The URL can be used to link to this page

Home My WebLink AboutC23890 The Valley Partnership - Employee Assistance Program (EAP)00 C23890 4` J 1 CITY OF PALM DESERT OFFICE OF THE DIRECTOR OF HUMAN RESOURCES STAFF REPORT REQUEST: Approve by minute motion the City enter into a contract with The Valley Partnership for an Employee Assistance Program (E.A.P.), and authorize the City Manager to sign this contract. DATE: June 23, 2005 CONTENTS: 1) Proposed Agreement for an Employee Assistance Program provided by The Valley Partnership. SUBMITTED BY: Duane K. Munson, Director of Human Resources Recommendation: Award the contract for an Employee Assistance Program to The Valley Partnership at $2.00 per employee per month, beginning July 1, 2005. Discussion: • The City of Palm Desert recognizes that employee's may sometimes experience personal problems that can have an adverse impact on productivity. Employee Assistance Programs (E.A.P.) have been shown to increase productivity by giving employees access to confidential, professional assistance with life's problems. • In May 2005 the Human Resources Department advertised for proposals for administering our Employee Assistance Program. We received seven proposals, including one from our current provider. • On June 14, 2005, Staff met with employee representatives to review the proposals. We considered location, service level, professional staff and cost. W,HR\HR Group Documents\Staff Reports\Valley Partnership EAP.doc The committee recommends The Valley Partnership based on the following criteria: • Local, located in Palm Desert. • Professional Counselors on staff • Recommended by other Valley Cities and large employers • Cost, The Valley Partnership will offer us better service for a slight reduction in our current costs • Experience, HR has used their services for other issues and found them to be professional, caring and effective. Fiscal Impact: Approximately $3,800.00 annually (Funds have been requested in the 2005/2006 Human Resources Department Budget) DID�AKE IZ'-MUNSON Director of Human Resources Approval: CARLOS L. O GA City Manager 7ed and p r d: A R. GILtIGAN Assistant City ManagVr for Community Services 4�4'� PAUL GIBSON Finance Director G:\HR\HR Group Documents\StaH ReportsWalley Partnership EAP.doc w The ValleyPartnership For a Drug Free community, Inc. Employee Assistance Program for CITY OF PALM DESERT 73-301 Hwy 111, 2"d Floor • Palm Desert, CA 92260 • (760) 776-5555 • FAX (760) 776-5557 • vpCthevalleypartnership AGREEMENT ,�^•. BETWEEN THE VALLEY PARTNERSHIP'S EMPLOYEE ASSISTANCE PROGRAM AND CITY OF PALM DESERT Emolovee Assistance Proaram's (EAP) Core Comoonents • Help management to identify employee's behavioral problems based on job performance. • Provide expertise to supervisors and managers on how to take appropriate steps to utilize the EAP. • Use of constructive confrontation (primarily with employees with an alcohol and/or drug problem) to help these employees get help. The EAP and the supervisors all working together can help employees with impaired job performance understand that they need help. • Provision of linkage with community resources for counseling. Care management requires serving the best interest of the employer, the employee too,,", and external treatment resources. • Assurance of complete confidentiality and privacy for the employees who use the program. It is the stated intent of the counseling staff of The Valley Partnership to follow the above guidelines in the operation of its Employee Assistance Program service. EAP services for Emolovees and Family Members • The employee or any family member may use EAP services. • Self -Referrals — When any employee calls for assistance, he/she will receive a phone response within 2-3 hours and is generally seen within 24 hours. • Assessment/Referral — Short term EAP counseling for employee and/or family members (one to three visits). • Coordination of any treatment and counseling services. • Case management of the treatment process. • We will see each of your employees and family members in person. Management Services Under this Agreement • Training and orientation of supervisors on how to use the EAP. • Annual Employee Orientation to keep all employees regularly informed about the EAP. • Workshops on workplace issues and other informational topics are provided quarterly free of charge. • Consultation with supervisors — to assist supervision with the referral of any problem employee (this is an integral part of our services). • On -going consultation with key managers — within the bounds of client confidentiality, the EAP consultant provides information regarding observed in the workplace. r. Reports A quarterly "Summary of Activity Report" will include: • Statistical data on referrals • Types of problems encountered. Program Materials • The Valley Partnership will provide a brochure which describes EAP services. This brochure is for distribution to all employees. Details of the Agreement • The Valley Partnership will keep all information obtained by the Employee Assistance Program staff confidential and private in accordance with California and federal regulations. • Participation by the employee is strictly voluntary; City of Palm Desert understands that any disciplinary action relating to company rules and regulations is made by the company in accordance with its policies. 2 • The Valley Partnership will comply with all applicable local state and federal laws and regulations, including those prohibiting discrimination in the employment of individuals because of age, sex, religion, citizenship, ethnicity and sexual orientation and will comply with the laws dealing with hours of employment, wages, condition of employment and veteran's rights to employment. • Cancellation of this agreement can be made by either party with a 30-day written notice. • The Valley Partnership maintains professional liability insurance coverage in the amount of $1,000,000/$3,000,000. • The Valley Partnership agrees that the City of Palm Desert may contract with an independent, confidential auditor to ascertain client use numbers upon request of the City, the entire cost to be borne by the City of Palm Desert. Cost of EAP • Fee for service under our agreement will be $2.00 per employee per month, or a minimum of $100 per month, to be billed monthly. Term This Agreement shall be effective commencing July 1, 2005. EAP Services The EAP offers help to employees and their family members in dealing with problems including: work or family relationships; illness, trauma or loss; alcohol/drug abuse, gambling and other addictions; coping with stress or conflict; financial or legal pressures; and other job -related issues. The Employee Assistance Counselors respond to all EAP calls and arrange face-to- face counseling. By meeting with the Counselor for the indicated visits, problem resolution can often occur. Some situations, however, require additional attention. In these cases, the employee or family member will be referred to the appropriate and most cost effective community resource for treatment. �..� When a referral is made for additional counseling, the company's healthcare benefits may pay all or a portion of the cost. Any direct costs to the employee for 3 additional treatment are always explained in full. Effort is made to refer to low- e*N cost community agencies/resources when possible. There is no cost to the employee or family member for any services provided directly by EAP. City of Palm Desert employees may access the EAP services in three ways: I. Self Referral • An employee voluntarily decides to use the EAP and calls the EAP office. The Valley Partnership explains the service, notes the initial information and arranges for the in -person interview. U. Familv Member Referral • An immediate family member of an employee calls for an appointment. Referrals from a family member are considered as self -referrals. III. Suaervisor Referrals • A supervisor who observes an employee's work performance is declining and has not responded to the supervisor's coaching may refer the employee to EAP. • Or sometimes in the course of work with employees, a supervisor detects that an employee has personal problems. • The supervisor makes the referral to EAP by calling the office and telling the EAP counselor the pertinent information. The supervisor may need guidance in how to refer the employee to EAP. By contacting EAP before meeting with the employee, the supervisor can get this help and have a better chance at a successful referral outcome. By signing below, both parties agree to the conditions stated above. The Valley Partnership Cynthia Radley Executive Administrator City of Palm Desert Duane Munson Acting Director of Human Resources Date Date 4