HomeMy WebLinkAboutNational EAP `fa* RESOLUTION 2016-924
ADOPTED DOC ID: 12344
THIS IS TO CERTIFY THAT THE FOLLOWING RESOLUTION NO. 2016-924 WAS
ADOPTED AT THE REGULAR MEETING OF THE SOUTHOLD TOWN BOARD ON
OCTOBER 18, 2016:
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, 2016 through October 31, 2019, subject to the approval of the
Town Attorney.
Elizabeth A. Neville
Southold Town Clerk
RESULT: ADOPTED [UNANIMOUS]
MOVER: William P. Ruland, Councilman
SECONDER:Louisa P. Evans, Justice
AYES: Dinizio Jr, Ruland, Doherty, Evans, Russell
ABSENT: Robert Ghosio
CNAATIONAL
APPeople•Partners•Productivity
490 Wheeler Road,Suite 102,Hauppauge,NY 11188 0 1.800.624.2593•(t)631.588.8102•(f)631.588.8143 o www.nationaleap.com
November 10, 2016
Ms. Mary L.Silleck
Secretary to the Town Attorney
Town of Southold
53095 Route 25
PO Box 1179
Southold, NY 11971
Re: MOA between Town of Southold and National EAP
Dear Ms. Silleck,
Enclosed please find the fully executed Memorandum of Agreement for Town of Southold's renewal
of EAP services. Thank you for the copy for our files.
It's been our pleasure to serve the employees of Town of Southold over the past eight years, and we
look forward to continuing and growing our partnership.
Sincerely,
j
Aoifa O'Donnell, LCSW,SAP
Chief Executive Officer
Enclosure
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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, 2016 through October 31, 2019
COMPREHENSIVE EAP SERVICES TO BE PROVIDED:
I. 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.
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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.
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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 $550 per hour, or can be purchased separately as a training package (details available upon
request). A National EAP training catalog is provided to determine and schedule training specific to
your organization.
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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 $275 per hour plus travel for next day
service response and$375.00 per hour plus travel for same day service response.
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).
XIII. COVERED MEMBERS
All Town of Southold employees/members and their immediate family/household are covered for all
services described herein.
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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 304 US based employees. Payment for services is due upon receipt of
invoice on a monthly/quarterly basis; November 1st, February 1St, May 1St and August 1St
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.
XV. 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.
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 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 Date
Aoifa O'Do ell, LCSW,SAP Scott A. Russell
Chief Executive Officer Town Supervisor
National EAP, Inc. Town of Southold
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RECEIVED
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C* Southold Towm Clerk
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Office of the Town Attorney
Town of Southold
Town Hall Annex, 54375 Route 25
P.O. Box 1179
Southold, New York 11971-0959
Telephone : 631-765-1939
Facsimile: 631-765-6639
MEMORANDUM
To: Ms. Elizabeth A. Neville, Town Clerk
From: Mary Silleck
Secretary to the Town Attorney
Date: November 17, 2016
Subject: MOA between Town of Southold and National EAP
With respect to the above-referenced matter, I am enclosing the original
Agreement together with the Resolution.
If you have any questions regarding the enclosed, please do not hesitate to call
me. Thank you.
/ms
Enclosures
cc: John Cushman, Comptroller