terminated or voluntary exit employees for up to 3 months post end
date. EAP services include short term counseling and referrals to resources such as job finder assistance
programs, community resources, and professional career development services.
VII. THE ADMINISTRATIVE REFERRAL PROGRAM
Human Resources and management can administratively refer high risk members (policy violations,
excessive absenteeism, substance abuse, declining performance, etc.) for intensive EAP assessment,
counseling, referral and monitoring to address work performance issues. Bi-weekly reports are provided
(with member consent) to the organization, documenting member participation and progress. This
program protects the organization from potential liability and reduces turnover and disability claims.
National EAP requires HR to submit an Administrative Referral Submission form to National EAP when
making an administrative referral so that all referral expectations are clear.
All administratively referred members must sign our Statement of Understanding and Consent to
Participate for Administrative Referral agreeing to their responsibilities for compliance while attending
the EAP, in addition to signing a consent form authorizing NEAP to communicate with their employer.
National EAP will monitor any/all treatment provided to members who have been administratively
referred by the Town of Southold. 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.
VIII. WORKPLACE TRAINING
On-site training/seminars are available to your organization with a tailored focus toward workplace
culture, regulation compliance, overall wellness and workplace success. Ten (10) hours of specialty
training from the NEAP Catalog are included per contract year. Additional specialty training hours are
billed at $450 per hour, or can be purchased separately as a training package (details available upon
Est. 1982
NATIONAL
People • Pa _ • ProlveNay
490 Wheeler Road, Suite 102, Hauppauge, NY 11788 1.800124.2593. (t) 631.588.8102. M 631.588.8143 www itationaleap.com
request). A National EAP training catalog is provided to determine and schedule training specific to your
organization.
IX. ON-SITE CONFLICT RESOLUTION
National EAP Specialists are expert at delivering on-site conflict resolution counseling and intervention
to address and resolve conflict or hostility between two or more employees. As every situation is
unique, the HR representative and EAP Specialist will review the circumstances of the issues and
customize a service strategy that could involve multiple sessions of individual work and may also include
several group meetings. Often the plan is designed after an initial meeting with involved employees. Up
to six (6) hours per event are included in this agreement, including time towards management meetings.
Additional services are billed at $150 per hour of on-site time, including pre and post meetings with HR
or management.
X. CRITICAL INCIDENT RESPONSE SERVICES
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 Incident Response (CIR)
services to help prevent employees/members from experiencing the negative effects of unaddressed
trauma. Two (2) hours of CIR for up to three (3) events are included per contract year. Additional Critical
Incident Response services will be billed at $450 per hour.
XI. HEALTH AND WELLNESS EAP WEBSITE
National EAP will provide and 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 and can be embedded into a Town of Southold member only
website with direct link if requested. It can also be personalized with the Town of Southold information
as requested.
XII. UTILIZATION REPORTS AND ORGANIZATION EVALUATION
Utilization reports are provided on a semi and annual basis. National EAP maintains a state-of-the-art
software system that protects the identity of your member/our client and provides important statistical
data. National EAP staff is available for consultation in this area. Our utilization software 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).
Est. 1982
NATIONAL
Peopk • Pm - - P-de fti y
490 Wheeler Road, Suite 102, Hauppauge, NY 11788 1.800.624.2593 • (0631.588.8102 • (f) 631.588.8143 www.nationaleap.com
XIII. COVERED MEMBERS
All Town of Southold employees/members and their immediate family/household are covered for all
services described herein.
XIV. PAYMENT: FEES AND SCHEDULE
The fee for the National EAP, Inc. comprehensive program is $4.37 per employee/per month based on L j
the most recent census of 299 US based employees. Payment for services is due upon receipt of invoice ~J
on a monthly/quarterly basis; November 1", February 1", May 1" and August 1~.
that fall ente spreeps of 99 days will inemF a 146% SWF8haF@e, on a Fnellithly 13119irm
A complete census is required at the time of contract inception and subsequent renewals, including your
organization's 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 contracted amount or previous quarter's count will
be billed, whichever is higher.
disbu sey ientf
XVI. 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 of 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.
XVII. 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
Est. 1982
NATIONAL
Pw* - Pawn - Produc*.i y
490 Wheeler Road, Suite 102, Hauppauge, NY 11788 1.800.624.2593 • H) 631.588.8102 • (f) 631.588.8143 www.nationaleap.com
appropriately licensed and insured according to practice specialty and region.
The undersigned agree to the above contract, with any amendments or changes to said contract being
made prior to either party's below signature. Agreement will take effect in accordance with above
noted dates of service provision, and with all below parties' endorsement.
Date: 1(o J) s I3 Date: rfl ag L3
Aoifa O'D 4nnellL W, SAP Sc A. Russell
Chief Executive Officer Town Supervisor
National EAP, Inc. Town of Southold
Est. 1982
NATIONAL
EAP Paapk • Partners • P-d-awy
490 Wheeler Road, Suite 102, Hauppauge, NY 11788 a 1.800.624.2593 • (t) 631.588.8102- 631.5889143 ¦ w .natiwaleap.mm
XIII. COVERED MEMBERS
All Town of Southold employees/members and their immediate family/household are covered for all
services described herein.
XIV. PAYMENT: FEES AND SCHEDULE
The fee for the National EAP, Inc. comprehensive program is $4.37 per employee/per month based on
the most recent census of 299 US based employees. Payment for services is due upon receipt of invoice
on a monthly/quarterly basis; November 1~, February 1, May In and August 1t. Aceaunt receivables
S~
A complete census is required at the time of contract inception and subsequent renewals, including your
organization's 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 contracted amount or previous quarter's count will
be billed, whichever is higher.
^V - FEES
4~rt"
Nefie&iel EAP amd it Is Fequifed to ealleet the same thretigh 'ego' pFeeeed1mgs, !hen the Town of SemMwOd
4wbuy wneats.
XVI. 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 of 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.
XVII. 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
a FsL 1982 •
NATIONAL
EAP People • Pmdos • P-d-dwo
490 Wheeler Road, Suite 102, Hauppauge, NY 11788. 1.800.624.2593•(t) 631.588.8102 -(t1631.588.8143 • www.nationaleap.mm
XIII. COVERED MEMBERS
All Town of Southold employees/members and their immediate family/household are covered for all
services described herein.
XIV. PAYMENT: FEES AND SCHEDULE
The fee for the National EAP, Inc. comprehensive program is $4.37 per employee/per month based on
the most recent census of 299 US based employees. Payment for services is due upon receipt of invoice
on a monthly/quarterly basis; November V, February 1~, May 1" and August 1'. Aeeemit receivable
i.91596 I Y
A complete census is required at the time of contract inception and subsequent renewals, including your
organization's 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 contracted amount or previous quarter's count will
be billed, whichever is higher.
National EAP and it *9 FeqUiFed te eelleet the sarne through !egol pFeeeedings, them the Town of Setithel
Shall be FeSPOR901210 fQF AI24iQA2I EAP'r collection fees, FRaSGRabIG 21&GFReVs fees, eNipeRses aRd
~Iil:Lwccataw~ts.
XVI. 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 of 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.
XVII. 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
• Est. 1982 •